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Classroom Manager

Participant Details

When an individual selects a participant, they can see the event, check-in status, age, date of birth, attributes, date of last attendance, family, and authorized households.

Actions

There are many actions available on the Participant Details screen. These actions partially depend on the individual's current check-in status (if they are checked in, marked present, and so on). Events stay available for 30 minutes after the Event End time.

Mark Present
Image displaying the Classroom Manager. The Mark Present Selected tab is on the left, outlined in red and shows that four participants are selected to be marked present.

Confirm that a participant is physically present in the classroom. This option is available if at least one Group is chosen from the Selected Group list and the participant is checked-in but not present or not checked-in. If the child wasn't previously checked-in, this button performs both actions - it checks the participant into the event and marks them present.

When the classroom attendant or Group Leader launches the Mark Present dialog box, they can specify a Room per Group. If all participants in a selection belong to the same group, only one Group displays. Only rooms associated through Room Reservations display in each Group's drop-down list. Room capacities update as you assign each group.

Image displaying an example Mark Selected Participants Present screen.

If needed, you can mark a participant present who was previously checked out. From the Checked-Out view, open the participant and click Mark Present. This moves the participant to the Present view. This also removes the Time Out value and updates the Time In value on the Event Participant record.

Check Out
When the participant leaves, this button records that the participant is no longer at the event or under the church's watch.

Image displaying the Classroom Manager. The red Check Out Selected tab is on the left and shows that two participants are selected for check out.

Notes
Use the Notes field is available to add notes specific to the day that the Group Leader might need to remember during the event. You can find the note on the person's Event Participant record in MinistryPlatform.

Image displaying an example note for the participant Bridger James that reads "My nose is running, but it's allergies".

Photo
Take a photo of the selected participant and update their information in MinistryPlatform.
This feature requires a camera device at the workstation. The first time you select this option, you need to:
  • Select the device (if there is more than).
  • Give permission to use the camera device.
  • Select whether to remember this choice in the future.
Notify Front Desk
Classroom attendants or Group Leaders can to notify someone at the "front desk" (for example, the Information Center or Children's Welcome Desk) that a participant needs to be picked up.

Image displaying the participant screen for Willie Whale. The orange Notify Front Desk button is located at the top right and is outlined in red.

Often, this is a volunteer at a central area with access to the paging system inside the service. Click this button to send a text to the number set in the CIM, FrontDeskSMSNumber Configuration Setting. The text message contains the participant's name, Group, and Room. For example, "Smith, Larry needs assistance in Sprouts Group Room 234".

To send text messages, you need to:
Notify Parents
Click this button to set the Call Parents field to Yes on the Event Participant record. What this does beyond is up to you to create and customize. For example, a church could create a workflow that uses this button to:
  • Record that they manually used the call system (for example, the "nanny light" or "parent pager" system) in service to notify parents.
  • Trigger a process to email the appropriate party or create a task to follow up.
  • Trigger a webhook or custom integration to text the appropriate party.
  • Trigger a webhook or custom integration to post a message to display on the call system in service.
  • Show in a custom view so that they can track over time how many times they use the call system, by which events, and which participants.
  • OR some variation or combination of these options.

You can hide this button with the CIM, HideCallParentsButton Configuration Setting.

Family and Permitted Guardians
This section lists the participant's family members and members of other authorized households, including a picture, household position, and mobile phone. Set other authorized households on the Participant's Contact record on the Other Households page with a Household Type of "Shows in Check-in". (You can find Household Types in System Lookups/Household Types. If you are missing the type "Shows in Check-in", please add it to your system.) This is commonly used for grandparents, relatives, or close friends or neighbors who might drop off or pick up the participant besides the parent(s).

Inactive contacts do not display in this section.

Update Allergy Information

Update the selected Participant's allergy information.

  1. Select a Participant.
  2. Click the pencil icon or select a new Attribute from the drop-down list.
  3. Enter the note.
  4. Click +Add.
  5. Repeat as needed.

Configure Text Messages

To send text messages with the Notify Front Desk button, you need to:
  • Have a Twilio account.
  • Update or confirm your Platform Configurations.
  1. Go to Administration > Configuration Settings.
  2. Update the following CORETOOLS Configuration Settings based on your Twilio account. Make sure you have no trailing spaces in the values.
    • CORETOOLS, TwilioSID: The Account SID (not the App SID). You can find this value in your Twilio Dashboard.
    • CORETOOLS, TwilioTOKEN: The authorization token. You can find this value in your Twilio Dashboard.
    • CORETOOLS, TwilioSMSNUMBER: Your SMS numbers (input numbers only. This is the "From" SMS Number).
  3. Update the following COMMON Configuration Settings based on your Twilio account. Make sure you have no trailing spaces in the values.
    • COMMON, TwilioSID: The Account SID (not the App SID). You can find this value in your Twilio Dashboard.
    • COMMON, TwilioToken: The authorization token. You can find this value in your Twilio Dashboard.
    • COMMON, TwilioSMSNumber: Your SMS numbers (input numbers only. This is the "From" SMS Number).

Send a Text Message

From the Send a Text Message section, if a mobile phone number is available, you can send a text to the adult family member or permitted guardian. The option won't display for Contacts with a Household Position of Guest Child, Minor Child, or Company. The text message contents store in a Contact Log entry on the recipient's record.

Note: Because Check-In Suite doesn't reference the Contact record when you send a text, it does send texts to people who have opted out of texts. See the text configuration information to make sure you're set up to send a text message.
  1. Click the number to text.
  2. The default text message contains the Event Participant's name, Group, and Room. If needed, click Edit to change the message.
  3. Click Submit.
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Last updated: November 26, 2024