Use Batch Check In to check in, out, or transfer selected groups of children, such as those who arrive or depart on a particular bus. You’ll also use this feature at the end of each day to check out anyone who forgot to check out.

Getting There

From the main screen of Family Data & Accounting click Functions > Attendance Tracking > Batch Check In / Out.

Before You Begin

Although you may use the Batch Check In feature without tying it to Child Tracking, in most cases you’ll want to set up Child Tracking Categories for each bus a child might ride and Assign Tracking to each child ahead of time.

Select the Batch Check In/Out Function desired

Three different batch types are supported:

Check In

  1. Select Check in from the Batch Type list (top left).
    batch-check-in-type.png
  2. Select the date and time.
  3. Place a check next to the Child Tracking Items you wish to include, such as “Bus Run – Jefferson Elementary”. If you select more than one item, children with any of the selected items will be included.
    Include All Children: To include all eligible children regardless of their Tracking don’t select any Tracking Items just click Refresh List (bottom left). This is appropriate for the end of the day when you want to check out anyone who is still checked in.
  4. Choose whether children should be checked into their Scheduled Classroom (for this day and time) or their more generic Primary Classroom, for example if you’re not using the Child’s Schedule feature.
  5. Click Refresh List (bottom left) to display all children who meet your criteria and are eligible for this procedure.
    Note: To be eligible a child must have a current Enrollment Status of Enrolled and have the appropriate check in / out state on their Time Card. For example, when checking kids in, only children who are currently checked OUT would be eligible.
  6. With the children’s names displayed (right side) select the children to include. Place a check in the column header to select them all.
    Filter Classrooms: You may process just one classroom at a time by filtering the classroom list. Click the small funnel in the upper right corner of the Classroom header and select the class you want.
    Classroom-header-filter classroom-select-list
    Note: You may print the selected children before processing by clicking the Report button at the bottom.
  7. Click Process, then Exit.
    Note: Children without a classroom cannot be selected. Choose a classroom for them then place a check next to their name.

Check Out

  1. Select Check Out from the Batch Type list (top left).
    batch-check-in-type-out.png
  2. Select the date and time.
  3. Place a check next to the Child Tracking Items you wish to include, such as “Bus Run – Jefferson Elementary”. If you select more than one item, children with any of the selected items will be included.
    Include All Children: To include all eligible children regardless of their Tracking don’t select any Tracking Items just click Refresh List (bottom left). This is appropriate for the end of the day when you want to check out anyone who is still checked in.
  4. Click Refresh List (bottom left) to display all children who meet your criteria and are eligible for this procedure.
  5. A list of all children currently checked in appears on the right side of the screen. Select the children to include. Place a check in the column header to select them all.
    Note: Only children meeting the Max Daily Hours Attendance that you have selected in  Max Daily Hours Attendance in the Family Data section of Region & School Options will be checked out. Any children remaining on the list will have to be checked out on a date and time that agrees with your rules for maximum time checked in.
  6. Filter Classrooms: You may process just one classroom at a time by filtering the classroom list. Click the small funnel in the upper right corner of the Classroom header and select the class you want.
    Classroom-header-filter classroom-select-list
    Note: You may print the selected children before processing by clicking the Report button at the bottom.
  7. Click Process, then Exit.

Transfer

  1. Select Transfer from the Batch Type list (top left).
    batch-check-in-type-trns.png
  2. Select the date and time.
  3. From the list of children currently checked in, select the classroom(s) they are currently in instead of Tracking Items, and select a “Transfer To” class (lower left). All children will be transferred to that class.
  4. Click Refresh List (bottom left) to display all children who meet your criteria and are eligible for this procedure.
  5. With the children’s names displayed (right side) select the children to include. Place a check in the column header to select them all.
    Note: You may print the selected children before processing by clicking the Report button at the bottom.
  6. Click Process, then Exit.
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