Heads Up: Check-in for Very Large Ministries

2 years ago 1 min read

Triumph’s Heads Up series helps to share lessons learned from our consulting with our partner churches. Our hope is that you’ll learn from these tips and prevent tripping over obstacles that others have discovered.

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To ensure the best security for check-in Rock will not allow a check-in security code to be reused within a given day. For churches using 3-digit codes that means you are limited to 13,749 codes in a single day. As you close in on that number for a given day the performance of check-in can come to a screeching halt. When the limit is hit it can leave your check-in hanging.

Luckily, this will only impact only the largest of churches and only then in rare cases. You can easily see if you’re coming close using the query below.

    FORMAT( [IssueDateTime], 'yyy-MM-dd' ) AS [Day]
    , COUNT(*) AS [CheckInCodeCount]
FROM [AttendanceCode]
WHERE LEN([Code]) = 3
GROUP BY FORMAT( [IssueDateTime], 'yyy-MM-dd' )
ORDER BY [CheckInCodeCount] DESC

If you find yourself in this situation you have a couple of options:

  1. The obvious one is to move to using 4-digit check-in security codes. This will give you 331,700 unique codes.
  2. If you’re coming close to that number and want to buy time before moving to 4-digit codes (and your volunteer teams check in at different kiosks than your children), you can adjust the types of codes generated for other check-in configurations like serving teams and events. Often the tags for these types don’t show a code. Moving these to 4-digit codes can save precious 3-digit codes for your children’s check-in.

    Note that code specifications are tied to check-in configurations, not groups or check-in areas, so the codes generated depend on the configuration selected on the kiosk device on which the person is checking in.

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