How to choose a church check-in system

As you strive to better know and grow your people, church check-in systems and tools become mission-critical for your church. And while this technology is nothing new or unusual, new features for the check in process are released all the time. From streamlining check in services to improving security and compliance, there are many important things to explore.

If you haven’t explored the latest in church check-in software, or if this is the first toe you’re dipping into this powerful tool for ministry, the below information will get you caught up to speed.

What are church check-in systems?

They’re just what they sound like! Church check-in technology  is a suite of digital tools and features that allow staff, volunteers, and visitors to a service or event to mark themselves as “present.”

Usually accessible from mobile devices, tablets, and computers, a digital check-in system eliminates the need for old-fashioned clipboards and taking manual roll calls. The system will automatically collect attendance data, improve safety and security for your community, and enhance your overall church experience.

Of course, just having the system isn’t enough. You’ve got to know how to deploy it, too.

How church check-in software is used

Check-in systems benefit churches on two fronts: they provide a streamlined process for staff and volunteers, along with ease of use and peace of mind for guests.

Members, guests, and scheduled volunteers can quickly confirm they’re in attendance at your church function with a few quick taps on a mobile check app. Likewise, your staff can use the software to easily check in visitors to small groups, like Bible studies, Sunday school classes, and intimate events—but the most popular use by far is for children’s ministry.

Benefits of check-in systems

Every parent wants to know their kids are safely where they’re supposed to be. More advanced platforms like Pushpay offer kid check features like Check-In Announcements, which send an alert to assigned family members, and even Live Room Rosters, which allow your team to know exactly where a child is at any given time. Peace of mind for parents, caregivers, and staff alike!

What’s more, a lot of a check-in system’s value is derived from the collected reports and insights. Your system should be integrated with a ChMS that can sort and distill attendance information, then provide detailed reports to help you spot trends, analyze your congregation’s habits, refine your Sunday service planning, and manage commitments with greater support and clarity.

Must-have features of church check-in software

As you begin your journey to adopt a new check in system, you’ll likely feel a bit overwhelmed by the wide array of features available. Only you can know what’s most important for your specific ministry; here’s a list of some common features you should consider:

• User friendly: Don’t create headaches for your teams and congregants by adopting a confusing system that requires too much training.
• Attendance tracking: Ensure your software can track attendance across all types of events, services, and classrooms.
• Reporting and analytics: Automated reports and insights help leaders refine their approach to ministry without heavy manual work.
• Integrations: Choose a check in system that connects with your existing ChMS or other websites you rely on. Pushpay makes integration seamless, syncing attendance reports, text notifications, and family data into one dashboard.
• Children’s ministry: Secure check in process for kids, including badges, alerts for parents, assigning authorized guardians for pick up, and drop off safety protocols.
• Mobile functionality: Enable mobile check via phones and tablets for staff, volunteers, and individuals on-the-go.
• Kiosk support: Self-service kiosks with qr code or security label printing are especially valuable for large Sunday gatherings.

How to choose a check-in system for your church

So you’ve done your homework, figured out which features are core to your mission, which tools would be amazing to have but might be a stretch, and which you can live without. Great job!

But the job’s not over yet. There are still a few other steps before you commit to a new check-in system:

• Get a Live Demonstration: Any software provider should quickly and willingly set up a free demo of their check-in system. Even if you already have your heart set on a single software platform, take several demos, potentially with software providers you’ve already ruled out; you may discover something you missed, or see the check-in system in a whole new light.

• Support and Training: This should be researched early, and be a question during your demos. Ask what types of training and support the check-in system offers to help you get the platform up and running as fast as possible. Also, explore the help articles and resources the provider has created, so that you can research and resolve smaller issues down the road.

• Cost and Scalability: While this may sound obvious at first, you’ll want to really break down what each check-in system will cost you, both in the short and long term. There are dozens of pricing models out there; be wary of software that seems cheap upfront, but may hit your wallet hard down the road—particularly as your church grows in size.

The best church check-in software

Once again, only you can know the specific wants, needs, and constraints that will shape your church’s decision for a new check-in system. But if you run through the above checklists with a grounded, intentional mindset, you’ll be in great shape to make a decision.

And as you start this journey, we’d love for you to consider Pushpay’s ChMS and check-in functionality. Not only does it tick all the above boxes for features—along with some powerful extra tools—but our award-winning customer success team is ready when you are to lead you through a demo, and answer any and all questions you may have.

Schedule a demo with our team to see how Pushpay can work for you.

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Frequently asked questions about church check-in systems

What is a church check in system?
A church check in system is a digital tool that helps staff, volunteers, and guests mark attendance at church services, Sunday school, or special events. It replaces paper sign-in sheets with a secure, streamlined check in process that improves safety, saves time, and provides valuable reports for your ministry.

Why is security important in children’s check in?
For parents, nothing matters more than knowing their kids are safe. A good check in system provides security labels, authorized guardian tracking, and drop off/pick up safeguards. Some software even includes alerts and real-time room rosters so your team always knows where each child is.

Can check in systems integrate with our existing church software?
Yes. Many modern check in systems offer seamless integration with church management software (ChMS) and even websites. This allows your leaders to view attendance, reports, and family data in one place, while keeping communication simple with text notifications and automated reminders.

Is mobile check-in available for sunday services?
Absolutely. With mobile check, parents, volunteers, and guests can check in using their phones or tablets. This reduces wait times, improves the drop off process, and keeps your community moving smoothly during busy Sunday gatherings.

What features should we look for in a church check-in system?
The best church check in systems include:

• Attendance tracking for all events, services, and classrooms
• Children’s ministry security with kidcheck, guardian permissions, and safety alerts
• Mobile check and kiosk options with qr code or security label printing
• Automated reports and insights for leaders and staff
• Ongoing support, training, and helpful resources

How much does church check in software cost?
Pricing varies by provider and the size of your church community. Some charge per feature, while others offer all-in-one packages. Be sure to review both upfront costs and long-term scalability as your ministry grows. Checking reviews from other churches can also provide helpful perspective.

Who benefits most from using a check in system?
Everyone! Parents get peace of mind, kids enjoy a safe and smooth class experience, volunteers can serve more confidently, and leaders gain valuable insights into attendance and engagement. Most importantly, your entire community benefits from stronger connection, better organization, and improved safety.