• A child is checked in to the wrong location. How can I fix that?

    You can quickly and easily fix incorrect locations (groups/rooms) without having to check a child out and back in. The new location will also be saved for the next time they check-in.

    1. From the check-in screen, click on the Admin Console link (top right)
      1. Standard, Premium, and Campus customers can also access the Admin Console by logging into KidCheck through any browser, then going to the Check-in tab > Utilities tab > select Start for Admin Console
    2. Select the check-box for the child whose location you want to correct and select the Admin Console Options bar
    3. Select the correct location from the “Move Selected Children” drop down menu and select Move Selected Children
    4. A new label can also be printed by clicking on the small printer icon to the right of the child’s name. The new label will have the same security code as the original, and will now state the updated location.

    See also:  Admin Console Features – Tutorial

  • How do I set up someone as a volunteer/employee?

    The volunteer/employee will need to first create their KidCheck login account. Once the volunteer/employee has created an account the Administrator will need to designate them as a volunteer/employee; volunteers/employees cannot assign themselves as such. To do so:

    1. Go to the People tab within KidCheck (top row).
    2. On the second row of tabs, select Volunteers (churches) or Employees (daycares, fitness centers, activity centers, retail, etc).
    3. Click in the search box on the left and input the volunteer/employee's phone number (omit dashes and parentheses).
    4. Once you see the person’s name/profile show up, select it, and they will be added to the list.
    5. Please remember this searches our international database, so please cross reference address and phone numbers before adding anyone as a volunteer or employee.

    Note: When someone is added to your list, their name will not initially be clickable/tappable until they check-in for the first time; this maintains a higher level of privacy. Once they check-in, you'll be able to click/tap their name to go to their profile in the People tab.

    Download our Volunteer Training Guide for more information.

  • How do I add/remove an administrator for our KidCheck account?

    The main administrator for an organization can easily add or remove others as administrators.

    To add an administrator:

    1. Ensure the person(s) you plan to add as administrators have created a KidCheck login account.
      • A “login” account means they need to have completed a full account with a username and password, not just set up a basic account created at a check-in station with the “I don’t have a KidCheck account” link.
    2. Log into KidCheck and go to System Settings on the top right
    3. On the left select System Options
    4. Select User Manager (under System Settings)
    5. Select Add a New Administrator (on the left under Page Options)
    6. Input their phone number
    7. When you find the proper person, click on their name
    8. Next, choose the appropriate user role (see role descriptions below)
    9. If the person is also planning to be a volunteer you can enable this designation at the same time
    10. Click Save

    The individual will now have administrative access rights when they log into their KidCheck account using their personal username and password.

    To remove (or change) a user’s administrative access:

    1. Log into KidCheck and go to System Settings on the top right
    2. On the left select System Options
    3. Select User Manager (under System Settings)
    4. Select the "X" with a circle around it to delete an admin, or select the pencil icon to edit an admin's user role

    Note: An admin cannot remove himself or herself. Another admin must remove them.

    Admin User Role Descriptions

    • Administrator - Full access and privileges.
    • Campus Manager - Similar to an Administrator, but can only see reports and information for a particular campus. Able to change settings, and can add additional Start/Stop Check-in Only admins.
    • Start/Stop Check-In Only - Able to start check-in using a template or program, access the Admin Console during check-in, and close check-in.
    • Finance Admin - Can see the Invoicing tab, Reports tab, and Settings link (which contains Account Info, Settings, Campuses & Locations, and Licensing tabs).
    • Reports Admin - Able to access the Reports tab.
  • How do I change a station from “Staff Attended” to “Self-Service”?

    On the computer you’d like to change, use the following steps:

    1. Sign in to your KidCheck account.
    2. Select System Settings in the upper right corner.
    3. Select Licensing in the menu on the left.
    4. Click on the Edit this computer’s license link on left under "Page Options."
    5. Change the station to Self-service (or Staff-attended) under "Check-in Station Type."
    6. Select Save Changes.

    Staff-attended stations show more user account information (and allow for changes to be made) on the check-in screen. As a security measure, self-service stations do not. Also, the ability to view the “detailed lookup” page for a child (by scanning their nametag) may be enabled or disabled based on station type.

  • How do I enable or disable Kiosk Mode (full screen) during check-in?

    KidCheck’s Kiosk Mode allows check-in to be ran ‘full-screen’, making it impossible for the computer to be used for anything but check-in (where only an administrator is able to close check-in). This is a great security feature, especially if you are running self-service check-in stations, and there is not a staff member handy to monitor the computer’s use.

    However, an organization will occasionally want to disable Kiosk Mode (for instance, to have access to the People tab or check-in stats in the midst of check-in).

    To toggle Kiosk Mode on or off:

    Windows: Right click on the KidCheck Client in the task bar (near the time in the lower right hand corner) > go to Settings > go to Check-in Display Mode > select Browser Mode to run check-in within your browser or Kiosk Mode to run check-in within a full-screen, locked-down mode.

    Mac: Click on the KidCheck client icon in the menu bar at the top of the screen > select Open KidCheck Preferences > check or uncheck the Kiosk Mode setting.

    *** Note: We only recommend you turn off kiosk mode if the check-in station is staffed. ***

  • I can’t start check-in. The system says “Waiting for KidCheck client.” What do I do?

    First, make sure the KidCheck client is running. To do so:

    1. On Windows computers, you’ll see the KidCheck “blue checkmark” icon on the bottom right of the screen by the time (you may need to click the "Show hidden icons" triangle to see it)
    2. On Mac computers, you’ll see the icon up in the taskbar at the top of the screen

    If you don’t see the icon, start the KidCheck Client application

    1. Windows: Choose Start -> All Programs -> Start KidCheck Client
    2. Mac: Go to the applications folder and click on KidCheck Client
    3. After the Client has been launched, log off and then back on to your KidCheck account

    If you don’t see the KidCheck Client anywhere on the computer, you will need to install it:

    1. Log on to KidCheck and choose the Check-in tab
    2. Choose the Download Software link on the left side of the page under "Check-in Station Software"
    3. Chose the Download Check in Station Installer link
    4. Run the installer
    5. After installing KidCheck you will be able to begin check-in
  • Can I export data from KidCheck to a separate database management solution?

    Since parents directly input data into KidCheck, we can be a great resource to help keep the information in your management database current. Exporting data from KidCheck is quick and easy.

    Choose the report called Database Export in the Database Export Reports category. This report will pull all data from your KidCheck account within the date range you specify. When the report is generated, export it into .csv format and save it to your desktop or folder of your choice. You can also change the .csv format to an excel file when you save it. Most church management solutions allow you to easily import data from a .csv file. You will need to work directly with them to find out their exact import requirements.

    Additionally, you can create your own custom database export report using the Custom Report Builder.

  • Can I see who has set up a KidCheck account prior to roll out for child check in?

    You will want to access the Guardian Login Account Report within the People Reports section of the Reports tab.

    This report shows all the guardians that have created a KidCheck login account and indicated that they are associated with your organization. If they did not associate with your organization, they will not show up on this report (but will still be able to check into your facility).

    This is useful for getting a general idea of the number of guardians registered prior to roll-out, but doesn’t necessarily represent everyone who has created an account.

  • How do I change to 3 digit, 4 digit, or Alpha-Numeric security codes?

    After signing in to your KidCheck account:

    1. Choose System Settings in the upper right corner
    2. Then select  System Options on the left
    3. Choose Printing Options from the options on the left under System Settings
    4. Go to the bottom of the page to the last option called Printed Security Codes
    5. Choose the Numeric-Only Codes option
    6. There is an option here for Alpha-Numeric or Numeric-Only
    7. Under Numeric-Only, there is an option for either 4 digit or 3 digit
    8. Choose the option you need and select the Save Changes button
  • How do I send a mass email to our volunteers or parents?

    For Standard, Premium, and Campus users, sending group email through KidCheck is fast and easy with the Broadcast Email feature. This is found by clicking on the People tab, and then navigating to the E-mail sub-tab. For detailed instructions on how to use this feature, please consult the Broadcast Email tutorial.

    For users of the Essentials Edition, KidCheck’s email and mailing reports make it possible to send an email to the parents or volunteers in your system. To generate your mailing list:

    1. Sign in to your KidCheck account (you’ll need admin privileges)
    2. Under your Reports tab, open the report titled Guardian Email Report or Volunteer Email Report
      (both are found in the “Mailings and Email Reports” category and they might be worth adding to your favorites if you plan to use them often)
    3. If desired, click on the Change Parameters icon at the top of the report (the wrench and screwdriver icon). This allows you to specify a certain date range, classroom, etc.
    4. Export the report to CSV format using the icon that contains “a,”
    5. Open the downloaded file in Microsoft Excel or a similar program
    6. Highlight and copy the first column of email addresses
    7. Paste the email addresses into the email program of your choice
  • How do I set up a volunteer who doesn’t have children?

    To set up a volunteer without children (or with older children who don’t check-in via KidCheck) have them create a free KidCheck account at, just like a parent, and have them simply skip the “Kids” section. Once their account has been created, an Administrator from the organization needs to add them as a volunteer/employee.

    Once they have been added as a volunteer/employee by an Administrator, they can enter their phone number at a Check-in Kiosk and will see the Volunteer/Employee Section where they can select a location and complete check-in.

  • We are a church in Canada, does the Freedom of Information and Protection of Privacy Act affect us?

    I understand the Freedom of Information and Protection of Privacy Act states personal information can not be housed on servers outside of Canada. Does this affect us as KidCheck servers are in the United States? No, per the Freedom of Information and Protection of Privacy Act, Part V, 65.5.3 “This act does not apply to the ecclesiastical records of a church or religious organization that is affiliated with an educational institution or a hospital.”

KidCheck Functions


  • Can I make temporary changes to my account (more stations, features, etc)?

    Being flexible to meet your changing check-in needs is important to us. It may be your need to change your KidCheck edition permanently due to ongoing growth. Or perhaps you would like to add a temporary additional license for busy times such as Easter or Christmas; or have temporary access to more features such as event registration for VBS.

    We’re happy to make temporary adjustments to your account, whether it is for just one month or a few. We can add additional licenses or do a temporary bump in your edition. There are no hidden costs or fees, you just pay for what you’re using, for as long as you need it – just give us a call. To end the temporary change, you will need to contact us again and we’ll return your account to its previous level.


  • Can I check children into multiple services?

    Multi-service check-in is a feature available in our Standard, Premium and Campus Editions. Guardians can check children into multiple services right at the initial check-in screen, so there is no need to revisit the check-in station or reprint badges. This allows for a quicker and more seamless user experience, while still allowing for accurate attendance tracking at each individual service location.

    For detailed, step-by-step instructions on how to set up multi-service check-in, visit our tutorial.

  • How can I monitor and manage room capacity automatically?

    At KidCheck, we refer to this as ‘Load Balancing’, and it is a feature available to our Premium and Campus Editions customers. There are two possible load balancing configurations for organizations to choose between:

    Sequential - where one classroom is filled to capacity before children are assigned to the second room
    Balanced - where child #1 is assigned to the first classroom, child #2 to the second classroom, child #3 again to the first room, and so on

    To view detailed instructions and screenshots on how to set up load balancing for your organization, please visit the tutorial.

  • How do I alert a parent who doesn’t have a cell phone?

    While text messaging is an incredibly effective way to notify a parent that you need their assistance, some parents do not have cell phones. There are a few alternate options for immediately getting in touch with a parent who does not have a cell phone (or who chooses not to enable text message alerts):

    1. Pagers: It may work well to have enough pagers on hand for distribution to these parents. Pagers are easy to integrate with your KidCheck system (for more info, read our pager tutorial).
    2. Visual Notifications: Some churches use the security code printed on the child tag (and guardian receipt), along with the visual notification system of their projection software to alert parents that assistance is needed. For instance, a message would appear on the front screen that “Parent 0143 is requested in the nursery”, and the parent would be able to match that code to their check-in receipt.
    3. Guardian Locations: KidCheck can be configured to allow guardians to select where they will be located while the child is checked in, and these locations can be as specific (or broad) as you’d like. These locations can then be used to locate the guardian if assistance is needed.
  • How do I use the parent notification and announcement feature?

    Notifications can be set to appear to all of the guardians checking in, just certain groups, or even to specific individuals:

    1. Go to the Check-in tab and then choose Notifications (on the second row of tabs)
    2. Click on New Notification button and create your notification
    3. You can then determine who will see it, the importance level, and its active date range (or ongoing)
    4. Once created, you can view, sort, and manage all of your notifications within the Notifications tab
  • What is Event Registration and how do I use it?

    KidCheck’s Event Registration is a feature available with the Premium and Campus Editions that allows you to gather important information prior to event check-in. It’s simple and easy to use and is great for events of any size. Use it to manage large events, events with limited capacity, or even small events where you need to manage child-to-worker ratios by knowing ahead of time who is planning to attend.

    To learn how to create, edit, and manage registrations and events, visit our tutorial: KidCheck Event Registration and PayPal Integration


  • How do I license my check-in station?

    Licensing a check-in station for the first time is quick and easy:

    1. Click on System Settings in the upper right of your administrative KidCheck account
    2. Select Licensing on the left under "Your Account"
    3. Select Edit This Computer's License (on the left under "Page Options")
    4. On the window that opens, name your check-in station and select your desired settings
    5. Select the Save Changes button

    For information on licensing a tablet, see our Mobile Check-in Tutorial.

  • How do I transfer a license from one check-in computer to a new one?

    You’ll need to first suspend one of your existing licenses on it’s check-in station to allow it to be transferred to a new check in station.

    To suspend a license:

    1. Sign in to KidCheck, and choose System Settings on the top right
    2. Select Licensing (on the left under "Your Account")
    3. Click the Active link next to the old station.  A pop up will note “This will suspend your license. Are you sure you want to continue?”
    4. Click OK. This will suspend the old license, thus freeing up a license for you to use on a new station.

    To License the New Check-in Station:

    1. Before licensing a new station, you will first need to install the KidCheck Client and Dymo Label Software
    2. Once the KidCheck software is installed, sign into KidCheck on the new check-in station you wish to license and choose System Settings on the top right
    3. Select Licensing (on the left under "Your Account")
    4. Select Edit This Computer’s License (on the left under "Your Account")
    5. Enter the computer’s name and description
    6. Choose the appropriate settings for the following sections: Check in Station Type, Label Printer Setup, Default Language and Activate this Check in Station
    7. Select the Save Changes button
    8. The new check-in station is now licensed and active and will show up in the check-in station list

    For information on licensing a tablet, see our Mobile Check-in Tutorial.

  • How do I add an additional Check in System license?

    Please contact us, we’re happy to help add licenses or additional check in systems to your account! There are no hidden costs or fees so you’re free to add and remove licenses as needed for temporary event needs, or to accommodate permanent growth. You’ll simply pay for what you need, for as long as you need it. To end any temporary changes, just contact us again, and we’ll return your account to its previous level.


  • Can I get a list of first time visitors?

    Look for the “Visitor Check-in Report” under the Reports tab; it can be found under Attendance Reports or People Reports. It provides information on both the children and guardians that have checked in to your organization for the first time based on the date range you provide.

  • Is there a report showing overall child attendance trends?

    The “Attendance MIA Report” shows an attendance record for each child during the date range you select. It will show whether each child was absent or present during that time. The date range can be modified by selecting the Change Parameters button signified by the screwdriver and wrench.

    The “Attendance Summary” displays more general attendance trends between the specified dates and is a great way to see an overall picture of your attendance statistics.

    Read more: Children’s Check-in Attendance and Reporting

  • Is there a report showing the children’s birthdays?

    Yes, there are two birthday reports for you to choose from:

    Birthday List – Single Month report
    Filter separately by each month to show the children that have birthdays for a specific month. The report does not gather the full calendar year of birthdays; it is designed to show each month individually. You can modify which month you would like to see by selecting the Change Parameters button signified by the wrench and screwdriver.

    Birthday List – Full Year report
    This report will show all birthdays for the children who have checked in within the date range you specify. For example, if you choose the date range Jan1-March 31 you will see the birthdays of those that have checked in during that period of time, not the birthdays that land between Jan 1-March 31.

  • How do I know if a guardian has made a change to their account?

    The “Guardian Account Updates Report” will identify anyone who has made a change or update to their account within the date range that you specify. This report can be found under both the People Reports category and the Database Export Reports category.

  • Do you have a report for _________?

    Most likely, we do! We offer a comprehensive report library for examining almost every aspect of your check-in data; Standard and above customers get even more reports! You can generate a wide variety of reports, and can specify a number of parameters to help widen or narrow the scope of any given report.

    The best way to familiarize yourself with what’s available is to spend some time browsing the “Reports” tab within your KidCheck account.

    The reports library is available to individuals with Administrator, Campus Manager, Report Admin or Finance Admin privileges.

Locations and Templates

  • How should I set up my templates and locations?

    The level of detail you utilize at set up will have great benefits in the future for reporting, tracking, and ease of parent check-ins.

    Creating the proper location designators within your templates now will help you obtain more accurate information in your reporting including attendance, ratios, trends, and location of each child and volunteer.

    The check-in template defines which locations will be available at check-in.  Churches should have a template for each service or event.  Daycares and activity or fitness centers may have a single check-in template. Templates are created, edited and removed from within the Check-in tab.

    Locations are assigned to the appropriate template and work best when clearly corresponding to each different child care room or group you have. For example, if you have babies in one place and toddlers in another, your locations will be “Infant room” and “Toddler Room.”  Also, if you combine age groups into one room you should make a separate location for each age/grade so you can run reports or communicate to guardians for that group only.  An example of this is “3yr olds, Zoo Room” and “4 yr olds, Zoo Room.”  This will enable you to run reports based on the specific age, and for parents to know which room to select at check-in.

    Recommended Detail Poor Detail
    Infants (0-12 months) Rm 101 Nursery
    Toddlers (13-24 months) Rm 102 School Age
    Zoo Room (2 yr olds) Zoo Room (2-3 yr olds)
    Zoo Room (3 yr olds)

    For more information on initially setting up your templates and locations, see our Quick Start Guide.

  • How do I add or delete a location (classroom) from KidCheck?
    1. Log into KidCheck and click on System Settings in the top right corner
    2. Select the System Options on the left; select Campuses & Locations under System Settings
    3. Click on the campus you want to adjust. This will list all the locations for that Campus
    4. To edit or delete a location, click the pencil icon next to it and make appropriate changes
      Note: We strongly recommend not changing a location’s name, but instead deleting it and creating a new location with the desired name. This helps assure correct attendance reporting.
    5. To delete a location, choose the "X" with a circle around it next to that location or check the location's checkbox and select the red Delete Selected Location button
    6. To add a location, choose the blue Add New Location or Age Group button
  • How do I add or remove a location from a check-in template?
    1. Log into KidCheck and choose the Check-in tab
    2. Select the pencil icon to the right of the template you want to edit
    3. To add a location to the template, select the arrow next to the location you wish to add
    4. To remove a location from a template, select the "X" next to the location you wish to remove
      Note: The left column includes all your available locations. The right column includes all the locations that will display for that template.
    5. You can rearrange the display order of the locations by clicking and dragging the locations in the right column up or down
    6. When you have things arranged how you like, select the green Save Changes button
  • How do I delete a template?
    1. Log into KidCheck and choose the Check-In tab
    2. Select the pencil icon to the left of the template you would like to remove
    3. Select the blue Edit Template button
    4. Select the Delete Template button
  • How do I switch templates? How do I use programs?

    Option 1: Manually switch between templates

    1. On the check-in screen, choose Close Check-in icon at the top right corner of the screen
    2. Select the Template tab of the window that opens
    3. Use the menu to select the desired template
    4. You will be taken back to the check-in screen and the newly chosen template will be running

    Option 2: Set up a Program to have templates switch automatically at specified times

    Note: Programs are available for Standard, Premium, and Campus Editions users

    To set up Programs:

    1. Go to the Check-in tab
    2. Choose the Programs tab (on the second row of tabs)
    3. Select Add New Program under Page Options on the left
    4. Input the program name, description, choose associated campus (if applicable), and select the Save Changes button
    5. Now select the arrow next to the templates you want associated with the program from the left column (Available Check-In Templates). Those templates will move to the right column (Template Sequence to Run)
    6. Input the start time you want for each of the templates for your multiple services. The Start Time will be the time that you want the templates to switch (and no longer display previous templates)
    7. Select the green Save Changes button
      Note: You can select the "How To Setup Check-in Programs" tab on that screen for more info on setting up programs.

    To use Programs:

    1. When you are ready to start check-in, go to the Check-In tab
    2. Select the Programs tab
    3. Click the Start button next to the one you want to start
    4. As guardians check-in they will see all templates you have associated with that program (according to the times you have set) and can choose which template (service) they wish to check their kids in to
  • Can I turn off name badge printing for certain locations?

    Sometimes administrators would like name badges not to print for children checking into a certain location.  This can be accomplished with the following steps:

    1. Click on System Settings in the upper right of your administrative KidCheck account
    2. Navigate to System Options on the left, then choose Campuses and Locations
    3. Click on the name of the appropriate campus
    4. Click the name of the location for which you’d like to disable printing
    5. For the “Label Printing Override” option, select "Disable Name Badge Printing For This Location"
    6. Click Save Changes


Checking In

  • Why does KidCheck use a phone number as the check-in identifier?

    The 10 digit phone number is the shortest, yet completely unique personal identifier, and therefore fast and easy to use for check-in. Using something like ‘last name’ would make for a time-consuming and confusing check-in experience by having to sort through multiple records of people with common names.

    KidCheck also offers an optional Check-In PIN providing an additional layer of security for those interested. Parents and guardians have the option to create and use a unique PIN at check-in, along with their 10 digit phone number.

    In addition to guardians entering a 10 digit phone number, our barcoded keytags are another great option for check-in. They are similar to those used by grocery stores and gyms, and are available to purchase in the KidCheck Store. Keytags help the check-in process to be as streamlined and efficient as possible.

  • What is a keytag? How do they work?

    Our barcoded keytags are similar to those you receive from grocery stores and gyms, and they allow guardians to quickly scan their keytag at check-in rather than typing in their 10 digit phone number. Check-out can also be accomplished by quickly scanning the keytag.

    Keytags can be purchased directly from KidCheck at a competitive price here. We offer KidCheck-branded keytags or custom keytags that can be printed with your logo. Organizations can also utilize already existing membership cards, ID cards or customized keytags for KidCheck check-in as well. Please keep in mind it is necessary to have a barcode scanner if you decide to utilize keytags.

  • How do I register a keytag to a guardian?

    Each guardian in KidCheck can be assigned their own keytag to use for checking in. Assigning a keytag to a guardian is a very simple process:

    1. With check-in running, enter in the guardian’s phone number to bring up their guardian account.
    2. Click in the Register a Keytag box and scan in the keytag.
    3. When the key tag is successfully registered to the guardian’s account you will see the message “Barcode Successfully Registered.”

    The guardian can now scan their keytag at the check-in screen to access their account, rather than typing in their telephone number.

  • How does the Check-In PIN feature work?

    If a guardian desires to add an extra layer of security to their account, they have the option of setting up a 4-digit check-in PIN. When added to their account, the PIN will be required at the time of check-in for their account to be used. KidCheck is designed to be a secure system even without the use of a check-in PIN, though some guardians may like the extra peace-of-mind a PIN provides.

    A PIN can be established in the "Check-In PIN" tab on the guardian's check-in screen profile, or from the Preferences area if they log into their account from home.

    An administrator can help a guardian reset their PIN by looking the guardian up under the People tab, and clicking the "Disable PIN" link.

  • What is the difference between Guardian Accounts and Login Accounts?

    Parents/guardians need a KidCheck account to securely check their children into your facility. There are two types of KidCheck accounts:

    A KidCheck Login Account
    This an account created online via or via the mobile app; it includes a username and password. It allows parents to actively manage their account information including photos, children information, allergy or medical info, authorized/unauthorized guardians, and their preferences (e.g. text messaging capabilities). Once they have created a login account, they have the ability to securely access, manage and change their information at any time from any computer, smart phone, or tablet. KidCheck recommends parents/guardians create a login account prior to checking children in for the first time. This will ensure a quick and easy first check-in by simply requiring their 10 digit phone number at the check-in station.

    A KidCheck Guardian Account
    This is an account created from a check-in station that does not have a username and password. When a parent/guardian creates their account at a check-in station the first time they check in, it will ask basic information about the children (name, birth date, sex, allergies) but will not allow upload of photos or guardian management. KidCheck will automatically send an email to them requesting that they complete their account from home to provide the benefits of a full login account (with a username and password).

    Note: For someone to be added as an Admin to an organization account, they must have a login account.

  • Should parents set up one combined account or a separate account for each parent?

    In KidCheck, each parent/guardian has their own account linked with their phone number. In a typical family setup, one parent will create a login account (account with a username and password), add their children, then add their spouse as an Authorized Guardian. This creates a Guardian Account for the second parent which can be used to check-in/out the children (and can also later be expanded to include a username and password). Additionally, the parent initially creating the account may add other Authorized Guardians such as grandparents, family friends, or trusted neighbors. If appropriate, they can also include anyone that is not authorized. They should also upload photos to increase the level of security.

    When contact information and guardianship differs within the family unit, setting up separate login accounts for each guardian is the best option. This allows each guardian to list the children, their associated authorized guardians, use their own phone number to check-in and have the ability to manage and update their own personal information.

    For a more in-depth definition of login and guardian accounts, please see the question “What is the difference between Login Accounts and Guardian Accounts” listed above.

  • Does KidCheck provide options for children to check themselves in?

    KidCheck’s self check-in feature allows older children to have more autonomy by providing an alternate check-in process using name badges. These name badges contain the child’s name, picture, any allergy or medical information, and a barcode. No other contact or identifying information is printed in case the card is misplaced. When scanned, KidCheck will pull up only the child’s portion of the account (without showing the rest of the family) and check the child in. Using this process will eliminate the need to print a label and and guardian receipt at check in.

    To learn more about self check-in, and to see detailed, step-by-step instructions, please see the full tutorial.

  • How do visitors and guests check in to my facility?

    If they have a KidCheck account elsewhere:

    They simply need to enter their 10 digit phone number (their account works at every KidCheck facility).

    If they don’t have a KidCheck account:

    Instruct them to select the “I do not have a KidCheck account” link on the check-in screen. They will be asked to enter their first and last name, a phone number, e-mail address and their children’s information. Since this only creates a guardian account and not a login account (with a username and password), it is especially important they put in an e-mail address. KidCheck will automatically send them an e-mail so they can complete their account and add the additional information including a username and password.

    Additional Notes:

    * If you are concerned with delays at the check-in lines due to visitor account creation, you can set up a separate check-in station specifically for visitors and staffed with a volunteer to answer any questions they may have. This provides a great opportunity for a friendly welcome and to meet with visitors while not holding up regular attendees. For those on Standard, Premium, and Campus editions, you can use the Registration Assistant (Check-in tab > Utilities tab > Check-in Assistant) to allow account creation from any browser and not have it count as a check-in station.

    More thoughts on visitor check-in and follow up can be found here: KidCheck Visitor Check-In and KidCheck Visitor Follow Up

  • How do I stop a test label from printing each time I start check-in?
    1. Select System Settings from the top right corner of the screen
    2. Select the System Options on the left
    3. Select Printing Options from under System Settings
    4. Make sure the first box in the Label Printing Options section is unchecked. It says “Print a test label on check-in startup”
    5. Select the green Save Changes button
  • Can I turn off printing for a specific template or check-in station?

    Label printing cannot be turned off based on check-in template, however, it can be done for specific check-in stations or kiosks. There are two ways to turn off the printing for a station:

    1. While check-in is running on the station, select Close in the upper right corner.  A dialog box will appear. Select the Printer tab and uncheck the box that says “Enable Printing.”
    2. While logged in to KidCheck (but not running check-in) select System Settings in the upper right corner. Select Licensing on the left under "Your Account." There will be a list of check-in stations and whether the associated printer is enabled or disabled.  Simply select Enabled and it will toggle to Disabled.
  • Can I turn off name badge printing for certain locations?

    Sometimes administrators would like name badges not to print for children checking into a certain location.  This can be accomplished with the following steps:

    1. Click on System Settings in the upper right of your administrative KidCheck account
    2. Navigate to System Options on the left, then choose Campuses and Locations
    3. Click on the name of the appropriate campus
    4. Click the name of the location for which you’d like to disable printing
    5. For the “Label Printing Override” option, select "Disable Name Badge Printing For This Location"
    6. Click Save Changes
  • Can I turn off the printing of guardian receipt tags?

    For situations where guardian check-in receipt tags are unnecessary, it is possible to disable them for specific templates.

    1. Select the Check-in tab of your administrative KidCheck account
    2. Select the Templates tab on the second row of tabs
    3. Select the Edit pencil/link to the right of the appropriate template's name
    4. Select the blue Edit Template button
    5. Next to “Enable Guardian Receipt Printing” choose Disable Guardian Receipts For This Template
    6. Select the green Save Changes button
  • How do I best handle Promotion Sunday, or moving children to the next grade/room?

    KidCheck is designed so that the location/classroom that a guardian picks for their children is saved for the next time they check-in. It’s also designed to allow the flexibility of determining when and which children should be moved or promoted.

    When it is time for children in your organization to be promoted to the next grade, you'll want to reset the Location Pre-Select options for each of your templates. This will prompt each of your parents to choose a new check-in location the next time they check children in - at that point, normal Location Pre-Select will resume for the child. To do so, click the System Settings gear icon in the upper right > System Options on the left > Check-in Options (under System Settings) > Location Pre-Select area. In the Reset dropdown menu, select the appropriate template(s), and then the Reset button.


    Instruct parents to choose the new, correct location the next time they check their children in. Often it is helpful to set up a guardian notification, a physical sign, or have additional volunteers on hand to help remind parents.

    If a child continues to be checked in to the incorrect location use the Admin Console to move the child to the correct room.

  • Can I change what information is printed on child badges?

    Yes! For Standard, Premium, and Campus users it is easy to specify what information will be printed on child badges. Options include name, primary guardian, guardian’s phone number, pick-up guardian, birthday, and watermark. Additionally, Premium  and Campus edition members may create and upload fully customized label designs.

    More Info:

    Tutorial: Selectable name badge content

    The instructions for creating and uploading fully customized label designs can be found after logging into KidCheck, and clicking on System Settings (upper right) > System Settings (on the left) > Printing Options (on the left under System Settings) > Custom Labels


Checking Out

  • The guardian doesn’t have their receipt to check out the child; what do I do?

    Sometimes a guardian will attempt to pick up a child and not have the guardian receipt label (due to it being lost, their spouse forgot to give it to them, etc).  It is still possible to ensure they are an authorized guardian and easily process the secure release of a child.

    1. Leave the child safely in the room while you investigate.
    2. Use the “Detail Lookup” screen to check the list of authorized and unauthorized guardians. Access the “Detail Lookup” screen either by:
        • Scanning the barcode on the child’s label with the USB barcode scanner at the check in screen and selecting the Guardian List tab
        • Or click the “Admin Console” link in the top right corner of the check in screen (by clicking the graph icon), put in your username and password, select the child's name from the list of children, and select the Guardian List tab
    3. View the authorized and unauthorized guardian names and photos to determine if you can release the child. If needed, you can ask for a driver’s license as proof of identification as well.
    4. Once verified on the guardian list, select their name from the “Child Check Out” field and choose “Finish”. Check-out is complete.

    For more info, read the Check-Out Procedures Tutorial

  • What is the barcode on the guardian receipt for?

    The barcode on guardian receipts are used exclusively for doing check-out of your kids electronically. Electronic check-out takes visual check-out to the next level. The barcode on the receipt is a “key” for the child’s nametag barcode “lock.”

    For security purposes, the barcode on the guardian’s receipt is not directly usable at the check-in station, but only after a child’s nametag barcode has been scanned. First, scan the barcode on the child’s name tag to pull up the “Detail Lookup” screen. This screen houses all the detailed child information including child/guardian contact information and listing of authorized and unauthorized guardians. In the “Detail Lookup” screen, scan the guardian receipt barcode in the field “Scan in the Guardian’s Receipt.” If they match, KidCheck processes the check-out and you’ll see the message “Successful Check-out.”

    To view the “Detail Lookup” screen you need to ensure the function is enabled.

    1. Choose System Settings from the upper right
    2. Choose System Options on the left
    3. Choose Check-in Options under System Settings
    4. Under the Detail Lookup Policy you can enable and disable options
    5. Choose the green Save Changes button

    Read the KidCheck Check-Out Procedures Tutorial for information on various check-out options and suggestions.

Mobile Check-In


  • Do iPads/tablets need to be licensed?

    You will need an active license on any device that is running check-in. If an iPad/tablet is running check-in, it will need to be licensed, as will a computer that is running check-in. Alternatively, if you have a iPad/tablet that is running check-in and is using a computer only for the sake of printing, the iPad/tablet will need to be licensed, but the computer will not (since only the tablet is actually running check-in).

  • Does the KidCheck app work on an iPhone/smartphone?

    Yes! Using Express Check-In, parents can create a check-in via their iPhone/iPad at organizations that have Express Check-in enabled (Android coming soon).

    Additionally, organizations can use an iPad, iPhone, or Android tablet to run mobile check-in via the KidCheck app.

    The KidCheck mobile app also allows parents and guardians to create and manage their account right on their iPhone, iPad, smartphone or tablet without needing to access a browser.  It is an excellent way to help parents stay on top of maintaining their personal KidCheck account.

  • How does mobile printing work?

    Mobile check-in uses Dymo LabelWriter printers for printing check-in badges. When you start check-in on an iPad/tablet, you'll see a list of available Dymo LabelWriter printers and can choose the one you'd like each tablet to print to.

    In order for a Dymo LabelWriter printer to appear in your list of available printers for check-in, it needs to be connected to either a KidCheck PrintHub Express or a computer (either Mac or Windows based) that is on your network and has the KidCheck Client running in the background. You are able to connect multiple Dymo printers to the same KidCheck PrintHub Express or computer.

    Parents completing an Express Check-in from their mobile device will be able to select a printer connected to a KidCheck PrintHub Express once they are within its Bluetooth range. For a video of that process, click here.

    If you need any additional help in regards to printing, please see our tutorials for printing using a KidCheck PrintHub Express or printing via a computer or contact us.

Check-in System Hardware


  • What are the KidCheck system requirements?

    While the base hardware requirements necessary to run a KidCheck Check-in Station are modest, hardware choices and network speeds certainly impact the check-in experience. For a detailed list of system requirements, please consult the KidCheck System Requirements.

    Computers used for administration, running reports, and accessing information can be any platform and simply need to have a web browser and internet connection.

  • Can I run KidCheck on a wireless network?

    KidCheck strongly recommends you use a hard-wired network connection for the best performance. If you choose to use a wireless connection, due to the wide variance of connection speeds and sources of signal interference, the performance and reliability of KidCheck can be negatively affected. The KidCheck Wireless vs Wired Article provides in-depth information to help you understand more about wireless networks, along with specific caveats and suggestions.

  • Can I use a touchscreen PC for our check-in system?

    Touchscreens work great with KidCheck’s secure check-in system and we even designed a touchscreen keyboard within Kidcheck to help ensure the experience is great! We have many happy customers that incorporate touchscreens as a part of the kiosk setup. That being said, KidCheck designed the check-in process to go very quickly, with a minimal number of ‘clicks.’ This means that the traditional (and less-expensive) keyboard-and-mouse setup also works great.

    For your convenience, KidCheck offers computers and other hardware for your check-in stations in the KidCheck Store.

  • Does KidCheck use a biometric or fingerprint scanner for check-in?

    KidCheck does not currently support fingerprint or biometric systems for check-in. We have found checking-in with a phone number or keytag is just as easy, just as secure, less expensive, and quicker. An optional Check-In PIN is also available as an added layer of security for parents and guardians that choose to create and use a unique PIN in addition to checking-in with their phone number.

  • Do I have to have a barcode scanner for check-in and if so, what type do I need?

    Having a barcode scanner is not required to use KidCheck’s secure check-in system. However, they are necessary in order to use keytags to speed up the check-in process and for scanning name badge barcodes (used for seeing additional information and for electronic check-out).

    To make things as easy as possible we offer competitively priced scanners specifically made for KidCheck. They are pre-programmed and ready to go out of the box and can be purchased at our KidCheck Store. Other scanners can also be used, as long as they are USB-based laser scanners (not CCD), can be set for a carriage return, and can read code 128 barcodes.


  • I’m having trouble printing to my DYMO Labelwriter printer – what should I do?

    Troubles with your Dymo Labelwriter printer can typically be resolved by following a few simple steps.

    First, make sure your printer is selected and that printing is enabled in the Close Check-in dialogue box:

    1. Start a check -in session
    2. Select Close Check-in in the upper right hand corner
    3. Select the Printer tab in the dialog box that opens
    4. Make sure the Enable Printing checkbox is selected and that a printer is chosen under "System Printer"
    5. Select the blue Print Test button

    If your printer still doesn’t work:

    1. Check to see if there is a label caught in the roller or printhead
    2. Ensure that labels are loaded properly
      (see the FAQ titled “How do I load new labels?”)
    3. Confirm that the label quantity is not set at ’0′ on the check in screen
    4. Unplug the power cord, wait a few seconds and plug it back in. You may also need to close check-in and restart the computer if your printer is still not recognized.
  • How do I clean my label printer?

    We suggest you clean your DYMO LabelWriter printer(s) on a monthly basis. As the labels can’t be in the printer when you clean it, perform the cleaning when loading a new roll of labels - it’s a quick and easy process. If the printer jams, clean it immediately! KidCheck has cleaning pads available to order in the KidCheck Store.

    To clean the printer:

    1. Wipe any dust or debris off the outside of the printer. If needed, you can clean dirt or smudges with rubbing alcohol, diluted dish detergent, or diluted glass cleaner.
    2. Open the cover and remove loaded labels by using the eject button on the right.
    3. Carefully clean any paper, dust, or debris from the interior with a toothbrush or cotton swab.
    4. Use a cleaning pad from the cleaning pad packet and insert it into the printer as if it were a label. Press the Manual Feed Button on the front of the printer to move the card through if it doesn’t feed automatically. Repeat several times.
    5. Discard the cleaning pad after use.
    6. Reload labels making sure they are face down with the hole on the left.
  • What if the printer seems to be printing blank labels? How do I load new labels?

    You’ll want to do two things:

    1) clean your printer using a DYMO Cleaning Pad (available in the KidCheck Store), and
    2) make sure your labels are loaded correctly.

    Tips for loading labels:

    • Open the printer and make sure the labels are feeding from the bottom of the roll (labels are facing down in the printer)
    • The small holes between the labels in the roll need to be on the left side (the left when you are looking straight on at the printer)
    • Be sure the label spool guide is flush against the label roll, and that the left edge of the label is flush against the left edge of the label feed slot.

    How to Load Labels:

    1. Remove the label spool from inside the top cover and pull the spool guide from the spindle
    2. Hold the spool spindle in your left hand and place the label roll on the spindle so that the labels feed from underneath and the left edge of the label roll is firmly against the side of the spool
    3. Slide the spool guide onto the right side of the spool and press the guide tightly against the side of the label roll, leaving no gap between the roll and the spool. The label roll must fit snugly against both sides of the label spool with no gaps.
    4. Insert the label spool into the slot in the printer cover with the labels extending from underneath the roll
    5. Align the left edge of the label with the left edge of the label feed slot and insert the label into the slot
    6. The printer automatically feeds the label stopping at the beginning of the first label
      • If the printer does not feed the labels, make sure the first label is fully inserted and then press the form-feed button
      • If the first label on the roll is not a full label, press the manual feed button to eject the partial label
    7. Slide the label guide to the left until the label guide aligns with the right edge of the label. Make sure that the label guide does not pinch the label
    8. Lower the top cover
  • How do I get replacement ink cartridges for the printers?

    DYMO LabelWriter printers are thermal printers, and therefore do not require ink or toner cartridges. That means no need to replace expensive ink cartridges, and no mess!

    The DYMO printers are simple to use and are a better value than traditional ink based printers. However, you will need to clean your DYMO printer periodically to avoid any jamming issues. We have cleaning kits available for purchase in the KidCheck store (under the accessories tab).  Here's more information on cleaning the printer and loading labels.

Labels & Name Badges

  • How do I turn off test labels?

    Enabling the Dymo printer to print a test label on check-in start up is an indicator that the printer is properly working. If you’d prefer to not print test labels:

    1. Sign into your administrative KidCheck account
    2. Select System Settings in the upper right corner
    3. Select System Options on the left
    4.  Select Printing Options under System Settings
    5. Locate the Label Printing Options and uncheck the checkbox under Printer Options
    6. Select the green Save Changes button

  • Where can I purchase labels to use with KidCheck?

    KidCheck offers the DYMO printer labels at a highly competitive price due to our ability to order them in bulk. There are 300 labels per roll and they can be ordered in quantities of 4, 18 or 36 rolls. More information can be found at the KidCheck Store.

    Also, be sure to consider joining KidCheck’s Label Restock Program (LRP).  KidCheck will automatically monitor your label usage, notify you when your supply runs low, and offer to ship new labels to your front door. The service is free, and  is a great way to make sure you never run out of labels again!

  • What is the Label Restock Program and how does it track and manage my label needs?

    KidCheck’s Label Restock Program (LRP) is a free service we offer to our customers to ensure they never run out of labels again.  It counts the labels as they are printed and notifies us when you are ready for your next shipment.  You have the flexibility and freedom to choose your order quantity and minimum on hand quantities and always have 48 hours to decline your next shipment.

    To input or edit your information in the Label Restock Program

    1. Choose System Settings from the top right
    2. Choose the Label Restock Program on the left
      • Click the box to enable Label Restock
      • If you have multiple campuses, select the appropriate one
    3. Complete the Restock Settings for Trigger Quantity, Restock Quantity and Current Quantity on Hand fields with your label information
    4. Input or ensure your mailing address is correct
    5. Select your payment method and add a new credit card or edit current credit card information
  • Can I create laminated name badges?

    Within the “Name Badges” category of the Reports tab, there are various types and formats of name badges that can be printed and laminated.  Options exist for:

    • Volunteer/Employee name badges
    • Youth name badges
    • Youth self check-in name badges
    • Event registration name badges

    To use, simply generate the report, select which volunteers/employees/children you’d like to make badges for (using the Set Parameters button - the wrench and screwdriver), print using the specified type of Avery label, and laminate at a local printing shop or with your own machine.  Then, sit back and enjoy how many labels you are saving!

    * Note: The comprehensive reports library is available to Standard, Premium, and Campus Edition members.

  • Can I disable medical/allergy info from printing on child name tags?

    While it is possible to turn off the printing of medical/allergy info on child name tags, there are multiple options to consider when handling private or sensitive medical conditions.  For more information, please consult the article "How to Handle Sensitive Medical Alerts." If you decide to not have medical/allergy information print on child name tags:

    1. Sign into your administrative KidCheck account
    2. Select System Settings in the upper right corner
    3. Select System Options on the left
    4. Select Printing Options under System Settings
    5. Locate the Medical/Allergy Information section and make the appropriate changes
    6. Select the green Save Changes button

    Note: Medical/allergy information is still available by either scanning the barcode on the child’s name tag (if the ‘Detailed Lookup’ option is enabled), through the Admin Console, or on the Current Check-in Roster Report.

  • How do I reprint a child’s name badge?

    To reprint a child's name badge:

    1. Log into the Admin Console (via the graph icon on the upper right of the Check-in Screen)
    2. Locate the appropriate child and select the Printer Icon to the right of his or her name

    For security reasons, guardian check-in receipts cannot be reprinted.

  • Can I turn off the name badge watermark icon?

    The watermark icon that prints on a child's name badge and guardian receipt are designed to add visual interest and to help kids get excited about wearing their badge. This can be disabled if you are on Standard Edition or above. If you'd prefer to have the watermark icon not print on name badges:

    1. Log into your KidCheck account
    2. Select System Settings link in the upper right
    3. Select System Options on the left
    4. Under System Settings, select Printing Options
    5. In the Label Printing Options area, uncheck the Print Watermark Icon option
    6.  Select the green Save Settings button

Guardian Accounts


  • What do I do if a guardian has created multiple or duplicate accounts?

    We are happy to take care of that for you.  Just send us an email at with the guardian’s name, email and phone number(s), and we’ll merge the accounts.

    Or, if the guardian has created multiple login accounts (complete with username and password), they can access the account they are not using and cancel it by selecting the Preferences area in the upper right.

  • A guardian input their photo into their account but it’s not showing up, why?

    There is an approval process for photos entered into KidCheck so they do not show up immediately after being uploaded. The photos are reviewed and approved by KidCheck staff several times a day.

    The photos are reviewed to ensure they are of an actual person and that they are not inappropriate in nature. The purpose of having a photo in KidCheck is for increased security (i.e. does the photo of the guardian match the person actually picking up the child?) so photos of animals, cartoons, or the back of someone’s head are not approved.

  • How do I update a guardian’s account on their behalf?

    If a guardian has given you permission, you do have the ability to make changes and updates to their and their children’s information. When the guardian sets up their login account they choose whether or not to allow organizations to make adjustments on their behalf. They have the ability to override any changes you make. If you are planning on making changes, we suggest you communicate with the parents first that you are planning on making an update so they are aware and have an opportunity to discuss the change if needed. To make a change to a guardian account:

    1. Go to the People tab
    2. Search for the person’s name and choose the appropriate account
    3. Hover over the blue menu box in the area you wish to update and select the appropriate edit option
    4. Make the update and select the green Save Changes button
  • How can I see who has registered for KidCheck prior to rollout?

    KidCheck operates from a unique centralized database that allows any parent with a KidCheck account the ability to check-in children at a facility that uses KidCheck without having to re-create an account at that facility. But a parent’s information is not available to a child care provider until that parent has checked in at least once.

    Prior to roll out, a child care facility may want to get some feedback as to how many parents have created KidCheck accounts. When the parent goes to to create an account, they are given the option to designate what child care provider referred them to create an account. If they designate your facility, their information will show up on the Guardian Login Account Report available in the Reports tab, under the People Reports section.

    Please note: Not all parents will show up on the report; just those that designate you as the referring child care provider. If a parent has created an account but isn’t listed, they will still be able to check-in without any problem.

  • How do I delete a family from KidCheck?

    It is not necessary (or possible) for an administrator to delete a family from KidCheck. Since KidCheck is a legal record of who was in your care on a certain date, you don’t want to remove anyone from the system, and we have purposely designed it as such.

    However, since KidCheck reports are generated based on date ranges, you will notice families that no longer attend your organization will gradually fall off of the reports you see. This way your data remains clean, but still historically accurate.

    Finally, while administrators cannot delete families from KidCheck, it is possible for individuals to delete their KidCheck accounts if they wish (this does not effect an organization’s past check-in records).  To do so, they need to sign in to KidCheck, select Preferences in the upper right and chose to cancel their account.

Getting Started with KidCheck


  • How do I sign up for KidCheck?

    The sign up process is simple, easy and takes just a few minutes.
    When you are ready to sign up for KidCheck simply follow these steps:

    1. Click here to Sign up for KidCheck as an organization
    2. Add additional items to your shopping cart like check-in stations, printers, scanners and keytags
    3. Checkout and pay securely online

    Once you have signed up, you will receive a confirmation e-mail that contains our Quick Start Guide, Administrators Manual and instructions on how to get ready to roll out KidCheck.  After we have received your signup, we will also contact you to schedule a personal training session to help you set up your system and prepare for a successful roll out.

Communicating with KidCheck


  • When is KidCheck support available?

    KidCheck Support is available 6 days a week. Monday through Friday 8:00 am to 5:00 pm and Sundays from 6:00am to 12:00pm (noon) Mountain Standard Time. You can call us at 855-543-2432, email or use the live chat feature on our web site. Please don’t hesitate to Contact KidCheck, we’re here to help!

  • How can I stay up-to-date with KidCheck news?

    There are a number of ways to keep up-to-date with KidCheck.

    • We send our customers newsletters (approximately every two months) highlighting different best practices and providing tips and tricks - as a customer, you'll automatically be included in our newsletters.
    • Additionally, we’ll email new “news” about upgrades, key new features or special updates.
    • Visit our KidCheck Blog for the latest information, tips and tricks, and lots of great content. You can sign up there to receive KidCheck eNewsletters as well.
    • The latest news about new features, changes and new support materials are shown at the top of your KidCheck dashboard.
    • We put key announcements we want you to be aware of or take action on in the notification section of your KidCheck accounts home page.
    • Keep in touch with KidCheck and join the conversation – follow us on twitter @KidCheckFacebook and Google+.

Payments and Shipping


  • Can I update my credit card information on your site?

    If your organization pays for KidCheck on a monthly basis, administrators can update the credit card and billing information by:

    1. Sign into KidCheck
    2. Select System Settings in the upper right
    3. Select Subscription on the left (under Your Account)
    4. Input the new credit card information
    5. Select the green Save Changes button

    To provide payment and billing information for a year upfront payment, you will need to contact us directly at 855-KIDCHECK (855-543-2432).

  • What is the Express Saver shipping option?

    Express Saver is a shipping option that puts the delivery of your shipment sometime between the two-day and ground options.  Exact timing will depend on your location and shipping time from our location in Idaho.