The first major policy to have in place in your children’s ministry is a check-in/check-out system. There, I said it. Safety first.
But here’s what I want to say next: it’s not just about stickers or systems—it’s about shepherding.
For years, I’ve been an advocate of check-in systems. I’ve always seen them as an essential part of creating a safe and organized ministry. But a few years ago, I experienced children’s ministry from a different perspective—not as a ministry leader, but as a mom. And it changed everything.
When You See It Through a Parent’s Eyes
My 3-year-old son and I were visiting a new church, and I found myself feeling increasingly anxious as we walked into the children’s area. There was no clear check-in process. No one asked me about allergies. I had to ask multiple people where to go, and when we got to the room, the only thing they asked for was my name and phone number on a clipboard.
As I sat in the service, I couldn’t stop thinking:
How will they know who I am when I come back?
Did they write down my son’s allergy info?
What if something happens?
I realized in that moment that a strong check-in system isn’t just a good idea—it’s an act of love and care for families. It communicates something powerful: Your child matters. We are ready. We take this seriously.
Safety Is Just the Starting Point
At its core, a check-in/check-out system is about ensuring safety. We are entrusted with the care of precious children, and that’s not something to take lightly. In fact, the moment a parent places a child in your care, a kind of unspoken contract is formed—one that says: We trust you to love, protect, and return this child to us safely.
A well-designed system allows your team to:
- Know who is in your care at all times.
- Match the right child to the right parent.
- Track allergies, medical needs, and other important info.
- Build trust with both new and returning families.
Check-In Is Ministry, Not Just Management
Don’t miss this: Your check-in process is the first act of ministry to every family who walks in. Before a song is sung or a lesson is taught, parents are asking, Can I trust this place with my child?
A warm welcome, a simple system, and an organized process can go a long way in helping families feel at ease—and open to deeper connections in your church.
And don’t forget: that name tag is a ministry tool. When leaders use it to greet a child by name, they’re saying, You belong here. Kids need to feel seen and known, not just managed.
Practical Tips for a Simple, Secure System
Whether you’re a small church or a large ministry, here are a few ways to build an effective check-in/check-out system:
✅ Matching Stickers or Cards – Give each child a name tag and give the parent a matching pick-up sticker or card.
✅ Bracelets or Security Tags – Matching wristbands or tags help easily identify who is picking up whom.
✅ Digital Check-In Systems – Tools like Planning Center, KidCheck, or other platforms allow secure tracking of attendance and contact information.
✅ Allergy and Medical Info – Always collect this at check-in, especially for new families. (A short info card or form works well.)
✅ Clear Pick-Up Procedures – Make sure volunteers know to check tags every time, even with “regulars.” Consistency builds trust.
✅ Backup Plan – Tech fails. Have a manual option ready (paper forms, pre-numbered stickers, etc.) to maintain your safety standards. We have a box in our supply closet aptly named "when the check in system fails."
Be a Ministry That Welcomes Children Well
In a culture that often marginalizes or overlooks children, the Church should be the most welcoming place in the world for them. When Jesus welcomed children, He didn’t treat them like distractions—He called them by name, drew them near, and affirmed their value in the Kingdom of God.
When we create systems that prioritize their safety, help them feel seen, and allow parents to entrust their hearts more easily, we reflect the heart of Christ.
So yes—have a plan. Use a system. But never forget the why behind it all.
It’s not just stickers. It’s shepherding.
Discussion Questions (For Training Meetings or Volunteer Huddles):
- What does our current check-in/check-out process communicate to new families?
- How can we make the check-in process feel more like ministry and less like management?
- What are simple steps we could take to improve safety and consistency?
- In what ways can we use name tags as tools to connect with kids personally?
- How can we better train volunteers to follow the system—even when it feels repetitive?
A printable version of this article is available here for your use in training meetings.[This is part of our "Back-to-Sunday-School" Series.]