Check-In Suite utilizes Rooms in MinistryPlatform to enhance the check-in process and functionality of a Kiosk and/or Classroom Manager. Each Room Reservation has fields specific to Check-In Suite that must be set correctly in order for a Room to display in the Check-In Suite.

Room Fields Related to Check-In Suite

• Maximum Capacity: The capacity of this room based on how many people it can safely accommodate. Reported against actual attendance in the Group Room Overview section of the Admin Console. Note: Max Capacity is designed to be used with Balance Priority (see below). Unless Auto Close at Capacity is set to Yes, Rooms over capacity without another Room configured for balancing do not "close" and would go over capacity.
• Room Reservation > Checkin Capacity: The capacity of this room based on how many people you can serve. For example, a room can hold 100 people, but you only have enough leaders to serve 30 kids. If entered, this overrides the Maximum Capacity. Note: If you have Reservations for multiple groups in the same room, and each group has a different Checkin Capacity, the Platform will honor the higher of the two. For example, if Group A is set to 10 people and Group B is set to 8 people, then the overall Checkin Capacity for that room is 10 people.
  
• Print Server: The print server mapped to this Room. These mappings are managed in the Printer Mappings section of the Admin Console.
• Printer Name: The printer name mapped to this Room. These mappings are managed in the Printer Mappings section of the Admin Console.

Room Reservation Fields Related to Check-In Suite

• Group: The Group using the Room.
• Default Group Room: Deprecated field. Replaced by Balance Priority field.
• Balance Priority: For balancing Participants between Rooms:
  • For one Group using one Room, set the Room Reservations as 0.
  • For multiple Groups sharing the same Room, set both Room Reservations as 0.
  • For one Group assigned to multiple Rooms:
    • Fill one completely, then fill other: set first Room Reservation to 0, then other to 1.
    • Fill evenly, back and forth: set both Room Reservations as 0.
    • Note: You cannot "mix" balance priorities (for examle, Room 1 and Room 2 have balance priority set to 0 and Room 3 has a balance priority set to 1). Either all Rooms should have 0 or Rooms should be set in order of desired filling 1, 2, 3, 4, etc.

• Closed: If true, the Room will not be available for Participants to check into regardless of other settings. This can be changed from Check-In Suite by using the Group Room Overview.
• AutoClose At Capacity: If true, the Room will show as closed on the Group Room Overview in the Check-in Suite Admin. Console and will not be available for check-in from an unattended Kiosk. This can be seen and overridden from Check-In Suite by using the Group Room Overview.

Configuring Rooms

From the Platform, create Rooms with the correct specifications.

• Ensure that the Rooms used for an Event are present in the Platform.
• Ensure the Rooms have Room Reservation records for the Events:
  1. Open an Event record in MinistryPlatform.
  2. On the Rooms & Groups sub-page, click New.
  3. Choose the Room.
  4. Choose the Group.
  5. Set any other optional values.
  6. Click Save.
• Ensure any Room Reservation records include a specified Group.

Balance Priority FAQs

Does Balance Priority work with Multiple Groups to Multiple Rooms?
Yes! Balance Priority works with multiple groups and multiple rooms to fill rooms evenly. It doesn't matter how many people check in from each group, if the priority is set to balance evenly the emphasis will be to fill the rooms one at a time.

When using balance priority, when are Rooms assigned?
Rooms are assigned at each search and will be maintained if the participant does not check-in. For instance, if our two Rooms are "Apples" and "Grapes," and the last room that was filled is “Apples,” the next Room Assigned will be “Grapes.” But if the check-in is canceled or the search expires, the Room Assigned is still “Grapes” until someone has completed a check-in.

Why are my balances "off?"
Check-in Suite balance priority fills rooms by each family’s check-in. So if it is possible for two (or more) participants in the same household to check into the same room at the same time, even if the room will technically be overfilled.

Your balances might also be "off" if the two rooms have different Maximum Capacities. For example, if your Peaches room has a Maximum Capacity of 20 and your Strawberries room has a maximum capacity of 10, Check-in Suite balance priority will place the first 10 participants into the bigger room (aka, Peaches) and then rotate between the two rooms until 30 participants have been placed. It will look like this:

If you want the rooms to fill evenly, without consideration for a larger room, make sure the Maximum Capacities are set to the same value.