Setting Up QR Code Attendance Check-In for Your Congregation

Paper sign-in sheets and manual attendance entry have the same two problems: they take time, and the data is always slightly wrong. Handwriting is illegible, sheets get lost, and someone has to transcribe everything afterward.

QR code-based check-in solves both. Members scan a code on any phone, find their name in a searchable list, and tap to confirm attendance. The record is captured immediately, accurately, and without any staff involvement.

This guide explains how to set it up and get it working in under 30 minutes.

How It Works

The kiosk check-in system generates a unique URL for each event. You display that URL as a QR code — on a screen at the entrance, printed on a flyer, or both. When members open it on their phone, they see a search field connected to your congregation database. They type a few letters of their name, tap their record, and they're marked as attended.

No app install. No login required for members. No paper.

Step 1: Create Your Event

In Shepherd Atlas, go to Events and click New Event. Fill in the name, date, and time. This is the record attendance will be attached to.

Step 2: Find the Check-In Link

Once your event is saved, open it and look for the Check-In Kiosk button. This opens a page with:

• A QR code you can screenshot or print
• A direct URL you can display on a screen

The URL contains your organization's event ID and is protected by your organization's kiosk PIN (set in Settings → Organization).

Step 3: Set Your Kiosk PIN

Go to Settings → Organization and set a Kiosk PIN. This 4–6 digit code is what you'd enter if you need to access kiosk admin functions. It prevents random public access to your check-in page while keeping it frictionless for your members (they don't need the PIN to check in — only staff do).

Step 4: Display the QR Code

Options that work well:

Tablet at the entrance: Mount a tablet on a stand and navigate to the check-in URL. Members walk up, search their name, tap. Works best for events where people arrive in a short window.

Printed QR code: Print the QR code on an A4 sheet and post it at the entrance. Members scan it on their own phone. Works anywhere, no hardware required.

Both: Display the URL on a screen for people who forget to scan, and have the printed fallback for guests without data.

What Gets Captured

Each check-in records:

• Member name and ID
• Event ID
• Timestamp of check-in
• Whether it was a first-time visitor (if the member record is flagged)

You can view attendance in the event detail page and in each member's profile under Activity.

Handling Guests

If someone isn't in your database yet, staff can add them as a guest during check-in or create a new member record on the spot from the People module. For large events, designate one staff member to handle new visitor registration while the kiosk handles returning members.

Reviewing Attendance

After the event, go to the event record and click Attendance. You'll see a list of everyone who checked in, the time they arrived, and the total count. You can export this as CSV for reporting or fund accounting.

For trend analysis — which members attended most, who hasn't come in 6 weeks, which events have the highest engagement — use the smart search: "Show me members who attended last month but not this month."

Common Questions

What if someone doesn't have a smartphone? Staff can check them in manually from the same kiosk URL on an admin device, or add them afterward via the event attendance page.

What about privacy? The check-in page only shows your congregation's member list — it's not publicly searchable. The kiosk PIN controls who can access admin functions.

Can I use this for multiple services in one day? Yes. Create a separate event for each service (e.g. "Sunday Service 9am" and "Sunday Service 11am"). Each gets its own check-in link and attendance record.

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