ACS Checkpoint Documentation for CBF

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ACS Checkpoint Documentation
Coppell Bible Fellowship’s Implementation
7/3/2014
Elizabeth Johnstone

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ACS Checkpoint Documentation
Table of Contents
Purpose ..................................................................................................................................... 3
Overview.................................................................................................................................... 3
Groups ................................................................................................................................... 3
Badges................................................................................................................................... 3
1. Security Badges........................................................................................................... 3
2. Parent Badges............................................................................................................. 3
3. Name Badges.............................................................................................................. 3
4. Visitor Badges.............................................................................................................. 4
5. Combined Session Badges.......................................................................................... 4
Sessions................................................................................................................................. 4
Attendance Reporting............................................................................................................. 4
Groups As Implemented at CBF ................................................................................................ 5
Placing Children in Classes.................................................................................................... 8
Placing a Single Child in an Established Class ................................................................... 8
Populating a New Class.....................................................................................................12
Badges and Checkpoint Defaults ..............................................................................................16
Named Badges......................................................................................................................16
Checkpoint Defaults ..............................................................................................................20
Check In/Out Defaults ...........................................................................................................21
Blank Badges ........................................................................................................................22
Sessions Used at CBF..............................................................................................................24
Check In....................................................................................................................................27
Kiosks....................................................................................................................................27
Kiosk Check-In ......................................................................................................................29
Manned Station Check-In ......................................................................................................32
Check In/Out......................................................................................................................32
Adding Existing ACS Member to “Group”...........................................................................34
Checking In a Guest..............................................................................................................36
Class Rosters ...........................................................................................................................37

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Support .....................................................................................................................................41
Supplies....................................................................................................................................41

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Purpose
The purpose of this document is to facilitate the use of the ACS Checkpoint system as it has
been implemented at Coppell Bible Fellowship. It is not meant to be an exhaustive coverage of
the entire system, but rather a helpful tool to be used in this particular environment. This
document may be updated as the use of this system is grows and changes with CBF.
Overview
This document is laid out roughly in the order in which these topics need to be considered in
order to setup and work with this system. It may not seem logical at first because it doesn’t
follow the pattern that one might use to think these things out, but it is the way ACS Checkpoint
requires things be done! Following is a general outline:
Groups
Groups are established before anything else. The “Master Group” is the overall list of attendees
for an event. For each event, one must consider if teachers and / or youth are to be included or
not. If the purpose of the implementation is the generation of security badges, perhaps it is
unnecessary to include them. If however it is desirable to use this system for weekly counts,
then they will need to be included and will be required to “Check In” each week upon arrival.
There are advantages both ways which must be considered by leadership.
“Master Groups” are then broken down into subgroups. For the purposes of CBF, this is being
used to place children in classes. On a larger scale, there are actually multiple group levels
allowing the creation of intermediate subgroups (for example, separating youth from children
before further breaking them down into classes). At the writing of this document, this is not yet
necessary. So for now, these smaller groups may be referred to as “classes” for clarity.
Badges
The next step is the setting up of the “Badges”. “Badges” are the stickers generated by the
badge printer at each kiosk. There are several types of badges that can be defined. They
include:
1. Security Badges: These are the name stickers worn by the students. They include
the child’s name and a system-generated security ID. Other fields can be included
as well such as parent name, class location, and allergy information. They may also
include a graphic such as a general church logo, an event specific graphic, or a
holiday design.
2. Parent Badges: These are the badges that have nothing but the security ID as it
appears on the child’s badge. They can be printed one or two per sticker. CBF
prints two per page – one for each of two parents or guardians. One ID is used for
the entire family making child pickup easier, but that can be changed to one ID per
child for tighter security.
3. Name Badges: These have nothing but the child’s first and last name, and are useful
for labeling diaper bags and personal items.

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4. Visitor Badges: CBF will probably not use a distinct design for these as they are
ONLY good for “one-time visitors” rather than “first time visitors”. See discussion
later in this document.
5. Combined Session Badges: Unnecessary at this time.
Sessions
Once the class rosters are setup via “Groups” and the badges are defined, the next step is to
setup the Checkpoint “Sessions”. This can be thought of as “how” children are actually checked
in for events and classes. Within the sessions, the look and use of the check-in kiosks is
defined. Here is where the group, badge, screen colors, and so forth are linked for a given
event or activity. Once this step is completed, children can be checked into their classes.
Attendance Reporting
After the event, the data can be manipulated and reported to suit the needs of the church. As of
the time of this writing, this has not yet been fully explored. For now, we are focusing on
security, badges, and basic Sunday class rosters, but expect to grow into the more robust
functionality of this system.

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Groups As Implemented at CBF
Groups are used to setup classes in the Checkpoint Check-In system. Children can then be
assigned to classes. Each class can be associated with a location (“Room 206” for example)
which can then be printed on name badges. In order to see and edit existing groups:
• Go to the “Advanced Tools” section of the ACS Window
• Select the “Settings” tab
• Select “Groups” from the pull down and click on the arrow

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Select the Group Type “Class / Worship” [1]. Then select a “Master Group” [2]. Current CBF
“Master Groups” include:
• Sunday School
• MOPS
• International Women’s Group
• Life Group (used for the Friday night Witty group)
• VBS 2014
• No-name badges
See below what has been done for “Sunday School” which is the Sunday morning children’s
classes. The classes under “Youth” are not currently used, but they are there for future
application. Under the sub-group of “Children” [3] is everything currently used on Sunday
mornings. From here, classes can be added, edited, and deleted. To make changes to a class,
select it and click on “Edit” [4]:

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This is the edit screen for the “4-year olds” class. The “Group Name” is helpful for whoever
enters children into classes (see section titled “Placing Children in Classes “). “Location
Description” is what will appear on name badges if “Location” is chosen as one of the print fields
(see section titled “Badges”). The “Quick Code” field is not currently used.

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Placing Children in Classes
Once the classes have been defined, it is time to place children in them. There are several
ways to do this.
Placing a Single Child in an Established Class
To place a child into an established class, you can either go to the child’s record and select the
“Group” tab, or as shown below:
• Go to the “Manage Records” section of the ACS Window
• Select the “Groups” tab
• Select “Add Individual to a Group” from the pull down menu

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Begin typing the last name into the entry box, and double click on the child’s name once found.
(NOTE: If the child is not there, Margie or another administrator will need to add him or her to
the ACS database. Instructions for that are not included in this document.)

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This will bring you to the child’s record in the database. Notice that the “Groups” tab [1] has
automatically been selected. If the record was accessed a different way, select the “Groups”
tab to get to this screen.
This screen shows all of the “classes” into which this child has been enrolled. In this example,
this child is in the “Reuben” class for “VBS 2014” [2]. In order to add him to a Sunday School
class, select the “Add” button [3].

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From the next screen, select the “Sunday School” Master Group [1] (or to whichever group this
child is being added). The classes for this group will now be displayed. Select one [2]. Select a
status [3] (“SS Member” or “SS Guest” depending on church membership – but these may vary
depending on the “Master Group” being used), and a position [4] (for Sunday School, choose
one of “Member”, “Visitor”, or “Regular Attendee” just like the designations on the classroom
rosters). Click on “OK” [5].
The new class should appear in the child’s record.

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Populating a New Class
Another way to add people to a class is to select the class and then select the children (rather
than above where the child was selected first). This is useful when setting up new classes. In
order to do this:
• Select the “Groups” tab
• Select “View/Edit Class Groups”

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After selecting the appropriate “Master Group” [1], there will be a list of classes. Choosing one
[2] will display a current class roster [3] (if members have previously been added to the class).
To add additional members to the list, select the “Add” button [4].

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From this screen, select the class [1]. Then select Status [2] (for Sunday School, select “SS
Member” or “SS Guest”) and Position [3] (for Sunday School, choose “Member”, “Regular
Attendee or “Visitor” as on current classroom rosters.) Then click on “Select People” [4].

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Children can now be selected from the list. Click on each desired child [1], and then click on the
arrow pointing right [2] to add that child to the roster. That child should then appear on the list in
the right hand column [3]. Once finished adding all children, click on “OK” [4].

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Badges and Checkpoint Defaults
The term “Badge” refers to any of the five types of stickers generated by the badge printer
including:
1. “Security Badges” which include child’s first name, security ID, and so forth. This is the
sticker that should be placed immediately on the child.
2. “Parent Badges” which are the stickers which have nothing but the security code used to
pick children up. This is to be held onto by the parent(s) / guardian(s). There is an
option to print one or two – we left it at 2 so that one parent can have one and the other
(or whoever is picking up) can have the other. There will be a single code for the entire
family. Codes are changed after each use.
3. “Name Badges” which have nothing but a name on them and are useful for labeling
diaper bags and juice cups among other things.
4. “Visitor Badges” which are printed when someone is added to the system as a “One
Time Visitor”.
5. “Combined Session Badges” currently not used at CBF.
Named Badges
In order to create or modify badges, select “Checkpoint” under the “Settings” tab in the
“Advanced Tools” window:
• Select “Checkpoint” from the pull down menu

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Within “Badge Design” select “New” to create a new badge, or “Load” to modify an existing one.
When saving, make sure to give it a helpful name so that you can find it again later! Remember
that if a badge is used for multiple sessions, changes made here might affect other things, so be
a little careful.
Following is what the screen to edit the “Sunday Morning with tree logo” badge looks like.
There are up to four field lines on the badge [1]. For each field, “Select Field” [2] and then
customize the “Font” and font size [3]. While many fonts are available, few actually seem to be
printable.
Note: Only the last may be the “Note” field. The “Note” field is where parents can include allergy
and other important information. We are also using this field to state “NO PHOTOS” as
necessary (see Margie).

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Additional notes on badge design:
[1] Even though “Pager Number” will be displayed on this screen, it will ONLY be printed on the
badges if that was selected under the “Checkpoint Sessions” screen. As of the typing of this
document, CBF does not use the pager field.
[2] The font for the actual security ID can be increased.
[3] “Line Offset” reduces the gap between ID and Name (the first field). By increasing this
number you will give yourself more space to allow for larger fonts.
[4] “Background Image” allows the importing of an image to be used on the badge. The image
is best setup such that it is in the upper left hand corner so that the text does not print over it.
NOTE: If the file size is too large, the badge printer will hang with a message indicating that it is
trying to print a “Test1” file to some HP printer. Remove the graphic and try to reduce its size if
this happens.

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IMPORTANT: If you see the slider bar to the right of your badge design, it means that your
combined font sizes are too large and your badges wont print. Reduce your sizes and / or
increase the “Line Offset” number until the slider disappears.

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Checkpoint Defaults
There are two fields of interest on the “Checkpoint Defaults” screen [1] (the option just below
“Badge Design” discussed above.
[2] Security ID’s can be unique per family or per child. The benefit of doing it as one per family
is that each parent gets one code that is the same for all the children – no juggling tags to figure
out which goes with which child!
[3] The printers at CBF automatically print two security badges at the same time. The badge
can be torn apart so that one parent can go pick up some of the kids and the other can pick up
the other children.
NOTE: Security codes are changed each day / session. Therefore, each family will have a new
code each week. Parents need NOT keep security badges once all children have been picked
up.

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Check In/Out Defaults
At the “Check In/Out Defaults” screen, defaults for the way the check-in screen looks and
functions can be modified. Most of this is self explanatory.

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Blank Badges
A session called “No-name badges” with associated badge labeled “Use to print no-name
badges” has been created to generate badges with security ID only. This was setup for use in
the event that some badges and associated security tags can be available to be hand written.
For example, a dozen of these were printed before each night of VBS and used to quickly
process walk-ins. It would be a good idea to have some of these available in the event of a
system problem with a particular person. (For example, if a child has been accidentally entered
into ACS as an adult, it is impossible to print a security badge until that is resolved. Rather than
holdup check-in, it might be better to hand write a badge for the moment and then correct the
database later.)
In order to generate the blank badges, do as follows:
1. [Optional] Edit the “Use to print no-name badges” badge to include a desired graphic.
(See section titled “Badges”.)
2. From the desk or a kiosk, begin a “No-name badges” session for the date for which you
are holding the event (so that the date on the badges is correct).

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3. In the name field, enter “Test”. In order to generate tags with different security codes,
we had to put each little “Test child” in a separate family. One at a time, choose a
family, check the child in, and print the badges.

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Sessions Used at CBF
Sessions are used to define how children will be checked into classes using the Checkpoint
Check-In system. In order to see and edit existing sessions:
• Select “Checkpoint Sessions” from the pull down and click on the arrow
Several sessions have already been setup at CBF. “Sunday Morning Children” is what we use
for Sunday mornings. To modify settings, select “Edit”.

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This is the Session edit screen:
Some important things to note here include:
[1] This is where a pre-designed “Badge” will be linked to a session. One badge design may be
used for many sessions. For example, at CBF “Sunday Morning with tree logo” badge will be
used for most sessions. But in order to incorporate a different graphic, a VBS badge which
included the VBS image was created.

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[2] A distinct “Visitor Badge” can also be created so that teachers and members can easily
identify and greet visitors to our church. This badge will ONLY be used for “One-Time Visitors”
which generally are people we don’t expect to see again.
[3] Important here is to leave “Force Pager #” unchecked unless/until a pager system is
implemented at CBF. Otherwise, system users are forced to enter a bogus pager number in
order to print check-in badges.
[4] “Family Position Options” identifies which people will show up on the screen for check-in.
CBF doesn’t currently check adults into classes, so “Head” and “Spouse” can be left unchecked.
If however an event such as a Women’s Retreat plans to use name badges generated by
Checkpoint, make sure to check “Head” and “Spouse” so that they can be selected and printed
from the kiosks. Keep the “Print Pager #” box unchecked. Only security tags for “Child” and
“Other” are to be printed for now. (“Other” includes things such as “Niece”, “Grandchild”,
“Neighbor”…)
[5] “Select Image for Express Check In/Out” is the graphic that will be displayed on the kiosk
when this session is being used. This is NOT the same as the badge graphic which is assigned
under Badge Design. (See section titled “Badges” for more on badge graphics.)

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Check In
Kiosks
In order to begin checking students into classes, someone must login to each kiosk and identify
which session will be used. The computer at the reception desk will be used as a manned
station for visitors. In addition, there are three kiosks which will (after rollout) be unmanned
stations. They are located throughout the building and must be logged in using the following
IDs and passwords:
Kiosk Login Information
Kiosk Location Login ID Password
Downstairs near classroom (room 107)
At Windows screen, after CTL-ALT-DEL CBFcheckpoint1 CBFkidz1
At ACS login screen kids1 kids1
Exit ACS password cbfKIDZ
Downstairs near the nursery (room 103)
Upstairs near the large room (room 206)
Make sure the system and badge printer are turned on, and login (see table above). At the
Windows screen, press and hold together <Control><Alt><Delete>. Login using the Windows
login information above. Once in, double click on the yellow “ACS People” icon. It may take a
little while for it to boot up. Login using the ACS login information above.

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Click on the appropriate date on the calendar. Select the “ZDesigner GK420d” badge printer
(this should also be the “Default”).
It is possible to setup kiosks such that multiple events could be checking in at the same time. A
“Template” is used to do this. CBF does not have a need for this at the present time, so
“Template” names are the same as “Session” names for simplicity. So at the screen below,
simply choose the “Sunday Morning Check In”.

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Kiosk Check-In
The kiosk should now be ready to accept students to check in. The screen should look
something like this:
Parents may look children up in several ways:
By selecting “Name”, a child may be located by any last name associated with the family. In
other words, if the mother’s last name is not the same as the child’s, either may be entered.

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By selecting “Phone”, the last four digits of any phone number (home, cell, work…) as captured
in the ACS system may be used.
Once the records are found, the parent can select “Check In” any or all of their children. NOTE:
The “Parent Badge” will ONLY PRINT ONCE!! That means that if one parent brings a child
early, and then the other brings other children later, only the first parent will have the parent
badge print out. THIS IS FOR SECURITY – it is NOT a bug!! It would be unsafe for someone
to come to the kiosk after a child is checked in and print additional parent badges. Explain to
the second parent that they must find the first parent to get the badge before pickup.

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After selecting children to check in, the parent should select “Print Badges and Finish”. Parent
and children badges will print out automatically.
The “Additional Badges” button can be used to print “Name Badges”. These are NOT the
badges to be worn by the children. They have only the child’s first and last name and are to be
used for diaper bags and personal items. This option can be chosen before “Print Badges and
Finish”, or the parent can do the Lookup a second time and print them that way.
If a child is either not in ACS at all or has not been placed in a class, the parent will see the
following error screen:
They will have to go to the manned station at the reception desk to get help.
If someone accidentally clicks the “Exit” button on the bottom of the screen, they will receive the
“Enter PASSWORD to Exit” screen. Simply click on the “Back” button to return to the check in
screen. At the end of the check in period, exit using the password in the table above (see table
labeled “Kiosk Login Information”).

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Manned Station Check-In
Some aspects of Check-In cannot be handled from the kiosk. They include:
• Adding a child who is already in ACS to a class (group)
• Generating security badges for visitors and guests
For these things, someone with ACS access will need to provide assistance from the
workstation at the reception desk. Note that there is a badge printer below the desk. This
person will have to have a valid Login ID both for the workstation itself and for ACS People.
• Workstation Login ID: ______________________
Password: ______________________
• ACS People Login ID: ______________________
Password: ______________________
Check In/Out
From the ACS People Suite main screen, in “Manage Records” box, select Involvement tab [1]
and choose “Check In/Out” [2]. [Note: “Express Check In/Out” is the kiosk screen.]
. In order access the Check In/Out screens:
• Select the “Involvement” tab [1]
• Select “Check In/Out” from the pull down and click on the arrow [2]

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Under “Select Printer”, choose “ZDesigner GK420d” [1]. This is the badge printer at the
reception desk. Select the appropriate “Template” for the session you are checking in. For
Sunday church, select “Sunday Morning Check In” [2]. Don’t worry about “Sessions”. Make
sure you have the correct date [3]. Then click “Ok” [4].

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Adding Existing ACS Member to “Group”
Locate the person by name or last 4 digits of any phone number we have in the database
(home, cell of either parent, etc.) as you would at the kiosk. (Note: We do NOT use pagers.)
Click on the box associated with person and session for which this child is signing in.

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If the person has not been added to a group (class) for this session, it can be done here.
Choose the “Group” [1]. Then go to the “Status” pull down [2] and select Member or Guest (use
“Guest” if you’re not sure. For “Position” [3], choose “QUICK ADD”. This will signal
administration that rosters need to be updated. Click “OK” [4].
The “Group” should now be visible. Click “Finish” to print badges. Inform parents that this is a
permanent update. They can go directly to the kiosk to check-in next time.
NOTE: Parent badges (the part with the security code used to pick up children) will only print
ONCE per session. If some children were checked in but not others, parent badges printed
already and will not print again. This is for security – we don’t want someone being able to walk
up to a kiosk, reprint badges, and have access to additional parent badges for children who
have already been checked in by a parent or guardian. This is NOT A BUG!

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Checking In a Guest
Greet the guest and hand them a “Children’s Ministry Visitor Registration” form. Ensure them
that this form is filled in only once, and will be used to add their children to the system so that
they can go directly to a kiosk for self check-in on future visits. As they fill out the form, you can
generate a “One-time Visitor” security badge.
Fill in all “Name” and “Note” information [1]. “Note” information should include allergy and / or
special medical needs. Disregard “Pager Number”. Make sure to select “Children” for the
Session [2]. You should see a list of available classes. Select the appropriate class for the age
of the child [3], and click on the red arrow pointing right [4]. You should now see that class
listed in the right hand column.
If there are additional children in this family, select “Save/Add Family Member” [5]. You will see
that “Last Name” and “Parent’s Name” are preserved which makes adding siblings easier.
Once all children are added, select “Print” to generate security badges [6]. Explain to parent
how these badges are used here at CBF, and if someone is available, have our guests escorted
to their classrooms.
Set form aside for database update on Monday.

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Class Rosters
ACS People can be used to generate class rosters called “Marking Grids”. As of the writing of
this document, the format is still being manipulated. Current Marking Grids may differ from what
is seen here.
In order to access ACS generated Marking Grids:
• Go to the “Searches and Reports” section of the ACS Window
• Select the “Reports” tab [1]
• Select “Attendance Reports” from the pull down and click on the arrow [2]

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Several “reports” have been customized for CBF’s Sunday morning classes, but the sheet that
will be used in the classroom to mark attendance can be found under the heading “Marking
Grid”. On the right will be a preview of what a generic report of this type looks like. To preview
this customized report, select the “Preview” option below.

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A little popup window will provide the opportunity to modify column widths. Adjust as necessary.
Then click on “Close”.
This will show what this report currently looks like. As of right now, members are sorted by
“Teachers”, “Youth”, and “Children” alphabetically by last name, but we have not yet found a
way to clearly separate them on the report. Use a marker if necessary to distinguish these
using last names as a guide. Under “Other”, you should see allergy and other important
information. Unfortunately, there is no way to directly include the “Note” field from the badges,
so this information will have to be manually copied to the “Other” field in the ACS database.

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On the top of the preview screen is a “Customize” button (there is a little gear icon beside it).
Click on that to change the report contents. Buttons and fields are fairly self-explanatory. If
recent changes are not being reflected in on the Roll Sheets, try moving the “Print Date” out by
a day or two. Sometimes this fixes it. Once done, select “Preview” to see your changes.
From the preview screen is the option to print (a small printer icon on the top left corner).

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Support
For online help and training go to:
http://www2.acstechnologies.com/foundationalchurches/clientportal
There are some decent training videos in their training library – at least enough to get someone
started. Select “Training” on the left hand column. Select “Online Training Library”. Under the
title line, you will need to click on “Login Here To View Training Videos”. Fill in this screen as
follows:
Email Address: tony@coppellbible.org
Site Number: 112064
PIN:
Forgot PIN?
Submit
Our PIN is ____________. This should get you access to the library. Look for videos relating to
“Checkpoint” under the heading of “People”.
Supplies
Our Zebra printers are model GK420d. The labels are ‘Zebra 2.25”x4” Direct Thermal Labels’
can be found by searching for part number “DT225411-15PDT”. One source is
“priddysales.com” at $32.06 per case of 4 rolls, 700 labels per roll. Another is
“barcodeprintersupply.com” at $43.96 per case of 4 rolls, 700 labels per roll. There are others.

ACS Checkpoint Documentation for CBF

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