Wow. This is a good question. Or should I say these are good questions. Let me try and answer some of them for you.
- I can think of 2 ways to handle this situation. The first is for each ministry that requires caregiving to create their own structure for caregiving under each of their activities. Fellowship Technologies could then create a report that pulls that information out by ministry and allows the church to bill the proper ministry for each child that uses the service. This would also help the care givers to know where the parents might be if there is a problem. I.E. the activity might be "Beth Moore Bible Study" but the RLC might be 3yr old. It will print the activity name on the tag as well as the RLC. A standard structure should be agreed upon. Use the physical rooms themselves to identify which ages go into which room. Since this does change every week and probibly can even change on the day of the event (you get 50 2 year olds and need a third room) you need the flexibility to not tie an age group to a physical room in the system. One big issue I see with this approach is the redundancy of setup per event. Another issue is there is no longer a central location to see how many kids you have each day. The second way to resolve this might be to setup a standard structure for caregiving in one place under one ministry that gives you flexiblilty at the room level to move kids where you need them by physically moving them from one location to the next.
- Depending on what approach you take to answer #1 this might not be an issue any more. If you take option #2 you will need to resolve this with a custom report. I would ask the reporting team to give you a total # of children attending the Caregiving event where they are tied together by the event their parents were attending at the same time. This won't be perfect but it will get you close. Staff kids, volunteer kids, parents not checking in, and kids seporated from their parents in the database could all affect this report.
- I am not sure I understand this question but I will take a stab. Even if you have a new group of volunteers every week you have to run a background check on them all if they are woking with kids. And everyone checks into the system just like the kids do. Also you had 2 #3 questions. Your caregiving volunteers must have a staffing assignment. Participants don't have to have a staffing assignment.
- I answered this with #2 above. Now I am not sure what #2 was really asking. If you are asking how do we find the parents then that can be answered by a report. We have reports where you can see where every family member is checked into the church by a given day. I think it is called the security tag report.
- This is correct. You need to continue doing this but I would ask that you have the volunteer at the door fill it out as the parent walks up. Just because they checked into the kiosk doesn't mean they will actually make it to the room. You need an accurate roster at the room in case of emergency.
I hope this helps.
Matt McMaster
Delivery Manager