Children's care notes

A child's allergy, care note and pickup note, their grade and second household: where to change them, who sees them, and what's kept.

Each child has a Check-in record: an allergy, a care note and a pickup note, their grade, and a second household. Admins and people with the Check-in role keep it up to date. The room's volunteers read it on the roster.

Find a child

Open Check-in, then Children. Each child has a row: their initials, their name, and a line like "6 · 1st grade · Reyes", which is their age, their grade and their family's name as it's stored in People.

Type in Find a child or family to narrow the list by first name, last name or family name.
The chips under it narrow it by what's on file: All, Allergies, Pickup notes and New this month. Each chip shows a count, and the counts follow your search, so a chip's number is what you'll see when you press it.
New this month is children whose first check-in was in the last 30 days.
A child who hasn't been checked in for eight weeks shows "last in Aug 30" where the family's name would be, with the year if it was another year.

On the right of a row, a marker says which notes the child has: a black Allergy, an amber Pickup note and a grey Care note. The list never shows what the notes say.

Open a child's record

Open Check-in, then Children.
Find the child, and press their row.
Change what you need, then press Save.

Admins can also change the notes on the Check-in card on the child's page in People, as can staff with the Check-in role who can open People.

The notes

Allergy (prints on the tag): shows on the child's card at the station and on the roster, in a black block, and prints on their tag.
Care note: anything the room's volunteers should know. It's on the child's sheet on the roster, and on their card when they have no allergy or pickup note.
Pickup note: who may or may not collect the child. Its first line shows on the child's card on the roster, in amber with a warning mark. All of it shows again when their family opens at pickup.

Each note holds up to 300 characters.

Grade

A child's grade comes from their age on the day your school year started. For a child a year behind, set Grade to A year younger than their age. For a child a year ahead, set it to A year older than their age. Their age’s grade puts it back. The grade decides which room the station suggests.

Second household

For a child who is part of two families, such as parents who live apart, pick the other family under Second household. The child then shows under that family at the station too.

Last check-ins

Under the notes, Last check-ins lists the child's last eight: the day, the time, the room, and when they were picked up. A child released without a stub shows the reason.

Who sees care notes

Admins and the Check-in role, on the child's record.
The check-in team, on the day. Any of them can open any room's roster that day, and it shows the care notes of the children in that room. At the station they see the allergy only.
The child's family, the allergy only, when door passes are on. Anyone in the child's household, or its second household, who signs in to Trellis sees it on the Kids check-in card on Your week. They never see the care note or the pickup note.
Nobody else. Staff without the Check-in role, group leaders and other members don't see them.

The stub a parent carries has no allergies or notes. The activity log records which notes changed, never what they say.

Pickup codes

Each family has one code a day, four characters, shared by all its children.
Codes are deleted the day after.
A code is never in a web address.

What's kept

Check-ins stay, so Reports can count them. When an admin downloads everything the church keeps, the check-ins and care notes are in it, and the pickup codes aren't. See Export your data.

Children don't have photos in Trellis, and nothing is sent by text message.

Still stuck? Ask Silas