Checking on a room from the admin dashboard
This is how you keep an eye on the whole building during a service — see how full each room is, who's staffing it, and reach a parent if you need to. Works from a laptop or from an iPad as you walk around.
Before you start
You'll need an admin or owner role, and today's services need to be underway.
Where you start
Open Check-in for the live dashboard. It shows the total children checked in today, a breakdown bar for each room — children in vs. capacity, colored sage under 80% full, amber 80–99%, coral at 100% or over — and recent check-in activity.
Drilling into a room
Each room card is clickable and opens that room's view for today, showing:
- The room name and capacity.
- Totals: children present, adults on duty, children checked out.
- Adults on duty — every volunteer checked into the room, with when they checked in. If this section is empty, a warning banner appears — your ratio policy is at risk.
- Children present — each child's name, grade, check-in time, the parent's name, and a tappable phone number. As an admin you see the full, unmasked number. Medical alerts show a badge and the full details.
The page refreshes every 30 seconds.
When "Adults on duty" is empty
It means one of two things: a volunteer is in the room but forgot to check themselves in at the kiosk, or no one is actually there. Walk over and confirm, then either check the volunteer in at the kiosk or assign a backup.
A note on permissions
Only admin and owner roles can open this page. For an iPad mounted on the wall inside a classroom, use the room display instead — that's the surface built for that job.
If the numbers don't match what you see
- "The room shows 3 children but the volunteer says 4 are here." The count is based on kiosk check-ins. A child standing in the room who never got checked in won't appear. Walk to the kiosk and check them in.
- "The room shows 0 capacity." Set a real capacity from Check-in → Room Configuration so the ratio bars work.
Messages you might see
- "Room not found" — the link is stale or the room was deleted.
- "Admin or owner role required" — volunteers without that role don't see this page.