Kids Ministry · TRAINING GUIDE
Kids Team Leader
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Responsibilities Overview & Schedule
Our focus is on welcoming families with kindness and joy, while also ensuring accurate attendance records by inputting visiting families into our database. We assist them in finding their children's rooms and verify all kids are in the right places, reporting attendance to Pastor Chris. Throughout service, we maintain a safe and engaging environment for the children, supporting volunteers and addressing any needs promptly, including gathering supplies and handling any issues that may arise. The Team Leader’s responsibilities are:
SECTION 1
Greeting & Check-In
The Goals
To make families feel welcome by being joyful and kind
To input visiting families into the database so that we can accurately keep track of attendance
Assist visitors with finding their kid’s rooms
Instructions For Greeting
Be in your position by 9:30 am.
Stand at the “Kids Check-in Desk”
Prepare the Manned Check-In iPad
Manned check-in is when you check people in or input information yourself, as opposed to them checking themselves in (also known as self-check-in).
Smile and greet with a warm welcome.
“Good morning! Good to see you today” It’s important not to get caught up talking to anyone for too long so that you’re able to engage when kids and families enter. It is important to engage and speak with members, families, and visitors
Ensure that parents are checking in at the self-check-in stations on the wall by the Kids Hall entrance.
First-time guest:
Greet and explain that you will need to get some information from them for attendance purposes.
Explain what you are doing with check-in:
“This is a one-time thing. We will get your information. Then, next time if you come back, you can just put your cell number in and check your child/children in yourself”
Information we need from them:
Parent(s)
Name
Gender
Cell Phone Number If the Parent does not have a cell phone, then they can use an email but we prefer phone numbers. Engage the kid in the process. Try to speak directly to the kid and the parent when getting the check-in information. Make them both feel involved and welcomed.
Kid(s)
Name
DOB
Gender
Grade
Remain in position until 10:15 am.
While at the check-in after church begins navigate to the Services App.
Navigate to the current Sunday and find the list of the volunteers serving
Navigate back to the Check-In app and enter the volunteers in, ensuring they are in the appropriate rooms
If anyone shows up at 10:15 am assist in any way you can and usher the kids to their appropriate rooms.
If the 1st & 5th grades are at the gym walk along the rocks to bring the kids to the gym to not disrupt the youth services
Instructions For Check-In
First Time Guest
Enter their name in the search bar of the station.
If they have any information in the database, their name will show up in the search.
If not, select Add Person to start a new profile.
Select New Household.
Begin putting in the Parent's information.
If there are multiple parents, after you enter the last required information in, click “Add” (it will be to the right and is shaped like a circle with a plus sign in it)
Name
Gender
Cell Phone Number If the Parent does not have a cell phone, then they can use an email but we prefer phone numbers. Engage the kid in the process. Try to speak directly to the kid and the parent when getting the check-in information. Make them both feel involved and welcomed.
Begin putting in the Kid’s information.
If there are multiple Kids, after you enter the last required information in, click “Add” (it will be to the right and is shaped like a circle with a plus sign in it)
Name
DOB
Gender
Grade
Once all information (and people) is put in, select Save Household at the top right of the screen.
A screen will pop up that allows you to now check in that kid. Click the gray box beside the kid’s name.
The kid should automatically be placed in the room of the grade they are in .
In the event, the kid is not:
Click on the Pencil Icon to the right
Click on the Pencil Icon to the right (again, this time it will open a different option list)
Choose the room the student should be in
Select Done.
If a Kid is coming with a family who is already in the database
Enter the name of the existing family in the search bar of the station.
Select the Family you are searching for ( Existing Household)
Click “Edit” then “Add” (add will be to the right and it will be shaped like a circle with a plus sign in it)
Click on “Create New Person”
Put in the required information.
Kid(s)
Name
DOB
Gender
Grade
Once all information is put in, select Save Household at the top right of the screen.
A screen will pop up that allows you to now check in that student. Click the gray box beside the student’s name.
The kid should automatically be placed in the room of the grade they are in .
In the event, the kid is not:
Click on the Pencil Icon to the right
Click on the Pencil Icon to the right (again, this time it will open a different option list)
Navigate to the room the student should be in
Select Done.
*If any changes need to be made to a Parent or Kids profile, select the edit button beside the Household name. That will take you to their profile where you can edit their information.
SECTION 2
Attendance
The Goals
Ensure all kids are present and accounted for in their appropriate rooms
Fix any discrepancies in the check-in system
Report overview headcount to Pastor Chris
Instructions For Attendance
At 10:15 am go through the different locations in “Check-Ins” and fix any discrepancies
Open the App Safari (the website will already be opened)
Navigate to the correct Sunday using the arrows to the left of the displayed date.
Where you currently are at is the “Overview” tab
To the far left navigate to the “Check-Ins” tab
Find “Filter by” and choose the different Kids Ministry “Locations”:
3-5:
1-2:
Pre-K + K:
Toddler:
Nursery:
T.L. / Check-In:
Go through the kids’ ministry “locations” and correct any discrepancies
Volunteers who are checked in but not serving
Click on their name
Scroll down to the very bottom and in a red box is a button “Delete Check In”
Click that button
Volunteers, Kids, or Youth in the wrong room :
Click on their name
Find “Times & Locations”
Click on the dropdown that says the room they are checked into
Click on the room they should be in
Youth in the kids’ rooms when they are not serving :
Click on their name
Find “Times & Locations”
Click on the dropdown that says the room they are checked into
Click on the “Students > Youth Service”
Create a Head Count and verify the Check-In numbers for the day
To the far left navigate to the “Overview” tab (where you originally started from)
Find the “Locations” section and get a “Head Count”. A “Head Count” is a list of all the kids & volunteers separated by the different areas to serve in kids ministry. It will look like this:
3-5: #
1-2: #
Pre-K + K: #
Toddler: #
Nursery: #
T.L. / Check-In: #
Verify those numbers by checking the physical rooms.
Nursery: Text one of this morning’s nursery volunteers and ask “How many this morning?”
Toddler: Text one of this morning’s Toddler volunteers and ask “How many this morning?”
Pre-K + K: Poke your head in the Pre-K room, if they are busy (worship, lesson, or activity) count the number of kids in the room if not ask “How many this morning?”
1-2: Poke your head in the 1st-2nd grade room, if they are busy (worship, lesson, or activity) count the number of kids in the room if not ask “How many this morning?”
3-5: Poke your head in the 3rd-5th grade room, if they are busy (worship, lesson, or activity) count the number of kids in the room if not ask “How many this morning?”
Write or type these numbers beside the numbers previously gathered numbers in “Step
b” It will look like this:
3-5: iPad #s - Physical #s
1-2: # - #
Pre-K + K: # - #
Toddler: # - #
Nursery: # - #
T.L. / Check-In: # - #
If the numbers are correct tally the total and make sure it matches the total for “Kids Church” found under the Locations section on the Overview tab of Safari on the iPad
If the numbers do not match repeat “Step 1.a” - “Step - 1.f” checking every Location in the system and fixing all discrepancies until the total numbers match. Things to remember
Check to see if any youth are placed in kids’ rooms by accident
Check to see if any kids were checked in but not placed in their room
If kids were checked in but placed in room other than what the system says (can happen when families have been absent for a while and their kid has moved up into a different room and they are unaware)
If kids were not checked in at all (start with the volunteer’s kids, due to the nature of volunteering and arriving so early they can forget to check their kids in)
When the iPad totals and physical totals of each area of kids ministry and the overall total match send a picture of all of the numbers to Pastor Chris (the numbers for each room and the overall total)
SECTION 3
Room Functionality
The Goals
Make sure kids are participating, having fun, and not distracting others
Encourage volunteers
Assist with anything that might be needed in a timely manner
Gathering Supplies
Injuries
Equipment Issues
etc.
Instructions For Room Functionality
While gathering the Head Count and checking on the rooms assess the needs of the volunteers and assist if needed
Example: You walk into 1st-2nd grade and see Lil Jimmy not participating in worship and playing with Legos. You notice the volunteers are leading worship. You politely ask Lil Jimmy to step away from the legos and take a seat - even if it is a seat along the back wall of the room. Your goal is to interact with Lil Jimmy in a nondisruptive manner and keep him from distracting the other kids trying to engage in worship.
Example: You walk into 3rd-5th grade and notice that several of the kids are not engaged in worship or in the activity. You politely walk over to the kids and explain to them the purpose of why we worship and how important it is.
Your goal is to not disrupt or take away from the volunteers in the room but to help them when a situation arises so that they do not have to divert their attention away from the whole group.
If a situation arises where a volunteer texts you that a kid needs to be picked up by a parent for whatever reason:
Go to the room of that kid and ask for more details on the situation
Remember our heart is not only for the Kids but also for the Parents so that they are able to worship and hear the word
Try to talk with the kid and see if you can help remedy the situation or console them
If the situation can’t be remedied or the kid is not consolable, Notify the parents or guardians
Make your way to the Self Check-In Desk
Open the “Check-Ins” app on the iPad and search for the kid’s name
Click on the button to the far right, it looks like a message bubble with three dots in the center
Select one or both of the parents/guardians using the different prompts
Choose the appropriate message prompt and click “Send Message”
In the event of an injury and ice is needed:
Go to the “Resource Room” in the staff hall
Use your key to unlock the door
Grab a plastic cup from the shelf to the right of the door when you first walk in
Grab a plastic bag from the same shelf
Open the ice machine and scoop ice into the bag
Make sure to shut the ice machine lid, throw the cup away, and shut the door and lock it
If a room is running low on a specific supply or they have more kids than what was prepared for:
Go to the “Common Room” in the staff hall
In the back left there is a door, use your key to unlock the door - this is the Kids Supply Room
The light switch will be to your left
To your right, there is a small whiteboard, grab the spreadsheets magnetized to the whiteboard
Use the spreadsheets to look for anything you might need.
What is not on the spreadsheets:
Paper
Snacks
Napkins
Plates
Water
Cups
Straws
Lids
Baby Wipes
Diapers
The items not listed on the spreadsheet can be found on the shelves (if you stand in the doorway) to the left and the shelves directly in the back
Kids Ministry
Schedule
| Time | What’s happening |
|---|---|
| 9:15 am | Attend Volunteer Morning Meeting |
| 9:30 am | Be at the Kids Check-In Desk helping and greeting families |
| 10:15 am | Fix discrepancies, begin Head Count, and check on rooms |
| 11:15 am | Go to the website or YouTube and check on the main service to see when Pastor (or guest speaker) is wrapping up. |
| 11:30 am | Assist Volunteers and parents with child pick-up. When all kids have been picked up you are free to go home! |