It feels like we took down the Christmas tree, blinked, and it’s already summer. Longer days, beach vacations, time at the pool… and the week kids ministries work the hardest: Vacation Bible School.

Your VBS week is probably right around the corner, so here’s a quick checklist to help you avoid the most common technical snags we see every year. Before all those kids come running through the doors, just take a few minutes to ask yourself these questions. A little prep now means fewer surprises on day one!

1. Are your Check-In stations using WiFi or Bluetooth?

Both work great, but pick one and turn off the other. Lots of printers let both run at the same time, which can cause connection issues that can be hard to diagnose during check-in.

2. Are you moving or relocating your Check-In stations for VBS?

Speaking of WiFI, if you're setting up stations in a room or building other than your usual spot, your printer may connect to a different WiFi network or be too far from the router. Test your connection at fast.com (you want at least 50 Mbps), and if you can swing it, put your stations on a dedicated network so nothing else competes with that speed during check-in.

3. Have you integrated Registrations and Check-Ins?

When you integrate Check-Ins with your signup in Registrations, a few magical things happen:

  • The assignment types you create in Registrations become folders in your Check-Ins event

  • The assignment areas become locations within those folders

Set this up correctly before VBS starts and your check-ins will run smoothly.

Need more help with the Registrations and Check-ins integration? Watch this video to learn how to correctly sync your Registrations with your Check-in events.

4. Are you adding new stations for VBS–or pulling old ones out of the closet?

Either way, check out our setup guides to help you get those stations configured correctly from the start. Sometimes printer factory defaults aren't the best settings for connecting to your WiFi, and a few simple tweaks can make a big difference before the first kid walks through the door. We also recommend checking that the operating systems on all your devices are up to date!

5. Is your multi-day event set up correctly in Check-ins?

The most common VBS Check-Ins mistake we see? Adding a separate time for each day of the event. This lumps everything into one giant session instead of creating a fresh one each day, and it's difficult to untangle once kids have already started checking in.

The best way to avoid this is to make sure you select Daily/VBS as your event frequency in Check-ins and add one check-in window. Check out our VBS guide to double-check your setup.

6. Have you resolved incomplete registrations before the event?

One way to ensure check-ins run smoothly is to resolve any incomplete registrations before the event starts. Attendees with incomplete registrations won't be able to check in at a self-station, but will instead be required to use a manned or rostered station, which can hold up the line.

7. Do you have a plan for last-minute registrations?

It’s always exciting to welcome people to VBS, so create a plan in advance to handle any walk-in registrations.

The fastest move is to check them in at a manned station so they get to their group right away, then circle back to register them afterward. But if you'd rather get them properly registered first, keep a device with Registrations open and add them on the fly, or post a QR code at the door so parents can register their kids themselves.

8. Are you using grade-based or age-based selection types in Registrations?

The Registrations integration can only use the information already in a person's profile to determine if they fit any grade, age, or gender restrictions, so using the right grade label for the time of year matters more than you might think. 

Make sure you don’t promote grades while your VBS signup is actively accepting registrations. Doing so will cause issues with previously applied selection and assignment restrictions, and untangling that in the middle of snack time is no fun for anyone.

Instead, make sure you either:

  • Promote grades after you start VBS registration and use Grade Last Completed for your labels OR…

  • Promote grades before you start VBS registration and use Grade Entering for your labels

9. Have you tested your Check-In experience before VBS starts?

Testing is easier than you might think. Just jump into Check-Ins, set your event time to today's date, and test away! When you're done, make sure to set your date back to the first day of your event and delete any test check-ins you made.

If anything looks off during testing, you can reach out to us for help before your event so we have time to get it sorted before the kids arrive.

10. Do you know where to find help if you get stuck?

  • Printer acting up? Hit the Troubleshoot button in Check-Ins printer settings.

  • Check out our Plan your VBS article for more best practices.

  • For anything else, email us at support@planningcenter.com.

We're here for just about any curveball VBS may throw at you. As for the missing goldfish? Good luck, and we’re rooting for you. 🐟