How to Set Up Check-In and Check-Out Forms

Need to collect additional attendance information during check-in or check-out? This guide will walk you through how to create custom forms, add questions, and attach them to activities within AfterSchool HQ.

1. Open Forms

Click “Forms” to open the forms management area in AfterSchool HQ.

💡 Tip: Forms can be reused across multiple activities once published.

2. Create a New Form

Click “Add Form” to begin creating a new form.

💡 Tip: Use clear naming conventions so staff can easily identify forms later.

3. Name Your Form

Enter a name for your check-in form.

Example:

Daily Check-In Form
Student Pick-Up Form
Snack Attendance Form

💡 Tip: Including the purpose of the form in the title makes setup easier later.

4. Select Form Type

Select “Survey” as the form type.

💡 Tip: Survey forms allow you to customize questions for attendance workflows.

5. Create the Form

Click “Create Form” to finalize the form creation process.

6. Open the First Section

Begin editing the first section of the form.

💡 Tip: Sections help organize questions into groups for easier completion.

7. Rename the Section

Rename Section 1 to match the purpose of the form.

Examples:

Parent Check-In
Student Pick-Up Details
Transportation Questions

8. Add a New Question

Click “Add New Question” to begin adding form questions.

9. Enter Your Question

Type the question you would like families or staff to answer.

Examples:

Who is picking up the student?
Did the student receive a snack?
Transportation method for today?

💡 Tip: Keep attendance questions short and easy to answer for faster check-in/check-out.

10. Select a Question Type

Choose the appropriate question type such as:

Dropdown
Single Line Text
Checkbox
Date
Email
Number

💡 Tip: Dropdown and Checkbox fields are usually the fastest options during attendance.

11. Add Additional Questions

Continue adding additional questions as needed for your attendance workflow.

💡 Tip: Avoid adding unnecessary questions that could slow down check-in or dismissal.

12. Save Question Settings

Click “Save” once you have finished adding all form questions.

13. Open Form Settings

Click “Settings” to access the form configuration options.

💡 Tip: Review settings carefully before publishing to ensure the form is ready for staff and families.

14. Publish the Form

Click “Publish” to make the form available for use.

💡 Tip: Only published forms can be attached to activities.

15. Create a Check-Out Form (Optional)

Repeat the same process if you would also like to create a separate check-out form.

💡 Tip: Many organizations use check-out forms for transportation or authorized pick-up tracking.

16. Open Extracurricular Activities

Click “Extracurricular Activities” to access your activity list.

17. Select an Activity

Open the activity where you would like to use the forms.

18. Open Activity Setup

Click “Setup” to configure the selected activity.

19. Enable Check-In & Check-Out

Turn on “Require Check In and Check Out.”

💡 Tip: Additional form selection fields will appear once this setting is enabled.

20. Select the Check-In Form

Choose the check-in form you created from the dropdown menu.

21. Select the Check-Out Form (Optional)

Choose a check-out form if you would like to require dismissal questions as well.

22. Save Activity Settings

Click “Save” to apply the activity configuration changes.

💡 Tip: Test the activity afterward to confirm the forms appear correctly during attendance.

Frequently Asked Questions

Q: What types of questions can I add to check-in forms?

A: You can add question types such as Dropdown, Single Line Text, Checkbox, Date, Email, and Number fields.

Q: Can I create both check-in and check-out forms?

A: Yes. You can create separate forms for check-in and check-out using the same process.

Q: Do forms need to be published before use?

A: Yes. Forms must be published before they can be attached to activities and used during attendance.

Q: Can forms be edited after publishing?

A: Yes. You can reopen and modify forms later if updates are needed.

Q: Are check-out forms required?

A: No. Check-out forms are optional and depend on your organization’s attendance workflow.

Q: How do I attach forms to an activity?

A: Forms can be attached from the activity Setup section after enabling Require Check In and Check Out.

Q: Can I reuse forms across multiple activities?

A: Yes. Published forms can be reused and attached to multiple activities if needed.

💡If you experience any issues or have further questions with “How to Set Up Check-In and Check-Out Forms”, don't hesitate to get in touch with our support team at support@afterschoolhq.com.