Free kids check-in and pickup policy template
This free kids check-in policy template is an editable children's ministry policy in eight sections: who it covers, volunteers and ratios, family information before Sunday, drop-off, during the session, pickup, incidents and emergencies, and a volunteer sign-off sheet. Bracketed fields such as [1:5] or [two-adult rule] mark the choices your church makes.
What does the kids check-in policy cover?
| Section | What it sets out |
|---|---|
| 1. Who this covers | The ages, rooms and services the policy applies to |
| 2. Volunteers | Screening and training before serving, at least two approved adults per room, rules for volunteers under 18, and target ratios (for example nursery [1:3], elementary [1:10]) |
| 3. Before Sunday: family information | Each child's allergies, medical notes, authorized pickup adults, emergency contacts and media consent, reviewed regularly and visible only to the right volunteers |
| 4. Drop-off | A parent checks the child in; the label shows name, room, allergies and a security code, and the parent keeps the matching claim ticket |
| 5. During the session | Open rooms, bathroom rules, snacks checked against allergies, and how parents are called |
| 6. Pickup | No matching ticket, no release; checks against the authorized pickup list; custody notes followed exactly |
| 7. Incidents and emergencies | Incident forms, serious injuries, evacuation with the room roster, and reporting safety concerns |
| 8. Volunteer sign-off | Name, room, signature and date for every volunteer who has read the policy |
How do you adapt it for your church?
Replace every bracketed field with your own decision, have your leadership approve it, and ask every kids volunteer to read and sign section 8. It is general guidance, not legal advice: check your denomination's, insurer's and local requirements. Our guide to setting up a safe kids check-in process at a small church walks through each decision.
How does check-in software support the policy?
Software enforces the parts people forget on a busy Sunday. Churchory Kids prints a name label and a matching pickup code at check-in, shows allergy flags in a live room view, and collects family information through intake links before the family arrives.
Questions about the kids check-in & pickup policy
What should a church kids check-in policy include?
At minimum: volunteer screening and ratios, the family information you collect, how drop-off and pickup work with matching security codes, what to do in an incident, and a sign-off by every volunteer.
Is this policy legal advice?
No. It is a starting point written in plain language; check your denomination's, insurer's and local requirements before adopting it.
Can we edit the template?
Yes. It is an editable printable page. Change anything, print it and share it with your team.