> For the complete documentation index, see [llms.txt](https://docs.lightpost.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.lightpost.app/features/emergency-check-in.md).

# Emergency Check-in

### Overview

When an emergency occurs, church leadership can create an Emergency Check-in that:

1. **Notifies members** via email and/or mobile push notifications
2. **Collects responses** — members indicate if they're OK, need help, or need urgent help
3. **Coordinates assistance** — members who are OK can see who needs help and respond
4. **Tracks everything** — admins see real-time response counts and can follow up with non-responders

***

### Setting Up Emergency Check-in

Before you can use Emergency Check-in, configure the settings to determine who receives notifications and who is alerted when someone needs help.

#### Accessing Settings

1. Go to **Emergency Check-in** in the admin panel
2. Click **Settings**

If you see "(Missing!)" next to Settings, the feature hasn't been configured yet.

#### Configuration Options

<table><thead><tr><th width="323">Setting</th><th>Description</th></tr></thead><tbody><tr><td><strong>Groups to Notify</strong></td><td>Groups whose members will receive the check-in request when you create a new emergency</td></tr><tr><td><strong>Help Request Notification Groups</strong></td><td>Groups notified when someone responds "Help Needed"</td></tr><tr><td><strong>Urgent Help Notification Groups</strong></td><td>Groups notified immediately when someone responds "Urgent Help Needed"</td></tr><tr><td><strong>Send via Email</strong></td><td>Enable email notifications for help requests</td></tr><tr><td><strong>Send via Mobile Notification</strong></td><td>Enable push notifications for help requests</td></tr></tbody></table>

#### Recommended Setup

1. **Groups to Notify** — Add groups containing all members you want to check on (e.g., "All Members", "Active Families")
2. **Help Notification Groups** — Add your care team, deacons, or volunteer coordinators
3. **Urgent Help Notification Groups** — Add leadership, elders, or emergency response team members
4. Enable both **Email** and **Mobile Notification** for fastest response to help requests

***

### Creating an Emergency Check-in

When an emergency occurs, create a new check-in to notify your congregation.

#### Steps to Create

1. Go to **Emergency Check-in** in the admin panel
2. Click **New Check-in**
3. Enter a descriptive name (e.g., "Hurricane Milton", "February Ice Storm 2024")
4. Click **Create New Check-in**

#### What Happens Next

When you create a check-in:

1. **All previous check-ins are deactivated** — Only one check-in can be active at a time
2. **Notifications are sent immediately** — Members in the configured groups receive emails and/or push notifications
3. **Check-in records are created** — One record is created per family in the notification groups
4. **The check-in appears on member home screens** — An alert banner prompts members to respond

#### Naming Best Practices

Use specific, memorable names:

* "Hurricane Helene - September 2024"
* "February Winter Storm"
* "Tornado Warning - March 15"

Avoid generic names like "Emergency" or "Check-in" — members may have multiple check-ins over time.

***

### Member Response Options

When members receive a check-in request, they can respond with one of three options:

#### We're OK

Select this when your family is safe and doesn't need assistance.

* Displayed with a green checkmark
* Encourages members to then look for others who may need help
* No additional notifications are sent

#### We Could Use a Little Help

Select this when your family needs non-urgent assistance.

* Displayed with a yellow hand icon
* Examples: need supplies, could use help when someone is available, minor property damage
* Members in the **Help Notification Groups** are notified via email and/or push notification

#### We Need Urgent Help

Select this when your family needs immediate assistance.

* Displayed with a red warning icon
* Examples: need someone to come help immediately, make contact ASAP
* Members in the **Urgent Help Notification Groups** are notified immediately

**Important:** If you need emergency medical help or other emergency services, call 911. Emergency Check-in is for church family coordination, not a replacement for emergency services.

#### Adding Notes

All response options include a notes field where members can:

* Describe their specific situation
* List what kind of help they need
* Provide their current location
* Share contact instructions

***

### Responding to Check-ins

#### For Members

When an Emergency Check-in is active:

1. **Home screen alert** — A prominent banner appears on the member app home screen
2. **Click "Check-in"** to respond that you're OK, or **"Request Help"** if you need assistance
3. **Select your status** and optionally add notes
4. **Submit** your response

After responding, you can:

* **View Responses** — See how other families have responded
* **Change Response** — Update your status if your situation changes

#### Responding via Email Link

Members who receive email notifications can also respond directly:

* Click the link in the email
* A secure, tokenized page opens (no login required)
* Select your status and submit

This is helpful for members who may not have the app installed or easy app access during an emergency.

***

### Viewing and Managing Responses

#### Response Dashboard

The Emergency Check-in index page shows:

* **Active check-in** — Highlighted with a green border and "Active" badge
* **Response counts** — Real-time totals for each status:
  * OK (green) — Safe families
  * Need Help (yellow) — Families requesting assistance
  * Urgent (red) — Families needing immediate help
  * No Response (gray) — Families who haven't responded yet
* **Total recipients** — How many families were notified

#### Viewing Individual Responses

Click **View Responses** on any check-in to see:

* All families and their response status
* Response notes from each family
* Number of replies from helpers
* Sorted by urgency (Urgent first, then Help, then OK, then No Response)

#### Response Details

Click any family to view their full check-in details:

* Response status and timestamp
* Notes they provided
* All replies from helpers
* Option to add your own reply

***

### Helping Others

One of the key features of Emergency Check-in is enabling members who are OK to help those in need.

#### Viewing Who Needs Help

After checking in as OK:

1. Click **View Responses** from the home screen
2. See families organized by need level
3. Click any family to see their details and notes

#### Replying to a Check-in

When viewing someone's check-in details, you can reply to coordinate help:

<table><thead><tr><th width="270">Reply Type</th><th>Use When</th></tr></thead><tbody><tr><td><strong>Reaching Out to Help</strong></td><td>You're contacting them to offer assistance</td></tr><tr><td><strong>On Location</strong></td><td>You've arrived to help</td></tr><tr><td><strong>Contacting Others to Help</strong></td><td>You're recruiting additional helpers</td></tr><tr><td><strong>Just a Note</strong></td><td>General update or information</td></tr></tbody></table>

Add notes to explain what you're doing or what help has been provided.

#### Reply Visibility

* All replies are visible to anyone viewing the check-in
* This helps prevent duplicate efforts
* Even if others have replied, more help may still be needed

***

### Editing and Deactivating Check-ins

#### Editing a Check-in

1. Click the pencil icon next to any check-in
2. Update the name if needed
3. Toggle **Active** on or off
4. Click **Save Changes**

#### Deactivating a Check-in

When the emergency has passed:

1. Edit the check-in
2. Uncheck **Active**
3. Save

Deactivating removes the check-in banner from member home screens but preserves all response data for future reference.

**Note:** Creating a new check-in automatically deactivates all previous check-ins.

***

### Best Practices

#### Before an Emergency

1. **Configure settings** — Set up notification groups before you need them
2. **Test the system** — Run a drill during a non-emergency to ensure everyone knows how to respond
3. **Communicate** — Let members know about the feature and how to use it

#### During an Emergency

1. **Create immediately** — Don't wait; create the check-in as soon as you're aware of the situation
2. **Use a clear name** — Members should immediately understand what emergency this relates to
3. **Monitor responses** — Watch for urgent help requests that need immediate action
4. **Follow up** — Reach out to families who haven't responded, especially those in affected areas

#### After an Emergency

1. **Deactivate when appropriate** — Once the immediate crisis has passed
2. **Review responses** — Document lessons learned
3. **Thank helpers** — Acknowledge those who responded to help others
4. **Keep records** — Historical check-ins remain available for reference

***

### Frequently Asked Questions

**Who receives check-in notifications?** Members of the groups specified in the "Groups to Notify" setting. Notifications are sent per family, not per individual.

**Can members respond without logging in?** Yes, via the email link. The link contains a secure token that allows response without authentication.

**What if someone's situation changes?** Members can update their response at any time while the check-in is active by clicking "Change Response."

**Can I have multiple active check-ins?** No, only one check-in can be active at a time. Creating a new one deactivates all previous check-ins.

**Are check-in responses anonymous?** No, responses are associated with families so that helpers know who needs assistance and can coordinate aid.

**Who can see the responses?** All logged-in members can view responses and offer help. This transparency enables mutual aid within the congregation.

**What if someone doesn't have the app?** They can respond via the email link, or another family member with app access can submit the family's response.

**How do I know if someone needs help?** If you're in the Help or Urgent Help notification groups, you'll receive email and/or push notifications when someone requests help.

**Can I delete a check-in?** Currently, check-ins cannot be deleted to preserve the historical record. You can deactivate them when no longer needed.