MXR MARS Check-In System

Reusable Google Sheets + Google Forms + AppSheet workflow for event check-in and checkout.

Goals

• One parent submission per child.
• View-only participation agreement before electronic acknowledgment.
• Up to three authorized pickup contacts per child.
• Fast staff check-in by name search or group roster.
• Incomplete waivers shown in a separate Needs Attention area.
• Automatic event date, check-in time, checkout time, and correction timestamps.
• Duplicate check-in prevention and required correction reasons.
• Quick links and troubleshooting inside the staff experience.
• Reusable event configuration for future MARS events.

Privacy

This public repository contains documentation only. Never commit student records, guardian contact information, live form or spreadsheet links, legal agreement PDFs, API tokens, or the shared staff PIN.

Future-event model

Each event should be configured with EventID, event name, event dates, event hours, location, timezone, waiver version, and private document links. Attendance records should retain both EventID and EventDate so separate events never mix.

Electronic acknowledgment

The parent reads the official agreement PDF, completes one form per child, confirms the acknowledgment checkbox, and types their full legal name. Google Forms records the submission timestamp. Private automation updates waiver status and the student record. No signed-document upload is required when the electronic process is approved by the organization.

Staff workflow

1. Enter the private shared PIN.
2. Enter staff name for the session.
3. Open today's event.
4. Search by student name or select a group.
5. Check in eligible students with one tap.
6. Use Needs Attention for waiver issues.
7. Verify pickup with the parent and tap Check Out.
8. Correct mistakes only with a reason.