Planning Center Check-ins Data Model

This document provides complete documentation of the Planning Center Check-ins data model in Parable, including all tables, fields, and relationships.

OverviewCopy Anchor Link

The Check-ins module contains 41 tables supporting attendance tracking, child safety, volunteer management, and event organization.

Visual Data ModelCopy Anchor Link

Core Entity RelationshipsCopy Anchor Link

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Key Relationships ExplainedCopy Anchor Link

Event & Time Structure:

• EVENTs represent recurring check-in programs (Sunday School, Nursery, etc.)
• EVENT_TIMEs are specific time slots when events occur
• EVENT_PERIODs define date ranges when events are active
• LOCATION_EVENT_TIME links locations to specific time slots

Check-in Flow:

1. Person arrives at a LOCATION during an EVENT_TIME
2. CHECKIN record created with security code
3. Labels printed based on EVENT_LABEL and LOCATION_LABEL configurations
4. PERSON_EVENT tracks long-term attendance patterns

Label System:

• LABELs define printable tags (name tags, security labels, allergy alerts)
• EVENT_LABEL determines which labels print for an event
• LOCATION_LABEL determines which labels print at a location
• Multiple label types can apply to single check-in

Security & Safety:

• PASSes provide reusable check-in codes
• Security codes generated per check-in for child pickup
• STATIONs configure check-in kiosks and admin workstations
• THEMEs customize check-in interface appearance

Headcount Tracking:

• HEADCOUNT records aggregate attendance by type
• ATTENDANCE_TYPE categorizes attendees (kids, volunteers, guests)
• Tracked per EVENT_TIME for capacity planning

Generic Relationship Pattern:

• Check-in groups via checkins_check_ins_relationships
• Event associations via checkins_events_relationships

Query RequirementsCopy Anchor Link

Schema PrefixCopy Anchor Link

IMPORTANT: All tables in the Planning Center Check-ins module are in the planning_center schema. You MUST prefix all table names with planning_center. in your queries.

✅ CORRECT: SELECT * FROM planning_center.checkins_check_ins ❌ INCORRECT: SELECT * FROM checkins_check_ins

Row Level Security (RLS)Copy Anchor Link

This database uses Row Level Security (RLS) to automatically filter data based on:

• tenant_organization_id: You only see data for your current organization
• system_status: You only see 'active' records by default

DO NOT add these filters to your WHERE clause - they are applied automatically:

• ❌ WHERE tenant_organization_id = 1 (unnecessary)
• ❌ WHERE system_status = 'active' (unnecessary)

The RLS policies ensure you only access data you're authorized to see. Adding these filters is redundant and can negatively impact query speed.

Core Tables OverviewCopy Anchor Link

Primary Entity TablesCopy Anchor Link

• checkins_check_ins - Individual check-in records
• checkins_people - People who check in
• checkins_events - Event definitions (Sunday Service, Youth Group, etc.)
• checkins_event_times - Specific instances of events
• checkins_event_periods - Active check-in sessions
• checkins_locations - Physical and logical locations
• checkins_stations - Check-in kiosk stations
• checkins_labels - Print labels for check-ins
• checkins_headcounts - Manual attendance counts
• checkins_check_in_times - Specific check-in time records

Supporting Entity TablesCopy Anchor Link

• checkins_attendance_types - Types of attendance tracking
• checkins_check_in_groups - Groups of check-ins processed together
• checkins_event_labels - Labels associated with events
• checkins_location_event_periods - Location-specific period counts
• checkins_location_event_times - Location-specific time counts
• checkins_location_labels - Labels for locations
• checkins_options - Label printing options
• checkins_passes - Pass codes for check-ins
• checkins_person_events - Person-event connections
• checkins_themes - Visual themes for stations
• checkins_organizations - Organization settings
• checkins_integration_links - External system integrations

Relationship TablesCopy Anchor Link

• checkins_check_ins_relationships - Links check-ins to other entities
• checkins_events_relationships - Links events to related entities
• checkins_event_times_relationships - Links event times to events and locations
• checkins_locations_relationships - Links locations to parents and events
• checkins_attendance_types_relationships - Links attendance types to events
• checkins_check_in_groups_relationships - Links check-in groups to check-ins and stations
• checkins_check_in_times_relationships - Links check-in times to check-ins and locations
• checkins_event_labels_relationships - Links event labels to events and labels
• checkins_event_periods_relationships - Links event periods to events
• checkins_headcounts_relationships - Links headcounts to attendance types and event times
• checkins_integration_links_relationships - Links integration links to external entities
• checkins_location_event_periods_relationships - Links location event periods to locations and periods
• checkins_location_event_times_relationships - Links location event times to locations and event times
• checkins_location_labels_relationships - Links location labels to labels and locations
• checkins_options_relationships - Links options to labels
• checkins_pass_relationships - Links passes to people
• checkins_person_events_relationships - Links person events to people and events
• checkins_people_relationships - Links people to related entities
• checkins_stations_relationships - Links stations to themes and other entities

Table DefinitionsCopy Anchor Link

checkins_check_insCopy Anchor Link

The main check-in record table that tracks individual check-ins.

Relationships (via checkins_check_ins_relationships):

• relationship_type = 'Person' → links to checkins_people.person_id
• relationship_type = 'Event' → links to checkins_events.event_id
• relationship_type = 'EventTime' → links to checkins_event_times.event_time_id
• relationship_type = 'EventPeriod' → links to checkins_event_periods.event_period_id
• relationship_type = 'Location' → links to checkins_locations.location_id
• relationship_type = 'CheckedInAt' → links to checkins_stations.station_id
• relationship_type = 'CheckedInBy' → links to checkins_people.person_id
• relationship_type = 'CheckedOutBy' → links to checkins_people.person_id
• relationship_type = 'CheckInTime' → links to checkins_check_in_times.check_in_time_id

checkins_peopleCopy Anchor Link

People who have checked in to events.

checkins_eventsCopy Anchor Link

Recurring event definitions (e.g., "Sunday Service", "Youth Group").

checkins_event_timesCopy Anchor Link

Specific instances of events with start and end times.

Relationships (via checkins_event_times_relationships):

• relationship_type = 'Event' → links to checkins_events.event_id

checkins_event_periodsCopy Anchor Link

Active check-in sessions for events.

Relationships (via checkins_event_periods_relationships):

• relationship_type = 'Event' → links to checkins_events.event_id

checkins_locationsCopy Anchor Link

Physical locations (rooms) and logical groupings.

Relationships (via checkins_locations_relationships):

• relationship_type = 'Parent' → links to parent checkins_locations.location_id
• relationship_type = 'Event' → links to checkins_events.event_id

checkins_stationsCopy Anchor Link

Check-in kiosk stations.

checkins_labelsCopy Anchor Link

Print labels for check-ins.

checkins_headcountsCopy Anchor Link

Manual attendance counts.

Relationships (via checkins_headcounts_relationships):

• relationship_type = 'AttendanceType' → links to checkins_attendance_types.attendance_type_id
• relationship_type = 'EventTime' → links to checkins_event_times.event_time_id
• relationship_type = 'Location' → links to checkins_locations.location_id

checkins_check_in_timesCopy Anchor Link

Specific times when people checked into locations.

Relationships (via checkins_check_in_times_relationships):

• relationship_type = 'CheckIn' → links to checkins_check_ins.check_in_id
• relationship_type = 'EventTime' → links to checkins_event_times.event_time_id
• relationship_type = 'Location' → links to checkins_locations.location_id
• relationship_type = 'PreCheck' → links to pre-check record

checkins_attendance_typesCopy Anchor Link

Types of attendance tracking for events.

Relationships (via checkins_attendance_types_relationships):

• relationship_type = 'Event' → links to checkins_events.event_id

checkins_check_in_groupsCopy Anchor Link

Groups of check-ins processed together for printing labels.

Relationships (via checkins_check_in_groups_relationships):

• relationship_type = 'CheckIn' → links to checkins_check_ins.check_in_id
• relationship_type = 'EventPeriod' → links to checkins_event_periods.event_period_id
• relationship_type = 'Station' → links to checkins_stations.station_id

checkins_event_labelsCopy Anchor Link

Labels associated with specific events.

Relationships (via checkins_event_labels_relationships):

• relationship_type = 'Event' → links to checkins_events.event_id
• relationship_type = 'Label' → links to checkins_labels.label_id

checkins_location_event_periodsCopy Anchor Link

Location-specific attendance counts for event periods.

Relationships (via checkins_location_event_periods_relationships):

• relationship_type = 'EventPeriod' → links to checkins_event_periods.event_period_id
• relationship_type = 'Location' → links to checkins_locations.location_id

checkins_location_event_timesCopy Anchor Link

Location-specific attendance counts for event times.

Relationships (via checkins_location_event_times_relationships):

• relationship_type = 'EventTime' → links to checkins_event_times.event_time_id
• relationship_type = 'Location' → links to checkins_locations.location_id

checkins_location_labelsCopy Anchor Link

Labels associated with specific locations.

Relationships (via checkins_location_labels_relationships):

• relationship_type = 'Label' → links to checkins_labels.label_id
• relationship_type = 'Location' → links to checkins_locations.location_id

checkins_optionsCopy Anchor Link

Label printing options and configurations.

Relationships (via checkins_options_relationships):

• relationship_type = 'Label' → links to checkins_labels.label_id

checkins_passesCopy Anchor Link

Pass codes for secure check-ins.

Relationships (via checkins_pass_relationships):

• relationship_type = 'Person' → links to checkins_people.person_id

checkins_person_eventsCopy Anchor Link

Connections between people and events they've attended.

Relationships (via checkins_person_events_relationships):

• relationship_type = 'Event' → links to checkins_events.event_id
• relationship_type = 'Person' → links to checkins_people.person_id
• relationship_type = 'FirstCheckIn' → links to checkins_check_ins.check_in_id
• relationship_type = 'LastCheckIn' → links to checkins_check_ins.check_in_id

checkins_themesCopy Anchor Link

Visual themes for check-in stations.

checkins_organizationsCopy Anchor Link

Organization settings and configuration.

checkins_integration_linksCopy Anchor Link

Links to external systems and integrations.

Relationship TablesCopy Anchor Link

All relationship tables share this common structure, with the entity ID column named after the parent entity:

checkins_check_ins_relationshipsCopy Anchor Link

Links check-ins to people, events, locations, and other entities.

Parent ID column: check_in_id

Common relationship types:

• Person - Links to checkins_people
• Event - Links to checkins_events
• EventTime - Links to checkins_event_times
• EventPeriod - Links to checkins_event_periods
• Location - Links to checkins_locations

checkins_events_relationshipsCopy Anchor Link

Links events to other entities.

Parent ID column: event_id

checkins_locations_relationshipsCopy Anchor Link

Links locations to parent locations and events.

Parent ID column: location_id

Common relationship types:

• Parent - Links to parent checkins_locations
• Event - Links to checkins_events

checkins_event_times_relationshipsCopy Anchor Link

Links event times to events and locations.

Parent ID column: event_time_id

checkins_attendance_types_relationshipsCopy Anchor Link

Links attendance types to events and other entities.

Parent ID column: attendance_type_id

checkins_check_in_groups_relationshipsCopy Anchor Link

Links check-in groups to check-ins, event periods, and stations.

Parent ID column: checkin_group_id

checkins_check_in_times_relationshipsCopy Anchor Link

Links check-in times to check-ins, event times, and locations.

Parent ID column: check_in_time_id

checkins_event_labels_relationshipsCopy Anchor Link

Links event labels to events and labels.

Parent ID column: event_label_id

checkins_event_periods_relationshipsCopy Anchor Link

Links event periods to events.

Parent ID column: event_period_id

checkins_headcounts_relationshipsCopy Anchor Link

Links headcounts to attendance types, event times, and locations.

Parent ID column: headcount_id

checkins_integration_links_relationshipsCopy Anchor Link

Links integration links to external entities.

Parent ID column: integration_link_id

checkins_location_event_periods_relationshipsCopy Anchor Link

Links location event periods to locations and event periods.

Parent ID column: location_event_period_id

checkins_location_event_times_relationshipsCopy Anchor Link

Links location event times to locations and event times.

Parent ID column: location_event_time_id

checkins_location_labels_relationshipsCopy Anchor Link

Links location labels to labels and locations.

Parent ID column: location_label_id

checkins_options_relationshipsCopy Anchor Link

Links options to labels.

Parent ID column: option_id

checkins_pass_relationshipsCopy Anchor Link

Links passes to people.

Parent ID column: pass_id

checkins_person_events_relationshipsCopy Anchor Link

Links person events to people, events, and check-ins.

Parent ID column: person_event_id

checkins_people_relationshipsCopy Anchor Link

Links people to related entities.

Parent ID column: person_id

checkins_stations_relationshipsCopy Anchor Link

Links stations to themes and other entities.

Parent ID column: station_id

System FieldsCopy Anchor Link

All tables include these system fields for data management:

• tenant_organization_id - Multi-tenant organization identifier
• system_status - Data lifecycle status:
  • transferring - Being imported from Planning Center
  • active - Current active data
  • stale - Marked for removal
• system_created_at - When record was created in Parable
• system_updated_at - When record was last updated in Parable

Common Query PatternsCopy Anchor Link

Joining Check-ins to PeopleCopy Anchor Link

SELECT
    c.*,
    p.first_name,
    p.last_name,
    p.birthdate
FROM planning_center.checkins_check_ins c
JOIN planning_center.checkins_check_ins_relationships cr
    ON c.check_in_id = cr.check_in_id
    AND cr.relationship_type = 'Person'
JOIN planning_center.checkins_people p
    ON cr.relationship_id = p.person_id;

Joining Check-ins to LocationsCopy Anchor Link

SELECT
    c.*,
    l.name as location_name,
    l.max_occupancy
FROM planning_center.checkins_check_ins c
JOIN planning_center.checkins_check_ins_relationships cr
    ON c.check_in_id = cr.check_in_id
    AND cr.relationship_type = 'Location'
JOIN planning_center.checkins_locations l
    ON cr.relationship_id = l.location_id;

Finding Location HierarchyCopy Anchor Link

Note: checkins_locations has no parent_id column. Parent relationships are stored in checkins_locations_relationships with relationship_type = 'Parent'.

WITH RECURSIVE location_tree AS (
    -- Top-level locations: those with no Parent relationship entry
    SELECT
        l.location_id,
        l.name,
        NULL::varchar AS parent_location_id,
        0 AS level
    FROM planning_center.checkins_locations l
    WHERE NOT EXISTS (
        SELECT 1
        FROM planning_center.checkins_locations_relationships lr
        WHERE lr.location_id = l.location_id
          AND lr.relationship_type = 'Parent'
    )

    UNION ALL

    SELECT
        l.location_id,
        l.name,
        lt.location_id AS parent_location_id,
        lt.level + 1
    FROM planning_center.checkins_locations l
    JOIN planning_center.checkins_locations_relationships lr
        ON l.location_id = lr.location_id
        AND lr.relationship_type = 'Parent'
    JOIN location_tree lt ON lr.relationship_id = lt.location_id
)
SELECT * FROM location_tree;

Data Integrity RulesCopy Anchor Link

1. Schema Qualification: Always use planning_center. prefix for all table references
2. Row Level Security: RLS automatically handles multi-tenancy and status filtering - do not add manual filters
3. Monetary Values: Any fee or purchase columns are stored in cents - divide by 100.0 for display
4. Check-in Status Flags: Use fields like confirmed_at and checked_out_at on checkins_check_ins to determine check-in state
5. Relationship Tables: Core entity tables (like checkins_check_ins, checkins_event_times, checkins_locations) do not have direct FK columns. Use the corresponding *_relationships table to navigate associations (e.g., checkins_check_ins_relationships, checkins_event_times_relationships, checkins_locations_relationships)

Common Mistakes to AvoidCopy Anchor Link

1. Missing Schema Prefix

   • ❌ FROM checkins_check_ins
   • ✅ FROM planning_center.checkins_check_ins

2. Adding Redundant RLS Filters

   • ❌ WHERE tenant_organization_id = 1 AND system_status = 'active'
   • ✅ Trust RLS to handle this automatically

3. Joining Without Schema

   • ❌ JOIN checkins_locations l ON ...
   • ✅ JOIN planning_center.checkins_locations l ON ...

4. Skipping Currency Conversion

   • ❌ SELECT fee_cents as fee
   • ✅ SELECT fee_cents / 100.0 as fee

Performance ConsiderationsCopy Anchor Link

1. Indexes: All tables have optimized indexes on:

   • Primary keys and entity IDs
   • Join columns and foreign keys
   • Date columns for time-based queries

2. Query Optimization:

   • Always use the planning_center. schema prefix
   • RLS handles tenant and status filtering automatically
   • Filter by event period or location status when relevant
   • Consider using CTEs for complex hierarchical queries
   • Join through the *_relationships tables — entity tables carry no foreign-key columns

Next StepsCopy Anchor Link

• Return to Basic Queries for simple examples
• Review Advanced Queries for complex analysis