Daily Check-Ins
Goal: Understand how daily check-ins work, send check-in links to students, customize questions, and review responses.
Daily check-ins are short, informal surveys that students complete after attendance is taken. They help staff monitor student wellbeing, engagement, and any concerns — beyond just whether someone showed up.
How Check-Ins Work
- Attendance is taken for a class session
- After attendance, VoTech can automatically trigger check-in links to students marked Present
- Students receive a link (via email or SMS) to a short form
- Students complete the check-in on their phone (takes 1-2 minutes)
- Responses are saved to the student's record
Check-ins are optional and can be enabled or disabled per class. Not every class needs daily check-ins — use them where staff want to monitor engagement closely.
Sending Check-In Links
Automatic (after attendance)
If auto-trigger is enabled for a class:
- Check-in links are sent automatically when attendance is submitted
- Only students marked Present or Tardy receive the link
Manual
- Open the class from the Attendance page
- Click Send Check-In after taking attendance
- Select which students should receive the link
- Click Send
Customizing Questions
Available to: Director, Super Admin
Default check-in questions cover:
- How the student is feeling today (mood scale)
- Any concerns or things on their mind
- Goals for the day
To customize:
- Go to the class settings (from the Classes page)
- Find the Daily Check-In configuration
- Add, edit, or remove questions
- Changes apply to all future check-ins for that class
You can also customize check-ins per location — so Medford can have different questions than Grants Pass.
Keep check-ins to 3-5 questions. Students complete them on their phones between activities — shorter forms get more honest responses.
Viewing Responses
Per Student
- Open the student's Detail Page
- Scroll to the Daily Check-Ins section
- See all responses chronologically
Per Class
- Open the class from the Classes page
- Click the Dailies tab
- See aggregated responses for all students for each session
Look for:
- Mood trends — is a student consistently reporting low mood?
- Repeated concerns — does the same issue keep coming up?
- Non-responses — a student who stops completing check-ins might need outreach
Who Can Do What
| Action | Super Admin | Director | Case Manager | Coordinator | Volunteer |
|---|---|---|---|---|---|
| View check-in responses | Yes | Yes | Yes | Yes | Yes |
| Send check-in links | Yes | Yes | Yes | Yes | No |
| Customize questions | Yes | Yes | No | No | No |
| Enable/disable auto-trigger | Yes | Yes | No | No | No |
Tips & Common Mistakes
Review check-in responses weekly, not just daily. Patterns over time are more meaningful than any single response.
If a student reports something concerning in a check-in (safety risk, self-harm, abuse), follow your organization's mandated reporting procedures immediately. The check-in system is a detection tool, not a replacement for direct intervention.
Check-in responses are visible to all staff at the student's location, including Volunteers. Keep this in mind when designing questions — don't ask Tier 2 level questions in a check-in form.
Related Guides
- Taking Attendance — check-ins are triggered after attendance
- Student Detail Page — view check-in responses per student
- Surveys — for more structured feedback collection
- Incident Reports — for documenting specific events