SAN DIEGO — Afterschool programs and summer camps have long relied on paper sign-in sheets, staff memory and informal verification to ensure that only authorized adults pick up children—a system vulnerable to gaps and human error.
Regpack, an online registration platform used by thousands of youth-serving organizations, this month announced a new attendance-tracking feature designed to address this vulnerability. The system uses QR codes, PIN authentication and photo documentation to create a more secure pick-up process.
Here's how it works: During registration, each family receives a unique QR code and PIN tied to their child. At pick-up time, staff verify the code against a list of authorized contacts on the child's record. The system logs each release with the name of the person picking up the child and the exact time. If someone without a pre-registered QR code arrives, staff can message parents or check notes on the child's profile. Staff also photograph the child with the adult and send the image to parents for verification.
"Every program I have ever visited already knows exactly who is in the building, but they don't know the family relationship, who is cleared to pick up students, and who the students are familiar with," said Asaf Darash, Regpack's founder. The feature attempts to move security beyond "staff holding the line with just a paper document" to "a full system behind them."
Attendance tracking has long been a challenge in the afterschool and camp sectors, where volunteer and part-time staff, high program volume and tight turnarounds create pressure on administrators.
Digital tools can reduce administrative burden and create accountability through automatic logging, something difficult to achieve with manual systems. The emphasis on photo verification acknowledges that authorization lists alone don't guarantee a child's comfort or safety.
Implementation will be critical, however. Security systems are only as strong as their execution. Staff must be trained consistently on protocols, QR codes and PINs must be managed carefully to avoid unauthorized sharing, and parents must actively set up authorization lists accurately and review logs regularly. Programs with high staff turnover will need ongoing training to ensure the system doesn't become a checklist that staff rush through.
There's also a question about equitable access. Digital verification systems assume families have access to smartphones and reliable internet and are comfortable with photo documentation. Programs will need alternative procedures for families unable to use the QR code system and must be transparent about privacy considerations around photo storage and sharing.
For organizations looking to strengthen safety infrastructure, this kind of system represents one approach: using technology to create transparency, accountability and documentation around a critical process. Whether it meaningfully improves outcomes depends on how thoughtfully programs implement it, train staff and integrate it into their broader safety culture.
The feature is available now through Regpack's platform.
