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1. Batch ID Posted Last Name or Env No Total Amount 250 00 Check Number 1 23 Donation Check Y Batch Type Cash Batch Total 57 68 Smith Joe Same Donor Date 9 28 2034 9 Joe Smith Member Batch Description Nickname Joe Joe Spouse name Sue 300 Main St Anytown IL 60102 303 555 1212 Envelope Number 838 9 a m Service Change to Spouse Edit Person Transfer Amount 125 00 Designation Account Description Pledge 125 00 Tithes Pledges Quid Pro Quo Start Date 1 1 2013 Pledge Tithes End Date 12 31 2015 Pledged 1 200 00 Balance 500 00 Pledge ID Building 1 1 2013 12 31 2013 1 200 00 325 00 4 m Connect to Pledge 31 Delete Contribution Click SAVE amp NEW to enter a new contribution in this batch Click SAVE amp CLOSE to save the current contribution and return to the Batch window When you are entering a contribution for an individual that has made a pledge the pledge will be listed near the bottom of the screen on the pledges tab If you enter a contribution and designate it to the fund that the donor pledged to the contribution and pledge should be automatically connected Notice the Pledge ID to the right of the designation and description fields If the pledge ID
2. Read Only V People V Groups Services Contributions Contributions Plus Pledges V Letters Visitation Attendance Background Checks Graduation Expert Confidential Comments Custody Comments Email Edit Lists Assign IDs J People Import People Export Checkin Settings Save amp Goss Email To send emails from Roll Call each user will need to set up their outgoing email host information Roll Call works with most email providers However there are some providers that require a double handshake and those providers do not work with Roll Call Yahoo and Hotmail are two examples of outgoing email providers that do not work with Roll Call Gmail works great but depending on the type of account you may be limited as to the number of emails you can send in one day To configure the email settings do the following Expand the Home menu on the left sidebar 2 Select My Email Settings 3 Choose your preference for Plain Text or HTML emails 4 Enter the Return Address This is the from email address Ifa recipient replies to the email this is the email address it will go to 5 Enter the Mail Host Name This is the Outgoing SMTP mail address required by your email provider 6 Enter the Username and Password for this email account if your provider requires authentication 16 Enter your outgoing email host informa tion Click SAVE 7 Mark the bo
3. Select the Frequency to indicate if the group meets weekly or randomly The field When does this meet is the information that is displayed in Roll Call Connect for when the group meets PLEASE NOTE This information is not used by the check in system You need to enter sessions for child check in to work properly 39 Enter general information about class Click on plus sign then enter the last name of the member le Admin Enter Last Names Location Leader Baker home Group ID 215 Baker Char Address Co Leader Group Type small group C4 W Blackhawk Byron IL Group Name Baker Small Group quency Random Start Date 10 7 2014 Group Status Inactive Active 5 this meet Sunday Evenings End Date 00 00 00 ms Members Sessions Group Custom 1 Group Custom 2 Preferences Notes Connect 0 708 0 Last First Nickname Date Joined Leader Involvement Inactive Inactive Date Comment lt n 7 Enter the Location of the group if applicable 8 Enter the Address that will be displayed in Roll Call Connect for the meeting location 9 The Start Date will default to today s date You may change it if you d like 10 Enter the End Date if you know the last day this group will meet Keep in mind that on this date the
4. Abbott 2342 Kingman C Byron il 60102 amp Report results No Joanna Abbott 2342 Kingman C Byron il 60102 e Adams 55567 Walnut Av Byron IL 60102 tice the buttons on UD Walter Wa du 55567 Walnut Av Byron IL 60102 the right in t Baker 151 Oppe Seebad IL 60102 George fapse Baker 2342 Kingman C Byron Sue Baker 52 Wayne St Tom Baker 151 E Copper Dr Plainfield IL 60102 Tommy Baker 100 Main Byron TH Barker 45 Appe Way Byron IL 60102 Kim Barker 200 Main St Byron IL 60102 Kimberly Kimmy Barker 45 Appe Way Byron IL 60102 Tom Barker 1001 Main Streei Evergreen 60439 Johnny Bozman 100 Main St Byron IL Tim Cole 529 Gartner Evergreen 80439 Veronica Cole 529 Gartner Evergreen 80439 5298 Washingtor Byron IL 60102 David Con 100 Main St Byron il 60102 Kim Con 100 Main St Byron il 60102 David Conklin 9479 N Woodgat Byron IL 60102 Labels David Conklin 9479 N Woodgat Byron IL 61010 ch Jacob Conklin 9479 N Woodgat Byron IL 60102 Taylor Conklin 9479 N Woodgat Byron IL 60102 David Dave Conley 100 Main St Byron il 61010 David Conley 100 Main St Byron IL 61010 David Conley 100 Main Street Byron il 61010 David Conley 9479 N Woodgat Byron IL 61010 Josh Conley 9479 N Woodgat Byron IL 61010 Kim Conley 100 Main St Byron il 61010 t If you chose to print spreadsheet the report the results are displayed in the main section of the Report Output Window Use the scroll b
5. a5 4 Ifthe batch does not exist click the plus sign to the right to create the batch Enter the following information a Batch Date This date will become the default for all contributions entered in this batch b Description Enter a qualifying description of this batch Especially if you will have multiple batches for the same day Maybe this group of contributions is for the 9 a m service You could enter 9 a m service as the description 33 c Anonymous Cash Enter the amount of loose cash that was in the offering This 1s cash that cannot be associated with any specific donor Cash Fund Enter the fund that the anonymous cash should be designated to e Default Fund Enter the fund that you d like all contributions in this batch to default to This doesn t mean that you can t have other funds included in this batch This is only used as a default If the majority of the giving is for Tithes amp Offerings make Tithes amp Offerings the default fund f Batch Type Select Cash for batches that will contain cash checks credit card online ACH type contributions Select Non Cash for property or in kind gifts g Asset Fund This 1s the fund to map non cash gifts to the appropriate asset fund in your accounting system If the batch does not Batch ID exist click plus sign TTE then enter batch 2 Descriptian details here Anonymous Cash Cash Fund Default
6. Sort Search Special Sets Save Set GetSet Subset Prefs Utilities E Home m Find by last name x 208 208 0 48 Last Name First Nickname Family Position Association Address 1 City State _DummyDeleted Other 102 Inactive Abbott Aaron Adult 45 Member 2342 Kingman Ct Byron il Abbott Joanna Child 45 Member 2342KingmanCt Byron il Ad 5 Wif 95 Regular Attend 55567 Walnut A B IL ams ue ife egular Attender alnut Ave ron Confidential Comments 9 E m Bulk Changes Adams Walter Walt Husband 95 Member 55567 WalnutAve Byron IL Dh Find Duplicate Records Baker Char Wife 81 151 Plainfield IL Icon bar to Print Badges Baker George Geoge Adult 45 Member 2342 Kingman Ct il rint e ail import Baker Jacob Child 97 Visitor 100 Main Byron il m Export P d gt P ftans Baker Josh Husband 97 Visitor 100 Main Byron il write letter I 4f Check In Out Baker Kim Wife 97 Visitor 100 Main Byron il t E lv Attendance Baker Salley Youth 29 Visitor 100 Main Byron TH etc Contributions Baker Sue Husband 13 RegularAttender 52 Wayne St Pledges Baker Taylor Child 97 Visitor 100 Main Byron il ff Groups 1 p Husband 81 Member 151 E Copper Dr Plainfield IL fff Services l E IE Directories Baker Tommy Child 29 Member 100 Main Byron TH 3 sbl Reports amp Labels Ballard Arley Child 62 Visitor
7. One Row Per Family Custom In this file format there will only be one row in the spreadsheet for each family unit There will be a column for family name husband s name wife s name child name child2 name etc The custom format means that you can have the columns in any order you wish The import wizard will allow you to map the columns in your file to the fields in Roll Call This format also allows you to pull in custom fields To import this type of file do the following Expand the People menu on the left sidebar Click SKIP and a list of fields will be dis played Choose the appropriate field 1 pam 10 Click Import Choose the One Row Per Person Custom Format Click NEXT Choose a Default Association This is used if the record doesn t have an association value Association is the membership category how are they involved in your church Choose a Default Family Position This is used if the record doesn t have this value We allow Husband Wife Adult Youth Child and Other Enter the line number where the data begins in your file For example if you had headers in your file the data probably starts on line 2 If you don t have any headers the data probably starts on line Click LOAD FILE and navigate to the file you want to import Highlight it then click OPEN In the lower section you will need to map the columns from your file to the fields in Roll Call Click on the header
8. oup Custom Group Custom 2 Preferences Notes Conned tab a Baker Small Group Inactive Active Emergency Contact Field 6 Studying Genesis Field 7 MeetingLocation Field 8 Feld 8 Field 9 Field5 Field 10 Delete Group Came Preferences Use the preferences tab in the group screen to set your attendance roster preferences check in label preferences and grade age range preferences Mark the following options for your Attendance Roster Birth Date or Special Needs Choose which field you d like displayed on the roster You may only choose one 2 Show Year of Birth Mark this box if you choose to include birthday and you want to display the full birthdate Show Age Mark this box if you d like to display the child s age Show Family No Mark this box if you d like to show the group member s family number 5 List Parents If you would like to display the parent s names for the group member 5 Enter Last Names Location Leader Baker home Group ID 216 Address o Leader Group Type Small Group CJ W Blackhawk Byron IL M is Department Adult Ed your Group Name Baker Small Grou P Frequency Weekly Random Start Date 10 7 2014 rs selections for the Group Status Inactive Active EE When does Sungay Evenings this meet PUNY Eveni
9. Administration Ballard Jill Child 62 Visitor Use plus Barker Child 21 Regular Attender 45 Appe Way Byron IL 1 Barker Kim Adult 69 Regular Attender 200 Main St Byron IL and minus Barker Kimberly Kimmy Youth 21 Member 45 Appe Way Byron IL S1gns to add Barker Salley Child 69 Occasional Attender 200 Main St Byron IL Barker Sammy Adult 69 Occasional Attender 200 Main St Byron IL and delete peo Barker Tom Husband 20 Regular Attender 1001 Main Street Evergreen CO ple records Bozman Johnny Youth 68 Regular Attender 100 Main St Byron IL By The Book Other 4 Business Carey Harry Child 47 Visitor Carey Terry Child 47 Visitor ERE Display Families Plus and Minus Signs You will notice a plus and minus sign below most list areas in the program When you click the plus sign it allows you to add a record When you click the minus sign you will be deleting arecord For example let s say you where in the Groups Search screen When you click the plus sign it brings up the window to add a group If you hit the minus will delete the group or groups that are highlighted Set Color Schemes You can customize the appearance of the Roll Call screens To modify the appearance go to the Edit menu at the top and select Preferences There are five different areas on the window that can be customized Icon Bar Color The icon bar is that top bar that contains the different icons or actions that can be performed Click on the button
10. Husband Last Comment Baker Taylor 100 Main Child Baker Tom Char 151 E Copper Dr Husband Baker Tommy 100 Main F Child r Change Titles 40 Click on plus sign then update meeting date and times Create sessions Next you ll want to indicate which days and at what times the group meets The meeting days and times are called sessions in Roll Call A group that meets weekly can have an unlimited number of sessions A group that meets randomly does not have any sessions defined To create a session 1 Click on the session tab if sessions are not currently displayed 2 Click on the plus sign in the lower left A row will be displayed with a default of Sunday and time of 12 a m 3 Use the Day of Week drop down box to select the appropriate day 4 Enter the Start Time 6 Enter the End Time Place your cursor under Room and double click to enter the room number of this group meeting 5 Groups Add Record Enter Last Names Location Baker home Group ID 215 Address o Leader Group Type small group ss W Blackhawk Byron IL Department Adult Ed gt Group Name Baker Small Grou Frequency Weekly Random Start Date 10 7 2014 ra Group Status o Inactive Active When does Sunday Evenings this meet Sunday 2 End Date 00 00 00 Sessions Group Custom 1 Group Custom 2 Preference
11. To download the Windows installer click on the Standalone link Windows Mac OS Standalone Xx Standalone TET ian Click on Standalone link Client Client under Windows 4 Server Server Version Info Requirements Change Log 2 Once the file ROLLCALL13en ms1 is downloaded double click on the file and choose the run or open option The installation wizard will be presented Click NEXT through all the steps 4 Once the installation is complete there will be a Roll Call icon on your desktop Double click on the icon to start the program 02 ROLLCALL Setup Welcome to the ROLLCALL Setup Wizard Click NEXT through the installer set up wizard The Setup Wizard will install ROLLCALL on your computer Click Mext to continue or Cancel to exit the Setup Wizard Mac To install Roll Call on a Mac you must first download the Mac installer file To download the Mac installer click on the Standalone link under the Mac section Windows Mac O5 Standalone Standalone client Client Server Click on Standalone link under the Mac Version Info Requirements Change Log section 2 Once the file ROLLCALL13en dmg is downloaded double click on it in your downloads list to mount the dmg 3 Double click on the RollCall Installer icon from the window that comes up and choose OPEN 6090 ROLL CALL Installer Double click to begin the installation proc
12. It will fill out the allowed users and records Go to the File menu on the top menu 2 Select Enter License 3 Enter the number you received ke Enter License RollCall Mobile Checkin Connect Roll Call Type Lite Full Version icense Number 1234456789 Organization Church Postal Code 61010 Allowed Users 1 Allowed Records 1000000 You will not need to enter a license number if you are using a trial Enter Organization Information You will want to enter basic information about your organization This information is used as a return address on contribution statements To enter this information click on Organization from the left side menu Enter the following information Organization The name of your church or ministry 2 Address Your organization s mailing address 3 More Address The second line of your organization s mailing address 4 City State Postal Code The city state and zip code portion of your mailing address 5 Country If you organization is not based in the US enter the country here If you enter Canada the contribution receipts will default to the Canadian format 6 Phone 1 Enter the phone number of your organization 7 Phone 2 Enter a secondary phone number for your organization 8 Tax Number This information is required if your organization is in Canada This number will be printed on the Canadian contribution rec
13. Skip and choose from the list of available fields Once you ve mapped all the fields click FINISH in the lower right to process the import B People Import l lok Default Association Member v Default Family Position Adult z i T Data starts 1 skip skip skip skip Title Last First Address 4 set these i not in the import Next 19 Click LOAD FILE to pull in your spreadsheet Enter the fami ly information Use Add a Family Basic The Add a Family screen is a great way to get the basic information about a family entered into Roll Call quickly To use the this screen Expand the People menu 2 Click on Add a Family k QuickAdd Conley Street Family E Mail 9479 N Woodgate More Add Shepherd Area Primary Phone City Postal Code 815 234 7530 Unlisted Byron 61010 Alt Phone Do not send mail Unlisted Address bs Family Members Family Position First Name Last Name Date of Birth Gender Association Cell Phone Marital First Family Member will become the Head of the Family Enter Family Information The top section of this screen 15 where you enter the common family information Enter the following pieces of information 1 2 DX SN RA 9o 12 13 14 Choose either Family or Organization Last Name Enter the last na
14. 68 Batch Description 9 a m Service Last Name or Env No Same Donor Joe Smith Member Change to Spouse Date 9 28 2014 5 Nickname Joe Joe Spouse name Sue 300 Main St Enter the quid pro Total Amount 100 00 Anytown IL 60102 Edit Person t d Check Number 123 303 555 1212 of item here Amount Designation Account Description Pledge 100 00 Tithes 50 Pledges Comment Quid Pro Quo Select QPQ item T shirt Value 15 00 Delete Contribution Save amp Close Enter Contributions using Quick Add The Quick Add screen is a simplified data entry screen for contributions It also allows multiple users to enter contributions into a single batch All Quick Add contributions must be entered for an existing batch To use the Quick Add do the following Expand the Contributions menu Click on Quick Add 3 Use the drop down box to select the batch From Quick Add window select de batch for these contributions Donor Batch Type Default Fund non cash test test batch 9 a m Service AP RDP 9 15 2014 E AP RDP 9 14 2014 AP RDP 9 7 2014 AP RDP 8 15 2014 AP RDP 8 14 2014 AP RDP 8 7 2014 Type Fund Account Comment 9 a m service 07 15 2014 AP RDP 7 15 2014
15. Fund Line at a Time lk Batches Add Record 420 19 28 2014 n Test Bate OOOO General General aa Batch Type Asset Fund Cancel Once you select a batch your cursor will be placed in the Donor field Identify the donor by entering a last name envelope number or scanning the check 2 Press TAB on your keyboard If you ve entered a last name to identify the donor a Select Person window will be returned Select the appropriate donor n k Contributions QuickAdd Last Enter the last name of the do nor then press TAB Pick from the list Select a Batch d Select Person Last Name Env No baker First Nick Name First Nickname Spouse Address Char Tom 151 E Copper Dr George Geoge Aaron 2342 Kingman Ct Jacob 100 Main Josh Kim 100 Main Kim Josh 100 Main Salley 100 Main N Sue 52 Wayne St Taylor 100 Main Tom 151 E Copper Dr Tommy 100 Main Position Wife Adult Child Husband Wife Youth Husband Child Husband Child Crews p save amp New Save amp Close Enter the Amount of the contribution Press TAB If the contribution was a check you may enter the Check number in this field Press TAB 5 Ifyou entered a check number the Donation Type will automatically change to check Or you can select cash check credit card etc from the drop down list of values Press TAB 6
16. Use the drop down list of values to select the Fund that these monies were given to 34 7 Ifthe contribution needs to be split between multiple funds select Split from the drop down list a Anew window will be displayed to allow you to split across multiple funds b Reduce the highlighted amount to the amount for the first fund c Press TAB d Anew line will be opened up e Choose the fund for the second line f Click SAVE amp CLOSE when you have completed entering the split information DefaultFund General List Adults Donor Amount Check Type Fund l Account Comment Baker George 200 00 Check General Choose Split from the fund dr Op down box disaster relief Flood Relief Flood Relief 1 General Kims Missions Missions Operating Fund 4 p oe Reduce the amount um Fund Account then press TAB to ae 125 00 300 open up a second 75 00 General 300 line 200 k 8 The Account number will be populated based on the fund you selected in the previous step Press TAB 9 Enterany Comments 10 Press TAB to enter another Click SAVE amp CLOSE when you are done entering contributions for this batch Click SAVE amp NEW to save these contributions in this batch and begin entering into a new batch Click CANCEL to discard any changes 35 To pre populate the l
17. a L ROLLCALL 4DIndx y Applications Preview ROLLCALL journal na 4 QuickBooks Pro 2007 ROLLCALL Match QuickTime Player EJ ROLLCALL1 4dd 5 Documents um Reflection ROLLCALL1 4DIndx EH Movies E Reminders El ROLLCALL1 Match A MUSIC Remote De onnection Templates ROLL CALL temporary files gt Pictures 8 ROLL CALL Client By Upgrade2013219 gt F li i 9 Upgrade2014826 SHARED ROLL CALL Client zip ds a O ROLL CALL Server I Contacts TH ROLL CALL server zip gt brn 389821 8 ROLLCALLServerOLD gt brw002258 ROLL CALL old ROLLCALL11 F brw008092 safari btb carolin Stickies B hth xerver2 System Preferences Install for use on a Local Area Network the Windows section If you wish to have multiple computers in your office access Roll Call you will want to install the network version of the software There are two components to the network version First is the Roll Call Server software This can be run from a Windows or Mac machine It does not need to have a Server OS The second component is the Roll Call Client software The Client software must be installed on each computer that needs to access Roll Call Roll Call Server Software Install Roll Call Server software on the machine that will house the database This machine should be Arobust computer with at least 2Gb of memory 2 Left on at all times
18. browser on your mobile device such as an iPad Galaxy tablet or Smart phone Roll Call Connect is a membership portal into Roll Call Using Roll Call Connect your staff can access some Roll Call information through their smart phone tablet or computer at home through a browser Your congregation can log in and update their profile information give online and view their contributions Click appro priate tab then click TRY IT If you would like to trial either of these products you ll need to activate the trial To do that re Select File gt Enter License from the top menu Click on the Mobile tab Click TRY IT Click on the Connect tab Click TRY IT RollCall Mobile Checkin Connect License Number Try it Change Web Port Any change of the port for the web server will require a restart of Roll Call 12 For more detailed information on the set up of Mobile CheckIn and Roll Call Connect check out our Child Check In user manual or Roll Call Connect user manual Video instructions are available as well at http www bythebook com church software tutorials Getting Around Roll Call To navigate Roll Call there are really three main things to understand The menus allow you to get to certain areas of the program For example people contributions or groups The icons allow you to perform certain functions against the data For example send emails search the database or save a set The plu
19. displayed in red Batch Control Total This field can be used as a control total for the amount expected in this batch This field is not required but by using it you may be able to catch any data entry errors If the Batch Total and Batch Control Total do not match they will be displayed in red 10 To begin entering individual contributions click on the plus sign in the lower left corner Enter Contributions from Batch Window To begin entering cash or cash equivalent contributions you will need to create a batch To create a new batch do the following 1 2 3 4 Expand the Contributions menu Click on Add Batch Enter the batch header information as described in the previous section Click on the plus sign in lower left to begin entering the contributions To enter new contributions to an existing batch find that batch by Expand the Contributions menu 2 Click on Search by Batch 3 Change the Find By Criteria to Date 4 Select the date of the batch you are adding to 5 Double click on the appropriate record 6 Click on the plus sign in the lower left to begin entering new contributions Basic To record a donation enter the following information 1 Donor Name or Envelope Number When recording contributions the first thing you need to do is identify the donor If you use envelope numbers enter the number and press tab The donor information will be displayed on the right side If you use name
20. if the gift was a check Press TAB to move into the next field If you entered a check number the Donation Type will automatically change to check Or you can select cash check credit card etc from the drop down list of values Use the drop down list of values to select the Fund that these monies were given to Press TAB The Account number will be populated based on the fund you selected in the previous step Press TAB Enter any Comments Press TAB to enter another Click SAVE amp CLOSE when you are done entering contributions for this batch Click SAVE amp NEW to save these contributions in this batch and begin entering into a new batch Click CANCEL to discard any changes 36 MANAGING GROUPS Group Hierarchy Groups are defined by the following classifications 1 4 Campus If your church has multiple campuses or locations with different groups and classes at each site you may want to define your groups at the campus level The campus indicates which site or location the group stems from Group Type The next level in the hierarchy is group type This tells us the general classification of the group Is the group a committee a small group a Sunday school class or a youth group Your church defines these group types or classifications Roll Call s default group types are Group and Class Department The next level in the hierarchy is the department The department is the ministry area within your church that i
21. mark Enter the starting envelope number 1 oe New Year click DE SAVE amp CLOSE Manually Assign No 2 Clear New Year move next years into current year Batches All contributions are entered in Roll Call through a batch A batch is nothing more than a grouping of contributions Typically users will enter all the giving for a deposit in a batch Because of the integration with Accounting batches must be either Cash or Non Cash Cash contributions include all cash checks credit cards and ACH type transactions Non Cash batches contain property gifts things that cannot be deposited into the bank To create a batch do the following 1 2 Expand the Contributions menu on the left side bar Click on Add Batch Enter the following information 1 2 Batch Date This date will become the default for all contributions entered in this batch Description Enter a qualifying description of this batch Especially if you will have multiple batches for the same day Maybe this group of contributions is for the 9 a m service You could enter 9 a m service as the description Anonymous Cash Enter the amount of loose cash that was in the offering This 15 cash that cannot be associated with any specific donor Cash Fund Enter the fund that the anonymous cash should be designated to Default Fund Enter the fund that you d like all contributions in this batch to default to This d
22. ms Group Status 5 Inactive Active Mas dos this meet Sunday Evenings End Date 00 00 00 Fs Members Sessions Group Custom 1 Group Custom 2 Preferen Attendance Roster Options 5 Show Birth Date Show Special Needs Show year of Birth Show Age Show Family List Parents Age Range Automated Attendance Options Print Label on checkin 1 Number of labels to print 0 Years 0 Months 0 Years 0 Months FromAge _ E Print Tag on Checkout Or Grade Range From Grade To Grade Delete Group Cancel Enter the following check in system preferences for this specific class or group From Age Years amp Months Enter the beginning age that a child is allowed in this class group 1 Number of Labels Enter the number of nametags you d like to print when a person checks into this group 2 Print Tag on Check Out Mark this box if you d like to print a name tag when the child checks out of this class 43 RUNNING REPORTS There are quite a few standard reports that can be run to outline people type information To run a report that has to do with contact information envelope numbers birthdays visitations or background checks do the following Expand the People Menu 2 Click on Reports 3 Highlight the report you d like to run Directions for each specific report are outlined below My Reports My reports 15 a great wa
23. system will change that group to inactive Click SAVE amp CLOSE to save the information and return to the Search screen Click SAVE amp NEW to save the information and enter a new group Add Members To enroll people into the group press the Members tab From within the members tab Click the plus sign in the lower left of the window new window will be displayed for you to enter the Last Name and First Name or portion of the last name of the person you want to enroll 2 Select the appropriate person to enroll in the group 3 Tab across to enter any of the custom field data for this person If you need to define the membership custom field names click CHANGE TITLES and enter the name of the data you d like to capture ts Groups Add Record e ss Last Name Env No Name Group Type First Nickname Spouse Address HOF Position Department Group Name Baker Char Tom 151 E Copper Dr Wife G G A 2342 Ki ct Adult Es Group Status aker eorge Geoge Aaron u Baker Jacob 100 Main Child 00 00 00 his Baker Josh 1100 Main v jHusband Members Sessions G Baker Kim Josh 1100 Main Wife Baker Salley 1100 Main Youth 0 708 0 Baker Sue 52 Wayne St
24. to get a color palette to choose your color 14 Click Appearance from the left list Click on the but ton to choose your colors Menu Icon Color This 1s the actual color of the icon pictures You may choose Black or While Menu Icon Text Color This 15 the text beneath the icon picture Click the button to choose your color from the color palette Background Color This is the background color of the various screens Click the button to choose your color Click on the reverse arrow to return to the default Hierarchical List Color This 1s the color of the left sidebar menu Click the button to choose your color Click on the reverse arrow to return to the default Appearance ra Colors Icon Bar Color NI m Menu Icon Color Black White Hierarchical List Color m Menu Icon Text Color Background Color Activate User Security If you would like to turn on the security system in Roll Call so that all users will need to log in you will need to give Administrator and Director a password To do this Highlight Director Click CHANGE PASSWORD 1 By bh Le Expand the Admin menu on the left sidebar menu Click on User Security Highlight Director Click the CHANGE PASSWORD button Assign a password Click on Administrator Click the CHANGE PASSWORD button and assign a password User Secur Standard User Director o Adminis
25. to identify the donor enter the last name then press tab You will be taken to the Select a Person window You can further reduce the names in the list by typing the first few characters of the first name You can double click on the name to select it or if it is already highlighted press Enter on your keyboard 2 Date the donation date will default to the same as the batch date If you d like to change 29 Enter last name of donor press tab then select from list Click SAVE amp NEW to enter another contri bution this date you can enter it here Total Amount Enter the amount of the contribution Check Number If the contribution was a check you may enter the check number in this field Donation Type If you entered a check number this will automatically change to check Or you can select cash check credit card etc from the drop down list of values Designation Use the drop down list of values to select the fund that these monies were given to ke Contributions Add Record Batch ID 419 Posted Batch Type Cash Batch Total 57 68 Batch Description 9 a m Service Last Name or Env No Conley David Same Donor David Conley Member Change to Spouse Date 9 28 2014 5 Nickname Dave Spouse 100 Main St Total Amount 250 00 Byron il 61010 Edit Person Check Number 123 815 234 7530 Donation Type Envelope Number 0 Transfer Amount Designa
26. uu gne mun Af Aa TI eo O ROLL CALL Client 1 2 bm 6 Lz 8 a FAVORITES Reflection DS Store All My Files _ Reminders H im Remote De onnection ROLL CALL RO Zat Client ROLL CALL Client zip ROLL CALL Server 5 ROLL CALL Server zip 31 Documents 8 ROLLCALLServerOLD gt 8 ROLL CALL old 2 Dropbox v Applicatio Desktop Double click to start the Client software You may also wish to drag this to Movies your dock MS ROLLCALL11 eae Safari Pictures gt Stickies System Preferences SHARED J TextEdit amp Contacts Time Machine E brn 389821 Qj Total Training d 6 Make sure to turn off App Nap if you are using Mac OSX 10 9 Mavericks See https bythebook freshdesk com support solutions articles 1000017537 roll call is running slow on osx Install for use at Other Locations If your church does not have a central church office or has staff that work from home you will want to check out these different ways that Roll Call can be configured Remote Desktop Software Remote desktop software allows you to take over control of a remote machine as if you were sitting in front of it Since you are controlling the machine remotely it 1s important to remember that only one person can use the machine at a time and anything on that machine can be accessed Examples of remote desktop software would be logme
27. with Roll Call Server running 3 Set to NOT go to sleep To install Roll Call Server on a Windows machine Download the software from http www bythebook com support downloads by clicking on the Server link under the Windows section Click on the Server link in Windows Mac 05 standalone standalone Xx Client Client Server Server Version Info Requirements Change Log 2 Run file ROLLCALL Serverl3en msi by double clicking on the file in your downloads list and choose the RUN or OPEN option 3 The installer wizard will be presented Click NEXT through each section D E ROLLCALL Setup CX Welcome to the ROLLCALL Setup Wizard Click NEXT through the installer set up wizard The Setup Wizard will install ROLLCALL on your computer Click Next to continue or Cancel to exit the Setup Wizard lt Back gt 4 When the installation is finished there will be a black Roll Call icon on your desktop 5 Double click on the icon to start Roll Call Server To install Roll Call Server on a Mac machine 1 To download the Mac installer click on the Server link under the Mac section Click on the Server Windows Mac OS link under the Ma section Standalone Standalone Client Server Server Version Info Requirements Change Log 2 the file Serverl3en dmg is downloaded double click on it in your downloads list to mount
28. 1s listed here you know the contribution 1s connected If you need to change which pledge is connected to this contribution use the Pledge ID drop down to change the connection This contri bution will be connected to this pledge Notice the pledges that this donor has i m Add Record 48 Pledges Comment Quid Pro Quo Batch ID 419 Posted Batch Type Cash Batch Total 57 68 Batch Description 9 a m Service Last Name or Env No Smith Joe Same Donor Joe Smith Member Change to Spouse Date 9 28 2014 5 Nickname Spouse name Sue 300 Main St otal A 100 00 Anytown IL 60102 Edit Person Check Number 303 555 1212 Donation Type Check 838 Transfer Amount Designation Account Description Pledge 100 00 Tithes a Tithes 1 1 2013 12 31 2015 1 200 00 500 00 Building 1 1 2013 12 31 2013 1 200 00 325 00 Pledge Start Date End Date Pledged Balance Pledge ID m Quid Pro Quo Quid Pro Quo contributions are contributions where something of value was given An example of quid pro quo would be your youth group is selling CD s as a fundraiser The CD s are worth 15 If someone gives the youth group 50 for the CD you d want to enter that as a Quid Pro Quo contribution To enter this transaction go to the Donation Entry window and enter the following information 1 Donor Name or Envelope Number When recording contributions the first t
29. 389 Miller Rd Byron il Zeebe Tom Member 900 Main Street Byron IL Zimbe Tim Member 100 Main Byron IL B 4 Li mm m Display Families Search Field The Search Field in the upper right corner can be used to find people based on their last name or keywords To find people using this method do the following Expand the People menu 2 Click on Search Profiles 3 Enter the Name or Keyword in the search box 4 Press the ENTER key on your keyboard to get your results Let s look at an example where we d like to get a list of all the people in our database that have the keyword Mechanic To accomplish this Expand the People menu 2 Click on Search Profiles 3 Enter Mechanic Search Box 4 Press ENTER key on keyboard D HB Print Email Text Letters Labels Spread All Sort Search Special Sets Save GetSet Subset Prefs Utilities Home Find by Member it Organization TT h 71203 0 _ a Last Name First Nickname Association E Mail Address 1 State Q Search Profiles Conley Regular Attender asm s Conllin David Dave Member 1002 Main Byron JL 9479 Woodgate Byron IL Kl Background Checks Re T E ad B a jm Enter the ke ord Q Visitation johnson RegularAtt
30. Adult Youth Child and Other Click LOAD FILE to bring in the data from your spreadsheet Default Association Member v Default Family Position Adult Y X Click to set the headers skip skip Title Last First Data starts atline 2 LoadFile skip skip Address 111 Only set these if not in the import file 7 Enter the line number where the data begins in your file For example if you had headers in your file the data probably starts on line 2 If you don t have any headers the data probably starts on line 1 8 Click LOAD FILE and navigate to the file you want to import Highlight it then click OPEN 9 Inthe lower section you will need to map the columns from your file to the fields in Roll Call Click on the header Skip and choose from the list of available fields 10 Once you ve mapped all the fields click FINISH in the lower right to process the import 18 Click SKIP to choose the Roll Call field for this column Bs People Import skip Only set these if not in Click to set the heade Suffix Gender Family Position Marital Status Association Email Family Position Primary Phone Alt Phone Addi a starts atline 1 Add2 City State Postal Code Birth Date Cell Phone Work Phone Grade Wedding Date Envelope No Custom Fld1 skip First LoadFile skip Address
31. Association Address 1 City State association Q Search Profiles family position Visitor QuickAda email Member 10010 Main co street Add a Family Schaeffer city Member isaac aol com 10010 Main Evergreen Schaeffer postal code Member wendy aol com 10010 Main Evergreen family no i badge i S 1 t t confidential Comments Smith Member 10006 Main Evergreen ec CII eria you rs Bulk Changes Smith keyword Occasional Attender 300 Main St Anytown h Dy Find Duplicate Records Smith Dana Member dave fjkdsljf com 100 Main St Byron Enter the value are Searc Ing y Print Badges Smith David Dave Member david aol com 200 Main St Byron 35 Import Pt Wy Smith David Visitor 100 Willowbee Byron IL you are se arch Smith Freeda Visitor 100 Willowbee Byron IL Reports M Check In Out Smith Jacob Member 100 Main Byron il In g for lv Attendance Smith Joe Joe Joe Member kimaconley comcas 300 Main St Anytown IL S Contributions Smith Joe Visitor 9 Pledges smith John Occasional Attender 300 Main St Anytown IL amp Q Groups Smith John Regular Attender 100 Main St Byron IL Q Search Em Add a Group Smith Johnny Visitor 123567 Apple Way Chicago IL Graduation Smith Judy Visitor Anytown IL Bulk Changes Smith Kim Member 200 Main St Byron IL 1 Al Reports Smith Sally Visitor 100 Main Street Byron il E fff Services EE 7 j Smith Sherri Visitor 100 Main Street Byron il Dire
32. BY rue BOOK Software for Churches amp Nonprofits 1 beer Or RollCall v13 QUICK START GUIDE 7 rudis m nimm mn Cata LA m i mira bpa erana rn EH Geen jA om EH Cees Ln hee min Vets hia dim au Ji nem Wm Fagan H M N in DG Te oo diri iei LoT d Ll d Ld Tom oae un aum diih bhen cie AALA vem BHE dapa jaaa Haha LIT pr AER hiana LE d a Macr ATH Boning 1 Mam AMANT Bina 1 beep T Hih d Meu iP pin VAAN Yia weep ie arm my Bamba aram AMAN Ld magi eur AGAS Basis d e Dm Lr Kad nom oem Sisters Verg Morea olay Aus Mina ia Table of Contents INSTALLING ROLL CALL Install for use on a Single 3 Install for use on Local Area Network cccccsessssssececcccceeeesseseccccesseeeeseseccccesseaeeseseeseeeeaaas 5 Install for use at Other LOC AOS aaa vba 9 GETTING STARTED Parr PCI PEN Tm 11
33. Enter Organization Information 11 ee Up Trial tor Mobile or MUS 12 Around P 15 DEL C OIOP sas oma sas ata that 14 Penh ALS B 15 TTvr 16 ADDING FAMILIES IN ROLL CALL Import contact Sap tutam c edu 18 ACG a BASIC rneer iEn NENE EEE aR aE Era i 20 LOOKING UP PEOPLE INFORMATION Soa OS e 27 ENTERING CONTRIBUTIONS GIU PWNS RM E 25 Envelope EETA 26 Bde e Sous EEE E 28 Enter Contributions from Batch Window 29 Enter Contributions using Quick Add 33 MANAGING GROUPS Gronn FT Dy 37 ELET 0S E E E 27 COU M 39 RUNNING REPORTS IVI IR COU Sica E T 2 1 4d INSTALLING ROLL CALL Install for use on a Single Computer If you will be accessing Roll Call from only ONE computer you will want to download and install the Standalone version of the software from http www bythebook com support downloads Windows To install Roll Call on a Windows computer you must first download the Windows installer file
34. Fund en arefest you must enter AccountNo 1 the fund name Place cursor in current env no field and enter appropriate number Inactive Not on Receipt Connect Include in Budget Fund Color mH aFud 5 5 GL Account No fr eLKey 0 Derete Giving Fund Camel cose Envelope Numbers If your ministry uses envelope numbers to identify donors you ll want to assign those numbers before you begin entering contributions To manually enter envelope numbers do the following Expand the People menu on the left side bar 2 Expand the Bulk changes menu 3 Click on Envelopes 4 Place your cursor in the Current Env No column to the right of the person you wish to assign anumber Enter the appropriate number 5 Usethe ENTER key on your keyboard to move down the list Sea A Text Letters Label A So Search Special Sets Save Set Get Set Subset Prefs Utilities a Home Find by lastname ss 59 204 1 Organization 204 1 g Last Name First Nickname Address 1 Current Env No Next Env No Last Env No Q Search Profiles 55567 Walnut Ave 500 701 Baker Char 151 E Copper Dr 802 501 702 Baker Sue 52 Wayne St 100 502 100 Kl Background Checks Q Visitation Baker Tom 151 E Copper Dr 803 503 703 Confidential Comments Barker 200
35. Main St 200 504 300 Eg Bulk Changes Barker Kimberly Kimmy 45 Appe Way 805 505 705 3E General Barker Tom 1001 Main Street 300 506 1 Een Cole Tim 529 Gartner 2 507 2 Barcodes BadgeNos Cole Veronica 529 Gartner 804 508 704 Pictures Con David 100 Main St 806 509 706 Dy Find Duplicate Records 100 Main St 807 510 707 93 Print Badges Conllin David Dave 1002 Main 809 511 709 E import Conllin Sue 1002 Main 810 512 710 Export PES jme zw os ul Cooper David Dave 9479 N Woodgate 811 513 711 2 Check In Out Cooper 9479N Woodgate 812 514 712 lv Attendance Haren Jennifer 9479 Woodgate 5 515 5 Contributions Cheryl 400 Ave J 813 516 713 f Pledges Hart John 4001 Ave J 4 517 4 50 Groups _ Jobs Steven 9579 Woodgate 814 518 714 E Services T RIS AE sai aa F Directories sul Reports amp Labels Display assigned envelopes only Show Duplicates 2 Administration 26 Mark Auto Assign option enter start ing number Enter the appropriate number for next year If you would like the system to automatically assign envelope numbers do the following Expand the People menu on the left side bar 2 Expand the Bulk changes menu 3 Click on Envelopes 4 Use the SEARCH icon to retrieve the list of people that should be assigned envelope numbers For example if you d like to give all your members and regular attend
36. ars on the bottom and to the right of the report to scroll up and down left and right On the right side of the Report Output Window are actions that can be performed for the report Click on PAGE SETUP to set your printer and paper size and orientation 2 Click on PREVIEW to preview the output Do not send the report to the printer from this preview window it will only send the first page to the printer 3 To change fonts column sizes etc click CUSTOMIZE The report will be displayed in 4D View Roll Call s spreadsheet program Make your modifications here 4 Click on PRINT to send the report to the printer 5 Click ZOOM IN to make the font in the report larger on your screen 45 10 11 Click ZOOM OUT to make the report font smaller on your screen To save the report as a tab delimited file or html document click SAVE Enter the location and name of the file to be saved Click SAVE SET to save the list of people for use later within Roll Call Click CREATE LABELS to create address labels 3 across 10 down size for this list of people Click WRITE LETTER to compose a mail merge letter to this list of people Click EMAIL to send an email to this list people or to email the report to another individual If you choose Email people it will send the email to everyone listed in the report 46
37. be in the drop down box to select designations from the Enter Contributions screen 5 Enter the associated Account Number This number is not mandatory 6 Ifthis giving fund is no longer valid or used check the Inactive box 7 Ifthis fund is not tax deductible mark the box for Not on Receipt If this box 1s checked any monies given to this fund will not be printed on the year end tax statement 8 Mark the Connect box if you will be allowing online giving through Roll Call Connect and would like this fund to be included in the list of available funds 9 Mark Include in Budget if you d like any monies given to this fund to be reported as budged giving in Roll Call Connect reports 10 Select the Fund Color This color will represent the fund in pie charts showing total giving Click on the and click on color you d like to use 11 The GL Fund 1s used to map the giving funds to your accounting system For example if you have a giving fund of Tithes amp Offerings and you want that to map to the General Income Fund in your accounting system you would enter General Income as the GL Fund If you are importing into Quickbooks and your fund 15 a sub account enter the Account then a colon then the sub account name for example Operating Income General 12 The GL Account Number 15 the account number to map to MYOB accounting 13 GL Key is the number to map to Roll Call s accounting system 25 At a minimum
38. ctories amp ul Reports amp Labels Smith Sherry Visitor Anytown IL Administration Smith Stacy Member 300 Main St Anytown IL Smith Sue Member 300 Main St Anytown IL Smith Taylor Regular Attender 100 Main St Byron IL Smith Taylor Member 200 Main St Byron IL Smith Taylor Regular Attender 100 Main St Byron IL Smith Thomas Visitor 100 Main Street Bvron il 4 p rm E Display Families Let s take a look at an example where you are looking for a specific individual You would probably find them by their last name From the Search Profiles window Leave Last Name selected in the Find by drop down 2 Enter the last name to the right in the blank field 3 The results show everyone with that last name 4 Double click on the specific individual you are looking for In our next example let s say you are looking for a list of all your members From the Search Profiles window Change the Find By drop down to Association 2 Select Member from the field to the right 3 The results will show a list of all your members 22 0 S y FG aa Print Email Text etters Labe ead All al Sets Save Set GetSet Subset Prefs Utilities Home Find by association Membed z 761203 0 Organization a f People ast Name First Nickname ition E Mail Address 1 City State Q Search Profiles Matth
39. database will contain one giving fund General To add giving funds do the following Expand the Contributions menu on the left side bar 2 Click on Giving Funds 3 Click on the plus sign in the lower left of the Giving Fund summary window ROLLCALL Print 3j Home Organization Je People Check In Out Attendance Contributions Q Search by Batch Q Search by Person QuickAdd B E B E H E Recurrirl Contributions File Edit Reports Administration Window Help Dj Ee Spread All Find Fund Brazil Mission Building disaster relief Flood Relief Flood Relief 1 General Missions Operating Fund Sandy Relief Sharefest Tithes Sort Search Account No 100 300 Q UA Sets Save Set GetSet Subset Utilities Inactive 1 11 11 0 Noton Receipt Connect Include Budget GL Fund GL Account No GL Key v lt v Building lt lt General ls 8 So 8 pm sf 6 Non Cash itts Q Search Add Non CaX Gift EK Pledges Groups SQ Services IE Directories Reports amp Labels 2 Administration EJ BJ ER E 4 Enter the Fund name This is the name that will
40. eipts 9 Bank Account Enter your bank account number for reference if you d wish 10 Weekly Budget This weekly budget amount will be used in budget vs actual reports Fiscal Year Enter the month that your fiscal year begins 12 Church Email Enter an email address for your organization 13 Church Website Enter the URL for your organization s website 14 Click SAVE to save this information 11 Click Organiza tion then enter basic contact information Click SAVE File Edit Reports Administration Window Help Utilities i Home Organization Search Profiles Add a Family Kl Background Checks Visitation Confidential Comments Bulk Changes D Find Duplicate Records Print Badges EA Import Organization gt Export Organization My Church S OS shl Reports Address 100 Easy Stret Check In Out More Address S S 9 Attendance City State PostalCode Anytown L Contributions Country X Pledges Telephone 1 2 groups TaxNumber 10 18974 s ff Se BankAccount a IB ec Weekly Budget 1000 Reports amp Labels Fiscal Year Starting Month Jan Assumes 1st day of month 9 Administration Church Email Church Website Set up Trial for Mobile or Connect Mobile CheckIn is an add on product to Roll Call It allows you to perform church check in via a
41. ember 3 Last Name If the family member has a different last name enter it here 4 Date of Birth Enter the family member s birthday Make sure to enter a 4 digit year 5 Gender Select the appropriate gender for the family member 6 Association Select the appropriate association or membership status for this family member 7 Cell Phone Enter the cell phone number for this family member if they have one Enter the last name for the family or organization name if you are entering a business 8 Marital Status Indicate the marital status for this family member 9 Grade If the family member is in elementary middle or high school enter their grade Values accepted are K 12 lik QuickAdd DN X Details Type Family Last Name Conley Primary Phone 815 234 7530 Unlisted Alt Phone Family Members Family Position First Name Street 9479 N Woodgate More Add City Byron Do not send mail Last Name Date of Birth State Gender Association Cell Phone Family E Mail Shepherd Area Postal Code 61010 Unlisted Address Marital Status Grade Husband v David Conley 8 24 1963 Male Member v Married Y Wife v Conley 8 15 1961 Female Member Y Married Y Child v Josh Conley 5 9 2005 Male Y Member Single vy 4 irst Family Member will become the Head of the Family s Once you ve completed entering the information f
42. ender 11 Evergreen V Confidential Comments 5 Regular Attender 1008 Main Byr IL f Bulk Change Smith Joe Joe Joe Member kimaconley comcas 300 Main St Anytown IL you are ng or gos Duplicate Records Smith Sue Member 300 Main St Anytown JL ss Print Badges Import Export hl Reports Check In Out W Attendance 8 Contributions E Pledges ffi Groups Q Search Add a Group Graduation Bulk Changes hl Reports Q Services E Directories Reports amp Labels 2 Administration 23 Customize Profile Window Each Roll Call user can customize which fields are displayed in the Search Profiles window To select or de select fields for display do the following RA Expand the People menu on the left sidebar Click on Search Profiles Click on the PREFS icon on the top Double click on any of the fields on the left to move them to the selected column To remove a field from the window double click on it from the selected column to remove it Click SAVE amp CLOSE button to save your preferences 24 ENTERING CONTRIBUTIONS Giving Funds From Giving Funds screen click on the plus sign to adda fund Before you can begin entering contributions in Roll Call the giving funds must be defined The giving funds are the designations that people can contribute to A new Roll Call
43. ers envelope numbers click on the Associations tab and click on Member and Regular attender to move them to the selected column Click QUERY in the lower right to return a list of those folks 5 Click on the ASSIGN button in the lower right Mark the option to Auto Assign Envelope Numbers Enter the starting number 7 Click the SAVE amp CLOSE button to assign those numbers and close the window PN Current Env No v Auto Assign Envelope No Enter the starting envelope number Last Env No gt Manually Assign No Clear New Year move next years into current year If you would re assign envelope numbers each year you can begin entering next years envelope number now At the beginning of the new year you can make the switch Here s how Expand the People menu on the left side bar 2 Expand the Bulk changes menu 3 Click on Envelopes 4 Place your cursor in the Next Env No column to the right of the person you wish to assign a number Enter the appropriate number File Edit Reports Administration Window Help JE EDNCNGNE NERA Print Email Text Letters Labels Spread irt Search Special Sets Save Set Get Set Subset Prefs Utilities 4 A A pice Find br i Organization 59 204 1 g Last Name First Nickname Address 1 Current Env No Next Env No Last Env No Q Search Profiles Adams Walter Walt 701 Baker Char 151 E C
44. ess licklcon staller Book O Book b z Volumelcon icns RollCall Installer 4 Click Continue then INSTALL to complete the installer process 5 start the program go to the Applications Roll Call folder and double click on the Roll Call You may also wish to drag the application to your doc ww Installer By The Book Inc Click CONTINUE License By The Book Inc hereafter BTB Software User License Agreement then INSTALL to Welcome for Roll Call or Honor Roll complete the process installing amp Finished IMPORTANT INFORMATION PLEASE READ Thank you for choosing our Roll or Honor Rollie software hereafter the Software to serve the administrative needs of your church or non profit organization We have faith in the design and capability of the Software but advise you to review and understand the rights and responsibilities associated with this License Agreement the Agreement before installing and using it dif ee EE Permitted Uses and Kestrictions on Use Installation powered by FileStorm Print Save Go Back Continue Double click on this icon to start the program You may wish to drag it to your dock eoo ROLL CALL r 8 a MES L3 MYOB FirstEdge v4 p DS_ Store All My Files 8 Nanosaur 2 ETT 2 Dropbox E Notes i d Office 200 Test Das z Desktop ae D
45. ew Tom 100 Oak Fort Wayne IN QuickAdd Russell Member 2345 Maple Leaf Toronto ON Schaeffer Aaron Member 10010 Main Evergreen co Isaac Member isaac aol com 10010 Main Evergreen co T fi d ll Schaeffer Wendy Member wendy aol com 10010 Main Evergreen co n a your Smith Chris Member 10006 Main Evergreen co b h Find Duplicate Records Smith Dana ember dave fikdslif com 100 Main St Byron IL mem ers gt C fe Print Badges Smith David Dave Member david aol com 200 Main St Byron IL ASS ciation then Smith Jacob Member 400 Main Byron il 3l ER Smith Joe Joe Joe Member kimaconley comcas 300 Main St Anytown IL S el e ct M emb er ursi Smith Kim Member 200 Main St Byron IL IV Attendance Smith Stacy Member 300 Main St Anytown IL Contributions Smith Sue Member 300 Main St Anytown IL E Pledges Smith Taylor Member 200 Main St Byron IL ff Groups Smith Tom Member 100 Main St Byron IL D Sue Taylor Member 234 Washington Naperville il Graduation Switzer Sue Member 100 E Walnut Byron IL B Bulk Changes Twimble Rich Member 118 N Subdue Evergreen co ail Reports Walter Eric Member 5825 Gartner Byron il 4n Services Walter Samuel Sammy Member 5825 Gartner Byron il EE Directories i al Walter Sue Member 5825 Gartner Byron il amp Administration Wilson Tom Member 700 Main St Evergreen co Woscyna Frank Member 500 W Blackhawk Byron E Zedman Marie Member 232389 Miller Rd Byron il Zedman Zack Member 23423 skidfkl com 232
46. hing you need to do is identify the donor If you use envelope numbers enter the number and press tab The donor information will be displayed on the right side If you use name to identify the donor enter the last name then press tab You will be taken to the Select a Person window You can further reduce the names in the list by typing the first few characters of the first name You can double click on the name to select it or if it is already highlighted press Enter on your keyboard Date the donation date will default to the same as the batch date If you d like to change this date you can enter it here Total Amount Enter the amount of contribution In the above example this would be the 50 00 Check Number f the contribution was a check you may enter the check number in this field Donation Type If you entered a check number this will automatically change to check Or you can select cash check credit card etc from the drop down list of values Designation Use the drop down list of values to select the fund that these monies were given to Click on the Quid Pro Quo tab Select the item that was given Enter the value of the item given In this example the item was the CD The value was 15 Click SAVE amp NEW to enter a new contribution in this batch Click SAVE amp CLOSE to save the current contribution and return to the Batch window 32 Batch ID 419 E Posted Batch Type Cash Batch Total 57
47. ild Wife Husband Wife Adult Child Husband Wife Youth Husband Child Husband Child Child Child Child Adult Youth Child Adult Husband Youth Other Child Child allan Sort Search Special Sets Save Set Get Set Subset Prefs Utilities Eu 1 5 Association 102 Inactive 45 Member 45 Member 95 Regular Attender 95 Member 81 Member 45 Member 97 Visitor 97 Visitor 97 Visitor 29 Visitor 13 Regular Attender 97 Visitor 81 Member 29 Member 62 Visitor 62 Visitor 21 Regular Attender 69 Regular Attender 21 Member 69 Occasional Attender 69 Occasional Attender 20 Regular Attender 68 Regular Attender 4 Business 47 Visitor 47 Visitor Address 1 2342 Kingman Ct 2342 Kingman Ct 55567 Walnut Ave 55567 Walnut Ave 151 E Copper Dr 2342 Kingman Ct 100 Main 100 Main 100 Main 100 Main 52 Wayne St 100 Main 151 E Copper Dr 100 Main 45 Appe Way 200 Main St 45 Appe Way 200 Main St 200 Main St 1001 Main Street 100 Main St City Byron Byron Byron Byron Plainfield Byron Byron Byron Byron Byron Byron Plainfield Byron Byron Byron Byron Byron Byron Evergreen Byron 208 208 0 State The top menu in Roll Call allows you to perform more administrative type functions For example you can change your password run utilities or set preferences from these menus To open up or expand top menu items click on the menu name and select the item you would like
48. in com or GoToMyPC com You can use remote desktop software with a standalone or network installation of Roll Call Install the remote desktop software on a machine that has Roll Call or Roll Call Client installed Internet Port Forwarding Internet port forwarding allows you to access Roll Call via Roll Call Client from any machine over the internet To implement this option you will need to install Roll Call Server software on a machine that 15 accessible from the internet and that has fixed or dynamic IP address For more information on setting up this option see http www bythebook com PortForwarding pdf VPN VPN or Virtual Private Networks create a network connection between your church LAN local area network and a remote computer using the internet This can be accomplished with software or hardware A popular option is Logmein s Hamachi For more information see http www bythebook com VPN pdf Cloud Hosting Another option is to have By the Book host your Roll Call Server software We install Roll Call Server on our servers in the cloud Then you install Roll Call Client on your computers that need access For more information on this option see http www bythebook com church software roll call on the cloud 10 GETTING STARTED Enter License When you purchase Roll Call you will receive a license number This license number must be entered into the system To do this Enter your license number then press the tab key
49. ions for its use on a site basis or a network Installing the Software gares vou have read understood and accepted this Agreement If you do not accept thi Segreement please return the Software and all enclosed materials to By Installation powered by Filestorm Print Save eoo 3 ROLL CALL Server ale flm e J 29 amp 37 0 FAVORITES J ROLL CALL P E All My Files ROLL CALL Client gt E E Dropbox ROLL CALL Client zip Bm ROLL CALL Server Desktop Server zip Pipes ROLLCALL 4DIndx FUE ROLL CALL ServerOLD LI ROLLCALL journal J ROLL CALL old E ROLLCALL Match Double click to start Roll 3 ROLLCALL11 H ROLLCALL 0028 4BK Call Server You may also 5h Documents Safari E i bm 25 Stickies ROLLCALL 0030 48K want to drag to your doc i i Movies 5 Pis a een ROLLCALL 0031 4Bk oe E TextEdit E ROLLCALL 0032 4BK Pictures Time Machine ES ROLLCALL 0033 4BK Total Training B RoucALL 034 48K e Utilities B ROLLCALL 0035 4BK 6 Make sure to turn off App Nap if you are using Mac OSX 10 9 Mavericks See https bythebook freshdesk com support solutions articles 1000017537 roll call is running slow on osx Roll Call Client Software Each machine on your network that requires access to Roll Call will need to have Roll Call Client software installed on their computer To install Roll Call Clie
50. ist with all adults mark this box Simply enter amount to the right of the donors name Change designation if neces sary Contributions QuickAdd Prefs DefaultFund General List Adults Donor Amount Check Type Fund Account Comment 25 00 Check v General v 300 0 00 Check v General v 300 1 Adams Walter 301 0 00 Check General 300 Baker Char 802 57 00 Check General 300 Baker George 0 00 Check X General v 300 Baker Josh 0 00 Check v General 1300 TEE Baker Kim 100 00 Check General 300 Baker Sue 100 0 00 Check General v 300 Baker Tom 803 0 00 Check General 300 Barker Kim 200 0 00 Check General 300 Barker Sammy 0 00 Check X General v 300 Barker Tom 300 0 00 Check v General v 300 By The Book 0 00 Check General 300 0 00 Check General 300 0 00 Check General 300 le Veronica 804 0 00 Check General 300 Collins Tom 0 00 Check General 300 112 182 00 T 4 gt With Names Pre Populated 1 pul m 9 10 Once you select a batch click on the List Adults checkbox This will populate the screen with the names of all the adults in your database Place your cursor in the Amount field to the right of the appropriate donor Enter the amount Press TAB on your keyboard Enter the Check Number
51. me for the family or organization name if you are entering a business Primary Phone Enter the home phone number for the family Unlisted Mark this checkbox if the family wants the home phones unlisted Alt Phone Enter a second home phone number if applicable for the family Street Enter address line 1 of the families address More Address Enter address line 2 if applicable Typically an apartment or suite number City Enter the city portion of the families address State Enter the state portion of the families address Postal Code The zip code or postal code portion of the families address Do Not Send Mail Mark this box if family does not want to receive mail from your organization Unlisted Address Mark this box if the family wants their address unlisted Family Email Enter the email address that should be used when sending family emails Shepherd Area Indicate the person deacon or zone that is responsible for this family 20 Enter family mem ber information Click the sign to open up a row for data entry Enter Family Members Information Use the lower section to enter the information for each family member Use the plus sign in the lower left corner to open up a row to add another family member Family Position Choose Husband Wife Adult Youth or Child to indicate their family position 2 First Name Enter the first name of the family m
52. menu On a Windows machine select Edit gt Preferences from the top menu 2 Click on the Member Custom on the left sidebar 3 Select the Group Type worship team in the upper left drop down box 4 Enter Instrument as Cstm 1 5 Enter Voice Type as Cstm 2 6 Enter Days Available as Cstm 3 7 Enter Read Music as Chk 22 3 Member Custom Worship Teams 4 stm 1 Instrument 7 chai ReadsMusid Date1 Daed Connect Cstm 2 Moicetpe Chk2 Check2 Date 2 Date 2 3 p Cstm3 Days Avail Chk3 Pae gt Cstm4 Chk4 Check4 7 Cstm5 fField5 Check5 EE Cstm 6 Field6 7 Cstm7 fField7 Chk7 Check7 Cstm 8 Field Check8 7 Cstm 9 Field Chheck9 7 Cstm10 Check10 Now each time you create a worship team group there will be membership fields available to enter nstrument Voice Type Days Available and Read Music You can further customize each group by modifying the custom field titles for group members 38 Add a Group Enter group defi nition here Enter last name then pick from the list Enter general information There are several options for getting to the Add a Group window Expand the Groups menu and click Add a Group OR 2 Expand the Groups menu and click Search Click on the plus sign in the lower left to add a new g
53. ngs End Date 00 00 00 attendance roster NJembers Sessions Group Custom 1 Group Custom 2 Preferences Attendance Roster Options Automated Attendance Options Show Birth Date Show Special Needs Print Label on checkin Show year of Birth Show Age Show Family No E List Parents 1 Number of labels to print Age Range From Age 0 Years To Age 0 Years 0 Months 0 Months Print Tag on Checkout Grade Range From Grade To Grade Delete Group Cane 42 Enter label pref erences for the Enter the grade range or age range that is applicable for this group This information will be used to recommend classes in the child check in system It will also be used in the Graduation utility From Age Years amp Months Enter the beginning age that a child is allowed in this class group 2 To Age Years amp Months Enter the oldest age that a child is allowed in this class group 3 From Grade Enter the beginning grade that a child 1s allowed in this class group 4 To Grade Enter the last grade that a child 1s allowed in this class group E Admin check in system Enter grade OR age ranges for this class group s st Enter Last Names Location Baker home Group Address Group Type W Blackhawk Byron IL Department Group Name Frequency Weekly Random StartDate 10 7 2014
54. nt on a Windows machine Download the software from http www bythebook com support downloads by clicking the Client link under the Windows section 2 Run file ROLLCALL Client13en msi by double clicking on the file in your downloads list The installer wizard will be presented Click NEXT through each section When the installation is finished there will be a blue Roll Call icon on your desktop 5 Double click on the icon to start Roll Call Client 7 pos Click on the Client link Windows 05 under the appropriate section Standalone Client Client Server Server Version Info Requirements Change Log Welcome to the ROLLCALL Setup Wizard Click NEXT through the installer set up wizard The Setup Wizard will install ROLLCALL on your computer Click Next to continue or Cancel to exit the Setup Wizard C To install Roll Call Client on a Mac machine 1 To download the Mac installer click on the Client link under the Mac section 2 Once the file ROLLCALL Clientl3en dmg is downloaded double click on it in your downloads list to mount the dmg 3 Double click on the Roll Call Installer icon from the window that comes up Double click to start licklcon the installer wizard staller fseventsd Trashes A z is BOOK L oz LLLZALEI Volumelcon icns RollCall Client Installer 8 4 Click CONTINUE then INSTALL t
55. o complete the installer process 5 start the program go to the Applications Roll Call Client folder and double click on the Roll Call Client application You may also wish to drag the application to your doc eoo RollCall Client Installer By The Book Inc e License By The Book Inc hereafter BTB Software User License Apreement Welcome for Roll Call or Honor Roll Installing e Finished IMPORTANT INFORMATION PLEASE READ 5 Thank you for choosing our Roll Call c or Honor Rollie software hereafter the Click CONTINUE to Software to serve the administrative needs of your church or non profit begin the installation organization We have faith in the design and capability of the Software but advise you to review and understand the rights and responsibilities associated with process this License Agreement the Agreement before installing and using it Do not use the Software described herein which term includes the product documentation until you carefully read this Agreement which provides the terms and conditions for its use on a site basis or a network Installing the Software indicates vou have read understood and accepted this Agreement If you do not Please return the Software and all enclosed materials to By BOOK Inc Byron 61010 within 30 days of Installation powered by FileStorm Print Save Go Back Continue a 1
56. oesn t mean that you can t have other funds included in this batch This is only used as a default If the majority of the giving 1s for Tithes amp Offerings make Tithes amp Offerings the default fund Batch Type Select Cash for batches that will contain cash checks credit card online ACH type contributions Select Non Cash for property or in kind gifts Asset Fund This 1s the fund to map non cash gifts to the appropriate asset fund in your accounting system Batch Control Count This field can be used as a control count for the number of entries expected in this batch This field 1s not required but by using it you may be able to catch 28 Enter batch date description anonymous cash and default fund Click plus sign to be gin entering individ ual contributions 9 le Batches Add Record BatchID 419 Cash 9128 2014 BamSevce S758 General Posted Batch Type Batch Date Asset Fund Description Batch Control Count 0 Anonymous Cash Batch Control Total 0 00 Cash Fund Batch Count 1 Batch Total 57 68 DefaultFund Tithes Created By Director Contributions Summary 0 248 0 Last Name First Nickname Donation Date Donation Type Total Amount Check 4 1 Post Batch Delete Batch Cancel Save amp New Save amp Close any data entry errors If the Batch Count and Batch Control Count do not match they will be
57. opper Dr 802 501 702 Add a Family Baker Sue 52 Wayne St 100 502 100 Kl Background Checks visitation Baker Tom 151 E Copper Dr 803 503 703 E Bulk Changes Barker Kimberly Kimmy 45 Appe Way 805 505 705 General Barker Tom 1001 Main Street 300 506 1E c Cole Tim 529 Gartner 2 507 2 lilt Barcodes Cole Veronica 529 Gartner 804 508 704 Pictures Con David 100 Main St 806 509 706 Dy Find Duplicate Records Con Kim 100 Main St 807 510 707 Print Badges Conllin David Dave 1002 Main s 809 511 709 lt import Conllin Sue 1002 Main 810 512 710 Export David Dave 9479 N Woodgate 811 513 711 Reports Check IniOut Cooper Kim 9479 N Woodgate 812 514 712 lv Attendance Haren Jennifer 9479 Woodgate 5 515 5 EE Contributions Hart Cheryl 400 Ave J 813 516 713 Pledges Hart John 4001 Ave J 4 517 4 ffi Groups Jobs Steven 9579 Woodgate 814 518 714 fff Services EE Directories shl Reports amp Labels J Display assigned envelopes only Show Duplicates t Administration 5 Use the ENTER key on your keyboard to move down the list 6 When you are ready to switch and use the next numbers click on the ASSIGN button in the lower right 7 Mark the option for New Year 8 Click SAVE amp CLOSE to make the envelope number changes and close the current window be Assign In the assign Auto Assign Envelope No window
58. or a family click 1 SAVE amp CLOSE to save the information and close the window 2 SAVE amp VIEW to save the information and go to the Family Details screen 3 SAVE amp NEW to save the information and clear the window 4 CANCEL to close the window without saving the information 21 LOOKING UP PEOPLE INFORMATION Search Profiles Finding people in your database can be accomplished in a variety of ways Use the Find By area to search by common fields 2 Use the Search box to find folks by Last Name or Keyword 3 Use the Query Editor to find folks by other fields Find By The most common characteristics that people would want to search on can be found in the Find By drop down box These fields are Last Name First Name Association Family Position Email Street City Postal Code Family Number Badge No Envelope Number and Keyword To find a person or listing of people using this method do the following Expand the People menu Click on Search Profiles Select field you ll be using as the find by criteria Enter the Value in the field to the right of the drop down box As you enter the field the results will be displayed below in the people list pl Fe Gif ROLLCALL File Edit Reports Administration Window Help 9 s S Print Email Text Letters Labels Spread a amp Home Find by i 203 203 0 Organization 0 48 People Last Name first name
59. ou entered a check number this will automatically change to check Or you can select cash check credit card etc from the drop down list of values Amount Notice the amount and designation fields underneath the contribution header information Place your cursor in the lower amount field and reduce the amount so that is matches the amount to be designated to the first fund Press TAB Note 2 line is created with the remainder so you can designated that amount Designation Use the drop down list of values to select the fund that these monies were given to 30 Highlight amount in the middle section Reduce the amount and press the TAB key A new line with remainder will open up Batch ID 419 Posted Last Name or Env No Batch Type Cash Same Donor Total Amount 250 00 Check Number 123 Donation Type Check Smith Joe Date 9 28 2014 aN Batch Total 57 68 Joe Smith Member Batch Description Nickname Joe Joe Spouse name Sue 300 Main St Anytown IL 60102 303 555 1212 Envelope Number 838 9 a m Service Change to Spouse Edit Person Transfer Designation Tithes Account Description Pledge Pledges Quid Pro Quo Start Date 1 1 2013 Pledge Tithes End Date 12 31 2015 Pledged 1 200 00 Balance 500 00 Pledge ID Building 1 1 2013 12 31 2013 1 200 00 325 00
60. ouble click on a field name to move it to the Selected column 5 sort on a certain value double click on the field from the Selected column to move it to the Sort column 6 In the lower right section choose to list individuals or families If you choose families only one line per family will be listed 7 Choose your output format Do you want to create a csv or text file or would you like to view the report to print it 8 Click GENERATE to run the report 44 Columns My Reports shl Envelope al Family Report Columns Selected Sort shi Birthdays People First Name 4 4 Last Name Anniversaries i m At 8 Addresses Last Name 4 First Name E Significant Dates Address 1 Address 1 ad rom Data Address 2 ahd Uninvolved F t j j ode E From the columns Family E Mail Drag columns to change order 4 Optional Mailing Name tab select the fields dnd Primary Phone youd like displayed Primary Phone 2 in th er ep ort Unlisted Phone MM Remarks on Add Individual ShepherdArea Alternate Add 1 Alternate Add 2 Alternate City Output Alternate State Spreadsheet Print Alternate Zip Alt Home Phone 1 Family Drag columns to change order Tab delimited Comma separated CSV Include header Seeding 8 cose OLLCALL File Edit Window Help First NicknamaLastName___ Address1_ City__ State__ Postal Code
61. rom a different program you will need to export the data into a format that can be opened in a spreadsheet like Excel Open the spreadsheet and save it in the file format tab delimited text file txt There are four different formats accepted for import Each are described in more detail below One Row Per Person Custom The one row per person means that there will be one row in the spreadsheet for each person in the family If you have a family of four there would be one row with the dad s information including address The second row would be the mom s information including the address The third row would be childl s information And the fourth row would be child2 s information We pull the family together based on a match of the address information The custom format means that you can have the columns in any order you wish The import wizard will allow you to map the columns in your file to the fields in Roll Call This format also allows you to pull in custom fields To import this type of file do the following Expand the People menu on the left sidebar 2 Click on Import 3 Choose the One Row Per Person Custom Format 4 Click NEXT 5 Choose a Default Association This is used if the record doesn t have an association value Association is the membership category how are they involved in your church 6 Choose a Default Family Position This 1s used if the record doesn t have this value We allow Husband Wife
62. roup Once you are in the screen to add the group Enter the values for Campus if applicable Group Type Department and Status 2 Enter the Group Name Admin Enter Last Names Location Leader Address Co Leader Frequency Weekly Random Start Date 10 7 2014 When does this meet End Date 00 00 00 Group ID Groupe Class Childrens 6th Grade 5 Inactive Active Department Group Name Members Sessions Group Custom 1 Group Custom 2 Preferences Notes Connect 0 708 0 Last First Nickname Date Joined Leader Involvement Inactive Inactive Date Comment Change Titles Ifthe group has a leader enter the last name in the Leader field Press tab to view a list of the folks with that last name Select from the list If the group has a co leader enter the last name in the Co Leader field Press tab to view a list of the folks with that last name Select from the list First Nickname Spouse Address Position Char Tom 151 E Copper Dr Wife George Geoge Aaron 2342 Kingman Ct Adult Jacob 100 Main Child Josh 1100 Main Husband 100 Main Wife Salley 100 Main Youth Sue 52 Wayne St Husband Taylor 100 Main Child Tom 151 E Copper Dr Husband Tommy 100 Main Child
63. s Notes Connect 1 160 0 Meeting Day Start Time End Time Room 8 00 AM 9 00 AM Enter values for group custom information If you set up custom fields under Preferences for this group type you can enter the data in the Custom 1 and Custom 2 tab Lets look at our previous example of a small group We had set up custom fields to record emergency contact studying meeting location and accepting new members To enter the custom data for this group Press the Custom 1 tab The fields on this tab are the text fields 2 Enter values for each of the custom fields Emergency Contact Studying and Meeting Location 3 Press the Custom 2 tab The fields on this tab are the check boxes and dates 4 Check the box for Accepting New Members if the answer 15 Yes If no custom fields are defined for this group type you can define them for this specific group if you d like Click on the CHANGE TITLES button to enter the name of the data you d like to capture When you are done entering the titles click CHANGE DATA to enter the actual data for that field 4 Enter Last Names Location Leader Enter an Baker home y Group ID Baker Char Address custom infor m M SL Group W Blackhawk Byron IL mation on this Department Adult Ed Frequency Weekly Random StartDate 10 7 2014 rs When does this meet Sunday Evenings EndDate 00 00 00 Ey EE
64. s and minuses at the bottom of windows allow you to add or delete from the list Menus There are 2 main menus in Roll Call The left sidebar contains the navigator menu This allows you to access different areas of the program To expand or open up a menu on the left click the plus sign on Windows or the arrow on Mac The menu items will be displayed below Click on the function you would like to perform Top menu items Left sidebar menu Click to expand the menu item ROLLCALL File Edit Reports Administration Window Help u Print aail 6 E mMm se Qs Text Letters Labels Spread All Find by lastname iffi Organization E People Last Name First Nickname Q Search Profiles _DummyDeleted Add a Family Abbott Aaron o Abbott Joanna Confidential Comments Mm Sue 8 Bulk Changes Adams Walter Walt Ch Find Duplicate Records Baker Char Print Badges Baker George Geoge Baker Jacob Josh 3 Check IniOut a Attendance Baker Salley amp 8 Contributions Baker Sue Pledges Baker Taylor sf Baker Tom IE Directories Baker Tommy 9 Reports amp Labels Ballard Arley Administration Ballard Jill Barker Barker Kim Barker Kimberly Kimmy Barker Salley Barker Sammy Barker Tom Bozman Johnny By The Book Carey Harry Carey Terry Display Families Family Position Other Adult Ch
65. s responsible for overseeing the group Children s Ministry Congregational Care Youth and Music are some common departments Status The status indicates whether the group 15 active or inactive Every group that is defined in Roll Call must be assigned a Group Type Department Name and Status Status always defaults to active Group Custom Fields Select Group Custom then choose type Enter field names Group custom fields You may want to define custom fields for groups These fields allow you to customize the information you capture for your groups You can set up default custom field titles per group type For example lets say we have a small group group type For each small group we need to know an emergency contact what they are studying where they meet and if they are accepting new members To create these group custom field titles 1 2 3 People Addresses Contributions Group Custom 37 Attendance small group 1 Group Custom Masher Custom Cstm 1 Emergency Contact Chk1 accepting New Datei RetreatDate _ 2 20 Cstm2 Studying 1 cChk2 Name Tag Date2 pe2 si Cstm3 Meeting Location Chk3 Checka Date3 Date 3 Cstm 4 Feldd Chk 4 Checka Date 4 Date 5 Chk5 Checks Date 5 Date 5 Cstm 6 Field6 Check6 s Cstm7 7 Chk7 Check7 Cstm8 Feli 9 Field9 Check9 7 C
66. stm10 Field10 Chk10 CDheck10 Select RollCall Preferences from the top menu if you are on a Mac OR select Edit Preferences if you are on a Windows machine Click on the Group Custom on the left sidebar Select the Group Type small group in the upper left drop down box Me Preferences ees Choose Mem ber Custom Choose group type then enter field names Enter Emergency Contact as Cstm Enter Studying as Cstm 2 Enter Meeting Location as Cstm 3 Enter Accepting New Members as 1 SS Now each time you create a small group there will be fields available to enter Emergency Contact Studying Meeting Location and Accepting New Members You can customize each group further by modifying the custom field titles for a specific group Group membership custom fields Like group custom fields you may want to define custom fields to track specific information for each member in a group You can set up default custom field titles per group type For this example lets say we need to know certain information about the worship team members We d create a group type of worship team For each of our worship team members we need to know what instrument they play can they read music what is their voice type and how many times per month are they available To create these group member custom field titles Ona Mac Select RollCall gt Preferences from the top
67. the dmg 3 Double click on the Roll Call Installer icon from the window that comes up 12 E rer Installer h Double click to begin the installation process lick Icon staller fseventst Trashes E Boox n Gp i d M Volumelcon icns RollCall Server Installer 6 4 Click CONTINUE then INSTALL to complete the installation 5 To start the program go to the Applications Roll Call Server folder and double click on the Roll Call Server application You may also wish to drag the application to your doc 8 0 0 RollCall Server Installer By The Book Inc amp License By The Book Inc hereafter BTB Software User License Agreement e Welcome for Roll Call or H ai Click CONTINUE to n or Honor Installing Finished IMPORTANT INFORMATION PLEASE READ process Thank you for choosing our Roll or Honor RKoll c software hereafter the Software to serve the administrative needs of your church or non profit Organization We have faith in the design and capability of the Software but advise you to review and understand the rights and responsibilities associated with this License Agreement the Agreement before installing and using it Do not use the Software described herein which term includes the product documentation until you carefully read this Agreement which provides the terms and condit
68. tion Account Description Pledge 250 00 Tithes 0j4 4 gt Pledges Comment Quid Pro Quo Pledge Start Date End Date Pledged Balance Pledge ID 4 gt Print Receipt Delete Contribution Cancel Save amp New Save amp Close Click SAVE amp NEW to enter a new contribution in this batch Click SAVE amp CLOSE to save the current contribution and return to Batch window Split A split donation is a single contribution that needs to be designated to 2 or more funds To record a split donation enter the following information 1 Donor Name or Envelope Number When recording contributions the first thing you need to do is identify the donor If you use envelope numbers enter the number and press tab The donor information will be displayed on the right side If you use name to identify the donor enter the last name then press tab You will be taken to the Select a Person window You can further reduce the names in the list by typing the first few characters of the first name You can double click on the name to select it or if it is already highlighted press Enter on your keyboard Date the donation date will default to the same as the batch date If you d like to change this date you can enter it here Total Amount Enter the amount of the contribution Check Number If the contribution was a check you may enter the check number in this field Donation Type If y
69. to perform Icons The following are the icons that will be on the top on most search screens in Roll Call Click on the icon to perform that action The action will be performed against all records in the list If you only want to perform the action for certain records highlight those records in the list then click on the 1con PRINT Prints the list that is displayed on your search screen 13 EMAIL Sends an email to everyone in the list or everyone highlighted in the list TEXT Sends a text to everyone in the list LETTERS Creates a mail merge letter to the people in the list LABELS Creates mailing labels for the people in the list SPREADSHEET Displays the search list in a spreadsheet format ALL Displays all records in the database SORT Allows you to sort the records in a different order SEARCH Allows the user to query the database and look for common characteristics SPECIAL Will perform some common queries SETS Will allow you to perform union and intersect comparisons of two different sets SAVE SET Will allow you save a listing of records GET SET Will allows you to retrieve a saved set or records SUBSET Allows you to reduce a list to only the highlighted records PREFS Allows you to change which fields are displayed on the search screen Gf ROLLCALL File Edit Reports Administration Window Help DJ 0 E E E Fg Print Email Text Letters Labels Spread All
70. trator Prefs Stats kim d Checkin User Standard User Checkin User checkin mobile User Name Director Change Password y Unlock Lock Login Permissions Read Only People Groups Services Contributions Contributions Plus Pledges Letters gt Visitation Attendance Background Checks Graduation Expert Confidential Comments Custody Comments Email Edit Lists Assign IDs People Import People Export Checkin Settings 15 After you click the plus sign you ll get this window to add your user Choose the areas that you want to allow this user to access Click SAVE amp CLOSE To add additional usernames click on the plus sign in the lower left of the window A window will pop up to enter the username and default password To create a regular user mark the option for Standard To create a user that will man a check in station choose the option for Check In Client Click OK to save this user Next mark all the areas that they will be allowed to access User Name new user Confirm Password Standard User Checkin User Client Checkin User Mobile Print Queue Kis User Security Standard User Director o Administrator Prefs Stats kim new user Standard User Checkin User Checkin User checkin User Name Change Password um l Unlock Lock Login Permissions
71. x for the SSL if your provider requires SSL encryption Enter the Port Number if your provider requires a specific port number 9 Enter the No Emails Minute Your provider may throttle the number of emails that you can send per minute If so enter that number here 10 Click SAVE to save these settings EN Utilities my Email Settings Tagged People Tagged Groups Organization 8 48 People Q Search Profiles Bulk Chan Ch Find Duplicate Re s3 Print Badges Export aul Reports M Check In Out 8 lv Attendance Contributions amp Pledges ff Groups E fff Services 8 IE Directories 8 Reports amp Labels c Administration Lists A User Security Constants K User Procedure I Loos my Email Settings Enter your SMTP Email Settings Note Only enter U 17 Plain Text HTML email Return Address kim conley9479 gmail com Mail Host Outgoing SMTP Server smtp gmail com User Name 9479 Cd Password Port 465 SSL No Emails Minute 100 amp Password if your outgoing mail server requires authentication ADDING FAMILIES IN ROLL CALL Import contact information Enter the values that will be used for these fields if a value isnt present in the file You can import contact information into Roll Call from a tab delimited text file If you are converting to Roll Call f
72. y to build custom reports You select who you d like included in the report and what information should be listed in the report These reports can be saved To create one do the following From the Reports window select My Reports 2 On the Criteria tab select who to include on the report The Run For drop down allows you to select Everyone Associations Groups Keywords etc 3 Once you ve chosen your Run For category choose the specific values For example if you want a list of all your Members and Regular Attenders you would choose to Run For Associations Then you would click over Members and Regular Attenders to the Selected From the criteria tab choose your Run For criteria Pick the values youd like to see column ke People Reports Select a report Criteria Columns View Records ahl Reports ll Envelope ave id Family Report ail Birthdays Anniversaries all Significant Dates il Confirm Data hl Uninvolved Families hl Background Check ald Visitation Log ad Visitation Runfor 260005 Family Exft Associations as Print Available Selected ets Exgffit Occasional Attender Member Inactive Regular Attender Moved Deceased Visitor Connect Bus Ministry sian Add New Guest Active Member Generate Close 4 From the Columns tab select the information or data you d like included on the report D

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