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Check-In User Manual Ver 3

1. bottles etc for nursery age children Item tags can be printed automatically for a room or the parent can be prompted for how many they need Call Number The call number is what you ll use to page a parent if the need arises If you want a static number you can put that number into the call number field of a child s record in the main database and it will always be the call number If you do not enter a number into a child s record you can use the automatically generated security number as the call number If you use pagers and need the call number to match whatever pager you give the parent you can go to the options tab and select the option for the program to ask you for the call number Security Number The security number is a unique number generated each time and is printed on the child s name badge and the parent s security receipt The parent must present the receipt when they pick up their children and the attendant should verify that the security numbers match the children s name badges If you want a fixed security number that doesn t change each time you can put that number into the security number field of a child s record in the main database and it will always be the security number If nothing is in that field the program will randomly generate a security number each time the child checks in For details on more options available to you related to the security number see the discussion of the security n
2. Excellerate 3 9 2 c program files excellerate database madb X Service Details Options Room Assignments Security Number Report Open Database Define extra data fields Station Mode Offline D Transfer Path EA Label Printer BIONIC Brother HL 5240 series jw Use DYMO designer for printing Allow Check Out Touch Screen Button Size fo Show Verification Screen List Font Size fo Do NOT record attendance Prompt For Call Number Record New Visitors N v Hide Visitor Button T Define N Use Pre Printed Barcodes Hide the Assign Button You can use the GOASSIGN command or F10 Print labels for adult visitors Only show children Dont print for children over age jo Use Fingerpint Reader Fingerprint Server 1 mychurch Specify the transfer path usually the USB drive Close the program and re start it Now when the check in station starts up it will Iook on the USB drive for a new offline database Configuring Online Mode Start up the check in station program by using the desktop icon If you see a message about database not found and you will be working in online mode use Open Database in the Options tab and navigate to your server where the Excellerate database is located or c program files Excellerate if you are using this one computer for your database Look in Excellerate D Ka c BS Name a Date modified Type J database Pictures 9 26 2007 12 44 PM File Folder A
3. Fingerprint Server mychurch Open Database Tells the check in station where your member database is located Define extra data fields Specify extra data fields needed for your labels These must be fields from the Member table see built in help under data dictionary You can also use your own Flex Fields if they have been created in Excellerate first Station Mode Online if you have network access to your Excellerate database Attendance is recorded in real time in the Excellerate database Offline allows the station to run from a local copy of the database Attendance data can be transferred to the server via wireless network or USB drive Transfer Path In offline mode this is the path to store attendance updates so they can be imported into Excellerate later This could be a portable USB drive used to transfer the updates to the Excellerate computer Label Printer Specifies the printer you want to use for printing labels Use Dymo designer for If you are using a Dymo label printer you can use the Dymo designer printing software to design and print your labels instead of the built in designer Allow check out This options configures the station for check in and check out When the person checks in attendance is recorded and labels are printed When they check out nothing is printed but the check out time is recorded Multiple check ins and check outs are allowed Sh
4. members can self check in by touch typing on the screen When an attendant is helping with check in they can use the touch screen or the normal keyboard There are several ways of checking in type searching barcode or fingerprint When type searching you can search for a family by entering the last four digits of their home phone or by entering a few letters of their last name and hit the Find button The screen will list all matching people You simply select the individuals who are checking in and hit the Check In Out button When using barcodes you can assign the barcodes to pull up an individual or the whole family When the barcodes pull up one person it will automatically do the check in This is the fastest way of checking in children you just scan each child s barcode When the barcode pulls up the family you must first select which family members are checking in then hit the Check In Out button Fingerprint scanning can be used to check in one person or the family Again if it pulls up the whole family you must then select which family members are checking in New visitors can also be checked in and receive a badge and security receipt by using the Visitor button See Visitor Tracking for more details What Happens During Check in When a person is checked in several things happen Attendance is recorded in the main database for the individual Aname badge is printed with a unique sec
5. check in station and install the check in system from the CD or the download file If any of your check in stations will be running offline not connected to the main database turn to page 4 of this manual for details on how to configure stations for offline mode When you are ready to use the system go to each check in station and open the Excellerate check in software A window will open to allow you to configure the options for each station For more information on each option see the discussions on pages 4 11 of this manual When you hit start the software will launch and you will be ready to use the system If you are using fingerprint scanners you can find instructions on page 27 of this manual When it s time to reorder labels or other supplies go to www excellerate com order On the top of that page enter your Registration code and Zip code or postal code That will log you into your account and allow you to order supplies or upgrade member levels Table of Contents Check eA ee EE EE 2 pS Cea UNO Is eege 4 Online r Offline d E 4 Configuring The Check In Station ss ssssssssssssssssrssssssnssnnnrsrrsnnnnnnnrr ARR R RR RR RANKAR ANAR ERK RKA ARR RR RR RR NRA 6 Entering Members Into The Database sssssssssssssssssssssssnsrssssnnnnnnnrsss sann n nn nRR KARNA RER RR RA ARR RR nnmnnn 12 Using The Check In Station s sssssssssssssssssrsssssssssnnnrssssnnnnnnnnnr ARR ARR Rn RENAR ARR R RER ERK AAA RARE
6. family so the new person can be added to that family Entering New Visiting Families When new families visit your church you can enter the entire family using the check in system To speed up the check in process you may want enter the child first minimal info name phone DOB and let the family proceed to the service Then during or after service you can enter the parents information As long as you enter the same phone number the family members will be grouped together in the same family They can all share the same address so you don t need to enter the address for each family member Repeat Visitors If you decided to record new visitors in the Member module then repeat visitors can check in just like a regular member would using the Find button barcode etc 18 If you decided to record new visitors in the Pre Member module then on their second visit they would check in using the visitor button again but this time their information will be moved to the Member module Once in the member module they can be issued barcode key tags assigned fingerprints etc so they can check in like a regular member in the future If the visitor s whole family was in the Pre Member module the entire family would be moved to the Member module when a visitor is moved to the Member module they are automatically checked in If a family is moved to the Member module the family will be listed on the check in screen for you to s
7. for that field You can specify a default value that will automatically be filled in for that field You may want to default your City and State fields automatically If you want the field to have a pick list check that box and specify the value you want to appear in the pick list You can specify the items separated by commas such as Website Advertisement Friend Or you can use the predefined option for that field such as MEMBERTYPES for the MemberType field This will automatically fill in the pick list with all of the member types defined in your database If you want this field to be required during data entry select the Required option You can also define hidden fields that won t actually display on the new visitor screen but you can assign values to those fields for the new visitors For example you may want to set the FollowupFrom field to the value ChecklIn Visitor Simply choose the field FollowupFrom choose Make this a hidden field and set the Default Value to Checkin Visitor After configuring one station with your visitor fields you can copy the visitor configuration file visitorfields ini to the other checkin station s C Program Files Excellerate folder How To Check In New Visitors If you chose not to record visitor details then to check in a new visitor simply type in their first and last name and hit the on screen Visitor button or the F9 key on your keyboard Th
8. kept by the parent and used to pick up the child after the service The childcare worker must make sure the security number on the receipt matches the security number on the child s name badge Documentation The Excellerate Check In system consists of two programs the check in station software and the main Excellerate database The check in station software only handles the check in process All of the member administration such as adding and removing members is done using the main Excellerate database program This user manual covers installation and use of the check in station software Refer to the main Excellerate user manual for all other features including member management and reporting Note If you purchased the Check in version of Excellerate your version will not have some of the modules covered in the user manual so you can disregard those chapters Check in Terms Service Type The service type is the name of the different services or events you will be recording attendance for Typical service types are Sunday 9AM Sunday 11AM Wednesday Youth etc The service type can also be used to configure different room assignments for different services You can create as many service types as you want by going into the database and selecting options and then picklists In the drop down box you ll see an option called ChurchAttendance Type Select that and use the add or delete buttons to e
9. on Creating Report Styles in the Excellerate user manual or built in help for general information on using the built in designer For a list fields that can be used on the labels see the list Fields Available For Label Design in the previous section The check in report styles are saved on each computer unlike the other Excellerate report styles So if you make any changes to these report styles you would need to make those changes on the other computers or just copy the report style files to the other computers The check in report styles are all called Cl_xxxxx QR You must make sure the paper size is set correctly in the printer and report style for the labels to print correctly If you are using the built in label designer with a DYMO printer you will need to adjust the left margins on your labels to 05 inches Printing Reports Most of the reporting will be done from the main Excellerate program See the Reports menu Check in Attendance Reports Normal church attendance reports can be used as well A quick check in report is available from the check in stations by typing in the command GOPRINT in the Enter last 4 digits of phone or last name field of the main check in screen and hitting FIND This will print a simple check in report on the label printer or other printer if attached Setting up the label printer for printing the quick check in report You need to set the default paper size by going to Printers
10. set your default paper size by going to your printers in your computer s control panel right click the printer and choose properties Go to Printing Preferences Advanced and make sure the Paper Size is set correctly DY me DYMO LabelWriter Twin Turbo Advanced Document Settings 3 42 Paper Output Copy Count 1 Copy m Graphic E Image Color Management ICM Method ICM Disabled ICM Intent Pictures He Document Options Advanced Printing Features Enabled Pages per Sheet Layout Right then Down Color Printing Mode Enhanced Halftoning Photo Quality A Printer Features Print Quality Text Only Print Density Normal To modify labels go to the Service Details tab of the check in station software 25 Excellerate 3 9 C Program Files Excellerate database mdb Service Details Options Room Assignments Security Number Report Service Type Celebration Ja ify Printer Roll Default Label Style Checkin Item Tags Style Checkin Item Tag Receipt Style Checkin Receipt Extra Label Style Adult Label Style Checkin Adult Visitor Label Style Checkin Order labels and hardware online or by Ord i phone 888 371 6878 tder online Start Exit Test Church lalla la la fa fa To modify labels use the button next to the label styles on the Service Details tab Hit the Modify button to make changes to the labels See the section
11. GN command Print labels for adult visitors When entering new visitors from the check in station by default adults wont get name badge labels If you would like adult visitors to receive name badge labels select this option Adult visitors get the Adult label style selected Touch Screen button size Allows you to override the automatic settings for button size 70 is an average size List Font Size Font size for the names listed on the check in screen Only Show Children Only shows children when looking up names for check in Don t select this option if you are scanning fingerprints for parents Don t print for children over age Allows you to prevent printing labels for children over a certain age Use Fingerprint Reader Select this option if you are using the fingerprint reader for check in Fingerprint Server Specify the fingerprint server name or IP address If the fingerprint server software was installed on this same computer use localhost Room Assignments Tab Excellerate 3 8 20 C Program FileskExcelleratetstation mdb X Service Details Options Room Assignments Security Number Report Different room assignments for each service l Room Assignments for all services Starting Age Room Assignment Ask for Item T Dyr Omo 2yr Omo Elephant Room Tyr Omo 2yr Omo Monkey Room Zur Omo Aur Omo Panda Room Syr Omo 6yr Omo Leopo
12. NRK KAR ARR nn nn 13 What Happens During Check in s sssssssssssssssssssssssssnssnnnrrsssnnnnnnnnn sn nn RAR R RAR RR RR RAR RANA RENAR ARR RR RR RR RR RR 14 Visitor Tracking eaea na eae aaa aena aaaea iaee aaee eeaeee aaneen nanana 15 E Lu Le E 19 Assigning and Printing Bar codes s sssssssssssssssssssssssssrrsssssnnssnnrsss sann nns nrR ARR R RR RENAR KARA RNE RR RR RR Rn nn 19 Printing Barcode Key TAQS ssssssssssssssssrssssssnssnnnrsnssnnnnnnnnssss annans nnnR RAR R RAR RANKAR ARR nanne nnmnnn nn nn 20 Assigning Pre printed Bar codes ssssssssssssssssssssssssssnsssssnnnnnnnrrsns ann n nn nnN AR ARR R RANA RR RANKAR ARR RR ARR NRA 21 Stopping The Check In StatiON sssssssssssssssssssssssssnssrsssnnnnnnnnrsns ann n nn nns RANA ARR RARE R ANKARA RR RR RR RNA 22 Synchronizing Offline StatiONS sssssssssssssssssssssssssnssssssnnnnnnrnsss ann nns nnRN ARR R RR ARR ARKA RR RR RER KRK RR Rn nn 22 Custom Designing Your Own Name Badges sssssssssssssssssssssnsssnnrsrssssnnnnnnnsr ns n annan nn RNA RR Rn nn 23 Printing Reports Trsa Seed Eeer 26 Reordering Supplies s sssssssssssssssssssssssssssnnnsssnsnnnnnnnnk rss RAN nn nRR KARA RARE R ERAN ARR R NERE ARKA RAR R RER R KARA RR Rn nn nn 27 Using Wireless N tworks hierer eech ereecht e ech E 27 Configuring Fingerprint Recognition sssssssssssssssssssssssssssssssssnnnnnnnssss sn nns RR RK RAR NRA RR RR KR RR RR nn nn 27 Using the Fingerpr
13. ard Room Room assignments must be sorted by increasing age order New Life Cell Church The Room Assignments tab is where you can specify how to assign rooms to children based on their age or grade The Different room assignments for each service field allows you to setup different room assignments for each service type For example you may use 5 rooms on Sunday mornings but only 3 for Wednesday night services To add new room assignments use the button at the top of the screen Room Assignment Room Name Monkey Room Age DOB Grade Range Cee EK EE Years Months Years Months cos fm Suel Grade poy J Ask for Item Tags IN Y Prompts the user for how many to print 1 9 Automatically prints that many Cancel You can assign children based on their age in years and months or you can specify specific Date of Births which is helpful for assigning children based on the age they will be on a specific date You can use the More button to help you calculate the Date of Births You can also assign based on grade levels by choosing the starting and ending grade levels 10 Note grade levels are setup in the Excellerate database under Options Picklists Members StudentType field In the Ask for Item Tags field enter a Y if you want the user to be prompted for Item Tags when a child is checked into this room You can enter a number from 1 9 if you want that number of item
14. clude this MailCode NN Exclude businesses V Exclude Inactives Iw Report Member Type v blank for all Report Member Family Each Member v Change Sort Order Ze Members Lastname Name C 5 digit zip Report Styles Address Book Barcode keytags Families Avery 5160 Barcode keytags Families Dymo 30330 Barcode keytags Families Zebra printer Modify i i Individuals Avery 5160 Delete Barcode keytags Individuals Zebra printer Church Checkin List Barcodes S Web Adding Members to report name adds it to the Member report menu New Preview Change Selection Cancel You can also print them on labels with a laser printer just use a different report style such as Barcode Key tags 5160 After choosing your printer hit the Properties button then Advanced to make sure the label size is set to Address 30252 for Dymo printers or 2 25 x 3 00 for Zebra printers Family Barcode Key Tags Family bar codes will pull up the family on screen during check in At that point you need to select which members are checking in with the mouse or touch screen To print family barcodes you use the same approach as before pulling up a view of children then when you go to Members Lists Labels you want to change the Report Member Family option to Family Then make sure you choose one of the family barcode report styles before you hit print Assigning Pre printed Bar codes When usin
15. dit the service types you have Station Mode online offline If a check in station is able to open the main database either through a network connection between the check in computer and the main computer or because the database is stored on the computer at the check in station it s considered to be in online mode With online mode all you have to do is make sure your check in station knows where the main database is you can do that by going to the options tab of the check in station and clicking the open database button Then just find your database The check in station will record attendance into your database in real time If the station does not have access to the main database it needs to be set in offline mode With offline mode you will create a small version of your database onto a USB flash drive one per station The flash drive will be left in the check in computer during service Anytime the station needs to search for someone or record a check in event it will use the information on the flash drive to do so At the end of the day simply sync the flash drive up with your main database For information on how to copy the database onto your flash drive go to page 4 of this manual Syncing the database is explained on page 22 Item Tag These are extra tags that can be printed They can be used for anything you want and you can design them to look however you want But the most common use is for labeling diaper bags
16. drivers are finished installing Note The labels included in the printer box are samples from the printer s manufacturer and are not used for the check in station The labels for the check in station are usually packaged separately If this is the first time you have purchased Excellerate software go to step 6 to create a new database If you had Excellerate software installed prior to purchasing the check in module you will need to update your software to include the fields related to child check in Go to Utilities Setup Flex Fields then hit the Import FlexFields button You want checkin ff Four new fields will then appear in the member screen Read the top of page 4 of this manual for information on importing these four new fields then go to step 8 below Users new to Excellerate should now install the Church Management portion of the software on the server or computer that will hold the database You can find information on how to set up the database starting on page 11 of the Church Management Software manual Remember that if you only purchased the check in system some topics and options discussed in the manual may not be available in your version of the software Go to the member module and enter everyone you wish to track Details on the module can be found on page 31 of the church management manual Information on the new check in fields can be found on page 12 of this manual Go to each of the computers you will be using as a
17. ds Editor ii Use this screen to define the fields to use for new visitors You can also create HIDDEN fields to assign specific values Fields used for new visitors Field IR FirstName EI Last name R HomePhone Phone Date of Birth Child Head Spouse Other Room Assignment fra Room ssignment a Conditions Addresses Add Allergies Special Needs Address line 1 E Addresses City City Addresses State State Ki Addresses Zip Zipcode Firstvisit HIDDEN X Drag rows to change the sort order AE EER You can copy these settings to other check in stations by copying the visitor configuration file visitorfields ini to the other checkin station s C Program Files Excellerate folder OK Cancel 16 The Visitor Fields Editor allows you to specify which fields you want use when adding new visitors to the database To add a new field use the button Visitor Field Editor E OoOo L AA gt 2 The picklists below only show common choices You can manually type in values Field v Tite Make this a hidden field For date fields you can set Default Value 1 the default value to TODAY Picklist SIb Choice1 choice2 choice3 or FSE E pick the predefined option Required I from the list OK Cancel Here you specify the field from the database such as Firstname HomePhone etc and the title
18. e connected to your Excellerate database Attendance is recorded in real time Offline mode means the check in stations are not connected to your network maybe they are located in a separate facility The stations will operate using a local offline copy of your Excellerate database and attendance can be stored on a portable USB drive and synchronized with the real database later Configuring Offline Mode You will need to create an offline database for the check in stations From Excellerate go to the Utilities menu Synchronize Check In Stations Synchronize Check in Stations To sycnhronize offline check in stations this utility imports new attendance files from those stations After importing attendance you can create a new offline database for the stations Files can be transferred using a portable USB thumb drive network etc Path for attendance files and offline database EA Allow Check Out Import offline attendance files Here you can use Create offline database to create an offline database for the check in stations First choose the path for the offline database typically a local USB drive Excellerate will copy the database to this drive for use by the check in station Now you can connect the USB drive to the check in computer Start up the check in station program by using the desktop icon If you see a message about database not found go to the options tab and change Station Mode to offline
19. e main check in screen and hit FIND the program will close If you are using offline mode leave the portable USB drive connected until the check in station exits then you may remove the drive If you just want to exit the check screen and go back to the program screen you can type in GOBACK and hit FIND Synchronizing Offline Stations When using offline stations make sure you have the USB drive connected to the check in station before starting it up When offline stations start up they will look in the transfer path USB drive for a new offline database in case you added new members to the database etc When the check in station closes it will copy new attendance files to the USB drive After the check in software exits you can remove the USB drive and connect it to a main Excellerate computer To synchronize the databases after a service connect the USB drives to an Excellerate computer Go to Utilities Synchronize Check In Stations Synchronize Check in Stati To sycnhronize offline check in stations this utility imports new attendance files from those stations After importing attendance you can create a new offline database for the stations Files can be transferred using a portable USB thumb drive network etc Path for attendance files and offline database ai Allow Check Out Create offline database with current data First use Import offline attendance files button for each of t
20. e visitor name badge and receipt will be printed immediately If you chose to record visitor details then first press the Visitor button or F9 on your keyboard and the visitor entry screen will appear 17 3 Excellerate Check In EES aelel lebll afee yu opr fafslofflefel kf erae z x e ve n uT ace Click on the fields below and enter the information using the on screen keyboard First name Last name Phone Date of Birth Child Head Spouse Other Child Room Assignment Allergies Special Needs Online Celebration This screen allows you to collect the new visitor information necessary for a full check in You can add additional fields like Address or Cell Phone etc You can also define hidden fields to assign specific values for things like follow up fields Room Assignment can be calculated automatically based the child s date of birth or you can choose it from a pick list when new visitor information is entered the program will first check to see if this person has already been entered in the database by comparing their name and phone number If the visitor is not found it will be added to the Pre Member or Member module of the database depending on your choice for the Record New Visitors field If the program can t find that specific person in the database but does find an existing family based on the phone number it will ask you if that is the correct
21. ecurity number that is automatically printed on the name badge as the call number when notifying parents of a need The Security Number field records the last security number generated for that child Just in case the child loses his name badge you can still lookup the security number for notifying parents of a need The Room Assignment field in the member s information screen allows you to specifically assign a room number to a member The check in system can automatically assign the room based on age but if you specify a room in their member record that will take precedence 12 If you plan on using pre assigned room assignments you will need to enter the list of available rooms by going to the menu Options Picklists Then choose the field Members FF RoomAssignments Ee Picklists Picklist for Field Members FF_RoomAssignment vae TJ Elephant Room Monkey Room gt Turtle Room Change item Delete Item OK Cancel Help Using The Check In Station Start the check in station using the desktop icon Choose a Service Type and hit the Start button to bring up the check in screen e 4 digits of phone or last name d S O 0 q x DS O D pa D pace Lastname Firstname Relation Last Check In Time In Time Out D ke 13 This check in screen is used for both self check in and attendant assisted check in When used with a touch screen
22. elect which members are checking in at that time just like a regular family check in When you use the Visitor button for a repeat visitor you don t necessarily have to enter all of the fields The check in system will find their previous record in the database and use that information If you want to provide new information during the second visit to fill in missing information you can Adding People to the Member Module from the Check in Station Most of the time you will want to add first time visitors to the Pre Member module because you re not sure if they will be coming back and you don t want to fill up your Member module with a lot of people who are not coming to your church But there will be times when you want to add a person directly to the Member module You can use the GOADDMEMBER command to force adding a new person directly to the Member module To use this command just type GOADDMEMBER in the main search field and hit Find This will bring up the visitor form but will add them to the member module Visitor Check in for Offline Mode Stations configured for offline mode will be able to check in visitors but not store their information in the database An anonymous attendance record will be recorded but not the visitor s details New visitor details will need to be added into the main Excellerate database from some type of new visitor form collected during check in Re printing If you need to re print a na
23. epting all of the defaults You will need to activate the server by going to your windows Control Panel Choose the M2SYS BioPlugin Server icon Go to the License tab where you can enter your license number provided or insert the blue USB lock if you received one When you start your server you will see a traffic light icon in the system tray If the light is red right click it and hit Start fingerprint server If the light changes to green then back to red contact technical support for help troubleshooting 901 754 0315 or support msdweb com If you have any trouble with your activation please give us a call 888 371 6878 or email info Excellerate com Using the Fingerprint Reader The fingerprint hardware allows you to quickly identify an individual to the check in system In order for the system to know who you are you need to assign a person s fingerprint to their corresponding record in the check in system You can use the child s fingerprint or the parent s Fingerprints can be configured to check in an individual or they can pull up the whole family on screen for you to select which members are checking in Assigning Fingerprints When assigning fingerprints the actual fingerprint image is never stored nor can it be retrieved from the system The software only records a mathematical representation of the key features of the fingerprint Fingerprints need to first be assigned to the actual person whose fingerprin
24. excellerate Excellerate Check In Station User Manual Version 3 9 Micro System Design PO Box 1401 Cordova TN 38088 1401 888 371 6878 10 11 12 Quick Start Guide for the Check in Station Prepare the computers you will be using for the check in station Make sure they have enough USB ports for each piece of hardware you will be using If these computers will be networked make sure they have full access to a shared folder of the computer that will hold the Excellerate database If the stations will be using a touch screen connect the screen now It will attach in the same fashion as most other computer screens The only difference is that there is also a USB cable to plug in A CD with the drivers for the monitor is enclosed in the monitor packaging After you install the drivers from the CD you should see a program running in your system tray near the computer s clock that will be used to align your touch screen Double click that icon to do the alignment If the stations will be using barcode scanning plug the scanner into your USB port To program the scanner turn to the last page of this manual and scan every barcode in the order that they are printed A check in station may be equipped with both barcode and touch screen entry Insert the CD that comes with the Dymo printer It will walk you through the instillation process and when it finishes plug the printer into the computer Do not connect the printer until the
25. f you must use a wireless network we have found that some hardware configurations work better than others so make sure you test your particular configuration before going live with the check in stations Because of the possible dropouts with wireless the check in software has a feature where it can automatically switch over to remote operation using a local copy of your database to ensure your check in process continues To enable this feature you need to make sure your stations have an updated version of the offline database described in the offline mode configuration above When a check in station switches to remote operation the attendance will be stored locally on that check in computer When you exit the check in software it will attempt to copy the attendance file to the transfer path portable USB drive allowing you to synchronize the attendance with your main Excellerate database Configuring Fingerprint Recognition If you ve purchased the fingerprint hardware you will need to install the fingerprint reader software and fingerprint server software Typically you would install the fingerprint reader software on each 27 check in station and install the fingerprint server software on your server If you are only using one computer you would install both the reader software and the server software on the same computer Before installing the fingerprint hardware and software make sure you ve installed and configured al
26. fies an extra label style to be printed with each check in Receipt Style Identifies the label style you want to use for the pick up receipt Adult Label Style Identifies an optional label you want to print for adults checking in Volunteers etc Visitor Label Style Identifies the label to use for visitors Printer Roll When used with the Dymo LabelWriter Twin you can assign each label to print on the left roll or the right roll For example the name badges can print on the left roll and the receipts can print on the right You can set any of these styles to NONE to skip printing See below about using the label designers Options Tab Excellerate 3 9 2 c program files excellerate database madb GI Service Details Options Room Assignments Security Number Report Open Database Define extra data fields Station Mode Online EN Transfer Path Label Printer iv Use DYMO designer for printing Allow Check Out 7 Touch Screen Button Size 0 Show Verification Screen List Font Size 0 Do NOT record attendance 7 Prompt For Call Number Record New Visitors PreMembers w Hide Visitor Button Define New Visitor Fields Use Pre Printed Barcodes Hide the Assign Button You can use the GOASSIGN command or F10 Print labels for adult visitors Only show children T Dont print for children over age jo Use Fingerpint Reader
27. g pre printed bar codes you must first assign them to the people you want to check in First make sure Use Pre Printed Bar codes is selected in the options tab From the check in station you simply search for the people you want to assign select one or more individuals that you want assigned to the barcode then hit the Assign button or use the F10 key You will be prompted to enter the lookup code or you can scan the barcode When you assign a bar code it will check to see if anyone else has that bar code already and will ask if you want to clear those first Now that the barcode is assigned you can use it to check in people You can assign any number of barcodes to a person or family So each parent could have a different barcode that checks in the child or family If you assigned a bar code incorrectly just re assign it and it will ask if you want to clear the old assignment You can also edit lookup codes from Excellerate in the church attendance tab using the button Edit Lookup code for Check In system 21 If you want to lookup a barcode in the Excellerate database you can use the included view called Barcode Lookup for pre printed BCs This view will need to be imported in to the database from the Select Different View screen and choosing Import View From File Stopping The Check In Station To stop the station type in EXIT in the Enter last 4 digits of phone or last name field of th
28. he Dymo Label Designer To use the Dymo label designer you can run it from your start menu or use the buttons on the Service Details tab File Edt View Format Insect Layout Address Book Help W Design and Print Labels E HG iigekzen JB 7 U Ae H zl Lal e Labels Designer Address Book Label Objects Drag or d fia Ach 20 acd t eg SC Firstname Lastname Kass pa emma a of Elsen gend Leopard Ro m Celebration Saturday September 06 2006 12 32 AM wwe excellerate com Dreg or dofie Ach ta add to lade a weg nl BEE DN e Lenger 330 056 E Large Feiere 17 Ch E em 4 The label designer as it appears if you have a Dymo 450 or 450 Turbo 23 File Edit Format Address Book LabelEditor Help DYMO Label Software Checkin with Call or Security Number TIAE Label Files i Checkin with Call or Securi v Label Roll Left Roll s I Address Book N Designer Q User Guide DYMO Web Site _ Label Size 2 75 x 2 13 Wx H ei d B l EE MM 33 FQ abe zart i sue E DO Gef Adams A1009 Co here to enter an address Click here to change the tert eegen Tuesday March 27 2007 11 29 AM WWW excellerate com The label designer as it appears if you have a Dymo 400 or 400 Turbo Diskette 30258 DYMO LabelWriter Twin Turbo bottom usb The label designer creates Label files For instance if you made a file
29. he USB drives After all attendance has been imported hit Create offline database to make a new offline database for each drive This will copy any new Excellerate member or attendance information to the offline database for use by the check in stations 22 Custom Designing Your Own Name Badges Excellerate can use two different label designers depending on which label printers you are using Excellerate 3 8 20 C Program Files excellerate station mdb Ps Service Details Options Room Assignments Security Number Report Open Database Define extra data fields Station Mode Dis gt If you are using the Dymo printer the easiest method p is to use the Dymo Label Designer that is installed when you setup your Dymo printer To use the Dymo designer make sure Use DYMO designer for printing is checked in the options tab Transfer Path F 5 Label Printer Allow Check Out Touch Screen Button Size 0 Show Verification Screen List Font Size 0 Do NOT record attendance M e i Prompt For Call Number m Record New Visitors N S If you are using a Zebra or other label printer you Hide Visitor Button I Define Ne Field must use the built in label designer so make sure Use Ure ie fined Hoodies i DYMO designer for printing is NOT checked Hide the Assign Button jw You can use the GOASSIGN command or F10 Use Fingerpint Reader Fingerprint Server localho New Life Cell Church Using T
30. in your Control Panel Right click the printer and choose Properties At the bottom of the General tab hit the Printing Preferences button Then hit the Advanced button 26 DYMO LabelWriter Twin Turbo Advanced Options me DYMO LabelWriter Twin Turbo Advanced Document Settings 5 42 Paper Output Copy Count 1 Copy in Graphic E fe Image Color Management ICM Method ICM Disabled ICM Intent Pictures je Document Options Advanced Printing Features Enabled Pages per Sheet Layout Right then Down Color Printing Mode Enhanced Halftoning Photo Quality E A Printer Features Print Quality Text Only Print Density Normal Change the Paper Size to 30258 Diskette or whatever label size you are using Close all screens by hitting OK Reordering Supplies When it s time to reorder labels or other supplies go to www Excellerate com order On the top of that page enter your Registration code and Zip code or postal code That will log you into your account and allow you to order supplies You will do the same thing when your church grows and you wish to upgrade to the next member level or if you wish to upgrade to use our full church management software Using Wireless Networks Excellerate check in stations can be run over some wireless networks but due to the high demands of a multi user database and the possibilities of dropped packets over wireless we recommend using hard wired network connections I
31. int Reader s ssssssesssssssssssssssssssssnsrrrssnnnnnn nns rs nn nn nn nRR KARA RARE R RR AA ARR RR RER RR KR RAR ennnen 28 Removing FINGO DEE 29 Scanner Programming Sheet eccccceeseeeeseeeeeeeeeeeeeeeceeeeeeeeeesaaaseeaeeeeeeeeesgaeseeeeeeeeeeenaeessaneesenees 30 Excellerate Check In Station The Excellerate Check In Station software streamlines your check in process automatically records attendance in Excellerate and helps increase security for your children s services Several check in stations can be set up and each can be configured differently Each station requires a computer running Windows and will typically have a label printer Barcode scanners touch screen displays and fingerprint scanners are optional The check in stations are typically used for checking in children for church services but can also be used to record attendance for volunteer workers or even other types of events The check in software is extremely configurable allowing you to customize the name badges and optionally print other types of labels and receipts Child Check In Process A typical check in begins with the parent scanning their barcode key tag for their child scanning the child s fingerprint or looking up their family using a touch screen Name badge and security receipts are instantly printed when someone checks in The name badge will include the room assignment and any special needs the child may have The check in receipt is
32. is the fastest way of checking in But it also means you may have two or three bar codes for a family with two or three children You can print barcode labels for any view of your database Using the main Excellerate program First choose a view of the people you want to print barcodes for such as Children by choosing the view Children from the view drop down list ate 3 8 C Program Files Excellerate samp EE Age Range Member All Members Anniversaries for Month Anniversaries in date range Birthdays for Month Birthdays in date range Businesses Cell Attenders in date range Cell Leaders Cell Leaders in District Cell Leaders in District Zone Cell Members in District Cell Members in District Zone Children Children 12 and under Children with ages between Church Attendance in date range City Class Members Class Members for date range Completed all sessions of Class Completed all sessions of Class in date range Completed Member Step Completed Member Step A not B Completed Member Step in date range New Life Cell Church Duplicate Members Member Member Member Member Now go to Reports Members Member Lists Labels and choose the report style called Barcode Key tags Dymo 30330 or Barcode Key tags Zebra to print key tags on the label printer using the Dymo 30330 labels 20 Report Title Member Information Current View Children Current Member Tina Adams Ex
33. just press OK Example assigning a parent s fingerprint to pull up the children Pull up the parent s record in the check in system Highlight their record and hit the Assign button or use the F10 key Scan the parent s finger 3 times You will see the message Select the individuals below to pull up for this fingerprint Then press OK Now select just the children of the family and hit OK Now when the parent scans in the children will be listed for check in Note if you are using multiple Excellerate databases for check in each database must connect with a different fingerprint server You can t use two Excellerate database with the same fingerprint server Removing Fingerprints If you want to remove a fingerprint from the system highlight the person and hit Assign then cancel 29 Scanner Programming Sheet Symbol LS2208 Scan each barcode in order USB HID Keyboard Emulation NN INN IMAN INNAN se INN NAD wl IMM CODE 39 ANY LENGTH NW wgl 30
34. l of the other check in software and are sure everything is working correctly Installing the Fingerprint Reader Software To install the fingerprint reader on your check in station choose the Install fingerprint reader software option from the installation CD Continue through the installation screens accepting all of the defaults Connect the fingerprint reader to the computer To verify that the fingerprint reader is installed correctly start the check in station and go to the options tab Choose Use Fingerprint Reader Go ahead and enter the name of the server computer that will be running the fingerprint server software If you are only using one check in station you can leave the server name as localhost Start the check in station If you don t get any error messages about the fingerprint scanner everything is installed correctly When you re start your computer you may need to activate the license for the fingerprint reader so go ahead and re start now If you see a license activation screen you will need to insert the green USB lock or enter your license number if you received one If you are installing the reader and server software on the same computer use the blue USB lock You won t need the green one Installing the Fingerprint Server Software To install the fingerprint server choose the Install fingerprint server software option from the installation CD Continue through the installation screens acc
35. me badge item tag or receipt you can use the REPRINT command First look up the person you want to print highlight their name in the list then enter one of the commands below in the Enter last 4 digits of phone or last name field of the main check in screen and hit Check in Out button REPRINT REPRINT BADGE REPRINT TAG REPRINT RECEIPT To ensure security you must enter a password to use the re print feature The password is manager Assigning and Printing Bar codes The Check In station works with bar code labels printed directly from Excellerate or with pre printed barcodes Bar code labels printed from Excellerate are printed using the label printer and can be applied to plastic key tags for parents to keep on their key chain You can easily re print bar codes yourself at any time Bar code labels do not need to be assigned to members initially because they are technically already assigned by the fact that the barcode is their actual Member ID Pre printed barcodes are key tags that have the barcode pre printed on them These are much more 19 durable than the bar code labels You can even use many other bar coded items such as driver s licenses or grocery store key tags Pre printed barcodes need to be assigned to members by scanning them at the check in station initially before using Printing Barcode Key Tags Individual Barcode Key Tags Individual bar codes will instantly check in an individual This
36. named checkin the full filename would be checkin label Note if you are using a Dymo 400 or 400 Turbo you will get LWL files instead These should be stored in the Excellerate folder on each check in computer To use fields from Excellerate on your labels assign Reference Names field names to the objects by right clicking and selecting Properties The older Dymo 400 software uses the term Object Properties For example to print the child s first name on the label add a text object to the label and change the reference name to Firstname If you want to use the same field on the label more than one time name the duplicate fields ending with 1 or 2 etc example FullName 2 Fields Available For Label Design Field Lastname Firstname Relation DOB SecurityNumber SecurityList FullName Service ServceTime Time FF_RoomAssignment FF_RoomAssignmentPicture FF_CallNumber MemberPicture FamilyPicture FamilyHeadPicture FamilySpousePicture Example Explanation Tina Adams Child 03 15 2004 A44 Tina A44 Tommy A45 Lisa A46 for the whole family Tina Adams Celebration Celebration Sunday November 5 2006 8 57 AM Sunday November 5 2006 8 57 AM Nursery Prints a picture for each RoomAssignment picture should be named Monkey jpg etc 35 or whatever call number you assign Picture of the member Picture of the family Picture of the head Picture of the spouse 24 FamilyParents Joe Adam
37. nd individual visitors can be printed on the attendance reports The following is an example of the new visitor screen 7 Excellerate Check In Enter last 4 digits of phone or last name excellerate check Click on the fields below and enter the information using the on screen keyboard Allergies Special Needs Online Celebration To choose this method of recording visitors go to the Options tab Record New Visitors and choose either Pre Members or Members E _Excellerate 3 8 20 C Program Files Excellerate station mdb Service Details Options Room Assignments Security Number Report Open Database Define extra data fields Station Mode Online D Transfer Path EN Label Printer fue ionic Brother HL 5240 series v M Use DYMO designer for printing Allow Check Out J Touch Screen Button Size Show Verification Screen List Font Size Do NOT record attendance 7 isil eMembers Prompt For Call Number 7 Record New Visitors Fees z Hide Visitor Button Define New Visitor Fields Use Pre Printed Barcodes V Hide the Assign Button You can use the GOASSIGN command or F10 Use Fingerpint Reader Fingerprint Server flocalhost New Life Church You can define which fields you want to appear in the new visitor form by using the Define New Visitor Fields button This will bring up the Visitor Fields Editor Visitor Fiel
38. orrectly e Connect Symbol LS2208 scanner if applicable and program them by scanning all of the barcodes in the scanner setup sheet at the end of this manual e Install the touch screen monitor if applicable and the accompanying drivers Align the touch screen using the installed elo utility the utility is a program on the installation CD If you ve installed the touch screen drivers the alignment utility should be in your system tray near your computer s clock e Install the main Excellerate software on your server or main Excellerate computer If you will be using the check in stations in offline mode install Excellerate on any computer that may be used to synchronize the check in stations with the main database New Customers Start Excellerate and create a new database Refer to the ain Excellerate documentation for installation and configuration help Existing Excellerate Customers Start Excellerate and Install the new flex fields contained in the file checkin ff Go to Utilities Setup Flex Fields hit the Import FlexFields button Four new fields will appear in the Member Screen You can re arrange them by right clicking the names if necessary Right click again to lock the fields in place e Install the check in station software on each check in computer Online or Offline Mode Excellerate check in stations can be run Online or Offline Online mode means the check in stations are attached to your network and ar
39. ow Verification Screen When checked the check in station will bring up a verification screen showing the person s picture basic information and optional fields after the person scans their barcode or is looked up An attendant can allow or deny the check in based on the information displayed This feature is useful when checking in students to a youth ministry This screen can also be used to capture member photos from the check in system Do NOT record Attendance Allows printing badges only and not recording attendance Prompt For Call Number Allows you to enter a call number or pager number during check in This number can be printed on the name badge Hide Visitor Button Hides the visitor button If you are using self check in you may not want visitors to be able to check themselves in You may want an attendant greeting new visitors You will still be able to check in visitors by using the F9 key on the keyboard Use Pre Printed Barcodes If you are using barcodes that were pre printed even from other sources such as a drivers license etc select this option It will allow you to use the Assign button to assign those barcodes to people in the database Hide Assign Button Hides the Assign button If you are using self check in you may not want people assigning barcodes or fingerprints themselves You will still be able to assign by hitting the F10 key on the keyboard or using the GOASSI
40. s Mary Adams FamilyHead field Prints a field from the head s record FamilySpouse field Prints a field from the spouse s record Prompt prompt msg Prompts the user to enter some text for the label For example Prompt Special Notes You can also use most fields from the Members table but you will first need to list the fields you want to use with the define extra fields button in the options tab see Excellerate s built in help under data dictionary You can also use your own Flex Fields if they have been created in Excellerate first To print a graphic or logo when using the built in designer you use the following field PICTURE filename where filename is the full path to your logo file If a receipt label style has the word FAMILY in the filename such as Family check in Iwl then the check in station will not print individual receipts but will print one family receipt instead When using graphics on your labels try to use simple line art black amp white BMP files Using color graphic files may cause your labels to print much slower After modifying any labels you will need to copy those files to each check in computer Using the Built In Label Designer If you are using the built in label designer and do not have a dymo printer you ll need to set the default paper size for your printer Note If you choose to use the build in designer but have a dymo printer you do not have to define your paper size You
41. sample Pictures 1 28 2008 4 12 PM File Folder A sample gl2_Pictures 6 2 2007 9 20 AM File Folder Jb Saved 2 6 2008 1 48 PM File Folder I database mdb 9 26 2007 1 50 PM Microsoft Access Lal m I File name server excellerate database mdb Files of type Databases b2 Cancel I Open as read only Configuring The Check In Station Service Details Tab Excellerate 3 6 20 c program files excellerate database mab xX Service Details Dptions Room Assignments Security Number Report Service Type MAENE a Modify Printer Roll Default Label Style Checkin si Ei L Item Tags Style Checkin ltemTag si Ed IL si Receipt Style Checkin Berens Ej L si Extra Label Style si JIL si Adult Label Style Checkin Adult D Ei L e Visitor Label Style Checkin v EI L e Order labels and hardware online or by Order onii phone 888 371 6878 rder online Start Exit Test Church Service Type Identifies which church service type you are recording attendance for New service types can be setup in Excellerate under Options Picklists Default Label Style Identifies the label style you want to use for name badges Item Tag Style Identifies an optional label style to be used for items that are checked in with the child such as nursery items bottles bags etc The parent can be asked how many item tags are needed or automatically print Extra Label Style Identi
42. t it is then you can specify which family members should be listed when that finger is scanned So if you want to use a parent s fingerprint that parent must be in the database you assign their fingerprint to their record then you 28 can select the children who will be checking in When scanning fingerprints the system needs to get three successful scans If you get a bad scan just try again until you get three good scans Try to touch the tip of your finger to the top of the scanner so the scanning window sees the middle of your fingerprint If you make a mistake or assign the wrong person simply re assign the correct person Example assigning a child s fingerprint First pull up the child in the check in system by searching for their name Highlight their record and hit the Assign button or use the F10 key Now you will scan the child s finger 3 times When scanning children s fingerprints or people with small fingers it is better to scan their thumb because of the bigger surface area Adults can scan any finger but usually the middle finger is the best since the index finger is more prone to scratches or injuries Each finger has a different print so your members need to remember which finger they assigned After the fingerprint is assigned a message will appear Select the individuals below to pull up for this fingerprint Then press OK You will notice that the child is already selected so you can
43. tags to automatically print without being prompted Security Number Tab Starting number h Excellerate 3 8 20 C Program Files excellerate station mdb Service Details Options Room Assignments Security Number Report Determines how your security numbers are generated Station Code 8 Ending number omg Add random character Use Call Number tests Must be different for each station L New Life Cell Church The Security Number tab lets you configure how the security numbers are generated Station Code Used to generate unique security numbers Each station needs a different Station Code Starting Ending Security numbers are sequentially assigned beginning with the Starting number number and start over when they reach the Ending number Add random character This option tells the check in station to add a random letter to the security code which helps prevent someone from predicting a security number Use Call Number Labels will use the Call Number if a person has one assigned as the security for Security if number If not it will generate a security number exists Report Tab Check in Preview or print a quick check in report More detailed reports can be found in the Report Excellerate program under Reports Check in Attendance Reports 11 Entering Members Into The Database You will use the main Excellerate program to en
44. ter the people that will be checking in Souche Member ID 1 Fam ID 7 Status gt S 4 Last dams Set ina Middle Prefix a a f re Tag J Save ei d nactive Family Adams Tina Relation Child 7 Marital sl usl CH C Deleted Cancel 2 Less JE Member Member Md Occup Homel 123 456 7890 DS Employer AN CHE Room Assignment 7 Student Mobilel Assigned to divisions I Mail Code Sex dE Email RN Page District Call Number Security Number Envelope Annivers Birth Ee FAX I Zona zj El Addresses IV Split family addresses Comments Agel 3 3 ae in Medical Other COONS 1 Home refers ie Big Main Street LIA Gaa O Peanut Allergy Anytown Useral Other Sponsor Userd Family Followup Profiles MemberSteps Organizations Visits Counsel Member Change History Church Attendance Date first visited Date Joined Contacts Date Type Response Sun L 0370172005 0470172005 How heard about fo Decision Type pr Follow up from pp Follow up Sponsor pp Last updated on 05 28 2008 10 30 AM by MANAGER See the Excellerate user manual for general information about adding members to the database The following fields have special meaning in the check in system Call Number Security Number Medical Other Conditions Room Assignment The Call Number field can be used for pre assigned call numbers if you have them Otherwise you would use the s
45. umber tab on page 11 Transfer Path In offline mode this is the path where you store attendance in offline mode on your USB drive so they can be imported into Excellerate later If you re using a portable USB drive the easiest way to find the transfer path is to open Windows Explorer right click on the start button and choose Explore Then select my computer and you should find your USB drive listed there It s name will be something like F So the transfer path name would be F Pre printed Barcodes vs Barcode labels Starting with check in version 3 9 there are two options for how to create the barcodes that people will use to check in The barcode labels option is where you use the Excellerate program to print barcodes onto labels that are then affixed to plastic key tags and given to parents If you had barcodes prior to upgrading to version 3 9 this is what you have The other option is pre printed barcodes With pre printed barcodes the plastic key tags do not have any labels stuck on but the barcode is printed directly onto the plastic They are much more durable than the label option Pre printed barcodes must be assigned to a child or family in order for them to work To learn more about assigning these tags see page 21 Installation e Install the Dymo LabelWriter 400 Turbo printer and software on the check in computers Start the Dymo Label software and print a sample label to verify the label printer is working c
46. urity number The badge will also have their room assignment special medical conditions and other information If the child is assigned to a room that is configured for item tags for bottles or diaper bags etc then one or more item tags will be printed A two part security receipt will be printed for the parents The receipt is made to be torn in half if you need to give one to each parent Optionally an extra label can be printed for some other purpose At any time you can look up an individual and see if they are currently checked in Checking Out Checking out is optional The Check In system does not require you to check out people If a person has not checked out by the end of the day the system assumes they ve checked out The advantage of checking out is that you would have a record of that so at any time you could report who is here and who is not Check out is performed just like check in You simply re scan their barcode fingerprint or type search Nothing is printed during check out The system simply records the time out You could also configure the check in system to print a barcode on the receipts and scan the receipts on check out You can also check out all members currently checked in This might be helpful when one service ends and another begins To check out all members tyoe GOCHECKOUT in the search box and hit the Find Button 14 Typically you wouldn t require new visitors to check out b
47. ut if you do you would have to have the system configured to record visitors in the database If you are storing new visitors in the Member module then check out is identical to normal member check out If you are storing new visitors in the pre member module then the only way to check out would be if you are printing their barcode on the receipt You would simply scan the receipt If you want to use check out make sure you choose Allow check out in the options tab Visitor Tracking There are two ways to track visitors in the check in system The first method allows you to quickly ask for the visitor s name only and immediately printout a name badge and security receipt The visitor s name is not recorded in the database An attendance record is recorded for the visitor so you can print reports but you won t know who the visitor is To choose this method go to the Options tab Record New Visitors and choose No If you need to edit the attendance records of these anonymous visitors you can use the menu option in Excellerate Utilities Anonymous Check In Visitor Attendance The second method allows you to enter the details for each visitor including name phone address etc which are stored in the database in either the Pre Member module or Member module This can be done by the visitor themselves using the touch screen or it can be done by an attendant with the regular keyboard Attendance records are also recorded a

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