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1. dl isc es ECEE 0 itional querys on these results click SEARCH icon Query the Database Associations Groups Find Records in People Queryin People Create search criteria like Association is equal to Field Comparison YID Blog is not equal to is greaterthan or equal to To perform the query 6 p sae or equal to O gainst ONLY the Clear All records from the gt previous query click QUERY CURRENT is greater than SELECTION Query Current Selection Query with a combination of AND and OR Some queries require the use of the connector AND as well as the connector OR When using both And and OR remember to place the OR statements first An example of this type of query would be give me a list of all the children or youth who have been baptized I have Baptized as a custom check box field 1 Select People gt Summary from the main menu and click the SEARCH icon Leave People as the Query In table Select Family Position from the Field Name drop down box Highlight is equal to in the Comparison box Select Child as the Value Press the ADD LINE button Press the OR button Notice the AND is changed to OR on the second line Select Family Position from the Field Name drop down box 9 Highlight is equal to from the Comparison box 10 Select Youth as the Value 11 Press the ADD LINE button 12 Select Baptized from the Field Name drop down box 1
2. ROLL CALL Pretoreno s l Pene Ariirennaa Contribastara Attendance fin Cin Merten Daian that you are creating the _ em a Enter the field names you want for each of your small groups names you want for each of your small group members A Daal Dumei Caim 2 Field 2 Ghk 2 Check 2 Col Ome 2 3 Field 3 chk 3 Check 3 Daeg Dated Crim Cha Check A Dmed Caio a Cam 5 Field 5 Che 5 Crack Sool eld Cam 6 Fed Check 6 Cstm 7 Fei Chk T Check Catm 4 Field A Chk Check A Catm Y Field Chk 9 Check Cstim10 Fiski 10 Ghk 10 Check 10 inma ROLL CALL Preferences Enter the custom field Cami Tent Size E Ouest Dae sm2 w2 heck 02 Dae Csm3 Fela Chk 3 Check 3 Cees Dee 3 4 Csim 4 Field 4 Crk 4 Check 4 Dele Date 5 cums Feds oks Check LL Cstm 6 Field 6 Chk 6 Check 6 Cstm7 Field 7 Chk Check 7 Cam 8 Field 8 oks Check 8 Csim9 Fei 9 Chk 9 Check 9 Csim10 Field 10 Chk 10 Check 10 Co 22 MAINTAINING PEOPLE INFORMATION Import People Information When you begin using Roll Call you may wish to import your existing contacts into the database Roll Call allows you to import people contact information and some custom fields from a tab delimited text file If you have the information in Excel you can create the tab delimited file by saving as tab delimited text file There are four file variations that can be used for the import One
3. _ m q Select the find by Es e Enero enc Mae SS A __PoEEs lt z E P _E Qu the value you are gt E amendanee AAA looking for y __ ES A y _ _ _ _ _ __ ea OgxQnnbxxrtxw Q _ R QKIGQO aa A A A A _EEEeeeeeeee A nn EEE zo _ L q A A A A so bad lis Confidential Comments Roll Call allows for Confidential comments that can only be entered and viewed by users that have the appropriate security access in Roll Call Confidential comments can be entered from an individual s record or from the Confidential comments menu Enter Confidential Comments To enter the Confidential comments from the menu do the following 1 Expand the People menu on the left side 2 Click on Confidential Comments 3 From the Search window click on the plus sign in the lower left 4 You are now in the Comments entry screen Enter the Last Name of the person that this comment is for 5 Enter the Date of the comment 6 Enter the Remarks Select Confidential comments under the People menu Click on the plus sign to add confidential comments 48 Enter the last name then press tab Select the appropriate person from the list Enter the date and the comments Select the find by criteria Enter the value you are search ing for pican acora Last AUU lt us Next l Previo BOM People_O sl GA i 4 EN Print E
4. Select address fordirestary 8 Current Address Both Addresses Primary Address Select Font List Children a l Select 2 or 3 Ti R m j j imes New Roman B O Show Birth Dates O Child mm dd yyyy c olumn dire ctory Qo Q Child mm dd Peterson Albert amp Caroline 1234 S Cedar Ridge Way O Show Children s Age D show Wedding Date O Show Associations O Show Shep Area O Show Family Email 3Columns O 2 Columns Select Personal Phone eMail for Directory Click to select Click to deselect Email Work Cell Pager Fax Select the people using associations The next window that is displayed is asking which people you want to include in the directory To indicate specific associations that should be included in the directory click over each association over to the Include box For example if you d like to include members and regular attenders in the directory click on the association Member from the Select List box It will move over to the Include box Next click on Regular attender from the Select List box It will move over to the Include box Click the PRINT DIRECTORY button If you opted to send the directory to the Printer please note this will go directly to your default printer If you chose to save the directory to disk you will be asked to provide a file name 234 Click on each Select the Association of those to be included in the Directo
5. 126 Highlight the con tributions which need to be manu ally posted Click POST to create a batch with these contributions This is the normal processing for recurring donations You need to leave Roll Call running overnight for this processing to occur If for some reason the system is down Roll Call will evaluate recurring donations based on the last time the process was run when it comes back up Manual You can also manually post recurring donations You may need to do this if you enter the recurring donation profile after the processing for that day has taken place For example if you enter a recurring donation for the 15 of each month on the 15 The processing for the 15 has already occurred so that donation will not post automatically until next month on the 15 To post a recurring donation select Search under the Recurring Contributions menu Find and highlight the donations that need to be posted Click POST in the lower right of the window 18 15 3 Recurring Donation Log To view Recurring Contribution activity click View Log under the Recurring Contribution menu This will show you any manual posts that happened any importing of profiles and record when the automatic posts happened Any errors in processing will be noted here as well Sd 4 7 11 02 00 01 Auto Post of Recurring Contribution profiles batch AP RDP 4 7 11 4 10 11 02 00 02 Auto Post of Recurring Contributi
6. 45 Find Research Background Checks To lookup Background Check information you can do the following 1 Expand the People menu on the left side 2 Click on Background Check 3 Notice the Find By drop down box Select the criteria Name Type or Clearance Level that you d like to find 4 Begin entering the criteria For example if you looking for the Background Check s on file for Diana Conklin you would enter Conklin in the field to the right of the Find By drop box As you begin entering that value your list will be reduced to just the Conklin records 5 To view the details for this background check double click on the record and the detail screen will be displayed Select your find by scl Hs gt sind criteria Organization a ES Saarch P Cagrechor in 5 476 11 Hidi Pisik Hecoraendi A Agra Add a Famay Condor Tim AUS Interview Approved Al Age Baciprund Checks Gimia Jugs Sam Background Poster Recommend 18 Oriy visitor Garcia Juan 4 5 11 Relerence ho Record Al Ages se Gertrude anani Enter the criteria you are e Inport searching for gt i Repons Visitations Visits are used to track telephone calls or personal visits with individuals Maybe your church calls first time visitors or the pastor visits folks in the hospital These are both good examples of visitations Roll Call allows you to record visitation information for people you have in the system This information can be entered
7. Enter return address Move send to name and address to middle Delete salutation 12 13 14 15 Fie Ede View insert Style Colors Format Toots a Da Bol aSa n mio gt Normal Mlawa lla elsz u B F CEOE LOOK EROGO EKEAKASY AIAKO ERIKY FEAE ASINE TODD G My Church 100 Moly Lane Byron amp 61010 1122 Gladiola Byron IL 61010 Move the name and address of the member to the middle of the page and down several lines Enter the name and address of your church if you d like it displayed in the upper left corner of the envelope Use the Print Preview icon to see how things line up Click PRINT MERGE to send the envelopes to the printer Select File gt Save as Template to save this envelope in the templates area to use again 231 PRINTING DIRECTORIES There are four types of directories available in Roll Call 1 Classic This directory is a two column directory that includes all family member names address and home phone 2 Standard This directory allows the user much more flexibility in choosing the font size and what information to display 3 Picture This directory contains the families picture family member s name and phone number 4 Group This directory contains information on folks in a specific group or class Classic Directory To create the Classic Directory expand the Directories menu on the left side bar Click on Classic Directory The first win
8. A 3 A m A 3 a om 1 a E i lt Diz m mM it Click on Select one of the following actions the data and Compact records and indexes indexes Op current file will be saved in a Replaced Files Compacting folder The compacted file will become the new current file tion Click on the Compact icon Information This information is not available when the database is opened in maintenance mode Y Compacting was completed successfully The original data file was moved to the Replaced files Folder The compacted data file is now the current data file When the Compact structure file The current file will be saved in a Replaced Files Compacting folder The compacted file wi comp act 1S the new current file complete Information i This information is not available when the database is opened in maintenance mode you 11 g et this message ba T ha o x Cra Y AOL CAL ADE 40 Server Administration fa l E e rene dl fig Preen m i AE Martenance A Annon Serene E Ge Garya a Se Server Click on Main tenance from the Last verifications Urinown Date Verify Rovords dead reir Server dashboard enfin can help you detect perb rmaros proble of proble concerto date rail cen valet Last comeing 2015 3010 19 30 Competing completed paccesaf ul u a COPEL Wh es the space haben up by the dete and opbeces her organization Compacting phoud
9. Use the paragraph option icons left justify center bullet etc to format the text of your letter Underneath the paragraph options are the font size and type options Highlight a section of text and then change the font name and size as appropriate The ruler bar will allow you to set margins tabs and paper size If you compose your letter in a different word processor and want to copy and past into Roll Call make sure to save the original document in an rtf rich text format before doing the copy If you do not save as text first the invisible characters from the other word processor will interfere with proper formatting in Roll Call When you are ready to print your letters click PRINT MERGE A letter will be generated for each person or family in your list Once your send the letters to the printer you ll be prompted to save a record of this correspondence the person s record If you like to record this answer yes the correspondence will be noted in the Letters tab in the People screen 221 Choose Insert gt 4D expression from the Word process ing menu Choose the field you d like to insert Insert Data You can also pull data from Roll Call into a letter Begin typing your letter When you are ata point that you d like to insert some data select Insert gt 4D expression from the word processing menu Next click on the arrow in front of the type of information you need and double click on the field you d l
10. pa ma P g t 7 E pad Ti TE 7 kias J ZE Click on the What tab Click the double arrow to move all funds to the Selected column Mark the box to include non cash gifts if you want to include property gift amounts in the report as well Je Ree REE 151 Drag or double click the columns to the Selected column to include them on the report The Donor Detail report Note actions that can be per formed with Address included E 7 Click on the Columns tab Drag the email address city and state fields from the left side column to the Selected column on the report 8 Click GENERATE to produce the report Seleciod sort 1 Lasi Hame Lasi Name 1 Fine Hama First Name 7 U4 Dato 7 Address 1 Gay Casa State Fund Panal Coda Aoc Farn y E tal Amount re Al j Dplional Maing Hara o 2 HOF LH FR Drag columna to change order In this next example lets say we d like a donor report for all members who have given to the building fund On this report we want to see donor name address donation date fund and amount 1 Highlight Donation Detail on the left sidebar 2 From the Criteria tab select This Month from the date range drop down 3 Click on the Who tab Select Association from the Run for drop down box Click on Member to move that value to the Selected column 4 Mark the box for Combine Families if you want
11. use this special query Once you click OK from the special search window a key word query editor will be displayed Click on the appropriate Key Word Field Highlight is equal to in the Comparison box Enter the value of the key word you are searching for for example Mechanic Press QUERY to get a list of all the people who are categorized as Mechanics a E To specify more than one key word use the ADD LINE button and repeat the process For more information on multi line queries see the section in this chapter on creating basic queries Find possible blended families This search looks for families with more than two members where at least one person has a different last name Find people with picture This search looks for individuals who have a picture in Roll Call Find families with a picture This search looks for families that have a picture in Roll Call 254 Find possible uninvolved families This search allows you to specify the type of uninvolvment When you select this search the uninvolved window is displayed You may check one or all of these boxes If you select multiples an AND conjunction is used If you check the box for hasn t given you may also specify a since date For example I want to know what families have not given since the beginning of the year I would check hasn t given then enter 1 1 06 as the date If you check the box for hasn t attend
12. wii 123 Bel St AS Total Amour 3100 00 Byron IL 64000 f Rat Person Envw blap Numb D 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 Connect to Pledge 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 is listed here you know the contribution is connected If you need to change which pledge is connected to this contribution use the Pledge ID drop down to change the connection 97 Note the Pledge ID on the designation line tells us this con tribution is connected to her pledge All of the donor s Oe pledges will be listed on the pledge tab Click on Quid Pro Quo tab Enter the item and the item s value Pledge Start Dale End Dale Piedged Balance Pledge 1D Buisness LOREA G PAA 4000 00 1000 00 El Quid Pro Quo Quid Pro Quo contributions are contributions where something of value was given For example if you youth group is selling CD s as a fund raiser The CD s are worth 15 If
13. Batch Total 11 334 00 Created By Director L 7 54 0 Fen Nickname Donavon Date Donation Type Total Amount CheckNo Smh Mark 5 1 11 Check 125 00 Conley David 5 1 11 Check l 50 00 123 Jonson Rodney Rod 5 11 Check 50 00 4567 Mara on George S N Cash l 555 00 Shorty Mies 51111 Check 333 00 2324 Henderson Patricia Patty 8 1 11 Cash l 3 483 00 3453534 Mussan Artan 5 1 11 Cash 6 768 00 463 Past Raton Delano YM Canzal J terri Rave Cia f Query Editor If you need to find a batch by criteria other than the fields listed in the Find By drop down you ll need to use the query editor To use this option do the following 1 Expand the Contributions menu 2 Click on the Search by Person menu option 3 Click on the SEARCH icon 4 Select the field you d like to query on 109 Click on Search by Batch then click on the SEARCH icon Choose table to query in This drives what fields will be in the list Choose comparison and the value you are looking for Click QUERY to return people that meet this criteria ee A A Hdl BID Batch Daie Descrip Posted Baien Coum Baner Terai 5111 hhh 7 1533 34 SA a 5 1 025 00 wat Mm 2 400 00 s O 2 150 00 avi a 3 4550 00 541 11 Import i 50 00 sii B 2 50 00 841 11 test a 7 11 334 00 SAAT AP RDP St 2 45 00 AUTI Easter Sunday 7011 m 3 47037 AAT AP RDP A724711 Ll 2 45 00 4 21 11 Maunday Thursday a 6 2 490 30 A
14. Enter Read Music as Chkl ao E ee Choose your ee Click on Group Mem group type a o ber custom Worship Tem ed Reads Music Dawi Datei Check 7 Dalo Gated Chock 3 Bocce hack A Dated Bate ea Dale 5 Gaies Checks E Chck hack A Check OOO Check 10 Now each time you create a worship team group there will be membership fields available to enter Instrument Voice Type Days Available and Read Music You can further customize each group by modifying the custom field titles for group members Add a Group Enter general information There are several options for getting to the Add a Group window 1 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 group Once you are in the screen to add the group 1 Enter the values for Campus Group Type Department and Status 2 Enter the name of the specific group under Group Section 186 oO ey M If the 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 Enter the Location of the group if applicable Indicate if the group meets weekly or randomly You may enter any comments or notes in the Notes field
15. 2 Fonts 3 Presentation To change the orientation of the report from portrait to landscape select File gt Page Setup from the quick report menu Choose the appropriate orientation You may change the font or the font size for a row column or specific cell Highlight the area you wish to change then select the font style in size from the drop down boxes in the middle top of the window l4 Quick Re port File View Style Cells Columns A Dae 686 09 aa dhe sie 7 u mi Eno NP E N CTS TUE E EINSTEIN ERE TES TT People First Name l People Last Name People Gender _ Peopte Date of Birth First Name Last Name Gende Date of Birth Change the font size and type here je 2 First Name i AX Middle Name 5 Last Name S A Name Suffix bo A Nickname 5 Family Info i AX Title b A Gender F Date of Birth l E Cross table To modify the presentation of the report you can 1 Select Style gt Borders to modify the types of border included in the report 2 Select Style gt Presentation to pick a certain presentation 3 Select Style gt Right Left Justify to change the justification of a column Print the Report To send the report to the printer select File gt Generate The print dialog box will be displayed so you may choose your printer If you d like to save the report to a file select File gt Destination Change the destinatio
16. Enin Erercii 1931 Jamiper Lart Flock iond IL 61106 Hune ENTE ST NE Porter Alca amp Melinda MEkeY Den E239 Cheney Cle FL THES dar aer VA ATA a EN Home 56 29 Richarthem Perry amp Janet Ary Pod Alyn Wik Frier TT Papps Hockionl IL 1108 rel SENT OE Simpean Hare amp dserirude Freddy Evelyn 1235 Banner Ex Sprenglicld IL 615 Sata harid amp Rien Harvey dareichen McHenry Payton Morgan Sri Werk amp Irene harry Tahi 235 Mall Katie Ayreon IL Alii KIJA bey Pron EL 1410 aol Page Family Picture Directory To create the picture directory expand the Directories menu on the left side bar Click on Family Picture Select the people using associations The next window that is displayed is asking which people you want to include in the directory To indicate specific associations that should be included in the directory click over each association over to the Include box For example if you d like to include members and regular attenders in the directory click on the association Member from the Select List box It will move over to the Include box Next click on Regular attender from the Select List box It will move over to the Include box Click the USE ASSOCIATIONS button Cr Select the association of those to be included in the Directory When you select an ssociation it will be Select List Include moved to this column Occasional Attender Memb
17. Fund Goal 20 000 00 Pledged 20 940 00 Click the minus sign to delete Last Garcia Loyan Mallard McHenry Moore Simpson First Nickname Juan Mark Sean Payton Evan Gertrude Address 2390 Nail 555 Pantano 9039 Percussion 2389 Nail 384 Veil 1235 Banner Dr Sparta Springer Walker Connie Carrie Bob 9238 Winter Rd 617 General 123 Bell St 245 00 __ 10 00 5 075 00 5 200 00 Sow Co Pledge Progress Letter Roll Call allows you to create Pledge Progress Letters to inform donors of how they are doing against their pledges You can customize the body of the letter and the closing text The middle of the letter contains a summary of their pledge and amounts received Then the supporting detail donations are listed To create this letter select Pledge Progress Letter from under the Pledge menu Formatting options From the first window select the specific pledge fund and the types of information you d like to include in the report 1 Use the drop down box to select the appropriate fund For example if you want to send out progress letters for your Building Fund that started 1 1 05 select Building 1 1 2005 from the drop down list 2 If you would like to include in kind giving on the pledge progress letter mark the box Report In Kind Giving 3 If you would like to include in kind giving values on the pledge progress letter mark the box Report In Kind
18. My Email is set up correctly in Roll Call 3 For the people that would like to get an emailed receipt mark that preference under their contributions tab and the settings tab Install the Print Driver To email receipts from a Windows machine download the print driver from ourceforge net projects pdfcreator Click on the Download Now button Select Run l 2 3 Select Run again 4 Follow the on screen directions to install Once you have the software installed you will notice a PDF CREATOR print driver in your list of printers My Email To email receipts from Roll Call make sure you have your outgoing email host information set up To enter this information expand the Home menu Choose my Email settings Enter the following information l Return address the email will be from this address If the recipient hits reply this is the address that would receive the reply 2 SMTP Outgoing Host Determine your email host s outgoing SMTP address Contact your email provider for this information 3 User Name Password If your outgoing email provider requires authentication enter the user name and password 4 Port Number Some providers require you to use a specific port number for large email jobs Contact your provider for this information 5 SSL If you provider requires SSL encryption mark this box 6 Click SAVE to save these settlings A Jesus Reigns ee Click myEmail G h
19. report You will be given a choice to send an email or a text Choose the option to send an email My Email Each user that will be sending emails from within Roll Call must set up their email information 1 Select My Email Settings under the Home menu on the left side 2 Choose a plain text or HTML type email 3 Enter the Return Address This is the from email address Ifa recipient replies to the email this is the address it will go to Enter the Mail Host Name This is your Outgoing SMTP mail address Enter the Username and Password if your provider requires authentication Mark the box for SSL if your provider requires SSL encryption Enter the Port Number if your provider requires a specific port number Make sure to click SAVE to save these settings 223 Ce ot ee Expand Home menu Email Enter your re turn address and outgoing mail host information Choose which email address to use Type body of email No formatting options are available in the plain text editor ae Bla e J rs aa A ale B B B mdeickonMy Fy se oll type HTML emai Click SAVE 25 SSL dh tempor Note Only enter User Name amp Password if your outgoing mail server requires Expo gt yp Reports fave Compose Email When you click on the EMAIL icon you will get the plain text email window or the TinyMCE editor for HTML emails based on your preference under MyEmail Th
20. 05292071 E mans Click GEN ERATE to run the report ii G ral WO 12541410 General 111411 121141 Ciering 141410 12131101 Tenes 1141 41 1231 11 Enter date range and other criteria Notice there 1s also a Reports menu on the top menu Once you drop down the reports menu you can choose People Attendance Contribution Pledge or Groups Again the Report Selection window will be displayed for the area you choose Depending on the type of report you selected there will probably be 3 tabs in the Report Selection Window Criteria Columns and View People There may also be tabs across the middle of the page Who What and When 96 Criteria Most reports will be anchored in the Criteria tab The information on the criteria tab will change based on what report you are running For example if you were running a contribution report the criteria tab would allow you to enter the date range of contributions you wanted to include in the report Note we are on the Criteria tab Enter date range for the report Who If the report you are running is for certain people attenders or donors there may be a Who tab on the Criteria section The Who tab allows you to select who should be considered for the report For example you will be able to run the report for certain associations groups keywords shepherd areas or by using the query editor First select the type association group
21. 1aj0o 100 gt Alma u zz Word process a ing menu and icons A eae May 14 2011 Brad Alexander 1122 Gladicla Byron IL 61010 Dear Brad Word pro cessing area Addressing Options The first thing you 11 want to do when creating a new letter is to choose the addressing option If you are addressing this letter to each individual represented in your list choose Individual Then choose if you want to use the first name in the salutation or the title for example Dave Conley vs Mr Conley If you want to address this letter to the family represented by the list of people choose the family option Then choose name title or all listed underneath Family If you choose name it will use the first name of the husband and wife if married or just first name for single folks If you choose Title 1t will use Mr amp Mrs for married folks or just the title and last name for single folks If you choose all listed it will use the first names of everyone in the family from your list of people Word Processor The word processor in Roll Call is similar to other word processors such as Microsoft Word or Word Perfect Note the menu bar items File Edit View Insert Style etc Underneath the menu items are icons for the commonly used features such as New Open Save Print Preview Print etc If you place your cursor over the icon a text description 1s displayed for that icon s function
22. Click LOAD FILE navigate to your date then click OPEN If you selected a custom file format you will need to use the drop down box at the top of each column to define the data represented in that column If you do not want to import the data in a column leave the selection as SKIP Default Association Member Default Family Position Click to Set the headers skip First Name skip Brad Title Blaine Last Name First Name Nickname Souny Suffix Gender Family Position M Ony set these notin Marital Status Association Pann ii Data stars tine skip skip Address 1 City 1122 Gladiola Byron 3893 Banter Byron 7 2389 Honduras Rockford 2389 Honduras Rockford 25 est QU Gow Click FIN ISH to import the data once you ve mapped all fields Enter a new Family Click Add Fam ily from menu Click plus sign to add a person or new family Once you enter fam ily position the title gender and marital status will be filled in for you Enter name and contact informa tion To enter people information into Roll Call using the Add Person screen you can do either of the following 1 From the Search Profiles under People click on the plus sign in the lower left 2 OR Open up the People menu left sidebar and click Add a Family You are now in the Add Person screen If you are enteri
23. Click on the What tab From here select the funds you wish to consider for this report 7 Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report 8 Ifyov d like to change the sort order move the columns from the Selected column to the Sort column 9 Click GENERATE a As an example lets say we d like to view how much has been given to General and Building by the small groups 1 Highlight Fund Summary on the left sidebar 2 From the Criteria tab select This Year from the date range drop down 3 Click on the Who tab Select Groups as the Run for criteria Click over all the small groups 4 Mark the box for Combine Families if you want contributions from families lumped together 5 Click on the What tab Click General and Building funds to the Selected column 6 Mark the box to include non cash gifts if you want to include property gift amounts in the report as well 7 Click GENERATE to produce the report 167 Select report period Select which donors should be included In this example we are looking at giving from small group members 5h lt 8 28 hp 8 8 pa 2 ap From the What tab select which funds you wish to
24. Ea Homa Prone i a camiggasdiins com E 18 872 34 7380 615 873 0430 2300 815 8730430 2389 mimidiaikdtslcom 8151 873 9430 2309 Grae corr 8151 477 4430 2368 F Enter the value you are looking for 50 Results where last name starts with smi Double click on a record to view all their details Click plus or minus to add and delete from list Results As you type in the value you are looking for the result set will change For example if you choose to find by last name and start entering Smith when you type in S you ll get a list of all names that start with S As you type m the list will be reduced to those last names that start with Sm From the results list simply double click on a record to view the detail information for that person AA Navigator ooo i DISIE sl liolales S amp S CGiwibif ASA NN a Pree mad Letters Labels Sgread AL Set Search Bosca Sete Seve tat GetGe Takat Pret F Home Find by last name 13 oma 4 88 0 Last Name First Necknarme bead of Farnty Association Fam y Position E Maa Home Phone rene Member Yin reno ARAS com 2 r Sman Kathryn Katie Member Chas 4333F Smir Mark Member Husband manolo d com 4333P Smith Todd Member Youth 4333 gt Scroll bar to move to the right or left Click and drag lower right corner to enlarge window Add Delete In the lower left of the results section notice the plus and minus signs C
25. FO FO 1080 10 aj a a aj a Cancel 30 To enter the data for a person do the following 1 Click on the Custom tab 2 Click on the sub tab for either Custom Fields or Custom Check Box 3 Enter the values applicable for this person Dates The Dates tab can be used to enter the Anniversary date for married couples as well as custom dates that you define See the Custom Field section for instructions on defining date custom fields This section can also be used to enter Significant Dates Significant Dates are events that happen to an individual that you may wish to track so that you can follow up with this person on the anniversary of the event Good examples of significant dates would be the death of a family member or diagnosis of cancer To enter significant dates into the system do the following 1 Click on the Dates custom tab 2 On the right portion of the tab click on the plus sign 3 Enter the Date of the event 4 Enter the description of the Significant Date O l People 106 e Ni le mm lt gt p Spread First Previous Next Last 11 87 Stats Click on Dates tab cord Modified 04 25 2011 Record Entered 04 25 2011 Record Confirmed 00 00 00 Family Members Title First Name Nickname Middle Last Name Suf David Coniklin pu David David Coniklin Spouse Association Birth Date Kim Member bed 08 2
26. Fax enter a fax number for this individual Click on Phones tab Ss lo en e oszanosa 46l gt ab m Enter an individuals phone numbers Fw ea uti IESAACICAEA Click to add ad A A Es ditional phone ES eS SS ARAN numbers Go A OSC 4 29 Click on Custom tab Click on Fields or Check boxes Click CHANGE TITLES to add ad ditional custom field names Choose field type Field text Checkbox Yes No or Dates Enter field name If an individual has multiple cell numbers or emergency numbers or additional phone numbers you d like to record use the Additional Phones section to enter these numbers To enter these numbers do the following 1 Click the plus sign in the lower left Enter the Phone Number Enter an Extension if applicable Select the Description of the phone from the drop down or enter a new one For example 1s this an emergency number secondary cell etc Za a 4 Custom Fields The custom fields in the People screen allows you to track information about a person that we don t have as a standard field in Roll Call The following are all good examples of custom fields that can be set up in Roll Call a person s occupation whether or not they want to receive emails or a baptism date To define the custom fields that you will track for each person do the following 1 Click on the Custom tab Click on the CHANGE TITLES button Select the
27. Has part lime job My Reports The My Reports area allows each user to build their own reports These reports can then be saved to run again in the future To create a report do the following 1 Expand the People menu 2 Expand the Reports menu 3 Highlight My Reports 4 From the criteria tab select the associations keywords groups or shepherd area that you d like to consider for the report 74 Select the criteria for which people you d like in this report Highlight My Re ports 5 Click on the columns tab and drag the columns you d like in the report to the right side Selected column 6 To change the sort order of the report drag the field you d like to sort on to the Sort Column 7 To save the report click SAVE and name the report 8 Click GENERATE to run the report To select a column for the report drag from left side to Selected column Click GENERATE to run the report Click SAVE to save this report for later use Use this drop down to retrieve saved reports 75 RECORDING ATTENDANCE Worship Attendance Create Service Before you can begin recording attendance for worship services you must first create the service record in Roll Call The service record contains the name of the service what day and time it meets and which associations you d like to record attendance for You may also indicate if you ll be recording attendance for only adults If y
28. O Print Revewets Close a 140 Sort options 6 Ifyou would like to have the receipts printed in alphabetical order select Last Name in the Sort options box If you would like to print the receipts in postal code order select Postal Code in the Sort Options box Reprint Options 7 Many times receipts must be re printed for various reasons they get lost the printer jams or they get lost in the mail If you need a copy of a receipt that has already been printed select Reprint If you need a second original select Original 8 Ifyou would like to print labels only select the type of label from the Print Options area then mark Labels only Data for the receipt 9 Enter the Name of the person authorized to sign the receipt 10 Enter the Location at which 1s issuing the receipt Once this information is entered click PRINT RECEIPTS to print the receipts Individual Gifts Choose individual gift and the date range Choose totals only summary by fund and whether or not to list all contributions Choose to include pledge information Individual gift receipts are receipts for a single contribution To create these receipts do the following 1 Expand the Contributions menu 2 Click on the Bulk Receipts menu item The Contribution Receipts window will be displayed 3 Choose Individual from the Receipt Type drop down Criteria From this tab you can choose the type
29. Phos 116066 1160 60 Pis 143500 ea oo oo FEOS 4 a 60 pap pom ipo tam pE pum E EIA 2200 pr jE i 3000 p row 23001 00 E ro Caer larisa n 2000 sam Loo imo 470 00 T kiaiii Taki kerti 2050 2000 1200 pema 40 00 1 600 on DO chery diy Where 200 tim Lem poia 10 00 10 00 TI Moca Pa Meher 1050 30500 zam A A EE 430 m E Fraires Erai wair 100 sow tooo boa fre ro dd Sony Gary incre Anan 100 hdc 34600 400 fii dida dd di dan ae LEDO Ane toe Lim eae Pood edie ce eee ri irm Evs Leapa EE 0 am bow 1006 bom de ee Hora pimpa i ee bog iho hie 100 Bare Lo af der ireren Paria del bereber 105 i iip bos 115006 iibig z a am kimim 105 Doce et tose 1 1 421 50 EE EET T ia F In this example lets say we d like a Donor Giving by Week report for all members who have given to the building missions and general fund On this report we want to see donor name association and total Highlight Donor Summary by Fund on the left sidebar From the Criteria tab select This Year from the date range drop down Click on the Who tab Select Association from the Run for drop down box Click on Member to move that value to the Selected column EndDae 09312011 a by Week NA foe What age ey Run tor Associations B Adults only a A Z wa 1 y lt lt Qererate Chone Mark the box for Combine Families 1f you want contributions from families lumped together To list all Members r
30. Return by Family Individual will be presented for you to choose from If you choose Return by Individual a list of individuals will be returned Quick Enro If this option 1s marked this c able to add visitors to the system and check them oy Name Phone or Family Number Will you do a search by name or a family number of the last 4 digits of the phone Check In Header Enter the header you d like for the check in screen For example Wamba Land Header Font Size and Color Choose the font size and color you d like for the screen s header Check In Image Pull in the logo for your church or ministry to be displayed on the check in screen Each user can have a different image Background Color Set the background color for your check in screen Mark the options that are applicable for the user you have highlighted on the left Make sure to click SAVE in the lower right when you are done Locked User If a user tries to log in more than 5 times unsuccessfully they will be locked out To unlock a user do the following Sign into the system as Director Go to the User Security Menu Highlight the user name that has been locked Click on the Lock Unlock button Change the password for this user a i Backup on single user system To create a Roll Call backup select File gt Backup You ll be taken to the Maintenance window Click on the BACKUP icon on the left Next click the PREFERENCES button to s
31. So 1920 0 cee IC cia paon Ponen Bach Count Basch Tow by Batch under sme E 5 41 18 hhh 0 7 1 5334 A the Contribu 42 Anandance Ml am 5 ua F o Contributions EE AL z 400 00 tions menu Then C Search by Batch sm a 2 150 00 lA Search by Person i i E choose your Find dE Ata rw rc E gt m Le ae ec he 5 1 11 Import w 1 50 00 By criteria jb Gorg Funds ps w a 2 80 00 b a Recurring Contributors 5 1 18 test O 7 11 344 00 7 Non Cash Gets E 5 1 11 AP RDP Sirit a 2 45 00 Sse jn arzan Easter Sunday 2011 el 3 aroa P beterri iin AIZA 11 AP RDP ARANI a 2 45 00 Double click on seh SSR H a aray Tracy A 5 2 490 30 TA Buk Chane e ANT AP RDP ATAI a 1 25 00 the batch you are Fon lila 4 10 11 AP RDP 4 10 18 El 2 125 00 lookin for Som Pledges lr ATN AP ROP ATAN 1 50 00 8 pearl ls 4 3 11 books La 1 50 00 a 5 4 3 11 Sunday amp 00am a 1 2 232 25 Pledge Progress Letters la Jna Socks l 1 5 000 00 Reports la 313 11 Worship San el 2 125 25 h Groups E 4 Enter your criteria 5 The batches that meet the criteria will be displayed 6 Double click to view details IC i in BB iaa The batch window Pare Usmad Leiers Labels Spread fest Preu Nest tow zl Batch 14 Posted Batch Type 181 1S displayed Double src GSS 4 6 PAE click on a specific e Coat O contribution to view Batch Control Total 0 00 it s details RE
32. The Start Date will default to today s date You may change it if you d like 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 a Add Record bem Maq gt a P Select the A Enter leader s group type EE eo A last name then department and 3 oa press TAB hildrer s Locavon name of this a 2 Ss Select from the group 5 A o kran mv list Click plus sign to add members to this class Sessions Group Custom 1 Group Custom 2 Prelarences Choose week ly or random frequency Camel JC Seve amp Hew A amp Close Add Members To enroll people into the group press the Members tab From within the members tab l Click the plus sign in the lower left of the window A 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 Select the appropriate person to enroll in the group 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 Enter last name or portion of last name Further refine list by entering first name Cony Double click on the name cr to select it If the name is highlighted press enter to select dd Vir
33. Week 110 Oe ae oe tS Summary by Year charts the giving for each year Summary totals for each year are displayed The Summary Overall charts all giving and charts it by Fund Totals by fund are listed on the right side Details by Month charts giving by the last 12 months Detailed contributions are listed on the right side Double click to view contribution record 111 Details by Week charts the last 12 weeks giving All contributions are listed on the right Double click to view contribution record LERET ee ee 112 MODIFYING CONTRIBUTIONS Open Batches Click on Search by Batch under the Contributions menu Double click on the batch you d like to add to Click on the plus sign to add contrib tuions to this batch If a batch has not been posted you can add contributions to that that batch and you can make corrections to individual contributions in that batch Add Contributions to Existing Batch To add contributions to an existing batch find the batch by selecting Search by Batch under the Contributions menu Double click on the batch you need to modify From the batch window click on the plus sign in the lower left to start adding new contributions PS Home Find by year Wem o 16 17 1 Organization sat SU import att AN AP ADP S11 ddr AP ROP ari ATA AP ROP A171 470001 AP ADP Ano ATH AP ROP 47111 Aran books 4811 S
34. Windows C BytheBook RollCall Images Mac HD Applications RollCall Images To begin the conversion connect Roll Call version 11 to your data file Double click on the Roll Call v10 icon then hold down the ALT OPTION key Choose the option for opening a different data file A data dialog box will be displayed Navigate to your data file from the previous step highlight the file and press OPEN Once the conversion process is complete you will be at the version 11 main menu Next you ll need to enter your new license number From the main Roll Call screen go to File gt Enter License Type in the license number found in the upper right corner of your invoice press the tab key The number of users and people records allowed will be displayed Once you review your data and everything looks fine uninstall your earlier version of Roll Call Network Multi User System Before upgrading your Roll Call system make sure you have a backup of your data files To create a back up 1 Determine the location of your data file by selecting Help gt About Roll Call from the main menu Look under the Data file Location and note the path and name of the file For example C Program Files BytheBook RollCall_ Server Data yourdatafile 4dd 2 Close the Roll Call program 13 3 Copy your data file to a different location such as a CD or memory stick On Windows your data file has an extension of 4dd On Mac your data file will have an extention
35. etc Then choose the specific values you are interested in Select who you want to run this for Choose the specific values by moving value from left to right column For example if you wanted a list of your members who donated to a certain fund you would select association as the type then click over Member to the selected column As another example if you wanted to see who attended children s church you would select Groups as the type then click over all the classes or groups associated with your children s church 57 What The What tab is used to further refine your criteria For example if you are running a contribution report which funds should be included If you are running an attendance report which attendance should be included Click on the What tab Choose the funds in this ex ample that you want to run the report for When The When tab is used in the Absent Present report to further refine your criteria This tab allows you to enter your missing criteria to further refine your criteria Click on When tab to enter specific absent present criteria Columns Once you ve identified who will be considered for the report click on the Columns tab to change what data is included in the report Each report has a standard set of columns that will be displayed but if you d like to change that use the columns tab All the columns that are available for the report will
36. fields are displayed ae on the report Q Search Profiles Drag the column you wish to add to the report to the Se lected column Click GENERATE to run the report 63 Family Report The Family report lists all the family members in the top section of the report Next it shows the individual contact and email information Next the addresses are outlined Finally the group involvements for each family member are listed To run the report do the following 1 Expand the People menu 2 Expand the Reports menu 3 Highlight Family Report 4 From the criteria tab select the associations keywords groups or shepherd area that you d like to see in the list 5 There isn t a columns tab for this report The format for this report is fixed 6 Click GENERATE to run the report Highlight Family y Report on the left side lll Bie Be Gaisis R O Home a menu ea ny Rept Y Sp People _ eo Ve Pads A 2 Search Profiles Add a Foray Background huis Wisilatian q E DAE Eta Selected Find Duplicate Records Pare atin Q Print Badges Choose who you want the neat al reports for In this example la Al B I m running the family em E report for all families in the p Johnson shepherd area Click GENERATE to run the report Here s an example of the Family Report Family information for the Mr Juan Garcia family Name Position MF Association Date of Birth Marit
37. ll see three tabs across the right side of the window The criteria let s you select who should be included in the report Do you want the report for certain associations groups shepherd areas keywords assigned envelopes or other criteria sceoe seaagenas e Home TT nee gt ra zal LH E yr Y EE Print Badges RS Fe Beneact 7 ve To email the report click the EMAIL button then select email report Enter the email address of the person you wish to email the report to Enter subject and body text The report will be sent as an attachment Once you ve identified who will be in the list click on the Columns tab to change what data is included in the report Each report has a standard set of columns that will be displayed but if you d like to change that use the columns tab The View Records tab allows you to see which people will be included in the report based on the criteria you selected When you click GENERATE most reports will be displayed in the Report Output window From the report output window you can print the report zoom in and out or change page set up You can also create mailing labels or write letters to the people listed in the report The Email option allows you to email the people listed in the report or actually email the report to someone else To print zoom gt gt gt PO Pr aa in or out and AS change page So
38. simply highlight all the people then click PRINT RECEIPT If you d like to email the statements click EMAIL RECEIPTS You will be given the choice to simply create a pdf for each statement or to create pdf and send email The receipts will be emailed to everyone in the list that has Email checked If you want to override the Email status highlight everyone you d like to email a statement then click SEND EMAIL 135 Quarterly Tabular Statements To create quarterly tabular receipts do the following 1 Expand the Contributions menu 2 Click on the Bulk Receipts menu item The Contribution Receipts window will be displayed 3 Choose Quarterly tabular Receipt from the Receipt Type drop down Criteria When you choose Bulk Receipts the Contribution Receipt window will be displayed You will be anchored on the Criteria tab Enter the following information l Year Indicate the year that these receipts are for 2 Quarter Indicate which quarter you are interested in 3 Special Gifts Indicate which funds should be listed on the right side as special gifts All other funds will be listed in the main section of the report 4 Exclude Pledge Info mark this box if you do not want pledge information listed at the bottom of the report 5 Exclude mark the appropriate box if you do not want a receipt for folks whose address is marked as bad address or do not send mail 6 Sort indicate how
39. the deductible portion of your contribution is the amount by which it exceeds the value of the goods or services received in return as noted above This is not a bill or statement 130 A Canadian receipt in triplicate Origi nal on top and 2 copies The receipt for a single contribu tion Canadian The Canadian receipts show total giving for the year The information required by the government in Canada is included on this receipt Official Donation Receipt For income Tax Purposes Jesus Reigns 777 Highway to Heaven Byron it 61010 Date donation received 2010 Eligible amount of gift for tax purposes Receipt No 2010 30 BN Rogistration 90293 399388 Donated by Mr 4 Mrs David Jones Address Date receipt issued 5 9 2011 Location receipt issued Church Authorized signature Jody Secretary NA ee eS ee Tax Act please contact Canada Revenue carcharities Official Donation Receipt For income Tax Purposes Jesus Reigns 777 Highway to Heaven Byron iL 61010 Date donation received 2010 Eligible amount of gift for tax purposes For information on al registered charities in AGENCY www cra ge Receipt No 2010 30 BN Registrations 90293 399388 Donated by Mr amp Mrs David Jones Address Date receipt issued 5 9 2011 Location receipt issued Church Authorized signature Jody Secretary under the Income Tax Act please contact cacharities Canada Canada Revenue Agency wwwecrage Of
40. tion changes to only folks with a last name that starts with Co Click or to add or delete records Find By When you first select a Search menu item all records will be displayed in the window To find specific records you can use the Find By option Use the Find By drop down to select the criteria you are interested in Next enter the value for the criteria you are searching for rece aaa Add or Delete Records Notice the plus and minus buttons in the lower left of the Search window Use these buttons to add new records Or highlight one or more records and click the minus sign to delete those records Print To print the information that is displayed in your Search window simply click on the PRINT icon A report will be printed that contains that same information 19 Organization Info When you first begin using Roll Call you will want to set up your Church or Ministry information To do this click Organization from the Navigator menu on the left Enter the following information Organization Name Enter the name of the church or organization Main Address Enter the street address for the church or organization City Enter the city where the church or organization 1s located State Enter the state where the church or organization is located Zip Code Enter the postal code for the church or organization Country If not in the US enter your country here Tax ID Enter you
41. to run the report l PA J Have not given since a certain date Have not attended any service or group since a certain date Are not members of an active group To run the report do the following l 2 3 4 Expand the People menu Expand the Reports menu Highlight Uninvolved Families Report From the criteria tab chose the uninvolved criteria sere ag dabas d fl Don the criteria tab select the PETE keywords groups or Pere area that you d like to consider for the report If you d like to change which columns are displayed in the report click on the columns tab Drag the field you d like to add to the right side Selected column To change the sort order of the report drag the field you d like to sort on Click GENERATE to run the report Use the top buttons to print zoom or change page setup 61010 61109 61010 815 333 8839 61010 239 092 9939 Arifan 555 1212 Haroki amp Joy 1851 JuniperLane Rockford IL 61108 815 555 9938 harry sisdk com Pe 777 Poppy Rockford IL 61108 815 558 1099 pery hhh com 9479 N Woodgate Byron IL 61010 Use these buttons to create mailing labels write a letter or email the folks in this list Background Check Report The Background Check report will list all background checks on file for the people in the associations shepherd areas groups or keywords selected The default report lists the name request dat
42. you must have the proper security access to enter or view this information If you don t have access you won t even see the tab To adda confidential comment Click on the Comments tab Click on the Confidential tab underneath the Comments tab Click the plus sign on the left portion of the window Enter the Date of the comment Enter the Comment ee eS ADO i l People_Other_Info Add Record ds el id lt 4 gt PI Last Name Coniklin David Conlklin Date 04 25 2011 Ps o KID Delete Cancel y Save amp New Save amp Close Background Check Roll Call allows you to record background check information for people you have in the system When you are in the People screen you can record the background check request and or the background check results The Background Check can only be entered and viewed by users that have the appropriate security access in Roll Call If you do not have the proper authorization you will not see the Background Check tab To enter this information do the following 1 Click on the Background Check tab 2 Click on the sign in the lower left The Background Checks window is displayed 3 Request Date enter the date that the background check was requested for this person 4 Requested by enter the department or person who requested the check 35 5 Indicate whether this person is an employee or volunteer 6 Use the drop down to se
43. 00 By criteria Then dan an TS EOS A enter the value Modify Pledge Information Changing the pledge information The only changes that are allowed to the pledge fund are to the Start Date End Date Fund Goal and Fund Type If you would like to modify this information select Search by Fund under the Pledge menu Double click on the fund you are interested in changing To change individual pledge information use the Search by Fund or Search by Person to find the specific pledge Double click on the pledge Make the necessary changes 177 12 12 0 End Padged Revo Piedged Retek n a o L ue wi aami 7 500 00 0 00 pasitts Janson Timothy Tim Genaral wm aaam 8 550 00 000 Logan Mark Bulking way Iaa 200 00 50 09 Logan Mark Otero mno amm 60000 00 Makani maaka Rudich LLL id 1 000 Lal On Double click on a CC Tuas mml zom gt Moore Evan Buding uwi wan 500 00 0 00 specific pledge to Simpson Gertrude Busing wat 2mm 1 000 00 0 00 change it Simpson cee Tinas initi aait 3 000 001 ga Spana Corris Buang w aaa 4 900 00 245 00 Springer Carrie Building wit aaam 800 00 10 00 Waker Bob Bussey win aaau 5 200 00 5078 00 fi gt p revious Last 0 0 Stats Ly lt gt Email Letters Labels Spread Previou Next Modify the date range Last Name Simpson Gertrude Simpson 1235 Banner D
44. 28 0 ee 116055 14400 ire a eS 2a 8 dd bah 1 505 609 Contribution Detail The Contribution Detail report outlines all donations for a given time period for the funds you are interested in for the donors you select To run the Contribution Detail report ll pe 3 4 Expand the Contributions menu Click on Reports Click Contribution Detail on the left sidebar Click on the Criteria tab From the criteria tab select the date range that you wish for this report Then under the Who tab select the donors you wish to include in the report Once you ve chose who click on the What tab From here select the funds you are interested in including on this report Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report If you d like to change the sort order move the columns from the Se ected column to the Sort column Click GENERATE In our first example lets say we d like a donor report for all donors we don t care what their association is and we want to know all of their donations for all funds On this report we want to see donor name email address donation date and amount 170 Highlight Contribution Detail on the left s
45. 8 1 11 y Asset Fund Description Baich Control Count Anonymous Cash 0 00 Batch Comrel Total Cash Fund Batch Count 2 Batch Total 400 00 Deta Fund Created By Director a 2141 0 Last Name First Nickname Donation Date Donation Type Total Amount Check No Smith Kim 5 1 11 Other 400 00 Deudge Hen 8 1 11 Stock 0 00 i Reverse Match Delete i Canssi ne Save amp Mew Save A Close Correct the Contribution Now that the batch is un posted you can make corrections to existing contributions or add contributions to the batch To correct a contribution that has already been recorded in Roll Call you will need to find that specific contribution Click on Search by Batch under the Contributions menu Double click on the batch Double click on the specific contribution To change the total amount date or type place your cursor in the field and make the correction To change the fund it was designated to use the drop down to the right of designation and choose the correct fund To change the donor click on the TRANSFER button and enter the last name for the correct donor Select the appropriate person from the list Click SAVE amp CLOSE to save the changes to the contributions record and return to the Search screen Re post the Batch Once you have corrected the batch you will need to post it to send the information over to Roll Call Accounting To post the batch Expand the Contributions menu Click on Search by
46. A Close Last Name Env No smi First Name First Nickname Address Smith David Irene j Husband Wife 4333 Ivy wife 14333 Ivy V Husband 4333 Ivy Coms E Multiple contributions A good example of having to transfer multiple contributions from one person to another would be from a wife to the husband Another example might be person with the same name To transfer multiple donations at once do the following Expand the People menu on the left Click on Search Profiles Find the person who currently has the contributions Double click on their record Click on the Contributions tab Change the view to Detail by Month or Detail by Week Highlight one or more contributions that need to be transferred 119 Ot a A S 8 Right mouse click and select Transfer 9 Enter the last name of the correct donor 10 Select the appropriate person for the person you crm cian rae wan o moas nan oom Highlight are transferring w am com contributions donations from hes A to be trans Click on Contribu ferred Right tions tab mouse click and select Change view to transfer Detail by week or month pk Serre E E E 3 4 3 E a 3 E 5 L TED EE i lect A EPEAN E _ Transfer Print Spreadsheet E hee VE Carnal PO ew Lieu YEO tar ia eee Enter the last LastName Env No smi name or portion pele of the last name Last First Nickname Position Smith D
47. BE 8 A R e G e a s B settings under the E Home eg my Ema Satins Home menu Tagged People Erter your SMTP Emad Settings Plain text 2 HTML email Retum Address daviddleytebock com S a Mall Host Outgoing SMTP Server mad bythebook com Enter your outgoing mail User Name host information vores N Port 25 SSL Note Only enter User Name A Password if your outgoing mail server requires authentication Save Make sure to click SAVE after you enter this infor Q Search by Basch mation a 00 a new Baten 147 Set Email Setting in Profiles For the people who would like to receive their receipt via email mark the setting in their profile Find their record click on the Contributions tab then click on the Settings tab Mark Email receipt Click on the Contribu tions Settings tab in the person s profile Choose the option for email The email setting can also be entered from the View People tab when you are creating donation receipts O DODO ano o t Wore i ooo _ z Aj z Aip j Nick j sd l Condor 2359 Honduras pa mes wy Pz ere or Ce res A Dee E i 564 J Dn a p Arn 5 o Rept A ty PA r rice F 1 25439 Byro 4 or j OE er OW po A Atad e Y i 4 Ai TN a PRL A A a y f Marlen Serger Viam Det F H 9 3 AE Ji 4 ee A dra Me ee ee oe In emar Ua eree reg T ae i Y gt Y 2 i 4 EES diene Ae eee ee
48. Batch Highlight one or more batches that need to be posted Click on POST BATCH button in the lower right of the window You will be presented with a list of reports to run check the options you d like to print aa Pe Transfer Contributions If a contribution was assigned to the wrong donor you can transfer the contribution to the correct donor at any time You can do this for posted and un posted batches 118 To transfer this contribution click TRANSFER Enter the last name or part of the last name of the person you are transferring to Double click the appropriate person A single contributions To transfer a contribution that has already been recorded in Roll Call you will need to find that specific contribution If you know the batch it was in click on Search by Batch under the Contributions menu Double click on the batch Double click on the specific contribution If you know the person that the contribution is under select Search by Person under the Contributions menu Double click on the appropriate person Find the contributions on the left side double click on it To change the donor click on the TRANSFER button and enter the last name for the correct donor Select the appropriate person from the list Total Amount Check Number 123 Envelope Number 329 o E Cree Designason Account Deserption Piedge 100 00 Building E Print Receipt Deine y Cancel O Save
49. Choose Quarterly Receipt from the Receipt Type drop down Criteria When you choose Bulk Receipts the Contribution Receipt window will be displayed You will be anchored on the Criteria tab From this tab you can choose the type of receipt you want and what information should be displayed on the report Enter the following information l Year Indicate the year that these receipts are for 2 Quarter Indicate which quarter you are interested in 3 Period Starting This date is defaulted to the beginning of the quarter or year you selected These dates may be changed 4 Period Ending This date is defaulted to the end of the quarter or year you selected This date may be changed 5 Total Giving for Period Over If you only want to produce statements for folks who gave over a certain amount enter that amount here 6 Receipt Details choose if you d like the receipt to only have a grand total or if you d like 1t to display summary information by fund You may also choose to display each Select Bulk Receipts under the Contribu AA tion menu Jaring Period owoiaon EX Ending Pe od oaaao CE Choose quarterly as the receipt type Choose applicable quarter and year individual gift 7 Include Summary by Fund If you selected Summary amp Details under Receipt Details you can mark this box if you d like to display the summary information by fund 8 Include Detailed Gifts If you selected Sum
50. Count func Last Name Total Arnount tions rand tot Report parameters lr A Last Name Place your cursor 23 Person Number 5 A in this cell and then gt Report Type press the icon for List SUM or COUNT 3 Donation Date 2 Quid Pro Quo 02 GPO Value Property Gift 02 Property Value Cross table AX Property Fund Sort the Report To sort the report by a specific column highlight the field name Next press the green arrow to the right to move the field to the sort order box For example let s say we have a report that lists people information and we want it sorted by name First highlight Last Name and press the green arrow Last Name is now listed in the sort order box Then if you d like to sort by First Name within the same Last name highlight First Name and press the green arrow 4 Quick Report File View Style Cells Columns Da 995 RAYS Tama Ale B7U M Notice the ER on eee ma i field name A a iaa GUA Highlight a changed row i First Name Donation Date field name that is created then press this for each sort arrow to move criteria to the sort order box TA LastName i Last Name 23 Person Number gt Report Type Ga H bf Addresses 3 NT Toral Arani mot is MY People irst Name AX People Middle Name A People Last Name Cross table AX People Name Suffix Format the Report There are several formatting options in the report wri
51. Giving by Week Month or Yeat ero ei 168 Coum TOE onr Dea a E E A AE 170 CO TVET DUHOM rola O e SE R A E A 172 MAINTAIN PLEDGES PEO eT O e E A E E E Gai sheueienkes 175 til e PAM E E E E A A E EE A TE 175 Pindmo Pe Sica os 176 Mod Ple des ornato 177 Changing the pledge Mal OL WAM O aurea pacoii atada 177 Delete a pedos Id ride 178 Delctme OS CS enuresis aaa isa 179 PEI Prosress Let ane eee ean nerd eee oe en er een E ee 179 Forn OP ONG eee 179 Enero text OOS or Me del aorta 180 ed A po 181 BE 0 HN A A E E etqe EE E E A EEE E te nmncqeteiecieos 181 CULPA ON oe 181 Pied Sy AUN ST ONL delas 182 Redes Compar Son TEPO acacia 182 Pledges Fund Comparison Topo outra ici 183 MANAGING GROUPS OU TCT ACY A A weenie ae tweciasaeeeiaeesanionn A 185 TO Custom ell rara Coup Custo elder ee eens e ate sanensa ores ete Group membership c stom fields riada riada endirin iann eeens i PAG O e e En o A E EA E Falter Ne eal Moro E E E A SO PRG Me DO a E NE E E E E E es A e e On A Enter values for group custom information encia siii inicia Bd el ed io e IP A E E EE E A Opa 100 Darse Nas Entro McRae don rante members tad NEW LOU Denda GraduationO MSS ACTA i AAA e e PESO A As A A Graduate NOW sarria Modify Group Information seee os PSNI TOMOS perras asa Group Reports Attendance SUmMmMary tio AD ent Present RO O sio E E E E S Bac SOU Checks TOR ROU Gee tos yenas iee R E ATRE ER Duplicate Class Enrollment arena bdecis CHOLO IVONNE M
52. IN Youth Member 2383 Honduras Rockford 015 673 2430 Condor Mimi wife Memibar 2368 Honduras Rockford omimif etogishcom 815 673 8430 215 573 4390 You could do the query once save the set then re use the set for each of the tasks PLEASE NOTE the set is only a snapshot of who has given to a fund at that particular time The set does not change as more people give to that fund To call up the set you may use the GET SET button any time you are at a query editor window with the same Find Records In table name You may also click on the GET SET icon from the Summary screen If your set was for people records then the Find Records In must also be for people If the set you saved was Donation records the Find Records In must be for Donations gt Query the Database BR Editor Associations Groups Find Recordsin People lick to Make sure the base table is o the the same as o criteria like X E atest query your saved set ltt results E as edo an or equal to Click to _AddLine is le an or equal to z oen retrieve the e i saved set en Guery Curent Selection Current selection Roll Call stores the results of the last query performed in memory You can always recall those results by clicking the CURRENT SELECTION button from the query editor For this example let s say you did a query then accidentally clicked on the CANCEL button from the results screen You could go
53. If you want to override the Email status highlight everyone you d like to email a statement then click SEND EMAIL Canadian Receipts The Canadian receipts are 1 3 page receipts They can be printed 1 per page or in triplicate They summarize the donations for previous year There can be only one original receipt printed each subsequent print has the word copy on it There are three types of Canadian receipts l Zas 3 Check or cash gifts Cash gifts with advantage Quid Pro Quo Non cash or property gifts In Kind gifts Printing Canadian receipts To print Canadian receipts expand the Contributions menu Click on Bulk Receipts From criteria window select Canadian Receipts Select Period l Select the year for which yov ll be printing the receipts Once you choose the year the starting and ending dates will be filled in These dates may be changed Print options 2 Select Canadian format year and date range Chose your print options If you would like to print a sample receipt mark the Sample box This uses sample data It is used primarily for lining up paper and viewing the format If you would like to use the receipt text from Donations gt Receipt Text mark the Receipt Text box in the Print Options area Select either a single copy or triplicate within the Print Options box If you select single only one receipt will be printed for each donor If you select triplicate 3 recei
54. It will outline each donor and how much was given To run these reports mark the box for Batch Summary and or Batch Detail after you choose to Post the batch Batch Summary Baton 1D 5 Batch Type Cash Batch Date ayn Asset Fund Description Sunday 5 Osm Batch Control Count 0 Anonymous Cash 52 25 Batch Control Total 0 00 Cash Fund Buidina Batch Count 7 Defauk Fund General Batch Total 2 232 25 Created By Director Fund Account No Total Amount Bulking 112 25 Genera 2 120 00 104 Batch Details Baich Dats agii Diesernplion Sunday 3 Citan Crealed By Director The Batch Batch Total 2 232 25 Anonymous Cash 52 26 Detail lists Degas all donations Garcia Maria 0 00 Building GM Spars Connie 100 00 General 100 00 included ma Simpson Hamer 890 00 General 290 00 batch Drudge Bon 500 00 General 500 00 Malad Sean 600 00 Ganeral 600 00 Micon Ewan 30 00 Ganeral 30 00 Paga 1 Dale 51311 Time 1614 31 Deposit Slip When you close a batch there 1s an option to print a deposit slip for the batch Check the box to print the deposit slip Click OK APR Pose Bath lt lt 312 Mark the box to print Print Batch Summary a deposit slip for the aS o current batch If you d like a deposit slip to Export tor QuickBooks l f include multiple batches high Export tor MYOS light those batches choose to Print Deposa Sip by Baten close then mark combined _ Print De
55. MevingDue osis you are record Head Count o ing attendance Depanmers Vishors 1 Select the specific oe AE for group i a Click on a person s name to mark them present Jennifer Child a Gram Cody Child A Henderson Patricia Patty Child If naon Heather chad Enter the last wv Johnson Kinberty Kirrenry Child Regular Atender 8839 Porter Logan sorean Chad vistor 555 Parnano name or por Matard Asan Crid Member 9039 Percussion 7 Peterson Evan Chid Member 1851 Juniper Lana tion of the last kd Pinetree Say Chad Visitor 999 Leal Poner Tamara Tammy Chid Member 2384 Greenhouse name to move e Richardson Alyssa Chad Member TTT Popoy around the list Cancel 1 If a person attended the group and they are not in the list you can click the plus sign in the lower left to find this person in the database and they will be marked present and added to the group If a person attended who is not in the database you will need to add them first Once they are added into Roll Call you can add them to the list and mark them present To record attendance using a bar code roster click on the bar code symbol on the right side of the screen Begin scanning the bar code of the people who are present Their names will be marked present in the list Find Modify Attendance If you need to modify or continue recording attendance for a specific group and date do the following Expand the Attendance menu C
56. Naviga tor All reports are listed on left side Note the Criteria Columns and View Records tabs CREATING CONTRIBUTION REPORTS To run the standard donation reports 1 Expand the Contributions menu and click Reports OR 2 Select Reports from the Top menu and select Contribution Reports Aa Quick Reports Jesus Rei gt Prey y Labels People gt Contributions Pledges Groups Attendance From this Report window all the reports are listed on the left side There are also three tabs across the top Criteria Columns and View Records The Criteria tab allows you to enter the date range and select who you want to include in the report as well as which funds to include in the report The Columns tab allows you to choose what data or fields you want displayed on the report The View Records shows you which people will be included in the report based on your criteria a Contribution Ceneria Columns View Records _ Select a report period 3 Dae fossen 103 EndDete 052220 EN Note the Who and What tabs Donor Detail Report The Donor Detail report outlines all donations for a given time period for the funds you are interested in for the people you are interested in To run the Donor Detail report 1 Expand the Contributions menu 2 Click on Reports 3 Click Donor Detail on the left sidebar 4 Click on the Criteria tab From the criteria tab select the date ra
57. Prim add AIt Address Notes Family Picture 418 W Blackhawk Byron wi IL 61010 L conklin gmail com C Do not send mail vb sone VC em C oman onaco 4 To delete a person from the Search screen do the following 1 Click on the Search Profile menu under People 2 Find the person or people you wish to delete 3 Highlight their records To highlight one or more hold down your CTRL or CMD key while clicking on the record 4 Click the minus sign in the lower left of the window Highlight the people you wish to delete click the minus sign 43 _Bulk Delete People You have selected to delete the following people Only people without contributions will be deleted This action cannot be 3 89 3 This screen allows you to undone review a list of the people First Nickname Association Spouse HOF Position Pr who will be deleted Any iKi Member David O Wife one with contributions lla fame S Husbana 618 234 will be in red Member M Wife kim bythebook com Click to delete all C Delete all family members Cancel Red rows denote people with contributions a eee A log of all dele 8 0 0 Bulk Delete People s tions Processing bulk deletes on 4 26 11 10 00 21 Deleting Kim Conley 9479 N Woodgate Byron IL 61010 Successful Deleting David Coniklin 418 W Blackhawk Byron IL 61010 Successful Deleting Kim Conlklin 418 W B
58. Run for Select Member Select report period Select Associations from the Run for drop down Then select Member 4 Mark the box for Combine Families if you want contributions from families lumped together Click on the What tab Click General fund to the Selected column 6 Mark the box to include non cash gifts if you want to include property gift amounts in the report as well 7 Click on the Columns tab Drag the address city and state fields from the left side column to the Selected column on the report 8 Click GENERATE to produce the report a From the What tab click over General fund Click on Columns tab o choose the fields you wish on the report Click GENER ATE to run the report 166 Listing of Members who have not given pa ret ws to the General i 2 fund 1010 En Note actions that can be performed DSIPODIDID 2 2232 SECC T ES EE 7 FFs A h aa Ome NVO brn a Fund Summary The Fund Summary report calculates the amount given to the fund during the selected time frame by the selected donors To run the Fund Summary report Expand the Contributions menu Click on Reports Click Fund Summary on the left sidebar From the criteria tab select the date range that you wish for this report Next under the Who tab select the donors you wish to see on the report Do you wish to see all donors or certain associations or certain groups etc 6
59. Select your date range Select the fund you wish to run this for Click GENERATE a E Pledge Comparison report The pledge comparison report compares multiple pledge funds For example 1f you wanted to compare how much folks pledged to the 2008 2009 and 2010 campaigns you could do that through this report To run the report Expand the Pledge menu Click on Reports Click on Pledge Comparison on the left side Select the funds you wish to list across the top Click GENERATE Highlight Pledge Comparison MSN e A E Availabe Saleciod ir FITI tar 111 anar EE pct Select the funds you wish to hes AANI 12 31 11 Sereral AN 1217 compare Lists all the pledg Funds General 1 1 09 12 31 09 General 1 1 10 12 31 10 Gemeral 1 1 11 12 31 11 0 Page Setup ers to the selected RA Dan Preview funds Conley David 12 000 00 9 000 00 10 000 00 Drudge Ben 0 00 0 00 10 000 00 Jansen Tim 000 0 00 5 550 00 Print Richardson Alyssa 0 00 0 00 1 200 00 Senith David 0 00 0 00 1 000 00 A Walker Bob 0 00 0 00 2 000 00 Customize 000 00 52750 DO T 3 Zeem Out Dave report Note output actions O imt Create Labels Vite Lotier tman Cose a Highlight Pledge Fund Comparison Select the pledge funds that you d like to report on Pledge Fund Comparison report The pledge fund comparison lists the funds you select the amounts pledg
60. To set backup preferences location and frequency click on Maintenance and click the PREFERENCES button When you are anchored on the Configuration link on the left you may set up the backup location Make sure you backup both the data file and structure file Also 1f your church imports family or individual pictures make sure to also backup the Images folder under Roll Call Server 279 Click to include im ages folder in backup To implement transaction log click here and select location Select your backup frequen cy and starting time E Preferences amp Application Be Design Mode g Database Backup Configuration Scheduler Dd Uv Restore By Client Server Web Server ZF Web Services Backup Contents Check to M Data File ROL 1856KB Structure File ROLLCALL 4DC 31745KB backup data User Structure File ROLLCALL 4da 6KB and resource Attachments Gr files Add Remove Backup File Destination Folder Macintosh HD Applications ROLL CALL Server w Choose loca Used Space 20174 MB Free Space 56017 MB Last Backup Information tion of back Last backup 12 27 07 09 37 00 Next scheduled backup 12 27 07 10 00 00 ups j Backup file name Macintosh HD Applications ROLL CALL Server Log backup file name Macintosh HD Applications ROLL CALL Server Status No detected error Log Management M Use Log File Macintosh HD Applications ROLL CALL Server R
61. Use the Search window to find the folks you wish to text Click EMAIL icon then choose text op tion Enter your text message then click OK to send 227 Labels There are several ways that you can produce mailing labels for people in your system You can do it from the search windows or from the Reports amp Labels menu option To create the mailing labels do the following 1 Click the LABELS icon from the search window or choose the Labels menu under the Reports and Labels menu item 2 Ifyou choose the Labels menu item you ll need to determine who you want to create the labels for in the criteria tab If you used the ICON from the search screen Roll Call will produce mailing labels based on the list or the highlighted people in your list 3 Click on the Customize tab to change the font size of font You can also use the adjustment areas to move the positioning of the printing on the label 4 Click PRINT to send the labels to the printer Criteria If you selected the Labels menu item under the Reports amp Labels menu you be brought into the Criteria tab to start the process Use the Run For drop down to choose who you want to print the labels for Once you ve chosen your type select the specific values you d like returned To select double click on the value and it will move to the right side Selected box Choose who you want to create la akaoa bels for groups F
62. all gradua b q rindas tion profiles NS fa Ade a Geoup SP Graduation ADA Graduation 1 iil B E ia 4 P Pi e This profile shows the to Geortuation No 1 Disparan and from classes Click pe a GRADUATE NOW to graduate these classes EP i Hew y f Tave L Che ZA On Birthday There may be cases where you want a child to automatically move to the next class on their birthday In this example let s say we have a Nursery class for kids 0 2years and a 3 year old class and a 4 5 year old class For these classes we want the child to graduate on their birthday To create this pre school graduation profile do the following Make sure you have the age ranges set in the Preferences tab of each group Next click on Graduate under the Groups menu Click on the plus sign to add a profile Select the Department and Group Type for your pre school classes Give this graduation profile a name In this example I Il call it Pre School Click the plus sign in the lower left to set up the first graduation from 0 2 to 3 year 193 nA a iS ES The pre school profile graduates students on their birthday olds Use the drop down to select the from class Use the drop box to the right to pick the to class Click SAVE amp NEW or SAVE amp CLOSE Continue this process until all your pre school classes have been identified When you are back at the graduation profile window cl
63. also Groups T Tables 241 layout 285 Tag People tag 55 view 35 Tag People 54 Talents 32 Tax Receipts See also Contribution Statements Template label 268 report 264 Text send text 226 Top Donor Report 160 To Do List 15 Transfer donations 42 group members 192 U Uninvolved families 255 Uninvolved Family Report 70 Unlisted phone 27 Upgrade from 10 0 17 or earlier 13 from 10 0 18 or laater 11 User Security 272 V Visitations history 73 log 72 record visit 46 view from people 32 Visitor report 92 Vistor list on home page 16 W Word Processor 220 Writing Letters 220
64. attended For a specific class service and day the head count and number of people will be the same However on the summary lines the number of people represents the number of unique people that attended those classes So 1f someone attended 2 classes and a worship service they would only be counted once The Attendance Summary can also be run by week month or year When running for this time frame 1t will display the head count To run the attendance summary report by day Expand the Attendance menu Click on Reports Highlight Attendance Summary Enter the date range for the attendance data you are interested in Select By Day as the report type oe ie 82 Note the daily to tals for each class Note the com bined totals for all Children s classes nents Sanna rara Comms Enter date range Highlight Atten dance Summary Report Anencares by Type A are interested Amendance by Session Start Date 05152011 maj f Absent Present Report End Date 05722201 ma 1n Also enter _ mom what type of at Attendance Typa Al 3 tendance you are interested in Click GENER TE to run the report ER Choose which attendance you want to run this for You may select All and it will list all worship service attendance as well as all group attendance for the date range you entered You may select Service and then choose which services you d like to see or you may choose groups th
65. back to the query editor and press the CURRENT SELECTION button to retrieve your results Basic Query To query you ll need to fill in the following information 1 The table you ll be querying from For example if the criteria is the City you ll be querying from the Address table Enter this in the Query In portion of the query editor 2 The field name In that same example if the criteria is City you ll need to select City from the Field Name drop down box 3 The comparison In this example the comparison would be is equal to Highlight that in the Comparison box 4 The value Enter the name of the city you are interested in in the Value field 5 Press the QUERY button A list of all the people who live in that city will be returned 243 Change table to Addresses Cj Select Field Name oe City snot equal to is greater than Clear Line is greater than or equal to Query the Database mE Editor Associations Groups Find Records in People Other Options Enter value you HA are looking for Create search criteria like Association CE Field Comparison Quetyin Addresses is less than Add Line is less than or equal to Insert Line contains does not contain Clear All Load Query Pr ess Morrison QUERY to execute Query Current Selection Query Multiple criteria query Let s say you want to know all the people that are over 30 years old t
66. bars 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 1 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 99 Report results n Note actions that can be performed 10 11 12 13 Click ZOOM IN to make the font in the report larger on your screen 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 of people or to email the report to another individual If you choose Email people it will send the email to everyone listed in your report If you choose Email report the email editor will be d
67. checked in the time they checked in and the time they checked out If they checked in and out multiple times this will be displayed as well To create the check in log do the following 1 Expand the Groups menu 2 Click on Reports 3 Highlight Check In Log 4 Click over to the Selected column the groups you wish to include in the report 5 Click on the Criteria tab Select the starting and ending date for the report 6 Click on the Columns tab to add additional fields to the report 7 Click GENERATE a Highlight check in log Group Type A Bl Deparment aa TE Group Sianas G Actwe O nacte Select the groups yov d like to run this for Generate Can L 207 From the criteria tab enter your date range Lists check in and out times for the students in this class P m H ff a ra Pr m i m Pr H Sian Dare 6 6 11 End Dare 6 12 11 ast Name First Nickname Se Group Members On the Groups tab click over the groups you are interested in to the Selected column This report lists the members for each of the groups selected It contains the members name and address information To create the attendance roster do the following Expand the Groups menu Click on Reports Highlight Attendance by Session Click over to the Selected column the groups you wish to include in the report Click on the Criteria tab Select the starting and ending da
68. choose that information from the Function drop down box on the lower section of the word processor 134 Click on the Receipt text tab Click on the type of text you d like to cus tomize Click on View People tab Click PRINT RECEIPTS to print receipts for everyone in the list Click EMAIL to email receipts to every one that has email checked B o Alan Lucida Grande m e H F TT 4 erahiara tef ee aoe baat exe CET This is the thank you ngoie area ol the receipt lf you enter Top text A will be placed before the summary tection This area can be used for a short thank you mote or a verse For longer thank you lerters we recommend using the Lower Lerter Line 3 Col 75 View People The view people tab is used to review the list of people that will be getting a statement If you d like to print a receipt for all these people click PRINT RECEIPT If you only want to print them for several of the people in the list highlight the people that you want then click PRINT RECEIPTS It will only print statements for those people that were highlighted Printing emailing your receipt Once you have set up your criteria reviewed the list of people and set up your text areas click on PRINT RECEIPTS The statements will be printed for everyone in the view people tab that does not have Email checked If you want to print a receipt for everyone in the list regardless of the Email status
69. continue through each step of the process Windows users from the CD To install Roll Call from the CD simply place the CD in your CD drive There will be three Roll Call installation files 1 Roll Call 2 Roll Call Client and 3 Roll Call Server Double click on the Roll Call file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process Once the installation is complete you will have a Roll Call icon on your desktop To use Roll Call double click on that icon From the download file To install Roll Call from the downloaded file double click on the Roll Call installer file you downloaded The install program will prompt you through the process Click on the NEXT button to continue through each step of the process Once the installation is complete you will have a Roll Call icon on your desktop To use Roll Call double click on that icon Network Installation A network installation of Roll Call allows multiple people to access the data If you have a multi user license multiple users can access the data simultaneously For example if you have purchased a 3 user license 3 users may access the database at the same time If you have purchased a single user license you may still install the network version but only one person may access the data at a time First you must decide which computer will house the database That computer will be your server The compute
70. contributions from families lumped together 5 Click on the What tab Click on Building to move that fund to the Selected column 6 Mark the box to include non cash gifts if you want to include property gift amounts in the report as well 7 Click on the Columns tab Drag address city and state fields from the left side column to the Selected column on the report 8 Click GENERATE to produce the report 152 Select Members as the folks you want in the report Select building fund as the fund to consider for the report ko 4 L ame Tro Mi reas if 4 Fu Ameer Members who 3 arar m 1309 rarm 01011 But a u Er gave to the build pen de cid me OEA ing fund i gj A Gms a 2300 Net OER Backing a sme O Cooma tOna Mew 2200 Nat en ea a sne O omm O sdas a iis sain pee ime Total y 100 00 ia iij am mata sso Save repent Total 1345 00 e nes AGD cia a Total s 100 00 m sepa trove 1239 Barr D PIU aesan 100 atea Tous 1 Sapu i a iniii ye isa Tost 110 0 a ae wai CA 00111 Badr sno oon Bor 3900 00 HOUT pasng 0 00 OMS DAR sowo Donor Summary Report The Donor Summary report calculates the amount given by the donor for all the funds selected for the given time period To run the Donation Summary report 1 Expand the Contributions menu 2 Click on Reports 3 Click Donor Summary on the left sidebar 4 Click on the Criteria tab From the criteria tab select the date range that you wish for this re
71. displayed in the report click on the columns tab Drag the field you d like to add to the right side Selected column 7 To change the sort order of the report drag the field you d like to sort on 8 Click GENERATE to run the report Click on the col BABE e 12 A 1 8 8 2 8 E Aur all ery o umns tab El To add fields to the report drag the field name to the Select ed column Click GENERATE to run the report Significant Dates Hert Marth Use the top buttons to T r N ata a 121 hal Gt Meca IL 61010 diia TT print zoom or change tone rato 61100 mim as page setup Use these buttons to create mailing labels write a letter or email the folks in this list 68 Confirm Data Report The Confirm Data summarizes the families contact information This report is set up as a letter to the family so that they can confirm their contact information To run the report do the following 1 Expand the People menu 2 Expand the Reports menu 3 Highlight Confirm Data Report 4 From the criteria tab select the associations keywords groups or shepherd area that you d like to see in the list There isn t a columns tab for this report The format for this report is fixed 6 Click GENERATE to run the report Select the criteria for who you want to have a confirmation report printed in F 80 re Pi d mo Ex 34 j an a S a a ae ap a Click GENERATE to
72. do not enter any value in Day 1 or Day 2 Enter the Day of Week for profiles that are weekly donations Enter the Start Date This is the effective date for recurring donation processing Donations will not be created before this date 125 Enter the fund frequency and date informa tion Click SAVE amp CLOSE or SAVE amp NEW to save the information 9 Click SAVE amp CLOSE to save this profile and return to the Summary window Click SAVE amp NEW to save and enter a new profile Enter CANCEL to ignore the data entered and return to the Summary window e00 RecurringDonatioms 2 ae Q Ly E MH lt gt p Print Email Letters Labels Spread First Previous Next Last 7 8 Stats Donor Address Moore Evan 384 Veil Byron IL 61010 LastName Moore Designation General B Status Active 3 Amount 25 00 Frequency Weekly 8 Day 1 0 Start Date 04 06 2011 Inactive Date 00 00 00 week ay Sunday 1 Posting the Recurring Donations Our Recurring Con Pwe mas cate When a Recurring Contribution is posted that means it becomes a contribution record This is different than the posting a batch Under normal circumstances recurring donations are posted automatically by Roll Call They can also be posted manually by a user if need be When recurring donations are posted a batch is created and specific donation records are created in that batch The
73. drag the field name to the Select ed column Click GENERATE to run the report 6 If you d like to change which columns are displayed in the report click on the columns tab Drag the field you d like to add to the right side Selected column 7 To change the sort order of the report drag the field you d like to sort on 8 Click GENERATE to run the report Drag colunkna bo change order To print zoom in or out and An example of change page the Anniversary cane vn Moma tn E setup use these e moss tm x eo buttons report To correspond with the people in this report click these but tons Significant Dates The Significant Dates report will list all folks who have a significant date in your date range and that are in the associations shepherd areas groups or keywords selected The default report lists the name address the significant event and date To run the report do the following Expand the People menu Expand the Reports menu Highlight Significant Dates Report From the criteria tab chose your date range From the criteria tab select the associations keywords groups or shepherd area that you d like to consider for the report o a a 67 Highlight Signifi cant Date report on left side menu From the criteria tab choose time frame and who you want to consider for the report 6 If you d like to change which columns are
74. eee ete 131 AAA PR O T 131 A State Men nero paaidio cris 132 Criteria Q 132 Text O 133 MIW O A e OO nn A O O 135 ratas lentas your recepi aca 135 Quarterhr tabular Statement E 136 Criteria EQ 136 Text cc ll 136 VIEW ESOPO seso las 136 UAE IY AOU APA A 136 A o E A 137 Criteria Q 137 Text O 138 WAC CODING auto o tion 139 Pintos temas your PC CC IID sessir E EEE Eeit 139 Canadian codi ee ee 140 Pannie CAAA IE HO COINS e T pinitos 140 is A A o RR tues ueceenm rq eeae ss hauees ees tacsunee 140 PE ONS oat strat PP ech arene E A 140 DTU PIN cats facie A 141 PR CPTI DON arroces 141 Data PO WS Tecos taste ardi dilata 141 loto ino OMA ATMEL S EPR EEE o ER 0 A A 141 Criteria Q 141 Text El 142 VEN TOOPI arre 143 Poning cmaint yonr TeCCipi emanada 144 Statement Tor t opece Pers Oi sepsin E E E E E E 144 Criteria OO 144 TOME ses 145 Nauta AA EEE 146 Email RECCIDES ara dit tecate 147 MSTA AS Practice 147 IEA acne sia iad ease a eric EE ina batouc eee ani tiad nate te wena yaa tata 147 DC Emal SC ed Promise eiii isis dolo ar 148 End I SCS aa 148 Married Couples filing Individually aso roo 149 CREATING CONTRIBUTION REPORTS POTO DERU ODO aia 150 Donor TA REPOT narsan EEE E 153 Donoro das YT eer a fa eo E E a E EE 156 Donor Giving by Week Month or Vena 157 TODO Sacarino 160 DONO T A AMO earr E E E E EE ert 162 ED TANG AAA In Sea S EOE A EE E de vqetioneics 164 SA A nn a 165 PII 5 UMMA AAA A A tere eutentater sues 167 Fund
75. for each month PAR together Highlight Donor Giving on the left sidebar From the Criteria tab select This Month from the date range drop down Click on the Who tab Leave Everyone selected Mark the box for Combine Families if you want contributions from families lumped a m f Grena im Galumna View Records This Wear to dolo Star Date foro End Date osat2011 a On the What lt tab select L ciuda Hon Cash Gas the funds Satected you want to General nee consider Gemar i Eit If you want all people listed whether or not they gave uncheck Only Who Gave Click on the What tab Click the double arrow to move all funds to the Selected column Mark the box to include non cash gifts if you want to include property gift amounts in the report as well Click on the Columns tab Drag the birth date field from the left side column to the Selected column on the report Click GENERATE to produce the report ana Contribution ta GUTH H D rli kt l Cicas 158 All givers during the time frame listed Note the months are listed across the top Choose date range and report type Run for Mem bers ha i dd e l Se ss RERE BERR ERE Boer ami Te Ei AT imi ioe HEMOS Larios Etar diiio Eai Fi 17606 150 bm 110006 1151 50 bee 100 Bot be os IaH Did E 1050 Iii 140 PA Sees Iahi Iiii 1000 3150 00
76. from an individual s profile or it can be added from the Visitation menu under People If you have multiple visitations to enter it may save you time to enter from the Visitation menu Enter Visitations To enter the Visitation information do the following 1 Expand the People menu on the left side 2 Click on Visitations 3 From the Visitation window click on the plus sign in the lower left 4 You are now in the Visitation entry screen Enter the Last Name of the person that is being visited Press tab and a list of people with that last name will be displayed Select the appropriate person from the list 5 Enter the Last Name of the person that is making the visit for example the pastor or deacon Press tab and a list of people with that last name will be displayed Select the appropriate person from the list 46 Vo SR Highlight Visitation under the People menu Click the plus sign to add a new visitation record Enter last name of the person who is being visited Press tab Enter the following information Visit Type mark in person or telephone to indicate how the visit was made Length indicate how long the visit was Date enter the date the visit took place Remarks enter any comments applicable to this visit h _ T A mA i3 Y DeeS ASA UN A a Print Emas Lotes lates Soreed a Son Search Sets Seve Set Ost Se Saw Pret E Gaal Psy ame a sso i La
77. group names Click FINISH E 189 A we From the group you want to copy select Clone a Members Sessions Group Custom Group Custem 2 Preferences Group from the Utilities menu Mark the informa tion you wish to copy Click NEXT Name up to 10 new groups based on the original group Click FINISH i Mass Enrollment To enroll a multiple people into a group at once expand the Groups menu double click on the group you d like to enroll folks into Choose Mass Enrollment from the Utilities menu at the top Select Association To limit the people in the list based on an association click over each association you d like in the list Select Male or Female To limit the list of possible enrollees to a certain Gender check the box for Male or Female This can also be used in combination with Age range and association For 190 From within the group you wish to example if you wanted only male members you could check the box for male and click over the association Member Enter an age range To limit the selection of possible enrollees based on age enter an Age range You can also use this option in combination with Male Female and Association So if you wanted to limit the list to boys ages 6 8 as example you could check male and enter an age range of 6 8 Press CONTINUE to get your list of potential enrollees Mark the box to Select All if you want everyone in t
78. is typically 1 day Period Ending The date range for these receipts is typically 1 day Total Giving for Period Over If you only want to produce statements for folks who gave over a certain amount enter that amount here 6 Receipt Details choose if you d like the receipt display only a grand total or if you d like it to display totals by fund You may also choose to list each individual gift 7 Include Summary by Fund If you selected Summary amp Details under Receipt Details you can mark this box if you d like to display the summary information by 144 AY 10 11 12 13 14 15 16 17 18 fund Include Detailed Gifts If you selected Summary amp Details under Receipt Details you can mark this box if you want to list each contribution for the period Include References to Pledges Under the Pledge Detail section mark this box if you d like to see the pledge information for each fund that this donor contributed to This will add a Pledge Received and Pledge Total column to the report Include Pledge Remainder 1f you would like to include a column Pledge Remainder mark this box Include all who Pledge if you want to create a statement for each person who pledged regardless of their giving mark this box Single Print Job under the print options section mark this box if you want Roll Call to create 1 large print job that includes all the receipts If you will be duplexin
79. last name nome Find by last name 4 86 0 or keyword in ES Last Name First Nickname Head of Family Association Family Position E Mail Home Phone search box then leaa j Irene Member Wife irene kdksl com 14333 Ir Kathryn Katie O Member Child 4333 I press ENTER 58 People Mark Y Member Husband mark lliksd com 14333 1 O Search Profiles Todd O Member Youth 4333 l ela Add a Family amp Background Checks amp visitation S 52 Query Editor If you need to search for people by a field that is not listed in the Find By drop down box you will need to use the query editor To use the query editor do the following l a Click on the SEARCH icon Select a field from the Field drop down box on the left side of the window Select your comparison operator Enter the value you are looking for Click QUERY In this first example let s say we have a custom date field that we set up for Baptism Date We want to find all folks who were baptized this year ARR Select baptism date from the list of available fields Highlight is greater than as the comparison The results of our query So we know that these people have a baptism date later than 1 1 11 Click on SEARCH icon Choose Baptism Date Choose is greater than as the comparison Enter 01 01 11 as th
80. menu Click on User Security Click on the plus sign in the lower left under the user names Enter the user name for this user Enter a default password Indicate 1f this will be a standard user or a check in user Standard users will see the Navigator window when the sign in Check In users will see the check in screen when they log in NS O AA 7 Click OK to save that user 8 Next mark the security levels that are appropriate for this user Click plus sign to add a new user Enter user name password and the type of user Cick OK to create the user Make sure new user name is highlighted Select security groups for this user Security Levels The following are the security levels for a standard users privileges for the areas marked If this box 1s marked the user can view enter and delete people information 274 Groups This allows the user to view enter and delete groups Services This allows the user to view enter and delete worship services Contributions This allows the user to view enter an contributions Contributions Plus This allows the user to post and reverse batches They can also transfer contributions Pledges This allows the user to view enter and delete pledges Letters Allows this user to access the word processor portion o roll call Visitation Allows this user to view enter and delete visitation information Checks Allows the user to view enter and
81. of data or 4dd depending on your version Next install Roll Call Server version 11 from the CD or from the server download file Next install Roll Call Client on each of the workstations that need to access Roll Call Roll Call Client needs to be upgraded with this new version Once version 11 is installed your data needs to be converted to the new version When you are ready to convert copy your backup data file to the following location on your server Windows C BytheBook RollCall_ Server Mac HD Applications RollCall Server If you have pictures in Roll Call you ll need to move all the images from the old image folder to the new image folder Windows C BytheBook RollCall_ Server Images Mac HD ApplicationsRollCall Server Images Next connect Roll Call Server version 11 to your data file Double click on the Roll Call Server icon then immediately press the ALT key Choose the option for opening a different data file A data dialog box will be displayed Navigate to your data file from the previous step highlight the file and press OPEN Next start Roll Call Client from a workstation and connect to Roll Call This will begin the conversion process Next you ll need to enter your new license number From the main Roll Call screen go to File gt Enter License Type in the license number found in the upper right corner of your invoice press the tab key The number of users and people records allowed will be displayed 1
82. or Regular Attenders In this example we ll need to use the Associations tab of the query editor Expand the People menu Click on Search Profiles Click QUERY icon Click on the Associations tab Click on each Association you want to include in the query Press QUERY to execute the query gong De Query the Database Available Selected Deceased Member Inactive Regular Attender Moved Occasional Attender Click QUERY to execute the query Groups query Let s say you want to know all the people that are in the Children s Department classes In this example we ll need to use the Associations tab of the query editor Expand the People menu Click on Search Profiles Click QUERY icon Click on the Associations tab Click on each Association you want to include in the query Press QUERY to execute the query oe gt Query the Database Editor Associations Groups Group Status Active k Inactive Group Type Al Department GZE Available Selected Childrens 4th Grade Childrens 3rd Grade Click QUERY to Childrens 2nd Grade Childrens 1st Grade execute the query Gury Curent Selection 245 Click ADD LINE to add additional criteria Select OR if they don t have to meet both criteria An either or criteria In this example let s say we need a list of all the people who live in a certain city OR they
83. or group Click SAVE amp CLOSE to save the attendance and return to the search screen Select specific service k e D E me you are recording at Eo ge a o Mesing Date ossi IS Enter the date for tendance for Hana Count o which you are re Service Sunday am El Visitors 0 i Re ording attendance Star Timo fe AM Last Hama C Auns onty Scan Barcode y Click on a name to Present Last Name Fisih Postion Associaton Address 1 O _ Alexander Brad Youth Member 1122 Gladiola mark them as present tutor Hlaine ba Me 3893 Banter Condor Cami Chid Merrie 2343 Honduras Condor JJ Youth Member 2384 Hon O loia al lio 7 pisar Ara Enter portion of the iL Condor Tim Husband Member 2344 Honduras lo leony oma ana jasa TARDAR last name to move Conley Jacob Shaker Youth Member 4 73 H Woodgate 7 AA a Tai to that section of the l J Dos Jane Child Member 564 Jarpbird E list remera eratecran If a person attended the service and they are not in the list based on associations you can click the plus sign in the lower left to find this person in the database and they will be marked present and added to the list If a person attended who 1s not in the database you will need to add them first Once they are added into Roll Call you can add them to the list and mark them present To record attendance using a bar code roster click on the bar code symbol on the right side of the screen Begin scanning the bar code o
84. per Byrom IL 41010 Thursday April 28 2011 Page 1 Baker Smil Group Cindy Logan EEE Pantano Turon AZ SSSR Home 329 004 Hope S45 Puniane Tucson AZ SASE Home Jordan Logan BSS Pimtano Tucson AZ FSA5k Hor 3 3 004 Mark Logan ESS Fimbino Tucson AZ 555R Home 329 004 Justin Mallard 9019 Percussion Rockford IL 4110 Homer 400 035006 Jerry McHenry 1135 Mail Byron IL 610160 Benjamin Pebersom 1251 Juniper Lane Rocio IL 5110 Homea 15 555 4438 Everett Peterson 1231 Juniper Lane Reckford IL 4116 Howes 13 954 4998 Amy Richardson TIT Fopper Rockford IL i110 Home4815 538 1099 teary Sherty mosh Browns ay Rotor IL 5 10 Miks Sheriy 264 Brownsway Rocloferd IL 41109 Freddy Simpson 1114 Banner Dr Springtield IL 61486 Carrie Springer 617 General Boron IL 51010 Hame 24 002 9079 Bob Walker 123 Bell Si Byron IL 41010 Email daconley 9 come e ne Group Simple List Directory Grant Cody Henderson Rick Johnson Ciencia Meme Candy Logan Cindy Logan Hope Baker Smi Group Toad Merrbrera Phone Birthday Email Addresa 815 8739430 3161 973 9430 216 952 3693 1412 039 0912 1416 3744382 215 232 304 329 0095 129 0009 pan lecd dad com 1122 Glachola Byron K 65010 Urdaded Artivesce mier com Urbeied Address 3479 N Wood Byron k 61010 418 W Bisitak Byron L 01010 564 Jaytird Byron amp 6900 25438 Whipp
85. press the SAVE QUERY button A file dialog box asks for the location to save and the name of the file Enter this information then press SAVE To use the query later press the LOAD QUERY button from the query editor A file dialog box is displayed Navigate to the file you saved previously The query text is displayed in the query editor Press the query button to execute the query Special Query Click on the query you d like to perform Then click OK There are some searches that require more complex algorithms These searches have been pre set for you to use From the results list of a query click on the SPECIAL icon Change Selection to Head This search can only be done from within a results list It will reduce the list to include only the Heads of Family for each family that was represented in the list For this mE pecial Queries Select a Special Search O Change selection to MOTHERS of this selection O Change selection to FATHERS ofthis selection O Get one adult and all children fram each family in this selection O Find single parents O Search by Key Word Find possibly blended families Find people with pictures O Find families with pictures O Find uninvolved farnilies 253 example let s say we had a list of the children from our first grade class If we choose to change to the heads of family the children will not be in the list anymore only the head of their family will be l
86. printed at the beginning of the statement use the top text area If you have a large thank you note we recommend you use the cover letter section Cover Letter The cover letter is a 1 page letter that will be printed before each statement Bottom Text The bottom text area is used as footer text It typically indicates no goods or services were received NonCashGifts 1f the donor had any non cash gifts where an amount was assigned to the gift an asterisk will be placed beside the amount Then at the bottom of the statement there will be an asterisk with the verbiage you enter for non cash gifts Usually this would state that the donor is responsible for determining the fair market value of the gift Third Party Gift if a donor gave a foundation monies to donate to your ministry on their behalf the foundation is responsible for giving them a receipt However you would want to include the gift with a notation that the third party 1s responsible for receipting them QPQ Gifts if the donor received something of value for their contribution maybe a CD or T shirt the QPQ value is indicated on the receipt Use the QPQ Gift text to 145 Top text area Bottom text area indicate that the amount of the item is reduced from their total contribution 7 In Kind Gift if you have a property donation where no value was assigned these gifts are listed underneath the detail section of the statement This
87. record of the deceased person His donations have been transferred to the spouse so she will receive the year end contribution statement and all deis E mee will be addressed to her Delete People from the Database People who have not made contributions can be deleted from Roll Call To delete records you can do it from the People details screen or the Search window To delete a person from the People details screen do the following 1 Click on the Search Profile menu under People 2 Find the person you wish to delete 3 Double click on the record to view the details 4 Click the DELETE button in the bottom right of the window gt Last i lt First lt Previous gt Next Lx Letters Labels EA Spread Email de Print 5 6 Stats Pull up the Record Modified 04 26 2011 Record Entered 04 25 2011 Record Confirmed 00 00 00 Family Members record for the Family Position First Name Nickname Middle Last Name Suf David Conlklin Title ir Mr David David Coniklin person you Gender Marital Status Spouse Association Birth Date wish to delete ti arte Za case m 08 24 1964 46 Yrs Primary Phone Alt Phone click DELETE 815 234 7530 C Unlisted Y Head of Family Personal eMail Env No Family No Badge No Barcode 0 32 0 106Q Phones Contributions Custom Dates Groups Keywords Visits Comments Background Chk Letters Attendance Qh
88. record the individual pledges Pledge Fund A pledge fund must be for an account that is established in the chart of accounts If the chart of accounts does not contain this fund designation you ll need to set that up first See Getting Started for more details 1 Expand the Pledge menu 2 Click on Add a Campaign jesus Reigns Navigator k k k ee Bee a o Click Add Cam SSS 2 S S82 HRH paign o O onner Sinng Date 01 01 2011 E Ending Daw 123107011 E Fund Goal 0 00 Fund Type Pidged om one Fired Piadina Adra Piedad plir iiai Ta Pledge Repons k Services Enter Fund name ees Io F f date range and goal i rn i BEE i First use the drop down box to select either the Fund Name OR Account Number If you selected a fund name the associated account number will be returned If you selected the account number the fund name will be returned Next enter the Start Date and an End Date Please note that once a pledge fund has been created the start date may not be changed If you have a target goal for this pledge drive you may enter the Fund Goal in this field The pledge progress summaries will use this amount to calculate the percentage of goal reached The Fund Type is a free format field you can use to describe the pledge fund Click SAVE amp CLOSE to save the information Click SAVE amp NEW
89. run the report 77 tenn Heaven Record Contirmation An example of the iia Rated on tis form and nota corrections or confirm data report Your record ls contidentiay maintained tor Note when folded this fits in 9 enve Mr amp Mrs Juan Garcia 1 Byron IL 61010 ope Date Printed 04 27 11 O No additions or corrections needed Last First Middle Nick Marital Date of Name Suttix Name Name Name Title Status Gender Birth Position Garcia Juan Mr Married Male 09 19 78 Husband Garcia Gail Gai Miss Single Female 10 12 95 Youth Garcia Maie Maie Ms Mamied Female ONOONO Wile Garcia Sabasten Sabastien Mr Single Male 08 12 99 Child Garcia Jenniter Jennifer Miss Single Female 121205 Child D0 00 00 HR A DO 00 00 Please Sst allergies or special needs of your child ren Family eMail johnsontamity ds Msici sid com A Additional Information for Juan Example Harry Asthma peanut allerav Ema juan teosdikisdiik com Primary Address Allernate Address Work At Phone 2390 Nail Cell Phone 61010 Pager Phane 812 029 0912 Phone Effective from _ to_4 _ Wedding Date 1 1 10 69 Uninvolved Families Report The Uninvolved Families report allows you to find families that Select your uninvolved criteria Select which as sociations groups keywords etc that you d like to con sider in this report Select the fields you d like dis played in the report Drag from left column to Se lected column Click GENERATE
90. si tha end io validae ihe impor imaan Cori ibn ra 102 Post a Batch Posting a batch in Roll Call sets several things in motion When you post a batch 1 The batch can NO LONGER be modified 2 If you are using Roll Call Accounting the receipt information will be sent to the accounting system 3 If you are using Quickbooks or MYOB you can create your export files as part of the posting process 4 As part of the post process you can choose to print the batch summary and batch detail report 5 As part of the post process you can choose to print a deposit slip To post a batch do the following 1 Expand the Contributions menu 2 Click on Search by Batch 3 Highlight one or more batches that need to be posted 4 Click on POST BATCH button in the lower right of the window 5 You will be presented with a list of reports to run Check the options you d like to print i IM o gt From the batch AA es ic a E Bani 17 Prekhiond Basch Type eon es pen window click on POST to post the batch ST Caca 150 00 173 Smith din 8 1 11 Check 100 00 123 1 11 Check 0000 123 From the Search by Batch window E l 1717 highlight one or more batches and click POST su 3 1 11 test 5 11 11 AP ROP 5 1 11 aran Easter Sunday 2011 4 24 11 AP ROP 4 24 11 4 21 11 Maunday Thursday 0011 AP RDP 4117711 ELE RREREZTROER ELO N y ss NAS 141
91. 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 l 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 2 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 3 Total Amount Enter the amount of contribution In the above example this would be the 50 00 el SB mar Pp Batch ID 18 Posted Batch Type Cash Bunch Total 100 00 Batch Description Last Name or En No Sesame Date 05012011 i Print Receipt 4 ata i Cancel if Save amp Mew Vf have amp ista a F pa pa ff Ma i 98 4 Check Number If the contribution was a check you may enter the check number in this field 5 Donation Type If you entered a check number this will automatically change to check Or you can select cash ch
92. the contribution entry The right side of the window displays summary information Use the drop down to select your view You can choose to view a summary by Year or Overall The Yearly Summary will show a bar graph by year The Overall Summary will display the individual s giving in a pie chart by fund The Details by Month will show a line graph of giving totals by month The Details by Week will show a line graph of giving by week 107 Each contribution i AOE rm r e HHDH HSA Choose the type of summary information you d like to see The Summary Over all shows giving over all time by fund The Details by Month shows a line graph of giving by month ld eile Le era Labsin Lane The Details by Week shows a graph of giving for the last 12 a a 5 1 11 Credit Card General weeks moa om O aanas Oo osmom eaan OO OOO asoa ia aana aalen ME Tose ma amen oe om l r a 108 Search by Batch To research the contribution data for a specific batch you can use the Search by Batch option under the Contributions menu Find By To use the Find By option do the following 1 Expand the Contributions menu 2 Click on Search by Batch 3 Select your Find By criteria You find batches based on date fund description or year lt K MeN 8 00 E Prisi Emal Lwes Labsi Spread m batch gate Bara Bei Gai Bet Subil Pros Click on Search Frome TN
93. the donation that needs to be stopped Double click on it Change the status to inactive Note the end date will change to today s date duons o Last urringuon gt Next sen Previous an mr Print Email Letters Labels EX Spread lt First Donor Address Madden Mike 100 W Apple Way Byron IL 61010 Status Inactive B Amount 150 00 Frequency Bi Monthly rq Week Day Day 1 Start Date 04 20 2011 Inactive Date 05 05 2011 s an aci 128 CREATING CONTRIBUTION RECEIPTS STATEMENTS Contribution Receipt Process The flow for creating contribution statements is as follows l 2 oo Expand the Contributions menu Click on the Bulk Receipts menu item The Contribution Receipts window will be displayed Choose your receipt type on the criteria tab Mark the applicable items on the criteria tab Click on the View People tab to see all the folks that will be receiving a statement Click on the Receipt Text tab Customize your text areas Click PRINT RECEIPTS to print the statements or click EMAIL to email the receipts Contribution Statement Formats To begin the process of creating the donation receipts you ll need to choose the type of contribution statement Quarterly receipt for period 1 1 11 3 31 11 Details were chosen to be listed Footnote text for non cash gift item Quarterly The quarterl
94. the name of the letter Once you save it notice the name is listed under templates in the upper left of the Letters menu 222 When you are ready to use the letter a second time do the following Determine who should get the letter Click the LETTERS icon Highlight your template Make any necessary changes to the template Click PRINT MERGE to print the letters A A Edit View insert Style Colors Format Tools To save a letter to Nw TEEKI talo al al z E Open XO Arial Tella PB 7 y ZEZE 5 use again select wa E File gt Save As Template from Word processing menu Preferences Page Setup Print Preview vur 3 Print xr RL 61010 Print Merge zander ad Goro Full Window KE my birthday letter Wil re use it again lim not sure but NI save it anyway What do about that File Edit view inent 5 _ Colors Faragrapt Hae B eo 4 14 e m e Hermal sial Plue Maz y E tan Suan 7 E GE EDO POTRO Geese Go A F To use a template wae list E A TE May 14 2011 Brad Alexander 1122 Glaiola ron Ik 51010 Dear Brad The letter template will be displayed in word processing window This i miy birihday letter Will re use it again Tmi not sure bud M save it anyway Whe do pa hark att Rial Email To send an email to a list of people click on the EMAIL icon or EMAIL button from a
95. to Pending When the gift is posted and a donation record is created the status will be automatically changed to Posted Enter the donor s Last Name and press the tab key A list of people with that last name will be displayed Click on the appropriate person to select Notice the full name and address is displayed under Donor Address Enter the Designation or the fund that this gift was given to Enter the Quantity Unit Selling Price and Value at Sale Enter the amount of Commission amp Fees The Net Sales Cash Proceeds will be calculated Enter the Sel Date and the Initials of the person responsible if applicable Enter the Contribution JE Date and Initials of the person who made the journal entry if applicable Indicate if the Contribution Letter was sent the Date Letter Sent and Initials of the person who processed the letter You may enter the Agent Contact Name and Contact Phone for the agency the processed the sale Click GIFT COMMENT if you d like to enter additional comments regarding this gift AnA NonCashGifts Add Record b i lt lt P Pi p a se Status Perang Gif Date osoyzon EN Gin Type so A Description 00 shares bm stock Recpt Desc 500 shares bm stock DonoriAddross Last Name Concer Condor JJ 2189 Honduras Designation Building 3 Rockford IL 61108 Enter selling information Quanity 500 Sel Dale 000000 TI miei Una Selling Price 257 00 Contribution JE Date di vae E Sato 1
96. to enter another pledge fund Individual Pledges To begin adding individual promises or pledges click on the plus sign in the lower left of the pledge fund window First enter the Last Name or a portion of the last name and tab out of the field A list of people with that last name will be displayed Double click on the individual who is making the pledge If a married couple o ee a pledge together enter the pledge under the head of families record If the husband and wife are making separate pledges enter the husband s pledge Then enter a pledge for the wife Note the Start and End Dates from the pledge fund will be entered as the defaults for this pledge These dates may be changed For example if you have an existing building fund that runs three years you may have people that pledge to that fund in the middle of the campaign Simply change the individual start date on their pledge record Next use the drop down box to select the applicable Payment Period Will they be paying on a weekly monthly or annual basis Enter the last name AOS Pledges Add Record O then press TAB R d a PiP p Pick from the list of int Email Letters Labels Spread First Previous Next Last 0 0 stats people with that last Last Name Simpson name Pledge Fund Tithes 1 1 11 Start Date 01 01 2011 End Date 12 31 2011 Gertrude Simpson 1235 Banner Dr Springfield IL 61389 You can change the a
97. two result sets There are several ways that you can compare two sets An intersection compares the results of two queries and returns the records that were common to both sets For example I want a list of all the people who have donated and are enrolled in a group A union combines the results of two queries An example of the union is give me a list of people who either donated or joined a group A difference would subtract out the records that were common to both sets An example of the difference is give me all the people who donated but are not in a group For these examples let s look at all the people in our database that have donated in the last year Then let s compare that to the list of people that belong to a small group For the first query 1 Select People gt People Summary from the main menu then click SEARCH icon 2 Change the Query In table to Donations 3 Select Donation Date from the Field Name drop down box 251 4 Highlight is greater than from the Comparison box 5 Enter the earliest date of donations to consider for example 1 1 06 6 Press QUERY A list of people who gave to the church on or after 1 1 06 is displayed From the results list press the SELECT button This brings up the screen that allows you to perform the intersections unions and differences In the left box labeled Set A mark the button for Current Selection then press the button GET SET A Now SET A cont
98. under Room and double click to enter the room number of this group meeting 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 Record Attendance To record attendance l Ze 3 Expand the Attendance menu Click on Search then click on the plus sign in the lower left OR Click on the Record Attendance menu item 80 Choose group as the attendance type To record attendance for a specific group and date enter the following information 1 Select the Type of attendance you 1l be recording Choose Group 2 Select the specific Group you are recording for 3 Enter the Meeting Date that you are recording for 4 Ifyou know the Head Count you may enter it manually or if you will be marking people present Roll Call will fill this in for you 5 To record attendance for a specific person find their name and click on the box to the left of their name You may also place your cursor in the last name field and begin entering the last name Once the correct row 1s highlighted you can press the return key to mark them as present 6 When you are done marking the people that attended click SAVE amp NEW to save this attendance and record for another service or group Click SAVE amp CLOSE to save the attendance and return to the search screen AAA Attendance Summary Add Record ooo GbE E Ww lt P e Enter the date A gt
99. wish to see on the report Do you wish to see all donors or certain associations or certain groups etc Once you ve chosen who click on the What tab From here select the funds you are interested in including on this report Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report If you d like to change the sort order move the columns from the Selected column to the Sort column Click GENERATE As an example lets say we d like to view the Top 10 donors that are also members On this report we want to see donor name birthday and amount a Highlight Top X Donors on the left sidebar From the Criteria tab select This Year from the date range drop down Enter 10 as the number of givers Click on the Who tab In the Run for drop down select Association Click on Member to move that value to the Selected column Mark the box for Combine Families if you want contributions from families lumped together my y a4 E SS n J m sh H ra J one 4 a F 161 6 Click on the What tab Click the double arrow to move all funds to the Selected column 8 Mark the box to include non cash gif
100. yee sents Family Report Birthday Report A e UU o Jatroandaatiwernonaseassateshes Significant Dates Conti Data Repo acosa aia Uninvolyea Pamillies REPO arena Backstound Check Reni VISTO LOS saab Visitation History My Reports Ol 38 41 42 42 44 44 46 46 46 47 48 48 49 50 50 50 51 al 51 52 32 J2 53 54 56 57 3J 58 58 59 59 59 6l 63 64 65 66 67 69 70 71 72 13 74 RECORDING ATTENDANCE bai fords a tendanos normado 76 SAS e E E E SEC E teens passes see A E ees 76 RECO Aenda 6 een ne ee eee er ne ne ee eee ee eer ne ee ee ee ere II Pind Modil o AAA A 19 REO Fa Ae O E E E E E E E A 79 De E e PAE E E o e PE II E T 19 sere 0 RC A M O e E a seda pato da 80 Pina Modil r ATAC i E E a E OEO 81 Attendance FRO OTL ra 82 AMENA ANCE UI ooo lin 82 ME TC ANIC Dy NPC SON pura E E E N A 84 A O aucsentnctslestiausseaencatect aacuertneselesiaaues 88 ol A A A 89 PS CINE Presente REPO racionales 90 PP e eo E E E A 92 ENTERING CONTRIBUTIONS E e P E T A T T E teaneeesaaesauet 93 Batches O 94 Check 0100 01m le tiie gee ert en E RO oo on 95 Basic O 95 Split opener O 97 ROM ro FIO rain E E E E 97 OU PPG IO rasca nico tral ala ii E eal 98 Non Cash Property Gift Contributions moro diia 99 Donation TP tad 99 I TRAV A o AREA PA OPONE Eo ce E EE E E A E 100 NODC ss AA O e oo E E eter rr ere er tert 101 AR O O DUO uo ee eee eee 101 Import CONDADOS escroto tada 102 F
101. you want then drag it to the label template to the right For this example let s create a label with the standard name and address 1 Highlight First Name and drag it to the template 2 Highlight Last Name and drag it on top of First Name This will concatenate the two fields 3 Click on the plus sign or the arrow in front of Family Info This will open up the address fields Labels People Label Layout Label tem plate area on g SEA AX Last Name AN Name Suffix i AX Nickname a A Family Info j AN Address 1 Lt AK Address 2 PeopleJFirst Name PeoplejLast Name Addresses jAddress 1 Addresses City Addresses State Addresses Zip i in City j AM State A Zip a Family E Mail Static T ext gt Use this area Object Look Text Style to change nee E AN NEET Format IV Plain font size and ine Wi WB Foreground Oo Fill z Font Arial zl type Form to use Font Size 12 Points y E nds No Form y Alignment Default y F Outline Default Look Load Save Cancel 266 Highlight Address 1 and drag it to the label template under the first and last name Highlight City and drag it under the Address1 field Highlight State and drag it on top of City Highlight Zip and drag it on top of State To align the fields on the left click on each field while holding down the shift key This should place boxes
102. 0 Last Name Suf Conlklin Record Confirmed Family Members Kim Coniklin aylor Conlkin Birth Date V Head of Family Barcode 37 o 1107Q Comments Background Chk Letters Attendance Family Picture Groups Keywords Visits pe 61010 4 41 In husbands record go to Contributions tab Click on Detail by Week view Right mouse click on detail side click Transfer Use the Find Person window to find the person to transfer to Change HOF If you imported people into Roll Call or used child check in to enter children s names into the database and now realize the wrong person is marked as the Head of Family this can be changed To change who is marked as the HOF do the following 1 Pull up the record for the person you want to be the HOF 2 Click on the Head of Family check box 3 A window will be displayed Mark make this person the head of the current family 4 Click OK Death If a person within a family dies we recommend that you change their Association to Deceased If the deceased is the Head of the Family and donations were recorded for him transfer the donations to the surviving spouse To ensure that he is not included in the directory or in any mailings split him out into a separate family To change the association 1 Pull up the deceased s record 2 Change Association to Deceased To transfer the donations 1 Click on the contributions tab
103. 1 Worship Sam 103 Mark the reports you d oo PostBatch like to run and the export files you d like to create _ Print Batch Summary C Print Batch Details _ Export for QuickBooks C Export for MYOB Click POST to run the reports and C Print Deposit Slip by Batch post the batch Print Deposit Slip combined C em Import deposit to QB or MYOB When you post a batch in Roll Call you will be given the option to export for MYOB or Quickbooks If you marked either box to create an export file you will be prompted for a folder to create the file in The file will automatically be named Next you will be prompted for the bank account name that yov ll be depositing the money into To import the file in Quickbooks do the following 1 Open Quickbooks 2 Select File gt Utilities gt Import gt IIF files 3 Navigate to the file you just created 4 You should now have a deposit journal entry representing the batch To import the file into MYOB select File gt Import Navigate to the file you just created You now have a deposit journal entry that represents this batch Batch Reports The Batch Sum mary shows how much was given to each fund in this batch There are two batch reports available when you post a batch The first is the batch summary report This report will outline how much was given to each fund in this specific batch The second report is the batch detail report
104. 109 00 i 0 Sage 5000 12 213 00 0 17 0 Giving by Association for all velected fends including te Kied gifts Arrociatios 01 01 10 01 01 11 Menor 1 1 10 Donors 1 1 11 roms 1 1 10 Member 4 000 00 11 771 00 t 4 i Occavoaral Amender 000 1 045 00 5 6 Regia Anente 1000 t M7 00 o 6 wres 5000 5 234 00 0 1 0 Crving by Age Lange for all selected funda imcheding In Kind gifts Age Sarge 01 01 10 01 01 11 Honors 1 1 10 Honors 1 1 11 ema 1 1 10 Uni nown 4 090 09 11 490 00 1 1 1 14 000 400 00 o 0 10 25 000 20 00 1 6 26 30 1000 tooo 0 3 35 000 5 492 00 4 0 3 4 10 00 10 00 0 0 41 45 31000 37 945 00 1 0 44 40 9 00 0 00 0 0 sie 000 000 0 0 Sh 60 000 000 0 0 l t 000 tooo a 0 Over 65 50 00 1000 Q 0 Cirino by 14 Range for aff selected funds inclading in Kind gifts 3 Lange 01 01 10 01 01 11 two 1 1 10 Deorers 1 1 11 roma 1 1 10 1 25 000 24 00 30 0 74 440 000 110 00 A 0 11 17 5000 11000 2 6 76 1100 000 460 00 6 5101 150 5000 5 150 00 i 0 5151 175 1000 0 00 0 6 176 1700 000 3 1 000 00 4 0 201 250 000 1 168 00 0 741 1100 000 100 00 I 0 101 150 000 M4 00 1 0 gici 1400 tooo 76 00 2 1401 450 1000 000 Q 0 451 1500 1000 1 500 00 3 0 3101 1100 005 12 720 00 4 b 31001 32000 1000 30 00 0 0 2001 1000 000 2 500 00 1 0 1001 4000 4 000 009 000 I 0 i 4001 5000 000 1 000 00 I 601 110 00 1000 1 441 00 1
105. 11 AN 0 00 0 00 ZATO 4 000 00 122500 Buking 0 00 000 2567 00 ww 72500 or ia Gnin ow 1 00 000 4 000 w 500 00 5 1 09 Cah rd 106 Choose the Search by Person menu under Contribu tions Then click on SEARCH icon Choose table to query in This drives what fields will be in the list Choose comparison and the value yo looking for Click QUERY to return people that meet this criteria Query Editor If you need to find a person by criteria other than last name envelope number or association you Il need to use the query editor To use this option do the following Expand the Contributions menu Click on the Search by Person menu option Click on the SEARCH icon Select the field you d like to query on Highlight the comparison operator Enter the value that you are looking for Double click on the appropriate person to view their contributions ae AA ES Groups l 23 Associations Find Records in People Query In People g Create search criteria like Association is equal to Comparison s equal to is not equal to is greater than or equal to is less than iste an or equal to u are is greater than AO G 4 Results Once you have double clicked on a person s record you will get a window that displays all their individual gifts on the left hand side of the screen To look at the individual contribution record double click to see
106. 138 Jesus Reigns 777 Highway to Heaven Byron IL 61010 Top text area Mr amp Mes Bob Walker 123 Bell St Byron IL 61010 This is the thank you note area of the receipt If you enter Top text it will be placed before the summary section This area can be used for a short thank you note ora verse For longer thank you letters we recommend using the Cover Letter Giving Summary Report Period 01 01 11 03 31 11 Total res sim Bor Period Building 5 075 00 General 150 00 Note asterisk for non cash qpq or third party Totals 5 225 00 Contributions from 1 1 11 to 3 31 11 Ds Type Check Amount Designation Deweoton gifts The asterisk text m Check 123 100 00 General 21M Check 23 25 00 Building 3 13 11 Cash 50 00 General 1S printed here 50 00 Building 3 13 11 Stock 5 000 00 Building Bottom text area sia iia PAs Toned Non Coch String 5 000 00 It is the sole responsibility of the Donor to determine the value of non cash gifts for purposes of tax returns The amount shown represents the value of the gift booked for accounting purposes This is the footer text It is placed at the bottom of the receipt and usually indicotes that no goods or services were received To enter the text you d like displayed on the statement do the following 1 Click on the Receipt Text tab 2 Click on the type of text you d like to enter 3 Enter the text and format it as appropriate 4 The next window asks you to selec
107. 175 Fund Giving Report 168 Fund Summary Report 167 G Given 0 Times 165 Giving Funds 93 Global changes 270 271 Graduation 193 Groups create copies 189 creating new 186 custom fields 185 delete 195 directory 213 graduation 193 group reports 197 215 hierarchy 185 mass enroll 190 members 187 sessions 188 transfer members 192 view from people 31 Group Directory 215 238 240 picture 215 Group Involvement Report 212 Group Membership List 208 H Head of family 253 Head of Household change 42 I Icons 17 50 Import contributions 102 MYOB 104 people info 23 pictures 28 recurring contributions 123 to Quickbooks 104 Involvement 31 In Kind Gifts 100 K Keywords 32 L Labels custom 265 268 mailing 228 Letters 220 License Number 20 List of Values 269 Logo on home page 16 M Mail Merge Letters 220 insert data 222 Marriage 38 Mass changes 270 Mass Enrollment 190 Menu navigator 15 top 15 Mothers List of 254 MYOB 104 My Reports 74 N Navigator menu 15 Network installation 10 Network system connect to different data file 282 recover database 281 Non Cash Gift entry screen 101 NUM Function 259 O Optional mailing name 27 Organization address 20 Output presentation 263 P Page breaks 262 Passwords 272 People enter new records 26 view contributions 110 Phone cell phone 29 home 27 primary 27 work 29 Phone numbers 27 Picture find 254 Picture Directory 236 Pledge changi
108. 2 Use the drop down and select Details by Week 3 Right mouse click and select Transfer 4 A Find Person window will be displayed to allow you to choose who to transfer these donations to Enter a last name Select from the list a People 30 lt i d gt Pi First Previous Next Last 2 3 13 Stats Record Modified 04 04 2011 Record Entered 04 04 2011 _ Record Confirmed 00 00 00 Family Members Family Position Title First Name Nickname Middle Last Name Suf Ben Drudge Adult Mr w Ben Ben Drudge Quinton Drudge Gender Marital Status Spouse Association Birth Date Male Single a Member 00 00 00 O Yrs Primary Phone Alt Phone 815 892 3893 C Unlisted M Head of Family Personal eMail Env No Family No Badge No Barcode 105 10 0 13001 Address Pictures Phones Contributions Custom Dates Groups Keywords Visits Comments Background Chk Letters Attendance Pledges Accounts Settings A Details by Week Date Type Amount Check 4 3 11 Cash 500 00 6894 600 480 360 240 120 Transfer FS Print l Spreadsheet 11 110 2 13 2 2 2 27 3 6 C emenn _ ton To move into a separate family 1 Click on the Head of Family check box or select Additional gt Change HOF from the menu bar at the top of the people screen 2 Select the option for Make this person head of new family At the end of this process you have retained a
109. 2 Oate 2 Enter the field names ___ H SS sm Meeting Location Chk 3 Check 3 ate Caim 4 Field 4 Crk 4 Check 4 Date 4 Date 4 DateS Oates Cetin 5 Field Cha 5 Check 5 Csm 6 Held 6 Ch Check 6 Cain 7 Field 7 Chk 7 Check 7 Con 8 Field 8 Chk 8 Check Can 9 Field 9 Chk 9 Check 9 Csim1t0 Field 10 Chk 10 Chock 10 Cancel 185 Enter field names 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 Select RollCall gt Preferences from the top menu Click on the Member Custom tab Select the Group Type worship team in the upper left drop down box Enter Instrument as Cstm 1 Enter Voice Type as Cstm 2 Enter Days Available as Cstm 3
110. 3 Enter True Value 15 Press QUERY A list of all children and youth who have been Baptized 1s displayed A A eS 250 When using a combination of OR s and AND s in your criteria make sure to put the ORs first Query the Database ES Editor Associations Groups Find Records in j People 40 Query Query In People Current Selection Create search criteria like Association is equal to Field Comparison Zz Giving is equal to 50 is not equal to Clear Line is greater than or equal to is less than Add Line is less than or equal to People Special Clear All a Load Query Family Position is equal to Or Family Position is equal to and YTD Giving is greater than C oy Query using Except For this example let s say we want to find all people who live in Byron but not on Staff In this example Staff is an Association Select People gt Query from the main menu Leave People as the Query In table Select City from the Field Name drop down box Highlight is equal to from the Comparison box Enter Byron Click the ADD LINE BUTTON Click the EXCEPT button The AND changes to EXCEPT Select Association from the Field Name drop down box 9 Highlight is equal to from the Comparison box 10 Select Staff as the Value 11 Press QUERY A list of people that aren t on staff who live in Byron is displayed q ay A A A Comparing
111. 38 500 00 Commission A Fees 12 567 00 O vs enter broker information O AOE Net Sales Cash Proceeds 115 933 00 Date Lettar Sent 00 00 00 To Animada Agent Ameripnze Contact Name Pam Peacock z CA Comment Check Reader The check reader approved to work with Roll Call is the Mag Tek keyboard wedge device check reader You may order this from us at 800 554 9116 and we ll configure it for you To begin recording donation get to the Enter Donation screen l Slide the check through the check reader with the magnetic numbers on the bottom facing inward 101 2 If Roll Call recognizes the account number the name of the donor and the check number will be displayed All you need to enter is the Amount and the Designation Press SAVE amp NEW to enter another donation 3 If Roll Call does not recognize the account number it will ask you to identify the donor Enter the Last Name or portion of the last name A list of all people with that last name will be displayed Double click to select the appropriate person 4 Now the account number from the check and the person are linked The next time you get a check from them Roll Call will automatically pull up their information Import Contributions If you use a service for online contributions you can import those contributions into Roll Call We can import a csv file with the following information in this exact order Date Last Name First Name Address 1 C
112. 4 GETTING STARTED Navigator Note top menu for administrative items Note main menu items Click on arrow to expand or collapse items Click on item to perform function When you start Roll Call the Roll Call home screen will be displayed in the Navigator Window The main sections of the navigator are discussed below Navigator Menu The main menu items for Roll Call are found on the left side If there is an arrow pointing to the right there are sub menus underneath that item Click on the arrow to expand that menu If an arrow is pointed down click on it to collapse the menu items If there is no arrow in front of the menu item click on it to perform that function e Administration Windows Help 8 a la 1 He CUIL REPOTLS Church Navigator e 5810 4886588 6 gt 427 Home MI Organization People Q Search Profiles op Add a Family E Background Checks Visitation kl Confidential Comments AON Click on plus or minus to add and delete to do 54 Bulk Changes items Find Duplicate Records EE Print Badges ff Import a lt Export El gt Reports PF Check In Qut Ny e Attendance l ToDolist a Birthdays O Search amp Record Attendance Reports Y 3 Contributions Q Search by Batch Q Search by Person EA Add a new Batch amp Import i Giving Funds lt Bulk Recein Visitors Attend
113. 4 1964 46 Yrs Primary Phone Alt P 815 234 7530 C Unlisted M Head of Family Env No Family No Badge No Barcode 32 0 106Q Personal eMail Click plus sign to add a life event or significant date Letters Attendance Address Pictures Phones Contributions Custom Groups Keywords Visits Comments Background Chk Wedding Date 00 00 00 Date 10 00 00 00 10 Significant Dates 1 7 0 m Other Date 00 00 00 Date 11 00 00 00 11 Significant Date Significant Event church 00 00 00 Q Date 12 00 00 00 12 1 1 09 mom died membership 2 Date 13 00 00 00 13 a 3 Date 14 00 00 00 14 4 Date 15 00 00 00 15 Date 16 00 00 00 16 Date 17 00 00 00 17 Date 7 00 00 00 7 18 Date 8 00 00 00 8 19 Date 9 00 00 00 9 20 Date 5 00 00 00 Date 6 00 00 00 6 Change Titles Groups If you have groups or classes already set up in Roll Call you can enroll a person into a group class from the People Screen To enroll someone in a group class do the following 1 Click on the Groups tab 2 Click on the plus sign in the lower left portion of the screen 3 Select the group or groups that you d like to enroll this person into 31 Click on the de e Groups tab Print Email Letters Labels Spread
114. 510 001 79 000 5000 50 00 X 0 510 001 96 000 1000 205 0 6 310 001 75 000 000 000 0 0 75 001 100 007 000 0 00 0 0 gt 100 000 000 1000 a 0 First Time Donors The First Time Donor report lists the folks who have given for the first time within the reporting period for the funds you select To run this report To run this report l Ze 3 4 A Expand the Contributions menu Click on Reports Click First Time Donors on the left sidebar Click on the Criteria tab From the criteria tab select the date range that you wish for this report Select the Times Given First time Second Time etc Then under the Who tab select the donors you wish to see on the report Do you wish to see all donors or certain associations or certain groups etc Once you ve chosen who click on the What tab From here select the funds you are interested in including on this report Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report If you d like to change the sort order move the columns from the Selected column to the Sort column Click GENERATE As an example lets say we d like to view our first time donors that are also membe
115. 6 Contribution Statistics 172 Current Selection 243 Custody Information 35 Custom dates people 31 fields people 30 group fields 185 group member fields 188 labels 265 268 reports 256 Customize mailing labels 229 my reports 74 receipt text 133 search window 18 51 statement text 133 Custom labels 265 Custom report 256 264 hide details 262 page break 262 print 263 save as file 263 select columns 257 select data 257 sort 261 titles 261 D Data file backup 277 location 272 open different 282 repair 283 284 Delete contributions 120 people 43 Delete Records 19 Deposit Slip 105 Designation See also Giving Fund Directory 232 240 group 213 215 238 240 240 picture 215 Divorce 41 Donation Receipts See also Contribution Statements Donation Type 95 non cash 99 Donors Given X Times 164 Donors over X Amount 162 Donor Detail Report 150 Donor Giving Report 157 Donor Summary Report 153 by fund 156 Duplicate check 269 270 Duplicate Class Report 211 E Edit list of values 269 Email contribution statements 147 html emails 224 log 225 my email 223 record address 27 send 224 settings 223 Envelopes print 230 Envelope number 27 Equations 258 Export custom 263 F Family death in 42 divorce 41 marriage 38 new family member 37 Family number 27 Fathers list of 254 Find by criteria 50 52 Find by Criteria 19 First Time Donors Report 173 Functions 259 260 Fund giving 93 pledge
116. AP button on the bottom of the page If you d like to copy the address onto the clip board to paste in another application click COPY ADDRESS Pictures You can pull in family pictures and or individual pictures into Roll Call Click on the Address Pictures tab Notice the two tabs on the right side for Picture and Family Picture The individual picture should be a portrait picture To pull in the individual picture do the following 1 Make sure you are anchored on the Picture tab click on the word Picture 2 Click on the plus sign in the lower left 3 Navigate to your image file and click OPEN 28 Click on the tab for the type of picture you are bringing in l m Record Con SH eoan OO Mares W km loner 08 24 1964 46 8152347530 UA ad of Fe oe ee ee To navigate to the im age file click on the plus sign L Z The family picture should be in landscape To pull in the family picture do the following 1 Make sure you are anchored on the Family Picture tab click on the word Family Picture 2 Click on the plus sign in the lower left 3 Navigate to your image file and click OPEN Phones To enter an individual s phone numbers click on the Phones tab Enter the following information 1 Work Phone amp Extension enter the person s work number 2 Cell Phone enter the cell phone number for this person 3 Pager enter a pager number for this person if they have one 4
117. Apple Way Byron IL 61010 Start Date 04 20 2011 Inactive Date 00 00 00 Week Day 5 8 2 If you would like to view the recurring donation profiles based on a criteria that is not included in the Find By drop down box you can use the query editor Click the SEARCH database icon Perform the query for the criteria you are interested in See Using the Query Editor for more information on creating custom queries To view the details of a specific profile double click on the record in the summary list 124 From this window you can scroll through the list of recurring donations from the summary list by clicking on the Next and Previous links Create Recurring Donation Profile To enter a new recurring donation profile click Add Recurring form the Recurring Contributions menu Enter the last name or part of the last name then press TAB the list dor Cami 2389 Honduras Child Condor George 2389 Honduras s Adult Select the donor from Condor JJ 12389 Honduras Youth th e li st Condor Mimi 2389 Honduras Wife You can enter a first FirstName 2 name to further refine A Nickname Address HOF Position Campbell Gordon 454 Vine V Husband Enter the donor s Last Name and press the tab key A list of people with that last name will be displayed Click on the appropriate person to select Notice the full name and address is displayed under Donor Address Enter the Designation The designati
118. E ESE Address 0 Pictures 0 Phones 0 US COT SS ot EEEE E E T ripio Groups 0 ICY a ss svesansarsaccoesavussusapsacceesavansieaesascoosabustusathascoosavasaiedtbascoosaiusteestiascoesabareiedteascoosabmsreciaes Visits 0 Hum PU o E E E E WACK i OU COC E E E E E E EAE EE E E S A O O ni oo RI 10 15 15 15 15 15 16 17 18 18 19 19 19 20 20 20 Mo dity Family Relationships ns Marriage O Divorce 0 Change HOF Death us El Bacistound CASOS ua Enter he Requests REUN acusatorio E REE E Ping Researcn back e round CASOS eesin rond Visitations 0 Enter VISTOS aa Find Research Visitations 2s deeds evansueeasoensderaeedinaaSeckslecoecs VesaanetsievelvesiuautecdsleseweedveaseodsexeunbiueaDeod Confidential COMER id Enter Confiden MALE CMM RING a ini Find Research Confidential Comments cccsceccsceccecaccececsccscancsccncscaccececsecscascscanceces FINDING PEOPLE Search Prolile Wy IO areas radares ldetecal Icon Bar Ol Find By 0 Results Add Delete Customize Search WI o Find Specific Rec Find By Criteri adi eta dosis Sonica IV BR oasis latas diia ls Query Editor Tag People O RUNNING REPORTS REPO SelCCH OMe VV INGO oran celeron Criteria 0 View Records FRG IG AR COU gece acorns eset east rooin seuetanssectaolawawekaasimehoin vexatesssaul E Report COUTURE Vy GOW rca REPORTING ON PEOPLE Report Window Envelope Number Cuore dai
119. ENERATE to run the report 199 From the criteria tab choose your starting date how many weeks to look back and if you are looking for absent or present Start Date 0612201 Ma Look back 4 Weeks Those who were Absent C Present Y Tres Comsacianaty Any Stan Dave 6 12 11 Look back 6 Weeks Len Times Conpecurivehy First Nickmame 05 08 11 Salley The standard absent present report will show people who met a cba the criteria and their attendance 05 15 11 Attendance by Group 05 22 11 x OS 29 11 06 05 11 06 12 11 x H x x x x xX HH HR a Hw EH lt lt a The attendance by group report displays weekly attendance data for the members in the selected groups If you choose to do this across groups it will list all the people in the groups selected and order by name If you choose to run this within in each group it will order it by group then list each member of that group To create the attendance by group report do the following Expand the Groups menu Click on Reports Highlight Attendance by Group oS te ee Click GENERATE Click over to the Selected column the groups you wish to include in the report Click on the Criteria tab Select the starting and ending date for the report Click on the Columns tab to add additional fields to the report 200 Highlight Atten dance by Group Select the groups you are
120. ERATE ERE a E From the Group reports cy arses ES window highlight At tendance by Session Select the reports you wish to run this for 202 Gous Ela Columns From the Criteria Abren o Rep port who atlonded a group on a specific date for each session that met Il also lists all group members who tab enter your date range C Current year lo date Stat Date 06 12 2011 ma End Dia ganz 7 Across Groups Within exch group Weebly Atlancance is calculated from Monday Sunday ar O _ Attendance by Session Tools Database File bani Wiew insert Style Mie RG amp 43838 9 nn 2 Flin EZZ T qo e None T Lucida Grande n Aaro DOmaa Of Os The report lists A RA ea pg wie Bea Go iit headcount infor mation for each A Lan Go Te al Tt ies wan sai session for the date range selected Check in Roster The check in roster lists the students that have checked into a class their parents names allergy information and their birthdate This report is typically run from the check in stations to give to the teachers once check in is complete It can also be run from the Group Reports screen To create the check in roster do the following Expand the Groups menu Click on Reports Highlight Check In Roster Click over to the Selected column the groups you wish to print a check in roster for Click on the Criteria tab Select the d
121. First Previous Next Last 11 87 Stats Record Modified 04 25 2011 Record Entered 04 25 2011 Record Confirmed 00 00 00 Family Members amily Position Title First Name Nickname Middle Last Name David Coniklin Husband m Mr David David Coniklin Gender Marital Status Spouse Association Birth Date Male Married Kim Member 08 24 1964 46 Yrs Primary Phone Alt Phone 815 234 7530 U Unlisted mi Head of Family Personal eMail Eny No Family No Badge No Barcode 32 0 106Q m Address Pictures Phones Contributions Custom Dates G Keywords Visits Comments Background Chk Letters Attendance 0 14 0 Click on plus Group Name Group Status Involvement sign to enroll this individual into a group s ewes C anan ran ZB Click on the group you d like ii sei to enroll this person into It jeans Ore Group Type All will move the group name to w in the selected column Available Baker Smi Group Click SELECT to enroll Key Words The Key Words area allows you to categorize folks Good examples for key words would be tracking volunteer interests spiritual gifts and talents Once you have assigned a keyword to people it is very easy to get a list of all the people that are prayer warriors or mechanics etc To enter a keyword for an individual do the following 1 Click on the Keyword tab 2 Click the plus sign in the lower left of th
122. From a donor report use the SEND EMAIL WRITE LETTER or LABELS buttons on the output screen 2 Through the Search by Person window 3 Through the Search by Batch window In the first method you d need to run a donation report that lists people for example the donor summary top x givers given 0 times reports Once you click GENERATE to run that report the results will be listed in the output window Click the appropriate button to create the correspondence for the donors included in your report 216 Donation report with people listed Click on Search by Person Click the appropriate icon to write a letter send an email etc to everyone included in this batch Click Search by Batch to locate a od specific batch dauoustion AE Fada A Daten 1 1 11 514 11 BI EET z i f Maes arti BETE bow Rorklord i d L T hen Smith LHI Maen borer L 61610 310 621 00 a Hom Empia LESS haras Dn sprak L ETE 3 790 00 DNF Proa ede Backlioed L GELI 4 600 00 A L 21419 Wepre Berr L bL040 1500 50 soso Click to write a arni paraa AILA Wiar Aa haan i l104 iat oo E anber pte THAN l il ti GES beeper beter L ELDO 5250 00 etter emal or Il Todd Emah LERET eran L 6L610 y 100 00 LE Pee Moses EH al fio L bitig 3 154 00 4d Fiii Soret apl t Perot L CLDIQ 150 00 produce labels Id gt Mimi Cor 7190 Mad fron L Ltoio 4 110 00 it Daridijonas 100 40 16 Caharian Cerin 4105 W
123. Gina Parker 888 Elm St Byron IL 61010 Home 239 0923 Example of simple list directory deriing Lily ATT ARBY FARI Main 51 Byron IL 61010 Jongs Join 238 0109 Sora Mary 058 0159 dora Paro 218 0189 Parkor Garry HA ssh Elm SL Byron IL 61010 Parker Gina TIMI ERR Fim Si Byron IL 61010 EA 239 0007 Tri Vi He _ Efren IL 61010 Wane Gordon IA Jiii WV Hil Byron IL 61010 E Ta eE 214 Group Picture Directory To create the group picture directory expand the Directories manu and select Group Picture Select your group from the drop down list Next select the information you d like included in the directory Click OK to send the directory to your printer Select Font Include Select font and size for Select fields to be in the directory Helvetica 14 a cluded in the directory Cell Phone vi Home Phone John Smith Y Email Example of group picture directory a k A Johnny Smith Tom Zoom 129567 Apple Way 789 st Chicago IL B0544 Chicago IL 60544 815 234 7530 Home Phone Johnny Jones Taylor Smith 9479 N Woodgate 100234 Man St Byron IL 61010 Denver IL 61010 234 567 8900 Cell Phone 303 555 1212 Home Phone johnny aalem hi Sally Jones 100 Main St Anytown IL 61010 sa ey2 grail com Aaron Schaeffer Kenny Tadd 10010 Main 555 123 4567 Home Phone Evergreen CO 80439 kenny ae com Unlisted Home Phone Page 1 215 CORRESPONDING WITH YOUR CONGREGATION Deter
124. Given Conley David o 1 a e Next Week 13 EJE Since 06 12 2011 B Top Menu Additional menu items can be found across the top of the Navigator Window These menu items are typically administrative type items for example backups maintenance and imports Click on the name of the menu then move the mouse and select To Do List Each Roll Call user will have a To Do list displayed on the Home page To add an item to your To Do list click on the plus sign in the lower corner of the area A window will be displayed for you to enter the task To mark an item as completed click on the box in front of the item To delete items from the list highlight one or more items then click on the minus sign in the lower part of the area To print your To Do list click on the printer icon Birthdays The birthday section of the Home page will show you who has a birthday this week next week this month or next month Use the drop down to choose which time frame you are interested in Each Roll Call user can set their own preferences for this birthday list For example the children s ministry leader may only want to see kids who are in the Sunday school classes 15 Choose the time frame for birthday list Choose activity date in her list While a deacon who is the shepherd for several families would only want to see the birthdays for the people he is responsible f
125. Giving Values 4 If you would like to print the letters on your letterhead mark the box Print without headers If the second page should be printed on plain non letterhead paper click the box marked First Page only 5 If you choose to print the letters without headers you have the option to print your logo on the letters Mark the box My Logo in header A file dialog box will be presented Navigate to the graphic file that contains your logo Select that file Click OPEN 179 Select the fund that you want to produce the letters for Click CONTINUE Enter the text for the body of the letter LIE E A BE EE aia sa B T A Heme F LAPP Select a Pledge Fund Building Al Report in Kind gaing P a Cembribistiona E Show In kind Values on Pledges O Print without Header First Page Griy My Loge in haadst Enter the text portions of the letter There are three different text areas which allow you to customize your pledge progress letter The next window is a word processor Enter the main body of the letter in this section Once you are satisfied with the text and formatting here click CONTINUE Thank You text _ Enter the message to appear on the receipt File Edit View Insert Style Colors Paragraph Format Tools NS BO 8s 2 o gt 1 9 0 a Jm 1 Normal 5 Lucida Grande mln El BZ U B B Sm f SE EZ E GE REE HUA E An Thank you for your generous cont
126. Key Words Custom Field Lists City Telephone Types etc To modify this information expand the Administration menu and click on Lists A screen with all the lists will be displayed ADD Church Navigator bhe 4 8 8 Gaia ia B ampus Group Type 7765 0 From this window click on the type of list you d like to modify The current list of values will be displayed on the right To add a new value press the plus sign A line will open up for you to add the value To delete a value highlight it then press the minus sign To modify a value double click on the value then make necessary changes Duplicate Check To identify potential duplicate records expand the people menu Click on Find Duplicate Reocrds The area to the right will all you to select your duplicate criteria To see all the people that have the same first and last name click the First and Last Name button To see all the people that have the same address but are in different families click on the Same Address option To see all the folks with the same home number click on the option for Home Phone From the display of potential duplicates click on a person that appears to be a duplicate record then click on the next record that appears to be a duplicate with the first These records will be placed side by side so you can view the information From the buttons underneath each record you may perform several actions 1 Click the DISPLAY button to view t
127. Manually Make Family Position changes automatic C Yes 2 No Children changed t Youth at ag 13 People custom Youth changed to Adult af age 18 Default title for Female Adult 2 Miss O Ma field Turn eff Security Check Clearance Levelt C Use multiple campuses Yea Ho On Satta usi Default Son order for Find People F LastMickName MickHanme Last Address Preferences The following informaiton can be set under the Address tab of the Preferences screen 1 Default Address Mark if you would like tthe city state or zip from the church address to be the default city state and zip for the people you enter into the system 2 Country Mark if you d like to display a country field in the People screen 3 Web Maps If you d like to use a different web map enter the URL and syntax required ANA Preferences ROLL CALL Preferences use a default city statte and zip Mark if you d like to have acountry field displayed Web Map URL Tin Panes googie com piri creer erro gt City State Ze Use Postal Preferred addross format on labets and Receipts Yes A Ok Country Ves Web Map Syntax maps q Sacidress Scity Sstate Szip Scourary Contribution Preferences The following informaiton can be set under the Contribution tab of the Preferences screen 1 Default Designation Enter the default fund name for entering contributions 2 Pledges Select which pledges you d like to see on the donation
128. Name Nickname Middle Last Name David Coniklin Husband f mr Davia David Conklin Gender Marital Status Spouse Association Birth Date Ne Im Married Jm Kim Member F 08 24 1964 46 Yrs Primary PRqne Alt Phone 815 234 7530 C Unlisted M Head of Family Personal eMail Env No Family No Badge No Barcode 0 32 o 106Q Custom Dates Groups Keywords Visits Comments Background Chk Letters Attendance CAaressPiciures Phones COftiguions Primary Address Alt Address Notes i Family Picture ee a 9479 N Woodbridge Denver CO 80439 Effective Month Number 06 Day 15 Ends Month Number 08 Day 15 a QS C oe C smene C srt cione If you need to enter a secondary or alternate address click on the ALT Address tab Enter the following information 1 Address the street address for the alternate address 2 More Address the address line 2 3 City State and Zip of the alternate address 4 Country 1f you have the preferences to display country you can enter the country here Phones enter the home phone numbers for the alternate location Effective Month amp Days enter the start date when this address takes effective 7 Ends Month amp Day enter the moth and day that this address should no longer be used a 0 To enter Notes regarding the address information click on the Notes tab Enter the free format information here If you d like directions to an address click on the WEB M
129. O A re E On A A 103 Import deposit to QB or MY OD esas clerical 104 DUERO A E A 104 DEDOS ica 105 LOOKING UP CONTRIBUTIONS eLo UNG 8 ed o E N EE 106 Find By O 106 CUE dl oc 0 rante stio apa rey emer ee 107 Results 0 107 Pe AU oo dle acca ee tinea eaten Ue a A o uo EU e 109 Find By O 109 ATP A A 109 Results Ol 110 NA TC OG Prol strain uete veis 110 MODIFYING CONTRIBUTIONS dj B AG PP a srt ee ton carat A wenden eseuess 116 Add Contributions to Existing Batch ontario 116 COTE TAC On DOT e E E E R E E E ee 116 Pored Ban MeS resinas 117 Reverse he DA sos 117 Core aoe Combat ee ee ee or ee ne er ret drop tota 118 FR SOS CS Dalla oa 118 WAST CT Con DUCO urraca aldea A 118 ASMA E CONTADOS oo ia opine 119 Multiple CONDADOS ono oa 119 Delete Contaba fe 120 RECURRING DONATIONS Recurring Donation TOC Sy one 122 Recuremo Donation Prel rencE resime 122 Defaults O 122 FTA OTA Oee E E E E E E E E T E E E 122 Import Recurso Donation Prolles somos pelas 123 Find By O 124 Query 2O 124 Create Recurring Donation Profle snoot EEE 125 Posne mhe Recni Dondon toca 126 pe 431101081210 61 UY e E IE I E 126 Manual ql 127 Recuttins Donation BG eee ater Teen tai 127 COD UN the Recon Donde ias 128 CREATING CONTRIBUTION RECEIPTS STATEMENTS contambutron Receipt Proces aran iE E EEEE T TEENE 129 Contribution sae IMC IE FOA S ssimic orainen e R aE a eames RE aian 129 A A OU E EN 129 De Eo A o e 0 uo A 130 Annual Ol 130 A In A ee
130. OLLCALL 4DL AAA O O C LD When you are anchored on the Scheduler link on the left you may set up the backup frequency Preferences amp Application Be Design Mode EH Database Configuration Scheduler Backup Restore By Client Server Web Server I Web Services Backup Frequency ny n No automatic backup Every 1 hour s starting at 00 00 00 s O Every l 1 day s at 00 00 00 3 O Every 1 week s _ Monday at 00 00 00 Ry Tuesday at 00 00 00 ES Wednesday at 00 00 00 _ Thursday at 00 00 00 7 Friday at 00 00 00 Saturday at 00 00 00 Y Sunday at 00 00 00 o O Every 1 month s 1st a Day at 00 00 00 To indicate how many backups to retain and how to handle backup failures click on the Backup link on the left 280 Preferences Indicate how many backups to retain amp Application sign Mode EH Database Backup Configuration Scheduler Backup Restore Iy Client Server Web Server ZF Web Services General Settings 3 backup files Backup only if the data file has been modified M Keep only the last Delete oldest backup file If active transactions or index operations _ Always wait for the end of operations after KA backup Abort backup after waiting If backup fails Retry at the next scheduled date and time 3 Minutes B Retry after 1 Minutes B Indicate how to handle backups 1f there are active trans
131. Report From the criteria tab select the associations for the folks you d like to run the log for Click GENERATE to run the report 72 Select the asso ciation of the folks you d like to print logs for Highlight Visitation Logs Click GENERATE to run the report i 1 Visitati Contact information sitation Log Alexander Brad Phones for this person to be ie oe sroprerang ares visited Attendance History tor Last visit comments Blank area to record comments for this visit Visitation History The visitation history lists all visits made since a certain date To run this report Expand the People menu Expand the Reports menu Highlight Visitation History Report From the criteria tab enter the beginning date of the visits you d like to report on Click GENERATE to run the report SR 73 Enter your date cri teria for the history report Click GENERATE to run the report i l A De ee eee r r r a a a ek a q This report shows all visitation Jesus R Visitation History since 4 28 10 records since Smith Mark Ty mpenn 10 Telephone engin 00 20 ommnent visited Tim Condor the date entered We talked abaut his visit He enjoyed the service and said they d be back They recently moved to the area and are actively looking I InParson 23 Talephona Length 00 00 above visited Cindy Klemp Gaod visit Thinking of coming back next week Cindy is single mom with little support
132. Row per Family standard This format assumes that all the information on a single line is for one family The data must be in the following order Family Last Name Head s First Name Gender Association Cell Phone Work Phone Email Spouse Last Name Spouse First Name Spouse Gender Spouse Cell Spouse Work Phone Spouse Email Home Phone 1 Home Phone 2 Address 1 Address 2 City State Postal Code Child 1 First Name Child 1 Gender Child 1 Birth date Child 2 First Name Child 2 Gender Child 2 Birth date Child 3 First Name Child 3 Gender Child 3 Birth date Child 4 First Name Child 4 Gender Child 4 Birth date Child 5 First Name Child 5 Gender Child 5 Birth date PES A a a LU LU UY U UU UY NN NN NN DN NN DN NN DN WN RR RRR RRR po poi ig Nh Y DN OO ONAN ADA NH PWNOR TO vc I 0o va O MNyNoo 23 One Row per Family custom This format allows you to import the same information names children address city state zip gender and birthdates but the order does not have to be exact For example if you don t have a second home phone you don t need to leave a blank column for that field You will be able to tell Roll Call which data is in which column One Row per Person standard In the one row per person format each row in the spreadsheet represents an individual Roll Call will pull people together based on matches in the address field The first person it encount
133. USER MANUAL VERSION 11 F E 114 1108 B THE BOOK Software for Churches Non profits Table of Contents INSTALLING ROLL CALL DS Ie User MS PaO rocio hubo onr O E 4 5n35502 acactnacescereseoesasaosonaaceseccaa aacesceneseoesasansoeassesecenasencescereseeesacacsecaaes Windows users Homne CD serne E S E A hana dl ME TAIAION bessser ronne nE REEE E Er O EITE EEan e Te SOU VC E E E E E EAE EE E EE eliana CMC errorae ree e o N Sa e e EE UNO OOO PNE A Network Multi User Sy SCH sriconsatssanceeaacuocsatesatendgaocoodaiataneatsacuoesaiesaaaadiaocensabmemestbacapesaimnaneatss Sne a e VSS tea Network Multi User e MMM O0 UU I A GETTING STARTED Navigator Ol Navi nor MED roban Birthdays O Visitors 0 De ANC My limar SCUCCING sica A AA e Pr o Oo SEO Find By 0 Add or Dete TCC AMA PA e O o PI ERS divino Ti O essiri ea E E EE EE EEE ahastaaatiaogossabuemuaesacacesaimeanesss License os crrsserrssn eene A E E EN EEES Preferences O MAINTAINING PEOPLE INFORMATION lport People TATA isis A O POCO Esi EEN E Ee Esa iN eosi innse One Row per anny standard rana ada One Row per Family CUStOI ascsscessnssnscceacsasancecupiaseanastnsansstsacenrsasaeeecepiaseasdatesanasteadeneaasaneontess One Row per Person Standard Jessnes e a EES aos One Row per Person CUSSION n asizsencaspncnecsatastnerdeeneeesshasames ER er ANE eA EN Esi Ena e aa e E E E E E E E E A AAPP E EE E UI Contact Into O ise io E E E TAE EE EN
134. XT 4 From this window select your default Association and default Family Position These fields are required so if you don t have a value in the record Roll Call will use the default value to create the record in Roll Call 24 Click on Import menu item Choose file format type then click NEXT Enter defaults for Association and Family Position Click on the col umn SKIP to get the drop down of fields Select the field name that rep resents this column Indicate which row the data starts For example if you have titles in row 1 the data would start on line 2 Click LOAD FILE Navigate to your text file and open it Your data will be displayed in a spreadsheet fashion in the lower section of the window focus Reigns Navigator People import Welcome io the People impor Wizard bechamel nl op een gc aroma using ib debmi Git containing son b st Information about people ii a x hint Veet a meal 2286 00 kaea a a B te Esc Default Association Member Default Family Position Click to set the headers skip Last Name Data starts at line 1 skip Address 1 oaaao De Skip City Alexander 1122 Gladiola Byron Bittinger 13893 Banter Byron Condor 2389 Honduras Rockford Condor 12389 Honduras Only set these if not in the import file Next Rockford
135. _ Summary amp Detaits A i Single Print Job include Summary by Fund i Cover Letter Include Detailed Gifs Ivi Print on Stationary O First Paga Onty L Repor In Kind giving Show Envelope Number l Fi Include References to Pledges Include Pledge Remainder Column _ Bad Address _ Include All Who Pledge Do not send mas f Tmati Receipts f Prina Receipts j Ciose A AAIMMIMIMIMIMI E 6 Include Summary by Fund If you selected Summary amp Details under Receipt Details you can mark this box if you d like to display the summary information by fund 7 Include Detailed Gifts If you selected Summary amp Details under Receipt Details you can mark this box if you want to list each contribution for the period 8 Include References to Pledges Under the Pledge Detail section mark this box if you d like to see the pledge information for each fund that this donor contributed to 137 10 11 12 13 14 15 16 17 This will add a Pledge Received and Pledge Total column to the report Include Pledge Remainder if you would like to include a column Pledge Remainder mark this box Include all who Pledge if you want to create a statement for each person who pledged regardless of their giving mark this box Single Print Job under the print options section mark this box if you want Roll Call to create 1 large print job that includes all the receipts If you will be dupl
136. _ _ ee i 384 Byron at j artim S or A i i y in ke Smith 7 gt ak E nr AZ ir A EE hurt hat Es m A o m Spange Carie 617 General i Email Receipts To email receipts from Roll Call click on the EMAIL RECEIPT button All donors who have email marked will be sent an email with their statement as an attachment The send email window will be displayed Enter the subject of the email and a comment in the body of the email The statement will be a pdf attachment If you like to email receipts to people regardless of the email setting highlight all the people in the View People tab that you d like to email Click EMAIL RECEIPTS This will email to everyone you have highlighted 148 Highlight the people you d like to email to Click EMAIL Married Couples filing Individually By default Roll Call will combine contributions for a Husband and Wife into one receipt If the couple files separately and wants separate receipts set the files individually setting in their profile 1 Use Search Profiles to find the person who wants a separate receipt 2 Click on the Contributions tab 3 Click n the Settings tab 4 Mark the option for file individually Click on Settings tab under the Contributions tab Mark the option for filing separately 149 Select Contribution reports from top Re ports menu Select reports under the Contribution menu on the
137. a Arie D E tab then click on the Email Letters Labels Spread First Previous Next Last 11 87 Stats type of comments Record Moa 04 25 2011 Record Entered 04 25 2011 Record Confirmed 00 00 00 Family Members Family Re te First Name Nickname Middle Last Name Suf David Coniklin Husband wy David David Coniklin Gender pouse Association Birth Date Male Masa Member se 8 24 1964 46 Yrs Primary Phone 815 234 7530 J Unlisted ead of Family Personal eMail Env No Family No Badge Ne 0 Address Pictures Phones Contributions Custom Dates Groups Keywords Visits Comments Background Chk Letters Attendance Gen Custody Confidential Enter gen Comment Allergies Special Needs eral C omments General comments for all to see Allergy or special information for Sunday school teachers here Overall Clearance Level 4 34 Enter the date of the confidential comment and the comment here To enter general comments do the following 1 Click on the Comments tab 2 Click on the General tab underneath the Comments tab 3 Enter your general Comments 4 Enter any Special Needs or Allergy information in the right field This information will be printed on the Sign in Roster and on the Name Tag for children To enter custody information do the following 1 Click on the Comments tab 2 Click on the Custody tab underneath the Comments tab 3 Enter the Custody information To enter confidential comments
138. a 3 This will print lables using standard sheets of 30 labels 3 X 101 By dalaw it ls based on Avery 51608160 labels but you can ther emai Click on Options tab Latai toba pant 0 Mark to include envelope number on label Criteria Options Tomie Wie Records l Choose to create labels a Ommy for each individualon gt om O oeu O has the list or each family E inchs envelope numbers Exclude E Bad Aminas ES Donotsendmel Sorted by Las m me besa Produce l cm S Customize Use the Customize tab to change the font type and size of the lettering for your label You may also add static text to the label or eliminate the use of Address Line 2 on the label If you have a partial sheet of labels use the area in the upper right to indicate the label number to start with Also if you need to adjust where the printing starts use the adjustment arrows to move to the top left or right or up or down A Labels This will print lables using standard sheets of 30 labels 3 X 10 By detauit ii is based on Avery 5160 8160 labels but you can Moxy for other formats Choose which informa tion to include on the label Bras Alexancer Labels to be primed 73 Address _ Ignore Address Line 2 C Static Text STOT Use arrows to Choose font size and adjust printing type for printing start position 229 View People If you d like to review who will have a label printed click th
139. a husband and wife Jim amp Sue Smith the default mailing label would be Jim amp Sue Smith OR Mr amp Mrs Smith However if you entered The Smith Family as the optional mailing name the letters labels and receipts would be addressed to The Smith Family Address City State and Zip Country if you have the preference turned on for country there will be a country field displayed here Shepherd Area if your church assigns deacons congregational care pastors or other lay people to come along side families you may indicate that here Family Email an email address that can be used to send emails to the entire family Bad Address if you ve had mail returned so you know it is an invalid mailing address you can mark the box for bad address 27 Click on Alter nate Address tab Enter alternate address plus effec tive dates for the address Note WEB MAP and COPY address buttons 7 Do not send mail if someone has requested that you not send them mail mark this box Unlisted Address if someone has requested that their address is not published mark this box BOS ccs a People 106 ly a 4 gt bl p Print Email Letters Labels Spread First Previous Next Last 11 87 Stats Record Modified 04 25 2011 Record Entered 04 25 2011 J Record Confirmed 00 00 00 Family Members Family Position __ Title First
140. ab to choose the fields for the report JCC EEE e to run the report Ganj ee 2s 163 Given X Times The Given X Times lists the donors who have given over a certain number of gifts based on the date range funds and people you select To run this report oe iS Expand the Contributions menu Click on Reports Click Given X Times on the left sidebar From the criteria tab select the date range that you wish for this report Next enter the number of times you are searching for The report will search for those folks who given at least that many times over the date range Next under the Who tab select the donors you wish to see on the report Do you wish to see all donors or certain associations or certain groups etc Once you ve chosen who click on the What tab From here select the funds you wish to consider for this report Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report If you d like to change the sort order move the columns from the Selected column to the Sort column Click GENERATE As an example lets say we d like to view people who have given at least 6 times this year We want to evaluate everyone in the
141. ac How do you want C Cancel the operation after 5 attempts Long to handle backup Archive failures Segment Size Mb Compression Rate None H None KA None 43 Interlacing Rate Redundancy Rate Cane E Recover database from a backup on a network system To recover from a backup open Roll Call Server and immediately hold down the ALT OPTION key to get the open file dialog box Choose the option for Restore from Backup Click OK Navigate to your latest backup file Highlight 1t and click OPEN Your compiled database and data file will be recovered Next you can restart Roll Call Server Choose the option to restore from backup You pressed the Alt key Select the operation you want to do Open the application with the default data file Click OK Select another data file Create a new data file Open the Maintenance and Security Center x Open Navigate to your Look in E Desktop backup file A my Documents re 4 My Computer My Recent my Network Places Documents 5 4D Client lt 1 901997 1 orange white pearl icon symbols shapes check mark5 ps 3 O contact _files Desktop HonorRoll3 060 HonorRoll3068 O keytag templates N orchard rcio My Documsats My Computer Readme 10 0 Standalone rtfd ROLLCALL 0001 4BKk 281 File name ROLLCALL OO01 4BK v My Network Files of type All readable docume
142. ads of the families listed The compare sets icon allows you to perform a comparison of two results sets For example who are my donors that are also in a small group The save set icon allows you to save the results of a query The get set icon allows you to retrieve the results of a previously saved set The subset icon allows you reduce your list to only those records that are highlighted 17 Highlight the Search menu item R Prefs The preference icon allows you to set user specific criteria based on the window you are currently in From the search windows the preference icon will allow you to choose which columns to display Search Summary Screens Each of the main functional areas of Roll Call will have a Search menu item These Search or Summary screens can be used to find records correspond with people and add new records Customize Each Roll Call user can choose which fields they d like displayed on a Search screen To select the columns do the following 1 Click on the Search menu item for the area you are interested in 2 Click on the Preferences icon 3 Move the columns you d like displayed from the left side to the right side You can either drag and drop double click or highlight the field and click the arrow to the right 4 To modify the ordering of these columns drag the field name to the position in the list Click on the arrow to view all the people fields Drag a field fr
143. ae To handle the scenario where both the husband and wife are in Roll Call do the following Pull up the new wife s record Click on the Head of Family check box Select the option for Make this person member of another family Enter the Last Name of the husband Click OK A list of people with that last name will be displayed Double click on the appropriate person 7 The wife is now part of the husband s family You ll need to manually change the Marital Status and Family Position You may also enter the spouse name in the Spouse field if you choose NU O AOOO gt People 107 EN A OL id lt a gt bl p Print Email Letters Labels Spread First Previous Next Last 3 5 Stats Record Modified 04 25 2011 Record Entered 04 25 2011 _ Record Confirmed 00 00 00 Family Members Family Position Title First Name Nickname Middle Last Name Suf Kim Smith Adult e Miss jel Kim Kim Smith Marital Status Spouse Association Birth Date Female Member a 08 19 1965 45 Yrs Primary Phone Alt Phone C Unlisted V Head of Family Personal eMail Env No Family No Badge No Barcode kim bythebook com 35 0 07Q ho de jcti Phones Contributions Custom Dates Groups Keywords Visits Comments Background Chk Letters Attendance Alt Address Notes Family Picture Wing Name Street 100 Washington More Add City St Postal Byron w IL 161010 Count
144. aigns or highlighted campaigns will be included for the correspondence Click on the appropriate icon LABELS EMAIL or LETTER Click on Search by Fund Highlight the campaign s that you want to send corre 12 31 11 2am gt spondence to Click appropri ate icon 218 Group members list Expand the Groups menu Click on Search Group Members There are several ways you can create correspondence for group members 1 From a group report that lists people use the SEND EMAIL WRITE LETTER or LABELS buttons on the output screen 2 Through the Search window under Groups In the first method you d need to run a group report that lists people for example the group member list Once you click GENERATE to run that report the results will be listed in the output window Click the appropriate button to create the correspondence for those members Active members only Last Name First Nickname Address 1 City State Postal Code Campbell Madelyn 454 Vine Byron a 61010 Campbell Perty 454 Vine Byron t 61010 Condor Cami 2189 Honduras Rockford n 61109 Condor Tim 2369 Honduras Rockford a 61109 Conley Jacob Shaker 9479 N Woodgate Byron IL 61010 n erson Patricia Patty 3445 VISION Byron IL 61010 Johnson Kimberly Kima 8839 Porter Byron iL 61010 Klemp Cindy 8920 Juniper Byron i 61010 Click on ap Richardson Ned 777 Poppy Rockford iL 61106 Simpson Evelyn 1235 Banner Dr Springfield t 61389 1 b S
145. ail address If a recipient replies to the email this 1s the address 1t will go to 4 Enter the Mail Host Name This 1s your Outgoing SMTP mail address 5 Enter the Username and Password 1f your provider requires authentication 6 Mark the box for SSL 1f your provider requires SSL encryption 7 Enter the Port Number if your provider requires a specific port number 8 Make sure to click SAVE to save these settings Expand Home menu leinen ie A ABEB alB B Choose your n oe on My preferred email Email Enter your SMTP Email Settings type Plain taxt 2 HTML email Enter your re turn address and Retum Address aavagyoymedock com outgoing mail host mth ch es fea information A cs J Click SAVE Karee Find Duplicate Records Pon 25 135 Ey Print Badges dh impor Note Only enter User Name amp Password if your outgoing mail server requires gt Expo 1 Reports b 226 Phone information To send a text you will need to have the cell phone number in the phones tab for each person you wish to send a text The carrier information will also need to be included Sending the Text Once you have determined who you ll be texting click the EMAIL icon from the search screen You ll be given the option to send email or to send a text Choose the option for text A window will be displayed for you to enter your text message Make sure cell num ber and carrier are listed for the folks you need to text
146. ail hna L i i t 154 04 17 George Hamen E ER MA jan Dor TEA Birbiri inun L BIBI 169 0 49 More Loree EIRP Hoderi Epmd L bL 4 400 20 juan Circa 295 Fadi Peron L AE PEET dl ee hi7 Lin ral rica L Lio 5 20 00 BF una Deo SEA juybicd Byron L ATEL 5 hho J1 Mei Crah LEETE Barir L bid EEE 24 ero Hay 1387 Wail Fron L 61050 1000 oo e IS To create correspondence for specific donors expand the Contributions menu and click on Search by Person menu item Find the donors by entering a last name envelope number or association Once you have the list of people in your list click on the appropriate icon LABELS EMAIL or LETTER Use Find By to locate specific people Click the ap propriate icon to write a let ter produce labels or send an email To create correspondence for donors in a specific batch expand the Contributions menu and click on Search by Batch menu item Retrieve the batches you are interested in All the donors in the listed batches or highlighted batches will be included for the correspondence Click on the appropriate icon LABELS EMAIL or LETTER 2 G s 3 8 8 Beis Rave Bei DA dl Prefs diii Find by bachata oa gt 24 1 Sit AP RDP 5i sium OE 0 Ce et of O 217 Pledgers There are several ways you can create correspondence for people who pledge 1 From a pledge report use the SEND EMAIL WRITE LETTER or LABELS button
147. ains all the people who have donated since 1 1 06 Results of our first query 4 People 29 of 29 The results Set B Current Selection from our first aar Ee J Load sawed set Load saved set query __GetSeta Get set B RecordsinsetA 0 Records insetB 0 Combine Sets Js Will resutt in Records ____ N will result in ORecords Difference sub Subtract B from A tracts out the com mon from the other C Subtract A from B set ill result in DRecords Common to A and B Will result in DRecords Cancel _ Click on the SETS icon 1815 A73 94130 815 8739430 815 873 9430 815 873 9430 WETS 439430 The results from our second query Union combines the results of each query The intersection re turns the things that are common between the two sets Next let s move over to the box labeled Set B Click on the button for Query Editor and press the button GET SET B The query editor is displayed Change the Query In table to Group Membership button here We want all groups for this example Highlight is equal to in the Comparison box ide a 252 Select Group Name from the Field Name drop down box A window is displayed allowing you to select a specific group Press the CANCEL Enter the wild card character this tells Roll Call we want any group Press QUERY The people who ar
148. al Status Initial Date Modified Date Member Member Member Mr Sabastian Garcia i Member Miss Jannifar Garcia Member Family eMail johnsonfamily lsidkiskfj com Personal eMail Mr Juan Garcia puan feosdtkisdifk com Mrs Marie Garcia marie skilskjdf com Mr Sabastien Garcia sabEsikfisjk com Personal Phones E Local Address Alternate Address Effective 00 00 to 00400 2390 Nail Phones Unlisted g Shepherd Area Johnson Wedding Date 00 00 00 Comment on Address take left at light Group Invalverneants Mr Juan Garcia davetest Miss Jennifer Garcia A 64 Birthday Report The Birthday report will list all the people that meet your birthday criteria and that are in the associations shepherd areas groups or keywords The default birthday report lists the name address birthday and age To run the report do the following Expand the People menu Expand the Reports menu Highlight Birthday Report From the criteria tab chose your birthday date range From the criteria tab select the associations keywords groups or shepherd area that you d like to consider for the report E a a Click on Columns tab and enter date range criteria In this example I wanted to run this for my Ist 2nd and 3rd grade groups Click GENERATE to run the report 6 Ifyov d like to change which columns are displayed in the report click on the columns tab Drag th
149. al to in the Comparison box Enter Evergreen as the Value Press QUERY A list of all the people that meet that criteria are listed gt Query the Database Available Selected Deceased Inactive Moved Occasional Attender Visitor Member Regular Attender Query the Database Editor Associations Group Find Records in Query In People 4D Query Addresses Y Current Selection Create search criteria like Association Field City eA is equal to Q People Special Comparison Evergreen Query Current Selection Query 248 Click query to get the results of the criteria from both tabs Association and editor Multi Table query You may need a list in which the criteria spans several tables For example give me all the people who have donated since 2006 who live in Evergreen 1 Expand the People menu Click on Search Profiles Click QUERY icon 2 Enter Donation as the Query In table donation date is stored in the Donations table Select Donation Date from the Field Name drop down box Highlight is greater than or equal to in the Comparison box Enter 1 1 06 as the Value Press the ADD LINE button Change the Query In table from Donations to Addresses Select City from the Field Name drop down box Highlight is equal to in the Comparison box 0 Enter Evergreen in the V
150. ally Roll Call will automatically create the contribution record on the appropriate day The recurring donation process in Roll Call is as follows 1 A recurring donation entry is added in Roll Call 2 On the specified date or day based on interval a donation record is automatically created in Roll Call 3 An email is sent to the donation administrator that this has occurred 4 The donation administrator can review the batch and decide whether or not to post the batch Recurring Donation Preferences Defaults To speed up the data entry process for recurring donations you can set the default designation as well as the default days for the recurring donation These defaults will be used when you add a new recurring donation entry These defaults can be changed Also enter the email information for recurring donation notifications Email notification To enter the recurring donation preferences expand the Contributions menu Next expand the Recurring Contributions menu Click Search then click the Preferences icon Select the Default Designation for recurring donations as well as the Default Days Next enter the email address for the folks who need to be notified when recurring donations have been posted Also enter your outgoing email host information AA i a l N Click on the Search poa eman veer Les facras t E E Home Day 1 fo menu under Recur Sop wer T ae ive I meny YS ring Contr
151. alue field 1 Press QUERY A list of people gave after 1 1 06 a who live in Evergreen is returned a ee Query the Database Change table i aSa Other Options h ere to g et to th e Find Records in People m appropriate fields i OS S for your query Create search criteria like Association is egual to Member People Special Field Comparison Value Click OUERY Donation Date a eee i 01 01 2006 i l E UPAS O ge e is greaterthan Click ADD LINE to add results _AddLine is less than or equal to additional criteria to Clear All your query Load Query Evergreen and Donation Date is greater than or equal to01 01 06 Query Current Selection Query in Current Selection Querying within a current selection allows you to limit your query to only those records that are in the current selection Let s say you ve just done a query of all the people who are Members Then you want to know who has given in the last 6 months From the results list press the SEARCH icon The query editor is displayed again Select Donation as the Query In table Select Donation Date from the Field Name drop down box Highlight is greater than from the Comparison box Enter 1 1 11 in the Value field Press QUERY CURRENT SELECTION This will reduce your first list of Members that have given since 1 1 11 Ce a a 249 Results from our first query 104103 0 To perform ad
152. ampus is turned on and the leader of the group There are also custom group titles and values stored in this table Group Members The group members table indicates which people are enrolled in a group The fields include group name the person s ID and the custom fields defined by your church Sessions The sessions table contains the day of the week and the times that a group meets Attendance Summary The meetings table contains an attendance summary for a group or service for a date Attendance The attendance table contains the specific attendance information for a group or service Who attended on what day and what time Sets A set is a grouping of records Each time you execute a query a set of records displayed Once you have the list or set you may save it To save a set press the SAVE SET button A file dialog box will be displayed allowing you to choose the location and to name the file After you ve entered this information press SAVE Now this set can be used for multiple tasks For example let s say you are creating a merge letter to people that have donated to a certain fund You need to give the pastor a list of those people you need to create the merge letter and you need to create labels for that group of people Those are 3 different tasks but all with the same set of people These query results are our current Set Click SAVE SET icon to use set later 815 873 4430 Condor
153. an set for you system The preferences allow you to select how often a person needs to change their password if a password 1s required how many characters the password needs to be etc To set the preferences 1 Expand the Administration menu 2 Click on User Security 3 Click on the Prefs icon right side 4 Enter the Maximum Password Age If you do not want passwords to expire mark the option for Passwords Never Expire If you want the passwords to expire after a certain length of time mark the option for Expires In and indicate how long 5 Enter the Minimum Password Age If you don t care how often the user changes their password you can mark the option for Allow Changes Immediately If you only want them to be able to change so often mark the option for Expires In then enter the number of days 6 Enter the Minimum Password Length If you wish to allow blank passwords mark the option to Allow Blank Otherwise enter the At Least number of characters Click PREFS from the User Security window Select minimum password length and password age prefer ences Password Restrictions and Maintenance Maximum Password Age Minimum Password Age eJ Password Never Exp 2 Allow Changes Immediately Expires In Expires In Minimum Password Length Allow Blank Passwords At Least Create New User To create a new user Expand the Administration
154. ance by Person report outlines the different services or groups a person came to if you run this report by day If you run this report by week month or year it will show you in a spreadsheet format how many times they attended each week month or year To run the attendance by person report by day 1 Expand the Attendance menu 2 Click on Reports 3 Highlight Attendance by Person 84 4 Enter the date range for the attendance data you are interested in Select By Day as the report type On the Who tab select which people you want to run this for You can choose by association groups keywords shepherd areas or search the database Once you choose your type you can pick the specific values For example if you wanted to see all your Members and Regular Attenders choose Associations then click on Member and Regular Attender to select those values gt 6 Highlight At tendance by BS Person Enter date range and select by day to get the detail attendance infor mation Click on the Who tab Sat Da 05 1511 Dato In this example I choose groups and picked several Sun day School classes And choose which people you want included in the report mM J ee eee O a x gt gt de Selecta por a Graena Codamna Wiw eiii 1 Alterdanco Summary Stan Date oss 1 Click to only ai
155. anter o Condor Cami Chid Kemia 230 Honduras E Condor George Adu Momber 2389 Honduras O Condor de We Member 30 Honduras z Tondo Marni Vito Member 2389 Honduras Condor Tim Husband Member 2389 Honduras O Conley David Husband Member BATS H Woodgate a Coney Jacob Shaker Youn Member tire N V ooogaia O Contin Taylor Youth Member 218 W Blackhawk Gow Jane Chid Member 504 Jaya i eb r AE W Brtec A j O imik Seventies f i Group Attendance Create Group Before you can begin recording attendance for a group class you must first create that group or class in Roll Call To create a group class do the following 1 Enter the values for Campus Group Type Department and Status 2 Enter the name of the specific group under Group Section 3 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 4 Ifthe 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 5 Enter the Location of the group if applicable 6 Indicate if the group meets weekly or randomly 79 Enter the group type department M Lanier and name to define Lander the group Sra Type Cas Co Leader Make sure to indicate the day and times this class meets under the sessions tab 106 neeg id gt ol p on isis Notes Deparme
156. are assigned to a specific shepherd area 1 Expand the People menu Click on Search Profiles Click QUERY icon 2 Enter Address as the Query In table both city and shepherd area are stored in the address table Select City from the Field Name drop down box Highlight is equal to in the Comparison box Enter Evergreen as the Value Press the ADD LINE button ae gt Query the Database Find Records in People Other Options E 40 Query Queryin Addresses Current Selection Create search criteria like Association is equal to i 4 People Special Field Comparison Clear All Save Query Load Query is equal to Evergreen Shepherd Area Ouery Curent Selection 7 Press the OR button Notice the AND is changed to OR on the second line 8 Select Shepherd Area from the Field Name drop down box 9 Highlight is equal to from the Comparison box 10 Select Aram s as the Value 11 Press QUERY A list of people who live in Evergreen OR are in Aram s shepherd area is displayed Date range criteria For this example let s create a query that gives us a list of people who have given a donation between January 1 2006 and July 31 2006 1 Expand the People menu Click on Search Profiles Click QUERY icon 2 Enter Donation as the Query In table donation date is stored in the Donations table Select Donation Date from the Field Name dr
157. ate Address fields gt gt gt he alternate address Wedding Date AAA A A People Table Field Special Notes or Description 8 The Mr Mrs Miss title ae gt IO ETT Bart oo o o o o O Name Month of Date of Birt T month th our church Mar tal Status 285 If you assigned custom fields you will see them listed If no labels as assigned you 1l see Custom jield Last Years Env No The envelope number that was assigned to this person last ie Env No The envelope number for this year You will see this number N Env No To get ready or next oe you can assign next env nos During the year end process these numbers are moved Attendance The 5 if a person attended worship the corresponding Badge No Field Special Notes or Description Campus if you have the mult campus feature turned on this field will be used to indicate the campus for which this group 1s o Name The combination of Department and Section Inactive Indicates if this group 1s Start Date The beginning date of this group pCi Date CTH ndimg date of this group Leader W o 1s the primary leader o OUD Location Mee des this group meet group mee Group Membership Table Field Special Notes or Description ema ie ira person 1s involved in 11 grout S Inactive Is this person currently active a this group Inactive Date The date th person became Ad C Leader Is this
158. ate for the roster Highlight the applicable sessions Click on the Columns tab to add additional fields to the report 7 Click GENERATE a 203 Checkin This is 0 printed roster that who is checked into a particular session on a given day IL name parents name alergias amp noies and checkin gme This is usetol to be handed lo leachen afer checkin ls finished 20 hey now who ls in their classes Highlight the sessions you wan do primi rosters for Highlight check in roster from a Group reports On the Criteria tab select report date then highlight the group and sessions you are interested in Preview of Group Reports pdf 1 page me GE tA a Lists all who were checked into that class Head Count 3 1st Grade 12 00 PM and session Attendance Roster The Attendance Roster displays the group members an area to record attendance for up to 13 weeks or display 13 weeks of attendance history To create the attendance roster do the following Expand the Groups menu Click on Reports Highlight Attendance Roster Click over to the Selected column the groups you wish to print a roster for Click on the Criteria tab Select the starting date for the roster Choose 13 weeks prior if you want to display attendance history Choose 13 weeks after if you want blank columns to record attendance 6 Click GENERATE o A A 204 From Group Reports window highlight A
159. avid Y Husband Kathryn Katie 14333 Ivy Kim 14333 Ivy 7 14333 Ivy y Select the appro priate person Cous E Delete Contributions Contributions can be deleted from an un posted batch The contribution can be deleted from the batch window or from the individual contribution screen To delete one or more contributions from the batch window do the following Expand the Contributions menu Click on Search by Batch Use the Find By to select your criteria to find the batch Double click on the batch you need to delete from Highlight one or more contributions Click on the minus sign oY ie ee a To delete a contribution from the contribution window do the following Expand the Contributions menu Click on Search by Batch Double click on the batch you need to delete from Double click on the specific contribution you need to delete Click on the DELETE button ie i 120 Highlight the contributions you need to delete Click on minus sig From the indi vidual donation record click DELETE 121 RECURRING DONATIONS Recurring Donation Process A recurring donation exists when a donor arranges for online giving at regular intervals through your website or through bill pay at his bank To record this regular online giving you may set up recurring donation entries in Roll Call This will save you from having to enter these donations manu
160. be listed in the left column If there is an arrow in front of a word like People or Addresses this means you can expand the list of fields under that table There is also a section called Special Columns Special Columns combine pieces of information into one field For example if you want the Head amp Spouse as a field or Parents Names as a field these can be found under Special Columns For a full listing of tables field names and descriptions please see Appendix A 58 Click on the arrow to view fields under each section Double click or drag a field from left column to se lected column Move the selected columns around to order them in the report These people will be included in the report Click GENERATE to run the report Report Output Window Click on Col umns tab to ick fields for the report Move a field to 3rd column to sort by that field View Records The View Records tab allows you to see which people or data will be included in the report based on the criteria you selected Run the Report When you click GENERATE the report results will be displayed in the Report Output window Sabashen Chad sab unt Rove Regular Alterder Wile Glenda Regular Atender Wife Charnes Charie Reguiar Atender Youth Amy Member Youtn Us A The report results are displayed in the main section of the Report Output Window Use the scroll
161. by zip code or by name Exclude to exclude receipts for folks who have an address marked as bad or do not send mark this box Text There are seven different types of text that can be used to customize your receipt They are as follows l Top Text The top text area is used as a thank you note at the beginning of the statement If you have a verse or a paragraph that you d like printed at the beginning of the statement use the top text area If you have large thank you note we recommend you use the cover letter section Cover Letter The cover letter is a 1 page letter that will be printed before each statement Bottom Text The bottom text area is used as footer text It typically indicates no goods or services were received NonCashGifts if the donor had any non cash gifts where an amount was assigned to the gift an asterisk will be placed beside the amount Then at the bottom of the statement there will be an asterisk with the verbiage you enter for non cash gifts Usually this would state that the donor is responsible for determining the fair market value of the gift 142 Top text area Bottom text area Jesus Reigns 777 Highway to Heaven Byron IL 61010 Mr amp Mes Bob Walker 123 Bell St Byron IL 61010 This is the thank you note area of the receipt If you enter Top text it will be placed before the summary section This area can be used fo
162. by dragging and dropping in the order you wish to see them in the report 8 Ifyou d like to change the sort order move the columns from the Selected column to the Sort column 9 Click GENERATE AO As an example lets say we d like to view people who have given over 250 this year We want to evaluate everyone in the database and we want to consider giving to all funds 1 Highlight Donors over X amount on the left sidebar 2 From the Criteria tab select This Year from the date range drop down 3 Enter 250 as the Amount 162 Select Donor over X report ne To see all donors leave Everyone selected on the Who tab Click on the What tab Click over the funds you are inter ested in Listing of people who gave over 250 YTD Select report period my Lal es stu E rg lt 7 m t m i can a mo sm Gore E Click on the Who tab Leave Everyone selected Mark the box for Combine Families if you want contributions from families lumped together Click on the What tab Click the double arrow to move all funds to the Selected column Mark the box to include non cash gifts if you want to include property gift amounts in the report as well Click on the Columns tab Drag the address city and state fields from the left side column to the Selected column on the report Click GENERATE to produce the report Click on the Columns t
163. ce or class on a given day expand the Attendance menu and click on the Search menu item Retrieve the attendance you are interested in All the people who attended that service or class or highlighted groups will be included for the correspondence Click on the appropriate icon LABELS EMAIL or LETTER Click on the appropriate icon to send corre spondence to the folks marked as present Alexandar Brad Yoh Member 1122 Glaciola Condor Cami Child Member 2389 Honduras Condor H Youth Member 2389 Honduras Condor Tim Husband Member 2389 Honduras Contey David Husband Member 479 N Woodgate Conley Jacob Shaker Youth Member SUTO N Woodgate Contain Tayior tam Member 418 W Blackhawk Doe Jane Child Member 562 Jaytird Letters Once you have determined who you ll be writing a letter to click the LETTER icon from the search screens or click the WRITE LETTER button from a report The Letters window will be displayed for you to compose and print your letter This window is made up of three different areas The template area in the upper left of the window will list saved letters that can be re used for this new set of people The addressing options area is used to create the address block and salutation For new letters youll need to choose whether to address the letters to each individual or to the family The word processor area is the main part of the window 220 Template area Address block op tions
164. ck Pi hiij S 2 al a a a on the LINK Tht is Ihe Begining of my email r on Qui Welebe icon C muane A S E l Insert edit link Enter the link ad dress General properties Link URL Anchors AAA Target Open in this window frame Click INSERT me QO Class Not set Log Once you click send an e mail will be sent to each person in your list Once the send is complete a log will be displayed indicating which email was sent and 1f there were any send errors You may SAVE or PRINT this log or simply click CLOSE to leave the log and return to Roll Call 225 Viewer Email Log All people will be Sending email to Alexander Brad kim bythebook com Email successfully sent listed with the email used Any send er M TREES errors in sending the messages rors will be noted in this log Click to SAVE or PRINT this log Ct C rim Text To send a text to a list of people a couple of things will need to be configured 1 You will need to have your outgoing email host information set up under MyEmail 2 You will to have the person s cell phone and carrier information entered in the Phones tab of a person s profile My Email Each user that will be sending emails or texts from within Roll Call must set up their email information 1 Select MyEmail Settings under the Home menu on the left side 2 Choose a plain text or HTML type email 3 Enter the Return Address This is the from em
165. ck on the Labels menu highlight the label you d like to run Then press the GENERATE icon The query editor will be displayed so you can select the data you want in the label A print dialog box will be displayed so you can send the labels to the printer Click on the Labels tab to customize la bels Highlight the name of the template Description Modify a Label Template To edit the label expand the Reports amp Labels menu on the left side Click on the Labels menu Double click on the template you d like to edit The query editor will be displayed so you can select the people you need labels for A message will be displayed telling you the name and location of the template file Remember this information Once you are in the label editor window press the LOAD button A file dialog box is displayed Navigate to the template file from the message highlight it then press OPEN The columns and formatting will be displayed in the label editor window Make any changes you d like to the columns or formatting on the label template To print the labels press the PRINT button If you d like to save the changes press SAVE 268 Click on the list you d like to modify List of all the valid value lists CLEANING UP THE DATA DATA ADMINISTRATION List of Valid Values Most lists can be changed The lists are the valid values that you can enter for a field such as Association
166. ck on the template you d like to modify The query editor will be displayed so you can select the data you want to see in the report After you review the raw data press the EDIT icon A message will be displayed telling you the name and location of the template file Remember this information Once you are in the quick report window select File gt Open from the report writer window Then navigate the template file from the message highlight it and press SAVE The columns and formatting will be displayed in the quick report window Make any changes you d like to the columns or formatting on the report template To run the report select File gt Generate If you d like to save the changes press File gt Save 264 CREATING CUSTOM LABELS If the standard labels in Roll Call do not meet your needs use the Custom Label writer to customize your format The Label writer is a tool provided with the 4D database that Roll Call is written on This chapter outlines the basic usage of the Label writer within the context of Roll Call When creating a custom label you ll need to determine several things 1 What set of people should have a label 2 What fields do I want in the label 3 How do I want the information sorted What People To begin customizing a label 1 Expand the Report amp Labels menu on the left side of the navigator window 2 Click on the Labels menu 3 Highlight your base table 4 Click on the ADD ico
167. create pdf and send email The receipts will be emailed to everyone in the list that has Email checked If you want to override the Email status highlight everyone you d like to email a statement then click SEND EMAIL Annual Statements Choose annual select year and confirm date range Choose totals only summary by fund and whether or not to list all contributions Choose to include pledge information To create quarterly receipts do the following 1 Expand the Contributions menu 2 Click on the Bulk Receipts menu item The Contribution Receipts window will be displayed 3 Choose Annual Receipt from the Receipt Type drop down Criteria From this tab you can choose the type of receipt you want and what information should be displayed on the report Enter the following information l Year Indicate the year that these receipts are for 2 Period Starting This date is defaulted to the beginning of the year you selected These dates may be changed 3 Period Ending This date is defaulted to the end of year you selected This date may be changed 4 Total Giving for Period Over If you only want to produce statements for folks who gave over a certain amount enter that amount here 5 Receipt Details choose if you d like the receipt display only a grand total or if you d like it to display totals by fund You may also choose to list each individual gift Receipt Details Print Options
168. d be used hen nu odios a ects Pi SAE Gf her an ant bo redee Hs weii of yor daba Compacting requires the aereer bo be re Ai riita wil bp correcto Uptime Less than one niati Restart server eatarra tre serves ell disconect all the cers Click COM PACT DATA Lest backup 2 12 2010 at 00 04 Weed bah CCU UO al Cy Handal por Aivilable spice saben Preferences The rar ll nine bs head Ge Er ies wl ee loci dring ha per aci n Aquel lege econ logged Sart request log The daniar parformande right ba barad chatty dunr e penerabon oF the request beep Hisar he arabes of thi log el later perm the server bo be optimized Repair my data file To repair your data file follow these steps 1 Double click on the Roll Call or Roll Call Server icon then immediately hold down the ALT key 2 Choose the option for Maintenance window Click on the REPAIR icon on the left 4 Click the REPAIR button U9 283 Choose the Maintenance Maintenance and Security Canter Click on the REPAIR icon Click here to re pair the data file phase OLLA ADO AAA 284 APPENDIX A TABLE LAYOUTS Address Table Field Special Notes or Description Family ID Unique identifier of a family D d UNCC Q d Family No T number you enter as a family number in the people screen IN AI o O A AA o O AN A A A Zip SSS Family Emai Unlisted I t should NOT be included in di l Altern
169. database and we want to consider giving to all funds 1 Highlight Given X times on the left sidebar 2 From the Criteria tab select This Year from the date range drop down 3 Enter 6 as the Times 4 Click on the Who tab Leave Everyone selected 5 Mark the box for Combine Families if you want contributions from families lumped together ANO Contr sports Select a rapon E amaia Golumes View Records L S t Select Given X ii oe ES TEE A elec Donar Summary by F q EX AAA times as the report Era cr eee the TEPON TEAR San Date mom O End Dale cevon2011 im period T Ginn Ximen Over Times Given eeh eae i Funa Summary E i EED Js ay Giving by Fund Run for Everyone Adults only ld buler Ol 5 Combine Faniy Members Enter the number of o times that you are interested in Leave Everyone selected 164 Click over the funds you are interested in Click GENERATE to run the report Listing of people that gave 5 or more times this year Note actions that can be performed a Click on the What tab Click the double arrow to move all funds to the Selected column Mark the box to include non cash gifts if you want to include property gift amounts in the report as well Click on the Columns tab Drag the address city and state fields from the left side column to the Se ected column on the report Click GENERATE to produc
170. deacon responsible for a certain group of people or a children s minister responsible for the children you may want to tag those people that you work with most often By tagging people you can go straight to the Tagged People menu item under Home to see those folks b 815 573 3430 zaa Hif 16 15 073 2430 2389 E Bara F HATS i ata Ww Select All ase Ps 015 682 3503 253 Member 815 552 2593 254339 3 Add Keyword pip i i Mall Member i 812 029 0012 20t Spreadsheet f 1 pee MODOS _panghioosdiisati er 812 029 0912 2390P mare diskfsijd com B12 023 0812 2390 F sangens iaoa Pot To tag people do the following 1 Do a query or find by to get the people in the list 2 Highlight all the people you d like tagged 3 Right mouse click 4 Select Tag To view the tagged people do the following 1 Expand the Home menu 2 Click on Tagged People 3 Your tagged people are listed here G i i B B a Expand the sia 8 86 0 Home menu and Head of Family Associaton Family Position E Mas Home Phone click on Tagged piestss pesa mezc E Mentor nas cammidikaldkima com 815 873 430 2309 People Your Member Adult 815 8739430 2300r 66 9 Member to mimighskdfsicom 815 873 9430 2389F tagged people E are listed here x Member Husband 1564 Ja Member Chas 14812 029 0912 2390 M Y Member Husband _ Ma
171. delete background check information Attendance Allows the user to view record attendance information Graduation Allows the user to set up graduation profiles anc the graduation Expert Allows the user to duplicate check check access preferences child check in set up preferences and bulk changes Confidential Comments Allows the user to view enter and delete confidentia comments Custody Comments Allows the user to view enter and delete custody comments ows the user to create modify and delete list of values For example Associations Cities and Keywords Allows the user to enter family numbers and badge number People Import Allows the user to import people into the system People Export Allows the user to export people information to a tab The security levels for check in allow the user to get to the check in screens The information entered for the check in user will determine what the check in screen will look like Self Check In If the Self Check In 1s marked this check 1n station will only allows check in by scan or by the last four digits of a phone number This user will not be able to modify any settings or print the check in roster Touch Screen If the Touch Screen option is selected the virtua keyboard will be displayed on the screen Rapid Check In T T child is automatically checked into the class they are enrolled in and name tags are printed Return by Family or Return by If you choose
172. dico Shakar iTO N Wosdgass S478 N Woodgate 418 W Biackhurak fee E 187 Select the day that the group meets Click on the plus sign to add a new session IN 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 5 Enter the End Time 6 Place your cursor under Room and double click to enter the room number of this group meeting Enter start and end times 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 1 Press the Custom 1 tab The fields on this tab are the text fields 2 Enter values f
173. diola Byron 61010 Bittinger 3893 Banter Byron 61010 Condor 2389 Honduras Rockford 61109 Condor 2389 Honduras Rockford 61109 Condor 2389 Honduras Rockford 61109 Back Next Finish Cancel 123 Click on Search under the Recur ring Contribution menu Choose your find by criteria Enter the value you are look ing for Click NEXT to go to next profile from the list in your search screen Find Recurring Contribution Profiles To view all your recurring donation profiles expand the Recurring Donations menu All profiles will be displayed Find By To view the recurring donation profiles for a specific donor designation frequency day creation date or status select Recurring Contributions under the Contributions menu on the left side bar Select the Find By Criteria Enter the value you wish to view Press return To view the details of a specific profile double click on the record in the summary list From this window you can scroll through the list of recurring donations from the summary list by clicking on the Next and Previous links ENI Labels lt Previous EH I lt Spread First Print x Letters Email Next Designation General BE Status Active 5 Amount 150 00 Frequency Bi Montny Day 1 1 Day 2 15 Query Donor Address Madden Mike 100 W
174. donation administrator will be notified via email that recurring donations have been posted Automatically Each morning Roll Call evaluates the active recurring donations profiles to determine if they need to be posted on today s date When a recurring donation is posted a batch is created with all the donations that are to be created for that day As an example lets say we have 10 monthly recurring donations that are to post on the 15 Also we have 2 weekly donations that are set up to post on Fridays In our example the 15 falls on a Friday At around 2 in the morning on the 15 the recurring donation process will create a batch that includes the 10 monthly donations as well as the 2 Friday donations AN l Batches 23 0 iW B amp d lt gt Pi Laat yv tribution batch with Bahio 23 Z Posted Batch Type all the contributions for the 15th and Fri Bain Dala 55 11 Asset Fund Desenpaon MP RDP 5 5 11 Basch Control Count 0 0 00 Batch Control Total 0 00 Gash Fung Basch Count 10 Batch Total 1 065 00 Created By Director 10 45 0 Name First Nickname Dona on Date Donaton Type Total Amour Crack No Garcia Sabasven S S 11 ACH 100 00 Candor Mirra 8811 ACH 50 00 Springer Came 5 5 11 ACH 0 00 Martenberger vinam 1541 88M ACH 300 00 Dos Jane 5 5 11 ACH 20 00 Hammon George 65 11 ACH 80 00 Garcia Smith Smith Juan SSN ACH 0 00 Mark 5 8 11 ACH 15 00 Jim 55 11 ACH 200 00
175. dow that is displayed asks if you d like a certain assocation marked with an asterisk For example if you d like all your members to have an asterisk by their name click Yes You may also decide if you d like the current primary or both addresses to be printed in the directory After you ve made you selections press OK ES To mark a certain asso ciation with an asterisk click en association ie Jones John Yes Yes Select address for directory e Current address O Primary Address Select ad dresses to be included in directory Select the association you d like marked with an asterisk cancel The next window that is displayed is asking for what people you want in the directory To indicate specific associations to be included in the directory click over each association to be included over to the Include box For example if you d like to include members and regular attenders in the directory click on the association Member from the Select List box It will move over to the Include box Next click on Regular Attender from the Select List box It will move over to the Include Box Click the PRINT DIRECTORY button lz x a When you select an Click on each Select the Association of thosetobe d ssociation it will be included in the Directory association moved to this column j that you d like Select List Include included in the Regular Attender dir
176. e Head of Family To remove a field Association Family Position from the display list si TA highlight it then click Address 1 on the arrow to move City A State it left Postal Code Click SAVE amp CLOSE to save E leo these preferences ZL To find people by Last Name First Name Association Family Position Email Street City Postal Code Family No Badge No Envelope or Keyword you can select that criteria from the Find By drop down box Once you ve selected your criteria enter the value you are looking for in the field to the right The results will be displayed below Select your Find By criteria How do you want to find this person Enter the value you are looking for Search Window ra BaBa 01 Family Position E Mail Home Prone E Wout Wide Chid caria skdkims com 2181 Tigi 2389 Adult 615 673 0430 2360 earth 915 471 9430 ZAR Vide mmimigislkdfslcom BIFAT MI 23894 Husband Gira ec com 815 677 4130 2388 F Mustan sarat If you are searching for people by their Last Name or by a Keyword use the Search box on the right side of the screen Enter the name or keyword then press Enter Your results will be displayed La Letters Labels E Spread All Email Print v Sort VIGatOr Subset Save Set Get Set Special id Prefs Un Sets El Search Q smith 3 Enter
177. e type result and clearance level To run the report do the following 1 Expand the People menu 2 Expand the Reports menu 3 Highlight Background Check Report 4 From the criteria tab select the associations keywords groups or shepherd area that you d like to consider for the report Select which people you d like to list in the background check report Highlight back ground check report 5 Ifyou d like to change which columns are displayed in the report click on the columns tab Drag the field you d like to add to the right side Selected column 6 To change the sort order of the report drag the field you d like to sort on 7 Click GENERATE to run the report 71 To select a column for the report drag from left column to Select ed column Click GENERATE to run the report Click RESET to reset back to default values Use the top buttons to print zoom or change page setup Use these buttons to create mailing labels write a letter or email the folks in this list Positive 04 26 11 Background Recommendation All Ages 04 05 11 Interview Approved All Ages Visitation Log The visitation log is a sheet that can be used to record comments on a specific visit It contains the families address attendance history comments from their last visit and a blank area to make notes To run the report A Expand the People menu Expand the Reports menu Highlight Visitation Log
178. e Page Break 5 Quick Report us File View Style Cells Columns BEIRA A R amp arial y fiz B Pi u ER oo nmaa w Sen ene 50 1 l 1 1580 1 200 Ces CC 0 1 350 2 Ce 1 600 People Last Name People First Name Donations Donation Date Last Name First Name Donation Date sd Add Grand total Hi ide Totals Spacing Font gt port parameters Size gt Style gt Justification gt Related Tables Font Color Borders E i A Last Name a a PeopleLat Name SS Name El 23 Person Number E a People i L Addresses 2 NT Toral Anani nst zl x AX PeopleMiddle Name A People Last Name i AX People Name Suffix x gt Report Type List Cross table 4 Subtotals Properties Options for the selected subtotal Do nothing o a extra space o 0 Extra points a O Extra of height Click OK Hide details To create a summary report you will need to hide detail lines For example let s say you want a donation report by fund designation You only want totals for the designation not every individual donation 262 Select page break Highlight area where you d like to change the size and font Output presentations There are several things that can be done to change the appearance of the report l Page Setup
179. e Total column to the report Include Pledge Remainder if you would like to include a column Pledge Remainder mark this box Include all who Pledge if you want to create a statement for each person who pledged regardless of their giving mark this box Single Print Job under the print options section mark this box if you want Roll Call to create 1 large print job that includes all the receipts If you will be duplexing the print job printing on both sides of the paper you do not want to create a single print job If you are emailing receipts you do not want to create a single print job If you are using a large copier printer that requires a project code you would want to check this box Cover Letter if you d like to print a cover letter before each statement mark this box Use the text tab to create your cover letter Print on Stationary mark this box if you will be printing the statements on letterhead By checking this box the churches return address will not be printed on the statement The statement will begin about 2 inches down the page Report In Kind giving if you entered property or in kind gifts without an associated amount and you want to display the item descriptions in the lower section of the receipt mark this box Show Envelope Number if you would like the envelope number printed on the Statement mark this box Sorted By choose the sort order of the print job Do you want the receipts sorted
180. e View People tab Each person that will have a label printed will be listed Envelopes Creating and printing envelopes is very similar to creating a Mail Merge document The difference is the paper size and formatting options As an example let s say we want to print envelopes for the letters that will be sent to the Members of the congregation 1 Expand the People menu Click on Search Profiles Find by Association and select Member Click the Letters icon Choose to address to individual or family in the lower left section of the Letters a Fila Edi View ise Snte Colors Paragraphs Forma Tods E 0 16 4435 3 0 10 0 0 1 na E anal Hi Hls z r E L AA ETES ETTI A FAENAS EAEI TETEE Qa ceda pah jae hei May 14 2011 Brad Mecinder 1122 Gladicla Byron IL 61010 Dear Arad Choose to have en velope addressed to individual or family ri O Cae 6 Select File gt Page Setup from the word processing window 7 Change the paper size to your envelope size 8 Change the orientation to landscape 9 In the word processing section delete today s date 10 Delete the salutation E Far A jr ajaa 100 BAA Ola Me Ajay ougan Sre E i E E nia rra pa r E a harta peat Beto 6 MEET AO O Select File gt Page Setup and choose envelope size and landscape Print Pineview THF Print xF 10 Print Mera Goto Full Window HL 230
181. e date value Click QUERY Editor Associations Groups Find Records in People Query In People Create search criteria like Association is equal to Comparison Value baptism date B is equal to 01 01 2011 is not equal to s greater tha is greater than or equal to is less than jis less than or equal to 3 baptism date is greater than 01 01 11 Enter the value you are looking for here Click QUERY to find your results canes ary caret ancien C an I Frit En Loba Late Spel l A5 H Tath Spec ri Bm Get Oe Set bbi b a A 4 4 4 i 4 4 a i Click on the asso ciations tab of the query editor Click on an Associa tion to move it to the right side column Tag People Highlight the people you want tagged Right mouse click and select Tag In this next example let s say we want to find folks that are Members Regular Attenders or Occational Attenders Click on SEARCH icon Click on the Association tab enama Click QUERY Click over the Associations Member Regular Attender and Occational Attender For more details on using the query editor see the Using the Query Editor chapter Available Deceased Member E Inactive Occasional Attender Moved Regular Attender Click QUERY to get your results canes aut soci a 4 If you are a
182. e field you d like to add to the right side Selected column 7 To change the sort order of the report drag the field you d like to sort on 8 Click GENERATE to run the report Click on the col umns tab To add fields to the report drag the field name to the Select ed column Click GENERATE to run the report 65 This is an example of the birthday report To print zoom in or out and change page setup use these buttons To correspond with the people in this report click these but tons Anniversary Report From the criteria tab select the date range you are looking for Also select the folks you want to consider for this report In this example I will look for any member regular attender or oc cational attender who has an anniversary in January The Anniversary report will list all married folks who have an anniversary in your date range and that are in the associations shepherd areas groups or keywords selected The default anniversary report lists the name address anniversary and length married To run the report do the following Expand the People menu Expand the Reports menu Highlight Anniversary Report From the criteria tab chose your date range From the criteria tab select the associations keywords groups or shepherd area that you d like to consider for the report RS 66 Click on the col umns tab To add fields to the report
183. e husband high light the children that are moving to the new family then click OK Notice we now have both Kim and Taylor in Dave s family Pull up the wife s record Click on the Head of Family check box Select the option for Make this person member of another family Enter the Last Name of the husband On the right hand side of the screen highlight the child s name to indicate that you d like to move the child as well Click OK A list of people with that last name will be displayed Double click on the appropriate person The wife and child are now part of the husband s family Check that the Marital Status and Spouse name are correct for the husband and wife s record You have opted to change Head of Family for New Head of Family First Nickname Last Association Position Please choose one of the following _ Make this Person the Head of a new Family Drag a name from below to the New Head box above or select all family members To clear out the new head drag it back retain current address down below C Make this Person the Head of their current Family Other Family Members y First Nickname Association Position Make this Person a member of another Family z z Enter the last name of the new Head of Family Please highlight the family members you wish to move along with this person Select 7D a e lt Print Email Lette
184. e in a group are in SET B Next click the button to Combine Sets if you d like to see the union of the two sets That is the combination of the people who gave and the people who are in a group Press the OK button to see the results of the intersection Click Subtract B from A if you d like to see the difference between the two sets This would show you all the people that gave but are not enrolled in a group Press OK to see the results of this difference Click Subtract A from B if you d like to see the difference between the two sets This difference would give you the people that are in a group but have not donated Press OK to see the results of this difference Click the button to Common to A and B if you d like to see the intersection of the two sets That is the people that have both donated and belong to a group Press the OK button to see the results of the intersection AND OR and EXCEPT Or increases the possible results by allowing more ways for records to be selected And restricts the possible results by compounding the requirements Except restricts results by introducing exceptions or exemptions If you need to use more than one of these conjunctions place the OR statements first then the AND statements then the EXCEPT Save a Query Let s say you do a query of Members Regular Attenders and Occasional Attenders on a regular basis To save the query text
185. e plain text editor allows you to type in a subject and body No graphics or linking capabilities are available You may send one attachment by clicking on the ATTACHMENT button Family eMail Personal eMail v Subject Type subject here Body The body of your email can be typed here To include a web link type the Link waw bythebook com Click AT TACHMENT to send an attachment Attachment moio None 3 Return Address david bythebook com If you have the preference set for HTML emails you will get the TinyMCE editor for you to copy HTML or to build your own To pull in graphics drag and drop your image file into the editor and place it where you d like it displayed Begin typing the content of your email Notice the font and size options To create a link within your email highlight the word s you d like linked then click the link icon Enter the URL that you d like the link to go to 224 To Faiy chad Personal aMail pal Type the text EE Change font size A e l Papap rr Fontis and type as neces of your email TAS add BF Wom A tn yp dale Hong Highlight por waal WETE T E D T sary Begin Eyping the feet youd like in yor email Arial Black tions to change Book Antas the font State E a temen mias ewe on ana Pm To create a To Faby omat Personal ental fa hyper link highlight the B f U a EEA E Paraga Pontfamiby Font ire E dd EA A text then cli
186. e the report Click on the What tab End Date 06062011 E Tinas Givan sonoma mon J5 Duar 5 Cpe Given 0 Times The Given 0 Times report lists the people in your database who have not contributed within the specified time period To run this report eS I Expand the Contributions menu Click on Reports Click Given 0 Times on the left sidebar From the criteria tab select the date range that you wish for this report Next under the Who tab select the donors you wish to see on the report Do you wish to see all donors or certain associations or certain groups etc Click on the What tab From here select the funds you wish to consider for this report Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional 165 fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report 8 If you d like to change the sort order move the columns from the Selected column to the Sort column 9 Click GENERATE As an example lets say we d like to view members who have not given at all 1 Highlight Given 0 times on the left sidebar 2 From the Criteria tab select This Year from the date range drop down 3 Click on the Who tab Select Associations as the
187. e window 3 If applicable enter the relevant Date for this keyword 4 Enter the Keyword Select a value from the drop down list If the value you need is not in the list simply type the keyword and you ll be asked if you want to add it to the list 5 Enter the Rank The rank could be from a survey how interested are they in volunteering in the nursery 32 Click on Keywords tab Use the drop down to select a key word or enter a new value Click on plus sign to assign a keyword to this individual Click on Visits tab Click on the plus sign to add a visi tation record for this individual Fine a we E a gt 5 i as Uste T MENE ES O TIA T Address Pictures Phones Contributions Custom Dates Groups Keywo Date KeyWord Rak r echanic inger tea Visits Visits are used to track telephone calls or personal visits with individuals Maybe your church calls first time visitors You could track those conversations here Maybe the pastor visits folks in the hospital Those visits could be tracked here To enter visitation information do the following l Ze 3 4 Click on the Visit tab Click on the plus sign in the lower left of the window The Visitation screen 1s displayed Enter the Last Name of the person from your church who is making the call going to the hospital going to their home etc Once you leave that field a list will be displayed to pick the individua
188. ea pe Comespondence associations etc A Tig Pri Badges Labels to be printed 0 a Import De Crteia Options Customize View Records L Labels Tinta wall pring baina mandani sheets of 30 labels 3 X 101 dafaul t la based on A 5160 5160 labels but can lipo waing 1 By Avery you b E Attendance Run T Geoups Horond gt e a Se rch aah Choose Labels gt gh services ene ra under the Reports Reporte abate iy Quick Reports amp Labels menu ana _Labels This will print bies using standard sheets of 30 labels 3 X 10 By defaut it is based on Avery 5160 8160 labels but you can modify for other formats Labels to be printed a7 Click on each of the values you wish to select When you click on a value it is moved to the Selected column 228 Options If you clicked on the LABELS icon from a search screen you will be anchored on the options tab In this section you will be able to choose to create a mailing label for each individual in the list or one mailing label per family in the list You can also choose to use their first name or to use their title to address the label You may also opt to exclude people who have an address that is marked as bad or who have indicated do not send mail The default sort for the labels is by Last Name First Name If you d like to change that to postal code or to envelope number make that selection on the options tab an
189. eck credit card etc from the drop down list of values 6 Designation Use the drop down list of values to select the fund that these monies were given to 7 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 Non Cash Property Gift Contributions There are 3 ways that you can enter an in kind or property gift in Roll Call 1 Donation Type Use the donation type method if you d like to assign a value to the property gift You will need to use this method if you want to apply this gift towards a pledge 2 In Kind tab Use this method if you do not want to assign a value to this gift 3 Non Cash screen Use this method if you have a complicated transaction such as stock or real estate where brokerage fees need to be applied Donation Type To record a property gift using the Donation Type method do the following 1 Create a non cash type batch 2 Click on the plus sign in the lower left 3 Enter Donor Name or Envelope Number When recording contributions the first thing you need to do 1s 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 e
190. ectory Occasional Atender Once you ve select ed the associations El ql click here to create Use Query Editor Print Director the directory 232 Example of Classic Directory Arado Brod 1122 Gh hse Bren L btia Pirar sane 20 Barter Byron L bed Condor Tim E Mirni LL Cami George Link eeed Address Conlay Dawid Shek HTT N Focdqala Bean L EDIO tonkm Tayi 410 WW Bisco tapes Bron L Eirig Doa Jahn 564 poi Been L Era Cradge Ben miniin 284019 Vibe parwil Bron L Etoo Garcia van 4 Mare Sal Shs Jerr ko E Enron L piid Harihar Gage Harentenger 04 916 952 1083 18121 075 0817 Mulan Arran BE 121 dawan Tim E Janis Amy Hante Cord BS Jure Bron L bead Madian Mr Malad 5ta Agiri 2009 Parimin Hecki IL 8115 Mallard Susan Mchtenry Payton Moran Ti 2104 Mail 3 Bron L Hiig Moore Evan JES wail Bron L Erma Pesca Jared Char la 61339 Ao lan Enron L Hiig Standard Directory To create the Standard Directory exapnd the Directories menu on the left side Then click on Standard Select the fields and format that will be displayed The first window that is displayed allows you to customize what information you d like to include in the directory 1 The first item asks if you d like a certain association marked with an asterisk For example if you d like all your members to have an asterisk by their name select M
191. ed this will tell you what families haven t attended any event worship service or group class in the last year If you check the box for hasn t joined group this will tell you what families haven t recently based on the since date joined a group If you check the box for haven t had their record modified this will tell you which families have not had any of their demographic information changed since the date you specify Identify families who Check the appropriate ete eee i 66 M Haven t Given criteria for unin N IO en M Haven t attended volved i Haven t joined a group class M Haven t had record modified Since 04 30 05 Cancel Continue 255 CREATING CUSTOM REPORTS If the standard reports in Roll Call do not meet your needs use the Quick Report writer to create custom reports The Quick Report editor is a tool provided with the 4D database that Roll Call is written on This chapter outlines the basic usage of the Quick Report editor within the context of Roll Call To create a Quick Report you ll need to determine several things 1 What table should the report be based on That is what is the report about people donations groups etc What set of information should be included in the report What columns or fields do I want in the report How do I want the information sorted Are there any calculations required in the report ot ee Create a cus
192. ed and the amounts received for each selected fund To run the report Expand the Pledge menu Click on Reports Click on Pledge Fund Comparison on the left side Select the funds you wish to list Click GENERATE e Budir UA VET General 11108 12 1408 General 1411191234410 E ur tay Temes WT TAT 183 Listing of selected pledge funds Building 1 1 11 12 11 10 Ceneral 1 1 09 12 31 00 General 1 1 10 12 31 10 General 1 1 14 12 11 11 Offering 1 1 10 13 11 11 Tithes 1 1 11 12 31 11 20 940 06 12 000 00 9 000 00 29 750 00 1 600 00 3 000 00 184 fa 1 ad 3 i a t Eli DI MANAGING GROUPS Group Hierarchy Groups are defined by the following classifications l 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 de
193. egardless of giving uncheck Only those who gave Click on the What tab Click on Building Missions and General to move those funds to the Selected column Mark the box to include non cash gifts if you want to include property gift amounts in the report as well Click on the Columns tab Drag address city and state fields from the left side column to the Selected column on the report Click GENERATE to produce the report 159 On the What tab select the funds you wish to consider for the report TEEEREEREPEEEEE S Click over the columns or fields you wish to include on the report Click GENER ATE to run the report Members who gave to the selected funds Giving by week for the date range selected oare un iae Jn sen Mur Ja AS ween Percy Covet Canty te Every de a Cura bob Top Donors The Top X Givers report lists the top givers based on the date range funds and the people you select To run this report To run this report 1 Expand the Contributions menu 2 Click on Reports 3 Click Top X Donors on the left sidebar 4 Click on the Criteria tab From the criteria tab select the date range that you wish 160 Select date range to consider Select who you want to run this report for In this example we picked Member From the What tab select the funds you are interested in including 6 de for this report Then under the Who tab select the donors you
194. elect M 1 and security E E Bnk Click on the Ioman IAE da CilDocuments and erg mn Conder ieste BACKUP icon Ej Used Space ms 5 Pres Space MARES ee E Last backup Information Click PREFER po Date and Time asim 09 56 00 ENCES to select AS backup location Sabes Ho detected error Contents af the Baka te and or to set a rae anent backup schedule Compe Click to per rath form backup Reaper Click on Configu o EE TTI Backup Codenis ration to indicate pedi fae Pie ROALCALL ano con aa 5 Structure Fis x where to put the a Sees Ss ae Scheider Alkachmerks backup Esc Resta Click here to a A browse your sa Backup File Destinat han Folder 1 SE oO system to se eet Use So SHEE FrenSpoce ES backup location Last Qeckoup Information Last bosco 215 2010 05 50 00 eat chedubed bah Fuchip file narra ROLLCALU OONT LA in vols E F Log backup Fle name ata Fo deleted error Log Mansgerment Recover the database Can ea You can recover from a backup from within the Roll Call menus or from your operation system From within Roll Call To recover from a backup select File gt Backup from the main menu Click on the RESTORE icon on the left Highlight the backup file then click RESTORE 277 Maintenance and security center Highlight the file you d like Click on RE A to restore click STORE aa RESTORE fPrefereeces Bache iad XML E 9 te
195. ember from the drop down list and click Yes 2 The next section asks which address you d like included You may select Current 233 Change font and size of type Choose individual phone numbers to include Primary or Both addresses to be printed in the directory 3 Show Birth Dates should be checked if you d like the family member s birth dates to be included in the directory Show Children s Ages should be checked if you d like this information listed Show Wedding Date should be checked to include this information 6 Show Associations should be checked if you d like each family member s association to be displayed 7 Show Shepherd Area should be checked if you d like the families shepherd to be included in the directory 8 Show Family Email should be checked if you d like the family email to be listed 9 This directory may be printed in a Two or Three Column format Click on the format you d like 10 The Font and Font Size may be selected 11 In the Personal Phone numbers section click on each of the phone number types you d like included in the directory Click on the type to move it over to the Include box as If you will be sending this directory to your printer click on the PRINTER button If you d like to save this directory as a file click on the SAVE TO DISK button anne Mark chosen association with Member 1 Yes ie Jones John Print Standard Directory
196. en pick the specific groups you d like included in the report Click GENERATE to run the report Since we selected all the small group and wor ship services are included also To run the Attendance Summary report by week month or year Soe a iS Expand the Attendance menu Click on Reports Highlight Attendance Summary Enter the date range for the attendance data you are interested in Select by week by month or by year as the report type Choose which attendance you want to run this for You may select All and it will list all worship service attendance as well as all group attendance for the date range you entered You may select Service and then choose which services you d like to see or you may choose groups then pick the specific groups you d like included in the report Click GENERATE to run the report 83 Enter date ae Choose the attendance you are interested in Select by week seeing month or year Choose the specific values Note each of the classes I chose is listed The head count for the entire week is listed Sal a A Er ey ee Deparimert Parr Dhow Click EMAIL o send this report to someone via Email Click graph o create a graphical representation of this data Allende busy Hapoel Graph of above ttendance data Note weeks along bottom To pant Fight click on the graph and select Prini E EEE EE Attendance by Person The attend
197. ent from a workstation and connect to Roll Call This will begin the conversion process Next you ll need to enter your new license number From the main Roll Call screen go to File gt Enter License Type in the license number found in the upper right corner of your invoice press the tab key The number of users and people records allowed will be displayed 12 Upgrade from version 10 0 17 or earlier Single User System Before upgrading your Roll Call system make sure you have a backup of your data files To create a back up 1 Determine the location of your data file by selecting Help gt About Roll Call from the main menu Look under the Data file Location and note the path and name of the file For example C Program Files BytheBook RollCall8 Data yourdatafile 4dd 2 Close the Roll Call program 3 Copy your data file to a different location such as a CD or memory stick On Mac your data file may be one file ending in data or it may be two files one ending in 4dd and the other 4dr Next install version 11 from the CD or from the download file Once version 11 is installed your data needs to be converted to the new version When you are ready to convert copy your backup data file to the following location Windows C BytheBook RollCall Database Mac HD Applications RollCall If you had imported pictures into Roll Call you Il also need to move all the images from the old image folder to the new image folder
198. entry screen 3 Connect Pledges Indicate 1f you want to connect contributions to incomplete pledges or just the current pledge 4 Print Receipt Indicate if you d like to print a donation receipt immediately after entering a contribution 21 Enter your default Indicate how you d lik to handle pledges Select the Group Type ROLL CALL Preferences People Addresses Contributions Attendance Group Custom Member Custom Default Designation Term Genel Cid ee a ge Sa A connect to pledge Incomplete Current Automatically print receipt when entering Yes P C Yes Print Name on Deposit Slip Yes Attendance Preferences Under attendance preferences you can select the default information that will be included on the bar code badges used for child check in Group Custom and Member Custom Preferences The group custom and member custom preferences allow you to set up templates for certain group types For example 1f you have a group type of small group and you want to set up custom fields for every group that is a small group use these fields In our small group example let s say we want to track what they are studying and if they are accepting new members These fields are considered group custom fields beczuse that is information about the group as a whole If we also want to track for every member of a small group their Tshirt size and Bible Knowlege Level these would be considered member custom fields
199. er Inactive Regular Attender Moved Deceased Visitor Cement ve ny ar te Select font and size type Select table to query in Select field th will be used as our criteria Press to perform the search Specify formatting options The next window allows you to select the Font and Font Size for the text You may also indicate if you d like only those families with pictures or all families selected from the above criteria You may also check if you d like the Address Phone and Email included After you ve made your selections press CONTINUE Next your print dialog boxes will be displayed so you can print your directory Select Font Include Select to Helvetica Al selected include all or f m 14 families selected just those with son Albert amp Caroline 2 Just with family pictures pictures nee O of selected have family pictures mM Address wi Home Fhone Choose which V Family eMail information to include cnn Select the people using the query editor If you would like to determine who 1s placed in the directory by another criteria you can use the Query Editor For example lets say you only want those folks that live in a certain city to be included in the directory From this window click the USE QUERY button The Query Editor will be displayed Change the Query In field to Address Select City from the Field Name drop down box Highlight is equal to in the C
200. ermi Byron k Emo 2300 Kasi Byron 61010 4548 Norwood Syren 61100 rodphnson sb s com 3445 VISION Byron k 61010 0039 Porter yon k 61010 3620 Junpar Byron L 61010 555 Partono Tucson AZ 65558 555 Pantano Tucson AZ 35058 239 Group Picture Directory To create the group picture directory expand the Directories manu and select Group Picture Select your group from the drop down list Next select the information you d like included in the directory Click OK to send the directory to your printer Select font and size for the directory Example of group picture directory Johnny Jones 9479 N Woodgate Byron IL 61010 234 567 8900 Cell Phone johnny aolern bi Sally Jones 100 Main St Anytown IL 61010 sa ey 2 gral com Aaron Schaet er 10010 Main Evergreen CO 80439 Unlisted Home Phone Page 1 select Font John Smith Include wi Address Ed Cell Phone mM Home Phone Y Email a A Johnny Smith 123567 Apple Way Chicago IL 60544 Taylor Smith 100234 Mam St Denver IL 61010 303 555 1212 Home Phone Kenny Todd 555 123 4567 Home Phone kenny i ao com 240 Select fields to be in cluded in the directory Torn Zoom 789 st Chicago IL 60544 815 234 7530 Home Phone USING THE QUERY EDITOR Query Editor uses The query editor is used to produce lists of records that have common characteristics Some examples are e A list of all the memb
201. ers e A list of the people who visited last Sunday e A list of the groups that meet on Wednesday night e A list of donations given between two dates Table Layouts Before using the query editor it is helpful to understand how information is stored in Roll Call Roll Call is based on the relational database 4D The information is stored in tables Each table contains information about a thing For example people addresses donations groups and group members Each table then is related to each other For example each donation must be for a person A more complete listing of tables and all fields is located in Appendix A Address The address table contains the family specific information Some of the fields in the address table are Family number Family email address Address 1 Address 2 City State Zip Area Code 1 Phone 1 Area Code 2 Phone 2 Alternate Address Shepherd Area and Wedding Date People The people table contains the individual s information Some of the fields in the people table are Family ID Title First Name Nick Name Middle Name Last Name Gender Birthday Age Association email address and envelope number The individual s standard work fax pager and cell phone numbers are stored in this table The values for the custom fields that were defined by your church are stored in the people table Summary donation information is stored in the people table There are summary
202. ers with an address will be marked as the head of family This file type requires the data to be in this exact order If you do not have data for a column leave that column blank Title ex Mr Mrs Rev etc Last Name First Name Nick Name Suffix ex Jr Sr Gender Male or Female Family Position Husband Wife Youth Child Adult or Other Marital Status 9 Association ex Member Regular Attender Visitor 10 Email 11 Home Phone 1 12 Home Phone 2 13 Address 1 14 Address 2 15 City 16 State 2 character abbreviation 17 Postal Code 18 Birth Date 19 Cell Phone 20 Work Phone Se ge et RS One Row per Person custom In the one row per person format each row in the spreadsheet represents an individual Roll Call will pull people together based on matches in the address field The first person it encounters with an address will be marked as the head of family In the custom format the columns can be in any order you choose This format also allows you to import custom fields As part of the import process you will be able to define which data belongs to which fields Import Process Once you have created the file that will be imported do the following to bring the data into Roll Call 1 Expand the People menu on the left side 2 Click on Import People You can also select File gt Import People from the top menu 3 From the window that is displayed select your file format type click NE
203. ervice service This name will a Nama Sunday Worship 3a m Day Sunday pe meets be used to identify which Descroton Ths can be a long sentence co SE i description of Pis service End Time 10 00 AM service you are recording Muraber of Labels 70 attendance for C Ais Onty macie inactive Date 0000 00 Pal Aapociaiions Include Moved Regular Atendar Decraned oman Andar 76 8 Click the associations you d like to record attendance for this service Roll Call will use these associations to build the list of people to mark as present when recording attendance Enter any Comments about this service 10 Click SAVE amp NEW to save this service information and create another service record Click SAVE amp CLOSE to save this service record and return to the search window Mark if you only a ae oan AE o Nama Sunday Wore 9 am Day Sunday Select the associa eee LOUIE enema tions of the folks Description This can be a long sentence attendance description ofthis service End Time 1000A Number of Labels T you want in the C Aas Oriy lego C list when you are recording atten z 2 dance Decrined Lomi Allender Record Attendance To record attendance 1 Expand the Attendance menu 2 Click on Search then click on the plus sign in the lower left OR 3 Click on the Record Attendance menu item g lasus Relons Navigator Loo o oo EA Pd ola ano Attendance Sum
204. etely delete them from the database 195 Highlight the groups you wish to delete Press the minus sign From within the Groups screen you can click the DELETE button to delete this group 196 Group Reports Attendance Summary The attendance summary report gives head count information for group attendance This report can be run by day and it will list each group the day they met how many attended and how many visitors attended The Attendance Summary can also be run by week month or year When running for this time frame it will display the appropriate headcount To run the attendance summary report by day 1 Expand the Groups menu 2 Click on Reports 3 Highlight Attendance Summary 4 Click over to the Selected column the groups you wish to view on the report Highlight Atten ct one or more groups to reper dance Summary mf From Groups tab oe an click over the ra groups you wish to see on the report mm 5 Click on the Criteria tab Enter the date range for the attendance data you are interested in 6 Select By Day as the report type 7 Click GENERATE to run the report From Criteria tab select date range for the report and choose by day week month or year 197 From the col umns tab choose nl Ceca Roster the fields yor ee would like to see AS on the report The report for la our groups by day To run the attendance summary rep
205. exing the print job printing on both sides of the paper you do not want to create a single print job If you are emailing receipts you do not want to create a single print job If you are using a large copier printer that requires a project code you would want to check this box Cover Letter if you d like to print a cover letter before each statement mark this box Use the text tab to create your cover letter Print on Stationary mark this box 1f you will be printing the statements on letterhead By checking this box the churches return address will not be printed on the statement The statement will begin about 2 inches down the page Report In Kind giving if you entered property or in kind gifts without an associated amount and you want to display the item descriptions in the lower section of the receipt mark this box Show Envelope Number if you would like the envelope number printed on the statement mark this box Sorted By choose the sort order of the print job Do you want the receipts sorted by zip code or by name Exclude to exclude receipts for folks who have an address marked as bad or do not send mark this box Text There are seven different types of text that can be used to customize your receipt They are as follows l Top Text The top text area is used as a thank you note at the beginning of the statement If you have a verse or a paragraph that you d like prin
206. f the people who are present Their names will be marked present in the list To record attendance by bar code scan click scanner icon Next scan the bar code for the first person present To add an existing person from the database to your attendance list click the plus sign 78 Find Modify Attendance If you need to modify or continue recording attendance for a specific service and date do the following 1 Expand the Attendance menu 2 Click Search 3 Find the attendance record for the specific service and date you are interested in 4 Double click on that attendance record 5 Note the people you have already marked present should still be marked present Make the necessary changes To modify or complete recording attendance for Sunday Worship 9 a m on the 15th of May locate the record in the search window 16116 1 Double click to view the detailed attendance and make any neces sary changes erica Meeting Dala 041183011 Here are the details ze vaca for that attendance Sio Suncay 1 Visions 0 Marked 6 The people marked alts Lan eis End Timea 00 PM Communion present have a check Dem Communion Count a in front of their Last tame Adults onty Sean Barcode y Presan Lasi Hame Firmi criar Posen Asati Address 1 name Alexander Brad Youth Member 1122 Giadiola 0 COo Bitinger Blaine Husband Member 3893 B
207. ficial Donation Receipt For Income Tax Purposes Jesus Reigns 777 Highway to Heaven Byron it 61010 Date donation received 2010 Eligible amount of gift for tax purposes Receipt No 2010 30 BN Registrations 90293 399388 Donated by Mr 4 Mrs David Jones Address Date receipt issued 5 9 2011 Location receipt issued Church Authorized signature Jody Secretary For information enipe Canada under the income Tax Act please contact Canada Revenue eacharities Individual Gift Agency www crage This receipt is for a single contribution Jews Reigns rar High way ho Haven Byren IL 1010 Exun core Ada Vail fiyron IL 41010 Giving Summary Reaper Ported 05 09 11 05 09 01 General Terai Cosirilzatcs kraan 5 8 11 te A T Teati Tyi rack 584411 ACH Ceara Thi rapor includ o good fith simois sF ika vaha of ary gosi on murein por resalvad im donga for ary indiden conil Wey egle is aiaa this iiri that pe abria penari priyad ar ibat Shr wih invigrilicari pe ceded entirely af intangible religicun barat F sahra for pour ccir dadvothiy portion of pour cosido is the orar iy hd t jem tha eg al the pods w cute shots racelead On rahim fou noted cece Thin i ral a bil ar vaia mart 131 Quarterly Statements To create quarterly receipts do the following 1 Expand the Contributions menu 2 Click on the Bulk Receipts menu item The Contribution Receipts window will be displayed 3
208. fields for the donation amounts given 4 years ago 3 years ago 2 years ago last year and YTD Donations The donations table contains the high level information about a donation Some of the fields in the donation table are Person who gave the donation the donation date the donation amount the type of donation the check number property gift information and quid pro quo donation amount Designation The designation table indicates which fund the donation was assigned to If the donation was split into multiple funds there will be multiple designation records for that donation The designation fields are the ID of the related donation record the fund designation the amount given to that fund and the pledge ID if the designation was for a pledge fund Non Cast Gift The non cash gift table indicates what was given the donor and the amount it was sold for Recurring Donation Recurring donations contain information about regularly scheduled donations It contains the donor amount to be donated and the frequency 241 Pledge The pledge table contains the information about an individual s pledges The fields are the ID of the person who made the pledge the fund that the pledge was made to the amount of the pledge and the start and end date of the pledge Groups The group table contains the high level information about a group The fields are the group type the department group name the campus if multi c
209. g the print job printing on both sides of the paper you do not want to create a single print job If you are emailing receipts you do not want to create a single print job If you are using a large copier printer that requires a project code you would want to check this box Cover Letter if you d like to print a cover letter before each statement mark this box Use the text tab to create your cover letter Print on Stationary mark this box if you will be printing the statements on letterhead By checking this box the churches return address will not be printed on the statement The statement will begin about 2 inches down the page Report In Kind giving if you entered property or in kind gifts without an associated amount and you want to display the item descriptions in the lower section of the receipt mark this box Show Envelope Number if you would like the envelope number printed on the statement mark this box Sorted By choose the sort order of the print job Do you want the receipts sorted by zip code or by name Exclude to exclude receipts for folks who have an address marked as bad or do not send mark this box Text There are seven different types of text that can be used to customize your receipt They are as follows l Top Text The top text area is used as a thank you note at the beginning of the statement If you have a verse or a paragraph that you d like
210. gt People gt Pledges returns a list of all the amounts a person has pledged List Phones All Produces a list of the non standard individual phone numbers that are stored in the telephone table List Family Returns a list of all the family members Get Children 0 Returns a list of the children for a family Build Salutation Returns the head of the family s nickname plus the spouse s first name Get DES Function TRUE Returns a list of donations to the current pledge record Get DES Function FALSE Returns the total of donations to the current pledge record Designation SUM Returns the total for the designations Summary Information You can use the sum average minimum maximum and count functions for a column For this example let s say we have a report that lists donation information for a date range and we want the grand total donated as well as the number of donations given 1 Inthe cell where donation amount and grand total intersect click on the SUM icon backwards E or select Cells gt Sum from the quick report menu 260 2 Inthe cell where name and grand total intersect click on the COUNT icon N or select Cells gt Count from the quick report menu i Quick Report E File View Style Cells Columns e Icons for the __Ge A a 2 B Zu 24M Sum Average A A AAA A A E AE AE A E IA A E Min Max and Donations Last Name oS
211. han is less than or equal to contains does not contain is equal to Gury Curent Selection Other Options MEE People Special Member Value fi 2 31 2006 Show All Clear All Save Query Load Query is greater than or equal to01 01 06 is less than or equal to 12 31 06 Other Options 40 Query People Special Load Query 247 Expand the People menu Click on Search Profiles Click QUERY icon Enter People as the Query In table first name is stored in the People table Select First Name from the Field Name drop down box Highlight is equal to in the Comparison box Enter KIM as the Value Press QUERY A list of people with the first name of Kim or Kimmy or Kimberly etc By using the wildcard character we can find all the people that are enrolled in Childrens group Complex Queries Association plus other criteria In this example let s find all the people that are members regular attenders and their zip code is 61010 Select People gt People Summary from the main menu then click on the SEARCH l O oe a Click on the As sociations tab Click on each Asso ciation you d like to include Click on Editor tab Select the field and criteria values icon Click on the Associations tab and click over Member and Regular Attender Click on the Editor tab Select Address as the table Select City in the Field drop down Highlight is equ
212. hank you note ora verse For longer thank you letters we recommend using the Cover Letter Giving Summary Report Period 01 01 11 03 31 11 uildin ry a e 67150 00 Note asterisk for non Totals 5 225 00 ee cash qpq or third party Doro Type Check Amount Designation Deverpion gifts The asterisk text m Check 123 100 00 General 271 1 Check 23 25 00 Building 3 13 11 Cash 50 00 General 1S printed here 50 00 Building 3 13 01 Stock 5 000 00 Building Total Giving for period 5 225 00 Total Non Cash Giving 5 000 00 it is the sole responsibility of the Donor to determine the value of non cash gifts for purposes of tax returns The amount shown represents the value of the gift booked for accounting purposes This is the footer text It is placed at the battom of the receipt and usually indicates that no goods or services were received To enter the text you d like displayed on the statement do the following 1 Ze 2 4 Click on the Receipt Text tab Click on the type of text you d like to enter Enter the text and format it as appropriate The next window asks you to select the receipt format First second third and forth quarter receipts display a summary of donations given within that quarter plus the donation detail To include the church name and address and or donors name and address on the cover letter text place your cursor in the position that you want a field for example addressed to Then
213. hat are members We ll have two lines in this query NO ee NA S Select field name here Click ADD LINE to add additional crite ria to the query Expand the People menu Click on Search Profiles Click QUERY icon Enter People as the Query In table Both association and year to date are stored in the people table Select Age from the Field Name drop down box Highlight is greater than in the Comparison box Select 30 as the Value Press the ADD LINE button Select Association from the Field Name drop down box Highlight is equal to from the Comparison box Enter Member as the Value Press QUERY A list of folks over 30 who are members will be displayed Query the Database Enter criteria Find Records in People Other Options 40 ay values Create search criteria like association is equal to People Special Field Comparison YTD Giving is equal to is not equal to is greater than Query in People Clear Line is less than Add Line is less than or equal to Click QUERY to execute query is greater than 30 is greater than or equal to250 Query Current Selection 244 Click on the As sociations tab Click on each Asso ciation you d like to include Click on the Groups tab Click on each Asso ciation you d like to include Associations query Let s say you want to know all the people that are Members
214. hat you define The Special Needs column will print the special needs data from Roll Call You may enter a different title for that column 7 Finally select the Group Notes or enter a Custom Title for the roster You may also enter a Custom Footer for the report Use the Blank Lines option to print user defined number of blank lines for visitors 8 Click GENERATE a aR Select Sign In 22 up Reps Roster from Groupe Genera Group Reports Select one or more groups to report on window Group Type AI El ment Group Status ci O inactive TT fst Grade T Ja Grade Ej Select the group or groups you d like to create a roster for AOO RR From the Criteria ___ _ Grups Cetena tab enter the date Staring Week oaran T Enter header for the roster a 7 incide Leaders 7 Print tor ait Groups meeting mis day and footer Germans groups le o dra Best Mores Done defauhs 10 nest Sundry hoverver any dace can be specified e am Riaters wal only be printed Tor those selected groups that have a perso information for the late Choose the fields to be included on the roster 206 ane Preview of Group Y EA wj p Reports pdf 1 a page aj O A Lists sessions group members and other information you Sign In Roster selected Check In Log This report shows check in activity for specified groups It will list the people who
215. he Client To install Roll Call Client from the CD simply place the CD in your CD drive For Windows users there will be three Roll Call files 1 Roll Call 2 Roll Call Client and 3 Roll Call Server For Mac users a By the Book disk image will be displayed on the desktop Double click on that image Next double click on the Roll Call Client file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process To install Roll Call Client from the downloaded file double click on the Roll Call Client installation file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process Once the installation is complete there will be a Roll Call Client icon on the desktop To start Roll Call double click on the icon If this is the first time this client has connected to the Roll Call Server you may get a 1002 error If this happens just click through the message Then you will get a window that has 3 tabs Recent Available and Custom Click on the Available tab You should see Roll Call listed there Highlight it and click OPEN Upgrade from version 10 0 18 or later Single User System Before upgrading your Roll Call system make sure you have a backup of your data files To create a back up 1 Determine the location of your data file by selecting Help gt About Roll Call from the main menu Look under the Data f
216. he 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 Expand the Contributions menu on the left side bar 2 Click on Add Batch Enter the following information 1 Batch Date This date will become the default for all contributions entered in this batch 2 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 3 Anonymous Cash Enter the amount of loose cash that was in the offering This is cash that cannot be associated with any specific donor Click on Add a Batch Jess Reigns Navigator Select Batch AA 02 F k 7 ral Batch Type a 4 gt Pl E Batch Dele fost J03 Asset Fund x Enter con ouap amit iio ad i 2 trol totals Anonymous Gash 0 00 Batch G nirod Total 0 00 Cash Fund al Batch Count a Default Fund General Batch Total 0 00 Enter amount sd nter Contributions Summary ereer i 0129 0 of loose cash in offering L st M rt Fiii Nitir Dorda iah Caceraaticon Type Toii Auriu heck Mo Click p
217. he list to be enrolled in the group Or highlight each person you want enrolled To highlight multiple people hold down the apple key on the Mac or the shift key on Windows rh File Eii Tal Repar elp Transter Members Groups 1 pr Te i Mass Enrollment El P Clone Group Pore Erai L aneri enroll people into Enter Last amos Notas select the Mass Group 1D no y Enroll ong a Gmuptwe fomup a nroll option under lone iy Utilities iones A E ETT Start Date 94 22 2011 Zi 3 Webekly O Random End Date Sonne i 3063 0 Lasi Fisi Hiina Dais Joined Leader imetama imama insecte Caia A Flame Cindy azii E lLogan Hope agi a T Logan Jordan ami ef helper i Use this window to build the list of possible enroll ee s into this group Choose associations gender or age ranges that should be included in the list Define the candidates for membership in nursery Association Include Member Regular Attender Occasional Attende Inactive Moved Deceased 3 Visitor Y Male Female Between Ages of 0 and 0 Highlight all the people you d like to enroll in the group Click ENROLL SELECTED Laeli Cami H Mimi George Jann Jen Ladin Bon Pe Select using query editor If there is different criteria you d like to use to determine potential enrollees you can use the query editor to get that list For this example let s say we want a list of tho
218. he person s entire record 2 Click the TRANSFER button to transfer the donations from one record to the other 3 Click the TRANSFER button to transfer other details such as visitations group membership and comments 4 Once you ve viewed and transferred information as required you may delete the 269 Find Dupiicato Records e Contenus Comments E randim cate records Sama Address C Same Home Phone Stix City Title First Name Mrs Sue Miss Sue Evergreen Nickname Sue Suzy Display of Middle Name a persons Last Name Smith Smith 7 E Suffix F am Pos ife Child information Spouse Joe The list of potential Birth Date 07 23 1965 04 26 2001 e e Address j 00 Maple St ft 00 Maple St duplications Click 005 ES ENE on name to view it City Evergreen Evergreen f State Zip co 80439 co e0439 on the right side Home Phone 655 555 5555 655 555 5555 Association Member Regular Atender Family 1D SmithJo 1 000 SmithJo1 009 lt Use these but Last Donation 04 23 2006 000000 Initial Date 01 27 2006 01 27 2006 tons to transfer Modified Date 04 24 2006 01 27 2006 information and delete Possible Duplicates 2 ane EE recor ds Transter gt Tr Note 1 You can edit the display above by dragging and dropping from column to column The record will be changed if you then click the Update button 2 All donation records will be transferred if you click the Tra
219. he receipt format First second third and forth quarter receipts display a summary of donations given within that quarter plus the donation detail To include the church name and address and or donors name and address on the cover letter text place your cursor in the position that you want a field for example addressed to Then choose that information from the Function drop down box on the lower section of the word processor Printing emailing your receipt Once you have set up your criteria reviewed the list of people and set up your text areas click on PRINT RECEIPTS The statements will be printed for everyone in the view people tab that does not have Email checked If you want to print a receipt for everyone in the list regardless of the Email status simply highlight all the people then click PRINT RECEIPT If you d like to email the statements click EMAIL RECEIPTS You will be given the choice to simply create a pdf for each statement or to create pdf and send email The receipts will be emailed to everyone in the list that has Email checked If you want to override the Email status highlight everyone you d like to email a statement then click SEND EMAIL 146 Email Receipts If you d like to email contribution statements there are several things that need to be in place first 1 Ifyou are not using a Mac you will need to download and install the PDF CREATOR print driver You can do that from 2 Make sure
220. he 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 2 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 4 Check Number If the contribution was a check you may enter the check number in this field 5 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 6 Amount Notice the amount and designation fields underneath the contribution header information Place your cursor in the amount field and reduce the amount so that it matches the amount to be designated to the first fund Press TAB Note a 2 line is created with the remainder so you can designate that amount 7 Designation Use the drop down list of values to select the fund that these monies were given to ua Chack Humber 334 WwW EH a a P P Baich ID 17 Posted Batch Type Gash Batch Total 430 00 Batch Description Last Name or Ere No Walker Sury Suzy Walker Member _ oT Nickname Suzy Spouse name Bob
221. he upper part of the quick report editor for that field Next use the drop down box to change Master Table to Related Tables You should see a box to the left of Family Info on Windows or an arrow to the left of Family Info on the Mac Click on that box arrow The list of Address fields will be displayed below Double click on Address City State Zip etc to include them in the report 4 Quick Report gt When you select File View Style Cells Columns 7 double click on 09 1995 Bela 87 u 42M omen a field it is placed EAN DES 0 y da Se E e 50 1 400 ee 150 1 2008 1 250 1 Moo edo o 400 1 1460 1 600 i 550 eo HO in this report People First Name People NR People Gender _ People Date of Birth Tile irst Name Last Name Gender Date of Birth ay a writer area Double click on fields to include it in the report Master Table 5 First Name AX Middle Name e A Last Name po Name Suffix 5 A Nickname S Family Info AX Title i A Gender Date of Birth f gt Report Type m Cross table Calculated columns To create a column that uses a formula select Column gt Add from the Quick Report menu The formula editor is displayed The formula editor allows you to combine the values of multiple fields return certain values such as YES NO instead of TRUE FALSE perform mathematical equations and use pre written f
222. heck the Inactive box 7 Ifthis fund is not tax deductible mark the box for Not on Receipt If this box is checked any monies given to this fund will not be printed on the year end tax statement Enter the fund Accounts Add Record name and ac count number Enter GL Account mapping informa tion 0 0 a QA Mm lt gt gt l Fund Offering Account No 1021 Inactive Not on Receipt Fund Color E Ea Click SAVE GL funa Operating name Orem to save the _ lt _ information GL Key 93 8 Select the Fund Color This color will represent the fund in pie charts showing total giving Click on the and click on the color you d like to use 9 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 is a sub account enter the Account then a colon then the sub account name for example Operating Income General 10 The GL Account Number is the account number to map to MYOB accounting 11 GL Key 1s the number to map to Roll Call s accounting system 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 t
223. ho tab select the donors you wish to include in the report Once you ve chose who click on the What tab From here select the funds you are interested in including on this report 6 Click GENERATE In this example let s run the statistics for all donors for this year and let s consider all funds 1 Highlight Contribution Statistics on the left sidebar 2 From the Criteria tab select This Year from the date range drop down 3 Click on the Who tab Leave Everyone selected 4 Click on the What tab Click the double arrow to move all funds to the Selected column 5 Click GENERATE to produce the report 172 Giving broken down by zip Portal Coda 01 01 10 01 01 14 eGeners 1 1 10 senses 1 1 14 PCs 1 1 10 hene 5000 3 295 00 0 d A 1910 4 000 05 5 10 379 00 t i i i 0 05 371 00 e 5 0 CO e SSOCla 61109 1500 193710 tion Age range and Giving range A Contribution Contribution Statistics Farst Date Range 1 1 10 gt 6 6 10 second Ome Range 1 1 11 6 6 14 Total fer all selected funds tecilu eg ia kiad gris Date Ranges Owner Gils Total Ary 1 1 10 6 6 10 1 i 4000 00 4 000 00 1 1 4141 676511 22 947 00 700 01 Giving by Portal Code for aB relecied funds incteding in aimd gifts Giving by Marital Status for all selected funds incheding In Kind gifts Mantal Vater 01 01 10 01 01 11 IMontrs 1 1 10 Ioners 1 1 11 S 1 1 10 4 000 00 1 675 00 I 1 Ures 1000 1 4
224. ial searches For more information on these icons see the Getting Started Icons chapter Click PRINT Onan 0 Lao 4 a 8 ls s a e z ao MN a ee UA sees ibn e E 5686 0 results list I A A O A O T Brad Y Mondor Youth 1122 Blane Y Member Husband l 3893 Cami Member Chad cami ksidktms com 815 873 0430 2389 George a Member Adut 515 873 9430 z389 Click to send 33 Member Youth 815 873 9430 2389 Marni Member wite mimigsikd sicom 815 873 430 2380 corrrespon Tim Y Member Mushand limepsikd com 818 873 9430 2389 F dence Davia Y Member Husband Toh Jacob Shaker Mamnbar Youth aran Taylor Y Member Chid 418W Jonn Y Member Husband 564 Ja Ben Y Meenber Adut 815 802 3893 25439 Quinton Member Chid 815 892 3893 25439 Gai J Member Yourn 812 029 0012 2390 Click to display Po me cans posone e all records sort or Juan Y Member Husband juanflfcozdhdsdMk cc 812 029 0912 2390 Mare Member vite mariegisktiskial com 812 029 0012 2390 search further i Sabasten a Member Chia sadgheikfigik com 812 029 0912 2390r Cody Member Chid E George Y Member Husband veiam Hi z Member Agul g ee Find By Note the drop down box to the right of Find by Use this drop down to choose the criteria you d like to use to find specific records The field to the right allows you to enter the value you are looking for Select your Find By criteria How do a you want to find this Beres 0 person
225. ibution in this batch Click SAVE amp CLOSE to save the current contribution and return to Batch window Leave total amount as O Click on the In Kind tab At a minimum the entered here ARA Donations Add Record A GW EHE dd Pl Emich ID 10 _ Posted Batch Type Non Cash Gatch Total 400 00 Batch Descripion Last Name or Ene Ho Onedge Ben Ben Drudge Mamie Daie 050117011 peat Spouse name 30 00 Byron 61010 CCT Check Number stl hentai Donation Type Stock i Transfer i Amount Desagaati n Account Desenption Predga description needs to be Desci Priest Receipt O i E Cancel ye favs l Wre JCO tar Elo O 100 Non Cash screen If you have large property gifts where you need to track the sale of stock or real estate use the Non Cash gift screen To record a property gift using the Non Cash gift screen l 2 3 4 10 11 12 13 14 Identify the gift and the donor Expand the Contributions menu on the left Expand the Non Cash Gift menu Click on Add a Non Cash Gift Enter the Gift Date and select Gift Type Gift types are the donation types that are marked as non cash items Enter a Description of the gift When you press tab the first 20 characters of this description will be copied to Receipt Description The receipt description is listed on the donation receipt detail You may modify this description if yov d like The Status will be set
226. ibutions nmm mesy Sunday Emad 1 j Manshiy 7 Emai A daa sind 19 SMTP Mal Host i Monitily 10 5 Aike e Bikionihiy 110 Lisername Proa Password j Weeki Sunday Tan Esa Reve ae lt a Cancel Acer Enter the default designation for recur ring entries Enter the outgoing mail host information for send ing notifications 122 Import Recurring Donation Profiles If you already have this information in a spreadsheet or tab delimited file you may import it into Roll Call The file can contain up to 12 columns It must contain the following Click Import under the Recurring Coh tributions menu Click NEXT to go to the next step in the im port wizard You ll be prompted for the import file name Enter the column number that rep resents this data Leave as zero if this information is not in the file information 1 Donor The donor can be identified by name email address or address line 1 2 Frequency The frequency must be Monthly Bimonthly or Weekly 3 Days Ifthe donation is monthly the field must contain a day number For example if the donation should be recorded on the 15 of each month the day should be 15 If the donation is bi monthly two days are required These days can be in two different columns or in the same column separated by a comma 4 Amount The amount of the contribution 5 Designation Which fund the money should go to 6 Start Date When will
227. ick on the box to graduate on Birthday AO O a k D A B gt pl Cita Mow 1 Dista bs r Carrel Save amp Mew Ye Bare amp Slee 5 il le et e Graduate Now If you have a series of classes that you need to graduate at the beginning or end of the school year do the following To create this grade school graduation profile do the following Ar i This profile shows the to and from classes Click GRADUATE NO to graduate these classes Click on Graduation under the Groups menu Click on the plus sign to add a profile Select the Department and Group Type for your School Age classes Give this graduation profile a name In this example 1 11 call it Grade School Click the plus sign in the lower left to set up the first graduation from Kdg to 1 grade Select Kdg from the from box and 1 grade from the to box Click SAVE amp NEW or SAVE amp CLOSE Continue this process until all your school age classes have been identified ana a h B E M 4 P bl Biar Lani Wiz have E Chas 194 Double click on the group you wish to modify When you are ready to actually do the graduation do the following Ag oe We a Expand the Groups menu Click on Graduation Double click on the profile you wish to graduate Click GRADUATE NOW A log will be displayed showing the graduation process Modify Gr
228. ick on the plus sign in the lower left corner Check Cash Contributions To begin entering cash or cash equivalent contributions you will need to create a batch To create a new batch do the following l 2 J 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 you will need to locate your batch 1 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 l 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 w
229. idebar From the Criteria tab select This Week from the date range drop down Click on the Who tab Leave Everyone selected Click on the What tab Click the double arrow to move all funds to the Selected column 5 Mark the box to include non cash gifts if you want to include property gift amounts in the report as well 6 Click on the Columns tab Drag the fields from the left side column to the Selected column on the report 7 Click GENERATE to produce the report a Select report period Choose which donors you d like to include in the report From the What tab choose the funds you d like included in the report Click GENERATE to run the report Listing of all contributions for last week totaled by day Note actions __ Contribution Statistics Select your report peri ods to compare Choose which donors to in clude From the What tab choose the funds you d like to in clude in the report totals The Contribution Statistics report breaks down donations by age range association and zip code marital status and giving range This file also outlines the number of givers by range of giving To run the Donation Statistics report 1 Expand the Contributions menu 2 Click on Reports 3 Click Contribution Statistics on the left sidebar 4 Click on the Criteria tab From the criteria tab select the date range that you wish for this report 5 Then under the W
230. ield to a A Family Info Click OK to AX Title move it to the LM Gonder accept formula formula editor ca Date of Bith Form Events area above Cancel under the box Related Tables The name People LastName is placed in the formula editor box Next click on the plus sign Next enter a quote mark a comma a space then another quote mark Next click on the plus sign again Now double click on the First Name in the section below Related Tables The formula should read People LastName People FirstName Click the OK button to accept the formula Equations You can perform mathematical equations within the formula editor You can add subtract multiply divide and create percentages For this example let s say we wanted to add a person s total giving this year and last year s amount Double click on the Year to Date field found under the box Related Tables The name People Year to Date is placed in the formula editor box Next click on the plus sign Now double click on the Last Year field in the section below Related Tables The formula should read People YeartoDate People LastYear Click the OK button to accept the formula NUM function The num function allows you to return a constant based on a field value This comes in very handy for Boolean or check box type fields where the value is either True or False By using the NUM function you could choose to return an X 1f the value was True or you cou
231. ike to insert If you are basing this mail merge letter on People Search Profiles under People you may insert fields from People and Addresses Style Cobar Far Format Tool Date and Tire L Tau ojo Page Humber illa su Wzzz Special Character ee ee O OO A VOR Galt Hyphae CHH Hon Breaking Space Page Break xL qj HTML Expression By Hyperisik ma ls The beter fared fd hon to insin mo brida y hero Lagi mama feel a 4 Primi darga Y c Insert 4D Expression Vv People System date short A First Name System date abbreviated amp Middle Name System date long A Last Name Internal date short special A Name Suffix Internal date long A Nickname Internal date abbreviated A Family Info Internal date short A Title ISO Date Time Gender 2 Month of Birth 2 Age Cone FD If you are basing this mail merge letter on Contributions Search under Contributions you may insert People Address Batch and Donation fields If you are basing this mail merge letter on Groups Search under Groups you may insert Group Group Membership People and Address fields If you are basing this mail merge letter on Pledges Search under Pledge you may insert Pledge People and Address information Templates If the letter you composed will be re used in the future make sure to save it as a Template To save the letter select File gt Save as Template in the word processing menu You ll be prompted for
232. ile Location and note the path and name of the file For example C Program Files BytheBook RollCall8 Data yourdatafile 4dd 2 Close the Roll Call program 3 Copy your data file to a different location such as a CD or memory stick On Mac your data file may be one file ending in data or 1t may be two files one ending in 4dd and the other 4dr Next install version 11 from the CD or from the download file Once version 11 is installed your data needs to be converted to the new version When you are ready to convert copy your backup data file to the following location Windows C BytheBook RollCall Database Mac HD Applications RollCall 11 To begin the conversion connect Roll Call version 11 to your data file Double click on the Roll Call v11 icon then hold down the ALT OPTION key Choose the option for opening a different data file A data dialog box will be displayed Navigate to your data file from the previous step highlight the file and press OPEN Once the conversion process is complete you will be at the version 11 main menu Next you ll need to enter your new license number From the main Roll Call screen go to File gt Enter License Type in the license number found in the upper right corner of your invoice press the tab key The number of users and people records allowed will be displayed Once you review your data and everything looks fine uninstall your earlier version of Roll Call Network Multi U
233. ill 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 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 95 Enter the last name of the donor Press the TAB key Select from this list or reduce the list further by typ ing the first name Enter the amount check number and donation type Select the fund to designate this contri bution to 6 Designation Use the drop down list of values to select the fund that these monies were given to 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 96 Reduce this amount field Press TAB A second line will open up Select the designation for the second amount 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 t
234. impson Freddy 1235 Banner Or Springfeid i 61389 propriate ut Seth Kathryn Katie 4333 wy Byron i 61010 ton to create a letter email or labels me To create correspondence for people in a specific group or set of groups expand the Groups menu and click on the Search menu item Retrieve the groups you are interested in All the people in the listed groups or highlighted groups will be included for the correspondence Click on the appropriate icon LABELS EMAIL or LETTER 10 16 4 Click on the appropriate icon to send email write letter or pro duce labels Attenders There are several ways you can create correspondence for people who attended a group class or worship service 1 From an attendance detail report that lists people use the SEND EMAIL WRITE LETTER or LABELS buttons on the output screen 2 Through the Search window under Attendance 219 Attendance report that lists people Attendance for a specific service In the first method you d need to run an attendance report that lists people for example the attendance by person visitor report or absent present report Once you click GENERATE to run that report the results will be listed in the output window Click the appropriate button to create the correspondence for those attenders Click appropri ate button to send corre spondence to these folks To create correspondence for people who attended a specific servi
235. include in the report ra E oe m E o ne m mae ma a wae 0 o Click GENER ATE to run the report Listing of how much was given to the selected funds by members of the small groups Fund Giving by Week Month or Year The Giving by Fund by Week report summarizes all giving for the fund by week month or year for a given time period in a spreadsheet format The weeks months or years are listed across the top To run this report 1 Expand the Contributions menu 2 Click on Reports 168 99 Click Fund Giving on the left sidebar 4 Click on the Criteria tab From the criteria tab select the date range that you wish for this report 5 Next select the Report Type by Week by Month or by Year 6 Then under the Who tab select the donors you wish to see on the report Do you wish to see all donors or certain associations or certain groups etc Once you ve chosen who click on the What tab From here select the funds you are interested in including on this report 7 Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report 8 Ifyou d like to change the sort order move the columns from the Selected colum
236. ins does not contain Cancel Clear All Load Query Enter value that you are looking for Evergreen Query Current Selection eal 235 Click on each association that you d like included in the directory Example of Standard Directory Alesmaa Dred 1123 Clea oie Byron EL 41910 Esttingrr Hua 3955 Banter Broun EL ed dd Condor Tim amp Mimi 1 Cum Cape E Unlisted Ackbreas ar Uaa Conboy Dovid Shaker wim N Wocdgale Byron IL 41010 C nlkia Tarfur 416 W Blackhawk Been EL 41910 Der John Sted ahr Ernm IL 610910 Drudge Ben Quinien EM Whipperaill Byron EL 41910 Home El DAS Garc a Joa E Marie Chul Zakje Jennifer 1540 Mail Beran EL iid Aer EPT IA Hariltoa George Harteokerger Bill Jesus Reigns ED med er BET Menderson Rick 4 Eos Party HA 415HTH Ayreon IL Aiii Hor A AAA Hinssin Arifan Mewa IFE Jansen Tim A hany MITET Y Heater Jean Red A Cienia Kimmy SEY Porter Byron IL IDD AA Klemp Candy imiy 5 mip Asten IL ALoLO Logan Mark amp Cindy Fanka rer Wale Honey Waler Hope 5334 Punto Tucson AL 53658 Tieme APDO Wadden Moke Mallurd Scam ist A Porc Rockford IL 6110 Mea VOL FcR Mallard Susan Muere Evan Lb Weil Pero EL 41410 Poorce Jared Chao fel Holland Eron TL 41410 Febrrica Charkiite Cody Carl ls Mor Tice Barun IL 61100 Fetarioa Harodd A Jar enaren Hin Mammi
237. interested in From the Crite ria tab enter the date range for the report Choose across groups if you want a list of people ordered by name Choose within each group if you want it broken down by group You can custom ize this report from the columns tab Click over fields you d like to add to the Se lected column rl A _ et m 7 1 mm r 1 h r ap 25 2p Xp 25 25 2 2p 25 2 2 a 201 Start Dat 6611 nd Date e 12711 a raup Hami Lasi Hame First hickhmanned 06 05 11 06 12 11 Timed present Listing of Group Ia Grade Darker Salley Xx i Harker Fanky a 1 group members ran oy x J id Lihan by group and ll jones wea x their atten mre dance data ba x Xx Xx Xx A Xx a Xx Note actions that can be performed for this report Attendance by Session This report lists the attendance information for each group by session for each week within the data range criteria For each session the number of enrolled the number of visitors and the number present are listed To create the attendance by session report do the following Expand the Groups menu Click on Reports Highlight Attendance by Session Click over to the Selected column the groups you wish to include in the report Click on the Criteria tab Select the starting and ending date for the report Click on the Columns tab to add additional fields to the report Click GEN
238. is box will be checked for the head of family Each family needs one and only one head 12 Personal Email an email address for this person 13 Envelope Number you may enter an envelope numbers here or use the assign envelope number option under the Bulk Changes menu to assign numbers en masse 14 Family Number 1f you selected automatic from preferences this number will be assigned by Roll Call Otherwise you may assign a family number manually 15 Badge No if the family position is child a badge number will be assigned You may enter a different number if you d like 16 Barcode No the barcode number is used to identify individuals and families for child check in This number is automatically assigned by Roll Call unless you have the preference set to manually assign the number Address Next we ll move down to the address pictures tab on the People screen Notice there are three tabs underneath Address You can now click on the tab to enter Primary Address Alternate Address and Notes The Primary address is the families main address The Alternate address if for folks who live in a different part of the country for part of the year The notes section can be used to enter driving directions Enter the following information on the Primary address tab l A Optional Mailing Name The name entered here will be used as the mailing name on all correspondence and labels For example if you have
239. isplayed You will need to enter the email address of the person you are emailing Enter any introductory text in the body the report will be sent as an attachment Click SEND Click GRAPH to view the report data in a graphical format This option is generally available for summary by week month or year type reports To enlarge the window click on the lower right corner of the window and drag to the appropriate size 60 REPORTING ON PEOPLE There are quite a few standard reports that can be run to obtain people type information You can run a list of people who have a birthday anniversary or significant date in a specific month Or maybe you want a list of people with their envelope number Maybe you d like a one page summary about a family or a report to send each family to confirm their contact information All these reports can be found in the Reports menu under the People menu Report Window Note the three tabs Click on criteria tab then choose which people you d like in the report Click on col umns tab Drag field name from left column to Selected to include on the report Click GENERATE to run the report Each report is run in a similar manner This section will discuss the methodology for running the People reports To select a report do the following 1 Expand the People menu 2 Expand the Reports menu 3 Highlight the report you d like to run Once you ve selected the report you
240. isted Change Selection to Mothers This search can only be done from within a results list It will change the list to include the Mothers for each family that was represented in the list For this example let s say we had a list of the children from our first grade class If we choose to change to the Mothers the children will not be in the list anymore only the Moms will be listed Change Selection to Fathers This search can only be done from within a results list It will change the list to include the fathers for each family that was represented in the list For this example let s say we had a list of the children from our first grade class If we choose to change to the fathers the children will not be in the list anymore only the dads will be listed Change Selection to Adult and all Children This search can only be done from within a results list It will change the list to include an adult and all the children of each family that was represented in the list For this example let s say we had a list of the children from our first grade class If we choose to change to the adult and all children the husband wife or adult from the family plus all the children in the family will be displayed in the list Find Single Parents This search finds the single parents Find Keywords Keywords allow you to classify people by interests giftings etc To search for all the people that have certain interests talents or gifts
241. ityNav State Postal Code Amount Fund Set SES The import will create a batch with a contribution for each line in the import file Each contribution will be assigned a donation type of Credit Card To find the appropriate donor we will look for a match on name and address If no match is found it will create a person record with the association of IMPORT If the fund is not found in Roll Call a giving fund will be created To import the contributions do the following Expand the Contributions menu on the left side bar Click on Import Click on the Import button Navigate to your csv file that you wish to import highlight 1t and click OPEN You will get a message that the import is complete The batch window will be displayed for you to review the import oY eg a Click Import under Contributions menu Thies utiy will imponi contributors into ROLL CALL fom a comma separated CS fle The following formal will be used date las name first name addresa cf Male postal code amour fund Tha impor will Create a Balch with me date of th the re coninbubon moard b pro rl TE ill comparo he name and full nddress dor a m lch in ROLL CALL are i found E vell bo the contribution lo hit person Oiherwise it will create a new person with an associaon of Import Bl at hk He thas fund lant Bound in ROLL CALL Ging Funds it will ba Click IMPORT and ioe navigate to csv file A summary sereen will be presenico
242. k on Search Profiles Find a person from the family you need to add to and double click on their record Click the SAVE amp NEW button Choose the option for ADD NEW FAMILY MEMBER You will be taken to the People Information window with the family information displayed At this point you can start entering the information for the new family member 7 Click SAVE amp CLOSE to save the information for the new family member and return to the Search window Or click SAVE amp NEW to enter another family member Se 37 From the wife s record click on the Head of Family checkbox Marriage When folks get married their records need to be combined into one family unit The different scenarios include 1 The husband wife is in Roll Call but the other is not 2 Both the individuals are in Roll Call 3 The husband or wife has children as part of their family To handle the situation where one is in the database and the other is not do the following Open up the People menu on the left side Click on Search Profiles Find the individual husband or wife who is in your database Click the SAVE amp NEW button Choose the option for ADD NEW FAMILY MEMBER You will be taken to the People Information window with the family information displayed At this point you can start entering the information for the new family member 7 Click SAVE amp CLOSE to save the information and return to the Search window a ee
243. l who is doing the visit Double click on the appropriate name A e ae Jim Member E oezo om a y AAA Address Pictures Phones Contributions Custom Dates Groups Keywords Vi my Type Visit Caller Length Comments vis Enter the Last name al a A FF d 4 gt of the person who Print Email Leiters Labels Spread First Previous Miext Last 0 0 made the visit then select from the list Visited Enter last name Conlklin David ter Enorme Type Visit 2 In Person Telephone Length 00 00 Date 04 25 2011 Enter the duration date and remarks from the al visit Delete Save amp Mew Save amp Close 5 Indicate the Type of Visit This will be either In Person or Telephone 6 Enter the Length of the visit 7 Enter the Date of the visit 8 Enter the Remarks This would be a summary of the visit Comments There are several types of comments that can be tracked within Roll Call The General comments would be a comments section that all Roll Call users can see General comments also include a field for Special Needs and Allergy information The Custody comments allow you to enter any restraining order type information This will be displayed in the child check in system on check out The Confidential comments can only be entered and viewed by users that have the appropriate security access in Roll Call Y Click on Comments 18
244. lS On the Groups Select one or more groups to report on tab click over the group you wish to run this report for Group Type A El Department Al G Group Status if Active C nae AA Seleciod ul Sunday School Teachers E Enter the Older grammes than date for obso Groups Grtarias Reports Security i This wil show people who have messing of obsolelo Security check records lete checks Background Click over the type of checks you are looking at AA Co 210 bN A e Email Phone Report of Sunday ree Jonas 238 9389 sing Gerry Parker 239 0923 Missing School teachers mck pagpa ma Gordon Watts 235 0093 Missing with a missing background check Duplicate Class Enrollment The duplicate class enrollment report lists all the people that are enrolled in multiple active classes This report can be run from the Group Reports screen To get to the Group Reports window expand the Groups menu on the left and click Reports To run this report highlight Duplicate Class Enrollment choose the classes you wish to evaluate then click GENERATE To customize the report click on the Columns tab and click over additional fields you d like to see on the report Highlight Duplicate Class Enrollment report Click over the classes you d like to consider Click over the col umns you d like in cluded in the report 2 28 28 2p 28 28 28 8 p 28 29 28 28 i Joveph Listing of stude
245. lackhawk Byron IL 61010 Successful Taylor Conlkin marked as n Processing completed Background Checks Roll Call allows you to record background check information for people you have in the system This information can be entered from an individual s profile or it can be added from the Background Check menu under People If you have multiple background checks to enter it may save you time to enter from the Background Check menu The Background Check can only be entered and viewed by users that have the appropriate security access in Roll Call If you do not have the proper authorization you will not see the Background Check menu Enter the Request amp Results To enter the Background Check report do the following 1 Expand the People menu on the left side 2 Click on Background Check 3 From the Background Check window click on the plus sign in the lower left 4 You are now in the Background Check entry screen Enter the Last Name of the AX Ss 1 TAN Highlight Back ground Check under the People menu To add a new background check record click the plus sign Enter the last Ly E name to find oct Lc lesen the appropriate Person Address person Enter the information about the type of request and the final results person that the background check is for Press tab and a list of people with that last name will be displayed Select the appropriate person from the list Enter the following i
246. ld return Yes if it was True and No if it was False For this example let s assume we have a custom check box called Newsletter In our report we want to return an X 1f the person wants to receive the newsletter The formula IS Num People Newsletter X 259 If you wanted to return a Yes or No the formula would be Num People Newsletter True Yes Num People Newsletter True No Roll Call functions The following functions can be typed into the formula editor or selected from the commands by theme box to the right Scroll down to reach the functions in italics Double click to select the function you need DoBuild_Label this function returns an address block for an individual It contains the name and current address Jim Sue Label returns an address block using the first name of the head of family plus the spouse name and the last name then the address Family Label returns Mr amp Mrs Plus the first and last name of the head of family then the address Different Last Name returns an address block with the first and last name of the head of family plus the first and last name of the spouse if the last name is different Get Many gt People gt Group Membership returns a list of all groups that the person is involved in Get Many gt People gt Pledge funds returns a list of all the pledge funds this person has pledged to Get Many
247. lect the Type of Check e g Background Fingerprint Reference etc Report Date enter the date that the background check report was completed Report Result use the drop down to select the background check result 9 Clearance Level use the drop down to indicate this individuals clearance level Can they work with all ages only over 18 pending etc 10 Overall Clearance Level The overall clearance is displayed on the Comments tab So if you want to publish the clearance level for all Roll Call users to view enter the clearance level in this field as well 11 Report Text You may wish to type in the comments from the background check report 2 N Click on the Back Print Email Letters Labels Spread First Previous Next Last 11 87 Stats ground Check tab Record Modified 04 25 2011 Record Entered 04 25 2011 Record Confirmed 00 00 00 Family Members FamityRosition_ Title First Name Nickname Middle Last Name Suf David Coniklin Husband M David David Coniklin Gender Marital Stato Spouse Association Birth Date Male sm Married e Ki Member 08 24 1964 46 Yrs Primary Phone Alt Phone 815 234 7530 Unlisted MI Heae of Family Personal eMail Env No Family No Badge No 0 106Q Address Pictures Phones Contributions Custom Dates Groups Keywords Visits Comments Background Chk Letters Attendance y Click on the plus
248. lect the number of labels per sheet the size of the labels and the horizontal and vertical gap between labels Click on Label Layout Layou t tab Orientation Labels Order Chick on the Stating Label o te E Labels across i E abels down 7 Label Size O Page Size M Automatic resizing Top Margin 12 E t d o nter gap an Enter the number al 8 BaP Label Width 1 marg n informa of labels across Label Height Cm aaa and down Horizontal Gap 0 Vertical Gap l 0 Unit Point y Labels per Record fi v Standard Code Pe E Method to apply No Method id penn P Click to Save Apply once per Label per Record eee ee ene Click to p r int the letter tem a wer labels plate Print Setup Load ave Cancel Print A 267 Print the Labels To send the labels to the printer press the PRINT button The print dialog box will be displayed so you may choose your printer Re use the Label Template Click on the GENERATE ico to print the labels Once you ve created the label template you ll want to save it so it can be used again The template is made up of the fields static text and the formatting options that were selected Press the SAVE button A file dialog box is displayed Give the label a name that is meaningful to you Once you close the label editor window you ll see it listed in the Tables and Templates window To print the labels again expand the Reports amp Labels menu Cli
249. lected To run this report Expand the Contributions menu Click on Reports Click Donor Giving on the left sidebar Click on the Criteria tab From the criteria tab select the date range that you wish for this report Next select the Report Type by Week by Month or by Year Then under the Who tab select the donors you wish to see on the report Do you wish to see all donors or certain associations or certain groups etc Once you ve chosen who click on the What tab From here select the funds you are interested in including on this report oo a 157 Enter date range to show on report Choose report type of by Month Move the columns you d like to see in the report to the selected column Click GENERATE to run the report 5 Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report If you d like to change the sort order move the columns from the Selected column to the Sort column 7 Click GENERATE As an example lets say we d like a Donor Giving by Month report for all donors and we want a total of all of their donations for the given time period On this report we want to see donor name birthday and amount
250. lick Search Find the attendance record for the specific service and date you are interested in Double click on that attendance record Note the people you have already marked present should still be marked present Make the necessary changes AARE 81 Find the atten dance that you need to modify and double click on it Update the attendance as required gt Find by name 4 518 1 p ing Date Meetng Dare 05 19 2011 Hana co E e Enrotied 30 Marked 6 Scan Barcode SY Position Assocation Address 1 Child Visitor 454 Vine Peety Chis Visitor 454 Vine iD y Jacob Shaker Youth Member 9479 N Woodgate M Conan Taylor Youth Member 418 W Blackhawk iO Garcia Gail Youth Member 2390 Nail O Garcia Jenruter Chad 7390 Nal M Garcia Sabasten Child Member 2390 Nail Q Grant Cody Child Member 4548 Norwood y Henderson Patricia Patty Child Regular Allender 3445 VISION iQ Jarson Heather Chad Maenber p Janson James Jimmy Youth Member DATO UIC TO F Seve A New 5 Save Clove Attendance Reports Attendance Summary The attendance summary report gives head count information for service and group attendance information The Attendance Summary by Day lists the group or service the meeting date the number of people enrolled if the attendance is for a group the number of visitors people with the association of visitor that attended the head count and the number of people that
251. lick on Group Directory Select your groups on from the right side Select the group that you are ae printing the Group Type directory for Department Group Status e Active Inactive Group Selecta Group Cancel 238 Select the directory format There are two group directory formats The Simple List prints the name phone birthday email and address of the group members The Detail List allows you to select the custom fields you d like to include in the directory Click on Simple List or Detail to determine the type of directory Then if you selected Detail mark each of the custom fields you d like included in the directory Click PRINT to send the directory to the printer Brad Alesander 1122 Glati Baron IL 51010 JJ Condor Unlized Address Home t8 14 8735 4450 Miimi Condor Unlimed Address Home 14 875 4008 Group Detail Directory Email mina sfhalfsloeom David Conkey 0474 N Woodgale Bem IL 51010 Taylor Conlkin 318 W Blackhawk Byron IL 41010 Jen Doe 564 Jay bicd Aron IL 61010 Quinton Drudge 25439 Whipperwall Byron IL 51010 Home h 15 073 4593 Juan Garcia 23H Mail Byron IL 51010 Home B12 029 0012 Email juan fecedfiledtk cons Cody Grant 4548 Norwood Byron IL 6110 Rick Henderson 3443 VISION Bacon IL 51010 Home 8 5 374 5383 Email md johnson Eda cum Glenda Johnson RRA Porter Baron IL 51010 Home th 15 223 54 Candy Klemp Boi Juma
252. lick on the plus sign to add a new record Click on the minus sign to delete records from this list Customize Search Window The Search window for People shows the following information Last Name First Name Head of Family checkbox Association Family Position Individual Email Home Phone Address I City State and Postal Code If this information is not all displayed on your screen you can use the scroll bar at the bottom of the window to view information that is off the screen If you have a larger monitor you can drag the lower right corner of the window to enlarge it Each Roll Call user can set preferences for what fields they d like displayed in the Search window To change the display fields 1 Click on Prefs icon 2 Drag a field from the left side to the right side 3 To re order the fields drag the field up or down on the right side 4 Click SAVE amp CLOSE to save changes 91 Columns o Click on arrow in front of People or Address to see all fields available Address 1 Address 2 City State Postal Code Family E Mail Optional Mailing Name HOF LN FN Click on the field you want displayed then drag to the right or click on the arrow to move to right column 10me Phone 2 Unlisted Phone Remarks on Add Shepherd Area Alternate Add 1 Altemate Add 2 Alternate City Alternate State Alternate Zip Alt Home Phone 1 Find Specific Records Find By Criteria Last Name First Nam
253. lick the double arrow to move all funds to the Selected column oe oe E i i i i PE FEJEGUTG CPT pes pps Pagagegys i i H f E 2 pl 3 Choose date range Choose Member to only look at your Members Choose Building as the fund you are interested in Mark the box to include non cash gifts if you want to include property gift amounts in the report as well Click on the Columns tab Drag the email field from the left side column to the Selected column on the report Click GENERATE to produce the report In this next example lets say we d like a donor summary report for all members who have given to the building fund On this report we want to see donor name address total number of gifts and average gift l Za 3 Highlight Donor Summary on the left sidebar From the Criteria tab select This Month from the date range drop down Click on the Who tab Select Association from the Run for drop down box Click on Member to move that value to the Selected column Mark the box for Combine Families 1f you want contributions from families lumped together Click on the What tab Click on Building to move that fund to the Selected column Mark the box to include non cash gifts if you want to include property gift amounts in the report as well Click on the Columns tab Drag address city and state fields from the left side column to the Selected col
254. ll the people who came to a group or service on a specific day This is a great report to run if you want to see who came to your Sunday School classes last weekend and who was absent Or you can see who attended last Saturday nights service To create the Attendance by Type report do the following AR i Expand the Attendance menu Click on Reports Highlight Attendance Summary Enter the date range for the attendance data you are interested in Choose which attendance you want to run this for You may select All and it will list all worship service attendance as well as all group attendance for the date range you entered You may select Service and then choose which services you d like to see or you may choose groups then pick the specific groups you d like included in the report 6 Click GENERATE to run the report 88 Highlight Atten dance by Type _ __ _ Select the specific values based on the type of atten dance you chose Select which type of atten dance you are interested in Select group service or all Click on the Columns tab to select addi tional data to be included on the report Click GEN Double click ERATE to run or drag a field the report from left side to Selected column IET F lw ri fees owen or TA rs a 2 00088 0 08 a Lists the class AAA name Gara dere Jum A Mars Gece feeder Petree Patty Renard A hose reece Lists member
255. ll worship service attendance as well as all group attendance for the date range you entered You may select Service and then choose which services you d like to see or you may choose groups then pick the specific groups you d like included in the report SnDme osoon C In this example End Date 05 22 2011 ea by Monen Pve chosen i fe Service at a tendance And Service Status gt Active _ inactive AAA chose these 3 Easter Suny 2 ep serve 3 Services Good Friday 11 Special Service 4 Late service 11 00am 5 Saturday service NW site 6 test 8 TUESDAY 7 8 Next click on the Columns tab to choose the information you wish to include on the report Click on a column name from the left column and move it to the middle column 9 Click on the View People tab to review the people that will be included in the report 10 Click GENERATE to run the report 87 Double click on a a field from the left side column to move it to the Selected column The report lists how many times a person came each month The dash means there was no attendance for that month LER NETE PrN EP Dae pnn ees pea erat Bra haw Bri ee Cary et anh ina ie ae el Vin Bay pont festchen ort Attendance by Type The number of months attended and months missing are also included Note all the actions that can be performed The Attendance by Type report will list a
256. lus sign to enter individu al contributions if h F AE Y Pov Gek amp h Cle ete L TH h Seve A See 4 Tare A Chose i at a Ys a 94 10 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 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 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 is not required but by using it you may be able to catch any data entry errors If the Batch Count and Batch Control Count do not match they will be 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 To begin entering individual contributions cl
257. mai Letters Labels Spread First 0 0 LastName Smith Irene Smith 4333 Ivy Byron IL 61010 Date 04 26 2011 E This is the confidential comments Find Research Confidential Comments To look up Comment information you can do the following 1 Expand the People menu on the left side 2 Click on Confidential Comments 3 Notice the Find By drop down box Select the criteria Name or Date that you d like to find 4 Begin entering the criteria For example if you looking for the Confidential Comments on file for Diana Conklin you would enter Conklin in the field to the right of the Find By drop box As you begin entering that value your list will be reduced to just the Conklin records 5 To view the details double click on the record and the detail screen will be displayed 475 71 Meal wath George Gang lo codege soon 49 FINDING PEOPLE Search Profile Window To find records in Roll Call use the Search window To find specific people expand the People menu then click Search Profiles There are several main sections of the Search window 1 The icon bar 2 The Find By drop down and criteria 3 The results 4 The add and delete buttons Icon Bar Note the icons across the top of the Search window These icons allow you send emails write letters or create labels for the people that are in the list You can also print the list do more detailed queries or do spec
258. mary Add Record 7 wy E j a Click Record Nei Geet tato ia IA WB dP Pl a d A E i l Select Service ttendance unde a e z or Group the Attendance er Head Count pe Chech tnrout to indicate menu Amendence Search which type Record Attlandance Reports of attendance 4 Contributions _ Atendance DA Last Name Scan Barcode Y you 11 be S Present Last Name First Nichname Pasion ASOCIAN Address 1 recording b p Directories C Reports Labels a rete To record attendance for a specific service and date enter the following information 1 Select the Type of attendance you 1l be recording Choose Service 2 Select the specific Service you are recording for 3 Enter the Meeting Date that you are recording for 4 Ifyou know the Head Count you may enter it manually or if you will be marking people present Roll Call will fill this in for you 5 Ifcommunion was served at this service mark the communion box and indicate how many people took communion This information is optional 77 6 To record attendance for a specific person find their name and click on the box to the left of their name You may also place your cursor in the last name field and begin entering the last name If the correct row 1s highlighted you can press the return key to mark them as present 7 When you are done marking the people that attended click SAVE amp NEW to save this attendance and record for another service
259. mary amp Details under Receipt Details you can mark this box if you want to list each contribution for the period 9 Include References to Pledges Under the Pledge Detail section mark this box if you d like to see the pledge information for each fund that this donor contributed to This will add a Pledge Received and Pledge Total column to the report 10 Include Pledge Remainder if you would like to include a column Pledge Remainder mark this box 11 Include all who Pledge if you want to create a quarterly statement for each person who pledged regardless of their giving a the quarter mark this box Indicate if you d like all contributions listed or just totals Mark if you d like to include pledge informa tion on the statement Choose your print op tions 12 13 14 do 16 17 O Single Print Job under the print options section mark this box if you want Roll Call to create 1 large print job for the quarterly receipts If you will be duplexing the print job printing on both sides of the paper you do not want to create a single print job If you are emailing receipts you do not want to create a single print job If you are using a large copier printer that requires a project code you would want to check this box Cover Letter if you d like to print a cover letter before each statement mark this box Use the text tab to create your cover letter Print on Stationary mark this bo
260. mine your Audience Click on the Search Se bE menu item for the a a e ian b gt Home specific area ao Highlight the people you need to write a letter to email text etc OR if none are highlighted everyone in the list will be used When you are ready to create a letter compose an email or print mailing labels the first thing you need to decide is who will be getting this Will you be sending to all your members or people who have donated so much or parents of your grade school children People If you are determining which people to send the correspondence based on people or address types of information you ll want to start in the Search Profiles menu under the People menu Examples of this type of information would be e All Members and Regular Attenders e Everyone who lives in a specific city or zip code e Everyone over a certain age e Everyone in a certain Shepherd Area e Everyone in my database From the Search Profiles window find appropriate people for your mailing or email blast Once you have the list of people click on the appropriate icon LABELS EMAIL or LETTER You may also highlight a person or multiple people in your list and only those highlighted will be included in the correspondence O Search Proties Click on the ap Add a Family os n Background Checks propriate icon Donors There are several ways you can create correspondence for donors 1
261. mount pledged by Number of Payments 12 Pledge Amt 3 000 00 Enter total amount hanging the amount amp number of pay ments pledged Payment Period Monthly Each Payment Report on Rept v Yes 250 00 Enter Each Payment and the Pledge Amt will be Completed Date 00 00 0000 calculated for you Pledge ID 19 pde y cage ano Each Payment will be cu you Pledge Fund ID 13 Delete Cancel Save 8 New gt Save amp Close Next you can enter the Total Amount of their pledge the amount they will pay over the course of the entire pledge period in the Pledge Amount field Once you ve entered this amount the Each Payment amount on the right side of the screen will be calculated Or you can enter the Each Payment amount and the Pledge Amount will be calculated If you wish progress against this pledge to be printed on the donation receipt click Yes for Report on Rcpt The Date Completed Pledge Id and Pledge Fund ID fields are determined by Roll Call and may not be modified To save the information you ve entered and enter another pledge press SAVE amp NEW To save the information and return to the pledge summary window click SAVE amp CLOSE To leave the screen without saving the information click on CANCEL To save the information you ve entered press OK To leave the screen without saving the information click on CANCEL Finding Pledges You can search for pledges based on fund name or by donor
262. n Click on the Click on the Labels tab ADD icon to j to customize create a new label labels template Once yov ve clicked ADD LABEL the query editor is produced so that you may select the people For a detailed description of using the query editor see Using the Query Editor For this example let s create a label for all the people who are Members Select People as the Query In table Select Association as the Field Name Highlight is equal to in the Comparison box Enter Member as the Value a a a 265 Select your field criteria Query the Database Enter the Find Records in OS value you are Query In People looking for ree Selection Create search criteria like Association is equal to Member People Special F Field Comparison Value 250 is greater than or equal to is less than Add Line is less than or equal to Clear Al Press QUERY to Save Query E find your results is greater than Query Curent Selection Place the Fields on the Label Spacing and alignment icons Highlight the field here and drag it to the label template area Drag fields on top of each other to con catenate them puts a plus sign between field names Now that you have the data the people that will be included you must determine what information you want on the label From the list of fields highlight the field
263. n to the Sort column 9 Click GENERATE As an example lets say we d like a Fund Giving by Month report for all donors and we want to include giving from Members and Regular Attenders Highlight Fund Giving on the left sidebar From the Criteria tab select This Year from the date range drop down Select by Month as the Report Type Click on the Who tab and choose Associations as the Run for criteria Click over Members and Regular Attenders to the Selected column SS Select report a ETE period Start Date foro End Dale 06067201 E nee E Choose report type Pan lt a Adas oniy of by week month gg e BR or year Pagter Anonder Choose which donors should be included in the totals In this example we are looking at giv ing from Members and C ome ne Regular Attenders 5 Mark the box for Combine Families if you want contributions from families lumped together 6 Click on the What tab Click the double arrow to move all funds to the Selected column 7 Mark the box to include non cash gifts if you want to include property gift amounts in the report as well 8 Click GENERATE to produce the report 169 From the What tab select the funds you d like to see in the report Click GENERATE to run the report Listing of Funds included Monthly totals of giving by Mem bers or Regular Attenders oil A baai
264. n to a Disk File Then select File gt Generate from the menu A file dialog box will be displayed so that you can save this report as a tab 263 delimited text file These types of files can easily be imported into 3 party programs such as a spreadsheet Re use the Report Highlight the report you d like to run or edit Once you ve created the report you ll want to save the template so it can be used again The template is the columns and the formatting options that were selected Select File gt Save from the quick report menu You ll be asked for a file name and location Give the report a name that is meaningful to you Once you close the quick report editor window you ll see the report listed in the Tables and Templates window To run the report again select Reports gt Quick Reports from the top menu From the Tables and Template window highlight the report you d like to run Then press the GENERATE icon The query editor will be displayed so you can select the data you want in the report A print dialog box will be displayed so you can send the report to the printer oa Double click Reson on the tem Created by HT plate name to edit the template To simply run the report again click the GENERATE icon Edit a Saved Template To edit the report select Reports gt Quick Reports and Labels from the main menu From the Tables and Template window double cli
265. name To find a pledge based on the fund do the following Expand the Pledge menu Click on Search by Fund Enter the fund name Double click on the specific fund Scroll through the list of pledgers and double click on the specific pledge you are interested in he iS 176 Click on Search by ny Be Saos oa on s Peoged Pieogea RoePieogea Ri Fund gt Ss Building wml azan Offering a 20 940 00 5 380 00 Ganora OOO TIRO TT 000 50 000 00 0 00 1 3 600 00 0 00 100 000 00 0 00 1 3 000 00 0 00 Choose the fund you P pm are looking for E Administration _ To find a pledge based on person information do the following 1 Expand the Pledge menu 2 Click on Search by Person 3 Use the Find By drop down box to select your criteria 4 Enter the value you are looking for 5 Scroll through the list of pledgers and double click on the specific pledge you are interested in Ms a e m Jesus Reigns Nawgator R z e BiB G Bee a cs on Search by a aT erson pa cciaton Fyr Brant Ena Padged Revd Piedged Recelv ia O Writ 1234411 7 500 001 0 00 G necal wiji waai 5 550 00 0 00 Buildin LA 12730711 200 00 50 00 Oftering wen damh 3 600 00 0 00 Budtiny Trait IRA 1000 00 O 00 Budding Ly TEJU 740 00 0 00 Building LULL 1a al 000 Ku drg wat iaa 1 000 00 0 00 Titres A LEE L 3000 00 0 00 Bulang TA 120 4 000 00 345 00 Choose your Find Buidrg m aan 200 00 10
266. nd OR sessisinsnnica ninas totales Sy a aca a E E R anes AND OR and EXCEL ito cas SA MAA A A PP EI Ao A Pa e o o EEE Mii e o BL Le li le AIMAR ed ee ene ae een ee eee TAS SCLC CHO to FAG Ci scp aecn ga rcues sebastien wr cedenntecnaraicsasenenedorayenedienteaoueelenaentoeyonies Change Selection to Adult and all GCN contaros Pd a eT COS a E S E E E teense eee ETA EE VG os Find possible blended Familie sica dt a ancien Pind people With PICT sonar Pind tamilies Wild 0 0 111 Come eer i a aE EEEE aT Find possible uninvolved families ono CREATING CUSTOM REPORTS C a custom O e E E E Base Table O DER O potato aa 230 232 233 238 240 241 241 241 241 241 241 241 241 242 242 242 242 242 242 243 243 244 245 245 246 246 248 248 250 251 293 253 253 254 254 254 254 254 254 254 254 255 256 237 Selec cl COMIN LOC DE TOPO reirnos 257 calculated COMAS cotton ee 258 FE PUP IONS tit daa ada 259 NONM TIO TO unes i ica 259 As AAA E A 260 Summary ornato croacia 260 SO CM TR ON APPEAR Po O o e UE E A 261 Titles O 261 AAA e en 262 AP A ere eee 263 PUTS Me RE DO 264 Edit asaved Tempo 264 CREATING CUSTOM LABELS A e PEU A 265 Hace Te 16S OM TAC TA DEL pat arslE 266 Static text O 267 Change Label Te Ora AAA e er UE 267 Reuse he Label Template a somonsnaioa iio ata 268 Moda Label Template E E 268 CLEANING UP THE DATA DATA ADMINISTRATION EASTOE WNC VAS rios 269 Diplicate E
267. ndpeosdtkisatte ce 812 029 0912 2390P HA Vs i To un tag a person do the following 1 Expand the Home menu 2 Click on Tagged People 3 Highlight the folks you no longer want in your list 4 Right mouse click and select unTag 22 08 48BR8228B g Highlight the people a you wish to remove from your list right mouse click and select unTag l unTag El Add Keyword Print Spreadsheet S 55 RUNNING REPORTS The majority of reports in Roll Call are run in the same manner This chapter discusses the methodology for running reports and walks you though much of the terminology Whether you want a list of people an attendance report a contribution report a pledge report or a group report you will process them in the same manner Report Selection Window To begin you ll need to decide which report you d like to run There is a report option under each of the main menu options on the left sidebar For example 1f you want to run a contribution report expand the Contributions menu and select Reports The report selection window for contribution reports will be displayed Choose the specific report on the left sidebar of the window Expand the menu for the area you wish to report on then click Reports Select your report on 7 a Sr the left hand side Ez Quek apar Pledges 7 Guth Repon Pledge Funds aa ose J End Date
268. ne oe ee D ee ala sti j mila BIA Winker Med ma AR buttons Chita Cate Pima GAO Mara pros Hoe har Sani 4005 iey iian A180 iL Kimei Hiii Sh AAA beg pan Ged IL kiii South ERELT Men META Todd Dd AA hr pros ioe ik Corra Eparia EFIA Winiar Hd pan 61109 iL Ranger Den Miani 55 Parisno Tuom DDSA AZ sera kgj iT GES Parar GGGSh AT Ee am To correspond with the people in this report click these but tons Attachment Macintosh HD Users Kim Library Preferences 4D MyReports htmil Encoding Bed Return Address david bythebook com soy osos 62 Envelope Number Report The Envelope Number report lists people based on your criteria selection with their name address and current envelope number To run the report do the following 1 Expand the People menu 2 Expand the Reports menu 3 Highlight Envelope 4 From the criteria tab select the associations keywords groups or shepherd area or assigned envelopes that you d like to see in the list In this example I ve choose to run the report for Associa tions and I selected Member 5 If you d like to change which columns are displayed in the report click on the columns tab Drag the field you d like to add to the right side Selected column 6 To change the sort order of the report drag the field you d like to sort on 7 Click GENERATE to run the report Click on Columns eem S42 RR ES SB Bw tab to change what Pie a U
269. nea enserio plain donde idilio 269 PU CIN ana a iaa 270 MAINTAINING THE DATABASE Dita Ple Loc oa 212 UTS SI asec otras perce sn a eset N release eared a nea eee ed eee he cet nen eects 242 PC TI VAN ECU aida ads 212 A A E E E E E E E waviseteeciasesenns 213 RM le ING U CT nece a dae 213 OS LO a E E te anata ete eee ese raeeisetaee 274 Loc 276 Baciup on simello user SIN ici cdRaS PG ie Recover TAG 0 Al MO AG scree eat gras eee ceo tte ea eet eee secads 211 Frona e RON C a cie Zoe OD TAS CNC Ny GE I o N E 278 Baca TCO OC SON ec eee ec cee eine ae tioned seeders eee neice a eesee es N ee 279 Recover database from a backup on a network system asnicar 281 Opera Different A A rt oo aneo 28 Compactitie data TC src cos sarral 282 Sim USC SIN po doors A 282 AAPP e oo A 282 Repair data E E EE E E EE E E E E N A 283 APPENDIX A TABLE LAYOUTS INSTALLING ROLL CALL Single User Installation The single user version of Roll Call allows one user on one computer to access Roll Call For the single user installation use the following instructions Mac users from the CD To install Roll Call from the CD simply place the CD in your CD drive A By the Book disk image will be displayed on your desktop Double click on that image There will be three Roll Call files 1 Roll Call 2 Roll Call Client and 3 Roll Call Server Double click on the Roll Call file The install program will prompt you through the process Click on the NEXT button to
270. nformation Request Date enter the date that the background check was requested for this person Requested by enter the department or person who requested the check Indicate whether this person is an employee or volunteer Use the drop down to select the Type of Check e g Background Fingerprint Reference etc Report Date enter the date that the background check report was completed Report Result use the drop down to select the background check result Clearance Level use the drop down to indicate this individuals clearance level Can they work with all ages only over 18 pending etc Overall Clearance Level The overall clearance is displayed on the Comments tab So if you want to publish the clearance level for all Roll Call users to view enter the clearance level in this field as well Report Text You may wish to type in the comments from the background check report 4 5 11 Reference Mo Record Algas ag Background Checks Add Record Firct Prev j Next Last 0 0 Last Name Condor Condor Tim 2389 Honduras Rockford IL 61109 Request Date 04 26 2011 Tel Request By Children s Department Employee Yes Volunteer V Yes Type Check Background e Agency or Reference Background Checks R Us Report Date 04 26 2011 Es Report Result Positive Recommendation Clearance Level All Ages a Overall Clearance Level Report Text fidksidf fiskalsfd fidskal djl fdsakl sdfjkisaj
271. ng 177 entering new 175 finding 176 fund 175 progress letter 179 reports 181 Post a Batch 103 Post Batch 103 Preferences application level 20 search window fields 18 Q Quarterly Statement 132 tabular 136 Query 241 255 across tables 249 editor 241 255 search 53 search criteria 243 244 sets 242 special 253 2535 Quickbooks 104 Quick report 256 264 Quid Pro Quo 98 R Recurring Contribution create new 125 Recurring Contributions email notification 122 find 124 import 123 log 127 post 126 stop 128 Repair data file 283 Reports absent present 90 attendance by person 84 attendance by session 89 attendance by type 88 attendance summary 82 batch 104 columns 38 contribution 150 criteria 57 output window 59 report selection window 56 run generate 59 run for 57 special columns 288 view records 59 visitor 92 Report Output Window 59 Reverse Batch 117 S Saved reports 74 Search find by 50 people 50 Search Window 52 Security 272 Server install 10 recover 281 repair 282 Service worship 76 Sessions 188 Sets 242 251 Shepherd area 27 Significant Dates 31 report 67 Sign in Roster 206 Single parents find 254 Single user system backup 277 connect to different data file 282 install 10 recover 277 Special Columns 288 Special Needs 35 Special queries 253 Spiritual Gifts 32 Standalone backup 277 connect to a different data file 282 install 10 recover 277 Standard Directory 233 Sunday School Classes See
272. ng a new family enter the person who will be marked as Head of Family first When you first come into the form you ll be in the Family Position field Based on your selection here the Title Gender and Marital Status can be filled in e ly ES Email Letters Labels Spread zm SH a a Y pours i ea gt Ji 26 Contact Information Once you ve entered the Family Position you can tab through each of the fields on this main page Enter the following information l First Name enter the person s full first name Nickname the nickname will default to the value entered for the first name You can change this to the nickname 1f it is different than the first name 3 Middle Name enter the middle name This field is not required 4 Last Name enter the last name This field is required If you are entering a business enter the business name in the last name field 5 Suffix enter the suffix Jr Sr etc if applicable 6 Spouse if the person you are entering is married you can enter the spouse s name here 7 Association enter how this person is involved in the church Are they a Member Regular Attender Visitor etc 8 Birth Date enter the full birth date for the person 9 Primary amp Alt Phones enter the phone numbers for the family here 10 Unlisted if the family doesn t want their phone numbers listed in directory check here 11 Head of Family th
273. nge that you wish for this report Then under the Who tab select the donors you wish to see on the report Do you wish to see all donors or certain associations or certain groups etc Once you ve chosen who click on the What tab From here select the funds you are 150 Click the funds you are interested in to the Selected column 6 7 interested in including on this report Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report If you d like to change the sort order move the columns from the Selected column to the Sort column Click GENERATE In our first example lets say we d like a donor report for all donors we don t care what their association 1s and we want to know all of their donations for all funds On this report we want to see donor name email address donation date and amount l Ze 3 4 Highlight Donor Detail on the left sidebar From the Criteria tab select This Week from the date range drop down Click on the Who tab Leave Everyone selected Mark the box for Combine Families if you want contributions from families lumped together oc f y ni pa m 1 pa
274. nh AP ROS Ar z 1 25100 4 10 11 AP RDP 4 10 11 a z 125 00 47 11 AP RDP 407 11 a 1 50 00 ANTT books el 1 50 00 ASTI Sunday 8 00am of 7 223225 ANAN Stocks El 1 5 000 00 UINTI Worship Sam a 2 125 25 7 Penta Datos Perl Doric Other Opti Find Records in Query In Donations Create search criteria like i Association is equal to Member C GetSet Field Comparison Value iJ I E EE lis greater than ia En is less tita jis less than or equal to contains des not contain QC Load Query Donation Type is equal to AAA er 4 5 Highlight the comparison operator 6 Enter the value that you are looking for 7 Double click on the appropriate batch to view the details Results Once you have double clicked on batch the batch window will be displayed To view the details for a specific contribution double click on it In People Profile If you are working the People screen you can view the contributions for that individual To view contributions within an individual s record do the following Expand the People menu Click on Search Profiles Use the Find By to select your criteria to find the person Double click on the record of the person you are interested in Click on the Contributions tab Use the display option to select how you d like the contributions displayed The choices are Summary by Year Overall Summary Detail by Month and Detail by
275. nsfer button 3 Other related information will transfer when you click the Transfer button Bulk Changes Many of the people and group fields can be changed en masse For example if you wanted to change a city name from from St Thomas to Saint Thomas you can use the bulk changes area Global change to people or address information As an example let s say that you want to change all people that have an Association of Member to a new Association of Partner To do this 1 Expand the People menu 2 Click on Bulk Changes 3 Use the Run Fo area to select you want to make this change to In this example select Associations then click over Member 4 Next select the column you will be changing In this example it is Association 5 Enter the new value for the Assocaiton 270 Select the col Enter the new value Select who you wan to change Global change to group information As an example let s say that you want to change all the groups that have a Department of Children s to Kidzu To do this l Expand the Group menu 2 Click on Bulk Changes 3 Use the Run Fo area to select you want to make this change to In this example select Groups with a Department of Childrens 4 Next select the column you will be changing In this example it is Department 5 Enter the new value Kidzu 271 MAINTAINING THE DATABASE Data File Location The data file contains all the informa
276. nt Children s Location Sei EZ Stet Dale acon Fa Gevup Balus C inactive E Activa Frequency Welty O Random End Dala 00 00 00 Cs 7 You may enter any comments or notes in the Votes field 8 The Start Date will default to today s date You may change it if you d like To enroll people into the group press the Members tab From within the members tab l Click the plus sign in the lower left of the window A 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 Select the appropriate person to enroll in the group 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 Next yov 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 ll 2 SS Click on the session tab 1f sessions are not currently displayed 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 Use the Day of Week drop down box to select the appropriate day Enter the Start Time Enter the End Time Place your cursor
277. nter 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 4 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 5 Total Amount Enter approximate value of the gift This amount will be listed on the year end tax statement with an asterisk to indicate that this amount needs to be determined by the donor Enter value of in kind uwW BB Wi lt 4 P Pl gift Enter Donation BECA O 19 l Pomo Tsen Type Non Coan Batch Total 0 00 Batch Description 1 Last Nama or Env No S Kim Smith Member ra as non cash sehen lt a Check Number Donation Type Other Enter description of gift Coment Quid Pro Quo in Kind Git Preoge Sian Date Ena Date Piedged Balance Piedge 10 Print Rezept Carcel f Seve New y Save amp Close 99 Donation Type Select a donation type that has been defined as a non cash type Designation Use the drop down list of values to select the fund that these monies were given to Description Enter a description of the property donated Click SAVE amp NEW to enter a new contribution in this batch Click SAVE amp CLOSE to save the current contribution and retu
278. nts 4bk 4bl y Open a Different Datafile To open a different data file double click on the Roll Call or Roll Call Server icon then immediately hold down the ALT key Choose the option for opening a different data file d the Alt key Choose the option A ee ae Select the operation you want to do for selecting a dif pe fer ent data file Open the application with the default data file Create a new data file O Restore a backup file Open the Maintenance and Security Center Cane Select a 4D Data File 5 Look in Database Y og eE extras 4 Logs My Recent Preferences Documents Replaced Files Compacting 2010 02 15 14 28 35 Resources temporary files ROLLCALL 4DD File name Files of type 4D Data File data 4dd Compact the data file Click OK Highlight the data file you want to open and click OPEN Compacting your data removes any fragmentation within your data file The process of compacting is slightly different depending on whether or not you use a stand alone or server system Single user system 1 Select File gt Backup from the main menu 2 Click on the icon for COMPACT on the left 3 Click on the top icon for Compact data and indexes Roll Call Server 1 Make sure all clients are disconnected from Roll Call 2 From the Server dashboard click on Maintenance 3 Click COMPACT DATA 282 a T
279. nts okies oven Class Teacher Betty Berry that were in multiple re ses Sundar classes Group Involvement The group involvement report shows a list of people in the first column then the groups are outlined in the subsequent columns An X is placed under each group that a person is involved in To create this report expand the Groups menu Click on Reports and highlight Group Involvements Select each of the groups you d like displayed in the report Click on the appropriate group from the Select column to move it over into the Include column Click on the Columns tab to choose additional fields to be displayed in the report Finally click GENERATE to run the report Highlight Duplicate Class Enrollment Click over the classes you are interested in evalu ating Choose the addi tional columns you d like displayed on the report Sunday School Last Name First Nickname Address 1 City State Teachers Nursery Baxter Panty 555 Timber Dr Byron u x Baxter Perry 555 Timber De Byron i faxter Preston 555 Timber De Byron i x All group members Baxter Priscilla 555 Timber De Byron a Jerkins Henry 2389 Main 2 Byron u x displayed 9 with an Jenkins Joseph 2389 Main St Byron i x a Jerkins Lilly 2389 Main St Byron X under each class they are enrolled SS rrrrrrys a A a in mes lees e Group Directory There are two types of directories available for grou
280. o CE how active Report Type by Day is E T T E groups 1n the Runer EEC eu Bo list Mark if Beale Al I Cowman Ace tc you only want Department O WA Actua members erh AFE Sakri to see active e lt i ist Grana o M O O MoRo a 2rd Grace 7 members in the 3 year olds 14 ith Grade 18 4 year olds 15 gt gt Eh Grace 18 report AGFSES 11 Bower Sm Group 5 ond 10 mGF 1 Generate f Cir 7 Next click on the What tab to choose which attendance you want to run this for You may select All and it will list all worship service attendance as well as all group attendance for the date range you entered You may select Service and then choose which services you d like to see or you may choose groups then pick the specific groups you d like included in the report PS a Click on the What tab to choose the type of attendance data to include in the report In this example I ve chosen to include at tendance for the Ist grade 6th grade classes 85 8 Next click on the Columns tab to choose the information you wish to include on the report Click on a column name from the left column and move it to the middle column Click on the View People tab to review the people that will be included in the report 10 Click GENERATE to run the report Click on the Col umns tab to add additional fields to the report Double click on a field in
281. oes not have Email checked If you want to print a receipt for everyone in the list regardless of the Email status simply highlight all the people then click PRINT RECEIPT If you d like to email the statements click EMAIL RECEIPTS You will be given the choice to simply create a pdf for each statement or to create pdf and send email The receipts will be emailed to everyone in the list that has Email checked If you want to override the Email status highlight everyone you d like to email a statement then click SEND EMAIL Statement for a Specific Person To print a receipt for a specific individual do the following 1 Expand the Contributions menu 2 Click on the Personal Receipts menu item The Select a Person window will be displayed 3 Enter the last name of the individual select from the list or further refine by entering the first name Start entering a last name first name if you wish Select a Person then pick from the emcee ees list HEE gt Personal Receipts 14 Buk Changes y Reports Select Personal E Receipt under the dl Contributions menu rom id Since a id Criteria From this tab you can choose the type of receipt you want and what information should be displayed on the report Enter the following information Year Indicate the year that these receipts are for Quarter Indicate the quarter for these receipts Period Starting The date range for these receipts
282. of receipt you want and what information should be displayed on the report Enter the following information 1 Year Indicate the year that these receipts are for 2 Quarter Indicate the quarter for these receipts 3 Period Starting The date range for these receipts is typically 1 day 4 Period Ending The date range for these receipts is typically 1 day AOO RR RN Criteria ja View People Receipt Text Ribocipl Type Indradual Guts enpi aring Period osoez Cl Ending Peod osa zon E 141 10 11 12 13 14 15 16 17 18 Total Giving for Period Over If you only want to produce statements for folks who gave over a certain amount enter that amount here Receipt Details choose 1f you d like the receipt to display only a grand total or if you d like it to display totals by fund You may also choose to list each individual gift Include Summary by Fund If you selected Summary amp Details under Receipt Details you can mark this box if you d like to display the summary information by fund Include Detailed Gifts If you selected Summary amp Details under Receipt Details you can mark this box if you want to list each contribution for the period Include References to Pledges Under the Pledge Detail section mark this box if you d like to see the pledge information for each fund that this donor contributed to This will add a Pledge Received and Pledg
283. of visitor you are looking for from the drop down under the Who tab Then choose the association s you use to indicate a visitor 6 Click on the what tab and indicate which type of attendance you wish to evaluate 7 Click GENERATE to run the report Highlight Visitor report Choose the number of times visited Choose the asso ciation your church uses for visitors Choose the type of at tendance you wish to consider when determin ing if it was their Ist 2nd or 3rd time visiting Click GEN ERATE to Our list of 1st time visitors on the 15th 92 ENTERING CONTRIBUTIONS Giving Funds 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 database will contain one giving fund General To add giving funds do the following l 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 Click on Giving ss is B Funds under the ae Contributions arms Aeon a menu z Click on the plus sign to add a new fund 4 Enter the Fund name This is the name that will 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 c
284. om the left to the right to include it on the search screen F arney Alexander Merter Youn Condor Cami Mercer Cag Lord Garza Member Aan Condor 3 Menter Youth Corse Akers Kemper wie Condor Tm Member husband Cortey Owed Member Musbana Ceray Jacob Shaker Member Youn Coney Km Member vate Doe John z tenter tardara Orudge Ren Y Member Aaa 815 873 9430 Drudge Quinton Uerter Cra 815 873 9430 Garcia Gui Menter Youn 812 0290912 Garcia erreser Meter Chis 812 029 0012 Garc a Juan Member Husband Maneosmhisam cx 812 029 0912 Garc a Mare Mercer wite mato JiskfsajO com 812 029 0912 Carra Sabater Member Chas mo GAMA com 512 0294 0012 Grant Coty Member naa Marion George Member Musband Martane ger Woman na S Member Aca Harvey Gretcnen Mercer An Last Name Addresses First Name Address 1 Head of Family Address 2 Association City Family Position State E Mail Postal Code Home Phone Family E Mail Address 1 Optional Mailing Name City HOF LN FN State Home Phone Postal Code Home Phone 2 Unlisted Phone Remarks on Add Shepherd Area Alternate Add 1 Alternate Add 2 Alternate City Altemate State Alternate Zip a Alt Home Phone 1 Y sv in 7 Drag columns to change order 18 Click the Prefs icon E Drag the columns and place in the or der you d like to see them on the screen Select your Find by cri teria Enter the value you are searching for Notice the selec
285. omparison box Enter the name of the city in the Value field Click on the QUERY button a aS Query the Database Select ap Find Records in People Other Options ropri ate AAA 4D Query Query IN Addresses Current Selection operator Create search criteria like Association is equal to Field Comparison son Stow at _AddLine is less than or equal to contains Insect Line q Enter value rae E ise Sees Query Current Selection Query 237 Example of Family Picture Directory My Cha nck Erker Bch Fem Sally 0 Apple lies A 1212 Home Phone biem aom a Ex ba Taly i fom Fm kim Fam Conk n Fug mmy 328 Wood Fapa Tick 1001 Han Ti ml J mon L B Za Eragiman CO 30433 1900 563 1212 Hora Phone 14155 22 530 Home Phona lapa ol oom km It yi ha b o t cum k Es ar e Sue EJE Emi Fi dm 2r 20 Bain Arg own IL 51070 A S212 Home Prove Le by ebook com ae aT Lome Tom m John O m iy r28 Filth 1923 mih vay Hima Vale L Bol Byon L Bolo 19155 22 90 Home Phone anizo Page Group Directory To reduce the list of groups available select cam pus type department and status There are two types of group directories There is a simple list with name address phone email and birthdate Then there is the detail directory that can include custom field information To create the group directory expand the Directories menu on the left side bar C
286. on 27 234 Attendance change 79 81 group 79 record 77 80 reports 82 Attendance by Group Report 200 Attendance by Session Report 202 Attendance Roster 203 Attendance Summary Report 197 B Background Check clearance level 36 enter information 35 44 report 71 210 retrieve find 46 Backup 277 Base Table 257 Batch 94 post 103 reports 104 Batches reverse 117 Birthday 27 home page 15 report 65 Blended family 254 C Calculated Columns 258 Canadian Receipts 140 Cash or Check 95 Chart of Accounts giving funds 93 Check In Log 207 Check In Roster 203 Check Reader 101 Church Address 20 Classes See also Groups Classic Directory 232 Clearance Level 36 Clone a Group 189 Comments allergy 35 Index confidential 35 confidential comments 48 custody information 35 general 34 special needs 35 Compare two sets 251 Concatenation 259 Concatentation 259 Confidential Comments 48 Confirm Data Report 67 Connect to different data file 282 Contrbutions find by batch 109 Contributions add to existing batch 116 connect to pledge 97 correct 116 118 delete 120 enter new 95 find by person 106 in kind 100 non cash 99 101 property 99 qpq quid pro quo 98 split 97 transfer 118 Contribution Detail Report 170 Contribution Statements annual 137 Canadian 140 email 147 formats 129 for a specific person 144 individual gift 141 married filing seperately 149 quarterly 132 quarterly tabular 13
287. on is the fund that the person is donating to Select the Status The options for status are active or inactive Donation entries will AOO l RecurringDonations Add Record 0 0 GBB lt gt Donor Address UastNamefco 2 Designation Building B Status Active BE Start Date 05 05 2011 Pa Inactive Date 00 00 00 Ps Amount 0 00 Frequency Bi Monthly req Week Day Day 1 0 Day2 o Post Delete Cancel J Save amp New yl Save Close Select a Person Last Name Env No c Campbell Loretta 454 Vine Q Wife Campbell Madelyn 454 Vine Child Campbell Percy 454 Vine Child Condor Tim 2389 Honduras Y Husband Conley David 9479 N Woodgate V Husband Conley Jacob Shaker 9479 N Woodgate Youth Conikin Taylor 418 W Blackhawk Z Youth CE only be created for active recurring donations Enter the Amount of the donation Enter the Frequency of the recurring donation If the donor wishes to make this donation once per month select Monthly Ifthe donor wishes to make this donation twice a month select Bimonthly Ifthe donor wishes to make this donation each week select Weekly Enter the value for Day 1 and Day 2 if applicable If the frequency is monthly enter the day of the month that the donation should be posted in Day 1 If the frequency is Bimonthly enter the two days that the donation should be posted in Day 1 and Day 2 If the frequency is weekly
288. on profiles batch AP RDP 4 10 11 4 18 11 08 31 52 Auto Post of Recurring Contribution profiles batch AP RDP 4 17 11 4 20 11 09 47 09 Importing Recurring Contribution profiles using file Macintosh HD Users Caroline Documents ALL TEST PLANS importprofiles txt 4 20 11 09 49 03 Importing Recurring Contribution profiles using file Macintosh HD Users Caroline Documents ALL TEST PLANS importprofiles txt 4 20 11 09 53 07 Importing Recurring Contribution profiles using file Macintosh HD Users Caroline Documents ALL TEST PLANS exportforrecurring TXT 4 20 11 09 57 35 Importing Recurring Contribution profiles using file Macintosh HD Users Caroline Documents ALL TEST PLANS exportforrecurring TXT 4 20 11 09 58 58 Importing Recurring Contribution profiles using file Macintosh HD Users Caroline Documents ALL TEST PLANS exportforrecurring TXT 4 24 11 02 00 02 Auto Post of Recurring Contribution profiles batch AP RDP 4 24 11 5 1 11 02 00 02 Auto Post of Recurring Contribution profiles batch AP RDP 5 1 11 5 5 11 12 15 08 Manual Post of Recurring Contribution profiles batch MP RDP 5 5 11 bh 127 Stopping the Recurring Donation To stop the recur ring contribution change the status to inactive If a donor decides they no longer want to automatically contribute on a certain day you ll to end that recurring donation To do that click Search under the Recurring Contribution menu Find
289. on where no value was assigned these gifts are listed underneath the detail section of the statement This text will be used as the header for the In Kind Gifts To enter the text you d like displayed on the statement do the following 1 Click on the Receipt Text tab 2 Click on the type of text you d like to enter 3 Enter the text and format it as appropriate 4 The next window asks you to select the receipt format First second third and forth quarter receipts display a summary of donations given within that quarter plus the donation detail To include the church name and address and or donors name and address on the cover letter text place your cursor in the position that you want a field for example addressed to Then choose that information from the Function drop down box on the lower section of the word processor View People The view people tab is used to review the list of people that will be getting a statement If you d like to print a receipt for all these people click PRINT RECEIPT If you only want to print them for several of the people in the list highlight the people that you want then click PRINT RECEIPTS It will only print statements for those people that were highlighted 143 Printing emailing your receipt Once you have set up your criteria reviewed the list of people and set up your text areas click on PRINT RECEIPTS The statements will be printed for everyone in the view people tab that d
290. onal Service Pack 2 Processor Intel Partir 4 CPU 3 200 1P Address 10 1 10 1 Appi ation information Versi n 11 5 Maximum connections Apphcation Server 1001 Data 20510 ll Used by 40 92 MD E SA Server None Others 45 GA 16 Others 582 MB a Web Server Nore Free OGD a Free 340 Me i SOAP Server Nore ROLLCALL 4DC 4D Server Administration e ft Martor AS Processes 24 marrana A E TTP Sarver E Last verification Uninown Date Verfy Records and Indexes Ver ic ation can hep you detect performance profiles problems concerning Gaa andio index vay Last compacting Uninown Date Compact Data _Ompecting your Gatabese reduces the space taken up by the date and optimas ther organitation Compacting should be used when you notice a decrease in performance or when you want to reduce the weight of your dete Compacting requires the server to be restarted Al users wi be dsconmected Uptinse haus 5 rad Restart server Resterting the server wll dscorrect of the users Last backup 2 12 2010 amp 00 09 Next backup 00 00 00 al 00 00 s mace Av alabis 3p Sart bad l preferences J The server wi not be restarted but the users wil be blocked duro the oper ation Request log second logged Rart request log Tht server performance might be atered shahtiy Grins the generation of the request loo However the analysis of thes log wel later permi the server to be optimized
291. ons for the given time period On this report we want to see donor name email amount and number of gifts PR ea Highlight Donor Summary by Fund on the left sidebar From the Criteria tab select This Month from the date range drop down Click on the Who tab Leave Everyone selected Mark the box for Combine Families if you want contributions from families lumped together Click on the What tab Click the double arrow to move all funds to the Selected column ANA Contribution Re Select a report Crena Cotumns View Records Donce Summary This Year 3 Donor Summary by Funds y Donor co pr Star Dato omon J5 End Date 12 31 2011 ra Donors over X amount 156 6 Mark the box to include non cash gifts if you want to include property gift amounts in the report as well 7 Click on the Columns tab Drag the email field from the left side column to the Selected column on the report 8 Click GENERATE to produce the report Move all col umns you wish to see on the report to the Se lected column Click GENER ATE to run the ree report Drag columns to change order Donor Sum mary broke down by fund Donor Giving by Week Month or Year The Donor Giving summarizes how much a donor gave by week month or year in a spreadsheet format The weeks months or years are listed across the top of the spreadsheet for the time frame you se
292. op down box Highlight is greater than or equal to in the Comparison box Enter 1 1 06 as the Value Press the ADD LINE button Select Donation Date again from the Field Name drop down box Highlight is less than or equal to from the Comparison box Enter 7 31 06 as the Value 0 Press QUERY A list of people who gave between 1 1 06 and 7 31 06 is displayed ZORIDUA 246 By using the greater than and less than com parison operators we can look at a date range Query the Database Associations Groups Find Records in People Query In Donations Create search criteria like Association Field is equal to Comparison Donation Date is equal to is not equal to Clear Line Add Line Insert Line Donation Date and Donation Date is greater than is greater than or equal to is less than Query Curent Selection Guay gt A partial name criteria In this example we ll use a wildcard character The wildcard in Roll Call is the symbol Let s say we want to find all the people whose first name begins with KIM E ee ae will be returned Query the Database Associations Grou Find Records in People Query In People Create search criteria like Association Field is equal to Comparison First Name is not equal to cal First Hame is greater than is greater than or equal to is less t
293. or To set this preference click on the Pref icon underneath the birthday area lan x _ EL Ps __ las 5 L l l ete a aleje lo lol e Print the birth days Set prefer ences for which people you want in the list Apendance To D List QQ Search by Batch 7 Contributions C Search by Person R Sp Add anew Baich de impor oa j i ers A ae PUT o To print the birthdays click the print icon underneath the birthday section The information displayed in this report is based on what is selected for the birthday report See the chapter on Reporting on People Visitors The visitor section outlines anyone with an association of Visitor who attended or gave last week To set the preferences for which attendance or contributions to consider click on the Preferences icon in the lower right corner 86 4D File Edit Repons Administration Windows Help _ es de an E Ch ho J ABE 2 nla Elan a la B roma j 4 i Click pref erences to Find Duplicate Records a Print Bodys a pad EE Export PA acos 7 e Atondance To D List Brihdaa Day viia Adland Search Conin Diva Record Altendunce Reports OF Gemtributions C Search by Batch C Search by Person R Rp Add anew Baich 11 Be New wees A ll Sine aon 0 di impor Dene H Church Logo If you would like to display your ch
294. or 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 is 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 188 Enter the data for the custom fields Location Studying etc Enter roster prefer ences Enter age ranges if you will be graduating on birthdays Click CHANGE TITLES to change the names of the fields Preferences Use the preferences tab in the group screen to 1 Tell Roll Call how many labels you wanted printed upon check in into this group 2 Tell Roll Call which fields to print on the Attendance Roster 3 Set age ranges for graduation Enter the number of labels to print on child check in Copy a Group To make copies of a group you ll want to use the Clone utility You may make up to 10 copies of one group by cloning To clone do the following Expand the Groups menu Click on Search and find the group you wish to copy Double click on that group Select Clone from the Utilities menu at the top Choose the information you wish to copy Click NEXT Enter the new
295. orrect fund To change the donor click on the TRANSFER button and enter the last name for the correct donor Select the appropriate person from the list Click SAVE amp CLOSE to save the changes to the contributions record and return to the Search screen Posted Batches Corrections are not allowed to posted batches If errors were made in the batch you will need to reverse the batch make the correction then re post the batch Reverse the Batch When you reverse a batch a reversing journal entry will be written in the Roll Call Accounting system Then the status of the batch will change to un posted At this point you can make corrections to the batch To reverse the batch do the following 1 Expand the Contributions menu 2 Click on Search by Batch 3 Highlight the batch that needs to be reversed 4 Click the REVERSE button Highlight the me tate e foe batch you need Sagunt aean r za to reverse Hy a Click RE Oda A AA AP RDP A171 470001 AP ROP 410511 VERSE ri 4 24 11 AP RDP 4 24 11 ATII AP ROP 47 41 anil buks 2011 Sunday Einam Rhee ED ee oO Oe of 117 Click RE VERSE You may also reverse from the batch window 1 Expand the Contributions menu 2 Click on Search by Batch 3 Double click the batch that needs to be reversed 4 Click the REVERSE button ana Batches 19 EL Sei wie i lt P gt Pl Leners Batch iO 19 V Posted Batch Type Batch Date
296. ort by week month or year 1 Expand the Groups menu 2 Click on Reports 3 Highlight Attendance Summary 4 Click over to the Selected column the groups you wish to view on the report 5 Click on the Criteria tab Enter the date range for the attendance data you are Click over the groups you d 2 like to run the mi report for 198 interested in 6 Select By Week Month or Year as the report type 7 Click GENERATE to run the report From Criteria tab select date range and by month in this example Report based on criteria selected Note a column for each month in our date reange ias Santee osos gt 0 End Dai 06122011 Fs Absent Present Report The absent present report allows you to find folks who have been absent so many weeks or who have attended so many times in a certain time frame To run the Absent Present report pa gt 4 Expand the Groups menu Click on Reports Highlight Absent Present On the Groups tab click over the groups you are interested in running this report for to the Selected column On the Criteria tab select the date to start looking back how many weeks to look back and if you are looking for people who have been absent or people present so many times Next click on the Columns tab to choose the information you wish to include on the report Click on a column name from the left column and move it to the middle column Click G
297. osition and Spouse Name for both the husband and wife ay Mark to make her the head of a new Current Head of Family David Conklin Other Family Members First Nickname Position Please highlight with this person Select De Select All family You have opted to change Head of Family for Kim Conlklin Please choose one of the following Make this Person the Head of a new Family retain current address S Make this Person the Head of their current Family Highlight Make this mil children mov Enterthetast name of the new Head of Family ing with mom Click OK es ae AA ia lt gt o Notice Kim amp Print Email Letters Labels Spread First Previous Next Last Record Entered First Name ickne Record Modified JA ZO ZONA Taylor are now Ds Family Position Title in a seperate family Wife Je Ms he kim Kim Gender Marital Status Female a Married Primary Phone Alt Phone Spouse Unlisted Personal epil Env No kim gvthebook com 0 g Phones Contributions Custom Make sure to change marital status and fam ily position EE More Add City St Postal Country Shepherd Area Family eMail 418 W Blackhawk Byron IL _ Bad Address _ Do not send mail eb 04 25 2011 Association Member 08 19 1965 Family No Badge No Dates Alt Address Notes _ Unlisted Address 00 00 0
298. ou d like to use the check in system for services indicate if you d like a name tag printed upon check in To create the service 1 Expand the Services menu on the left side bar 2 Click on Search menu item 3 Click on the plus sign in the lower left of the Search window ARA SEL IFAI Pre Spread AB Zar uh Era Gal Gat Get Subri Preta You can add a fr ke Fay Name OOOO 101100 x gt Mama Dasecnpl n Day Stadt Tare kd Tima irati service by selecting ur Weary 17 00 1200 09 1 b gt Attendance Easter Sunday Sunday 8 00 AM 12 00 PM Add a Service or dp ba i sn pas ana the plus sign in the Late service 11 00am Sunday 1100 AM 1200 Pm Search window ES ome tor zor IST mam e _ _ Click on the plus iesi Sunday 35000 AM 10 45 PM sign from the services search window TUESDAY ustda 1 00 AM 700 AM Worship servico Combined service Sunday ieme maena 4 Enter the Name and Description of the service The name will be used in the drop down box for you to select which service you ll be recording attendance for 5 Enter the Day Start Time and End Time that this service meets 6 If you will have the congregation checking into the service and would like to print name tags indicate the Number of Labels to print upon check in 7 Mark Inactive if this service is not used any more ADO Services Add Record mnn a oa ho d 4 P Pi es as Enter day and Enter a name for the time this s
299. oup Information To modify any of the information about a group change sessions add or delete people from a group do the following 1 Expand the Groups menu 2 Click on Search 3 Double click on the appropriate group 4 Make the necessary changes To add or remove members click on Members tab use Make necessary changes To add or delete members click plus or minus the plus or minus sign in lower part of window To add or remove sessions click on the Sessions tab use the plus or minus sign in the lower part of the window Ha e Ad a Port Find by Depanment IE Chacren s 10 16 0 Group Name Type Deparment inactive Stan Date 0 2 years Cass Chadren s 510 11 noz Group Chacren s sam Ist Grade Group Children s anmi and Grade Group Ch cren s a antim 3 year olds Cass Ch aren s 510 11 ud Grade Group Children s anti 4 year olds Class Cniaren s 5 10 11 sm Grade Cass Chagron s anon 99 Class Children s yi nursery Group Chacren s 321 b Reports Labels O inactve 10 10 Sar Date 0127011 naciona Date End Dais owiwia To add or emove ses sion click on Sessions tab Click plus or minus sign Delete Groups To delete a group do the following 1 Expand the Groups menu 2 Click on Search menu item 3 Highlight the group or groups you d like to delete 4 Click the minus sign You ll be asked if you want to make the groups inactive or compl
300. partment is the ministry area within your church that is responsible for overseeing the group Children s Ministry Congregational Care Youth and Music are some common departments 4 Status The status indicates whether the group is 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 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 ere a ee a Select RollCall gt Preferences from the top menu Click on the Group Custom tab Select the Group Type small group in the upper left drop down box Enter Emergency Contact as Cstm 1 Enter Studying as Cstm 2 Enter Meeting Location as Cstm 3 Enter Accepting New Members as Chkl Click on Group OOO Custom o mentores here Check box field in the middle column and Dates in right column People Addresses Contitwtions Attendance Gram Custom Member Custom Grp Display Cumi Emergency Cortot GM1 ose 1 Due Stuctyna Check 2 Dale
301. person a leader in the group Membership Custom Fields SSS Donations Table Field Special Notes or Description Person No Identifies the person giving the donation Ape total amount of the gift gt OPOValue The value Of the item given P Description fin kind eift of the in kind gift If the donation was given by heck the check number If the donation was given by A 4 D J J A SSS Designations Table Field Special Notes or Description es this to a specific donatio Designation The fund that the gift 1s given Q p poplied to the specific fund Pledge ID les this amount to a specific pledge Attendance Table Field Special Notes or Description Security Code the child check in system and was assigned a security code it CCOTACA O Notes For child check in any notes CCOTACC 287 Special Columns Field Special Notes or Description Head amp Spouse Combines into one column the Head of the Families first name and the spouses first name amp Spouse Last Name Combines into one column the Head of the Families first name the spouses first name Last name Title Last Name Full Address bines into one column the hat a couple has been married ero AAA Day of Birt Lists Times absent Times present 288 A Absent Present Report 199 ACH Transaction See also Recurring Contributions Add records 19 Allergy Information 35 Anniversary report 66 Associati
302. port Then under the Who tab select the donors you wish to see on the 153 Highlight Donor Summary From What tab click over the funds you want to con sider in the report Donor Summary with address col umns added report Do you wish to see all donors or certain associations or certain groups etc Once you ve chosen who click on the What tab From here select the funds you are interested in including on this report 5 Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report 6 If you d like to change the sort order move the columns from the Selected column to the Sort column 7 Click GENERATE In our first example lets say we d like a donor summary report for all donors and we want a total of all of their donations for the given time period On this report we want to see donor name email total giving and number of gifts Highlight Donor Summary on the left sidebar From the Criteria tab select This Quarter from the date range drop down Click on the Who tab Leave Everyone selected Mark the box for Combine Families if you want contributions from families lumped together 5 Click on the What tab C
303. posit Sip combined CIC TO ano Preview of 4D Printing Job untitled 1 pelf 1 page Deposit Slip Totals by cash Church ee and check Byron 1L 61010 sil Account Number Lists contributions Checks Check No Amount 123 100 00 123 1250 00 l 104 37 75 00 Total 25 00 I 105 LOOKING UP CONTRIBUTIONS Search by Person To research the contribution data for a specific individual you can use the Search by Person option under the Contributions menu Find By To use the Find By option do the following l La gt Click on Search by Person under the Con tributions menu Then select your Find By criteria Double click on the record you d like to view 4 5 6 Each contribution 1s listed on the left Choose the type of summary information you d like to see Expand the Contributions menu Click on Search by Person Select your Find By criteria You can select last name association or envelope number Enter your criteria The people that meet that criteria will be displayed Double click to view details q PiP A i Print tna Lefer Late Sree Pil Pree Sina Lm Last Name Firs Nickname 5 Smi Jim Summary by Wear B ee 200 ceo amans 1051 0 5 000 Ds Typi Fund ATT Condit Card Ciemerad SAUTE Check General 541011 Check 2007 LEL 400 oie 051 Ji Fund 2007 2008 2009 2010 20
304. ps The first directory is a simple list It lists the members name phone email birthday and address in a spreadsheet format The second directory contains the members name and address in a traditional directory format To create the group directory do the following 1 Expand the Groups menu 2 Click on Reports 3 Highlight Group Directory 4 Click over to the Selected column the groups you wish to print a directory for 5 Click GENERATE Prop Rep ooo Highlight Group Directory Department As DS Group Status Active inactive A OOO o Sunday School Teachers 2 Click over the group groups you d like to print a directory for Next choose the format you d like simple or detailed If you choose the detailed format you can also choose the member custom fields to include in the directory 213 Type of Directory Choose simple or detailed oOo T If you chose detailed you 5 at O pez may also select custom fields to be included in the directory Example of Sunday School Teachers detailed group a ci 555 Timber Dr 3993 W HII directory Byron IL 61010 Byron IL 61010 Home 239 0093 Priscila Baxter 555 Timber Dr Byron IL 61010 Joseph Jenkins 2389 Main St Byron IL 61010 Home 892 8889 Lily Jenkins 2389 Main St Byron IL 61010 Mome 892 8889 John Jones Home 238 9389 Mary Jones Home 238 9389 Pete Jones Home 238 9389 Gorry Parker 888 Elm St Byron IL 61010 Home 239 0923
305. pts will be printed One will be the original the other 2 will be labeled copy Indicate the type of labels you d like to print in the Print Option area If you do not want to print labels select none If you are printing on labels that are 3 across and 10 down select Avery 5160 labels If you would like to create a custom size and format select custom See Creating Custom Labels for more details ADA _ Contribution Criteria via View People Receipt Text Receipt Type Canadian Receipt Yee 2010 12 String Period 01012010 M3 Rules Ending Penod 12312010 mej 1 The folowing thron receipts wil be printed oul for each person as necessary Cash or Cheque Cash gifts with Quid Pro Quo Non Cash gifts with or without advantage In Kind Gifs 2 Receipts printed a second time will have the word Cogn displayed on them with the following exceptions M the donations amounts have changed since lest printing E you spectically indicate that this is a Requested if you spectically indicate that you want to reprint as Note that in the fist two cases a new receipt wil be generated showrg both the onginal recept number as Enter authorized well as ihe new one Print Options Reprint Opsons Signature name Sample copy Requested Reprint NR A and location Singe Copy Triplcate Jey Authorized signanure Sorted by Last name fest _ 10 _ Location Receipt issued Church Email Receipt
306. r amount or period Pledge Fund Tithes 1 1 11 Springfield IL 61389 Start Date 01 01 2011 Fe End Date 12 31 2011 Fe Pledge Amt 3 000 00 Number of Payments 12 Payment Period Monthly a Each Payment Report on Rept M Yes 250 00 Completed Date caicuianed ne 1 Pl ID Enter Ami and Each Payment will be Click SAVE to save the me a calculated or you changed information TES 13 QUID QC Deleting a pledge fund If you would like to delete a pledge fund click the Search by Fund menu item Highlight the fund you d like to delete then click minus sign in the lower left of the window All pledge funds highlighted will be deleted Highlight the campaign you d like to delete LLL 123111 20 000 00 1 Tat 1 000 000 00 wiii Click the minus sign to de lete THIS WILL DELETE ALL THE PLEDGES FOR THIS CAMPAIGN 178 Highlight the pledges you d like to delete Deleting pledges If you would like to delete a pledge click the Search by Fund menu item Double click on the specific pledge fund From the lower section highlight the pledge or pledges that need to be deleted Click the minus sign in the lower left of the window p unds 2 l a RI ABI Mm lt gt p Print Email Letters Labels Spread First Previous Next Last 1 4 Stats Fund Record ID gt Fund Name Building Account Number Ending Date 12 31 2011 a Fund Type Starting Date 01 01 2011 E
307. r a short thank you note ora verse For longer thank you letters we recommend using the Cover Letter Giving Summary Report Period 01 01 11 037 31 11 Total uildiry re x me bed Note asterisk for non Totals 5 225 00 a ae cash qpq or third party Doro Type Check Amount Designation Description gifts The asterisk text vm Check 123 100 00 General 21M Check 23 25 00 Building 3 13 11 Cash 50 00 General 1S pr inted her Gs 50 00 Building 3 13 11 Stock 5 000 00 Building Total Giving for period 5 225 00 Total Non Cash Giving 5 000 00 it is the sole responsibility of the Donor to determine the value of non cash gifts for purposes of tax returns The amount shawn represents the value of the gift booked for accounting purposes This is the footer text Itis placed at the battom of the receipt and usually indicates that no goods or services were received 5 Third Party Gift if a donor gave a foundation monies to donate to your ministry on their behalf the foundation is responsible for giving them a receipt However you would want to include the gift with a notation that the third party 1s responsible for receipting them 6 QPQ Gifts if the donor received something of value for their contribution maybe a CD or T shirt the QPQ value is indicated on the receipt Use the QPQ Gift text to indicate that the amount of the item is reduced from their total contribution 7 In Kind Gift if you have a property donati
308. r iia CAU Picture DECO oi E E A E E E CORRESPONDING WITH YOUR CONGREGATION Delermine your Audie iOO eers E Eaa People Donors O PledgersO End o AAA o nn eS eR were Neer eee oe PAC OC A IA rte eetdageuevinee cesses Letters O AQUIESS io CUOU OIG re ae eo iaa VV PO sists als sae E E E E E steve o E ERE OE E OO S E EEN PEE ETE T Compose Ema censores A POE ERE E ROTO o EEE PA EE ETE A Phoneiniorma Inle EE ii AAA EE EAE EE E EE Labels O Criteria QQ Options O CU TO poc 197 199 210 211 PAS 215 216 216 216 218 219 219 220 22l 221 222 222 223 223 224 2235 226 226 22l 227 228 228 229 ia ds o O Envelopes O PRINTING DIRECTORIES SETS eg DIE 015 urraca Jen AMA eg tlc fants rete O aloe E S ED o A e on E E MFO o A A uensince sieved aan dnanerevennsoeuseanes USING THE QUERY EDITOR OUEN TOE VSS ais Table LA O ONS rra Address O People Ol A E o E eer A Dera aac secrets psa ei dinar nio enel iaa tee Ae o e soestaetea state emnecsqeanieeht FRG Tet TA sia Pledge 0 Groups MOU WESC 0S eee Gerad sacsnste see E E E E E SessionsO PGi NC AICS SUI aos PA nn EEE tec oaete eee C APA e ER E ear ne eee ee ee Basto OS iria a des Multiple Cr JUE PRS SOC TACOS UE elec ME EUS A e es serene tase A E E E A A acta E taconite DPN TOUS OB A ne O nese eeaeeceats aeieet PAU ANN SCT EMMA PPP O A A A TE COMmplex QUES sra oia Association plus other criteria alo Query with a combination of AND a
309. r tax id This is used on Canadian donation receipts Main Phone Enter the main telephone number for the church 9 Main Fax Enter the fax number for the church 10 Website Enter the web address for the organization 11 Current Fiscal Year Enter the starting date of the current fiscal year ES e eA ee a Enter your church i R informaiton This will be the return address on year j Address 123 way end receipts gt J Buk Changes More Agaress Find Duplicate Record GityStatetip Byron il am Ey Pret Badges Cory E Tax Humber Make sure to click LoS Bank Account Waeekiy Budget 50 SAVE before you Gy navigate to other Electro gt Fy Heports menu items VE cenanietens 2 Search by Batch 2 Search by Parson ele Add a new Batch import iid Gring Funds License Number When you purchase Roll Call you will be given a License Number You will need to enter that number into Roll Call To do that select File gt Enter License from the top menu Enter your number and press the tab key The number of users and number of allowed records will be filled in for you Click OK to save the number Preferences The preferences area allows you to define certain characteristics of Roll Call functionality For example do you require multi campus functionality do you wish to default the address to the same city state and zip as the church etc To modify the preferences go to the top menu and selec
310. r you choose as your server should not be used for many other applications For example if your secretary s computer is used for creating the bulletin writing letters and accounting you probably wouldn t want her computer to be your Roll Call Server Since the server needs to be running at all times 1t would slow down her other work Next decide who will need to use Roll Call Each of those users will need Roll Call Client installed on their computer Installing the Server To install Roll Call Server from the CD simply place the CD in your CD drive For Windows users there will be three Roll Call files 1 Roll Call 2 Roll Call Client and 3 Roll Call Server For Mac users the By the Book disk image will be displayed on your 10 desktop Double click on that image Next double click on the Roll Call Server file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process To install Roll Call Server from the downloaded file double click on the Roll Call Server installation file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process Once the installation is complete there will be a Roll Call Server icon on the desktop To start Roll Call Server double click on the icon The Roll Call Server window will be displayed For users to work in Roll Call the Server must be running Installing t
311. report in a larger font click Zoom In 6 Zoom Out to view the report in a smaller font click Zoom Out 7 Save Report this allows you to save the report spreadsheet 8 Save Set allows you to save this set of people to use in a different part of the program 9 Create Labels this allows you to print address labels for the folks listed in your report 10 Write Letter this allows you to create a mail merge letter for the folks listed in your report 11 Email the email option allows you to email all the people in your report OR to email the report to someone else 181 Funds Building 11 1 11 12 41 11 Dates 1 1 11 5 9 11 A A PARAR n Larcia juan 0 00 2 655 00 2 655 00 Logan Mark 0 00 70 80 70 60 Mallard Stan 0 00 354 00 4 Mchenry Payton 0 00 261 96 Moore Evan 0 00 177 00 0 00 00 54 00 Spana Connie 245 00 1 416 00 1 171 00 Springer Carrie 10 00 2863 20 273 20 Walker Bob 5 075 00 1 840 40 3 234 20 Report options Click to PRINT SAVE EMAIL WRITE LET TER etc Mo Pledge Status report The pledge status report lists the folks who have pledged to a specific fund and calculates how much they ve pledged for a date range The report lists the name how much they pledged for a period and how much they gave for the same period To run the report Expand the Pledge menu Click on Reports Click on Pledge Status on the left side
312. ribution Note The text entered will automatically be saved ci dcua If you are including in kind gifts in your pledge progress letter the next text box is used to enter the wording for the in kind giving section The next text box is used to enter the closing remarks The letters will be sent directly to your default printer To change your default printer in Windows go to the control panel and select Printers and Faxes Double click on the printer you d like to select as the default printer From that window select Printer gt Set as Default If you need to change the page set up options from your list of printers select File gt Printing Preferences You can make any modifications necessary here To change your default printer on the Mac click on the apple and select System Preferences then double click on Printers and Faxes Click on the Set Up Printers button Highlight the printer you d like then click on the Make Default icon 180 Pledge Reports Highlight the opo a Pes Paap Fra Cron you wish to run Enter the date range fo this report Click over the fund you wish to run this report for Click GENERATE to run the report There are various reports that can be run for pledges They are all run in the same manner The process is as follows Expand the Pledge menu Click on Pledge Reports The Pledge report window is displayed The reports are listed on the left side Click on the report you wish
313. rn to Batch window In Kind tab To enter a property gift without having to enter an amount do the following To record a property gift using the Donation Type method do the following l Zo de Create a non cash type batch Click on the plus sign in the lower left Enter Donor Name or Envelope Number When recording contributions the first thing you need to do 1s 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 Leave this amount 0 Donation Type Select a donation type that has been defined as a non cash type Click on the In Kind tab You may enter the amount and designation if you wish This will be for informational purposes only The amount will not be used on year end statements or against pledges Description enter the description of the property gift This description will be listed on the donation receipt Click SAVE amp NEW to enter a new contr
314. rs Labels Spread First Previous Record Modified 04 25 2011 Record Entered Record Confirmed 00 00 00 Family Members Family Position Title First Name Nickname Middle Last Name Suf David Contklin Adult Miss Kim Kim Smith Kim Smith Gender Marital Status Spouse Association Birth Date Taylor Smith Female se Single Member 08 19 1965 Primary Phone Alt Phone _ 815 234 7530 C Unlisted Head of Family Personal eMail Env No Family No Badge No kim bythebook com 10701 Phones Contributions Custom Dates Groups Keywords Visits Comments Background Chk Letters Attendance Alt Address Notes Family Picture p 418 W Blackhawk Byron IL 61010 Family eMail conklin qmail com Bad Address C Do not send mail Web some rea en mio A 40 Divorce In the case of divorce you will need to separate the husband and wife into two separate families in Roll Call To do this 1 Pull up the wife s record 2 Click on the Head of Family check box 3 Select the option for Make this person head of a new family 4 On the right hand side of the screen highlight any children who will be staying with mom Mark the Retain Address box if the wife is staying at the current address Click OK 7 The wife is moved into a new family with any children that were marked Make sure you enter her new address if she 1s not staying at the current address Also change the Marital Status Family P
315. rs On this report we want to see donor name address city and state l 2 a Highlight First Time Donors on the left sidebar From the Criteria tab select Last Week from the date range drop down Enter First Time as the Times Given 173 Highlight First Time Donors Choose who want want to consider In this example we are look ing for Members who gave for the first time last week Choose the funds you want to consider In this example we are looking for people who gave to any fund From the Columns tab choose the fields you wish to see on the report Click on the Who tab In the Run for drop down select Association Click on Member to move that value to the Selected column Mark the box for Combine Families if you want contributions from families lumped together Click on the What tab Click the double arrow to move all funds to the Selected column Mark the box to include non cash gifts if you want to include property gift amounts in the report as well Click on the Columns tab Drag the birth date field from the left side column to the Selected column on the report Click GENERATE to produce the report Select report period MAINTAIN PLEDGES To track pledges in Roll Call you must first setup the pledge fund The pledge fund can be a multi year campaign such as a building fund Or it can be a yearly tithe pledge Once the pledge fund has been established you can
316. ry Shepherd Area Family eMail _ Bad Address __ Do not send mail Unlisted Address al QC cores se 38 Select option for You have opted to change Head of Family for New Head of Family Make member of ian First Nickname Last Association Position another family Please choose one of the following as as as E Make this Person the Head of a new Family Drag a name from below to the New Head box above or select all family members To clear out the new head drag it back down below Other Family Members O retain current address Make this Person the Head of their current Family Make this Person a member of another Family Enter the last name of the new Head of Family Enter the Last Name of the husband then click OK Please highlight the family members you wish to move along _ Select De Select All Choose from the list of people with that last name Notice Kim amp Dave are now in the same ME mM family ce _ Untist ns A e y _ _ ____ e Make sure to update marital status titles gender and last name 39 The final scenario would be a blended family For this example let s say we have a family of four that was entered as two separate families One family has the husband and a child The other family has the wife and another child l ARa A Select option for Make member of another family Enter the Last Name of th
317. ry x When you select an association it will be association moved to this column that you d like Select List Include included in the gt Regular Attender directory Occasional Atender Once you ve select ed the associations a Zi click here to create Use Query Editor Print Director the directory Select the people using the query editor If you would like to determine who is placed in the directory by another criteria you can use the Query Editor For example lets say you only want those folks that live in a certain city to be included in the directory From this window click the USE QUERY button The Query Editor will be displayed 1 Change the Query In field to Address 2 Select City from the Field Name drop down box 3 Highlight is equal to in the Comparison box 4 Enter the name of the city in the Value field 5 Click on the QUERY button If you opted to send the directory to the Printer please note this will go directly to your default printer If you chose to save the directory to disk you will be asked to provide a file name gt Query the Database Select table Select ap to query in Find Recordsin People Other Options oe Query ln addresses pobre operator Nimans tei criteria like a Field Comparison Select field tha eternal show a will be used as our criteria Press to perform the search Add Line _and__ _Except_ is lessthan or equal to conta
318. s on the output screen 2 Through the Search by Person window 3 Through the Search by Fund window In the first method you d need to run a pledge report that lists people for example the pledge comparison Once you click GENERATE to run that report the results will be listed in the output window Click the appropriate button to create the correspondence for the pledgers included in your report A a a efg Fouta dee Sala A A Ms Ro di cd 12 41 11 Funds Building 1 1 11 Dabess 1 1 11 4 14 11 Pledge report that lists pledgers 3 0100 3 0 00 1 472 00 3 1 472 00 3 0 00 3 60 F r100 0 00 4 368 00 f 368 00 3 O00 272 02 PE dE 3 0 00 3 154 00 4 gt 154 00 0 00 3 368 07 4 368 00 245 00 1 472 00 1 27 00 0 00 254 40 f Pa do 5 075 00 1 913 60 3 161 40 Click on the appropri ate button to write a letter send an email O produce labels To create correspondence for specific pledgers expand the Pledge menu and click on Search by Person menu item Find the pledgers by entering a last name envelope number or association Once you have the correct pledgers in your list click on the appropriate icon LABELS EMAIL or LETTER To create correspondence for pledgers for a specific pledge campaign expand the Pledge menu and click on Search by Fund menu item Retrieve the campaigns you are interested in All the pledgers in the listed camp
319. s di E SN Lists absent present for the ate ro Anos members date meee al Fe a reas Poe Tamara Taney Ms A Mera Pore Behar Alguna Perry amp Jaret chart Abeert ort Co wets Logan tn Mar 4 Ory Lagar Pear Lean muro amp Joy Peterson Sor Gay Mews Sony our nanya oma Aten A irene Urun serege Ane rn Bevery Beam Mar amp Corey Logar Attendance by Session The Attendance by Session report will list all the people who came to a specific group session or a specific service time on a specific day To create the Attendance by Session report do the following 1 Expand the Attendance menu 2 Click on Reports 3 Highlight Attendance by Person 89 The report lists the name of the group or service and the specific time All who attended at that time are listed Enter the date range for the attendance data you are interested in Choose which attendance you want to run this for You may select All and it will list all worship service attendance as well as all group attendance for the date range you entered You may select Service and then choose which services you d like to see or you may choose groups then pick the specific groups you d like included in the report Click GENERATE to run the report ana Attendance by Scar Com Sh Pon ata di Absent Present Report The absent present report allows you to find folks who have been absent so many weeks or who have attended so many times in a certain
320. sa Sean E Comets sainan Gres NACIONAU CALENDO 5 integrate one or more log filets after restore From the operating system If you can not get into Roll Call you can open a backup file by double clicking on the Roll Call icon then immediately holding down the ALT key The window displayed will allow you to restore a backup 1 Select the option to Restore a Backup 2 Navigate to and highlight your backup file Click OPEN 3 From the next window Click RESTORE Select Restore a F You pressed the Alt key Select the operation you want to do backup p e O Select another data file Create a new data file O Restore a backup file O Open the Maintenance and Security Center Cane 278 Backup a networked system From the Server dashboard click on Maintenance Click START BACKUP or click on PREF ERENCES to set location schedul ing etc On the network the backup can be done on the server or from the client To backup from the Server click on Maintenance from the Server dashboard Next click START BACKUP To perform a backup from one of the clients select Help gt Administration window This will display the Server dashboard and you can do the backup as 1f you were at the Server ROLL CALL 4DC 4D Server Administration a n Morter Dey Users 7 GB ros M AE Mortenmer Be Areir alien Serv a Nard drive 53 G8 System Information Maxhe KIMDELL System Windows XP Professi
321. scription of using the query editor see Using the Query Editor For this example let s create a report of all the people who have donated over 250 From the Query Editor change the Query In table to Donations In the Field drop down select Amount In the Comparison box choose is greater than In the Value field enter 250 Press the QUERY button gt Query the Database JE Select the field vou Editor Associations Groups M Find Records in People Other Options Select the value want to search on pe 3 40 Query Query In People ou are search mg for Create search criteria like Association is equal to 3 gt People Special J Field Comparison YTD Givine Clear Line is greater than or equal to is less than _AddLine is less than or equal to mm o Click QUERY is greater than to execute the query Query Curent Selection Guay gt Select columns for the report Now that you have the data the people that will be included you must determine what information you want to see about each of those people From the Quick Report editor you may select a column by double clicking on 1t In this example notice the list of people fields under Master Table 257 To create a report with First Name Last Name Address City State and Zip Code double click on the First Name field then the Last Name field Once you double click on the field name a column will be created in t
322. se people that live in a certain city From this window click the QUERY EDITOR button The query editor will be displayed Change the Query In field to Address Select City from the Field Name drop down box Highlight is equal to in the Comparison box Enter the name of the city in the Value field Click on the QUERY button pi i A list of people that live in that city will be displayed Mark the box to Select All if you want everyone in the list to be enrolled in the group Or highlight each person you want enrolled To highlight multiple people hold down the apple key on the Mac or the shift key on Windows Transfer members to a new group To transfer members from one group to another do the following 1 Expand the Groups menu 2 Click on Search 3 Double click on the group you wish to transfer from 4 Select the Utilities menu at the top and then select Transfer 5 On the right side choose the group you wish to transfer to 6 Click over each person from the left side to the right side to transfer them e OO Transfer Click on Names to Transfer Select New Group From Pop Up M Click on the names Choose the group of people you wish you are moving them to transfer Present Members of New Members of to Condor JJ Alexander Brad Condor Mimi Conlkin Taylor Conley David Henderson Richard Doe Jen Logan Cindy rudge Quinton Logan Mark Garcia Juan Grant Cod Choose to transfer or copy John
323. ser System Before upgrading your Roll Call system make sure you have a backup of your data files To create a back up 1 Determine the location of your data file by selecting Help gt About Roll Call from the main menu Look under the Data file Location and note the path and name of the file For example C Program Files BytheBook RollCall_ Server Data yourdatafile 4dd 2 Close the Roll Call program 3 Copy your data file to a different location such as a CD or memory stick On Windows your data file has an extension of 4dd On Mac your data file will have an extention of data or 4dd depending on your version Next install Roll Call Server version 11 from the CD or from the server download file Next install Roll Call Client on each of the workstations that need to access Roll Call Roll Call Client needs to be upgraded with this new version Once version 11 is installed your data needs to be converted to the new version When you are ready to convert copy your backup data file to the following location on your server Windows C BytheBook RollCall_ Server Mac HD Applications RollCall Server Next connect Roll Call Server version 11 to your data file Double click on the Roll Call Server icon then immediately press the ALT key Choose the option for opening a different data file A data dialog box will be displayed Navigate to your data file from the previous step highlight the file and press OPEN Next start Roll Call Cli
324. sign to add a new background check for this person 0 4 0 Request Date Clearance Level BACKG AUG RECOU Reco Last ground UCHecks A Enter the background ES d lt gt A Print Emai Letters Labels Spread First Previous Next 0 check request informa i 10 tion who requested Person Address Last Name Conlklin Conlklin David type requested etc 418 W Blackhawk Byron IL 61010 feas Oat azm E Request By Employee Yes Volunteer Yes Type Check a Enter the results of the Agency or Reference background check Report Date 04 25 2011 Report Result he Clearance Level Overall Clearance Level a Report Text See cos 36 Add the Next Family Member Once you have added all the information for an individual you can do several things 1 Click SAVE amp CLOSE This will save the information you entered and return you to the Search People window 2 Click SAVE amp NEW then select ADD NEW FAMILY MEMBER This action will save the information you just entered You will be taken to the People Information window with the family information displayed At this point you can start entering the information for the wife children or other family member 3 CLICK SAVE amp NEW then select ADD NEW FAMILY This option saves the information you just entered Then you will be taken to the People Information window to begin entering a completel
325. son Glenda Klemp Candy to a new group Transfer Logan Hope Logan Jordan removes them from one group and places them in A McHenry Jerry Y Transfer to new group class the other Copy keeps them O Enroll in new group ciass in the original group and O Copy to new group ciass with data also places them in the new group Mark you transfer option Transfer to the new group moves from one group to the other Enroll in new group class keeps them in the original group and also enrolls them in the new group Copy to new group with data will move them into the new group and also move the membership custom data Click OK to complete the transfer process 192 Graduation Graduation Profile To use the graduation part of Roll Call you will need to set up graduation profiles For example your nursery profile might include all the nursery classes and you may want to graduate those kids on their birthday Then you may have your grade school classes that you d graduate on a specific date You would set up that profile to indicate that 1 grade goes to 2 grade and 2 grade goes to 3 grade etc Defining the to s and from s is called the graduation profile Double click on a pro file to view the details Background Chocks Depanmam Group Type hane Wweintion TOLD toot i Click the plus sign to add a new graduation profile Click on graduation gt Es amendance to view
326. sooo sooof sol contributions Please rapor Ad sont contributions Please report any Frere emo won we arr Rta a yo records No goods or services were received in lieu of this contribution Annual The annual statement summarizes all giving for the year The statement can show totals by fund or just a grand total You can also list all contributions for the year as well Pledge information can be displayed on this receipt Jesus Reigns 777 Highway to Heaven Byron IL 61010 Annual statement for 2011 Includes all detail and also pledge informa br amp Mr Bob Walker tion rh Giving amp Pledge Summary Report Period 01 01 11 12 31 11 Designation Building 5 075 00 General 200 00 Totels 5 275 00 Contributions from 1 1 11 to 12 31 11 Check 123 23 3 13 11 Cash 3 13 11 Stock 5 1 11 Check Total Giving for period Total Cath Giving Total Non Cash Giving E ht is the sole responsibility of the Donor to determine the value of non cash gifts for purposes of tax returns The amount shown represents the value of the gift booked for accounting purposes This report includes a good faith estimate of the value of any goods or services you received in exchange for any individual contribution If no value is listed this means that no goods or services were provided or their value was insignificant or consisted entirely of intangible religious benefits If you received goods or services in return for your contribution
327. st Name First Nickname Date Type Caler Qs h Prof Homo Cindy 4 21 11 In Person Smith irene Add a Family Peterson Harold 4 21 11 In Person Shorty Mies Background Checks Gondor George 4 4 11 Telephone Garcia Mane visitation Kemp Cindy 4 5 11 Telephone Confidantal Commarts Correspondence jj Bulk Changes Find Duplicate Records Recor iig Visitation s Ei Pre 0 0 Visited Enter last name Condor Tim Caller Enter last name Smith Mark Type Visit gt In Person Length 00 20 Date 04 26 2011 a Telephone We talked about his visit He enjoyed the service and said they d be back They recently moved to the area and are actively looking for a church Find Research Visitations To look up Visitation information you can do the following ll Za 3 Expand the People menu on the left side Click on Visitation Notice the Find By drop down box Select the criteria Name Type or Date that you d like to find Begin entering the criteria For example if you looking for the Visitations on file for Diana Conklin you would enter Conklin in the field to the right of the Find By drop box As you begin entering that value your list will be reduced to just the Conklin records To view the details for this visitation double click on the record and the detail screen will be displayed 47 Highlight Visita tion under the E ae a E People menu tenen HEGEHEHHK
328. t Edit gt Preferences on Windows or select RollCall gt Preferences on Mac People Preferences The following informaiton can be set under the People tab of the Preferences screen 1 Optional Mailing Name Autofill Mark yes if you would like the first and last name of the person to be automatically filled into the Optional Mailing Name field 2 Last Comm Date Choose which name you d like for the date field underneath Wedding date 3 Family Numbers Mark if you d like family numbers to be autmatically or manually generated 20 Choose the op tions that apply to your church Mark if you want to 4 Family Position Mark at what ages children should change from Child to Youth and from Youth to Adult Do you want the system to automatically change this position on their birthdate 5 Security Clearance Level Mark if you d like to use this field 6 Multiple Campus Does your church have multiple campuses If so mark yes here to add a campus field to the people nnd group screen 7 Custom Fields Use the custom tab under the People tab to define the field checkbox and date custom field names These field names will be used in the People screen under the custom tab ANA Preferences ROLL CALL Preferences Optional Mailing Name Aurbo F il Om Bue i Leo oi Lani Comer dete MOK In personal Click on Custom records Commu UM m ennnne oo Oea to define the parent alert system 7 Automatically 7
329. t the receipt format First second third and forth quarter receipts display a summary of donations given within that quarter plus the donation detail To include the church name and address and or donors name and address on the cover letter text place your cursor in the position that you want a field for example addressed to Then choose that information from the Function drop down box on the lower section of the word processor View People The view people tab is used to review the list of people that will be getting a statement If you d like to print a receipt for all these people click PRINT RECEIPT If you only want to print them for several of the people in the list highlight the people that you want then click PRINT RECEIPTS It will only print statements for those people that were highlighted Printing emailing your receipt Once you have set up your criteria reviewed the list of people and set up your text areas click on PRINT RECEIPTS The statements will be printed for everyone in the view people tab that does not have Email checked If you want to print a receipt for everyone in the list regardless of the Email status simply highlight all the people then click PRINT RECEIPT If you d like to email the statements click EMAIL RECEIPTS You will be given the choice to simply create a pdf for each statement or to create pdf and send email The receipts will be emailed to everyone in the list that has Email checked
330. te for the report Click on the Columns tab to add additional fields to the report Click GENERATE A a ee ee SEEGER EERE REE EE Graena Consens pa A E 208 From the Criteria tab select if you want active mem bers inactive or both in the list E pa I gt m m F Pa m E Pak If you select Winthin each group the report will be ordered by group If you select Across then 1t will order by members name From the columns tab choose the fields you want in the report JERR DERE CE REE ES Listing of all nursery group members yai z g 209 Background Checks for Groups The background check reports lets you find people in a specific group whose background check is either obsolete or missing To run this report navigate to the Group Reports window Highlight Background Check report Click on the Group tab and click over each group you d like to evaluate the members background check status Next click on the Criteria tab In this first example let s say we want to find all of our Sunday school teachers who have background checks that are obsolete From the Group Reports window highlight Background Check Highlight the Sunday school teachers group on the Groups tab On the Criteria tab enter the date at which the security check is considered obsolete Click over the type of security checks you are interested in Click GENERATE ae
331. ted at the beginning of the statement use the top text area If you have large thank you note we recommend you use the cover letter section Cover Letter The cover letter is a 1 page letter that will be printed before each statement Bottom Text The bottom text area is used as footer text It typically indicates no goods or services were received NonCashGifts if the donor had any non cash gifts where an amount was assigned to the gift an asterisk will be placed beside the amount Then at the bottom of the statement there will be an asterisk with the verbiage you enter for non cash gifts Usually this would state that the donor is responsible for determining the fair market value of the gift Third Party Gift if a donor gave a foundation monies to donate to your ministry on their behalf the foundation is responsible for giving them a receipt However you would want to include the gift with a notation that the third party 1s responsible for receipting them QPQ Gifts if the donor received something of value for their contribution maybe a CD or T shirt the QPQ value is indicated on the receipt Use the QPQ Gift text to indicate that the amount of the item is reduced from their total contribution In Kind Gift if you have a property donation where no value was assigned these gifts are listed underneath the detail section of the statement This text will be used as the header for the In Kind Gifts
332. ter These allow you to EDIT the titles page breaks whether to display detail lines and the presentation of the report Titles To set up the title of your report select File gt Headers and Footers from the quick report menu Enter the text you d like for your title in the appropriate text box 261 Enter your title here Right mouse click on the row for field changed Then select Totals Spacing ia Headers amp Footers Headers Na Height 25 points Picture insertion Picture Alignment 3 Bl zj Affect the height of the picture to the Apply area Text Settings A Left Mer E Center My Donation Report bt E Arey 0 Right El Bl Font Arial Font Size 12 v Style IV Plain I Italic T Bold FF Underline Cancel Page breaks To create a page break you must have sorted your report on a certain field Then you can create a page break each time the value of that field changes For example let s say we created a report that lists all donations for a given year We wanted to sort those donations by the fund that they were designated to Then we want a new page for the different funds When you sorted the report by designation a new line or row is created in the spreadsheet called Designation changed Right mouse click on that title and select Totals Spacing The subtotals properties window is displayed Click on the button for Generat
333. text will be used as the header for the In Kind Gifts Jesus Reigns 777 Highway to Heaven Byron IL 61010 Mr amp Mes Bob Walker 123 Bell St Byron IL 61010 This is the thank you note area of the receipt If you enter Top text it will be placed before the summary section This area can be used for a short thank you note ora verse For longer thank you letters we recommend using the Cover Letter Giving Summary Report Period 01 01 11 03 31 11 Total ros sing bor Period Building 5 075 00 General 150 00 Note asterisk for non cash qpq or third party Totals 5 225 00 Contributions from 1 1 11 to 3 31 11 Date Type Check Amount Designation Description gifts The asterisk text v m 123 100 00 ones i Sm Goh 0 00 Gener is printed here 50 00 Building 3713 11 Stock 5 000 00 Building Total Giving for period 8 225 00 Tetai Non Coah Sing 5 000 00 it is the sole responsibility of the Donor to determine the value of non cash gifts for purposes of tax returns The amount shown represents the value of the gift booked for accounting purposes This is the footer text It is placed at the bottom of the receipt and usually indicotes that no goods or services were received To enter the text you d like displayed on the statement do the following 5 Click on the Receipt Text tab 6 Click on the type of text you d like to enter 7 Enter the text and format it as appropriate 8 The next window asks you to select t
334. that indicate the row is selected When everything is selected press the ALIGN LEFT icon 9 To evenly space between the rows of information leave all fields selected and press the SPACING icon 10 To change the font and font size leave all the fields selected and change the font from the drop down box in the lower text area a Static text Enter the text you d like on the label in the Static Text field underneath the list of fields Then click on the arrow above the field to move the text to the label template Once the text is on the label template you may drag it around change the font and size Labels People Label Layout Drag and drop pasi n ojojo N 3 7 4144 3 3 e 00 00 53 Click on this ar aer e the text onto row and the text ie ai i e the label tem F ZX Family Info will move to the Lyons plate label template 7 Ay aed wy Family E Mail _ Static Text gt Hi My Name Is Make sure the Object Look q Text q r Style mE text is selected Background MN Border E Format y IM Plain Enter the text E Foegound CI Fa pee me e Ets boxes around you d like on the ETER o eee Sie SE z wae the corners label NoFom yh Alignment Left v FT Outline then change o the font type and size Default Look Load Save Cancel Change Label Format and Size Click on the layout tab in the Label editor This tab allows you to se
335. the left column to move it to the Selected column Click on View Re cords tab to see all the people that will be included in the report Shows a person s name then lists what they attend ed and the date they attended 86 Click on At tendance by ____ Person Choose who you wish to see in the report In this example I chose by Association Then picked Member Reg Attender and Occa sional Attender Click on the What tab Then choose the type of atten dance data you wish to consider for this report To run the by person report by week month or year ov ot E ie Expand the Attendance menu Click on Reports Highlight Attendance by Person Enter the date range for the attendance data you are interested in Select by week by month or by year as the report type On the Who tab select which people you want to run this for You can choose by association groups keywords shepherd areas or search the database Once you choose your type you can pick the specific values For example if you wanted to see all your Members and Regular Attenders choose Associations then click on Member and Regular Attender to select those values Click on Who tab inet el Member Morea Feqular Allender Dacgagad Optional Atiende 7 Next click on the What tab to choose which attendance you want to run this for You may select All and it will list a
336. this recurring donation take effect To import the information expand the Recurring Donations menu Click Import The Import Profiles wizard will be displayed The first window discusses the data that is required Click NEXT You ll be asked for the location and name of the file to be imported Click OPEN The next window allows you to indicate the data type for each column Enter the column number where the information is located jesus Reigns Navigator 1B 8 4 amp 4 8B GRB B k L Home Find by un A Last First Nickname AMO Fund Status Frequency Day s Check In Out 7 E Sunday mn N s D z re 7 Contributions A nw beeen os wae hr Please complete me necessary information to 10 import your Recurring Donations a baira oan O daana Profiles must be a tab delimilad text fe with no more than 12 The following components should be included Donor Frequency Days Amount and E The Donor into tats Rol Cal fich person to te mis prof to it can be an emal adress Name and sunday address line 1 or even a Roll Call Person The Frequency must Monthly or Bb t COMMA CF up to 2 separate day 10 20 specified The Bulk Changes Repos E gt o gt Pledges i g l l gt GB Groups OD Services gt pa El gt gi Data starts at line First Name Email Street Addres 1 Frequency Day1 Day2 skip 2 skip 3 skip 4 i ip 6 skip 7 First Name Last Name Address 1 City Postal Code Family Alexander 1122 Gla
337. time frame To run the Absent Present report RS Highlight the Ab hig sent Present report Enter date range of atten dance that will be included on report Expand the Attendance menu Click on Reports Highlight Absent Present Enter the date range for the attendance data you wish to view On the Who tab select the people to consider for the attendance report You can choose by association groups keywords shepherd areas or search the database Once you choose your type you can pick the specific values For example if you wanted to evaluate attendance for all your Members and Regular Attenders choose Associations then click on Member and Regular Attender ANP meee Attendance Reports ran OO n my ENAA eds From the a A Satoo ans 7 who tab Absent Presen Repo End Bate 52220m af Veitor Repo choose which O wert i Wea people you d Ss like to con Search database sider for the C report 90 In determining if a per son was absent or pres ent which attendance should be considered All specific groups or specific service atten dance Enter how many weeks to look back from ending date Enter if you are looking for people absent or present Lists all the peo ple that met that criteria Shows attendance by week 6 Next click on the What tab to choose which attendance you want to use in determining who was present or absent You ma
338. tion that you have entered in Roll Call Since this file contains all your work make sure you know the name and location of it and that you back it up regularly The data file is comprised of two files the 4D data file and the 4D resource file The AD data file name will end with the extension 4DD The resource file will end with the extension 4DR The name and location of your data file is found by selecting Help gt About Roll Call ROLL CALL version 10 0 1 Lists Danie and TTT an poopie as location of your oo mz data file Groups 7 Visitation 1 Donations 21 Designations 21 Data File Location a CADocuments and SettingsiKim ConleyiDesktopiRC10 anaes i Database ROLLCALL 4DD Pledge Funds 1 Pledges 2 ROLL CALL Location C Documents and SettingsiKim ConleyiDesktopiRC10 ROLLCALL exe By The Book Technical Support support bythebook com or 888 846 4664 ROLL CALLS 1991 2010 By The Book Inc All riahts reserved User Security Activate Security To activate the security system in Roll Call you will need to give Director a password Once Director has a password you will be required to log into Roll Call with a valid user name and password To give Director a password expand the Administration menu Click on User Security Click on Director form the list on the left Click on the CHANGE PASSWORD button Enter a password 272 Preferences There are password preferences you c
339. to run Complete the criteria section on the right Click GENERATE ag ES Criteria section Once you select your report the criteria section of the report window will change For the majority of the reports you ll need to select a date range and which funds you wish to report on When you click GENERATE you ll be taken to the Pledge Report Output Window a so Report Pledge Status Report A O This repont Gan be used 10 show how well donors are meeting their a campaign select a repon penod 3 eon ie ena baw osneron TE Selecved UT 1291 19 General 1 1 11 12 31 11 Offering 1 1 10 12 31 11 Tithes 1 1 11 12 31 11 Output window The report will be displayed on the left side of the window If all the results don t fit in this window you can use the scroll bars to move up amp down or left to right There are a standard set of buttons on the right side of the window These are as follows 1 Page Setup this button allows you to choose the paper size and orientation of the page for your printed report 2 Preview This button will allow you to preview your printed report 3 Print click this button to send your report to the printer 4 Customize the customize button puts the report in the Roll Call spreadsheet program From here you can save the report to a text file change fonts change columns widths change column headers etc 5 Zoom In to view the
340. tom report Click the ADD icon Highlight your base table To create a Quick Report follow these main steps Select Reports gt Quick Reports from the top menu Click on the reports tab Click the ADD icon Perform the query to determine what data should be included in the report Format the report Generate the report A AA A i and Labels Click on the Re Sesion ports tab to create mares Summary a custom report 256 Base Table Each Quick Report must be based on a table The report can contain values from multiple tables however the table which contains the lowest level of information must be the base table For example if we want a report with People s name Address Donation and Designation information Designation would be the base table If we wanted a report with Group information as well as the members in the group Group Membership would be the base table To begin creating the report expand the Reports amp Labels menu on the left side Select Quick Reports Select the base table from the left sidebar Click on the green plus sign or ADD icon Next you ll be prompted with the query editor to determine what records should be included in the report Data for the Report Once you ve clicked the ADD icon the query editor 1s produced so that you may select the data you d like included in the report For a detailed de
341. ts if you want to include property gift amounts in the report as well 9 Click on the Columns tab Drag the birth date field from the left side column to the Selected column on the report 10 Click GENERATE to produce the report AA Contribution 15 Top X Donors Baas iii o Labia Top 10 donors po i Borra who are mem ie ME PP Y irap ds bers Note actions that can be performed Donors over X Amount The Donors over X Amount report lists the donors that meet the specified amount criteria for the date range funds and people selected To run this report Expand the Contributions menu Click on Reports Click Donors over X Amount on the left sidebar From the criteria tab select the date range that you wish for this report Next enter the amount that you are searching for The report will search for those folks who gave exactly that amount or greater over the date range 6 Next under the Who tab select the donors you wish to see on the report Do you wish to see all donors or certain associations or certain groups etc Once you ve chosen who click on the What tab From here select the funds you are interested in including on this report 7 Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column
342. ttendance Roster Select groups to run the roster for From the Criteria tab enter date for the report weeks prior or post and number of visitor lines Lists group members Ss gt 4 8 amp Maes aw A A A and dates across top Sartor Samy a Barter Samy NS SEMANA Note weeks prior will A ARRE ES include attendance history ey Jones Tay Jones Taylor mih Jonn Count GELLEL 0 00 ILLI CA A E TEN ENI 0 0 00 0 0 O 10 0 LIL ELIA 0 0 0 DC Ao ATER I eee I A ETT ET TT Tt Ticks HERE eee ee PETTITT Pi TES 205 Sign In Roster The sign in roster can be used for parents or teachers to check students into a class It contains the times that the class meets the name of the students parents name allergy information and a custom field To create the sign in roster do the following Expand the Groups menu Click on Reports Highlight Sign in Roster Click over to the Selected column the groups you wish to print a roster for Click on the Criteria tab Select the Date of the group meeting and whether or not to Include Leaders You may also indicate if you d like to print a roster for all groups that are scheduled to meet on that day 6 Next choose which fields will be displayed on the roster Check the box next to Bar Codes Family Number Custom field and Special Needs 1f you d like that column included in the report The Custom field will be a blank column with a title t
343. type of field you are defining field text check box yes or no or dates Ze 3 4 Name the field 11 87 Stats Family Members David Coniklin 00 00 00 Suf 04 25 2011 Record Confirmed Last Name Conlklin Record Modified amily Position Title baod je Mr Record Entered First Name pr David Spouse le Kim 04 25 2011 Nickname Middle David Association Member Birth Date he 08 24 1964 46 Yrs Primary Phone 815 234 7530 M Head of Family Family No Badge No 0 32 0 Contributions Gustom Dates Groups TA _ Unlisted Env No Barcode 11060 Personal eMail Address Pictures Phones Keywords Visits Comments Background Chk Letters Attendance Custom Check Boxes t shirt size Custom 11 Ka Custom 2 Ka Custom 3 Ka Custom 4 Ka Custom 5 amp Custom 6 Ka Custom 7 Ka Custom 8 Ka Custom 9 amp Custom 10m Fields Character Fields t shirt size Custom 12 Ka Custom 13 Ka Custom 14 Ka Custom 15 a Custom 16 Ea Custom 17 Ea Custom 18 2 Custom 19 a Custom 20 ta ci A Custom Ti amp values Select List off Custom 11 Custom 12 Custom 13 Custom 14 Custom 15 Custom 16 Custom 17 Custom 18 Custom 19 Custom 20 Select List off 3 Custom 1 Custom 2 Custom 3 Custom 4 Custom 5 Custom 6 Custom 7 Custom 8 Custom 9 Custom 10 Character Fields O ROO a _ aj a a IO a
344. umn on the report Click GENERATE to produce the report 155 Donor Summary by Fund The Donor Summary by Fund report calculates the amount given to each fund by the donor for the given time period To run the Donor Summary by Fund report Highlight th donor sum 0 mary by fund report Click on the What tab Select all the funds to consider L Ze 3 4 Expand the Contributions menu Click on Reports Click Donor Summary by Fund on the left sidebar Click on the Criteria tab From the criteria tab select the date range that you wish for this report Then under the Who tab select the donors you wish to see on the report Do you wish to see all donors or certain associations or certain groups etc Once you ve chosen who click on the What tab From here select the funds you are interested in including on this report Click on the Columns tab Choose the columns you wish to view on the report There are default fields already set up for this report but you can drag additional fields from the left side to the Selected column You can rearrange the ordering in the Selected column by dragging and dropping in the order you wish to see them in the report If you d like to change the sort order move the columns from the Selected column to the Sort column Click GENERATE In our first example lets say we d like a donor summary by fund report for all donors and we want a total of all of their donati
345. unctions a 5 Quick Report File View Style Cells Columns Once you ve changed Daje95 a9 alle J Z v1 W ER lt gt Nada as El Sa N Change to Related Tables click sae BD NODE n e 150e a e 200 a 260 1 BOD n 380 n MOD 1 O i e 560e i TR Master on the box or arrow in People First Name People Last Name Title First Name Last Name Table to front of Addresses Detail Related Tables Report parameters gt A i AM Name Suffix E AN Nickname St A Family Info mae E Addresses A Tia The list of address fields Double click on these fields to put them in your repor t A Adctesses Addtess 2 A Addresses City Cross table AX Addresses State 258 Concatenation To combine the values of multiple fields into one column you can use the plus sign in the formula editor Common examples of combining field values would be to have the last name a comma then the first name or combining the area code and phone number For this example let s create a name column Double click on the Last Name field found Formula Editor Type in function A spada elelee dokola nea ee or d oubl e cli ck on People Last_Name People First_Name into formula fields from lower OS editor area box Load _ Save Related Tables Im Commannis by Themes AX Middle Name s Double click Eee s Nickname r on a f
346. unday amp Ooam 41311 ocio 213 11 Worship Hamm REE kOe eooO foe in Donation Dae Donation Type Total Amount Gheck No Sarm Gash 20 00 5 2 M1 Cash 45 00 Sarm Gash 300 00 SAM Cash 500 00 AA Gash 100 00 Sri Cash 433 00 Correct a Contribution To correct a contribution that has already been recorded in Roll Call you will need to find that specific contribution If you know the batch it was in click on Search by Batch under the Contributions menu Double click on the batch Double click on the specific contribution If you know the person that made the contribution select Search by Person under the Contributions menu Double click on the appropriate person Find the contributions on the left side double click on 1t Make the necessary changes 116 218 i dd Pl You can change C amon CP MENTA Owen Tam naasa Daes CIA Soo pg the date amount r lam Syaa ane M Tobal Amour O Rocidoed IL 61109 Edi Person type and check e DEN number Auten ikert Account Teoria Png 28 00 Genen T You can modify the designation by us ing the drop down box SSS TE ES a N E a Prat Receipt 3 i Emp get a JE Carcel F Tra Lor a To change the total amount date or type place your cursor in the field and make the correction To change the fund it was designated to use the drop down to the right of designation and choose the c
347. urch logo on the Home page instead of the Roll Call logo select File gt Import Logo from the top menu A look in window will be displayed Navigate to your image file and open it For the best network performance this should be a small file 16 Icons There is a standard set of icons you will see on each main Roll Call screen They allow you to perform many common functions such as printing querying saving a set etc These icons are listed below The printer icon allows you to print the list that is displayed on your screen For example if you were in the people search screen you would get a list of all the people that are in your current list The email icon allows you to send an email or text all the people in the current list The write a letter icon allows you write a mail merge letter to the people in the current list If you are in an individual s record you can write a letter to them The label icon allows you to print mailing labels Avery 8160 for the people in your list The spreadsheet icon allows you to put the information displayed on your screen in a spreadsheet program The show all icon displays all records when pressed The sort records icon allows you to sort the information in your list by any of the fields in your list The search records icon allows you to perform a query of the database The special search icon allows you to perform a predefined query like finding the he
348. x 1f you will be printing the statements on letterhead By checking this box the churches return address will not be printed on the statement The statement will begin about 2 2 inches down the page Report In Kind giving if you entered property or in kind gifts without an associated amount and you want to display the item descriptions in the lower section of the receipt mark this box Show Envelope Number if you would like the envelope number printed on the statement mark this box Sorted By choose the sort order of the print job Do you want the receipts sorted by zip code or by name Exclude to exclude receipts for folks who have an address marked as bad or do not send mark this box ES E Year aon zi Guaro 151 Quaner Starting Period Ending Pernod reat 033102011 O Emalea Pr Praia O AK I Text There are seven different types of text that can be used to customize your receipt They are as follows l 4 Top Text The top text area 1s used as a thank you note at the beginning of the statement If you have a verse or a paragraph that you d like printed at the beginning of the statement use the top text area If you have large thank you note we recommend you use the cover letter section Cover Letter The cover letter is a 1 page letter that will be printed before each statement Bottom Text The bottom text area is used as footer text It typicall
349. y indicates no goods or services were received NonCashGifts if the donor had any non cash gifts where an amount was assigned to the gift an asterisk will be placed beside the amount Then at the bottom of the statement there will be an asterisk with the verbiage you enter for non cash gifts Usually this would state that the donor is responsible for determining the fair market 133 Top text area Bottom text area value of the gift Third Party Gift if a donor gave a foundation monies to donate to your ministry on their behalf the foundation is responsible for giving them a receipt However you would want to include the gift with a notation that the third party is responsible for receipting them QPQ Gifts if the donor received something of value for their contribution maybe a CD or T shirt the QPQ value is indicated on the receipt Use the QPQ Gift text to indicate that the amount of the item is reduced from their total contribution In Kind Gift if you have a property donation where no value was assigned these gifts are listed underneath the detail section of the statement This text will be used as the header for the In Kind Gifts Jesus Reigns 777 Highway to Heaven Byron IL 61010 Mr amp Mes Bob Walker 123 Bell St Byron IL 61010 This is the thank you note area of the receipt If you enter Top text it will be placed before the summary section This area can be used for a short t
350. y new family Add People 106 EN lt i 4 gt pl p Click SAVE amp NEW Print Email la E Spread First Previous Next Last 11 87 Stats to add a new family Record Modified 04 25 2011 Record Entered 04 25 2011 Record Confirmed 00 00 00 Family Members Family Position Title First Name Nickname Middle Last Name Suf David Conikii member A dr Op down Husband Mr pu David David Conklin ii Male jp Married Kim Member 08 24 1964 46 Yrs select new family or Primary Phone Alt Phone E i b 815 234 7530 C Unlisted M Head of Family new tam y member Personal eMai Env No Family No Badge No Barcode 0 32 0 106Q Address Pictures Phones antributions Custom Dates Groups Keywords Visits Comments Background Ghk Letters Attendance 0 4 0 Request Date Clearance Level Overall Clearance Leye C ome eae a Member Husband Saw X Add new familY member 7 Me mN Add new Family Modify Family Relationships Once you ve entered the people of your parish or congregation into the system there are life events that can cause family relationships to change birth of a child marriage divorce or a death in the family This next section discusses how to make changes in Roll Call for each of these events Addition to the Family To add children or others to an existing family do the following Open up the People menu on the left side Clic
351. y select All and it will evaluate attendance for all services and groups Select Services and choose the specific services to only look at attendance for those services Select Groups to choose specific groups ne 7 Click on the When tab to enter your absent present criteria Enter how many weeks you wish to look back Choose to find people who were absent or find people who were present Enter how many times 8 Next click on the Columns tab to choose the information you wish to include on the report Click on a column name from the left column and move it to the middle column 9 Click on the View People tab to review the people that will be included in the report 10 Click GENERATE to run the report Indicate how many weeks absent or present Ba De n A E Daie ENTE Lo iak re boa rl ha Aini j beas j Tera 08 pria barui ee E haste qe gt Shows number of weeks missing bebas e o aa I boros Wos Be me Be Re Be ee ee A compe O a a A am TUL TON preprreprrr oops PETE o Visitor Report The Visitor report will list all your first time second time third time visitors based on the association of visitor and the attendance data you wish to evaluate To create the Visitor report do the following 1 Expand the Attendance menu 2 Click on Reports 3 Highlight Visitor Report 4 Enter week of attendance you are interested in looking at 5 Choose the type
352. y statement is for a single quarter It will list either summary information or detail all the contributions made in that quarter Jesus Reigns 777 Highway to Heaven Byron IL 61010 Mr amp Mes Bob Walker 123 Bell St Byron IL 61010 Giving Summary Report Period 01 01 11 03 31 11 5 075 00 150 00 5 225 00 3 13 11 Cash 3 13 11 Stock S iti sole respon ity o sl bra aaoo o det Piked alue of m ash 2 for purposes of tax returns The amo ot them represents the v of the oft bo vad See ounti gt good faith estimate of the value of a ay ges tan vie ontribulio aa valve is listed this means that no goods o os igious benefits pieg u receive en is the amount by whic ai ds de de arpas noted above This is not a ball er dats ment 129 Quarterly Tabular The quarterly tabular receipt shows weekly giving for the quarter Pledge information is displayed at the bottom of the receipt Amount Pledged Wi kl Jesus Reigns ee y glv 777 Highway to Heaven P Byron IL 61010 ing amounts Mr amp Mrs Bob Walk listed under each 123Belst eile Byron IL 61010 month eday ot unter 2nd Quarter rd Quarter th Quarter Speci Gite 7 Ss _ sanwary apri y October fate For Amount yy SS A E FE ee E TE E WO Y O O A 1 l August Fana fay September Coo C o YAA S T T o S HA AAA NAAA 5 225 00 5 275 00 5 275 00 5 275 00 Total Given tor this year x ra MATO IC omo soo
353. you d like the receipts ordered by name or zip code A A ION Contribution Recei Choose quarterly tabular as the format gt Griera View People Receipt Text Receipt Type Quartey Receipt tabular FE Year anli Quarter nd Quaier F Choose fund that should EE be included in Special gd column Mark if you d like to exclude bad addresses or do not send addresses Text The standard text areas do not apply to the tabular receipt Any text entered will not be used on the tabular statement View People The view people tab is used to review the list of people that will be getting a statement If you d like to print a receipt for all these people click PRINT RECEIPT If you only want to print them for several of the people in the list highlight the people that you want then click PRINT RECEIPTS It will only print statements for those people that were highlighted Printing your receipt Once you have set up your criteria reviewed the list of people and set up your text areas click on PRINT RECEIPTS The statements will be printed for everyone in the view people tab that does not have Email checked If you want to print a receipt for everyone 136 in the list regardless of the Email status simply highlight all the people then click PRINT RECEIPT If you d like to email the statements click EMAIL RECEIPTS You will be given the choice to simply create a pdf for each statement or to

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