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Check-In Station User Manual

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1. Last name Phone Date of Birth Child Head Spouse Other m FF_Room ssignment Room Assignment Ml FF_Conditions Allergies Special Needs jm Addresses Addrl Address line 1 Addresses City City al Addresses State State a Addresses Zip Zipcode FirstVisit HIDDEN X Drag rows to change the sort order OS You can copy these settings to other check in stations by copying the visitor configuration file visitorfields ini to the other checkin station s C Program Files E xcellerate folder 31 Using the Check In System The Visitor Fields Editor allows you to specify which fields you want use when adding new visitors to the database To add a new field use the button r Visitor Field Editor l e J The picklists below only show common choices Y ou can manually type in values Field d Title 7 Make this a hidden field For date fields you can set pees the default value to TODAY Picklist Picklist Opti Choice choice2 choice3 or eee pick the predefined option Required from the list Cancel Here you specify the field from the database such as Firstname HomePhone etc and the title for that field You can specify a default value that will automatically be filled in for that field You may want to default your City and State fields automatically If you want the field to have a pick list check that box and specify the value you want to appear in the
2. 75 Utilities and Preferences Church Information Enter your church name and address information This information will appear on reports and other printouts from the program Database Name You can create several databases within Excellerate This is useful if you want to have a training database separate from your main database or for keeping multiple congregations separate form one another The Database Name option allows you to specify which database to automatically open when starting Excellerate Typically this would be your database mdb located in the directory where you installed Excellerate but if you are using the network version this will be the database on your file server This is a local option that only affects this workstation Word Processor If you would like Excellerate to automatically start your word processor for mail merges enter the full path to your word processor This is a local option that only affects this workstation When starting Excellerate open to Specifies the module that you want to see first when the program is started This may vary from person to person depending on their job duties This is a local option that only affects this workstation Email Options Excellerate has the ability to send email messages You will need to have an SMTP outgoing mail server to take advantage of this feature See the section on setting up email in the Internet Integration chapter of this manual
3. The ability to enter attendance based on a view allows you to use the church attendance feature for more than just Sunday service For example if you wanted to use it to track children s church you would first select a view of all of the children then hit the Church Attendance button This way you only see the children while you are marking attendance This screen also allows you to record the time in and out if desired For a Sunday morning service you can set the default time in and out to the service time and those times will be recorded for each member If you set one of the default times to Current Time the program will use the current time to record their attendance This again would be useful for checking children in and out There are several ways of marking a person attended Double click or press enter in the Attended column will set their attendance and their in and out times Double click or press enter in either of the time columns will set their attendance and only that particular time in or out Use the All or None buttons to mark all members present or none of the members Notice you can also double click a member s name to jump to their edit screen As you mark member s church attendance the record of their attendance appears in their member edit screen in the Church Attendance associated information tab If you are interested in tracking counts of members visitors and other attendance set up a group call
4. If you have a previous version of Excellerate make sure all computers are upgraded to the same version of the software Installation Creating your New Database If a database has not been created yet you will see the following screen which allows you to open a new database or one of the sample databases The database was not found or has not been created yet First time setup If this is the first installation of excellerate you will need to create a new database If you will be using excellerate on multiple computers you probably want to create this database on your network server Create NEW database Database already exists If your database already exists it may have been moved to a different location or it may have been created on your network server Use the Open OTHER database button to locate your database Open OTHER database Open sample database You can open one of the sample databases by using one of the following buttons You can also open a sample database at any time from the File menu Open SAMPLE database Open SAMPLE G12 database If this is the first installation of Excellerate and your database does not exist yet you can create a new database by clicking the Create NEW database button If your database has already been created or if it exists on a server somewhere click the Open other database button and locate the database The default ID for n
5. if you want to view members that live in Memphis you would need to select on the city field of the member s address Therefore you would choose Members and their Addresses 53 Views Use the Description field to name the new view For example Birthdays for Month When describing your views try to choose a name that starts with a word or phrase that indicates the selection criteria For example instead of saying Members with a Birthday in Month use Birthday for Month This way you will be able to quickly find the views relating to Birthdays When you have a long list of views this will be very helpful Also when naming views that select on the division fields instead of using the division name of District or Zone use the div name of Div1 or Div2 etc Excellerate will automatically replace Div1 with District or whatever the Division 1 name is This way if you change your cell structure the views will reflect the new names The third question is answered by adding selection criteria To select members that live in Memphis hit the Add button in the Selection section You will see the following Selection Criteria screen AND OR Table Field Condition Value You must use the US date format mm dd vyyy when entering actual dates in a selection Cta We want all members where their City equals Memphis In the Table field choose Addresses for Field choose C
6. Excellerate Database File Edit View Reports Contributions Options Utilities Help evcellerate mal wow E S PreMembers Members Groups Classes Organizations Contributions Actions Organizations All Organizations x A e E Edit this organization 3 Delete this organization Church mI Thursday Night mm uec 1701 1996 2 Intercessory Prayer Church Kristi Maxwell Saturday 2 hours 01 01 1997 To add a new organization use the add button on the right side of the toolbar 47 Excellerate Database Organization Screen ll m Status Organization Details Org ID 1 Members 8 Flex Fields Active Name Inactive Leader Robins Jeff L Save Type Church ene Cancel Date Started 01 01 1996 Print Meets on Thursday Night Time 7 00PM Help i Location Church sanctuary Previous Next User Fields Comments Mtg time 1 5 hours User4 Y User2 Y User User3 y Organization Members H x Lastname Firstname DateJoined Position Note HomePhone WorkPhone b Adams Joe 01 01 1997 Tenor 22212222222 222 111 1111 Adams Mary 01 01 1936 Soprano 222 222 2222 Jones Adam 02 01 1997 Alto 111 588 7883 111 236 5897 Neal Leslie 01 01 1996 Soprano 222 222 2222 111 256 8874 Robins Jeff 03 01 1886 Worship Leader 111 587 9874 111 555 4898 Smith Kathy 04 01 1937 Soprano 222 222 2222 Taylor Bob 02 02 1997 Tenor 111 379
7. When using this option you have the choice to remove all deleted members or if the current member you were viewing has a Deleted status you have the choice of removing that one member This 69 Utilities and Preferences option permanently removes the members so you also have the option of printing out the records before removing them You have the choice of printing a detailed report a list or no report at all You also have the option to remove all members from your current view e g all members in the state of Texas To do this you need to create a view of the members you want to delete Select the Remove members from the current view All Members option We suggest that you select the option to print a member list or detailed member report before proceeding to delete that view This process is irreversible so use extreme caution when selecting which group of members you want to delete When the Remove Deleted Members option is used from the Pre Member Module you have an added option of removing Pre Members whose first visit to the church is older than a certain date This allows you to remove people from the system who are no longer being followed up on or have no interest in the church The Remove Deleted Members option requires DATABASE security access to perform this action Re Index Compact Database When Excellerate removes deleted records from the database the space they took up on the hard disc is not necessarily rec
8. Databases h Cancel Open as read only 14 Check In Station Configuration Repeat this configuration for each check in station computer Configuration Settings Excellerate Check In Station is extremely flexible so that it can work with all of the different check in scenarios for different churches Review the following options and adjust them to fit your needs Service Details Tab The Service Details tab lets you choose which church service you are checking in for and what labels you would like printed out F Excellerate 4 0 2 C Excellerate sample mdb Ej ES Service Details Options Room Assignments Security Number Report Advanced Options Service Type Celebration X Modify Printer Roll Default Label Style Checkin z tex Item Tags Style Checkin Item Tag L Receipt Style Checkin Receipt el L Extra Label Style v f Low Adult Label Style Checkin Adult z k L Visitor Label Style Checkin el L Order labels and hardware online or by si phone 888 371 6878 zia LA Start Exit New Life Cell Church Service Type Identifies which church service type you are recording attendance for New service types can be setup in the Excellerate dataase under Options Picklists Default Label Style Identifies the label style you want to use for name badges Item Tag Style Identifies an optional label
9. Double clicking a family member will bring up their screen Family members can quickly be added by hitting the Add button for this tab The Follow Up tab is used for following up on new visitors or members These people can be assigned a sponsor who would be responsible for following up with them You can track how they heard about the church dates of first visit or joined and up to four contact attempts and their responses All of the picklist values for these items are user definable in the Options menu The Profiles tab is used to track various attributes about a person such as interests or hobbies You can enter any and as many profile codes as you wish as long as they have been set up in the member profiles list under the options menu Member Profile im Member Adams Joe A Profile Computer x 42 Excellerate Database With member profiles you can search for members with a specific interest when a need arises in that area This may include everything from locating volunteers willing to sew costumes to identifying people interested in bicycling that could assist in planting a special interest small group The Member Steps tab allows you to track a member s progress through your churches member development process To add a new step to this member use the button Member Step c mem Member Adams Joe R Step Leadership 301 Step number 6 Date 01 26 2010 Y Completed Notes
10. PreMembers Load into Excellerate 0 Records Processed Close As you can see from the instructions on the screen this is a four step process Basically you are importing the data from your file into an intermediate Excellerate file Then you can view this data to be sure it imported correctly before loading it into Excellerate Step 1 Use the import File button to open your import file Once your file has been opened Excellerate will display the fields in the field list and the first few lines of data in the import preview window 81 Utilities and Preferences Step 2 Map the fields from your import file to the fields in the transfer database This is done by clicking the field in the import list then finding the matching field in the transfer list and clicking it You will notice a line drawn from field to field showing the map Continue with this until all desired import fields are mapped Step 3 Load data into transfer table This is done by using the Load into transfer table button Step 4 Load data from transfer table into Excellerate Once you ve check the data in the transfer table window and have verified that it imported correctly you can then use Load the data in to Excellerate You have a choice of loading the data into the Member or Pre Member module If you have a lot of data in your old database that needs cleaning up you could transfer everything into the Pre Me
11. See the appendix for instructions on creating and modifying report styles 58 Reporting Member Reports Member Info Report Zoom ofe e 100 5 Page i gt m 1 10 07 2011 12 06 37 PM New Life Cell Church Page 1 Person Report Adams Joe Family Adams Joe 19 Envelope 0 MemberiD 6 Member Type Member Occupation Carpenter Home 222 222 2222 PetsDogs Pastor Type Employer Hometime Work 222 111 1111 User2 Mail Code Student Mobile 222 985 6258 User3 Sex M Anniversary 12 01 1986 Pager 222 565 5555 User4 First Visit 01 01 1996 Birth 09 08 1966 FAX 222 514 8956 ce ql pol Age 45 Group elation EMAIL www hometime org LALA Home Address 1800 N Germantown Pkwy District 1 Cordova TN 38016 Zone A Section 1 Member Followup Contacts Date Type Response Date of first visit 01 01 1996 1 01 02 1996 HomeVisit Interested Date joined 02 01 1996 2 How heard about Advertisement 3 Follow up from Info card 4 Decision type Follow up sponsor Pete Maxwell Group sponsor Pete Maxwell Comments Joe is interested in starting an outreach group to help people make small repairs to their houses m Family Members Spouse Mary Adams Child Tommy Adams Child Tina Adams Head Joe Adams Profiles Computer Computer Interest Electric Electrical Interest Member Development Steps 01 01 1996 Completed Water Baptism 02 01 1996 Completed Christianity 101 03 01 1996 Completed Encounter
12. When they do join a group these fields are updated to reflect the divisions of the new group These fields can be automatically assigned when entering the member s zip code See member addresses below 40 Excellerate Database Sponsor Mentor Friend This is used when the member joins a group If one of the existing group members were responsible for the new member joining their group then that person would be recorded here This way you would know to keep these members together when multiplying the group You may find other uses for this field as well Member Addresses To add a member s address use the button on the left side of the screen in the address window The member address screen will appear Addresses La Address Type 1 Home v This is a family address To make changes for this member ONLY use Split Address Address line 1 1800 N Germantown Pkwy Address line 2 k Map Postal Code 38016 City Cordova Use the Postal Code to automatically State Province TN assign this member to a division in your Country organizational structure Carrier User Auto Assign Phone User2 Auto Assign Address Information Last updated 02 16 20 by MANAGER Cancel Heb Address Type allows you to specify whether this address is the home address work address etc If you have already setup the zip codes under the options menu then as you type in zip codes the city and state will automatica
13. 8458 111 356 3874 Williams Mike 03 01 1997 Bass 111 587 4598 111 555 4878 Last updated on 02 15 1999 10 05 PM by MANAGER In the organization screen you can specify the type of organization by using the picklist configurable from the picklists options menu You can also specify other information such as leader meeting times and up to five user fields which you setup in the program preferences screen Just as with groups the Status field allows you to mark organizations that are inactive but you still want to keep them around for their history Inactive groups can be excluded from your default view so you only see the active ones The only associated information tab in the organization screen is the organization s members This tab lists the members that belong the organization the date they joined and a position if applicable Members can be added by using the add button deleted with the delete button and edited with the edit button You can jump directly to a member by double clicking their name in the member organization information tab You can also jump to this screen from a member s organizations tab by double clicking the organization name Moving Tagged Records to an Organization Sometimes it s handy to tag various people and then decide it would be good to put them all in an organization You can do that by choosing the view called Tagged Records Move To Organization This will put all of the tagged reco
14. Address or Cells tables that you want required This option requires PREFERENCES security Edit Recommended Fields Recommended fields are highlighted yellow in the various edit screens This is a good way to notify data entry volunteers which fields you want to record if possible but not require a value to save Create Update Picture Thumbnails Excellerate uses thumbnails or small versions of your member pictures to display in the member and group modules Excellerate will usually automatically create these thumbnails for you but you may Utilities and Preferences need to create these initially if you are upgrading from an older version of Excellerate This function can take a while to run if you have a lot of pictures but it can run in the background allowing you to continue working Flex Fields Flex Tabs Note Flex Fields and Flex Tabs can be an advanced concept and you probably should contact tech support if you don t feel comfortable modifying your database structure Flex Fields are user definable fields that can actually be added to the Excellerate database These fields can be added to the member group class or organization edit screens and positioned by simply dragging them into place These fields are great for information that you want to keep track of that doesn t quite fit into the existing fields You can also designate whether your new fields use picklists or not Since these fields are added to the data
15. Cancel From this screen you can select a specific step to add to the member or you can choose Pre load Auto Steps This option will automatically load all of the member steps that have been designated as Auto Steps This way when you pull up a member record you can easily see which steps have been completed and which steps have not Member Steps Date Completed Comments Water Baptism 01 01 2005 Completed Christianity 101 02 01 2005 Completed Encounter Retreat 03 01 2005 Completed Interested in ministry gt Discipleship 201 02 16 2005 Discovery Seminar Leadership 301 Champions Retreat To indicate that a step has been completed simply double click the completed field for the desired step The Member Steps tab is also used for tracking the details for Post Encounter School of Leaders classes in the G12 model See the chapter on classes for more information The Organizations tab view allows you to track any organizations a member is involved in These may include choir prayer teams kid s services etc Remember you can double click the organization to quickly jump to that screen The Visits Counsels tab is used for recording visits meetings counseling etc between members and the staff as well as between members and other members Often in a small group church group 43 Excellerate Database leaders and members do much of the ministry as well as the church staff You have the
16. Hide the Assign Button Select Color Theme New Life Cell Church Open Different Database Tells the check in station where your member database is located Station Mode Online if you have network access to your Excellerate database Attendance is recorded in real time in the Excellerate database Offline allows the station to run from a local copy of the database Attendance data can be transferred to the server via USB drive 16 Check In Station Configuration Transfer Path In offline mode this is the path to store attendance updates so they can be imported into Excellerate later This could be a portable USB drive used to transfer the updates to the Excellerate computer Use Dymo designer for printing If you are using a Dymo label printer you can use the Dymo designer software to design and print your labels instead of the built in designer Label Printer Specifies the printer you want to use for printing labels Allow Check Out This options configures the station for check in and check out When the person checks in attendance is recorded and labels are printed When they check out nothing is printed but the check out time is recorded Multiple check ins and check outs are allowed Show Verification Screen When checked the check in station will bring up a verification screen showing the person s picture basic information and opti
17. Out F Import offline attendance files Export latest information for offline use Status Make sure the path for the offline databases is set to the drive letter of the USB drive Note the drive letter on this computer may be different than the check in station so go to My Computer and verify the USB drive letter Now just hit Export latest information for offline use and an offline database will be copied to the USB drive Configuring Online Mode To configure the check in station for online mode we just need to tell it where to find the Excellerate database Make sure that database is on a server or computer with a shared folder accessible to the other computers Start up the check in station program by using the desktop icon If you see a message about database not found use the Open Different Database button in the Options tab and navigate to your server or computer where the Excellerate database is located Or if you are just using one computer navigate to C Excellerate to open your database Look in J Excellerate Ely Name Date modified Type Le database Pictures 9 26 2007 12 44 PM File Folder de sample Pictures 1 28 20084 12 PM File Folder d sample g12 Pictures 6 2 2007 9 20 AM File Folder d Saved 2 6 2008 1 48 PM File Folder amp database mdb 9 26 2007 1 50PM Microsoft Access 4 m D File name server excellerate database mdb Files of type
18. This option can not be recovered from unless you have a backup so use caution The remove option requires database security to perform The other choice in the member status field is Inactive This is similar to delete but you can not remove inactive members This option would be used to hide members that are no longer active in the church but may have given contributions this year The system will need to keep these members until all contribution reports are printed At that time those members can be deleted Searching for Members There are two ways to search for members First is to use the find button in the toolbar or use the menu and choose Edit Find Find records TA S Lastname Firstname MemberlD Envelope Phone Y Search PreMembers also Address Dr Find In field Lastname Cancel This method allows you to quickly search by several fields This type of search will return all members matching the search criteria in a search results view Hit escape to return to the previous view The other way to search is to simply start typing a few letters of the member s name Search for X Excellerate Database The Search for window appears This method will take you to the first occurrence of the last name that matches the search criteria in the current view You can also search for the last name comma first name This will not find a member that is not in the current view Pre Members Once aga
19. a value in an expression use the parameter notation Pn where n is a value between 0 and 9 For example to select Members by MemberType and have the view ask for MemberType use the following SQL statement SELECT DISTINCTROW Members FROM Members WHERE Members MemberType P0 The PO will actually get replaced by the value you are prompted for There is one special parameter call the Attendees Parameter PA This parameter prompts the user for the number of attendees in a group meeting This value is usually compared to the Total field in the Cell Meetings Table for finding the groups with less than a certain number of attendees The following are some guidelines that must be followed when working with advanced views Always use uppercase letters for the SQL keywords For example SELECT WHERE ORDER etc Always place the ORDER clause at the end of the statement Any expression containing a parameter must be enclosed in parentheses and must have spaces around the operator for example SELECT DISTINCTROW Members FROM Members INNER JOIN MemberSteps ON Members MemberlD MemberSteps MemberlD WHERE MemberSteps Step P1 ORDER BY Members Lastname Remember Excellerate uses the Microsoft Access Jet Engine to process the SQL for the views so a knowledge of Microsoft Access SQL will be helpful 55 Reporting Reporting Reports and Views One of the most important parts of any church management system is its reporting Excell
20. attendance trends You can run this report for a specific view of your members and for any date range of up to approximately six months 12 19 99 6 29 23 PM New Life Cell Church Page 1 Church Attendance Chart All Members KA SWVKSONWVKS1 Y VK52 YWKk1 prac Metis 129 1 2106 1211 3 1 212012527 Joe Adame x x x X Mary A darme x x Tina Adams x x Torry Adams X X Peter Johnson x x Adam Jones X X X Terry Landry X X Theresa Landry x Kristi Maxwell x x Custom Reports A custom report is a customizable report that is not constrained to any particular module or report type These reports are similar to report styles except that report styles are limited to the type of report they belong to such as a contribution statement or member list Custom reports can report on almost any part of the database such as picklists zip codes members and pre members combined This is actually done by building a view and a style and saving them in a custom report 60 Reporting Custom Reports x Report Description Custom reports can be created when there are not any other similar reports in the different modules For example if you want to create some sort of list of people it would be better to modify one of the Member report styles rather than creating a custom report Always check to see if you could modify an existing or c
21. available in member searches Comments The Comments field can be used for recording any comments or other information for which there is no specific field You can enter as much information in this field as you wish User Fields The user fields can be renamed in the preferences option to any other item that your church wants to track for it s members These fields can be set up to accept any value or values from a picklist You can also add your own new fields to Excellerate and place them in the member screen See the section below on Flex Fields Flex Fields The Flex Fields section holds new fields that you can create yourself These fields are much more flexible than user fields and can hold many different types of information such as check boxes numbers text etc You can actually re arrange the positions of these fields by right clicking them and dragging them into place These fields can also be used in views and reports See the section on Flex Fields later in the manual Small Group Information This Section shows what small group if any the user belongs to If this field is underlined in blue you can double click it to jump directly to their small group The fields below specify what divisions the member is assigned to Members can be assigned to divisions but not necessarily a group New members may be assigned to a District and Zone for example to be followed up on by that zone pastor but they may not yet be in a group
22. checks in they will be prompted for the services and teams they are serving on that day Volunteers should be tracked in the Organizations module of the database program You should create organizations for each volunteer team such as Parking Greeters Worship etc then add the volunteers to those teams In the check in system go to the advanced tab and check the box for Prompt volunteers for services and teams Then go back to the Service Details tab and you should see a new section called Services for volunteer check in This is where you define the specific services you want volunteers to check in to for the day So if you have a Wednesday night service you will only want to choose the Wednesday service On Sunday you want to select all of your Sunday morning services Now when a volunteer checks in they will see the following screen that allows them to choose each service and team they are serving on 34 Using the Check In System E SERVICE TEAM a Sunday 9 AM Just Attending Sunday 11AM Worship Greeters Parking First select a SERVICE then a TEAM You will be checked in to the teams below You simply choose the service then the team and it will be added to the list at the bottom The Just Attending entry allows them to say they are not serving on a team for that service just attending They can also choose the next service and select a team that they are serving
23. driver s licenses or grocery store key tags but you will have to test them first to be sure they are compatible When using bar codes you must first assign them to the people you want to check in First make sure Use Pre Printed Bar codes is selected in the advanced options tab From the check in station you simply search for the people you want to assign select one or more individuals that you want assigned to the barcode then hit the Assign button or use the F10 key You will be prompted to enter the lookup code or you can scan the barcode When you assign a bar code it will check to see if anyone else has that bar code already and will ask if you want to clear those first Now that the barcode is assigned you can use it to check in people You can assign any number of barcodes to a person or family So each parent could have a different barcode that checks in the child or family If you assigned a bar code incorrectly just re assign it and it will ask if you want to clear the old assignment You can also edit lookup codes from Excellerate in the church attendance tab using the button Edit Lookup code for Check In system If you want to lookup a barcode in the Excellerate database you can use the included view called Barcode Lookup for pre printed BCs This view will need to be imported in to the database from the Select Different View screen and choosing Import View From File Stopping the Che
24. option of viewing visits with the current member or visits the current member has had with others The Classes tab allows you to track which classes this member has taken or is scheduled to take This list will show each session of a particular class so this tab gives more detail than if you hada member step indicating that the class was completed Again as in member steps when adding a class you can choose to add all sessions of a class to the member to make it easier to see what has been completed and what is left Also the attended field can be double clicked to quickly indicate that the member attended that session The Member History tab records certain changes that have been made to a member s record This will show the members group membership history and any changes to the History Fields You can setup which fields you wish to record change history on by entering them into the History Fields List under the Utilities menu option The member history list also show which user made the change and when The Groups tab shows which group this member belongs to and which groups this member may lead You will frequently want to jump back and forth between a member and their group and can easily do so by double clicking the group or the member s name You can also move a member to a different group from this tab by editing the group member record and hitting the Move to new group button To remove the member from a group use the
25. printer you will need to adjust the left margins on your labels to 05 inches 26 Using the Check In System Using the Check In System Entering Members into the Database You will use the Excellerate database to enter the members for the check in system Detailed instructions about using the database can be found in the Section on using the Excellerate database but for now we will look at the basics for entering people into the database Start Excellerate and make sure you are in the Member module To add a new member to the system simply press the add button or hit insert while viewing the member browse When adding new members there are several Required Fields that must be entered before you can save the entry These fields are highlighted in a light red color You can specify which fields are required fields in the Utility menu For new members of a new family you do not need to select a family The program will automatically create a new family entry for you r Y Member Information l DE jela Status Personal Details Member ID Family ID New Family Change Family Flex Fields Active Inactive Firstname Member Type Deleted Lastname Pastor Type ETT Middle Marital Y cancel Cancel Prefix Suffix Relation En Room Assignment Home Gender Y Print Call Number Security Number Work Grade School Envelope T Hel Mobile Birth Date Age 0 Annivers A toke Medical
26. same process but leave the TO group blank The Group Attendance tab shows which small group meetings this member has attended Each meeting is listed indicating whether the member attended or not The Contributions Pledges tab shows the member s contribution summary and a choice of seeing their individual contributions their family contributions or their pledges These contributions can be edited from this screen if the program options have been set to allow it The Church Attendance tab shows the date that this member has attended a church service Time in and out can also be recorded which is useful for checking children in and out of children s church Adding Members To add a new member to the system simply press the add button or hit insert while viewing the member browse When adding new members there are several Required Fields that must be entered before you can save the entry These fields are highlighted in a light red color You can specify which fields are required fields in the Utility menu For new members of a new family you do not need to select a family The program will automatically create a new family entry for you Adding Family Members While adding a new member you can quickly add another family member by clicking the add button for the family members tab This will save your current member and add a new record with the last name and address already filled in Your cursor will be placed in the fi
27. the fingerprint server name or IP address If the fingerprint server software Server was installed on this same computer use localhost Global Settings allow you to easily import and export your entire check in settings into different file names This is useful if when you are constantly re configuring your check in stations for different services So instead of re configuring each time you can just import all of your settings from a file You can also create different desktop icons to automatically configure your check in station from one of your configuration files For example you may have a youth service with special name badges and no security receipts and your nursery check in uses a different name badge style and security receipt You can create two global settings files then have two desktop icons Check In Nursery and Check In Youth Import Settings Imports a global settings file Export Settings Creates a global settings file Make desktop Once you ve created a global settings file this button will create a Check In shortcut from desktop icon that automatically loads that specific settings file global settings file 22 Check In Station Configuration Custom Designing Your Own Name Badges Excellerate can use two different label designers depending on which label printers you are using r Excellerate 4 0 2 C Projects excellerdev databasepete mdb lua Service De
28. times 84 Appendix When scanning children s fingerprints or people with small fingers it is better to scan their thumb because of the bigger surface area Adults can scan any finger but usually the middle finger is the best since the index finger is more prone to scratches or injuries Each finger has a different print so your members need to remember which finger they assigned After the fingerprint is assigned a message will appear Select the individuals below to pull up for this fingerprint Then press OK You will notice that the child is already selected so you can just press OK Example assigning a parent s fingerprint to pull up the children Pull up the parent s record in the check in system Highlight their record and hit the Assign button or use the F10 key Scan the parent s finger 3 times You will see the message Select the individuals below to pull up for this fingerprint Then press OK Now select just the children of the family and hit OK Now when the parent scans in the children will be listed for check in Note if you are using multiple Excellerate databases for check in each database must connect with a different fingerprint server You can t use two Excellerate database with the same fingerprint server Removing Fingerprints If you want to remove a fingerprint from the system highlight the person and hit Assign then cancel 85 Appendix Symbol LS2208 Scanner S
29. view oOo LL A m View for Tables Description Selection Criteria Add Edit Delete F Ask for specific Member Type Sort Criteria Add Edit Delete OK Cancel Help merum When you build a new view you are actually building a query or an SQL statement for the access engine to process Instead of having to write this statement by hand the Build new view screen builds it for you by asking a few questions What module is this view for and what kind of information should we get What do you want to call this view Which records do you want to select How do you want them sorted The first question is answered by choosing an entry from the picklist For the member module you have the following option Members Members and their Addresses Members and their Classes Members the Cell they re a MEMBER of and their Cell Activities Members the Cell they re a LEADER of and their Cell Activities Members the Cell they re an INTERN of and their Cell Activities Members the Cell they re a SUPERVISOR of and their Cell Activities Members and their Meetings Counseling Members and their Organizations Members and their Profile Codes Members and their Member Steps Members and their Contributions Members and their Pledges Members and their Church Attendance Which item you choose depends upon what information you want to select or sort on For example
30. 2 char abbreviations Assign follow up sponsor s division codes to the new member when assigned When a new visitor is assigned to a follow up sponsor Excellerate can automatically assign that visitor the same divisions as the sponsor who is following up on them Follow up sponsor list generation For large churches Excellerate can automatically generate a list of possible follow up sponsors that can be assigned to a new visitor based on certain criteria such as geographical location This is done with two SQL statements which can be customized to work the way your church operates The first SQL statement gets executed but if it does not return any potential sponsors the second SQL statement gets executed There are several default follow up methods which can be selected or custom SQL can be entered directly 77 Utilities and Preferences Division Structure tab This section will allow you to specify your choice of names for your small group divisions group interns and group supervisors Divisions refer to the method you use to organize your groups For example you may divide your area or city into Districts Zones and Sections For larger organizations it may be necessary to label the divisions as Congregation District Zone and Section for example Enter your names in the four division fields starting with Division1 as your biggest division It is not necessary to use all of the available fields for divisions If yo
31. 38018 Marital status Married Gender Date name was received 02 02 99 Name came from Info card Responded for Comments Contacts Date Type Action Taken Response 1 02 03 99 Phone Interested 2 3 4 bd 62 Reporting If we hit the Modify button we can see the layout of the report Ens M RN a ela a moje too ou Js E Pg header 7 Title E Col header Y Detail E Summary 2 Pg footer pa La Please follow up on the following individual in Ld a a p Ruery1 s Firstn Query1 E Lastname Query1 Addri Bueryi AddrZ p a Buery1 Email Rueryl City E Query Queryl e Zip Marital status 4 Query1 MaritalS Gender Puery1 i Sex E z M 5 Query1 a Firs Query1 Foll i Bueryi FF di Date name was received Responded for 4 3 3 a 4 3 4 3 Rueryl Comments Action Taken Response t Queryl EN if Queryl Cont ie Query1 ContactResp1 gt Queryl ContactResp1 t Queryl Bb if Query1 Cont if Query1 ContactResp2 gt Queryl ContactResp2 You will see the labels and data fields that make up the report above Hit the Data button to see the data that drives the report 63 Reporting omer 00000 S Description SIESTE SELECT Members Sponsors Email AS SPEmail Addresses Addrl Addresses Addr2 Addresses City Addresses State Addresses Zip FROM Members LEFT JOIN Members AS Sponsors on Members FollowupSponso
32. 9 Visitor bracking sea e t ette ae p este eee tette cete et toe ove dada daa 30 MSTIPIOII deinem 34 A Prem 35 Assigning Bar GOde S is tacet ere epe tee eret ee e p ibn oer 36 Stopping th Check In Station 3 etie tere te ee Ple te pr pete Lora veas 36 Synchronizing Offline Stations cerrada dla 36 Quick Gheck Ir Report ete itera eda eren e P bee D eerte pd tepore deep 37 Excellerate Database iis sieeve cers eiecti eee teresa etr essemercr 39 Member SGEIeen ui dete fertile i ter a P t en EE dei Cur rena enn d C Rund 39 Member Addresses iti ee o edente i ete de re EGRE bets 41 Members Associated Information Tabs ssssssessseeeeeenenen nene nennen 42 Adding Memba S tune oe idee edle ee ite bun ete axe nati edt tan Eee 44 Adding FEamily MetnbDOers ert ect eet eet ten et n ee re e Eel 44 Editing Member Information ioter Perte eet fe en P Re Eres htt 45 Deleting Members iie eco A eo te ed e co be EE 45 Searching for Members ico 45 Pre Members siente e eet fos eorr tet Eee et Coe tta HR ve dd 46 Organizations A ee ea ben E eda 46 Ghurch Attendah6e s in A ete ete e a teet inda 49 VIOWS soo sess EEEE AEAEE EAE T A mif ees sade iei cone Ic e 2c Social Il gt A A EE succuved santa DID LAE 51 What Are VIOWS errata 51 Selecting MIGWS m 52 Creating a BS R SEES 52 O OO 54 Importing and Expo
33. Delete F Ask for specific Member Type Sort Criteria Add Edit Delete ae ea Geo You will notice this screen looks very much like the build view screen Basically you are doing the same thing that is building an SQL statement to produce the data necessary for the report You can still use prompts to ask the user for certain values in selecting your data just as in a view The report data criteria you build here gets saved with your custom report See the chapter on Views for more information on selecting data See Report Styles in the appendix for more information about designing the report content 66 Reporting Mail Merge Excellerate allows you to easily create mail merges with your word processor Basically Excellerate will export your current view to a text file or access database This file is then used by your word processor to merge with a document When you select Mail Merge under the reports menu you see a screen similar to the following MailMerge E This will create a temporary database for you to use with your word processor s mail merge feature Current View All Members Exclude this MailCode N Export Member Family Each Member Select output format 9 Access Database Text File Format Quoted amp comma separated Map field names using c program filesvexcellerateNdefault map ua Change View Cancel Help Since we are in
34. Installing the Excellerate Database Software Install the Excellerate database software on your server or office computer Single Computer Installation To install Excellerate simply insert the CD into your CD ROM drive and the setup program will start automatically If Auto run is disabled on your computer you may need to run the setup exe program directly If you are downloading Excellerate from our website simply double click the file you downloaded to begin the installation Network Installation Wireless Networks Due to the high demand of a multi user database and the possibility of dropped packets we recommend that you not use a wireless network to connect your check in stations to your database A hard wired network will give you solid reliability and the fastest performance First install the application on the file server as in the previously described Single Computer Installation Once installed on the file server run Excellerate and create your new database as described in the next topic Make sure that the directory containing your database is accessible to all of the workstations that will be using the program Actually the only files needed on the file server are the database which will have a MDB and CFG extension the report styles with QR extension and the Pictures directory See Member Pictures If your move your database make sure you move the report styles with it otherwise many of the reports will not work
35. Other conditions Pager Occupation Mail Code Previou FAX Employer Tag Next Email Addresses Prev Next i X Small Group Information Assigned to User Fields Comments District Pets Y Zone X User2 X Other Sponsor Section X User3 X Split family addresses m User4 h Family Followup Profiles MemberSteps Organizations Visits Counsel Church Attendance Change History Active Date first visited Date Joined Contacts Date Type Response Follow up 8l 1 X How heard about v 2 X X Decision Type X 3 Follow up from X 4 X Follow up Sponsor Email Sponsor Last updated on by Most of the fields are self explanatory but notice the fields in the top right section These fields have special meaning in the check in system The Room Assignment field allows you to specifically assign a room assignment to a member The check in system can automatically assign the room based on age or grade but if you specify a room here it will be used instead of the automatic one If you plan on using pre assigned room assignments you will need to enter the list of available rooms by going to the menu Options Picklists then choose the field Members FF RoomAssignments 27 Using the Check In System The Call Number field can be used for pre assigned call numbers if you have them Otherwise you would use the security number that is automatically printed on the name badge as the call num
36. Retreat 02 16 1999 Discipleship 201 Discovery Seminar Leadership 301 Champions Retreat Organizations 01 01 1997 Choir Tenor 08 10 1997 Intercessory Prayer AVinfo AVinfo Clasess 01 16 1999 Discipleship 101 1 Building Foundation Yes E 01 23 1999 Discipleship 101 2 Pray Effectively Yes 02 16 1999 Discipleship 101 3 Studying the Word Yes L a Page 1 of 2 The Member Info Report produces a detailed member report including all associated info tabs such as family members profiles groups etc Member List Labels The Member List Labels report is a report with different styles With this report you can print a member list of names and addresses mailing labels etc This report also allows you to exclude certain members from mail outs If you indicated that certain members should not receive mailings by setting their Mail Code to N or some other value of your choice you can specify not to report for that mail code here Just specify the code to exclude from the report If you are printing mailing labels for your members and you don t want to send the same mail out to the husband wife and children of a 59 Reporting family you can choose one of the family options for your report By choosing one of the family options only one label per family will be printed The way the label is addressed depends on the family option you choose For example you could choose Family Mr and Mrs Last name or The La
37. Style Checkin z a L Order labels and hardware online or by EE phone 888 371 6878 rrr mt New Life Cell Church To modify labels use the button next to the label styles on the Service Details tab Hit the Modify button to make changes to the labels See the section on Creating Report Styles in the Excellerate database section of this manual or for general information on using the built in designer For a list fields that can be used on the labels see the list Fields Available For Label Design in the previous section The check in report styles are saved on each computer unlike the other Excellerate report styles So if you make any changes to these report styles you would need to make those changes on the other computers or just copy the report style files to the other computers The check in report styles are all called CI xxx OR You must make sure the paper size is set correctly in the printer and report style for the labels to print correctly Label printers can vary when it comes to paper sizes If your label printer supports a Custom Paper size you should specify Custom when designing your label But if your printer does not support custom paper like the Dymo you need to specify default paper size in your label design but you have to remember to set the paper size in the printer s Printing Preferences f you are using the built in label designer with a DYMO
38. Web Options The web integration feature allows you to integrate data from Excellerate with your church web site See the section on Setting up Web Integration in the Internet Integration chapter of this manual Advanced Options The following advanced options can be configured 76 Utilities and Preferences Advanced Preferences i e Allow changing member Divs even if they are in a group F Allow State Province field more than 2 letters Assign followup sponsor s division codes to the new member when assigned Format for phone s 1 999 J999 9999ccccc 0 _ Format for date mm dd yyyy Mask 99 99 9999 1 _ Automatically close Excellerate after this many minuites of inactivity Default paper size Letter 8 1 2 x 11 in v Y Use for report styles Highlight entire row in browse screens Followup sponsors can be assigned from a list generated by the following SQL If the first result is empty then it will use the second SQL Method v SALI l SQL2 Cancel Help Allow changing member Divs if they are in a group Normally a member s division codes are automatically determined by the group they belong to or are manually entered when they are not in a group This option allows you to modify a member s divisions even if they have joined a group Allow State Province field more than 2 letters this option allows entering full state or province names instead of the US
39. abase MEE A The login screen prompts you for your User ID and password The default User ID is MANAGER and the password is SETUP At the bottom of the screen you will see the database that you are logging in to If you wish to log into a different database you can hit the Database button which will prompt you for a database Install the Hardware on Your Check In Stations e Install the Dymo LabelWriter 450 Turbo printer and software on the check in computers Start the Dymo Label software and print a sample label to verify the label printer is working correctly e Connect Symbol LS2208 scanner if applicable and program it by scanning all of the barcodes in the scanner setup sheet at the end of this manual e Install the touch screen monitor if applicable and the accompanying drivers Align the touch screen using the installed elo utility the utility is a program on the installation CD If you ve installed the touch screen drivers the alignment utility should be in your system tray near your computer s clock e f you have fingerprint hardware first get the entire check in system installed and configured before attempting to install the fingerprint hardware and software See the chapter on configuring fingerprint recognition in the appendix Install the Check In Station Software Install the check in station software on each check in computer Simply insert the CD and the setup program will start automatically If Auto r
40. able that table must Dalsan have a FF_MemberlD FF_OrglD etc that corresponds to the module it belongs to Length Title TileY FieldX FieldY Fieldw FieldH FickLiat e 3 D 4 6 D D 50 20N Mair Order FieldName D Title Check In System 1 FF_SecurityNumber Text Security Number 10 70 74 70 30 50 20N Mair Members 2 FF Room ssignment Text Room Assignment 20 10 26 10 45 109 20F Mair Members 3 FF CallNumber Text Call Number 10 10 74 10 30 50 20N Mair 4 FF Conditions Text Medical Other conditions 50 10 118 10 135 140 20N Mair Hit the Add field button at the bottom of the screen to add a new field 72 Utilities and Preferences Flex Field Te Module Table Tab Order Field Name Field Type Length Picklist Type Members v FF_ Text hd None z Default Value x Y Ww H Indexed v Title Location Main X Field FF 50 20 Format Y Default Value Default value can hold any static text or it can hold any expression that can be used in the report designer So you can automatically enter the current MemberlD by setting the default to Member able MemberID You can even do something like IF CurrentM odule Members MemberT able MemberID 0 Button Command Button commands can be one of the following SHOW message or Show expression EXECUTE filename or EXECUTE expression EMAIL email able report name or EMAIL expression Ren
41. am it can be a time consuming task to hand enter your data especially names and addresses Therefore Excellerate has provided a generic member import utility that will allow you to import member information If you already have your member information in another database you could export it from that database and import it into Excellerate To import members and their addresses into Excellerate first export them from your database in such a way that there is one record per member that contains the member information and their address This can be in an Access database or text file If using a text file a quoted comma delimited format is preferred You may be able to use other formats such as tab delimited depending on how your database exports the information To import the data into Excellerate use the Import Members utility under the File menu Member Import Utility I Import File Transfer T able 5 MemberlD Lastname Delimiter Field Field2 Tas O Clear transfer table Map field from Input Table gt Field in Transfer T abl a 3 bec ne i IA Step 1 Use Import File button to open your import file Step 2 Map fields from import file to fields in transfer table Step 3 Load data in to transfer table Step 4 Load data from transfer table into Excellerate Open Import File Fieldnames in first record Load into transfer table 0 Records Processed Load into 0 Members
42. ame Fields You can rename exisiting field titles by entering OldTitle NewTitle in the Title Field When renaming titles leave the Field Type blank Module Table specifies which module or which table to add the field to You can choose members groups classes organizations or a new table that should be created for a flex tab Tab order allows you to specify the order in which you tab through your fields Enter 1 for the first field 2 for the second etc You may leave this field blank For the name of the field all flex fields must start with FF_ so if you may have a field like FF_SchoolName The type of field may be Text Number Date Currency Yes No Memo or Button For Text fields you will also need to specify the length 1 255 for the field For Button field you specify the button command in the Default Value field If the field will need a picklist choose the picklist type Use F for a forced picklist which means that the entry must come from the picklist only Use O for an option picklist which allows other entries besides the values of the picklist Use N for no picklist Entries for these picklists can be added in the Options Picklists menu just like other picklist values Default value allows you to automatically enter a value in the field when the record is created or it can specify a button command See the notes on this screen for details The next section allows you to specify a title to appear on
43. aries in date range ij Birthdays for Month iH Birthdays in date range Businesses E Cell Attenders in date range ij Cell Leaders E Cell Leaders in District lH Cell Leaders in District Zone E Cell Members in District g Cell Members in District Zone Saved Views Save current view Edit saved view Delete saved view Import Export Load view from web Import view from file Export current view Export saved view If you wanted to use a view that pulls up groups you would have to be in the Group Module Views also play an important role in reporting If you want a report of all members who have a birthday this month you would first select the view Birthdays for Month then specify the month The member browse will then show all members who s birthday is in that month Now you can report on these members in several ways by choosing the appropriate report labels or mail merge from the reports menu 51 Views Selecting Views All of the views are listed in the Views menu on the left side of the main screen Views ax All Members j Address related 3 ax Cell Attenders in date range ax Church Attendance in date range Rx Group Attenders in date range ax Missed past 3 weeks of Church 3 Group related 3j j Class related j Organization related E Person step related j Tagging related 13 All views The views are categorized based on the information they re
44. attempt is made to open the database from any other program will you need the password If you are setting the database password for the first time you will leave the current password blank and only specify a new one When you set a database password in Excellerate it will be converted to all uppercase letters so if you want to open the database with another application remember to use all uppercase When setting a database password Excellerate makes a temporary copy of the database so be sure you have enough disk space available to hold the temporary file Also no other users can be using Excellerate when you change the password Remove Members When you delete a member in Excellerate the member record is still in the system and can be viewed by viewing the Deleted Inactive members This is so that history can be kept on these members and so that you can recover the member if you deleted them by mistake To permanently remove deleted members you use the Remove Deleted Members option in the Utility menu This option can not be recovered from unless you have a backup so use caution Remove Deleted Members Ie This option will PERMANENTLY remove members from the system O Remove all deleted members Remove current member only Remove members from the current view All Members Active View Deleted Member List Report View Deleted Member Details Report Currently O Members to delete DELETE Cancel Help
45. ay it might be 1920 x 653 pixels Configuring Fingerprint Recognition If you ve purchased the fingerprint hardware you will need to install the fingerprint reader software and fingerprint server software Typically you would install the fingerprint reader software on each check in station and install the fingerprint server software on your server If you are only using one computer you would install both the reader software and the server software on the same computer Before installing the fingerprint hardware and software make sure you ve installed and configured all of the other check in software and are sure everything is working correctly Installing the Fingerprint Reader Software To install the fingerprint reader on your check in station choose the Install fingerprint reader software option from the installation CD Continue through the installation screens accepting all of the defaults Connect the fingerprint reader to the computer To verify that the fingerprint reader is installed correctly start the check in station and go to the options tab Choose Use Fingerprint Reader Go 83 Appendix ahead and enter the name of the server computer that will be running the fingerprint server software If you are only using one check in station you can leave the server name as localhost Start the check in station If you don t get any error messages about the fingerprint scanner everything is installed correctly When y
46. badge will include the room assignment and any special needs the child may have The check in receipt is kept by the parent and used to pick up the child after the service The childcare worker will ensure that the security number on the receipt matches the security number on the child s name badge Two programs The Database and Check in Station The Excellerate Check In solution is made up of two parts Database holds all of your people and attendance and has powerful reporting emailing features etc Check In Station Performs the actual check in process prints labels etc The database part is usually installed on one of your office computers or servers and the check in part is installed on each of your check in computers The check in station reads the data from the database and records new people and attendance in the database If you only want to use one computer for everything then you would install both programs on the same computer Online vs Offline modes If you have multiple computers and they are all networked together then you can run your check in stations in Online Mode Online Mode means the stations and database are connected together and attendance is recorded in real time So if a person checks in at station A you can look them up on Station B and see that they have checked in Their attendance is stored in the database instantly If you have just one computer for the database and check in station then t
47. base they can also be used in views reports and even exported to your website for use with Excellerate s internet integration Your flex field definitions can be imported and exported so that you can add new groups of fields that may be offered by our support staff or even other churches Flex Tabs are new tabs that can be added at the bottom of the Member Group Class or Organization edit screens This allows you to create a whole new area for tracking information specific to your church A tab could be created for individual fields such as maybe a check list of requirements for a joining a certain leadership program or maybe a set of fields for tracking payments for a camp etc A tab can also be used to track a list of records maybe volunteer opportunities etc In this case you could actually add a new table to the database for tracking those opportunities 71 Utilities and Preferences Adding Flex Fields To add flex fields use the Utilities Setup Flex Fields menu option You will see the following screen 25 Flex Fields MEN Use this screen to setup user definable fields and tabs Once the fields have been created they can be re positioned by right clicking and dragging into place Flex Tabs can be added to any of the main edit screens Tabs can hold flex fields for that edit screen or they can show a list of records from a new table TableName When showing a list of records from a new t
48. ber when notifying parents of a need The Security Number field records the last security number generated for that child Just in case the child loses his name badge you can still lookup the security number for notifying parents of a need The Medical Other Conditions field allows you to specify special instructions or medical conditions that you want the nursery workers to be aware of This will print out on their name badge Preferably you would enter the entire family into the database including parents But if you are trying to keep the number of records within the limit you purchased you can just record the parent names in the comment field of the children This won t allow you to print parent letters or emails but at least you would have a record of their names Finally make sure you set the relation to Child for your children and enter the Birth date if you want automatic room assignments Starting the Check In Station Start the check in station using the desktop icon Choose a Service Type and hit the Start button to bring up the check in screen Enter last 4 digits of ph NENE ANA E wie R TY U LO P ww ASDFGMHIKL e eek z x e v B NOM wee s Lastname Firstname Relation Last Check in Time In Time Out 28 Using the Check In System This check in screen is used for both self check in and attendant assisted check in When used with a touch screen membe
49. ble specify that table name in the Line to the following database table field This table should first be created in flex fields by choosing New Table in the Module Table picklist field Preferably you would add all the flex fields for that new table first then add the flex tab after Again if the tab is displaying a list of records you will need to generate the SQL and column definitions for that table The Generate default SQL and Generate default Columns buttons can do this for you and then you can edit the results to suite your needs Deleting a flex field You may also edit or delete flex fields using the corresponding buttons Remember when you delete a flex field the associated data in that field is deleted and can not be recovered Positioning Flex Fields 74 Utilities and Preferences Once the fields have been added you can go to the corresponding edit screen to re position them To position the fields right click on any of the flex fields They will all turn red indicating they can be moved Simply drag the field to the correct position When all of the fields are in the correct position right click one of them to save You can move several fields at the same time by shift right clicking a field Enter the number of fields to select then drag them Shift right click again and reset the count back to 1 Exporting Flex Field Data To export the data contained in flex fields you must first modify th
50. box and hit the Find Button Typically you wouldn t require new visitors to check out but if you do you would have to have the system configured to record visitors in the database If you are storing new visitors in the Member module then check out is identical to normal member check out If you are storing new visitors in the pre member module then the only way to check out would be if you are printing their barcode on the receipt You would simply scan the receipt Visitor Tracking There are two ways to track visitors in the check in system The first method allows you to quickly ask for the visitor s name only and immediately printout a name badge and security receipt The visitor s name is not recorded in the database A visitor attendance record is recorded but you won t know who the visitor is To choose this method go to the Options tab Record New Visitors and choose No If you need to edit the attendance records of these anonymous visitors you can use the menu option in Excellerate Utilities Anonymous Check In Visitor Attendance The second method allows you to enter the details for each visitor including name phone address etc which are stored in the database in either the Pre Member module or Member module This can be done by the visitor themselves using the touch screen or it can be done by an attendant with the regular keyboard Attendance records are also recorded and individual visitors can be printed on
51. can each barcode in order Scanner Programming Sheet n ANIMAN ill TMT lt lt AAA IN TT lt AMAN I CODE 39 ANY LENGTH UU TM 86
52. ck In Station To stop the station type in EXIT in the Enter last 4 digits of phone or last name field of the main check in screen and hit FIND the program will close If you are using offline mode leave the portable USB drive connected until the check in station exits then you may remove the drive If you just want to exit the check screen and go back to the program screen you can type in GOBACK and hit FIND Synchronizing Offline Stations Offline check in stations use a portable USB thumb drive to transfer data between your stations and the database on your main computer If you haven t already configured your USB drives for offline use see the section Configuring Offline Mode earlier in this manual When using offline stations make sure you have the USB drive connected to the check in station before starting it up When offline stations start up they will look in the transfer path USB drive for a new offline database in case you added new members to the database etc When the check in station closes it will copy new attendance files to the USB drive After the check in software exits you can remove the USB drive and connect it to a main Excellerate computer To synchronize the databases after a service connect the USB drives to the main Excellerate database computer Go to Utilities Synchronize Check In Stations 36 Using the Check In System n Synchronize Check in Stations W mc To sycnhronize off
53. contributions in the past year These members must remain in the system until the end of the year Then they can be deleted Deleted members are marked for deletion These members can be permanently removed from the system at the end of the year Inactive and Deleted members can not be modified or assigned to small groups classes etc Tag The tag field allows you to select or tag various random members for printing or exporting etc After tagging the records use the view for viewing the list of tagged members Picture The picture window is a thumbnail view of the picture assigned to this member See member pictures in the appendix for more information on assigning pictures Member Type The member type is used to classify the member These types can be setup by the user Pastor Type Pastor Type designates this member as a pastor The pastor types can be setup using the picklists menu option Mail Code Mail Code allows you to assign a code to the member These codes can be excluded from mail outs You can use any code that is meaningful to you Typically N would be used to designate that this member should not receive any mail outs and E would mean exclude from E Mails Envelope The Envelope Number field allows you to assign a contributions envelope number to the member so that their contributions can be entered by simply looking up this number as opposed to searching for their name Envelope is one of the quick search fields
54. e Lastname s 1 a 2 26 Click here to enter text Leopard Rod Celebration Saturday September 09 2006 12 32 AM wie excalierate com Longe Menten tS EE Ge Lares 330 435 z a oa c The label designer creates Label files For instance if you made a file named checkin the full filename would be checkin label These should be stored in the Excellerate folder on each check in computer To use fields from Excellerate on your labels assign Reference Names field names to the objects by right clicking and selecting Properties For example to print the child s first name on the label add a text object to the label and change the reference name to Firstname If you want to use the same field on the label more than one time name the duplicate fields ending with 1 or 2 etc example FullName 2 Fields Available For Label Design Field Lastname Firstname Relation DOB SecurityNumber SecurityList FullName Service ServceTime Time FF_RoomAssignment FF_RoomAssignmentPicture FF_CallNumber MemberPicture FamilyPicture FamilyHeadPicture FamilySpousePicture FamilyParents Example Explanation Tina Adams Child 03 15 2004 A44 Tina A44 Tommy A45 Lisa A46 for the whole family Tina Adams Celebration Celebration Sunday November 5 2006 8 57 AM Sunday November 5 2006 8 57 AM Nursery Prints a picture for each RoomAssignment picture should be named Monkey jpg etc 35
55. e default paper size by going to Printers in your Control Panel Right click the printer and choose Properties At the bottom of the General tab hit the Printing Preferences button Then hit the Advanced button 37 gga DYMO LabelWriter Twin Turbo Advanced Document Settings 2 Paper Output f 30258 Diskette Copy Count 1 Copy iu Graphic E Image Color Management ICM Method ICM Disabled ICM Intent Pictures 5 f Document Options Advanced Printing Features Enabled Pages per Sheet Layout Right then Down Color Printing Mode Enhanced Halftoning Photo Quality Bg A Printer Features Print Quality Text Only Print Density Normal Change the Paper Size to 30258 Diskette or whatever label size you are using Close all screens by hitting OK 38 Excellerate Database Excellerate Database Note some of the screen shots and documentation may refer to fields or features of our full church management program If you have the check in only version you may not see some of those features in your version Member Screen The Member screen as well as the other edit screens in Excellerate is divided in half The top half contains all of the general information about the member and the bottom half contains the associated information tabs 2 Member Informatio CES XT Status Persona
56. e export maps such as website map for web integration or default map for exporting to excel etc and add the flex field entries to those files You can use notepad to edit those files Preferences The preferences screen found in the Options menu allows you to customize the behavior of the program Preferences LX Church Information Church Name New Life Cell Church Address 1100 Germantown Pkwy Address2 City Cordova State Province TN PostalCode 38016 Program Options Database Name C Excellerate database mdb ma Group options Contribution options Word Processor C Program Files MSOffice Winword wih E Email options Web options Mapping Program http maps yahoo com maps_result adc ex When starting Excellerate open to Members X Advanced options User definable Divisions Structure Members Groups Classes Organization Addresses Group Activities Churches can organize thier members and small groups into a heirarchichal structure similar to an org chart This can be something like District Zone Section or principle of 12 structure like Network The12 The 144 etc Dr it can be as simple as Campus and nothing else Define the names of the different divisions of your organizational structure If you only need one level leave divisons 2 4 blank Division 1 District Division 2 Zone Division 3 Section Division 4 Cancel Help
57. ead Spouse OtChild Room Assignment This screen allows you to collect the new visitor information necessary for a full check in You can add additional fields like Address or Cell Phone etc You can also define hidden fields to assign specific values for things like follow up fields Room Assignment can be calculated automatically based the child s date of birth or you can choose it from a pick list When new visitor information is entered the program will first check to see if this person has already been entered in the database by comparing their name and phone number If the visitor is not found it will be added to the Pre Member or Member module of the database depending on your choice for the Record New Visitors field If the program can t find that specific person in the database but does find an existing family based on the phone number it will ask you if that is the correct family so the new person can be added to that family Entering New Visiting Families When new families visit your church you can enter the entire family using the check in system To speed up the check in process you may want enter the child first minimal info name phone DOB and let the family proceed to the service Then during or after service you can enter the parents information As long as you enter the same phone number the family members will be grouped together in the same family They can all share the same add
58. ed Sunday Service or whatever you call your church services and enter those numbers just as you would a group meeting report This way you can report and graph your church growth 49 Excellerate Database Remember you can track totals other than attendance such as the number of salvation s using this method Church Attendance Reports Member church attendance can be reported in a chart similar to group attendance You can view approximately 6 months of attendance at a time A church attendance report style has also been added to the Member Lists and Labels report to allow you to report individual member attendance 50 Views Views What Are Views A view is basically a subset of the records for a particular module Views allow you to look at the records you are interested in This can make working with the database much easier because you are only looking at the information relevant to your task Views can be quickly accessed in the View menu on the left or from the View Manager Views menu Select different view Each module has its own set of views For example the Member Module will have views relating to members as in the following A Change Layout members y My Default View All Members My Current View All Members 9 Saved Views TT Description All Members New Edit Views Build new view LLL Ue Anniversaries for Month Edit current view a Annivers
59. erate uses a combination of views and reports to produce the wide variety of reporting for a church Many of the reports are based on the current view you have selected For example the Members list and labels report can be used for group leaders visitors pastors etc Likewise for a particular view you could print a list mailing labels or mail merge with your word processor This approach will provide many possible combinations of reporting For example the Member Info Report first asks you if you want to report for the current member or the current view Member Report S il Report Parameters Report Title Member Report 9 Current View Members in District 1 Current Member Include meetings counselings on report Preview Change Selection Cancel This screen is showing that our current view is Members in District 1 To print a detailed report for these members select the Current View choice and hit Print To print the report for the current member select that option before printing From this screen you can change the view for the report by using the Change Selection button This will allow you to pick a new view to use for this report You may also Preview a report before printing it by using the Preview button Saving Reports From the report preview screen you can save the contents of a report to a text file for use in another program Choose the save button select Text files in t
60. ew databases is MANAGER and the password is SETUP This may have been changed by the person who created the database 10 Installation Program Registration After creating the new database you will be prompted to enter the registration code which activates the full version of the program Your registration code is located on your invoice and inside the front cover of your user manual or if you downloaded the program from the Internet your code would have been emailed to you Program Registration Registration Registration Name Registration Code Configuration Level 3 000 Member Version v Network Version Multi user site license Check In ONLY Version Cancel Help The Registration Name and Registration Code must be entered exactly for the program to register correctly The 0 s in the registration code are Zero s Choose the configuration that you purchased including member level and Network Version if applicable If you purchased the Check In Only version select that option Without registering the program it will operate as a demo limiting you to 50 members and groups You can also access the registration screen from the Utilities menu 11 Installation Logging in Once you ve setup your preferences and users you can now log into the system excellerate church management software 4 0 Registered to Your Church I Dat
61. excellerate Excellerate Check In System User Manual Version 4 0 Micro System Design PO Box 1401 Cordova TN 38088 1401 888 371 6878 Table of Contents Excellerate Check In How it Works ommmmmccccnninnnnnncrcnncnrrnnr nnmnnn 5 Excellerate Check in Quick Start Guide eese eeeseeeeeeee enne nnnm nnmnnn 7 Installauon 5 eiue eeu uhi s I Leu 9 Installing the Excellerate Database Software ssssssssssssseeseeenenenen entente 9 Creating your New Database emnt ett m dece RU E ERE t XP YER XE Reda 10 Program Regist ERES 11 Logging Mirra iii e nt oed ve eie pound 12 Install the Hardware on Your Check In Stations sess 12 Install the Check In Station Software sssssssssssssssesee eee 12 Check In Station Configuration eese eiie eeeseseee seen eene enses rn 13 Deciding which mode to use Online or Offline essen 13 Configuration Settings etin tetro da are tad Siete ie 15 Custom Designing Your Own Name Badges ccccocccnnoccnoncccnonccononcnonoconancn ronca nan rn nan rn 23 Using the Check In System A casusecadnccdnacesduessainesdanees 27 Entering Members into the Database sssesssesesseeneneneneeeen enne nnne nnne 27 Starting the Check In Station xi s iet et eet Ue tet ada Das veste ovd et ven ege 28 What Happens During Check In ee atea ekraan ree ete eret e ep iren Ma ERE dg 2
62. fline n Excellerate 4 0 3 C Projects excellerdev sample mdb Le Service Details Options Room Assignments Security Number Report Advanced Options Open Different Database Station Mode Offline Transfer Path E V Use DYMO designer for printing Label Printer DYMO Labelwtriter 450 Turbo M Allow Check Out Record New Visitors No Show Verification Screen Define New Visitor Field Prompt For Call Number Only show children Move visitors to member module on second visit Hide Visitor Button Hide the Assign Button Select Color Theme New Life Cell Church Now enter that drive letter in the transfer path field Close the program Before you start it up again we will need to create an offline database on the USB drive using the Excellerate database program Insert the USB drive into the computer with the Excellerate database program Start up the database program and login Go to the Utilities menu then Synchronize Check In Stations 13 Check In Station Configuration Synchronize Check in Stations To sycnhronize offline check in stations this utility imports new attendance files from those stations After importing attendance you can create a new offline database for the stations Files can be transferred using a portable USB thumb drive network etc Path for attendance files and offline database EA Allow Check
63. for each service field allows you to setup different room assignments for each service type For example you may use 5 rooms on Sunday mornings but only 3 for Wednesday night services fr Excellerate 4 0 3 C Projects excellerdev sample mdb Service Details Options Room Assignments Security Number Report Advanced Options E Use different room assignments for each service e Room Assignments for all services Elephant Room l Dyr Omo 1yr Omo 2yr mo Monkey Room 3yr Omo 4yr Omo Panda Room 4yr Omo Byr Omo Leopoard Room Byr Omo 13yr Omo Kids Life Z Z Z Z Room assignments must be sorted by increasing age order You can copy these settings to other check in stations by copying the room assignment file assignments ini to the other checkin station s C Excellerate folder Prompt these users for a room assignment at check in Children E Adults Visitors Special Special Condition New Life Cell Church To add new room assignments use the button at the top of the screen n Room Assignment Room Name Elephant Room Age DOB Grade Range Age D 0 1 0 Years Months Years Months DOB BH E Grade v gt Ask for ltem Tags Y Y Prompts the user for how many to print 1 9 Automatically prints that many 18 Check In Station Configuration Y
64. hat is also considered online mode If you have multiple computers and they are not networked together then it will run in Offline Mode With Offline Mode you will create a small version of your database on a USB flash drive one per station The USB drive will be connected to the check in computers during service Anytime the station needs to search for someone or record attendance it will use the information on the USB drive to do so At the end of the day you sync the USB drives up with your main database Excellerate Check in Quick Start Guide Excellerate Check in Quick Start Guide 10 Prepare the computers you will be using for the check in station Make sure they have enough USB ports for each piece of hardware you will be using If these computers will be networked make sure they have full access to a shared folder of the computer that will hold the Excellerate database If the stations will be using a touch screen install the software that came with the screen then connect the screen to the computer After you install the drivers from the CD you should see a program running in your system tray near the computer s clock that will be used to align your touch screen Double click that icon to do the alignment If the stations will be using barcode scanning plug the scanner into your USB port To program the scanner turn to the last page of this manual and scan every barcode in the order that they are printed A chec
65. he Save as type field then type the name of the file to save the report to 57 Reporting Report Styles Another valuable feature of Excellerate s reporting is the ability to select different styles for many of the reports This allows you to print in a variety of formats from labels to lists to letters For example in the Member Lists Labels report you will see some of the following styles LI Report Parameters Report Title Person Lists Labels 9 Current View All Members Current Member Terry Landry Exclude this MailCode N 4 Exclude Businesses 4 Exclude Inactives Only This Member Type blank for all Report by Member Family Each Member Sort by Members Lastname Me 2 Name 5 digit zip Report Styles Address 10 Envelope IMB Address 10 Envelope E Address Book ie Church Checkln List Barcodes ur 1 Church CheckOut List Barcodes Church Directory Delete Class Roster 6 sessions Encounter List Followup Email to Sponsor Web Followup a Kids badge with parents pics Avery 5371 Labels_Avery_5160 Members Member Church Attendance Member Pictures Member Steps Name_Address Name Phone default New gt m Adding Members to report name adds it to the Member report menu These styles can be completely modified by the user to meet their needs You can modify an existing style and save it as a new style
66. hing other than a blank or 0 then it will show the verification screen For example Age gt 13 There are too many possibilities to describe so you may want to contact technical support for assistance Do NOT record Attendance Allows printing badges only and not recording attendance Use Pre Printed Barcodes If you are using barcodes that were pre printed even from other sources such as a drivers license etc select this option It will allow you to use the Assign button to assign those barcodes to people in the database Auto shut down after 4 hours It s not a good idea to leave any of the Excellerate programs running indefinitely This option closes the check in station after 4 hours of not being used 21 Check In Station Configuration Admin mode Admin mode is used to scan barcoded check in sheets after the service This can Service amp be used for volunteer attendance tracking where volunteers check a box ona Team Picklists barcoded check in sheet The barcodes can then be scanned after the service and this mode allows you to choose the service amp team you are scanning List Font Size Font size for the names listed on the check in screen Dont print for Allows you to prevent printing labels for children over a certain age children over age Use Fingerprint Select this option if you are using the fingerprint reader for check in Reader Fingerprint Specify
67. ill also have their room assignment special medical conditions and other information If the child is assigned to a room that is configured for item tags for bottles or diaper bags etc then one or more item tags will be printed A two part security receipt will be printed for the parents The receipt is made to be torn in half if you need to give one to each parent Optionally an extra label can be printed for some other purpose At any time you can look up an individual and see if they are currently checked in Checking Out If you want to use check out make sure you choose Allow check out in the options tab Checking out is optional The Check In system does not require you to check out people If a person has not checked out by the end of the day the system assumes they ve checked out The advantage of checking out is that you would have a record of that so at any time you could report who is here and who is not Check out is performed just like check in You simply re scan their barcode fingerprint or search Nothing is printed during check out The system simply records the time out You could also configure the check in system to print a barcode on the receipts and scan the receipts on check out You can also check out all members currently checked in This might be helpful when one service 29 Using the Check In System ends and another begins To check out all members type GOCHECKOUT in the search
68. in Pre Members are the people you are interested in following up with or mailing out marketing information to These may be first time church visitors or an area of your city that you may be targeting Pre Members contain all of the same information fields as a member because at some point you are hoping to move a pre member to the member module The main difference between pre members and members is that pre members cannot join groups classes organizations or other associated information tabs They can have family members and follow up information Pre Members are actually stored in a separate table to avoid slowing down accesses to member information At any time you can transfer pre members to the member module When you select the Pre Member module the Move this person to Members action appears in the Action menu This will move pre members from the pre member module to the member module This process will actually move the pre member s entire family assigning a new family number and member numbers The addresses and follow up information is transferred along with the pre member Organizations The Organizations Module is used to keep track of church organizations such as the choir orchestra prayer teams or other committees You could use organizations for any group that does not require tracking detailed attendance With organizations you basically just assign members to them and print out member rosters and other lists 46
69. ion for setting up values for your picklists 78 Utilities and Preferences Users and IDs As with the Preferences screen this screen is located in the Options menu Name User Information UselD MANAGER Name Email addr Password User Access Members Groups Classes Organizations Financial O 9 9 9 oO O Visits Counsels User IDs Send Email U Preferences ptions Database Maint D D D Group Meeting Updates D Report Modifications D D Saved Views Access Codes R Read nly U Update D Delete U pdate Blank No4ccess G Only see last given date Default to these divisions not recommended for most users District Y Section Y Zone Y x Add User Delete User Cancel Help This screen allows you to enter all of the users of the system their email address their default view and their levels of access Default User View Users can be assigned a default view which can narrow their view of the database to the area they re interested in For example your church may have several district secretaries and each of them can set up their program to open to the view that they use the most such as District One for the District One secretary When a user has a default view assigned that becomes their initial view when they start the program They can always choose another view at any time If a default view is not specified for the user
70. ity the Condition is and the Value would be Memphis That s it Hit OK then OK again and you will see a list of members that live in Memphis Now a better view would be to ask the user for the city so that you won t have to have several views one for each city To do this instead of specifying Memphis for the Value use the Ask user for value option in the Value field Now anytime you use this view it will first ask for what city you are interested in The answer to the last question is specified in much the same way Choose Add in the Sort section and specify the Table and field you want to sort by You can also choose Ascending or Descending Sort order You will notice that as your are answering these questions the SQL statement is being built in the SQL window at the bottom of the screen This is for those who have experience with SQL and want to see the details of the view This SQL statement can also be modified to create an Advanced View See Advanced Views later in this chapter Once you ve built your view and are satisfied with it you can save it for future use Just choose the Save current view button and the view will be saved in the list of saved views This view will now be available for you and other users to use at any time Editing a View To modify a new view that you ve just created use the Edit current view button This will bring up the same screen that you used to build the view To modify an existing
71. k in station may be equipped with both barcode and touch screen entry Insert the CD that comes with the Dymo printer It will walk you through the instillation process and when it finishes plug the printer into the computer Do not connect the printer until the drivers are finished installing Note The labels included in the printer box are samples from the printer s manufacturer and are not used for the check in station The labels for the check in station are usually packaged separately New Excellerate customers should now install the Church Management portion of the software on the server or computer that will hold the database You can find information on how to set up the database in this manual Go to the member module and enter everyone you wish to track See the topic on entering members into your database Go to each of the computers you will be using as a check in station and install the check in software from the CD or the download file Configure your check in stations for online or offline mode and adjust any other applicable options If you are using fingerprint scanners you can find instructions in the appendix of this manual When it s time to reorder labels or other supplies go to www excellerate com order On the top of that page enter your Registration code and Zip code or postal code That will log you into your account and allow you to order supplies or upgrade member levels Installation Installation
72. l Details Member ID 6 Family ID 19 Adams Joe Change Family Flex Fields 9 Active Inactive Firstname Joe Member Type Member Deleted Lastname Adams Pastor Type X Save Middle R Marital Married Y Po i Cancel Prefix Mr Suffix Relation Head Room Assignment Home 222 222 2222 Gender M Y Print Call Numbercurity Number Work 222 111 1111 Grade School X Envelope 0 a Help r Mobile 222 985 6258 Birth Date 09 08 1966 Age 44 Annivers 12 01 1986 A re Medical Other conditions Pager 222 565 5555 Occupation Carpenter Mail Code EET i FAX 222 514 8956 Employer Hometime Tag 7 Lookup ID Next www hometime org mu i Addresses Prev Next Z El x Small Group Information Assigned to User Fields Comments UJ i 1 Home Joe is interested in starting i i 1800 N Germantown Pkwy 1 A 1 A District 1 Pets Dogs v an esas in qe Ina Adama zone Aw o tee 1 Cordova TN i 38016 Sponsor Mentor Friend Section 1 bd User3 Y f Split family addresses Maxwell Pete L User4 X J i ly Family Followup Profiles MemberSteps Organizations Visits Counsel Classes Groups Group Attendance Contributions Pledges Church Attendance Change History si x Member Steps Date Completed Comments f Water Baptism 01 01 2005 Completed I Christianity 101 02 01 2005 Completed Encounter Retreat 03 01 2005 Completed Interested in ministry j Discipleship 201 02 16 2005 Completed 3 i Disc
73. late to For example all the views having to do with Attendance are grouped in the Attendance folder For convenience all views are also located in the All Views folder in case you want to see all of the views together To choose a view simply double click it From the Views menu you can also get to a view quickly by typing the first few letters of the view name This works best in the All Views folder If you can t remember the exact name of a view you can search for a word in the view name by hitting CTRL F and typing in the word to search for You can also select a view from the main menu by going to Views Select different view and choose the desired view You can choose the current view one of the saved views that are available to all users or your default view which is defined by your default view parameters assigned to your user id Most views have prompts built into them These views will ask you for a view criteria such as what district what member type etc By prompting the user for these values you don t have to have a separate view for each district or member type etc Creating a New View Excellerate comes with several common views built in but undoubtedly you will want to create your own This can be done by using the Build new view button in the View Manager screen or by Right clicking in the Views menu on the left and selecting Add View 52 Views Build new
74. line check in stations this utility imports new attendance files from those stations After importing attendance you can create a new offline database for the stations Files can be transferred using a portable USB thumb drive network etc Path for attendance files and offline database EA Allow Check Out Import offline attendance files Export latest information for offline use First hit the Import offline attendance files button to import any attendance data from the USB drive Do this for each of the USB drives After all attendance has been imported hit Export latest information for offline use to copy the latest database changes to the USB drive This will copy any new Excellerate member or attendance information to the offline database for use by the check in stations Again do this for each USB drive Quick Check In Report Most of the reporting will be done from the main Excellerate database program See the Reports menu Check in Attendance Reports Normal church attendance reports can be used as well A quick check in report is available from the check in stations by typing in the command GOPRINT in the Enter last 4 digits of phone or last name field of the main check in screen and hitting FIND This will print a simple check in report on the label printer or other printer if attached Setting up the label printer for printing the quick check in report You need to set th
75. lly be entered for you Also by hitting the Auto Assign button you can assign the member to a set of divisions This may be a District for most small group churches The other buttons to the left of the address window on the member screen are for editing deleting and viewing the previous or next addresses Family addresses and Split addresses When a member is added to a family they automatically get assigned to the family address The family address is the address that is shared by all members of the family If you pull up one of the family members and change the address it is changed for all family members If you need to change the address for one of the family members then that member s address needs to be split out from the family address To do this you would choose split family address from the member screen and this will make that member s address separate from the rest of the family s Then changes can be made to that address without affecting the other family members If that family member decides to move back home and you want to un split their address you will need to do the following Remove the member from the family by using the Change Family button and then selecting Remove member from family Save the member then re assign them to their original family 41 Excellerate Database Members Associated Information Tabs Associated Information Tabs appear in the bottom portion of each member s screen a
76. mber then go through and move the current members into the Member module Note If the data in the transfer table window does not look the way you want You can clear the table and try again by using the Clear Transfer Table button Exporting To export data from Excellerate simply choose the module and view of the data you wish to export and choose Export under the file menu This will look similar to the Mail Merge screen since they both basically do the same thing You can choose to exclude members with a mail code if desired and you can specify the format of the export table as either text or Access When exporting you can choose a map file to use to map Excellerate fields to other names or to exclude fields Excellerate comes with a map file for exporting your members to Microsoft Outlook then even to your hand held computer or PDA To export contributions see that section in the chapter on contributions 82 Appendix Appendix Reordering Supplies When it s time to reorder labels or other supplies go to www Excellerate com order On the top of that page enter your Registration code and Zip code or postal code That will log you into your account and allow you to order supplies You will do the same thing when your church grows and you wish to upgrade to the next member level or if you wish to upgrade to use our full church management software Using Wireless Networks Excellerate check in stations can be run over s
77. nd contain various information associated with the member The following associated information tabs are available from within the member edit screen Family Lists any family members and their vital information Follow up Includes date member joined how they heard about the church and other follow up information Profiles Hobbies interests or any other member attribute Member Steps Steps in the member s development cycle such as water baptism becoming a participator or becoming a leader Organizations Organizations within the church in which the member participates such as worship team or children s church Visits Counsels Records any visits or counseling sessions with pastors Including time location and any notes from the session Classes List of classes that the member has attended or is scheduled to attend Member History History of any changes in member information such as address changes or name changes Groups Lists the small groups a member belongs to along with type and date the member joined the group Group Attendance Lists each small group meeting that the member has attended Contributions Pledges Lists member contributions and their pledges Church Attendance Lists each church service that the member has attended Change History Shows historical values for the fields you designate as History Fields The Family Member tab allows you to see all of the members of a family
78. ome wireless networks but due to the high demands of a multi user database and the possibilities of dropped packets over wireless we recommend using hard wired network connections If you must use a wireless network we have found that some hardware configurations work better than others so make sure you test your particular configuration before going live with the check in stations Because of the possible dropouts with wireless the check in software has a feature where it can automatically switch over to remote operation using a local copy of your database to ensure your check in process continues To enable this feature you need to make sure your stations have an updated version of the offline database described in the offline mode configuration above When a check in station switches to remote operation the attendance will be stored locally on that check in computer When you exit the check in software it will attempt to copy the attendance file to the transfer path portable USB drive allowing you to synchronize the attendance with your main Excellerate database Custom Welcome Screen If you would like to add a customized logo or welcome screen to the check in software you can create a logo jpg graphic and place it in the c program filesvexcellerate folder The graphic will be displayed in the bottom half of the check in software The dimensions of the graphic depend on the Screen size of the computer For example on a large displ
79. on You can even choose multiple teams for a service for example Sunday 9 Parking and Sunday 9 Worship When you add services to the bottom you can remove any mistakes by clicking the red remove link By default this screen will show every team assigned to the member If you find that there are too many teams listed you can add team selection criteria in the Advanced Options of the church management software There are a few example options to pick from but you can add any SQL selection criteria from the Organizations or MemberOrganizations tables For example Organizations Type Service Team Re Printing If you need to re print a name badge item tag or receipt you can use the REPRINT command First look up the person you want to print highlight their name in the list then enter one of the commands below in the Enter last 4 digits of phone or last name field of the main check in screen and hit Check in Out button REPRINT REPRINT BADGE REPRINT TAG REPRINT RECEIPT To ensure security you must enter a password to use the re print feature The password is manager 35 Using the Check In System Assigning Bar Codes The Check In station is able to scan barcodes that have been assigned to a person s record to pull them up very quickly We offer excellerate key tags that are small enough to put on your key chain and are very durable You can actually use many different sources of barcodes such as
80. onal fields after the person scans their barcode or is looked up An attendant can allow or deny the check in based on the information displayed This feature is useful when checking in students to a youth ministry This screen can also be used to capture member photos from the check in system Prompt For Call Number Allows you to enter a call number or pager number during check in This number can be printed on the name badge Only Show Children Only shows children when looking up names for check in Don t select this option if you are scanning fingerprints for parents Hide Visitor Button Hides the visitor button If you are using self check in you may not want visitors to be able to check themselves in You may want an attendant greeting new visitors You will still be able to check in visitors by using the F9 key on the keyboard Hide Assign Button Hides the Assign button If you are using self check in you may not want people assigning barcodes or fingerprints themselves You will still be able to assign by hitting the F10 key on the keyboard or using the GOASSIGN command Check In Station Configuration Room Assignments Tab The Room Assignments tab is where you can specify how to assign rooms to children based on their age or grade You also assign specific rooms to individuals in the database if you don t want to them to be automatically assigned The Different room assignments
81. or whatever call number you assign Picture of the member Picture of the family Picture of the head Picture of the spouse Joe Adams Mary Adams 24 Check In Station Configuration FamilyHead field Prints a field from the head s record FamilySpouse field Prints a field from the spouse s record Prompt prompt msg Prompts the user to enter some text for the label For example Prompt Special Notes You can also use most fields from the Members table but you will first need to list the fields you want to use with the define extra fields button in the options tab see Excellerate s built in help under data dictionary You can also use your own Flex Fields if they have been created in the Excellerate database first To print a graphic or logo when using the built in designer you use the following field PICTURE filename where filename is the full path to your logo file If a receipt label style has the word FAMILY in the filename such as Family check in Iwl then the check in station will not print individual receipts but will print one family receipt instead When using graphics on your labels try to use simple line art black amp white BMP files Using color graphic files may cause your labels to print much slower After modifying any labels you will need to copy those files to each check in computer Using the Built In Label Designer If you are using the built in label designer and do not have a dymo printer y
82. ou can assign children based on their age in years and months or you can specify specific Date of Births which is helpful for assigning children based on the age they will be on a specific date You can use the More button to help you calculate the Date of Births You can also assign based on grade levels by choosing the starting and ending grade levels Note grade levels are setup in the Excellerate database under Options Picklists Members StudentType field In the Ask for Item Tags field enter a Y if you want the user to be prompted for Item Tags extra tags for bottles diaper bags etc when a child is checked into this room You can enter a number from 1 9 if you want that number of item tags to automatically print without being prompted Sometimes you can t predict what room a person should be assigned to For example a volunteer may serve wherever needed at the time In this case you could prompt the user for a room assignment during check in When they check in they would see a screen similar to the following room us Select Room Elephant Room Monkey Room Panda Room Leopoard Room o E 4 You can also configure this to appear under certain conditions Hit the Special Conditions button to specify an expression that will tell the Select Room screen to appear If that condition results in anything other than a blank or 0 then it will show the verification sc
83. ou ll need to set the default paper size for your printer Note If you choose to use the build in designer but have a dymo printer you do not have to define your paper size You set your default paper size by going to your printers in your computer s control panel right click the printer and choose properties Go to Printing Preferences Advanced and make sure the Paper Size is set correctly DYMO LabelWriter Twin Turbo Advanced Options x S DYMO LabelWriter Twin Turbo Advanced Document Settings 2 52 Paper Output Copy Count 1 Copy Iu Graphic B Q Image Color Management ICM Method ICM Disabled ICM Intent Pictures gt f Document Options Advanced Printing Features Enabled Pages per Sheet Layout Right then Down Color Printing Mode Enhanced Halftoning Photo Quality Bg A Printer Features Print Quality Text Only Print Density Normal To modify labels go to the Service Details tab of the check in station software 25 Check In Station Configuration y Excellerate 4 0 2 C Excellerate sample mdb LB Service Details Options Room Assignments Security Number Report Advanced Options Service Type Celebration y Modify Printer Roll Default Label Style Checkin X L y Item Tags Style Checkin Item Tag el L Receipt Style Checkin Receipt v L Extra Label Style z i L Adult Label Style Checkin Adult z fu Lb Visitor Label
84. ou re start your computer you may need to activate the license for the fingerprint reader so go ahead and re start now If you see a license activation screen you will need to insert the green USB lock or enter your license number if you received one If you are installing the reader and server software on the same computer use the blue USB lock You won t need the green one Installing the Fingerprint Server Software To install the fingerprint server choose the Install fingerprint server software option from the installation CD Continue through the installation screens accepting all of the defaults You will need to activate the server by going to your windows Control Panel Choose the M2SYS BioPlugin Server icon Go to the License tab where you can enter your license number provided or insert the blue USB lock if you received one When you start your server you will see a traffic light icon in the system tray If the light is red right click it and hit Start fingerprint server If the light changes to green then back to red contact technical support for help troubleshooting 901 754 0315 or support msdweb com If you have any trouble with your activation please give us a call 888 371 6878 or email info Excellerate com Using the Fingerprint Reader The fingerprint hardware allows you to quickly identify an individual to the check in system In order for the system to know who you are you need to assign a person s fingerp
85. overed If you have deleted a large number of records from the system you could run the Re Index Compact Database utility option to recover that space This operation requires DATABASE security level Remove Old Locks Excellerate will periodically put locks on information that is being updated by users In the event of a power failure or some other reason for improperly exiting Excellerate there may be a lock left open If you receive a message indicating a user has something in use and you know for sure this is not the Case you can use this option to remove that lock This should rarely happen This option requires DATABASE security Edit History Fields The Member module can track changes to critical fields and record those changes in the Member History associated information tab You can specify which member fields get tracked this way by using the Edit History Fields utility With this utility you simply list the fields in the Member or Address table for which you wish to record change history This option requires PREFERENCES security Edit Required Fields The Member and Cell modules can require a user to enter certain fields before saving a record For example it is a good idea to require a member s last name first name and member type when adding members The list of fields that are required by these modules can be specified in the Edit Required Fields utility option With this utility you simply list the fields from the Member
86. overy Seminar Leadership 301 d Champions Retreat 1 i Last updated on 01 13 2003 10 20 AM by MANAGER jJ Most of the fields in the member screen are self explanatory but we will highlight the fields with special meaning or that are not apparent Member ID A member s ID number is automatically assigned when the member is entered into the system This number is unique to this member and is used to link all other related information to the member Lastname The Last name field can be used for a member s last name or a business name Prefix The Prefix has a user definable picklist that can be modified in program options For business choose Bus 39 Excellerate Database Relation Specify Head if this member is the head of the household otherwise choose Spouse Child or leave blank This field is also used to determine how to address mailing labels when using the Mr amp Mrs option Change Family The Change Family button allows you to assign the member to a family For new members of a new family do not choose a family and the system will create the family for you Then subsequent members can be assigned to the new family If a member needs to be removed from a family this button can do that as well Status The status field specifies the member s status This can be Active Inactive or Deleted Active members are current active members Inactive members are those that may have moved away but have given
87. pick list You can specify the items separated by commas such as Website Advertisement Friend Or you can use the predefined option for that field such as MEMBERTYPES for the MemberType field This will automatically fill in the pick list with all of the member types defined in your database If you want this field to be required during data entry select the Required option You can also define hidden fields that won t actually display on the new visitor screen but you can assign values to those fields for the new visitors For example you may want to set the FollowupFrom field to the value Checkin Visitor Simply choose the field FollowupFrom choose Make this a hidden field and set the Default Value to Checkin Visitor After configuring one station with your visitor fields you can copy the visitor configuration file visitorfields ini to the other check in station s C Excellerate folder How to Check In New Visitors If you chose not to record visitor details then to check in a new visitor simply type in their first and last name and hit the on screen Visitor button or the F9 key on your keyboard The visitor name badge and receipt will be printed immediately If you chose to record visitor details then first press the Visitor button or F9 on your keyboard and the visitor entry screen will appear 32 Using the Check In System Do 7 Checcin out Child H
88. rID Sponsors MemberID LEFT JOIN Addresses ON Members AddressID Addresses AddressID WHERE Members FirstVisit gt P1 AND Members FirstVisit lt P2 UNION SELECT PreMembers Sponsors Email AS SPEmail PreAddresses Addrl PreAddresses Addr2 PreAddresses City PreAddresses State PreAddresses Zip FROM PreMembers LEFT JOIN Members AS Sponsors on PreMembers FollowupSponsorID Sponsors MemberID LEFT JOIN PreAddresses ON PreMembers AddressID PreAddresses AddressID WHERE PreMembers FirstVisit gt P1 AND PreMembers FirstVisit lt The data is basically an Excellerate view or in this case an advanced view which is actually an SQL statement Most reports will not need an advanced SQL statement and can be built using the view builder 64 Reporting Creating a Custom Report To create a custom report choose the New button You will then see the report editor screen col Report Editor C Excellerate UR_New_ QR gt el abl 49 E Layout Data Select y Snap 04 y FP Pg header Title E Col header F Detail E Summary F Pg footer The only difference between the report editor for report styles and custom reports is the Data button This button allows you to select the data to be used in the report 65 Reporting Data for Report x Report for Members Tables Members Description Report Query Selection Criteria Add Edit
89. rds into whatever organization you choose 48 Excellerate Database Church Attendance Excellerate includes the ability to track church attendance Similar to group attendance tracking you can now record individual member s church attendance This can be used to track any number of different types of services including children s church Entering church attendance is slightly different than entering group attendance because you have all of the members to choose from not just those who belong to a group The Member Module now has a special screen for entering church attendance This screen lists all of the members in your view and allows you to check them off if they have attended 3 Church attendance Entry A ee Type Celebration Date 07 17 2011 E Default Time In 8 30 AM v Gut 10 00AM v Close Attended Timeln TimeOut MemberlD Lastname Firstname Middlename Prefix 73 Yes 08 30 10 00 6 Adams Joe R Mr No 3 Adams Mary M Mrs Yes 08 30 10 00 5 Adams Tina A Yes 08 30 10 00 4 Adams komn P Yes 08 30 10 00 7 Johnson Peter L Mr Yes 08 30 10 00 8 Jones Adam P Pas i Yes 08 30 10 00 9 Landry Jimmy P Yes 08 30 10 00 11 Landry Tem F Mr Ne 10 Landry Theresa L Mrs Yes 08 30 10 00 2 Maxwell Kristi M Mrs i Yes 08 30 10 00 1 Maxwell Pete L Pas Yes 08 30 10 00 15 Neal Kieth R Mr No 14 Neal Leslie A Mrs i 4 R i Change View All Members Totals All l Nore l Help
90. reate a new report style before deciding on building a custom report Report Styles e Batch open with check images Batch with check images Modify Check In Lookup Code Report Class list for a district Delete Consolidation Follow Up Request email Email Leaders not reporting Web Followup Email Giving Breakdowns W M O Y Averages Giving Breakdowns W M O Y Totals Inactive Deleted Members Member Information Form Picklists ZipCodes Adding Standard to report name adds it to the report menu Print Preview Custom reports can be created when there are not any other similar reports in the different modules For example if you want to create some sort of list of people it would be better to modify one of the Member report styles rather than creating a custom report Always check to see if you could modify an existing or create a new report style before deciding on building a custom report 61 Reporting The Follow up Email custom report is an example of how a custom report can report on a wider range of information In this example it is reporting on both members and pre members combined and then emailing the information to follow up sponsors Zoom ojs em Page 4 gt mu gt 8 8 I3 Emil Cose EMATLTO joe adamsfichurch com Please follow up on the following individual Adam West Home Ph 111 222 4444 100 Cordova Drive Work Ph 111 222 3333 e mail adam west com Cordova TN
91. reen For example Age gt 13 There are too many possible special conditions to describe so you may want to contact technical support for assistance Security Number Tab The Security Number tab lets you configure how the security numbers are generated 19 Check In Station Configuration E Excellerate 4 0 3 C Projects excellerdev sample mdb Le hz Service Details ptions Room Assignments Security Number Report Advanced Options Determines how your security numbers are generated Station Code Must be different for each station Starting number 1 Ending number 999 Add random character Use Call Number if exists Y New Life Cell Church Station Code Used to generate unique security numbers Each station needs a different Station Code Starting Ending Security numbers are sequentially assigned beginning with the Starting number number and start over when they reach the Ending number Add random This option tells the check in station to add a random letter to the security code character which helps prevent someone from predicting a security number Use Call Number Labels will use the Call Number if a person has one assigned as the security for Security if number If not it will generate a security number exists Report Tab Check in Preview or print a quick check in report More detailed reports can be found in the Report E
92. ress so you don t need to enter the address for each family member Repeat Visitors If you decided to record new visitors in the Member module then repeat visitors can check in just like a regular member would using the Find button barcode etc If you decided to record new visitors in the Pre Member module then on their second visit they would check in using the visitor button again but this time their information will be moved to the Member module Once in the member module they can be issued barcode key tags assigned fingerprints etc so they can check in like a regular member in the future If the visitors whole family was in the Pre Member module the entire family would be moved to the Member module 33 Using the Check In System When a visitor is moved to the Member module they are automatically checked in If a family is moved to the Member module the family will be listed on the check in screen for you to select which members are checking in at that time just like a regular family check in When you use the Visitor button for a repeat visitor you don t necessarily have to enter all of the fields The check in system will find their previous record in the database and use that information If you want to provide new information during the second visit to fill in missing information you can Adding People to the Member Module from the Check in Station Most of the time you will want to add first time visi
93. ring Fingerprint Recognition esssssssssesseseeeeeeenee eene rnnt ener 83 Using the Fingerprint Reader cct tero metet eerte ett t t ee i dens 84 Removing FirgerprilTis uino doeet ete ere if epe eee esit tee ee tet Re e en aie 85 Scanner Programming Sheet c ccceeccecececeeeeeeeeeeeeeeeeeceaeeeeaaeseeaeecceeeeeeaeseeaaesseeeeseaeeeeaeseeeeeseeeee 86 Excellerate Check In How it Works Excellerate Check In How it Works The Excellerate Check In Station software streamlines your check in process automatically records attendance in the Excellerate database and helps increase security for your children s services Several check in stations can be set up and each can be configured differently Each station requires a computer running Windows and will typically have a label printer Barcode scanners touch screen displays and fingerprint scanners are optional The check in stations are typically used for checking in children for church services but can also be used to record attendance for volunteer workers or even other types of events The check in software is extremely configurable allowing you to customize the name badges and optionally print other types of labels and receipts A typical check in begins with the parent scanning their barcode key tag fingerprint or looking up their family using a touch screen Name badge and security receipts are instantly printed when someone checks in The name
94. rint to their corresponding record in the check in system You can use the child s fingerprint or the parent s Fingerprints can be configured to check in an individual or they can pull up the whole family on screen for you to select which members are checking in Assigning Fingerprints When assigning fingerprints the actual fingerprint image is never stored nor can it be retrieved from the system The software only records a mathematical representation of the key features of the fingerprint Fingerprints need to first be assigned to the actual person whose fingerprint it is then you can specify which family members should be listed when that finger is scanned So if you want to use a parent s fingerprint that parent must be in the database you assign their fingerprint to their record then you can select the children who will be checking in When scanning fingerprints the system needs to get three successful scans If you get a bad scan just try again until you get three good scans Try to touch the tip of your finger to the top of the scanner so the scanning window sees the middle of your fingerprint If you make a mistake or assign the wrong person simply re assign the correct person Example assigning a child s fingerprint First pull up the child in the check in system by searching for their name Highlight their record and hit the Assign button or use the F10 key Now you will scan the child s finger 3
95. rs can self check in by touch typing on the screen When an attendant is helping with check in they can use the touch screen or the normal keyboard There are several ways of checking in searching barcode or fingerprint When searching you can search for a family by entering the last four digits of their home phone or by entering a few letters of their last name and hit the Find button The screen will list all matching people You simply select the individuals who are checking in and hit the Check In Out button When using barcodes you can assign the barcodes to pull up an individual or the whole family When the barcodes pull up one person it will automatically do the check in This is the fastest way of checking in children you just scan each child s barcode When the barcode pulls up the family you must first select which family members are checking in and then hit the Check In Out button Fingerprint scanning can be used to check in one person or the family Again if it pulls up the whole family you must then select which family members are checking in New visitors can also be checked in and receive a badge and security receipt by using the Visitor button See Visitor Tracking for more details What Happens During Check In When a person is checked in several things happen Attendance is recorded in the main database for the individual A name badge is printed with a unique security number The badge w
96. rst name field ready for you to continue The other way to add a new family member is to add them as described in Adding Members above but this time select the family they belong to by using the Chang Family button All family members by default share the same address Any changes to the address will be applied to all family members To specify a different address for one of the family members you would use the split address feature See Member Addresses above 44 Excellerate Database If you ve made a mistake and assigned a member to the wrong family simply edit that member hit the family button and select a new family You can also remove a member from a family by selecting remove member from family after hitting the Change Family button Editing Member Information To edit a member record simply double click it press enter or use the edit button Once you ve made your changes save them with the save button or cancel your changes with the cancel button Deleting Members To delete a member use the X delete button from the member browse or edit the member and choose the Deleted status This will only mark the member as Deleted and not actually remove it from the system This is so that history can be kept on these members and so that you can recover the member if you deleted them by mistake To physically and permanently remove deleted members you use the Remove Deleted Members option in the Utility menu
97. rting VIEWS smile 55 AGVANGCOG VIEWS act E E A E A 55 hisp eer 57 Reports and Views 5 en co iet eoi e ette ED Et tots 57 Report Styles Adee wala de mee te t A cei ate bi ee ata e eda 58 Member Reporta 59 Gustom Reports en sade en itte dte Aet E ete is e eon t tes 60 Mall Merge xiii nte dia ERE qt te este bee fee ede 67 Utilities and Prefetrences ooi eiecit bee eei seieners 69 Change User Password tn ae Gla decided tee a in Det oa eee abun ex ue ec ees 69 Set Database Pass Wolters buie ed use tieu dn 69 Remove Members sonors tiet ted rei aede arce ne tenete etae teet tee tha edades 69 Re Index Compact Database e teen p ei o ep a t eed rt teh buts 70 Remove Old LOCKS 3 tdt pete t e t ta et tbe t de edt 70 Edit Flistory Fields 3 tet e E eter beet e P det td 70 Edit Required Fields 2 iet fette teen ee pee re dtt caida reb ede edd 70 Edit Recommended Fields et tete ette id 70 Create Update Picture Thumbnails essssssssseseseeeeeeene enne nennen nennen nnne nene 70 Flex Fields Flex TaDS x ott Pn erede Pa ete er e Prae a edd 71 Preferences dne dimi pei uitia aim di deed es ad aes 75 Users ard IDS vacia 79 Importing and Exporting 3 incen A d aes 81 AppendlX 5 A 83 Reordering Supplies itte n erem ti e fte ee d e te MEA eth od red cens 83 Using Wireless NetWork Sica dete tenete edente ee tei ns 83 Custom Welcome Screen te toe mte e ini a tete ie ce ien edd 83 Configu
98. saved view use the Edit saved view button Any changes to a saved view will be seen by all other users as well You may want to make temporary changes to a saved view maybe for a quick report To do this without affecting all other users you would first use the saved view Now that the view is your current view you would edit it like a new view that you just created If you decide to keep this view you can change the description and save it just as you would a new view To delete a saved view use the Delete saved view button 54 Views Importing and Exporting Views Since there could be a very wide variety of useful views that a church may desire Excellerate allows you to import and export views If our support team emails you a new view you will need to import it into your database First save the attachment to your c excellerate folder Then in Excellerate go to your View Manager F12 and use the Import view from file button The view will now be saved in your database and accessible to all users Advanced Views Advanced views are views in which the SQL statement has been customized beyond the basic capabilities of the view builder To create an advanced view you can start with the basic view builder screen then modify the SQL statement in the SQL window to meet your needs You should have a pretty good understanding of SQL before attempting to create or edit advanced views For views to be able to prompt the user for
99. stname Family etc Member Development Report The Member Development Report shows your members progress through the Member Steps and Classes It is useful in seeing how far along they ve come in their development process This report can be printed for the current member or the current view of members Member Counseling Meetings Report The Member Counseling Meetings Report lists details of your members counseling sessions or meetings These could be prior or future meetings You can specify a specific counselor if desired and the meeting date range to print This report uses report styles which can be modified to suit your needs Counselor s Report This report is very similar to the Member Counseling Meetings Report except that the member report is grouped by member and this report is grouped by counselor This is helpful for a senior pastor to review the meetings of his counselors Again this report can be modified Visitor Report The Visitor Report allows you to print a lists of visitors from both the member and pre member module This report allows you to select certain types of visitors such as those who you wish to follow up on from an information card alter visit etc This report can also be limited to a specific date range as well as a district zone etc Church Attendance Chart The Church Attendance Chart prints a chart showing the members and their church attendance history in a chart to easily spot
100. style to be used for items that are checked in with the child such as nursery items bottles bags etc The parent can be asked how many item tags are needed or automatically print Extra Label Style Identifies an extra label style to be printed with each check in 15 Check In Station Configuration Receipt Style Identifies the label style you want to use for the pick up receipt Adult Label Style Identifies an optional label you want to print for adults checking in Volunteers etc Visitor Label Style Identifies the label to use for visitors Printer Roll When used with the Dymo LabelWriter Twin you can assign each label to print on the left roll or the right roll For example the name badges can print on the left roll and the receipts can print on the right Options Tab The Options tab allows you to specify common configuration settings E Excellerate 4 0 2 C Excellerate sample mdb E Service Details Options Room Assignments Security Number Report Advanced Options pen Different Database Station Mode Online y Transfer Path 4 Use DYMO designer for printing Label Printer X Allow Check Out Record New Visitors No Y Show Verification Screen Define New Visitor Fields Prompt For Call Number Only show children Move visitors to member module on second visit Hide Visitor Button
101. tails Options Room Assignments Security Number Report Advanced Options Open Different Database Station Mode Offline y Transfer Path E 4 Use DYMO designer for printing Label Printer X Allow Check Out 7 Record New Visitors No Show Verification Screen N Define New Visitor Fields Prompt For Call Number Only show children Move visitors to member module y on second visit Hide Visitor Button Hide the Assign Button Select Color Theme New Life Church If you are using the Dymo printer use the Dymo Label Designer that is installed when you setup your Dymo printer to design your labels To use the Dymo designer make sure Use DYMO designer for printing is checked in the options tab If you are using a Zebra or other label printer you must use the built in label designer so make sure Use DYMO designer for printing is NOT checked Using the Dymo Label Designer To modify a label style hit the button next to the label you want to modify on the Service Details tab of the check in software 23 Check In Station Configuration File Edt View Format Insert Layout Adcress Book Help W design and Print Labels Labels Designer Address Book Label Objects Drag or doubbe cick 32 ac to label ddr iriwlgert tat bea for adcrecems n Text Tem bea dor patic et Drag or double click ta add to laba e SS DLxO Firstnam
102. the Member module we have the choice of excluding certain mail codes and we could limit the records to one per family instead of each family member You can also choose what format to export the data Text format would probably be preferable When you hit Create Mail Merge Database Excellerate will ask you for a filename then export your view to that file If you setup the path to your word processor in the program options screen your word processor can automatically be loaded for you See your word processor documentation on how to create a mail merge document but make sure you choose the file that you just created from excellerate for your data source 67 Utilities and Preferences Utilities and Preferences The following functions are available in the Utilities menu Change User Password Your users may want to change their passwords occasionally This can be done from the Utilities menu option You must know your current password in order to change it When entering a new password you must enter it twice to be sure you typed it correctly Set Database Password This option allows you to specify a password for the entire Excellerate database This password will protect your database from being opened from another program such as Microsoft Access unless that user knows the password When you set a database password Excellerate will still be able to open the database without prompting your users for the password Only when an
103. the attendance reports The following is an example of the new visitor screen Child Head Spouse OtChild Room Assignment 30 Using the Check In System To choose this method of recording visitors go to the Options tab Record New Visitors and choose either Pre Members or Members r Excellerate 4 0 2 C Projects excellerdev databasepete mdb e Service Details Dptions Room Assignments Security Number Report Advanced Options Open Different Database Station Mode Online Transfer Path lt Use DYMO designer for printing Label Printer X Allow Check Dut Record New Visitors ENEMIES Show Verification Screen Define New Visitor Fields Prompt For Call Number Only show children Move visitors to member module on second visit Hide Visitor Button Hide the Assign Button Select Color Theme New Life Church You can define which fields you want to appear in the new visitor form by using the Define New Visitor Fields button This will bring up the Visitor Fields Editor E Visitor Fields Editor Use this screen to define the fields to use for new visitors Y ou can also create HIDDEN fields to assian specific values Fields used for new visitors el Title First name
104. the screen for the field and positioning of the field You may enter the X Y W width H height values for the field or leave the X and Y blank Once the field has been added you can reposition within the screen later 73 Utilities and Preferences Indexed fields If the field is going to be some sort of ID or field the program will use for looking up the record it needs to be indexed You can choose ascending or descending The location of the field specifies where the field will appear within that screen For Member fields they can be placed in the main screen the Follow up tab or the Member step tab For the other modules you can only choose the main screen Display format allows you to choose how you want that field to appear If you wish you may add titles without fields or fields without titles Just leave the title or field blank The first flex field must have a title Adding Flex Tabs To add flex tabs hit the Add Tab button on the top portion of the Flex Fields Flex Tabs screen The flex tab screen will appear r Flex Tabs BSA Tab Name Module Link to the following database table SQL if tab will contain a list of records Generate default SOL Default column definitions contents of associated ini or new file Generate default Columns Specify a the name for the tab the module it should appear in and if this tab is going to list records from a new ta
105. then they will see all records when the program starts User Access To allow or disallow users from viewing or modifying different types of information within the program you assign them access codes Access codes provide different levels of access to different areas of the program For example to allow a user full access to member information give them a D for member access The D code allows deletions and updates The U code allows updates only and the R code allows read only A blank prevents access to that area of the program 79 Utilities and Preferences SUMMARY OF USER ACCESS AREAS Purging deleted members from system SUMMARY OF USER ACCESS CODES TYPE OF ACCESS ACCESS CODE Only allow seeing a G applies to financial area only members last giving date No access Blank The following options require Delete and Update access in the financial area change accounts reset or reverse update contributions end of period processing Remember to change the MANAGER password at some point This ID defaults to full access to the system for setting up users etc Here s an idea Consider setting up a STAFF User ID without a password which allows read only access to Members etc This allows staff members to log on quickly to access basic information such as phone numbers and addresses 80 Utilities and Preferences Importing and Exporting Importing When starting to use any new database progr
106. tors to the Pre Member module because you re not sure if they will be coming back and you don t want to fill up your Member module with a lot of people who are not coming to your church But there will be times when you want to add a person directly to the Member module You can use the GOADDMEMBER command to force adding a new person directly to the Member module To use this command just type GOADDMEMBER in the main search field and hit Find This will bring up the visitor form but will add them to the member module Visitor Check in for Offline Mode Stations configured for offline mode will be able to check in visitors but not store their information in the database An anonymous attendance record will be recorded but not the visitor s details New visitor details will need to be added into the main Excellerate database from some type of new visitor form collected during check in Volunteer Check In The check in system can also be used to track volunteer attendance There are two ways to track volunteer attendance You can track it exactly like the usual church attendance process in which case there s nothing else to configure When the volunteer checks in a church attendance record is recorded in the database You may not know specifically which team they served on but you know they served that day You can also track the specific teams they served on by setting up your teams in the database In this case when the volunteer
107. un is disabled on your computer you may need to run the setup exe program directly If you are downloading Excellerate from our website simply double click the checkin setup file you downloaded to begin the installation 12 Check In Station Configuration Check In Station Configuration Deciding which mode to use Online or Offline Online mode means the check in stations are connected to your network and are able to open your Excellerate database located on another computer Attendance is recorded in real time Offline mode means the check in stations are not connected to your network maybe they are located in a separate facility The stations will operate using a local offline copy of your Excellerate database and attendance can be stored on a portable USB drive and synchronized with the real database later Configuring Offline Mode To configure check in for offline mode you will be using a portable USB thumb drive to transfer data between your stations and the database on your main computer So go ahead and connect a USB drive to the first check in computer Check to see what drive letter that USB drive was assigned by going to your Start Menu then My Computer Look for the USB drive under Removable Storage and note the drive letter for example E Start up the check in station program by using the desktop icon If you see a message about database not found go to the options tab and change Station Mode to of
108. ur church has two divisions simply leave the other fields blank Members tab The Members tab allows you to rename the Member module to something else say Partners for example This will change all the screens menus etc to say Partners You also need to specify the singular version of the word Partner You can also specify the names for the fixed User definable fields See User Definable Fields below Classes and Organizations tab These tabs also allow you to rename the modules just like the Member and Groups tabs above as well as specifying the user definable fields User Definable Fields Although Excellerate is designed to track many aspects of your church members groups classes and organizations there may be items specific to your church that are not already included in the program This section allows you to specify your names for the user defined fields throughout the program You may want to know if a member has any pets for example and could designate the Members User1 field as Pets The user fields can be setup as regular text entry fields or picklists To specify that a user field is a picklist select the appropriate picklist type next to the user field For example F means forced picklists or that the user can only choose a value from the picklist O means optional picklist so the user can choose an item from the list or type in their own N means no picklist See Picklists under the Preferences menu opt
109. xcellerate program under Reports Check in Attendance Reports Advanced Tab The Advanced tab allows you to specify advanced configuration options 20 Check In Station Configuration Excellerate 4 1 12 C Projects excellerdev databasepete mdb lt Service Details Options Room Assignments Security Number Report Advanced Options Advanced Check In Options Define extra data fields for lables Special condition for verify screen Do NOT record attendance _ Touch Screen Button Size 0 Use Pre Printed Barcodes Y List Font Size 0 int label It visi F caes farradk vistors Dont print for children over age 0 Auto shutdown after 4 hours Admin mode Service amp team picklists Prompt volunteers for services and teams Fingerprint Options Use Fingerpint Reader Fingerprint Server localhost Global Settings l Import Settings Export Settings Make desktop shortcut from global settings file New Life Church Define extra data fields Specify extra data fields needed for your labels These must be fields from the Member table see built in help under data dictionary You can also use your own Flex Fields if they have been created in Excellerate first Special condition for verify screen If you only want the verify screen to appear in certain cases say a person is certain age you can specify a condition If that condition results in anyt

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