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CMS Attendance for Windows - Church Management Solutions

1. Description SSS 3 Enter a Group Code and Description for the group 4 Click OK ALT O to create the new group and view the Groups window Cancel ALT C to return to the Groups window without adding a group 5 Use the Groups Window Field Definitions chart on page 77 to complete the remaining fields on the Groups window 6 Refer to Defining Individuals for a Group on page 79 to assemble a list of individuals for the group 7 Refer to Setting Preferences for Group Attendance Entry on page 84 to assign a default attendance code and a right click value for entering attendance 78 e Groups CMS Attendance for Windows Defining Individuals for a Group There are two methods that you may use to define a list of individuals within a group e Define groups using selections when you can make a general statement or statements to describe a group You can define groups by participation status membership status activities classes Sunday School status grade levels or gender For example all persons with any member status except transferred or moved may comprise the Worship Service group In an other case the first grade Sunday School class can be defined by choosing those assigned to the first grade grade level This method is also used to maintain the group Persons added to CMS who meet the group s selection criteria will be added to the group See Group Maintenance on page 83 e Use the define b
2. Number of Times of Attendance Summary Graphs Attendance Tables b Membership Status Visitor Request Cards Participation Status User Defined Reports Ctrl U Titles Choose an item from the Menu Bar a es A CMS Attendance for Windows Basic Navigation e 13 VCR Direction Buttons Delete Household Person Garbage Can Button 14 e Basic Navigation Toolbar A toolbar displays at the top of the Household window and person windows It allows easy access to commonly used functions To choose a function click on the icon button Household and Person Window Toolbar VCR Direction Buttons Quick Label Browse Contributions Delete Household Print Screen Membership The VCR direction buttons allow direct access to the first and last household and person records and the ability to scroll through each record one at a time 1 To view the first household person record alphabetically click the ci first record direction button 2 To view the last household person record alphabetically click the pt last record direction button 3 To view the next household person record click the e next alphabetically listed direction button 4 To view the previous household person record alphabetically click the a previously alphabetically listed direction button nd The Delete Household Person button is used to delete the currently displayed household or person record Use caution when
3. OK ALT O to finalize selections and return to the Move Prior Attendance dialog Cancel ALT C to return to the Move Prior Attendance dialog without saving the selections Enter Edit Attendance e 97 7 Click Process ALT D to move the attendance records for the persons selected Cancel ALT C to return to the main menu without moving attendance records Delete Prior Attendance This process will remove attendance information for the selected group s between and including the dates entered If you wish to retain attendance for consecutive absence selection or reporting enter a thru date to not include attendance for the dates you want to check 1 From the Process menu choose Delete Prior Attendance The Backup Confirmation dialog will display 2 Backup your records before continuing If you do not have a current backup of data click Backup to begin the backup procedures Refer to Backup on page 157 for data backup instructions If you already have a current backup click Continue to display the Delete Prior Attendance dialog Delete Prior Attendance This process will remove attendance information for the selected groupa between and including the dates entered below iF you wish to retain attendance for consecutive absence selection of repoting enter a thru date to not include attendance for the dates you want to check Delete Attendance for Dates From Cw 3 At the Delete Prior Atte
4. 2 The selection code dialog will display SAMPLE Selection Code Listing Select Member Status Select Member Status Available Codes Selected Codes Description Received by affirmation o Received through Baptist Received through Contirn Transferred fram different Inactive Transferred to same dent Non member participant Other Prospective member Released affiliation not k Ay B C D hel N O F R 5 3 The dialog will list the Member Participation or Group codes Only people or batches associated with the selected codes will print on the report Codes which have not been selected will display in bold under Available Codes Codes which have been selected will display in bold under Selected Codes Use the buttons located between the columns to add and remove the codes See Selection Dialog Box Command Buttons on page 19 for instructions on using the add and remove buttons 4 Click OK ALT O to finalize selections Cancel ALT C to return to the report selection dialog without saving the selections Include Persons to be Removed Include Persons to be Removed The Include Persons to be Removed option is available on some reports You may or may not wish to include on the report persons or households marked for removal This is applicable only if you are also using CMS Membership for Windows 122 e Attendance Standard Reports CMS Attendance for Windows Click on the Include Persons to be
5. CMS Attendance for Windows Summary Graphs e 141 Viewing the Periodic Attendance Summary Graph 1 Select Periodic Attendance Summary from the cascading menu The Periodic Summary Graph Selections dialog will display Period Summary Graph Selections Summarize gt Weekly lt gt Monthly Attendance Dates for Graph lt gt Quarterly From Li lt gt Yearly Thu 2 The Groups selection button allows you to choose the attendance groups to be graphed All groups is the default selection Click the Groups selection button if you wish to generate a graph for specific groups The Select Group Code dialog displays Codes which have not been selected will display in bold under Available Codes Codes which have been selected will display in bold under Selected Codes Use the buttons located between the columns to add and remove the codes See Selection Dialog Box Command Buttons on page 19 for instructions on using the add and remove buttons 3 Enter the from and thru attendance dates for the graph 4 Select an option button for the period you wish to summarize Weekly Monthly Quarterly or Yearly NOTE For best results select one group at a time and choose maximum date ranges Weekly 13 weeks Monthly 9 months Quarterly 4 quarters or Yearly 5 years 142 e Summary Graphs CMS Attendance for Windows 5 Click Graph to display the graph Cancel ALT C to close the dialog The Periodic The Periodic Atte
6. CMS Attendance for Windows earch Type 5 ord of os ebect one from the Bt Thren rhor Ghom T npir s lahk Merire Lact Lash Col illu Griet a bopir diem cknnac An Tr e Magntensnce Hert Year Ciel O Hini Pee Podge Mamle Pledges Field Deulin irileal F 2 Enter a word or select one from the list Then click Show Topics 3 The corresponding topics will be listed on the bottom of the dialog Select a topic then click Go To The Help topic will display Online Help Use the Help buttons to search for information by topic access the live Table Command Buttons of Contents move forward and backward through the document and view glossary terms Click the Contents button ALT C to return to the Table of Contents list Click on any topic line to quickly jump to its supporting text Use the scroll bar or the PAGE UP and PAGE DOWN keys to view the entire list Click on the Search button ALT S to view the topics available for automated searching At the Search dialog box enter a word or select one from the list Click Show Topics to display all corresponding topics Select a topic then click Go To to view the information for that topic Refer to Search on page 26 Click the Back button ALT B to return to the previous help screen This is different from the lt lt backward button which only backs up within the same chapter If you have been using Search or a hypertext jump to view information located in d
7. Choose a command button by moving the mouse pointer within the command button and clicking the left mouse button On some command buttons such as Name Range and Member Status the name is followed by an ellipsis This means that the command button will open another dialog rather than immediately begin an action Command buttons are listed below in alphabetical order Command Location Function Button Found on the Main Household window Displays a new blank Person Summary for entry of a new person Found on the Main Household window and all person windows this Household Displays a new blank Person Summary window for entry of a new person Found on the Backup Confirmation dialog box Exits CMS for Windows and accesses the Backup dialog box B Backup Found on Various dialog boxes x Cancel Exits the dialog ignoring any new selections and leaving the previous selections unchanged CMS Attendance for Windows Basic Navigation e 17 18 e Basic Navigation Define Delete T ot Ix a 5 BEN E lait Mery Mew Household Preferences He Found on Various dialog boxes Close the current windows Changes to the current window are automatically saved Found on the Backup Confirmation dialog box Continues the selected process without making a new backup Found on the Groups dialog box Allows definition of a new attendance group Found on the Main Household
8. akewood akewood e 3 az D Tr akewood akewood pez nnie 231 Fairmeadow Lane akewood opez ryan 231 Fairmeadow Lane akewood pez 231 Fairmeadow Lane akewood nneth 231 Fairrmeadow Lane om 2 Oo Oo Alg D on Oo a pez o 231 Fairrmeadow Lane D D akewood pez CI 3 3 T o ii akewood opez artin 231 Fairmeadow Lane Craig 2301 Greenbriar Dr Lakewood Lo 3 From the browse list select anywhere on the line to look up and click OK or double click on the line The Person Summary window will display with the selected person s data CMS Attendance for Windows Household Maintenance e 49 Speed Update Household Speed Update will save you time when you need to update the Country Group Code or Title for several families at a time Running Speed I Update Household Choose Speed Update from the People menu Select Household from the cascading menu The Backup Confirmation dialog will display If you do not have a current backup of data click Backup to begin the backup procedures Refer to Backup on page 157 for data backup instructions If you already have a current backup click Continue to display the Speed Update dialog box The Speed Update Household Dialog Box 50 e Household Maintenance amp Speed Update House Fields ST Value SS Select Names 0 00 Click the Fields drop down list button From the selections choose C
9. 2001 Greenbriar Dr Non member spouse or child of mem Lakewood MN 55677 5567 Number of persons selected for Worship Service 31 Attendance Totals Present 339 Absent 6d e Prints a list of people who have attended the specified range of times during the entered range of dates CMS Attendance for Windows Attendance Standard Report Samples e 137 Visitor Request Cards Sample Faith United Congregation Welcome to our family Please tell us who you are Date Name Address City State Zip Phone LJ am a visitor LJ Please call me LJ Send Memb Info LJ Please visit me e Prints a one up card in a 3 x 5 format e Intended for Avery 5388 Laser cards e May be copied to make 3 down cards 138 e Attendance Standard Report Samples CMS Attendance for Windows 11 15 95 10 16 9 Status Nec CHO vez NAS 11 15 95 Status azz CMS Attendance for Windows Attendance Status Description Fresent First Service Sunday Moming Present Second Service Sunday Morning Absent Absent Present Present Membership Status Description Blank Affiliate or associate member Member by Baptism Member by Confirmation Member transferred fr another cong Friends pastors others for labels Member Inactive Does not part cont Non member spouse or child of mem Other Prospect Ready to join Prospect Not ready to join Transferred or moved Unknown Status being researched Visitor or occasional contributor Decea
10. Attendance Code Field Definitions 20 0 0 sesecssssseeeeceeeeeeeeeeeeeeaaaaeesseseeeeeeeeees 33 SSS OCS isese p eir o EEE r ESEE EEA EEEn Eei 33 Membership Status Participation Status and Titles 2 0 0 0 cccccccccccscsssssssesseeeeeeeeeeeeeees 34 PGS COC S E A T P E E E A E E A A ETE 34 Code Table Field Definitions serisine ninnan EEA EENE E 36 Pd VN a E E E E E 37 Household Maintenance 39 Household Maintenance Overview ccccccccccccccccececeeeseeseseseeseeecceeeeeeeeeeeauaasssssseeeeeeeeees 39 Displaying the Household WMdoWseriisisisenienn nrn R EEEa 40 The Household WInNdowW concession Siacidansuseenamavimes amino aE EE 41 Enterine Household Data eserinin e a ae a aek 4 Household Window Field Definition Chart cccccccccecceeeeeeeeeeeeeeeeeeeeseeees 42 Deleting a Household sssini ainaani 45 Finding Existing Households ccccscsssseeececceeeececceaeeeessesseeeeeceeeeeeeeeeeeaaaassssssseeeeeeeeees 46 Find Pield DEMOS sssini a aeei EEEE ENS EREEREER 47 Browsing for a Household nnnnnnensneesssssssseeeeenrsssssssssssssserrereesssssssssssssserereeeessssssssssees 48 ii e Contents CMS Attendance for Windows Speed Upda lt HOUSE NG Ig reiri a ste ian aeons pee dade usa eluded detest oc 50 Running Speed Update Household ccc eecssssseeeeeceeeeeeeeeeaeaeeeseseeeeeeeeeees 50 Person Summary Maintenance 53 Person SUMMATLY OVELVICW ecssseececcccceccecccaaneesssssseeeecece
11. Cancel ALT C to return to the report selection dialog without saving the changes 4 At the report selection dialog click Print ALT P to print Cancel ALT C to cancel the report request CMS Attendance for Windows Attendance Standard Reports e 117 SAMPLE Report Attendance Detail Attendance Detail 11 1 95 Attendance Detail For attendance dates fram drO thru IVING Date Attendance Date Attendance Date Attendance Date Attendance Bible Study Group 1 E 1 Allen Jerome 7540 Lakewood Ave HE Apifinneapols MH 35677 5567 612 456 2378 WS Present 206695 Absent 318193 Present Hashes af ies oll cet 1 Frere 2 Damek Paul 2052 Circle Drive Lakewood MH 55677 5567 WHS Fresent 218953 Fresent 318 953 Fresent Masher af ies oll Boe Fresen 3 Heller John 4578 Raleigh veme Horthtoan MH 55367 5556 1111195 Present 2f8 95 Present 38195 Absent AE af ie ll Eco 1 reser z Mumber of persons whe have attendance in Bible Sudy Group J 3 Mja 108 gt cacal 51 eje close 4330f433 Total 433 100 5 When the report displays use the tools on the speed bar to scroll through the report view the entire page or to print the report Displays the first page of the report Displays the previous page of the report Displays the next page of the report Displays the last page of the report Reduces or enlarges the screen Click successively to view full page page width or close up view 118 e Attenda
12. Manual Contacting Customer Support Your CMS Attendance for Windows User s Guide has been designed to help you take full advantage of the features and versatility of the software Within each category of information are detailed explanations of features and their intended functions outcomes as applied to the practice of sound church management Graphic replications of screens as they appear in the program have been used to provide visual reinforcement for most features As an added benefit you will also find a number of quick reference tables throughout the manual that provide organized reminders for maintenance tasks with multiple choice options or selections In most cases these may be easily copied and posted as convenient reference guides when needed In addition to the information in the manual there are a variety of help screens available from virtually any location in the program To get help on a specific field within a window just position the cursor at the field and press the F1 function key You will find an explanation of that particular field along with additional and related reference information To fully understand the features and benefits of CMS Attendance for Windows we suggest that you take the time to browse this manual before using the software A basic understanding of Attendance s features and functions will help you decide which ones are necessary for your congregation We also suggest that you read the Getti
13. See Organizing Membership Entry Tasks in the CMS Membership for Windows User s Guide for more information Then see Entering Attendance Options in this chapter to enter the specific information necessary to run CMS Attendance for Windows e Ifyou are already using CMS Membership for Windows your household and person information will already be in place To enter the specific information necessary to run CMS Attendance for Windows see Entering Attendance Options in this chapter e If you are using CMS Attendance for Windows separately follow Entering Attendance Options and Entering Household and Person Information Both of these sections are in this chapter CMS Attendance for Windows Organizing Attendance Data Entry Tasks e 5 Remember you can enter basic household and person information from any module and you can enter or update household and person information as you are entering attendance Before you begin we suggest that you review the Taking a Quick Tour chapter of the CMS Attendance for Windows Getting Started Manual Entering Attendance Options Before beginning you must gather information for the following areas gt Attendance Codes Define the different codes Attendance Codes are used to assign a Present and Absent status to individuals Refer to Maintaining Attendance Codes on page 31 gt Groups Determine which groups need to be defined Groups are lists of individuals who partic
14. The system will output the file to the indicated drive 3 Click Output File ALT O to start the process to output the ASCII data file to the destination Print File ALT P to print a report of the data that will be in the data file Please note the format of the report does not correspond to the format of the data file The report has reformatted for printing in a readable format Close ALT L to abort the process and return to the main menu Example of Records in Merge File Allen Jerome and Judy Allen 7540 Lakewood Ave NE Apts 302 Minneapolis MN S5677 556 1 m eL AS56 2373 Jerome Judy Allen BLOWN Die amp Mrs James Brown 17 2 Windsor Drive TT a MinekewoOoC s MIN 2007 IEA OT yy COLA 67 3109 dJames Marge Brown s Daniels Peau Danials TOD Cire Ve Drivers Pou BOX 561 Gakewood MN 5567725567 7 612 S67 C925 Paul 2 CMS Attendance for Windows Merge File e 149 Password Maintenance Password Maintenance Overview You can define passwords that allow access to your CMS system Passwords can be defined to allow separate access to the Membership Contribution and or Attendance modules of CMS In addition a password can be defined to allow or deny access to different functions within each module You can define as many passwords as you need In this chapter we will cover e Defining a New Password e Assigning Password A
15. Examples include name and address text boxes Enter information by moving the mouse pointer into the text box and clicking the mouse button If the text box is empty an I beam cursor will display and you can begin typing If the box contains information click the mouse again to position the cursor for text entry Option Drop Down Buttons List Box Label Selections OE Label Forma very 5161 Laser Labels l Res So Command y lection amp Alpha Buttons nii Zip Code Print Additional info O Country Command Participation Status AI O Message CARRIER ROUTE SORT _ ROUTE SORT Buttons J Envelope Number C Membership Statu D Additional y Ci Phone Mumbar Cirera C Group Code CO Carrier Route Include Persons to be Remg O Titles ET errr Check Boxes Text Box Check Boxes Check Boxes are used to select an option The options under Print Additional Info on the Label Selections dialog are examples of check boxes Check Box Envelope Murniber Select a check box by moving the mouse pointer to the box then click the left mouse button A check mark will display in the box To remove the check click on the mouse again Option Buttons Option buttons are used to select only one option from a group of choices Option buttons are sometimes called radio buttons because like the push buttons on a car radio when one option button is pushed the others are released So gt Aloha Option Buttons lt gt Carrier
16. Removed check box to include persons marked for removal on the report A check mark will display To remove the check click the check box again Sort by Option Sothy gt Person Name lt gt Household lt gt Household Group Code The Sort by option buttons on the Attendance Pattern or Consecutive Absences report allow the report to be sorted by Person Name Household or Household Group Code Click on the sort option to make the selection The selected option will display a black circle within the diamond One and only one sort option can be selected CMS Attendance for Windows Attendance Standard Reports e 123 Attendance Standard Report Samples Sample Reports The following report samples are in this chapter CMS Attendance for Windows Attendance Detail Attendance Pattern Consecutive Absences First Time Attendees Group Attendance Summary Group Checklist Group Directory Group List and Definition Group Meeting Dates Group Head Counts Periodic Attendance Summary Number of Times of Attendance Visitor Request Cards Tables Attendance Standard Report Samples e 125 Attendance Detail Sample 10 16 95 Attendance Detail Page 7 For attendance dates from 2 1 95 thru 4 1 95 Date Attendance Date Attendance Date Aliendance Date Attendance Lopez Martin 231 Fairmeadow Lane Lakewood MN 55678 5567 612 435 0987 2 5 95 Second Service Sunda 2 12 95 Absent 2 19 95 Sccond Service Sunda 2 26 95 First Serv
17. Route lt gt Zip Code Select an option button by moving the mouse pointer to the option button then click the mouse button The choice is marked with a black dot while the black dot is removed from the previous choice CMS Attendance for Windows Basic Navigation e 21 Drop Down List Button Drop down list buttons are often used when there is insufficient room in the dialog to display all of your choices The current selection is displayed in the drop down list box Label Forma Drop Down List Box gow 5161 Laser Labels a Arrow 10 Envelope Avery 4013 Continuous Labe Avery 4030 Continuous Labe Drop Down Avery 5160 Laser Labels List is open to show Avery 5161 Laser Labels a list of choices wr op Click on the arrow in the list box to open the drop down list and display the choices To select an item click on it with the mouse If all the choices are not in view scroll bars are provided Look up Tables _ 4 Look up Tables are slightly different than drop down list boxes Look up Tables open a dialog box rather than a list from which you can make a selection In some cases scroll buttons are provided so that you can select a code by scrolling through the abbreviations Only the current selection is displayed in the box Click on the button in the box or enter CTRL Spacebar on the keyboard to open a dialog with a list of choices Group Code sy J6 First Grade Sunday School aN Code Description L a ook
18. Summary and Attendance Detail windows See Selection Dialog Box Command Buttons on page 19 for detailed instructions on adding and removing items from the look up table dialogs You can use password security to restrict maintenance access to code tables See Password Maintenance on page 150 for detailed instructions The Add command button is used to add a new item to the list oA Click the Add command button to add a new code to the bottom Add of the list To position the code elsewhere in the list position the cursor in the list before clicking the Add button The Delete command button is used to delete an item from the list Place the cursor anywhere in the line to delete and click the Delete Delete command button A message will dialog display Click Yes to complete the deletion or No to cancel the command The tabs on the person windows access windows containing Summary and Detail information for the person Click one of the tabs choose the command from the People menu or press the appropriate Shortcut key see Keyboard Shortcuts on page 24 to display the window associated with the tab Two tabs are used to display person record windows The tab for the window you are viewing is placed in the forefront Person Window Shortcut Key Tabs Function F4 Summar y Displays the Person Summary window F2 Displays the Person Detail window CMS Attendance for Windows Text Boxes Text Boxes are used to type information
19. Thu 2 Select the group you wish to graph by clicking the up or down arrows in the group code box until the appropriate group is selected Or click the group code look up button and select a group from the Groups dialog box 3 Enter the from and thru attendance dates for the graph 4 Click Graph to display the graph Cancel ALT C to close the dialog CMS Attendance for Windows Summary Graphs e 145 The Head Count The Head Count Summary Graph displays a bar graph showing head counts by Summary Graph Attendance Code for the dates selected Head Count Summary Group Code WOR Description Worship Service From 1 1 95 Thru 10 30 95 Head Count Summa 0 1 41 05 11595 12905 21205 2RD 3125 ZIRS 4 5 05 1 2205 3 5 05 21905 Z505 31955 Date end Bed O O O From the Head Count Summary graph click Close ALT L to close the graph Print Graph to print the graph 146 e Summary Graphs CMS Attendance for Windows User Defined Reports The powerful Crystal Reports report generator is an optional feature of CMS for Windows and is purchased separately With Crystal Reports you can develop specific reports from the large base of information stored within CMS Attendance From simple modifications to existing reports to creating entirely new reports you ll find Crystal Reports powerful and easy to use For more information contact Church Management Solutions CMS Attendance for Windows User Defined Reports e
20. Up Abbreviation Table Button Built In Calendar Click the right mouse button on any date entry field to display the Calendar dialog box Select a date for automatic entry into the data entry field 22 e Basic Navigation CMS Attendance for Windows Today s Date September 1 1997 Cooman fol 1993 OeteSier iene boaray Click the previous month or next month button to change the displayed month Click the previous year or next year button to change the displayed year Click the today button to highlight today s date Once the date is highlighted click the Select command button to select the date and automatically insert it into the data entry field Data Entry 1 Use the mouse TAB key or Enter key to advance the cursor to the appropriate field Notice that once selected the field is highlighted 2 If you start to type text into the field while it is highlighted any existing text will be replaced with the new text Click on the field a second time to get a text I beam Use the arrow keys to position the cursor within the text then add and delete as necessary The Undo Changes command button erases a new entry in case of an error CMS Attendance for Windows Basic Navigation e 23 24 e Basic Navigation Keyboard Shortcuts The keyboard can be used instead of the mouse to execute a menu selection or a command button ALT Key CTRL Key Function Keys Each menu heading has an underlined letter To select
21. Yes to continue 8 When the update process is complete the Process Complete dialog will display Click OK to return to the main menu bar CMS Attendance for Windows Household Maintenance e 51 Person Summary Maintenance Person Summary Overview In the Person Summary window you can view and enter summary data for the person This includes name title mailing relationship member status and participation status It also displays a list of the attendance groups for the person and the date of last attendance for each group Groups represent specific activities or services set up for separate attendance tracking To add or delete groups see Groups on page 73 You can add or delete groups for a person from this window Also included in this chapter are instructions for Speed Update Speed Update will save you time when you need to update the Member Status Member Title or Participation Status for several people at a time CMS Attendance for Windows shares the household and person database with CMS Membership for Windows and CMS Contributions for Windows If you have purchased more than one application use CMS Membership to build your household and person databases See Organizing Attendance Data Entry Tasks on page 5 for more information Use CMS Attendance Person Maintenance if you are using CMS Attendance separately or if you wish to add or change person information as you are working within the CMS Attendance module House
22. allow or deny access to the Access Attendance module Contribution You can allow or deny access to the Access Contribution module Membership You can allow or deny access to the Access Membership module Backup Access You can allow or deny access to the Backup Restore Access data command You can allow or deny access to the Restore data command Password You can allow or deny access to Password Access Maintenance You must allow at least one password to have access to Password Maintenance CMS will not allow you to change or delete the only password with Password Maintenance access Upgrade You can allow or deny access to the upgrade Access menu selection The upgrade selection is used to install system upgrades to your CMS for Windows system CMS Attendance for Windows 3 Youcan use the Advanced buttons to select which functions can be accessed within each module The appropriate Advanced button is activated when yes is selected for access to Attendance Contribution or Membership Click the Yes option button under Membership Access then click the adjacent Advanced button to view the Advance Access dialog AGA ncod 2orc9s Bie imal Det Pa Meee la iu k ani iar ah a a bs i n i ndi Hi hi Hin et ii sli iro ir Hi a il Hi ti lasa arm Fiy Hi Hin er Pichu mal ire Pu m sbh is Bi ou a l oal Bi ma Eih an 4 The Advance Access dialog lists each item you can define access to and the ac
23. available contact Church Management Solutions for help Click on the appropriate format Quick Label Printe HP LaserJet Series II LPT1 Print Additional Info Ll Country O Message Envelope Number Ll Membership Status C Phone Number C untieted Group Code JEROME AND JUDY ALLEN C Cartier Route 2424 WEST PAREW AY TAMPA FL 13322 6 Select the appropriate print options listed under Print Additional Info Refer to Print Additional Information on page 104 7 Click Print ALT P to print the label Cancel ALT C to exit the Quick Label dialog box Printing Labels for Mailings Use the Labels selection from the Reports menu to print envelopes name tags or mailing labels for multiple households or persons The selection criteria available prints the labels based on selected name range Membership Status Participation Status group assignment or consecutive absence periods Be sure your printer is on line and ready 1 Put the label form or envelope in the printer paper feeder 2 Choose Labels from the Reports menu The Label Selections dialog displays 102 e Labels CMS Attendance for Windows CMS Attendance for Windows Label Selections Print to HP Laserlet Series Il LPT1 Selection Name Range CAI Member Status CAM Participation Status CAI 7 Ae ET aE Dates for Consecutive Absence C Message From LJ Envelope Number Thru LI Membership Status Mbr
24. bar Person Summary Maintenance e 67 Person Attendance Maintenance Person Attendance Overview The Attendance Detail window is used to view or maintain individual attendance records If you wish to enter attendance for an entire group refer to Enter Edit Attendance on page 87 In this chapter we will cover e Viewing Attendance Records e Adding Removing Attendance Viewing Attendance Records Displaying the Display the Attendance Detail window from the Attendance Summary window Attendance Detail 1 At the main menu select Household Persons from the People menu Window 2 Display the appropriate person record For Find instructions refer to Finding Existing Persons on page 61 3 From any person window display the Attendance Detail window in one of the following ways e click the Detail tab at any person window e press the F2 function key at any person window CMS Attendance for Windows Person Attendance Maintenance e 69 The Attendance If necessary use the scroll bar to view the complete list of attendance Detail Window information CHS for Windows Attendance Detail File Edit CHS People Record Process Repons Options Help Allen 7540 Lakewood Ave NE Apt 30 612 456 2376 Mem Status D Member transfered franc Particip Status Blank Bible Study Group 1 Bible Study Group 1 Bible Study Group 1 Worship Service Worship service Worship Service Worship Service Worship Service Wo
25. deleting a record as it erases all information associated with the household or person including membership data in the CMS Membership for Windows or CMS Contributions for Windows modules For more information see Deleting a Household on page 45 and Deleting a Person on page 60 CMS Attendance for Windows Quick Label Button Print Screen Button Browse Button Membership Button The Quick Label button prints a mailing label for the selected household or person Several label formats are available for you to choose from For more information see Printing a Quick Label on page 101 The Print Screen button will generate a screen print of the displayed Household window or any of the person windows Printouts can be used as guides for entering information for other households or persons To print a record 1 Check to be sure your printer is ready with the paper in the printer 2 Use the Find function or the direction buttons to display the Household or person window 3 Click the Print Screen button located at the top of the window 4 Click OK when the Print File dialog displays A Printer Spooler window will display while the window is printing If you wish you can CANCEL abort the print request If you need to locate a household or person from information other than the name or envelope number use the browse function For example if you know only a social security number you could create a browse list by soci
26. drive A The disk will be ovensvrithen with new information Continue Insert a diskette into the appropriate disk drive Click Yes to begin the backup process Any files on the disk will be overwritten with new information If the backup files are too large to fit on a single diskette you will be prompted to insert additional diskettes until the backup process is complete Backup and Restore e 157 Restore 1 Choose Restore from the File menu A dialog will advise you that you will exit CMS in order to restore Click Yes to exit CMS The Restore Process dialog will display Aestom Proress bho mma ax ved oneal CHIA g data om pou eouli Dan ynu oan pimi mirdi ln mi mil OE 2 A Restore Process warning states that the restore process will overwrite existing data on your computer Click Yes to proceed The Restore dialog will display Hestore Click the appropriate option button to backup to the A or B drive Click OK The Insert Diskette Dialog displays Insert Diskette Insert LAST disk in drive A Tour data will be overwritten with backed up information Continue 158 e Backup and Restore CMS Attendance for Windows 5 Insert a diskette into the appropriate disk drive If the backup files were written on more that one diskette insert the LAST DISK FIRST Click Yes to begin the restore process You will be prompted to insert additional diskettes in reverse order until the ba
27. e 31 Choose Attendance Codes from the Options menu The Attendance dialog box displays Attendance Attendance Status Description 1st Serv Present First Serice Sunday Morning nd ser Present second Service Sunday Absent Present Absent resent te bsent p lefe resent Adding Codes 1 Click the Add button The Add Attendance dialog box will display 2 Enter the abbreviation for the attendance code in the Attendance box and the description for the attendance code in the Description box NOTE Keep in mind that the Attendance Pattern report and the calculated table on the groups window will only print or display the first character of an attendance code It is recommended the first letter or number of the attendance code be unique Add Attendance Attendance Description L T 32 e Setting Attendance Options CMS Attendance for Windows 3 Click OK ALT O to complete the addition and return to the Attendance dialog Cancel ALT C to cancel the entry Attendance Code Don t forget that CMS provides online help on the window Press the F1 Field Definitions ctor key Description Definition Char acters up to 10 Enter an abbreviation for the alpha numeric attendance code i e absent present Ist Serv 2nd Serv Status Status is either absent or present Choose the proper Status drop status for the code down list button Description up to 35 alpha Enter the
28. number are unknown Browse can search based on any household information field 1 To display the Browse dialog choose Browse from the Record menu or click the Browse button Browse HOUSE Address HOUSE Address HOUSE Carrier Route HOUSE City HOUSE Country HOUSE Group Code HOUSE Label Name HOUSE Phone Nur HOUSE Phone Number HOUSE State HOUSE Surname HOUSE Title HOUSE Unlisted 2 Use the scroll bar to find the specific field on which to browse Notice that the household fields are prefixed by HOUSE and the person fields are prefixed by PERSON If you select a field with the HOUSE prefix you will locate a household record If you select a field with the PERSON prefix you will locate a person record Select the field to browse and click OK or double click on the field The Browse List dialog will display 48 e Household Maintenance CMS Attendance for Windows Example Browse List HOUSE City Field Browse List Address Lakewood rown ames 172 Windsor Drive Marge 172 Windsor Orive rown Tim 172 Windsor Drive akewood aul 2052 Circle Drive rey 2340 Juniper Apt 2013 aura 2340 Juniper Apt 2013 i 2340 Juniper Apt 2013 haron 2340 Juniper Apt 2013 2001 Greenbriar Dr erri 2001 Greenbriar Dr nthony 231 Fairmeadow Lane i E OO an nels oo an l paki akewood nnisan L m akewood ennison akewood nnisan D E i a a cI akewood ennisor rdner tcomb Gard pez
29. on the Household window or any of the person windows Codes can be added or deleted from the look up table 1 Choose Membership Status Participation Status or Titles from the Options menu A different dialog will display for each choice 34 e Setting Attendance Options CMS Attendance for Windows SAMPLE Code Table Membership Status Membership Status Blank Affiliate or associate member B Member by Baptism Member by Confirmation Do Member transferred fr another cong Friends pastors others for labels D D a as Member Inactwe Does not partfcont Non member spouse or child of mem 0 Other Poo Frospect Ready to join a Prospect Mot ready to join Transferred or moved 2 Click the Add button An Add dialog will display ar g oo I ony T 5 Add Membership Status 3 x Status Description L ooo y elp X H 3 Type the code status and the description in the fields provided Refer to Code Table Field Definitions on page 36 for further information Note on line help provides data entry instructions for each field Position the cursor in the field and press the F1 function key 4 Click OK ALT O to complete the addition and return to the Code Table dialog Cancel ALT C to cancel the entry 5 Repeat the above to add additional items CMS Attendance for Windows Setting Attendance Options e 35 6 Click Close ALT I to close
30. starting another activity Mouse Actions Unless otherwise specified or if you have used the Windows Control Panel to swap the functions of the mouse buttons use the left mouse button to click and double click Click Press and release the left mouse button Double Click Press and release the left mouse button twice rapidly Right Click On a date field press and release the right mouse button to view and select from the built in calendar 12 e Basic Navigation CMS Attendance for Windows Menus The Menu Bar lists the available menus When you click on a menu heading the menu will drop down to show a list of menu items To choose from the menu click on a menu option or use the keyboard shortcut command For more information on keyboard shortcuts refer to Keyboard Shortcuts on page 24 Main Menu Bar File CHS People Process Reports Options Help Cascading Menus In some cases selecting a menu item will cause a cascading menu to appear Click on an option in the cascading menu to initiate an action CMS for Windows ATTENDANCE gt File CMS People Process MGXMEM Options Help Tl Attendance Detail Attendance Pattern Consecutive Absences First Time Attendees Menu i W Group Attendance Summary i i Group Checklist Group Directory Group List and Definition ANE Group Meeting Dates Cascading Group Head Counts meny Quick Label Ctrl Q Periodic Attendance Summary
31. the Code Table dialog and return to the main menu bar CMS automatically saves your entries when you close the code table dialog Code Table Field Don t forget that CMS provides online help on the window Press the F1 Definitions ct1on key Code Char acters Member 1 alpha ship Status numeric Partici 1 alpha pation numeric Status Titles 1 numeric To Change a Code Description Char acters up to 35 alpha numeric up to 35 alpha numeric up to 10 alpha numeric Definition Define the possible membership status s 1 e Received by Affirmation of Faith Received through Baptism Transferred from Different Denomination Prospective Member Inactive etc Define the possible participation status s i e Active Student Away at School Associate Member Inactive etc List the possible couple or person titles or salutations i e Mr amp Mrs Mr Dr amp Mrs Ms etc You can change the description of a Membership Status Participation Status or Title but you cannot change the one character code If you need to change the code delete it then re add it with the correct code and description 1 Choose Membership Status Participation Status or Titles from the Options Menu 2 Position the cursor next to the text which needs to be changed 3 Refer to Code Table Field Definitions above for specific field instructions Make the necessary corrections to the d
32. the group you wish to remove and click the Remove Person From Group command button A warning dialog displays asking Remove this person and all related attendance information from the group Click Yes ALT Y to remove the person to the group No ALT N to abort the remove from group process If you are unsure how to enter or select data for the data fields please refer to Basic Navigation on page 11 There you will find information regarding cursor placement text entry and pull down lists The table below defines all fields used for adding a person at the Household window and Person Summary window They are listed in order of the fields on the Person Summary window Don t forget that CMS provides help on the window To get help on a specific field position the cursor at the field and press the F1 function key Person Summary Maintenance e 57 Field Name Field Length Description Characters First Name Required Enter the person s first name up to 20 alpha numeric Last Name Required Enter the person s last name up to 38 alpha numeric Click on the Title look up button to display the list of options Mr amp Title look up Mrs Mr Mrs Ms etc Once button displayed click on the appropriate choice You can modify Title codes as needed For instructions see Membership Status Participation Status and Titles on page 34 Suffix up to 4 Enter a name suffix such as Jr or Sr alpha nume
33. the state or province alpha numeric abbreviation If using a state use the 2 character state abbreviation AL MN TX Zip Code Up to 10 Enter a 5 or 9 digit U S zip code or a alpha numeric Canadian 6 digit postal code If you enter a 9 digit zip code CMS will automatically insert the appropriate punctuation 55677 2002 Phone Up to 18 Enter the area code and 7 digit alpha numeric telephone number It is not necessary to type any parenthesis or dashes Once you enter the 10 digit telephone number and advance to the next field CMS will automatically provide the correct punctuation 1 e 612 566 4212 Unlisted Unlisted Click on the Unlisted check box to check v it or if it is already checked to remove the check A check inside the box indicates that it is an unlisted household telephone number Reports which print telephone numbers allow you to decide whether or not to print unlisted telephone numbers Phone 2 Up to 18 Enter a second phone number for the alpha numeric household i e car phone number CMS Attendance for Windows Household Maintenance e 43 Unlisted Check box Field Name Field Length Description Characters Click on the Title look up button to display the list of options Mr amp a look up Mrs Mr Mrs Ms etc Once button displayed click on the appropriate choice You can modify Title codes as needed For instructions see Titles on page 36 Group Code Up to 4 Group Codes c
34. 0 DEMO Serial Number 4 01 Data version 4 20 User Name GENERAL Wark Station version 4 20 Mame Faith United Congregation Address 122 Lakewood Ave City Phone 12 563 6647 State Phone 612 544 9346 Zip Code 65334 9532 Fax 612 544 7750 1 From the Help menu on the main menu bar choose About ALT H A The About CMS For Windows dialog displays 2 Refer to About Help Field Definitions for field definitions and data entry instructions CMS Attendance for Windows 3 Click Close ALT I to exit the About CMS For Windows dialog About Help Field Definitions Don t forget that CMS provides online help on the window Press the F1 function key Field System version Data version Serial Number User Name Name Address City State Zip Code Phone Phone2 Fax CMS Attendance for Windows Definition Displays the System version number Displays the Data version number Displays the Serial Number Displays the User Name Enter the Name of the license holder Enter the Address of the license holder Two address lines are provided Enter the City of the license holder Enter the State of the license holder Enter the Zip Code of the license holder Enter the primary phone number of the license holder Enter the secondary phone number of the license holder Enter the fax phone number of the license holder Using Online Help e 29 Setting Attendance Options At
35. 10 Select the Print Additional Information print options Refer to Print Additional Information below 11 Click Print ALT P to print the label Cancel ALT C to exit the Quick Label dialog box Print Additional Print Additional Info LJ Country Information IE Message L Envelope Mumber Ll Membership Status L Phone Number _ Unlisted Group Code C Carrier Route C Titles Print Additional Information prints the selected additional information on the labels To select a print option click on the check box A check mark will display when the option is selected Click again to remove the check mark from the option button Country Click on the Country option button to print the country on the bottom of the label Note due to size limits you can print either country or message not both Message Click on the Message option button to print the message on the top of the label Click inside of the message field and type the message Since the number of characters which can print on the label varies up to 25 characters may be entered print a label for one name as a test If you are printing a Carrier Route on labels you must also print the message CARRIER ROUTE PRESORT or CAR RT SORT Note due to size limits you can print either country or message not both 104 e Labels CMS Attendance for Windows Envelope Number Click on the Envelope Number option button to print the envelope
36. 131 12 15 95 Worship Service Allen Jerome 7440 Lakewood Ave NE Apt 302 Minneapolis MN 33677 5567 612 456 2378 Allen Jody 7540 Lakewood Ave NE Apt 302 Minneapolis MN 55677 5567 612 456 2378 Allen Julie 7340 Lakewood Ave NE Apt 302 Minneapolis MN 55677 5567 612 456 2378 Allen Mike 7340 Lakewood Ave NE Apt 302 Minneapolis MN 55677 3567 612 456 2378 Brown James 172 Windsor Drive Lakewood MM 55677 5367 Brown Marge 172 Windsor Drive Lakewood MIN 55677 5567 Brown Tim 172 Windsor Drive Lakewood MN 55677 5567 Daniels Paul 2052 Circle Drive P O Box 567 Lakewood MIN 55677 5567 Dennison Laura 2340 Juniper Apt 2013 Lakewood MN 55676 5567 612 623 5510 Group Directory Dennison Lisa 2340 Juniper Apt 2013 Lakewood MN 55676 5367 612 623 5510 Dennison Sharon 2340 Juniper Apt 2013 Lakewood MN 55676 5567 612 623 5510 Gardner Murk 2001 Greenbriar Dr Lakewood MN 55677 5567 612 435 5690 Heller Jobo 4578 Raleigh Avenue Northiawn MN 55367 5546 Heller John 4573 Raleigh Avenue Northtown MN 55367 5536 Heller Karen 4578 Raleigh Avenue Northtown MIM 55367 5536 Heller Kristin 4378 Raleigh Avenue Northtown MM 35567 5536 Heller Mark 4578 Raleigh Avenue Korthtown MN 55567 5536 Heller Sharon 4578 Raleigh Avenue Moarthtown MN 55367 5536 132 e Attendance Standard Report Samples Group Directory Sample Page 1 Holmes Kathy 7540 Lakewo
37. 147 Merge File Merge File Overview The Merge File process outputs an ASCII comma delimited comma separated data file with pre determined data fields This data file may be output to a computer s hard disk or a diskette Most Word Processing Spreadsheet and Database software can make use of data in this format for merging into form letters or other processing Creating a Merge File 1 From the Process Menu choose Merge File The Merge File Selections dialog will display Merge File Selections File Destination Sort by COWVOREMODLACMSATHH TXT Person Name lt gt Household Selection lt gt Household Group Code Member Status Ally Print C Print Unlisted Phone Numbers Participation Status Al Record Contents Surmame Groups AI Household Label Name gt Person Address Attendance Dates for File Address From City ate Thu Zip Code Phone Muriber Nbr Consecutive Absences Bite ds batts pouse First Name Include Persons to be Removed spouse Last Name List of Youth File Type 2 Type in a complete path name of where you would like the system to generate the data file To specify a directory that has not been created use File Manager or DOS to create the directory first The file must be 148 e Merge File CMS Attendance for Windows a valid DOS filename the three letter extension is optional You may specify a diskette drive letter for the file such as B CMSHH TXT or A TEST
38. 26 95 Kohler Amy E 4 44 4 44 li 2 612 345 7809 3 26 05 Kohler Tim E ottttt ttt 444 lz 1 612 345 7809 3 2695 Lopez Anthony E ttt eee Iz I 612 433 0987 32695 Lopez Bonnie Cot ttt ttt tbe 7 I 612 435 0087 3 2695 Lopez Kenneth Cobo bee eee elt li 2 612 435 0987 3 26 05 Lopez Bryan C 4 ee4 4 32 l 612 435 0987 3 2695 Lopez Jose C t id 3 612 435 0087 3 2695 Lopes Maria BE otittt tte tage Iz 1 612 435 0087 12695 Lopez Martin Bot tt 4 3 44 4 i O12 435 00R7 3 2695 Sommers Craig Po tti d4 444 7 6 612 456 2333 3 1995 Numberofpersonsselectedfor Worship Service 43 Attendance Totals 9 Present 339 Absent bd e Reports the attendance pattern for individuals e Prints the characters selected on the print preference box See Print Preferences or Print Additional Information on page 115 e Can print up to 1 year for a group CMS Attendance for Windows Attendance Standard Report Samples e 127 Consecutive Absences Sample 11 15 95 Consecutive Absences Page 3 For dates of attendance from 3 1 95 thru 3 30 95 Tot Tot Phone Member Status LastAttend Pres Abs Lopez Bonnie 612 435 0987 March 26 1995 i2 1 231 Fairmeadow Lane Memberby Confirmation Lakewood MN 55678 5567 Lopez Kenneth 612 435 0987 March 26 1995 li 2 231 Fairmeadow Lane Member by Confirmation Lakewood MN 55678 5567 Lopez Bryan 612 435 0987 March 26 1995 12 1 231 Fairmeadow Lane Memberby C
39. 36 Number of persons selected for Worship Service T Attendance Totals Present 1 Absent 10 specified date CMS Attendance for Windows First Time Attendees Sample Page Tot Tot Last Altend Pres Abs March 26 1995 ll 2 March 26 1995 12 1 March 26 1995 ll 2 March 26 1995 lz 1 March 26 1995 I2 March 26 1995 ll 2 March 26 1995 12 1 Prints individuals who attended the group s for the first time on the Attendance Standard Report Samples e 129 Group Attendance Summary Sample 11 15 95 Attendance Summary Page For attendance dates from 3 1 95 thru 3 30 95 Worship Service WOR Absent g 14 Total Absent l4 First Service Sunday Morning 45 Second Service Sunday Morning 65 Total Present o 110 e Provides a summary count of attendance for the selected group s e Provides the total number absent and present 130 e Attendance Standard Report Samples CMS Attendance for Windows 11 15 95 Bible Study Group l Jose Lopez Allen Jerome __O Absent Daniels Paul O Absent Heller John U Absent 4578 Raleigh Avenue Group Checklist Sample Attendance Checklist Page BS1 The Jose Lopez Residence Monthly 7 30p 7540 Lakewood Ave NE Apt 302 O Present 2052 Circle Drive L Present Ul Present Number af persons listed 3 e Provides an attendance checklist that may be used by group leaders to record each person s attendance CMS Attendance for Windows Attendance Standard Report Samples e
40. Absent lt gt First letter of attendance gt F for Present 4 for Absent Print Unlisted Phone Numbers The Print Preferences option is found on the Attendance Pattern Report 1 Click on the appropriate Print Preference option button to select the character that will graphically represent the attendance code on the report 2 Click the Print Unlisted Phone Numbers check box for unlisted numbers to appear on the report Click the check box again to remove the check and delete unlisted numbers from the report Print Additional Information Print for Attendance Date C Print Phone Numbers C Unlisted The Print Additional Information option box appears on the Group Checklist report 1 Enter the date for the Attendance Checklist in the box provided Enter up to a 6 digit numeric date Slashes will be inserted after each 2 digits or when the spacebar is pressed For example entry of 122478 will be interpreted by CMS as 12 24 78 Entry of 12478 will not be correctly interpreted as 12 4 78 without depressing the spacebar or typing a after the 4 or entering 120478 2 Click on the appropriate checkbox to print phone numbers or unlisted for unlisted phone numbers CMS Attendance for Windows Attendance Standard Reports e 115 Print to HP Laserlet Series LPT1 Print to You will see a Print to field on all selection dialogs Your current printer choice will be displayed CMS Attendance offers you tw
41. At the Define dialog click on a selection button Participation Status Membership Status Activities Classes Sunday School Status Grade Levels or Gender 2 The selection code dialog will display 80 e Groups CMS Attendance for Windows SAMPLE Selection Code Listing Select Member Status Available Codes Blank Affilate or associate men Member by Baptism Member by Confismation Memnber transferred fr anc Friends pastors others fo Vemnberinactive Does no Non member S90uUSe OF C ier Prospect Ready to join Prospect Not ready to jo Select Member Status Selected Codes Blank Affiliate or associate mer Member by Baptism Member by Confirmation Member transferred fr anol Friends pastors others fo Memberlnactive Does not Non member spouse or ct Other Prospect Ready to join Prospect Not ready to jo A B te O F f i D F G T Unknown Status being et Transferred or moved 3 The dialog will list the Participation Status Membership Status Activities Classes Sunday School Status Grade Levels or Gender codes Codes which have not been selected will display in bold under Available Codes Codes which have been selected will display in bold under Selected Codes Use the buttons located between the columns to add and remove the codes See Selection Dialog Box Command Buttons on page 19 for instructions on using the add and remove buttons 4 Click OK ALT O to finalize se
42. CMS for Windows Choose Exit from the file menu or click the control menu box and choose Close to exit CMS for Windows CMS Attendance for Windows Opening amp Exiting CMS e 9 Basic Navigation Basic Navigation Overview If you are already familiar with working in the Windows environment you will find CMS intuitive and easy to operate However there are some functions such as the look up button that are unique to this system These functions as well as some of the common Windows operating functions are explained here In this chapter we will cover e Mouse and Pointer e Menus e Toolbar e Making Selections e Data Entry e Keyboard Shortcuts CMS Attendance for Windows Basic Navigation e 11 Mouse and Pointer A mouse is required to operate CMS Attendance for Windows With it you can select functions push buttons place the cursor in a specific field and use the toolbar shortcuts Many mouse actions also have keyboard equivalents These methods are also defined throughout the manual Pointer k Use the mouse to move the pointer about the screen The tip of the pointer indicates the exact position of the pointer Cursor ji The pointer will change into an I beam cursor when the pointer is moved inside a text box Clicking the I beam will establish a location for typing text Hourglass X When CMS pauses to complete a complex task the pointer will appear as an hourglass Wait until the pointer returns before
43. E Zip Code PERSON Envelope Number PERSON First Mame PERSON Last Name PERSON Mailing Relationsh PERSON Member Status PERSON Member Title PERSON Participation Stat PERSON Soc Sec Num PERSON Suffix 2 Find the specific field to browse using the scroll bars as necessary to view the entire list Notice that the household fields are prefixed by HOUSE and the person fields are prefixed by PERSON If you select a field with the PERSON prefix you will locate a person record If you select a field with the HOUSE prefix you will locate a household record Select the field to browse and click OK or double click the field The Browse List dialog will display 64 e Person Summary Maintenance CMS Attendance for Windows Example Browse List City Browse List Address Lakewood rown ames 172 Windsor Drive Marge 172 Windsor Orive rown Tim 172 Windsor Drive akewood aul 2052 Circle Drive rey 2340 Juniper Apt 2013 aura 2340 Juniper Apt 2013 i 2340 Juniper Apt 2013 haron 2340 Juniper Apt 2013 2001 Greenbriar Dr erri 2001 Greenbriar Dr thony 231 Fairmeadow Lane i E OO an nels oo an l paki akewood nnisan L m akewood ennison akewood nnisan D E i a a cI akewood ennisor akewood rdner a D akewood tcomb Gardn akewood pez akewood ik oOo Oo i e E pez nnie 231 Fairmeadow Lane m o ma akewood pez yan 231 Fairmeadow Lane akewoo
44. Help Menu ALT H to display the Help Table of Contents Click on a topic in the Table of Contents or use the available tools Search Back History lt lt gt gt to select a topic CMS Attendance for Windows Using Online Help e 25 Online Help Tools 26 e Using Online Help Meer s Guide CMS Contdbutions for Wind rws ae File Edi Bookmark Help Contents searen Es ineo en o Contents Inteduction te GMS Cantributions for Windows TSP ea Organizing Contributions Date Entry Tasks Tr arn ny arle al are Fgh Fa re oa lee Se repre Sater orcrik jior Cipio Pedi iioveebed ud ane Opening amp Exiting CMS 1 Bd Aa ar Baele Navigatien NO ees lt h oea aa Pi alis WE ALE Maximizing the Online Help Window If you want to maximize enlarge the Help window click the Maximize button Itis located on the upper right corner of the Help window Glossary Glossary terms are shown in green with a dotted underline Click on the term to display a pop up glossary description Hypertext Links A hypertext link is shown in green and is underlined Its purpose is to inform you that there are other topics which are related to or further describe the topic you are currently viewing Click on the hypertext link the green text to view the information Click Back to return to the originating window Hypertext Link Finding Existing Persons Search 1 Click the Search button to view the search Dialog
45. MS Contributions information if you are using these modules If you are using CMS Contributions you will not be allowed to delete persons who have contributions in the current year until the End of Year process is run or the person s contributions are combined with another person s Refer to the CMS Contributions for Windows User Manual for more information CMS Membership for Windows provides a process for removing a household The remove process is used to indicate that the household is no longer associated with the congregation perhaps because of a move or a change to a different congregation The Removal process keeps the households records including contributions in the database until the end of year procedures are complete After end of year you can delete the removed records See your CMS Membership for Windows User s Manual for more information 1 At the main menu select Household Persons from the People menu 2 Display the appropriate household record For Find instructions refer to Finding Existing Persons on page 61 3 Click the Garbage Can button on the speed bar A Delete Household message dialog displays 4 Click Yes ALT Y to delete the household No ALT N to cancel the delete request CMS Attendance for Windows Household Maintenance e 45 Finding Existing Households Je Find EEI Find is used to quickly find and display a household You can find a household based upon last name first n
46. User s Guide CMS Attendance for Windows By Church Management Solutions Copyright 1996 ParishSOFT L L C and Church Management Solutions All rights reserved Release 2 12 1 95 Microsoft is a registered trademark of Microsoft Corporation Crystal Reports for Windows is a trademark of Crystal Computer Services Inc MANAGEMENT SOLUTIONS SOPTWABE amp WEB SOLUT HONS Church Management Solutions 3300 Bass Lake Road Suite 304 Brooklyn Center MN 55429 763 566 4212 Technical Support 800 247 8044 Fax 763 566 2250 E Mail support ChurchManagementSolutions com Internet Web Site www ChurchManagementSolutions com Contents Introduction to CMS Attendance for Windows 1 Vy sah ccs a en cred ai edits EE adore TNA 1 Howto Use the Manal eccsrpocsiriinenno aT E 2 Contacting Customer Suppott eesessssssssssssssseseeterrrrssssssssssssssetreerssssssssssesese 2 Installing Attendance for Windows 3 Organizing Attendance Data Entry Tasks 5 Organizing Attendance Data Entry Tasks Overview cccccccccecceceeeeeeeeesesssesseseeeeeeeeess 5 Entering Attendance Options sesssssssssssseseeeeeresssssssssssseeererereossssssssssseererrerreeesssssssssseses 6 Entering Household and Person Information ccccscceeceeeececeeeeeeeeesessseseeeeceeeeeeeeenaaas 7 Gather Membership Household Information ccccceceececeeeeeeeeeeaeeeeeeeees T Define Persons Membership and Partic
47. a menu hold down the ALT key and type the letter Each of the menu selections also has an underlined letter To select a menu item type the underlined letter You will find an underlined letter within most command buttons Main Menu Find Select Cancel To select the command button from the keyboard hold down the ALT key and type the underlined letter Some menu commands have shortcut keys These shortcuts are displayed on the menu to the right of the menu command For example CTRL H hold down CTRL and type H at the main menu will access the Household window Function keys can be used to access the Summary F4 and Detail F2 windows from any of the person windows CMS Attendance for Windows Using Online Help Getting Help Online Help is a quick way to find information It provides the same information as the printed manual but with Online Help you can search for task information and display it on your computer screen Refer to the Microsoft Windows User s Guide for a complete explanation of using Online Help Displaying Online You can get help on a specific field or use the Help Table of Contents or Help Help Search feature to select a topic Position the cursor on a field and press the F1 function key Help information for that specific field will display Use the Help buttons the scroll bar and the PAGE UP and PAGE DOWN keys to view all of the information for the selected topic Choose Help from the
48. adding a person on the Household window To view an existing person s records click on the person line and click the View button Alternately you can double click anywhere on the person line The Person Summary window will display CMS Attendance for Windows Accessing the You can access any person window directly from the Household window Summary Window including person tabs from CMS Membership and CMS Contributions if you i i ing th dules via the Right Mouse 9 Ins those Modules Button ee athens Tether rhe al Fy deriva ee Fit iy Atendan Summir Re E Jura F ogee ld Fru a E e e m E ei Fee TETS 1 Place the cursor on the person whose record you wish to view Click the right mouse button to display the pop up window 2 Choose the information area you wish to access The Person Summary Window CMS for Windows Summary ain Menu Bar File Edit CMS People Record Process Reports Options Help faje Sie ts Toolbar Allen 540 Lakewood Ave NE Apt 302 612 456 2378 i Menu First Name Member Status D li Person Last Name Member transfered fr another ye a Find ie Particip Status senor Information Title B imr Blank Mailing Relationship Head s Changes Command Buttons Description ible Study Group 1138 95 dh Add i person Group orship Service 3 26 95 to Group Information Ga person from Group TO Remove CMS Attendance for Win
49. al security number to locate a specific person You can browse through your household or person lists by any field of information See Browsing for a Household on page 48 or Browsing for a Person on page 63 for more information Sete For use with CMS Membership for Windows available through Church Management Solutions Click the Membership button to display a cascading menu From the menu select a membership information area CMS Membership for Windows will open with the requested information in view CMS Attendance for Windows Basic Navigation e 15 Contributions Button For use with CMS Contributions for Windows available through Church Management Solutions Click the Contributions button to display a cascading menu From the menu select a contributions information area CMS Contributions for Windows will open with the requested information in view 16 e Basic Navigation CMS Attendance for Windows Choosing and Selecting Items Command Buttons Making Selections The terms choose and select have different meanings Choose an item to carry out an action For example choosing an item from a menu means starting the procedure process or report Selecting an item usually means marking it with the cursor This highlights it but does not start an action Command Buttons are found on windows or dialogs and are used to carry out a command or open another dialog The Print Cancel and Help buttons are examples of command buttons
50. ame and or envelope number The find can be based on a full or partial name in the name fields Also see Find Method on page 37 to select a faster or slower find method 1 At the Household window or any of the person windows click on the Find button The Find dialog will display Envelope Number M Rel 540 Lakewood Ave NE Apt 7 7540 Lakewood Ave NE Apt 7540 Lakewood Ave NE Apt 7540 Lakewood Ave NE Apt 2052 Circle Drive 2 The Find dialog is used to find either households or persons To find a household click on the House option button Note that a dot fills the option button to indicate that it has been selected Cc AE Sapo Ss oe co D T 3j 1 D an a Colo ole Ele alal so T a 7a ya ya D m Lah am ow 3 If you are also using CMS Membership for Windows or CMS Contributions for Windows you can find a specific Membership or Contributions household record With your mouse pointed at the House option button click the right mouse button to display a pop up window Point at Membership Tabs or Contribution Tabs to display a cascading menu Then select the household window you wish to find 46 e Household Maintenance CMS Attendance for Windows Attendance Household Membership Household Membership Tabs Alt Add E Contribution Tabs Custom Pict Notes 4 Use the chart Find Field Definitions below for informatio
51. an be used to group alpha numeric households for whatever purposes you wish For example if you use a location map to define the household s distance from the church the group codes can be set up to represent the location map indicator Refer to Speed Update Household on page 50 for a faster method of entering or updating group codes for multiple households Carrier Route Up to 10 Enter the carrier route as it should alpha numeric appear on the label and in the format required by the Post Office The CR Carrier Route or RR Rural Route should be preceded by two asterisks and followed by a 2 digit or more number Examples C 22 RR 06 B 556 If you are printing a Carrier Route on labels you must also print the message CARRIER ROUTE PRESORT or CAR RT SORT This can be done by typing the message in the message field on the Label Selections dialog Refer to Labels on page 101 for more information 44 e Household Maintenance CMS Attendance for Windows Field Name Field Length Description Characters Country Up to 20 Enter the country in which the alpha numeric household resides USA CANADA The country will print in uppercase indented beneath the city state and zip code line on mailing labels and envelopes Deleting a Household The delete function deletes the household from the database CAUTION All records for the household will be deleted including CMS Membership and C
52. ary window will display with the selected person s data 62 e Person Summary Maintenance CMS Attendance for Windows Find Field If no fields are entered the Search dialog will list all persons in the database Definitions Don t forget that CMS provides online help on the window Press the F1 function key Field Name Field Length Description Characters Last Up to 28 Enter the last name of the person or alpha numeric the household surname You can enter a full or partial name The ability to enter a partial name is especially useful when you are unsure of how to spell the name For example if you enter Jo in the last name field CMS will list all last names which begin with Jo Johnson Jones etc First Up to 20 Enter the first name of the person alpha numeric You can enter a full or partial name Envelope 5 numeric Enter the exact envelope number Number between 1 and 32 700 Browsing for a Person The Browse function is very useful for locating a specific person when the first name last name and envelope number are unknown Also you can browse based on mailing relationship member status member title participation status social security number and suffix information fields 1 To display the Browse dialog choose Browse from the Record menu or click the Browse button CMS Attendance for Windows Person Summary Maintenance e 63 Browse HOUSE Surmame HOSE Title HOUSE Unlisted HOUS
53. at Contributor Labels Statements Summary Graphs and User Defined Reports are covered in other chapters In this chapter we will cover e Standard Reports e Running a Standard Report e Standard Report Options CMS Attendance for Windows Attendance Standard Reports e 107 Standard Reports The following reports are standard with CMS Attendance for Windows Each are listed under the Reports menu Attendance Detail Attendance Pattern Consecutive Absences First Time Attendees 108 e Attendance Standard Reports Reports present and absent dates as well as summary times present or absent for all persons by group Selections Name Range Member Status Participation Status Groups and Attendance Dates for the Report For a report sample see Attendance Detail Sample on page 126 Charts attendance patterns for each individual within a group Summarizes attendance for the selected period Selections Name Range Member Status Participation Status Groups and Attendance Dates for the Report Sort by Person Name Household or Household Group Code Number of Consecutive Absences and Print Preferences for present and absent For a report sample Attendance Pattern Sample on page 127 Prints a listing of persons absent a given number of times over a range of dates Selections Name Range Member Status Participation Status Groups and Attendance Dates for the Report Sort by Person Name Household or Hous
54. cceeeeseeesesaaasasssseeeeeeeeeeeeeeeaqaas 69 Viewing FT CI SC ONS cas bos cogacs gered petit E E EE E RT 69 Displaying the Attendance Detail Window ccccccccecececceeeeseeeseeesseeeeeeeees 69 The Attendance Detail WindoW eeeessssessssssseeeecereeessssssssssssecceereeessssssssssssees 70 Attendance Detail Field Definitions ccccccccseeecccecececeececeeeeaaeeeeessseesseeeeees 71 Adding Removing Attendance cccccccccccccccccceeeseeeeseeseeeececeeeeeeeesaaaaaeaessseseeeeeeeeeeeeeeeqaas 71 Aadne ANC e a A EE E E T 71 Removing Attendant essenin EENEN E reni 12 Groups 73 E LO a A A T A A E A O N 73 Viewing the Groups Windows screen oc tare csc ism EEE Ei 74 Displaying the Groups Summary Window cssccecceceeeeceeeeeeeesssseseeeeeeeees 74 Displaying the Groups Calculated WindOW ccccccccccecceeeeessnsssesseseeeeeeeeeees 75 Displaying the Groups Head Count Window ccccccceececeeeeeeeessseeesseeeeeeees 76 Groups Window Field Definitions ccccccccccssseeseeeseeeeecceeeeeeeseeeaeaaeeeeees 17 Creatine a New i OUD escore EEA E a ea EA 78 Defining Individuals for a Group cccccccccccceccccceeeeeeseeseseeeeeceeeeeeeaaaeasssseeeeeeeeeeeeeeeeeaaas 79 Defining Groups Using Selections cccccccccssssssessseeeeececeeeeeeeeaaaeeseseseeseeeeeees 80 CMS Attendance for Windows Contents e iii Defining Groups Using Define by List 2 0 0 iecssseseseseeeeeceeeeeeeeeeeaae
55. ccess e Renaming a Password e Deleting a Password Defining a New Password 1 Choose Passwords from the File Menu The Passwords dialog displays 150 e Password Maintenance CMS Attendance for Windows Passwords Password Attendance Access Oye ON Help Contribution Acce Yes ONo Bew Membership Acce Password en Nn ES Rename Password Backup Acce Password Acce Password Restore Acce Upgrade Acce Yes No amp Yes gt No 2 Click the New Password button The New Password dialog will display New Password 3 Type the new password in the New Password field The password can be up to 10 characters in length CMS will assume all capital letters for the password regardless of how the password is entered 4 Click OK A dialog will ask if the password is correct 5 Click Yes The new password is now entered into CMS The default status of the new password allows access to all modules and all functions CMS Attendance for Windows Password Maintenance e 151 Assigning Password Access 1 Click the arrow in the Password drop down list button to display the current list of passwords If the list is longer than the size of the box scroll bars are provided for you to view the complete list Select the password to update The password will display in the Password box 2 Select the access status by clicking yes or no for each of the following 152 e Password Maintenance Attendance You can
56. ces or Print Additional Information ccccccccccccsessssseeeeeees 115 PAA Wy prceste ca tersemee E E eas thdeesmtieccearsuataeeteetteneateatodetencesiees 116 DCI OOE ca caccat N EA AT essen stceseacsecssehaaccce 119 SO DY OPO aa ten tmeee ou AEAEE AAEE EE 123 Attendance Standard Report Samples 125 iv e Contents CMS Attendance for Windows MRL aM 4s C12 4 ee ete ce cert eee A eee eet ee Attendance Detail Sample ccccccccceeeeeseeeeeeseees Attendance Pattern Sample cccccccccceeseeeeeeeseeeees Consecutive Absences Sample ssssscccccceseeeenees First Time Attendees Sample cccccccccceeesesseeeeees Group Attendance Summary Sample ccceeeee Group Checklist Sample ceeiccsiccsdcwsdsnesowssswaevessinedccnadersens Group Directory Sample oseeeeesssssesssssssseeerreeessssssss Group List and Definition Sample ccccceeeeeeeeees Group Meeting Dates Sample cccceeceeeeeeeeeeees Group Head Counts Sample sscseeeeeeeeeeeeeeees Periodic Attendance Summary Sample 000008 Number of Times of Attendance Sample 00 Visitor Request Cards Sample cccccccceceeeeeeseeseeees Tables Samples cece sacdennssnavaniacananudeustwanvedandedieceecoatale Montes Summary Graphs Summary Graphs Overview ccccccccccccccecesssseseeeseeeeeeeeeeeeenenaas Viewing the Periodic Attendanc
57. cesessaeaaueassuseeeeeeeeeeeeeeeeaaaas 53 Viewing Person SUED 2 Ab eh tar a seers peice ta EEE A EEEE 54 Accessing the Summary Window from The Main Menu Baf 54 Accessing the Summary Window with The Add Person Button 00 54 Accessing the Summary Window with the View Button ccccccceeeeeeees 54 Accessing the Summary Window via the Right Mouse Button 00 55 The Porson SA Window so ederssitesies eecawinndvive a is 55 tie EN Poron Dalea E O EEE ri 56 Entering Person Data at the Household Window ccccccsssssssseseeseeeeeeeees 56 Entering Person Data at the Summary Window ccccccccccssssssssseseeeeseeeeeees 56 Adding a Person to a Group cccccsccccccccceeecceesesseseeececceceeeeeeeeaaaaaesseseeeeeeeeess 57 Removing a Person from a Group essssesssssssseeeeeeerrssessssssssesseetereessssssssssssees 57 Person Field Definition Chart cccccccssseessssssseeeeeeecececccecccessececsssssseseeeeenes 57 Pe CFCS OI ier oa e eE 60 Finding Existing Persons ss ccccsesscdasatsaesanscnncdsoasnacdenwnentanasiteneasiaoaneosascasaieageanehesimeaaiesgequgaaais 61 Find Field Definitions sssrinin e aN 63 Browsing tora PCLSON enjuria n E E ENE EE 63 SPee LUPE e O aa A E 65 Running Speed Update Person 00 ccccccssssssssssseeeeeceeeeeeeeeeeaaaaesssssseeeeeeeees 65 Person Attendance Maintenance 69 Person Attendance OVerview cccccccccccccecccceecaaeesssessseeee
58. cess status for each item Use the scroll bars provided to view the entire list Click the drop down list button next to an item to view your choices Select FULL full access READ read only access or NONE no access Arrow Change Attend Define Group Delete Group Drop Down List Delete HousePe Delete Prior At Box displays access options 5 After completing the necessary changes click OK to return to the Passwords dialog CMS Attendance for Windows Password Maintenance e 153 Renaming a Password You can rename a password The renamed password will assume the same access conditions that were previously defined for the old password 1 From the Passwords dialog click the Rename Password button to display the Rename Password dialog Rename Password Old Password DAVE Rename to GEORGE 2 Click the arrow on the Old Password drop down list button Select the password to change 3 Type the new password in the Rename to field 4 Click the OK button A dialog will ask if the new password is correct Click Yes or No Deleting a Password CMS will not allow you to delete the only password in CMS You must have at least one password in CMS and at least one password with access to Password Maintenance 1 From the Passwords dialog click the Delete Password button to display the Rename Password dialog 154 e Password Maintenance CMS Attendance for Windows Delete Password Password EMS gt 2 Cli
59. ch Management Solutions You will find this software flexible and full of solutions for your every day church administration needs Its Windows interface makes this software especially easy to learn and easy to operate Some of the features of CMS Attendance for Windows are e can be interfaced with CMS Membership for Windows and or CMS Contributions for Windows e maintains attendance groups for worship services and or other activities such as Sunday School or Bible Study groups e maintains for each person name address and telephone number attendance records for each attendance group e standard reports including Attendance Detail Attendance Pattern Consecutive Absences First Time Attendees Group Reports such as Group Attendance Summary and Group Head Counts and Summary Graphs With CMS you will find that entering and posting attendance whether for the first time or as a maintenance task is done quickly and with a minimum of training and practice Your reports are more comprehensive and detailed than ever with the customizing power of the optional Crystal Reports report generator To fully utilize the capabilities of CMS Attendance for Windows you should be familiar with basic Windows functions such as windows menus dialogs and the mouse If you are not familiar with these please refer to your Microsoft Windows User s Guide CMS Attendance for Windows Introduction to CMS Attendance for Windows e 1 How to Use the
60. ciated attendance for that group CMS Attendance for Windows Enter Edit Attendance Enter Edit Attendance Overview Use Enter Edit Attendance to enter or edit attendance for an entire group at one time You can also enter or edit attendance for an individual person from the Person Attendance Detail window See Person Attendance Maintenance on page 69 for more information To speed the attendance entry process you can choose preferences for the default attendance code and the attendance code that is entered with a right mouse click See Setting Preferences for Group Attendance Entry on page 84 for more information In this chapter we will cover e Viewing the Enter Edit Attendance Window e Entering Attendance e Editing Attendance e Move Prior Attendance e Delete Prior Attendance CMS Attendance for Windows Enter Edit Attendance e 87 Viewing the Enter Edit Attendance Window From the Process menu choose Enter Edit Attendance to display the Enter Edit Attendance window The Enter Edit CMS for Windows Enter Edit Attendance File Edit CMS People Process Reports Options Help Attendance Window Group Code Bst Bible Study Group 1 if Mbr in Group 3 tendance Daie MIE Monthly Right Click on Code Present 2052 Circle Drive 4570 Raleigh Avenue B Frint Attendance Add Peron to Group Display by Ferson 1 of 3 ATENTER_DB Entering Attendance 1 Refer to Viewing the Enter Edit Att
61. ck attendance in Sunday School classes Bible study groups or other events activities By using groups the list of individuals in the group is defined and the attendance entry process is quicker Additionally group attendance records are summarized and presented graphically in the group summary window In this chapter we will cover e Viewing the Groups Windows e Creating a New Group e Defining Individuals for a Group e Setting Preferences for Group Attendance Entry e Deleting a Group CMS Attendance for Windows Groups e 73 Viewing the Groups Windows Displaying the The Groups summary window displays a pie chart depicting attendance by Groups Summary attendance code for the current year Valid Attendance codes are listed for each Window group See Selecting Valid Attendance on page 85 1 From the Process menu choose Groups to display the Groups Summary window 2 Use one of the following ways to select a group Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list The Groups Summary Window Group Code WORT Location Frequency ey E Leader Time J Summary Calculated Head Count Valid Attendance Group Statisti Attendance Distribution Abrent 5 9 det 5er 5 7 8 2nd Serr 47 48 First Date of Attendance 1 1 95 Last Date of Attendance 3 26 95 Number in Group 3 74 e Groups CMS Attenda
62. ck the arrow on the Password drop down list button Select the password to delete 3 Click the OK button At the confirm dialog click Yes to delete the password or No to cancel CMS Attendance for Windows Password Maintenance e 155 Backup and Restore Backup and Restore Overview The Backup function saves to disk all user information and all reports including user defined reports We encourage you to backup periodically to insure information security You will also be prompted to backup prior to certain processes The restore process will restore previously backed up information including all user information data and all reports including user defined reports You can use the restore process to recover information if files have been corrupted or inadvertently changed Note As a precautionary measure the restore function will create a copy of current data in a zipped file It will be named B4RESTORE ZIP and will be saved to the Paradox Runtime directory In this chapter we will cover e Backup e Restore 156 e Backup and Restore CMS Attendance for Windows Backup CMS Attendance for Windows Choose Backup CTRL B from the File menu A dialog will advise you that you will exit CMS prior to backup Click Yes to exit The Backup dialog will display Click the appropriate option button to backup to the A or B drive Click OK The Insert Diskette Dialog displays Insert Diskette a C Insert disk 1 in
63. ckup process is complete CMS Attendance for Windows Backup and Restore e 159 Index A About Help 28 Data Fields 29 Add Attendance Code Field Definitions 33 Attendance Detail Field Definition Chart 71 Attendance Detail Report 108 Sample 124 Attendance Detail Window 70 Attendance Pattern Report 108 Sample 125 Attendance Standard Reports 107 B Backup 150 Browsing 48 63 C Code Tables 34 Field Definition Chart 36 To Delete a Code 37 Command Buttons 17 Consecutive Absences 113 Consecutive Absences Report 108 Sample 126 D Data Entry Organizing 5 Data Fields About Help Window 29 Add Attendance Codes 33 Attendance Detail Window 71 Code Tables 36 Enter Edit Attendance 93 Find 47 63 Groups Window 77 Household Window 42 CMS Attendance for Windows Person Window 57 Deleting a Password 152 Display a Report 117 E Enter Edit Attendance Window 88 Field Definition Chart 93 Envelope Number 46 47 61 63 105 Exiting CMS for Windows 9 F Find Field Definitions 47 63 Finding a Household 46 Finding a Person 61 First Time Attendees Report 108 Sample 127 Frequency 77 G Group Attendance Summary Report 109 Sample 128 Group Checklist Report 109 Sample 129 Group Code 77 93 Group Directory Report 109 Sample 130 Group Head Counts Report 109 Sample 133 Group List and Definition Report 109 Sample 131 Group Meeting Dates Report 109 Sample 132 Groups 73 Calculated Window 75 Fiel
64. ct a group for setting preferences in one of the following ways Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list 3 Click the Preferences command button The Preferences dialog box displays In this example the Enter Edit Attendance window for the Bible Study Group I group will operate in the following way Ona new attendance date CMS will initially assign the absent code to everyone in the group A right click in the Attendance Code field will insert the code present for that person CMS Attendance for Windows Setting Attendance I Entry Defaults The default Attendance code will be assigned at the time of attendance entry to all people in the group Click the Default Attend look up button Select a default attendance code from the Valid Attendance dialog box NOTE Only attendance codes selected as valid attendance codes for the group may be selected 2 Selecting Valid Attendance Codes Creating Head I Count Column Headings CMS Attendance for Windows The right mouse click is used during attendance entry CMS will insert the code you select here when you right click the Attendance Code field on Enter Edit Attendance window Click the Right Mouse Click look up button Select a default attendance code from the Valid Attendance dialog box Click the Valid Attendance command button to select valid atte
65. d Definition Chart 77 Head Count Window 76 Summary Window 74 H Help 25 About Help Field Definition Chart 29 Search 26 Household Index e 161 162 e Index Browsing 48 Finding 46 Household Window Field Definition Chart 42 Speed Update 50 The Household Window 41 View Household Button 40 I Introduction 1 L Labels 101 Leader 77 Location 77 M Mailing Labels 101 Mailing Relationship 56 58 Membership Status 36 58 105 Defining Codes 34 Merge File 146 N New Household Button 40 Number of Times Attended 114 Number of Times of Attendance Report Sample 135 O Opening CMS for Windows 9 P Participation Status 36 59 Defining Codes 34 Password Maintenance 148 Assigning Password Access 150 Defining a New Password 148 Deleting a Password 152 Renaming a Password 152 Periodic Attendance Summary Report 109 Sample 134 Person Add Person Button 54 Adding at the Household Window 56 Adding at the Person Summary Window 56 Attendance Detail Window 70 Browsing 48 63 Finding 61 Person Window Field Definition Chart 57 Speed Update 65 Tabs 20 The Person Summary Window 55 Print Options Displaying a Report 117 Print Preferences or Print Additional Information 115 Print to the Printer 116 Printing a Quick Label 101 Q Quick Label Printing 101 R Renaming a Password 152 ReportGroup Attendance Summary 109 Reports 107 Attendance Detail 108 Attendance Pattern 108 Consecutive Absences 108 Firs
66. d from the New Household command button For these fields CMS automatically uses the city state and zip code from the About CMS for Windows dialog If you wish you override these automatic entries See About Help Field Definitions on page 29 for more information 1 At the main menu select Household Persons from the People menu 2 Display the appropriate household record or click on the New Household button to display a new blank Household window For Find instructions refer to Finding Existing Households on page 46 CMS Attendance for Windows Household Maintenance e 41 Refer to the Household Window Field Definition Chart below to enter or change the household data Enter person data for the household or enter another household To add persons to the household refer to Entering Person Data on page 56 CMS automatically saves data when you leave the data window or execute another function such as adding a person or selecting from the main menu bar To cancel a new household click on the Undo New House button before another action is performed To cancel changes to the household click the Undo Changes command button before another action is performed Household Window Ifyou are unsure of how to enter or select data for the data fields please refer to Field Definition Basic Navigation on page 11 There you will find information regarding Chart cursor placement text entry and pull down lists Don t forg
67. d pez 231 Fairmeadow Lane pana mm uw tan A akewood opez enneth 231 Fairmeadow Lane akewood pez 231 Fairmeadow Lane artin 231 Fairrmeadow Lane Craig 2301 Greenbriar Dr akewood opez CICCI c o fn on D D 3 From the browse list select anywhere on the line to look up and click OK or double click on the line The Person Summary window will display with the selected person s data Speed Update Person Speed Update will save you time when you need to update the Member Status Member Title or Participation Status for several people at a time Running Speed 1 Choose Speed Update from the People menu Select Person from the Update Person cascading menu 2 The Backup Confirmation dialog will display If you do not have a current backup of data click Backup to begin the backup procedures Refer to Backup on page 157 for data backup instructions If you already have a current backup click Continue to display the Speed Update dialog box CMS Attendance for Windows Person Summary Maintenance e 65 The Speed Update Person Dialog Box opeed Update Person Fields Vaue SSS Select Names 3 Click the Fields drop down list button From the selections choose Member Status Member Title or Participation Status 4 Once a field is selected a look up table button will display next to the Value field Click on the button to view the Title table From the table selec
68. dows Person Summary Maintenance e 55 Entering Person Data Entering Person This is a convenient method for entering mailing relationships names and Data at the membership status for people in the household Household Window 2 Entering Person I Data at the Summary Window 1 At the main menu select Household Persons from the People menu Display the appropriate household record For Find instructions refer to Finding Existing Persons on page 61 For an existing person click on the field where you will add data To add a person click on the Add button at the bottom of the window The cursor will move to the Mailing Relationship field on the first available line Refer to the Person Field Definition Chart on page 57 to help you enter or change the person data Continue to enter data for each person within the household When finished you can go to the Person Summary window to add additional information or to display detail information Please refer to Person Attendance Maintenance on page 69 for more information CMS automatically saves data when you leave the data window or execute any of the functions such as adding another person or selecting from the main menu bar To cancel the new person data click on the Undo Changes button before another action is performed At the main menu select Household Persons from the People menu Display the appropriate person record For Find instructions re
69. e Consecutive Absences and Attendance Pattern reports Labels and Merge File CMS Attendance for Windows Attendance Standard Reports e 113 Number of Times Attended Summarize Period Selection Enter the number of absences counted backwards from the Attendance Thru Date in the box provided CMS will print those people who were absent the specified number of times backwards from the date entered as the Thru date For example if the dates from 1 7 96 thru 1 28 96 and the number of consecutive absences of 3 is entered CMS will print those people absent on 1 14 96 1 21 96 and 1 28 96 for a weekly group Number of Times Attended Persons who are present between the range of dates above and present between and including the range of number of times below are included for fhe report From Thru O The Number of Times Attended option is found only on the Number of Times Attended report Enter the range of attendance times for the report in the From and Thru boxes provided SUmmarize a Weekly lt gt Monthly lt gt Quarterly lt gt Year Y The Summarize option is found on the Periodic Attendance Summary report Click the Weekly Monthly Quarterly or Yearly option button to determine the period of time to summarize counts 114 e Attendance Standard Reports CMS Attendance for Windows Print Preferences or Print Additional Information Print Preference lt gt for Present for
70. e Summary Graph The Periodic Attendance Summary Graph Viewing the Group Summary Graph cc cccsssssseseseeeeeeeees The Group Summary Graphb ccccccccccccssssseseeeeeees Viewing the Head Count Summary Graph c ccceeeeeeees The Head Count Summary Graph eeeeeeeeeees User Defined Reports Merge File Merge File Overview scdscahis te cossacacssoaceayneaedssshadeconauanctoescasadsaneaaades Creating a Merge File son ascarsantiendsinsbdeaninin diwwhstunadaessaansaubticebennenedicunts Example of Records in Merge File cccssssesssssseeeeeeeees Password Maintenance Password Maintenance Overview cccccccccceesssssseessesesseeeeeeeees Defining a New Password sssssssseeecceeeeeeeeeeeeesesseseeeeeeeeees Assigning Password ACCESS ssssssseeeeceeeeeeeeeeaaassessssseeeeeeeess Renaming a PassWord escdercsiin ca ctcainnsdiccavrsiedeatesntnadvendiuensorshuiveiie tind Deleting a Password ccccccsssssssesseeeeeeececeeeeeceeeaaaaaaesseeeeseeeeess Backup and Restore Backup and Restore OVervieW ccccccccccccccceeceeessseessseeeeeeeeeeees UD eet ae at eae tee oes E one ele eateenes CMS Attendance for Windows Contents e v RC STOOL Siac ate eat pee Na aa Sache Ba ea Cat ea 158 Index 161 vi e Contents CMS Attendance for Windows Introduction to CMS Attendance for Windows Overview Welcome to CMS Attendance for Windows another fine product from Chur
71. e indicated at the top of the window See Setting Preferences for Group Attendance Entry on page 84 for more information Click the Attend look up button and select an Attendance Code from the Valid Attendance dialog box Enter Edit Attendance e 95 Repeat step 4 for attendance code being edited choose OK to finalize attendance editing Cancel ALT C to return to the main menu without saving the entries Move Prior Attendance The Move Prior Attendance process will move prior attendance information for a person or persons from one group to another For example you might use this process to move student attendance records from one grade level group to another When you move prior attendance from one group to another All attendance detail for the selected persons is moved out of the From group and into the To group The selected person is also moved out of the From group and into the To group If the person is currently in the To group with existing attendance detail detail with the same attendance date is NOT moved but will be removed from the From Group Attendance detail with different dates will be added to the To group The group definitions are not changed for either the From group or the To group To move prior attendance 96 e Enter Edit Attendance L From the Process menu choose Move Prior Attendance The Backup Confirmation dialog will display Backup your records before cont
72. ead count totals directly on the table for a given date Line and column totals are updated automatically To delete a line click on the line then click the Delete Line button The Groups Head Count Window Group Code WOR Location Frequency eekly E Leader Time C summary Calculated Head Count 76 e Groups CMS Attendance for Windows Grou ps Window Don t forget that CMS provides online help on the window Press the F1 Field Definitions ctor key Field Name Field Length Description Characters Group Code Click the up or down arrows to select a specific group or click on the Group Descriptor look up button to display the Group dialog box When the Group dialog box is displayed you can select a group from the list You can add groups as needed For instructions see Creating a New Group on page 78 Group Code Look up button Location 40 alpha numeric Enter the location where the group meets Leader 40 alpha numeric Enter the name of the group leader Frequency Required Select a frequency from the list of pre defined choices weekly monthly daily or other Frequency drop down list button Time 5 alpha numeric Enter the time of the group meeting CMS Attendance for Windows Groups e 77 Creating a New Group 1 At the main menu select Groups from the Process menu 2 At the Groups window click the New command button The New Group dialog box displays New Group Group Code
73. ecords including contributions in the database until the end of year procedures are complete at which time you can delete removed records See your CMS Membership for Windows User s Manual for more information 1 At the main menu select Household Persons from the People menu 2 Display the appropriate person record For Find instructions refer to Finding Existing Persons on page 61 3 Click the Garbage Can button on the speed bar A Delete Person message dialog displays 4 Click Yes ALT Y to delete the person No ALT N to cancel the delete request 60 e Person Summary Maintenance CMS Attendance for Windows Finding Existing Persons Find is used to quickly find and display a person You can find a person based upon last name first name and or envelope number Full or partial names can be used in the find Also see Find Method on page 37 to select a faster or slower find method 1 At the Household window or any of the person windows click on the Find button The Find dialog will display 2 To find a person click on the Person option button Note that a dot fills the option button to indicate that person has been selected Envelope Number Address Allen 7540 Lakewood Ave NE Apt Head _ Allen Allen 7540 Lakewood Ave NE Apt 7540 Lakewood Ave NE Apt 7540 Lakewood Ave NE Apt 1 1 1 p T ES oh Me rowr row Ty row f2 Windsor Drive 72 Windsor Dri
74. eeeeees 81 Group Maintenant sicssccroiiiy siei atunaianaseadacdcaoaacansasamidadanencensandesd eaadeet 83 Setting Preferences for Group Attendance Entry eeeesesesssssssseeeererressssssssssssssssseeereeeo 84 Setting Attendance Entry Defaults cccccccccccceceeeceeeeeeeeesseeeeeeeeeeeeeeeeeanaas 85 Selecting Valid Attendance Codes ccccccccccccceccececeeeeeaaaeeeseeeeeeeceeeeeeeeeeeaaas 85 Creating Head Count Column Headings cc ccccsssssessseeeeeeeeeeeeeeeeeeaeeeeeeeees 85 BNC OE acc crow as sorn E T E sad ncaa its wea E E E 86 Enter Edit Attendance 87 Enter Edit Attendance OVerview cccccccccccccccccceccceeesssesseseeecceeceeeeeesaaeaaaaaaeasnsseeeeeeeeess 87 Viewing the Enter Edit Attendance Window ssssssssseeecceceeeeeeecaaaaaeeesesseeeeeeeeeseees 88 The Enter Edit Attendance Window cccccssssesssssseeeeeeeecceccccessceeesssssssseeeeeees 88 Entering Attendance cccccccccsssseeessssssssseseeeecceccecccesseeceessssesesseeeceeceecccesuenecesssssssseeeeeess 88 Fade a Sp CIC PCT GO cacee care sacorreaeassnnsencessnnsyacaragneatanneanueentaonnceyeecaniaradetonteaneas 91 Print the Attendance Report cccccccccccccccceceaseesseseeeeececeeceeeeseaaaaaeessseeeeeeeeeees 91 Display the Group by Household or Person cccccccceceecceeeeeesseeeseeeeeeeeees 91 Adding a Person to the Group eesessssssssssseseerererssssssssssssssetre
75. ehold Group Code and Number of Consecutive Absences For a report sample see Consecutive Absences Sample on page 128 Prints first time attendees for the date selected Selections Name Range Member Status Participation Status Groups and Attendance date For a report sample see First Time Attendees Sample on page 129 CMS Attendance for Windows Group Attendance Summary Group Checklist Group Directory Group List and Definition Group Meeting Dates Group Head Counts Periodic Attendance Summary CMS Attendance for Windows Prints attendance summary by attendance code Selections Member Status Participation Status Groups and Attendance Dates for the Report For a report sample see Group Attendance Summary Sample on page 130 Prints an attendance checklist Selections Name Range Member Status Participation Status and Groups For a report sample see Group Checklist Sample on page 131 Prints a directory of individuals by group selected Selections Name Range Member Status Participation Status and Groups For a report sample see Group Directory Sample on page 132 Prints a list of Groups and their definitions Selections Groups For a report sample see Group List and Definition Sample on page 133 Prints a list of meeting dates for each group selected Selections Groups For a report sample see Group Meeting Dates Sample on page 134 Prints a lis
76. endance Window above to access the Enter Edit Attendance window 2 Select a group for attendance entry in one of the following ways Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list 3 Enter the date for attendance entry in the Attendance Date field or right click on the attendance date field to display a visual calendar to select a 88 e Enter Edit Attendance CMS Attendance for Windows 4 date Press the Enter key to display the names of the group members CMS will insert the default attendance code for the group to all members of the group See Setting Preferences for Group Attendance Entry on page 84 Select a person in one of the following ways Click your mouse cursor on the attendance code of the person Use the scroll bars as necessary to view the appropriate person Click the Find button to find a specific person Click in the Last Name column and press a letter to jump to the first person with a last name that begins with that letter Subsequent letters jump to the first person who has that combination of letters Press ESC to cancel Press the Up or Down Arrow keys to move to the appropriate person The Left Arrow key will move the cursor to the last name field if you wish to press a letter to jump to the first person with a last name that begins with that letter Enter an attendance code fo
77. escription 36 e Setting Attendance Options CMS Attendance for Windows 4 Click Close ALT 1 to return to the main menu bar To Delete a Code Delete You will not be allowed to delete a code that is currently in use If you have CMS Membership for Windows use the Locate and Replace function to locate all useages of the code and replace it with another code If you do not have CMS Membership for Windows print out Labels for all names and include the codes on the label Look through the labels and find those with the codes you wish to delete Use person maintenance to change the codes 1 Choose Membership Status Participation Status or Titles from the Options Menu 2 Click anywhere on the code you want to delete 3 Click the Delete button At the confirmation dialog click Yes 4 Click Close ALT 1 to return to the main menu bar Find Method The find function available from the Household or Person windows may be defined for faster or slower searches The fast method does not allow you to search by a partial Last Name and partial First Name simultaneously The slower allows such partial searchs but searches will take more time depending on the size of the name list and the speed and memory of the computer you are using 1 Choose Find Method from the Options Menu CMS Attendance for Windows Setting Attendance Options e 37 Find Method Find Method Faster Fewer Capabilities lt gt Slowe
78. et that CMS provides online help on the window Press the F1 function key Field Name Field Length Description Characters Required Enter the last name of the family or Up to 25 the last name of the head of the Surname alpha numeric household Label Name Required Type in the household name as it 42 e Household Maintenance Up to 30 should appear on household labels and mailings Examples Mr amp Mrs Jerome Allen Jerome and Judy Allen Use the Statement Name field on the Person Summary window to customize the name printed on statement mailings If you do not enter a label name CMS will automatically create one for you using the title head of households first name and the surname alpha numeric To add a household you must enter either the label name or the title head of households first name and surname CMS Attendance for Windows Field Name Field Length Description Characters Address Up to 30 Enter the residence and street or route Line 1 alpha numeric number Note The address will print on labels and envelopes in the order seen on this window For example Label Name Address Line 1 Address Line 2 if any City State Zip Country Address Up to 30 Enter the second line of the address Line 2 alpha numeric This prints immediately above the line for city state and zip City Up to 16 Enter the city in which the household alpha numeric resides State Up to 12 Enter
79. fer to Finding Existing Persons on page 61 From the Household window click on the person line then click the View button or click the Add Person button to add a new person Refer to the Person Field Definition Chart on page 57 to help you enter or change the person data Continue to enter data for each person within the household You can display and or enter information for each person Please refer to Person Attendance Maintenance on page 69 for more information 56 e Person Summary Maintenance CMS Attendance for Windows Adding a Person to a Group Removing a Person from a Group Person Field Definition Chart CMS Attendance for Windows CMS automatically saves data when you leave the data window or execute any of the functions such as adding another person or selecting from the main menu bar To cancel the new person data click on the Undo Changes button before another action is performed Display the appropriate person record For Find instructions refer to Finding Existing Persons on page 61 Click the Add Person to Group command button The Groups dialog box displays the available groups Select the group to which the person is to be added Click Select ALT S to add the person to the group Cancel ALT C to return to the Person Summary window without saving the changes Display the appropriate person record For Find instructions refer to Finding Existing Persons on page 61 Select
80. for the group and date selected Display the Group Display by Display by by Household or Household Ferson Person You can choose to display the list of group members organized by Household or by Person Click the Display by Household command button to organize the group list by household or Click the Display by Person command button to organize the group list by person name Adding a Person to Ras the Group ane 90 e Enter Edit Attendance CMS Attendance for Windows If you wish to enter attendance for a person who is not currently a member of a group you can add the person to the group from the Enter Edit Attendance window 1 Click the Add Person to Group command button to display the Persons NOT in Group window Persons NOT in Group Group Code BS1 Bible Study Group 1 T540 Lakewood r540 Lakewood r540 Lakewood 172 Windsor Dri 172 Windsor Dri 172 Windsor Dri Dennison 2340 Juniper Apl Dennison 2340 Juniper Apl Dennison i 2340 Juniper Ap Dennison 2340 Juniper Api Gardner 2001 Greenbriar Heller 4575 Raleigh Avi Heller 4570 Raleigh Av 2 All persons in the CMS database but not in the group are listed in this window Use the scroll bars as necessary to locate the person you wish to add If the person is not currently in the CMS database see To Add a Household Person from the Persons NOT in Group Window on page 92 3 Select the person you wish to add choose Add to Group ALT A to add the pe
81. full description for numeric the attendance code i e First Worship Service Second Worship Service etc Deleting Codes Place your cursor on the line of the attendance code you wish to delete Click the Delete button NOTE CMS will detect if you are deleting a code that is in use If so a window will display to asking you to reassign the entered attendance to an existing attendance code CMS Attendance for Windows Setting Attendance Options e 33 Membership Status Participation Status and Titles The Membership Status Received through Baptism Transferred from Different Denomination Prospective Member Participation Status Active Student Away at School Associate Member and Titles Mr amp Mrs Mr Dr amp Mrs Ms code tables are used in the Person Summary window to help enter person information The Titles code table is also used in the Household window to define the family name To simplify your setup procedures sample codes and definitions have been pre defined for you when you install CMS Add and change these tables as necessary If you are using both CMS Membership for Windows and CMS Contributions for Windows the person and household records are shared They can be modified in either application Adding Codes You are able to add and delete codes only if you have the proper security assigned to your password The code table also displays when you click on a look up table button to select a code
82. g these codes you will be forced to go into each record again at a later time Many of these status s are already defined for you Display the Membership and Participation Code Tables Define Codes from the Options menu to make the necessary additions and deletions Remember to consider what information is required on your congregational reports when modifying these tables Define membership and participation status s Enter person family member names on the person portion of the Household window or on the Person Summary window CMS Attendance for Windows Organizing Attendance Data Entry Tasks e 7 Opening amp Exiting CMS Opening CMS for Windows 1 From the Windows Program Manager double click the CMS for Windows icon or the Working Model icon if you are using the CMS for Windows Working Model The CMS Security dialog will display CHS Security User Name GENERAL Password sd RunDate 12 20 93 2 Enter your password in the password field For security reasons the password entry does not display To view what was typed into the password field click the right mouse button Click OK If you are opening CMS for Windows Attendance for the first time or if you are using the CMS for Windows Working Model enter the default password CMS 3 At the opening window click the Attendance button to start the application The main menu bar will display File CHS People Process Reports Options Help Exiting
83. he selected person s Household window Selection Dialog Box Command Buttons The Add Add All Remove and Remove All command buttons are found on selection dialogs For example they are found on the Select Member Status dialog for reports Add gt Add All 4 Remove _ Remove KE CMS Attendance for Windows The Add command button selects one item at a time Click on the item to select then click the Add command button The item selected will now be displayed in bold on the selected list of the dialog The Add All command button selects all of the items Click on the Add All command button All of the items will now be displayed in bold on the selected list of the dialog The Remove command button removes one item at a time from the selected list Click on the item to remove then click the Remove command button The item you remove will now be deleted from the selected list of the dialog The Remove All command button removes all of the items from the selected list Click on the Remove All command button The selected items list will clear If you wish you can begin your selections again Basic Navigation e 19 Person Window Tabs 20 e Basic Navigation Add and Delete Command Buttons The Add and Delete buttons can be used to add or delete codes i e Membership and Participation Code tables can be accessed and maintained from the Options menu or from the look up table buttons on the Attendance Household
84. holds and persons can be entered while entering attendance In this chapter we will cover e Viewing Person Summary Data e Entering Person Data e Deleting a Person e Finding Existing Persons e Browsing for a Person e Speed Update Person CMS Attendance for Windows Person Summary Maintenance e 53 Accessing the Summary Window from The Main Menu Bar Accessing the Summary Window with The Add Person Button Accessing the Summary Window with the View Button 54 e Person Summary Maintenance Viewing Person Summary Data 1 From the People menu choose Household Persons CTRL H to display the Household window 2 Use the VCR direction buttons or the Find function to display the person s household 3 Click on the Add Person this Household button to add a new person or the View button to view an existing person Chik House lk The Household window and all person windows each have an Add Person button Add Person displays the Person Summary window to allow you to add a person to the household which is currently displayed You do not have to display the Person Summary window to add a person to the household You can add the person right on the Household window This chapter will cover both of these methods Click on the Add Person button CTRL A The View command button on the Household window displays the selected person s data on the Person Summary window The Add button opens a line for
85. ice Sunday 3 5 95 Second Service Sunda 3 12 95 Second Service Sunda 3 19 95 Absent 3 26 95 Second Service Sunda Number of times Absent 2 Present 6 Sommers Craig 2301 Greenbriar Dr Lakewood MN 55678 5567 612 456 2333 2 5 95 First Service Sunday 2 12 95 Absent 2 19 95 Absent 2 26 95 Absent 3 5 95 First Service Sunday 3 12 95 First Service Sunday 3 19 95 First Service Sunday 3 26 95 Absent Number of times Absent 4 Present 4 Witcomb Gardner Terri 2001 Greenbriar Dr Lakewood MN 55677 5567 612 435 5690 2 5 95 First Service Sunday 2 12 95 First Service Sunday 2 19 95 First Service Sunday 2 26 95 Second Service Sunda 3 5 95 First Service Sunday 3 12 95 First Service Sunday 3 19 95 Second Service Sunda 3 26 95 Absent Number of times Absent 1 Present 7 Number of persons who have attendance in Worship Service 30 e Reports attendance detail for each person in the selected group s e Prints date and attendance across then down e Totals absence and presents for each person e Total of people who have attendance in the group 126 e Attendance Standard Report Samples CMS Attendance for Windows Attendance Pattern Sample 12 15 95 Attendance Pattern Page 2 Fordates ofatiendance from LLIS thru SILOS Present Absent blank noattendance entered Tot lot LastAiiend MS Jan Feb Mar a Eres Abs Heller John wtttt st tb tees THEE 326795 Heller Karen E Feet EEEH 444 32 l i695 Kohler Tom CoE tte Stee iz 612 345 7809 3
86. ifferent chapters Back will take you back to the last window you were viewing regardless if it was in the same chapter or topic area Click the History button ALT H to view a sequential list of every help topic viewed during the current on line help session CMS Attendance for Windows Using Online Help e 27 Viewing and Entering About Help Information 28 e Using Online Help The gt gt button will lead you through an entire chapter When you click on a topic at the Table of Contents you will see the first help window associated with that topic Click the gt gt button to lead you through all topics in the chapter When the gt gt button is grayed out it means that there are no more topics to view The lt lt button goes back one window in the same topic It is the opposite of the gt gt button Click the Glossary button ALT G to display the list of glossary terms Click on a term to view the glossary definition About Help The About CMS For Windows dialog displays when About is selected from the Help menu ALT H A In addition to providing CMS Attendance for Windows version and user information it also stores the name address and phone numbers of the congregation The city state and zip code information entered on this dialog is used as a default for entering household addresses The entire congregation address is printed on statements and reports About CHS For Windows system version 42
87. ilies The following functions are also available from the Household window They are covered in the other chapters e adding and deleting people from the household see Person Summary on page 53 e printing a mailing label for the household see Labels on page 101 e displaying the Person Summary window see Person Summary on page 53 CMS Attendance for Windows shares the household and person database with CMS Membership for Windows and or CMS Contributions for Windows If you have purchased multiple applications use CMS Membership to build your household and person databases See Organizing Attendance Data Entry Tasks on page 5 for more information Use CMS Attendance Household Maintenance if you are using it separately or if you wish to add or change household information while working within the CMS Attendance module Households and persons can be entered while entering attendance In this chapter we will cover e Displaying the Household Window e Entering Household Data CMS Attendance for Windows Household Maintenance e 39 e Deleting a Household e Finding Existing Households e Browsing for a Household e Speed Update Household Displaying the Household Window The Main Menu Bar From the People menu choose Household Persons CTRL H The View Household Button lew Household Use the View Household button to return to the person s Household after viewing any of the person windows The Pers
88. inuing If you do not have a current backup of data click Backup to begin the backup procedures Refer to Backup on page 157 for data backup instructions If you already have a current backup click Continue to display the Move Prior Attendance dialog CMS Attendance for Windows CMS Attendance for Windows Kove Prior Attendance This process will move prior attendance information for a person or a number of people from one group to another Move Attendance Cancel From Group D e eg 8S Tocou LE Help For person Select a From Group and a To Group in one of the following ways Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list Type a group code in the Group Code field Select a person or persons by clicking the Select Names button The Select Names dialog displays a listing of names Names which have not been selected will display in bold under Available Names Names which have been selected will display in bold under Selected Names Use the buttons located between the columns to add and remove the names See Selection Dialog Box Command Buttons on page 19 for instructions on using the add and remove buttons To find a specific name click in the last name column and then press a letter to jump to the first person with that letter in their last name Esc clears the name jump field Click
89. ipate in specific activities where attendance records are kept For example the entire membership may be part of the worship service group while other groups may be set up to track attendance in Sunday School classes Bible study groups or other events activities Refer to Groups on page 73 6 e Organizing Attendance Data Entry Tasks CMS Attendance for Windows Gather Membership Household Information Define Persons Membership and Participation Status s Entering Household and Person Information REMINDER If you have already implemented CMS Membership for Windows or CMS Contributions for Windows it is not necessary to complete this step CMS Attendance for Windows will access the same household and person information you are already using Get existing information from your current membership lists or your rolodex You can poll membership to gain additional information While this is an excellent idea do not delay your installation waiting for questionnaires to be returned Enter name label name address and phone information for each household on the Household window Print Labels review them and make necessary modifications Membership status i e member non member etc and Participation status i e student away at school homebound etc is assigned to each member See Entering Person Data on page 56 for information about Membership and Participation Status s If you enter person data without enterin
90. ipation Status s sssssesesseeeeeeeees 7 Opening amp Exiting CMS 9 Openine CMS for W INOW Siren seesicnnseaciecnatowssousiysOraeancensivwadiad seme nsues stand AE a LEEENA 9 Exiting CMS for Windows ssssssseeececceececceeeeaeeeseseseeeeeeeeeeeeeeseassaaassssseeeeeeeeeeeeeeeeeaaas 9 Basic Navigation 11 Basic Navigation Overview ssssssseccccceccccceeeaanessesseseeecceeeeeeeeseeaaaessssseeeeeeeeeeeeeeeeqaaas 11 Mowe ANG FPO Tearen anI EE E EE EE TAA 12 PO aS T TOE 12 CO E A A 12 POUL FASS E E qnasdatiaueruswaaannenensesspeuacuneset eaten 12 Mous ACHOS as iciesctecs veseecic A ioadia robe tata nadeacieraiadentccln a 12 DVM PMS assests rs E sa Sacer ase Gene Saeco vases E E he ceutaaces 13 NEG OO AM eo scmcbecasatca E eon teniancostenetataasanaoias 14 VCR Direction BUWONS senna ERATEN EEA TEE 14 Delete Household Person Garbage Can Button sssssnsssssssssessoeeeneessssssssssssee 14 Quick Label Button ccc cccescccceeeccceesececeeccceesecsceeeecsceeecseeeuecesseeeseesees 15 Print Screen DUON pee ETE E PT cn Ona RE RET core 15 Bow e DOE an EEEE E N EENE E 15 CMS Attendance for Windows Contents e i Members MP E UUO een nee tee erent ent ter cette eee ern cena er men nar ewer E 15 Contributions BUUlOUsiisseceiaiceasuscactecadsdansasaniaadaid ndecbadiacdnegsiedensiaintaatsdentenincd eters 16 Makine SCC CIOS sa erscesesnaesteacserenndoney e eE a ESEE EEEE 17 Choosing and Selecting Ite
91. lections Cancel ALT C to return to the Define dialog without saving the selections 5 Repeat from step to define additional selection criteria Defining Grou ps The define by list method of group definition must be used exclusively In other Usin g Define by words you cannot combine both the selection process and the define by list List process to define a group Once you have used the define by list process the ISU Selection buttons are replaced on the Define dialog with the statement This group may be modified only with the Define By List button 1 At the Define dialog click the Define By List button The Define by List of Names dialog will display CMS Attendance for Windows Groups e 81 Define by List of Names Available Hames 540 Lakewood Ave NE Apt 302 7540 Lakewood Ave ME Apt 302 540 Lakewood Ave ME Apt 302 540 Lakewood Ave NE Apt 302 172 Windsor Drive Remove Remove All Selected Names 7540 Lakewood Ave NE Apt 302 2052 Circle Drive 4570 Raleigh Avenue 2 Use the buttons located between the columns to add and remove names See Selection Dialog Box Command Buttons on page 19 for instructions on using the add and remove buttons To find a specific name click in the last name column and then press a letter to jump to the first person with that letter in their last name Esc clears the name jump field 3 Click OK ALT O to finalize selections Cancel ALT C to return to the Defi
92. let Series Il LPT From Print Options Thru Selection Humber of Times Attended Name Range an Persons who are present between the range of dates above and present Member Status CAN between and including the range of number of times below are included far Participation Status AI the repor From J All Groups CAN Thr Include P to be R d NAUS M ErSons 10 98 REMOVES Print Unlisted Phone Numbers Be sure your printer is on line and ready 1 Choose the report from the Reports menu Once the report is chosen the report dialog will display 2 The report dialog which displays depends on the report selected Refer to the following for specific instructions on each report option CMS Attendance for Windows Attendance Standard Reports e 111 Attendance Date Refer to Attendance Date or Attendance Dates or Attendance for Report on page 113 Dates for Report Consecutive Refer to Consecutive Absences on page 113 Absences Attendance Pattern and Consecutive Absences reports attendance labels and merge file only Number of Times Refer to Number of Times Attended on page Attended 114 Number of Times Attended report only Print Preferences Refer to Print Preferences or Print Additional or Print Additional Information on page 115 Information Refer to Print to on page 116 Selections Refer to Selections on page 119 Selection options can include Name Range Member Sta
93. ms cccccccccccccececcceneeeeeeeesesseeeeeeeeeeeeeeeaaaeeeeeesees 17 Command BONS ie eisccisnessnossanerevnceessoereavuncigensestincnadecsnnenetacoutavsneuaneeddaesuntesbaasensys 17 Person Window MAUI obi c caer ntesatrssctnee N 20 MS TONGS e E E E EEE A O EE AE AE 21 CHECK DORES repne EEE 21 ROT Pa CL OUGS spimo yes auiarddapacnmnamaconbenoetosnes pabantanauetoetesnees 21 Drop Down List Button ssesssessooseeeeeeeesssssssssssssseerereressssssssssssseereeeesessssssssssess 22 Lookup Tables cico i EN EEE 22 Bukh 01g Calena aaraa E eee tre een 22 DEA a E E E A TE 23 Keyboard SHOGUN a scencaceeace ceca reap eiin iaa a ar A a a ai 24 Using Online Help 25 E T a E A E E node ieee 25 Displaying Online Help s csccacessassasencanascanzencentiagond ncaa toauasietnnevanninatesunsscansondedarcaande 25 Online Help TOOlS sscccrsccanasenaseseaaeid oaoannscnaena sah pte aessanesan ane ipei paaien 26 Online Help Command Buttons cccccccccccccceceeceeeeeeeeseeeeeeeeeeeeeeeeeeeeeeeneaaas 27 Abon HEIP al a E EE E ER 28 Viewing and Entering About Help Information cc cessssseseseeeeeeeeees 28 Setting Attendance Options 31 Attendance Options Overview eeessssssssssssssssceererrerssssssssssssserteerrrsssssssssseseererererrreesssssss 31 Maintaining Attendance Codes ccccceccccccccccaeeceeeeeeseseeeeeeceeecceeeeeaaaaeessseseeeceeeeeeseeeeaaas 31 PAS AOA e es achat ss EEEE raed van EET E E needa dosmteed OT 32
94. n on entering the last name first name and envelope number Note on line help provides data entry instructions for each field Position the cursor in the field and press the F1 function key 5 Click the Search button If there is more than one record which matches the find criteria a list will display 6 To select a record click anywhere on the record line then click Select or double click on the line The Household window will display with the selected household s data Find Field _ If no fields are entered the Search dialog will list all persons in the database Definitions Don t forget that CMS provides online help on the window Press the F1 function key Field Name Field Length Description Characters Up to 28 Enter the last name of the person or alpha numeric the household surname You can enter a full or partial name The ability to enter a partial name is especially useful when you are unsure of how it is spelled For example if you enter Jo CMS will list all last names which begin with Jo Johnson Jones etc First Up to 20 Enter the first name of the person alpha numeric You can enter a full or partial name Envelope 5 numeric Enter the exact envelope number Number between 1 and 32 700 CMS Attendance for Windows Household Maintenance e 47 Browsing for a Household The Browse function is very useful for locating a specific household when the first name last name and envelope
95. nce Standard Reports CMS Attendance for Windows Exports the report to a file Exports the report to a file Click on the printer icon to print the report to the printer Closes the report and return to CMS Attendance 6 Click on the Close command button to close the report and return to CMS Attendance Selections Mame Range All Member status CA Participation Status CAID Groups All Include Persons to be Removed Selections Not all reports offer the same selections The selection buttons are used to define the report by name range member status participation status and groups Member and participation codes are assigned to persons in the Person Summary window The Include Persons to be Removed function also prints persons marked for removal This is applicable only if you are also using CMS Membership for Windows Name Range Selections Mame Range All The Name Range option is available on some reports With it you can request a single name a range of names or all names to print on the report CMS Attendance for Windows Attendance Standard Reports e 119 1 At the report selection dialog click the Name Range button to display the Name Range dialog 120 Attendance Standard Reports CMS Attendance for Windows SAMPLE Name Range Dialog 8 Name Range Allen 7540 Lakewood Ave Jerome z 7540 Lakewood Ave 7540 Lakewood Ave 7540 Lakewood Ave 172 Winds
96. nce for Windows Di splaying the The Groups Calculated window displays the number of people with an attendance code for a given date of attendance The information is derived Groups Calculated Window directly from the entered attendance detail 1 From the Process menu choose Groups to display the Groups Summary window 2 Use one of the following ways to select a group Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list 3 From any groups window click the Calculated tab The Groups Calculated Window Group Code WOR Location Frequency Wey FE Leader Time C summary Calculated Attendance Codes st Sen 7nd Se Absent amp Define T a T 5 2 1 5 5 CMS Attendance for Windows Groups e 75 Displaying the Your church may want to record head count totals for a group You may Grou ps Head Count define column heading for the table with the preferences button See Creating Window Head Count Column Headings on page 85 1 From the Process menu choose Groups to display the Groups Summary window 2 Select a group to display in one of the following ways Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list 3 From any groups window click the Head Count tab 4 You may enter the h
97. ndance codes for the group Choose the appropriate codes from the Valid Attendance Selection dialog box See Selection Dialog Box Command Buttons on page 19 for instructions on using the add and remove buttons Choose OK ALT O to finalize selections Cancel ALT C to return to the Preferences dialog without saving the selections Click the Head Count Table Headings command button to create the headings for the Head Count Table on the Groups Head Count window Enter headings up to 10 characters in length in the boxes provided Choose OK to finalize selections Cancel ALT C to return to the Preferences dialog without saving the selections At the Preferences dialog box choose OK to finalize selections Cancel ALT C to return to the Preferences dialog without saving the selections Groups e 85 86 e Groups Deleting a Group If you wish to retain the group s attendance use Move Prior Attendance to move the attendance to another group See Move Prior Attendance on page 97 1 From the Process menu choose Groups to display the Groups Summary window 2 Select a group to delete in one of the following ways Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list 3 Click the Delete command button Choose Yes at the Delete Group confirmation dialog NOTE Deletion of a group removes all asso
98. ndance Summary graph displays attendance counts by the Attendance selected period 1 e weekly monthly quarterly or yearly Each count is broken Summary Graph own by attendance code Atencs1cs Sunma Cine 1 amp hill Wij sen 4 S sac ese From the Attendance Summary graph click Close ALT L to close the graph Print Graph to print the graph CMS Attendance for Windows Summary Graphs e 143 Viewing the Group Summary Graph Select Group Summary from the cascading menu The Group Summary Graph displays The Group The Group Summary graph displays a pie chart depicting attendance Summ ary Graph distribution by attendance code for the selected group Ep ss di g Bit e ry arc Ip if Ee olin Alin kyna Fd Dtssh Lhaa a Aa nl or S 1 Select the group you wish to graph by clicking the up or down arrows in the group code box until the appropriate group is selected Or click the group code look up button and select a group from the Groups dialog box 2 From the Group Summary graph click Close ALT L to close the graph Print Graph to print the graph 144 e Summary Graphs CMS Attendance for Windows Viewing the Head Count Summary Graph 1 Select Head Count Summary from the cascading menu The Head Count Graph Selections dialog will display Head Count Graph Selections Selection Group Code Bs J Bible Study Group 1 Attendance Dates for Graph From L___
99. ndance dialog click on the Groups selection button Notice that the word All or Some may display on the button 98 e Enter Edit Attendance CMS Attendance for Windows All will display if all groups are selected Some will display if only some of the groups are selected 4 The Select Group code dialog displays a listing of groups codes Codes which have not been selected will display in bold under Available Codes Codes which have been selected will display in bold under Selected Codes Use the buttons located between the columns to add and remove the codes See Selection Dialog Box Command Buttons on page 19 for instructions on using the add and remove buttons 5 Click OK ALT O to finalize selections Cancel ALT C to return to the Delete Prior Attendance dialog without saving the selections 6 Click on the From field and enter up to a 6 digit numeric date Slashes will be inserted after each 2 digits or when the spacebar is pressed For example entry of 122478 will be interpreted by CMS as 12 24 78 Entry of 12478 will not be correctly interpreted as 12 4 78 without depressing the spacebar or typing a after the 4 7 Click on the Thru field and enter up to a 6 digit numeric date 8 Click Delete ALT D to delete the attendance records for the groups and the dates selected Cancel ALT C to return to the main menu without deleting attendance records CMS Attendance for Windows En
100. ne dialog without saving the selections 82 e Groups CMS Attendance for Windows Group Maintenance Over the course of time people in your congregation may come and go The following procedure will automatically update a group list to reflect these changes It is recommended you perform a backup of data before beginning To update a group s members 1 From the Process menu choose Groups to display the Groups Summary window 2 Select a group to update in one of the following ways Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list 3 Click Define to display the Define dialog box 4 Click OK ALT O CMS will add and remove people along with their attendance information as necessary to update the group If CMS removes someone from the group it will display a message to tell you You may use the Person Summary window to add and remove individuals from groups See Adding a Person to a Group on page 57 or Removing a Person from a Group on page 57 CMS Attendance for Windows Groups e 83 84 e Groups Setting Preferences for Group Attendance Eniry To speed the attendance entry process you can choose preferences for the default attendance code and the attendance code that is entered with a right mouse click 1 From the Process menu choose Groups to display the Groups Summary window 2 Sele
101. ng Started Manual It highlights the major features of CMS Attendance for Windows and provides a quick reference tutorial Use the Table of Contents and Index to quickly find information and help For toll free customer support call the Software Library at 800 247 8044 2 e Introduction to CMS Attendance for Windows CMS Attendance for Windows Installing Attendance for Windows Installation instructions for CMS Attendance for Windows are included with the software as a separate document e menu CMS Attendance for Windows Installing Attendance for Windows e 3 Organizing Attendance Data Entry Tasks Organizing Attendance Data Entry Tasks Overview Implementing your new system requires that you enter the information from your current system into the windows and fields of CMS Attendance for Windows In this chapter we will outline the steps you must follow for the two basic data entry tasks e Entering Attendance Options e Entering Household and Person Information NOTE The household person and system information you enter into the CMS for Windows system can be used by CMS Membership for Windows CMS Contributions for Windows and CMS Attendance for Windows Your strategy for data entry will depend on which of the three modules you are using and when you intend to implement them e If you are implementing Attendance Contributions and Membership at the same time use CMS Membership for person database
102. number on the top of the label Membership Status Click on the Membership Status option button to print the membership status on the top of the label For more information about Membership Status see Membership Status on page 36 Phone Number Click on the Phone Number option button to print the household person phone number on the top of the label Unlisted Click on the Unlisted option button to print unlisted phone numbers on the top of the label Group Code Click on the Group Code option button to print the group code on the top of the label Carrier Route Click on the Carrier Route option button to print the Carrier Route on the top of the label Titles Click on the Titles option button to print the title selected from the Household or Person Summary window on the labels CMS Attendance for Windows Labels e 105 Attendance Standard Reports Attendance Standard Reports Overview CMS Attendance provides a variety of standard reports for tracking attendance Each report offers selections that enable you to customize the report to your needs This chapter will cover the Attendance Detail Attendance Pattern Consecutive Absences First Time Attendees Group Attendance Summary Group Checklist Group Directory Group List and Definition Group Meeting Dates Group Head Counts Periodic Attendance Summary and Number of Times of Attendance Reports Printing Visitor Request Cards is also covered in this chapter Note th
103. o print options printing to a selected printer the default choice or displaying the report on the screen Printing to the Printer 1 At the report selection dialog click the Print Options button The Print Options dialog will display Print Options Ok HP LaserJet Series Il LPT1 copies Help lt gt Screen 2 The Printer option button is the default Also note that the current printer selection is displayed To install a printer or select a different default printer click the Printer Setup button to display the Printers dialog from the Windows Control Panel The Windows Control Panel Printers dialog is also accessible from the Windows Program Manager For more information on installing and configuring a printer see your Windows manual 3 To change the number of copies click in the Copies field and type in the number of copies to print 116 e Attendance Standard Reports CMS Attendance for Windows 4 Click OK ALT O to finalize your choice Cancel ALT C to return to the report selection dialog without saving the changes 5 At the report selection dialog click Print ALT P to print the report Cancel ALT C to cancel the report request Displaying the Report on the Screen 1 At the report selection dialog click the Print Options button The Print Options dialog will display 2 Click on the Screen option button 3 Click OK ALT O to finalize your choice
104. od Ave NE Apt 302 Minneapolis MM 55677 5567 612 456 2578 Kohler Amy 5433 Willow Drive P O Box 5536 horthtown MN 55367 5536 612 348 7809 Kobler Tim 5433 Willow Dive F O Box 5536 KorthiowT MN 55307 5536 612 345 7809 Kohler Tom 5433 Willow Dove P Box 5536 Northtown MN 55167 5536 612 345 7809 Lopez Anthony 231 Fairmeadow Lane Lakewood MN 55678 5507 612 435 0987 Lopez Bonnie 231 Fairmeadow Lane Lakewood MIM 35678 5567 612 435 0987 Lopez Bryan 231 Fairmeadow Lane Lakewood MN 55678 5567 612 435 0987 Lopez Jose 231 Fairmeadow Lane Lakewood MIN 55678 5507 612 4395 0987 Lopez Kenneth 231 Fairmeadow Lane Lakewood MN 55678 5567 612 435 0987 CMS Attendance for Windows Group List and Definition Sample 11 15 95 Group List and Definitions Page Bible Study Group 1 B51 Monthly 7 30p The Jose Lopez Residence Jose Lopez Definitions Activity ALL Class ALL Define by List THIS GROUPIS DEFINED BY A LIST OF PERSONS Gender ALL Grade Level ALL Member Status ALL Participation Status ALL Record Status Records marked to be removed ARE included Sunday School ALL Worship Service WOR Weekly Sanctuary Pastor Engstrom Definitions Activity ALL Class ALL Gender ALL Grade Level ALL Member Status blank Member Status A Member Status B Member Status C Member Status D Member Status F Member Status I Member Status N Member Status oO Member Status P Member Status Q Member Stat
105. of Consec Absences Phone Number _ united C Group Code CI Gre label per Household C Carrier Route Include Persons to be Removed Cl Titles Select the Print Options Refer to Print to on page 116 Make the appropriate Name Range Member Status Participation Status and group selections Refer to Selections on page 119 If you wish you can print labels for individuals based on consecutive absences during a specified date range or by a number of consecutive absences Enter from and thru dates for consecutive absences Additionally you can enter the number of consecutive absences See Consecutive on page 113 for more information Click on the Include Persons to be Removed check box to include persons marked for removal on the report A check mark will display To remove the check click the check box again This function is applicable only if you are also using CMS Membership for Windows Click the Label Format drop down list button to display the label format choices You can choose from several pre formatted label selections as well as a 10 envelope If the format you need is not available contact Church Management Solutions for help Click on the appropriate format Click the Household or Person option button to select a label type Click on the appropriate Sort option Labels can be sorted and printed in Alpha order last name first name Carrier Route Envelope number or Zip Code Labels e 103
106. on Summary and Detail windows each have a View Household button Click on the View Household button ALT W The New Household Button Mew Household This displays a new blank Household window which is ready for entry of a new household The Person Summary and Detail windows each have a New Household button Click on the New Household button ALT U 40 e Household Maintenance CMS Attendance for Windows The Household Window File iajajejo See CMS for Windows Attendance Household v CMS People Record Process Reports Options Help Main Menu Bar Toolbar Edit Surname Tile mae Label NameVerame and Judy Allen Group Code Address 7640 Lakewood Ave NE Apt 302 nit type fA meres come wan Household City nN Carrier Route CR 03 Information Minneapolis State euna _ i Zip Code TOPR Command Phone Buttons Phone 2 J Person i Information Julie Allen ss 12 472 2fAfF2 iB Youth A Mew Household Person Record Buttons Entering Household Data To add a new household you must enter all required fields these are specified in the Household Window Field Definition Chart on page 42 add at least one person to the household refer to Person Summary on page 53 and designate a head of household The city state and zip code fields will be automatically filled when you add a new househol
107. onfirmation Lakewood MN 55678 5567 Lopez Jose 612 435 0987 March 26 1995 10 3 231 Fairmeadow Lane Memberby Confirmation Lakewood MN 55678 5567 Lopez Maria 612 435 0987 March 26 1995 l2 231 Fairmeadow Lane Member by Baptism Lakewood MN 55678 5567 Lopez Martin 612 435 0987 March 26 1995 l 3 231 Fairmeadow Lane Member by Baptism Lakewood MN 55678 5567 Sommers Craig 612 456 2333 March 19 1995 7 66 2301 Greenbriar Dr Prospect Ready to join Lakewood MN 55678 5567 Number of persons selected for Worship Service 31 Attendance Totals Present 339 Absent d e Prints those individuals who have been absent the specified number of times in a row backwards from the Thru date 128 e Attendance Standard Report Samples CMS Attendance for Windows 11 15 95 First Time Attendees First Time Attendees on 1 8 95 Phone Member Stat Worship Service WOR Weekly Dennison Lisa 612 623 5510 2340 Juniper Apt 2013 Memberby Confirmation Lakewood MN 55676 5567 Heller John 4578 Raleigh Avenue Memberby Confirmation Northtown MN 35367 5536 Heller John 4578 Raleigh Avenue Member by Confirmation Northtown MN 55367 5536 Heller Karen 4578 Raleigh Avenue Member by Baptism Northtown MN 55367 5536 Heller Kristin 4578 Raleigh Avenue Member by Baptism Northtown MN 55367 54536 Heller Mark 4578 Raleigh Avenue Member by Confirmation Northtown MN 55367 5536 Heller Sharon 4578 Raleigh Avenue Member by Confirmation Northtown MN 55367 55
108. or Drive All D9 3 172 Windsor Drive H Help 172 Windsor Drive 172 Windsor Drive 777 Contrib Plate P O Box 5567 Out of State Check pei Jump 2 The dialog lists all names sorted in alphabetical order Use the From Thru and All buttons to select the names To select a range of names use the mouse to select the first name to print then click the From button Use the scroll bar to view all of the names on the list Once you have selected the first from name use the mouse to select the last name by clicking the name then the Thru button The from and thru selections will display in the fields next to the From and Thru buttons To select all names click the All button All DP 3 At the Name Range dialog click OK ALT O to finalize code selections Cancel ALT C to return to the report selection dialog without selecting Member Participation and Group Selections The selection buttons which display on the report selection dialog are different according to the report being run Notice that the word All or Some displays on each button All will display if all are selected Some will display if only some of the selection codes are selected To see the selected codes click on the selection button and view the list 1 At the report selection dialog click on the selection button Member Status Participation Status or Group CMS Attendance for Windows Attendance Standard Reports e 121
109. or attendance dates from 1 95 thru 3 26 95 Absent Present Total lst Serv 2nd Serv Total 30 64 l 125 10 39 64 103 14 45 64 109 64 148 149 337 e Reports summarized detail of Absent and Present attendance e Separates and totals Absent attendance codes and Present codes e Selection is made for summary time frame weekly monthly quarterly or yearly e Monthly or quarterly selections will print the month or quarter numbers to correctly organize the report CMS Attendance for Windows Number of Times of Attendance Sample 11 15 95 Number of Times of Attendance Page 6 For dates of attendance from 3 1 95 thru 3 30 95 Persons who have attended from thru 4 times Tot Tot Phone Member Last Attend Pres Abs Lopez Bryan 612 435 0987 March 26 1995 12 1 231 Fairmeadow Lane Member by Confirmation Lakewood MN 55678 5567 Lopez Jose 612 435 0987 March 26 1995 10 3 231 Fairmeadow Lane Member by Confirmation Lakewood MN 55678 5567 Lopez Kenneth 612 435 0987 March 26 1995 11 2 231 Fairmeadow Lane Member by Confirmation Lakewood MN 55678 5567 Lopez Maria 612 435 0987 March 26 1995 12 1 231 Fairmeadow Lane Member by Baptism Lakewood MN 55678 5567 Lopez Martin 612 435 0987 March 26 1995 10 3 231 Fairmeadow Lane Member by Baptism Lakewood MN 55678 5567 Sommers Craig 612 456 2333 March 19 1995 7 66 2301 Greenbriar Dr Prospect Ready to join Lakewood MN 55678 5567 Witcomb Gardner Tern 612 435 5690 March 19 1995 10 3
110. ountry Group Code or Title If you selected Country or Group Code type in the name of the country or group code in the Value field If you selected Title a look up table button will display next to the Value field Click on the button to view the Title table At the table select the title then click the Select button Click the Select Names button to view the Select Names dialog box CMS Attendance for Windows Select Names Available Names 540 Lakewood Ave ME Apt 302 540 Lakewood Ave NE Apt 302 7540 Lakewood Ave ME Apt 302 7540 Lakewood Ave ME Apt 302 172 Windsor Drive Remove Femove All Selected Hames 6 The dialog consists of two lists The names which have not been selected will display in bold under Available Names The names which have been selected will display in bold in the Selected Names column Use the scroll bars provided to view the complete lists You can use the buttons located between the lists to add and remove the names See Selection Dialog Box Command Buttons on page 19 for more information To find a specific name click in the last name column and then press a letter to jump to the first person with that letter in their last name Esc clears the name jump field 7 Click OK ALT O to finalize name selections Cancel ALT C to return to the speed update dialog without saving the changes Update ALT U to begin the Speed Update process At the message dialog box click
111. r More Capabilities This choice will affect the Speed and Capabilities of the search process anytime you look up a person or household by pressing the FIND button Faster Fewer Capabilities is a method of searching by name that is very fast but has some limitations This method is MOT able to search by a partial Last Mame and partial First Name simultaneously It lets you search by entering either a partial Last Name and no First Name or an exact Last Name and a partial First Mame You may also search by a partial First Name only Slower More Capabilites is a method of searching without the limitations of the method above but this method may be too slow for organizations that have a large number of persons or that have computers that are not fast enough or that do not have enough RAM Random Access Memory 2 Select the Faster or Slower option button 3 Click Close ALT L to return to the main menu bar 38 e Setting Attendance Options CMS Attendance for Windows Household Maintenance Household Maintenance Overview Household is the key structure for maintaining the CMS Attendance database In the Household window you can view and enter household data such as surname label name address phone numbers group code and family household members Also included in this chapter are instructions for Speed Update Speed Update will save you time when you need to update the Country Group Code or Title for several fam
112. r the person in one of the following ways Click the right mouse to assign the default attendance code indicated at the top of the window additional right clicks will step through the group s valid attendance codes See Setting Preferences for Group Attendance Entry on page 84 for more information Press the key on the numeric key pad button to scroll through the available attendance codes Click the Attend look up button and select an Attendance Code from the Valid Attendance dialog box NOTE For keyboard entry without a mouse press the Up and Down Arrow keys with your thumb to select aname Use your ring finger on the key to select the appropriate attendance code 6 CMS Attendance for Windows Repeat steps 4 and 5 to enter all attendance information choose OK to finalize attendance entry Cancel ALT C to return to the main menu without saving the entries Enter Edit Attendance e 89 Finding a Specific If the group list is long you can use the Find function to find a specific person in the group list 1 Click the Find command button to display the Find dialog box 2 Enter the first name and or last name of the person you wish to find in the fields provided 3 Choose Search to find the person entered Cancel ALT C to exit the search function Print the Print Attendance Report Attendance Click the Print Attendance command button to generate an Entered Edited Attendance report
113. rersssssssssssseeeeeeeee 91 Enter Edit Attendance Data Field DefinitionS ccccccsssssssssseeeseeeeeeeeees 94 PSG SA CABG Cx oscacsaeaanenanncdecnasnassoaetanuaoasdenuanannssenauacuaquaneasadbanadsenccsedsaneeeseeuieaarianaeuaet 95 Move Prior Attendance nisoria iinne a raa a iiaei 97 Delete Prior Attendance sisusremiiie lerro EAE EEA EOE 99 Labels 101 Labels OVET EW acrea a r E 101 Printing a QUICK Labe leosicccisdntdaataicetcnnuatadtsueniinadadauiannheletwcamateadutnnusendaatslie EE ea 101 Printing Labels for Mailings ccccccccccccccccceeeeeeesseeeeeeeceeeeeeeeeeaaaeesseseeeeeeeeeeeeeesenaaas 102 Print Additional Information yssscscuescesdasseadssdnondvsdewnsdvowvencdnsivadeediadaretedevneteeidoes 104 Attendance Standard Reports 107 Attendance Standard Reports OVervVieW cccccccccsssssssssssseeeeccceeeeeeeeeeaeceesaasassseseeeeseeeees 107 SANG Ar REPONS soroas Te cave veawioosec E EENES 108 Rinne astandard REDOT cerniere E Et 111 Standard Report Options eesesseessssssseeeeererssssssssssssssettrrersessssssssssseeererresessssssssssseeeeeree 113 Attendance Date or Attendance Dates for Report nnnneeessssssssssssssssseeeeeeee 113 Consecutive FA DSCI CCS iss incasternnnnndasesedaneesnoanndasniocadeaodenetundansnenedelasmanedenagunenseucaiecs 113 Number of Times Attended cccccccccccccccccccecceeessseseeeeeecececeeeeeeeaeaeeesssees 114 Summarize Pergd Sl OM isise Ri 114 Print Preferen
114. ric Mailing Required Click on the Mailing Relationship Relationship look up button to display the list of options Head Spouse Youth etc Once displayed click on the Mailin appropriate choice Relationship look up button There must be one and only one Head of household selected Only one Spouse per family is allowed Member Click on the Member Status look up Status button to display the list of options Member Status Received through Baptism Received look up button through Confirmation Transferred from Different Denomination etc Once displayed click on the appropriate choice This denotes in what way the person is or is not a member You can add delete membership status s as needed For instructions see Membership Status Participation Status and Titles on page 34 58 e Person Summary Maintenance CMS Attendance for Windows Field Name Field Length Description Characters Particip Click on the Participation Status look Status m up button to display the list of options Particip Status Active Associate Member Student look up button Away at School etc Once displayed click on the appropriate choice This is used to record the participation level of the person You can add delete participation status s as needed For instructions see Membership Status Participation Status and Titles on page 34 up to 3 Click the Add Person to Group button alpha numeric to display the g
115. roups dialog box From the Groups dialog box select a group to fill the Group and Description fields Description up to 40 The Group Description is alpha numeric automatically displayed when the Group is selected Last Att 6 digit numeric The date of last attendance is displayed The date is derived from the actual detail that was entered CMS Attendance for Windows Person Summary Maintenance e 59 Deleting a Person bid ll The delete function deletes a person s records from the database This function should be used on rare occasions such as when deleting a person which was entered in error Deleting a person will remove that person from the group and delete all attendance details for the person CAUTION All records for the person will be deleted including CMS Membership and CMS Contributions information if you are using these modules If you are using CMS Contributions you will not be allowed to delete persons who have contributions in the current year until the End of Year process is run or the person s contributions are combined with another person s Refer to CMS Contributions for Windows User Manual for more information CMS Membership for Windows provides a process for removing a person You can use the remove process to indicate that the person is no longer associated with the congregation This can occur due to a move or a change to a different congregation The Removal process keeps the person or household s r
116. rship Service Worship Service Worship Service Worship Service Second Service Second Service Absent Second Service Second Service Second Service Second Service Absent Second Service lew Household WB Remove Attendance Worship Service second Service 1 of 16 ATDETAIL DB eat fT 70 e Person Attendance Maintenance CMS Attendance for Windows Attendance Detail Field Name Field Length Description Field Definitions Characters H oe ee the group code or click the roup Look up button to display vane the groups dialog box From the Groups dialog box select a group to fill the Group and Group Descriptor fields Group Display only The Group Descriptor is Descriptor automatically displayed when the Group Code is selected 6 digit numeric Date of attendance Enter up toa 6 digit numeric date Slashes will be inserted after each 2 digits or when the spacebar is pressed For example entry of 122478 will be interpreted by CMS as 12 24 78 Entry of 12478 will not be correctly interpreted as 12 4 78 without depressing the spacebar or typing a after the 4 or entering 120478 Attend Enter the valid code or click the Attendance Look up button to display the Valid Attendance dialog box From the Valid Attendance dialog box select a valid code to fill the Group and Group Descriptor fields uw Attendance Look up button Attend Desc Display only The Attendance Code Descriptor is automaticall
117. rson Cancel ALT C to exit the add person to group function To Add a Household Person from the Persons NOT in Group Window 1 From the Persons NOT in Group window click the Add Edit HH Person ALT I command button to display the Attendance Household window CMS Attendance for Windows Enter Edit Attendance e 91 2 When the Attendance Household window displays there may be household data already entered If it is not the correct household click the New Household ALT U command button to clear the fields 3 Enter the household information Refer to the Household Window Field Definition Chart on page 42 for field definitions 4 Click the Add command button to position the cursor on the first available line for adding a person to the household At least one person the head of household must be added Refer to the Person Field Definition Chart on page 57 for field definitions 5 Click Select Person ALT L after selecting a person Entries on the Attendance Household window will be saved The Enter Edit Attendance window will return with the selected person s data displayed Cancel ALT C to save changes made to the data fields without selecting a person The Enter Edit Attendance window will return Find ALT N to access the Find dialog Refer to Finding Existing Households on page 46 for instructions on finding a household Undo Changes ALT Backspace to undo any changes made to the data field
118. s New Household ALT U to save the current data and display a blank Attendance Household window to add a new household 92 e Enter Edit Attendance CMS Attendance for Windows Enter Edit Don t forget that CMS provides online help on the window Press the F1 Attendance Data ton key Field Definitions Field Name Field Length Description Characters Group Code Click the up or down arrows to _ select a specific group or click on the Group Descriptor look up button to display the Group dialog box When the Group dialog box C Coe Looi is displayed you can select a up button group from the list Add groups as needed For instructions see Creating a New Group on page 78 Attendance Enter an attendance date or select Date an attendance date from the list Attendance Date drop down list button First Name Display only The person s first name up to 20 alpha numeric Last Name Display only The person s last name up to 38 alpha numeric Address Display only The residence and street or route Up to 30 number alpha numeric Mail Rel Display only The Mailing Relationship Head Spouse Youth etc CMS Attendance for Windows Enter Edit Attendance e 93 Field Name Field Length Description E Attend Right click your mouse to enter a preset attendance code Q Code Additional right clicks will step Look up button through the group s valid attendance codes The key on the numeric keypad performs
119. sed Used for recording loose offering Participation Status Description Blank Active Student away at school Homebound Living inan institution Military Non Resident Do not include in Dir Associate member Tables Samples Page Page Page l Attendance Standard Report Samples e 139 11 15 95 Titles Page Code Description l Mr amp Mrs 2 Mr 3 Mrs 4 Dr amp Mrs 5 Rev amp Mrs 6 Miss 7 Ms 8 Mr amp Dr 9 Dr 0 Dr amp Dr l l ll Rev 140 e Attendance Standard Report Samples CMS Attendance for Windows Summary Graphs Summary Graphs Overview There are three Summary Graphs They are the Periodic Attendance Summary Group Summary and Head Count Summary The Group Summary Graph is displayed as a pie chart Choose Summary Graphs from the Report menu A cascading Graph menu will display the graph options CMS for Windows ATTENDANCE Reports TI Heip a Attendance Detail Attendance Pattern Consecutive Absences First Time Attendees Group Attendance Summary bh Group Checklist Group Directory Group List and Definition Group Meeting Dates Group Head Counts Periodic Attendance Summary Number of Times of Attendance Periodic Attendance Summary Summary Graphs Group Summary Tables Head Count Summary Visitor Seer Detned Reet a Cards User Defined User Defined Reports Ctrl U_ Ctrl U
120. t Time Attendees 108 Group Checklist 109 Group Directory 109 Group Head Counts 109 Group List and Definition 109 Group Meeting Dates 109 Number of Times of Attendance 110 Number of Times of Attendance Report 110 Periodic Attendance Summary 109 Running a Standard Report 111 Standard Report Options 113 Visitor Request Cards 110 Restore Backup 150 CMS Attendance for Windows S Attendance Detail Window 70 Enter Edit Attendance Window 88 Sample Reports Groups Calculated Window 75 Attendance Detail 124 Groups Head Count Window 76 Attendance Pattern 125 Groups Summary Window 74 Consecutive Absences 126 Household 41 First Time Attendees 127 Person Summary 55 Group Attendance Summary 128 Group Checklist 129 X Group Directory 130 Group Head Counts 133 XE SampleReports Group List and Definition 131 VisitorRequestCards 136 Group Meeting Dates 132 Number of Times of Attendance 135 Periodic Attendance Summary 134 Tables 137 Sort by Option 122 Speed Update Household 50 Person 65 Standard Reports 107 Summarize Period Selection 114 Summary Graphs 139 Group Summary 142 Head Count Summary 143 Periodic Attendance Summary 140 T Tables Code 34 Tables Report Sample 137 Time 77 Title 58 Titles Defining Codes 34 Titles Code 36 105 U Upgrade 3 y Visitor Request Cards Report 110 Sample 136 W Windows CMS Attendance for Windows Index e 163
121. t of head counts for each group selected Selections Groups For a report sample see Group Head Counts Sample on page 135 Prints summary of attendance by attendance status for the groups selected and the dates specified Selections Groups attendance dates period to be summarized weekly monthly quarterly or yearly For a report sample see Periodic Attendance Summary Sample on page 136 Attendance Standard Reports e 109 Number of Times of Attendance Visitor Request Cards 110 e Attendance Standard Reports Prints a list of individuals who have attended per Number of Times specified over a range of dates Selections Name Range Member Status Participation Status Groups Attendance Dates for the Report and Number of Times attended For a report sample see Number of Times of Attendance Sample on page 137 Prints 3 x 5 laser cards for Visitor Request Information For a report sample see Visitor Request Cards Sample on page 138 CMS Attendance for Windows Running a Standard Report In most cases you will get a selection dialog after you choose a report from the Reports menu This dialog gives you options relating to the report you have chosen Each of these options will be described in this section They are listed in alphabetical order SAMPLE Selection Dialog Number of Times of Attendance Number of Times of Attendance Selections Print to Attendance Dates for Report HP Laser
122. t the Member Status Member Title or Participation Status Click the Select button to return to the Speed Update Person dialog 5 Click the Select Names button to view the Select Names dialog box Select Names Available Names 7540 Lakewood Ave NE Apt 302 7540 Lakewood Ave NE Apt 302 7540 Lakewood Ave NE Apt 302 7540 Lakewood Ave NE Apt 302 172 Windsor Drive Remove Remove All Selected Names 6 The dialog consists of two lists The names which have not been selected will display in bold under Available Names The names 66 e Person Summary Maintenance CMS Attendance for Windows CMS Attendance for Windows which have been selected will display in bold in the Selected Names column Use the scroll bars provided to view the complete lists You can use the buttons located between the lists to add and remove the names See Selection Dialog Box Command Buttons on page for more information To find a specific name click in the last name column and then press a letter to jump to the first person with that letter in their last name Esc clears the name jump field Click OK ALT O to finalize name selections Cancel ALT C to return to the speed update dialog without saving the changes Update ALT U to begin the Speed Update process At the message dialog box click Yes to continue When the update process is complete the Process Complete dialog will display Click OK to return to the main menu
123. tendance Options Overview Attendance options should be set up before building the household person database See Organizing Attendance Data Entry Tasks on page 5 for detailed advise about getting started with CMS Attendance for Windows In this chapter we will cover e Maintaining Attendance Codes e Membership Status Participation Status and Titles e Find Method Also see Groups on page 73 to create and define attendance groups Maintaining Attendance Codes Attendance Codes are used to assign a present and absent status to individuals as they participate in different events or activities While the two codes present or absent would usually be sufficient to describe an individuals attendance the flexibility to assign additional codes is ideal for entering attendance in multiple worship services For example you might define a worship service attendance group consisting of all active members Then you can define attendance codes representing present for the first service present for the second service etc Entering attendance for the different services is simply a matter of choosing the appropriate attendance code for each individual in the worship service group If you wish to also track communion participation create a combined code for the service and communion and a separate code for service attendance but no communion participation CMS Attendance for Windows Setting Attendance Options
124. ter Edit Attendance e 99 Labels Labels Overview The label function in CMS Attendance prints name tags envelopes or mailing labels You can print a label for an individual person or for a household using the Quick Label feature or you can print multiple labels using the Labels selection on the Reports menu From the Reports menu labels can be printed for multiple households or persons based on the selected name range membership participation status or group In addition labels can be sent to individuals based on consecutive absences within selected dates In this chapter we will cover e Printing a Quick Label e Printing Labels for Mailings Printing a Quick Label Quick Label prints a label for one person or household record Quick Labels are available from the Mailing Label button or the Reports menu when the household or person windows are active Be sure your printer is on line and ready 1 Put the label form or envelope in the printer paper feeder 2 From the Household or Person windows display the household or person 3 Click the Mailing Label button on the speed bar The Quick Label dialog displays 4 Select the Print Options Refer to Print to on page 116 CMS Attendance for Windows Labels e 101 5 Click the Label Format drop down list button to display the label format choices You can choose from several pre formatted label selections as well as a 10 envelope If the format you need is not
125. the same function as the right click You may also click on the Attendance Code or look up button to display the Attendance Code dialog box When the Attendance Code dialog box is displayed you can select a group from the list Editing Attendance 1 Refer to Viewing the Enter Edit Attendance Window on page 88 to access the Enter Edit Attendance window 2 Select a group for attendance entry in one of the following ways Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list 3 Click the drop down arrow in the Attendance Date group box to display the dates available for editing Select an Attendance date 4 Select a person in one of the following ways Click your mouse cursor on the attendance code of the person Use the scroll bars as necessary to view the appropriate person Click the Find button to find a specific person Click in the Last Name column and press a letter to jump to the first person with a last name that begins with that letter Subsequent letters jump to the first person who has that combination of letters Press ESC to cancel 94 e Enter Edit Attendance CMS Attendance for Windows CMS Attendance for Windows Enter an attendance code for the person in one of the following ways Click the right mouse or press the key on the numeric key pad button to assign the default attendance cod
126. tus Participation Status Funds Batch Date Range and Include Persons to be Removed Refer to Sort by Option on page 123 3 Click Print ALT P on the Selection dialog to run your report Cancel ALT C to exit the Selection dialog without running the report 112 e Attendance Standard Reports CMS Attendance for Windows Standard Report Options Attendance Date or Attendance Date for Report Attendance Dates for Report From Thu Ld The Attendance Date for Report option is found on several reports 1 Click on the From field and enter up to a 6 digit numeric date Slashes will be inserted after each 2 digits or when the spacebar is pressed For example entry of 122478 will be interpreted by CMS as 12 24 78 Entry of 12478 will not be correctly interpreted as 12 4 78 without depressing the spacebar or typing a after the 4 or entering 120478 2 Click on the Thru field and enter up to a 6 digit numeric date The Attendance Date option is found on the First Time Attendees report Click on the First time attendees on drop down list box and select a date from the dates listed or and enter up to a 6 digit numeric date in the text box Consecutive Absence Consecutive absences are counted far each person backwards fram the Attendance Thru Date for Report entered below Consecutive Absences Number of Consecutive Absences The Consecutive Absences option is found on th
127. us U Member Status V Participation Status ALL Record Status Records marked to be removed ARE included Sunday School ALL e Prints each group s definition CMS Attendance for Windows Attendance Standard Report Samples e 133 Group Meeting Dates Sample 11 15 95 Group Meeting Dates Page 4 Worship Service Sanctuary Pastor Engstrom Weekly 1 1 95 1 8 95 1 15 95 1 22 95 1 29 95 2 5 95 2 12 95 2 19 95 2 26 95 3 5 95 3 12 95 3 19 95 e Reports dates of entered attendance for the group 134 e Attendance Standard Report Samples CMS Attendance for Windows Group Head Counts Sample 10 16 95 Group Head Count Page 1 Worship Service WOR Sanctuary Pastor Engstrom Weekly Date Ast 2nd Wed Total 1 95 8 15 10 33 8 95 14 15 18 47 1 15 95 20 14 9 43 1 22 95 19 13 13 45 1 29 95 15 17 11 43 2 5 95 14 20 10 44 2 12 95 15 17 9 41 2 19 95 13 14 13 40 2 26 95 14 17 12 43 3 5 95 14 16 10 40 3 12 95 13 25 7 45 3 19 95 16 13 12 41 3 26 95 2 20 11 43 Totals 187 216 145 _ _ 548 e Reports head count information entered on the groups window e Column headings are defined by using the preference button on the groups window CMS Attendance for Windows Attendance Standard Report Samples e 135 10 16 95 Monthly Total 136 e Attendance Standard Report Samples Absent 30 20 l4 64 Periodic Attendance Summary Sample Periodic Attendance Summary Summarized by Attendance Status Page For Worship Service group s F
128. ve i 72 Windsor Drive 2052 Circle Drive Head 3 You can choose the information area 1 e Attendance Summary or Detail that will be displayed when you find a specific household With your mouse pointed at the Person option button click the right mouse button to display a pop up window Select the information area you wish to view for the household you are finding m Acai e E 323 Tip am D La m an a e om 3 D If you are also using CMS Membership for Windows or CMS Contributions for Windows you can find a specific Membership or Contributions household record Point at Membership Tabs or Contribution Tabs to display a cascading menu Then select the household window you wish to find CMS Attendance for Windows Person Summary Maintenance e 61 Attendance Summary Detall Membership Tabs Ferson Actrvities Alt Add Classes Contribution Tabs Custom Emp Sch Events Pict Notes 4 Use the Find Field Definitions chart on page 63 for information on entering the last name first name and envelope number Note on line help provides data entry instructions for each field Position the cursor in the field and press the F1 function key 5 Click the Search button If there is more than one record which matches the find criteria a list will display 6 To select a record click anywhere on the record line then click the Select button The Person Summ
129. window Deletes the selected person s data Found on the Main Household window and all person windows Finds a specific person or household record by first name last name or envelope number Found on Various dialog boxes Provides access to on line help instructions Found on the Main Household window and all person windows Exits the current window and returns to the main menu bar Found on the Groups dialog box Allows addition of a new attendance group Found on the Main Household window and all person windows Displays a new blank Household window which is ready for entry of a new household Found on Various dialog boxes Accepts your selections and executes the command Found on the Groups dialog box Sets preferences for attendance entry CMS Attendance for Windows Household Found on Report dialog boxes Prints the selected report Found on Various dialog boxes The Select button is used to confirm the selection of a highlighted description To select a code click on the code or description then click the Select command button You may also double click on an item to complete a selection Found on the Main Household window and all person windows Removes any changes made to the household or person record currently in view Found on the Main Household window Displays the Person Summary window with the selected person s data Found on all person windows Returns to t
130. y displayed when the Attendance Code is selected Adding Removing Attendance Individual attendance can be added or removed from the Attendance Detail window If you wish to enter attendance for an entire group refer to Enter Edit Attendance on page 87 Adding Attendance 1 Refer to Displaying the Attendance Detail Window on page 69 to display the appropriate Person Detail window 2 Click the Add Attendance command button to open a new line for attendance entry CMS Attendance for Windows Person Attendance Maintenance e 71 3 Refer to Attendance Detail Field Definitions on page 71 to help you complete the Attendance Detail fields Rem oving 1 Refer to Displaying the Attendance Detail Window on page 69 to Attendance display the appropriate Person Detail window 2 Select the attendance line you wish to remove and click the Remove Attendance command button A warning dialog will display with the message Remove Attendance for Group 3 Click Yes ALT Y to remove the attendance entry No ALT N to abort the remove attendance process 72 e Person Attendance Maintenance CMS Attendance for Windows Groups Groups Overview Groups are the key element of CMS Attendance for Windows Groups are lists of individuals who participate in specific activities where attendance records are kept For example the entire membership may be part of the worship service group while other groups may be set up to tra
131. y list method to create a list of specific individuals within a group You probably will use this method when it is impractical to describe a group by selections and you wish to simply select names from a complete list of persons To define individuals for a group 1 From the Process menu choose Groups to display the Groups Summary window 2 Select a group to define in one of the following ways Click the up or down arrows to select a specific group Click on the Group Descriptor look up button to display the Group dialog box Select a group from the list 3 Click the Define command button The Define dialog box displays CMS Attendance for Windows Groups e 79 Member Status Sew Cancel Participation Status CAI Activities Classes Print sunday School status Definitions Grade Levels Help Gender Include Persons to be Rernoved Defining Grou ps The selection method of group definition must be used exclusively In other Usin g Selections words you cannot combine both the selection process and the define by list process to define a group Once you have used the selection process the Define By List button is removed from the Define dialog Notice that the word All or Some may display on a button All will display if all are selected Some will display if only some of the selection codes are selected To see the selected codes click on the selection button and view the list 1

CMS Attendance for Windows - Church Management Solutions

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