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Child Check In User Manual v 10

1. x w h sd 9 First Name enter the person s full first name Nick Name the nick name will default to the value entered for the first name You can change this to the nick name 1f it is different than the first name This field is required Middle Name enter the middle name This field is not required Last Name enter the last name This field is required If you are entering a business enter the business name in the last name field Suffix enter the suffix Jr Sr etc 1f applicable Spouse if the person you are entering is married you can enter the spouses name here Family Phones enter the home phone numbers here Family and Individual Email enter the email address that will be used when sending an email to the family and to the individual Association enter how this person 1s involved in the church Are they a Member Regular Attender Visitor etc 10 Unlisted if the family does not want their phone numbers listed in the directory 31 10 Unlisted if the family does not want their phone numbers listed in the directory check this box 11 Birth Date enter the full birth date for the person 12 Family Number if you selected automatic from preferences this number will be assigned by Roll Call Otherwise you may assign a family number manually 13 Envelope Number you may enter an envelope numbers here or use the assign envelope number option under the Donation
2. 32 How do enter cell work or other individual phone numbers Enter last name or part of last name Click here to find people with that last name Note tabs con tain different information fo the individual Enter phone numbers Click OK to save Find the person s record To enter an individual s phone numbers you ll need to get into the person s record Select People gt People Summary from the menu or type CTRL F for Windows or CMD F for Mac A People Summary window will be displayed Enter the last name of the person you want Then press enter or click SEARCH A list of all the people with that last name will be displayed Double click on the appropriate record Peoplo ajo Fired bry Bae Aae wa in Add Record Send Email Double click Husband F gt Youth _bilhakiol corn 3031224445 100 Main Ei ral aR on a record to eSirihar Carol x Husband bilgeolcom GOGH 20545 100 Main St ReguisrAtender Gill Wile 03025 4545 100 Main Sa Elgn Barcodes VIEW all their Regular Atender Youth O88 0027 4360 Purple ee assign BadgeNos Fie guitar Ameng Youth Aisi 4468 Purple wirs Assign Eneelopes details Wernher Child 20308 0023 4560 Purple Wies Wambar Syndey x Husband stanley acicom 200000002 4460 Purple view Signticant Crates Member Stan Wie 00882002 4560 Purple Print Badges Knuckles Regular Amandi Cini GITARI TABI Gamervis f con rm D
3. Enter the high level group in formation first Enter general information There are three ways to navigate to the Add a Group window l 2 Select Groups gt Add Group from the main menu Select Groups gt Group Summary from the main menu then click on Add a Group from the Action Bar Click the ADD icon if you are in the Edit a Group window Once you are in the screen to add the group l 2 ee et aF Enter the values for Campus Group Type Department and Status Enter the name of the specific group under Group Section This name must be unique Consider using the year in the name so you can keep historical information on your groups For example 2006 First Grade If the group has a leader enter the last name in the Leader field Press tab to view a list of the folks with that last name Select from the list If the group has a co leader enter the last name in the Co Leader field Press tab to view a list of the folks with that last name Select from the list Enter the Location of the group if applicable Indicate if the group meets weekly or randomly You may enter any comments or notes in the Notes field The Start Date will default to today s date You may change it if you d like Click OK to save the group and return to the Group Maintenance window Groups Enter leader Enter Last Names pee ____ location e Childrens j poo frequency Group Section 6th Grade Location and d
4. Welcome Sue Groups currently checked into Group Name Checked In Children 07 First Grade Day Starts Ends Session Room There are no groups for Sue to check into at this time Press Other Groups if you wish to enroll Sue in another group pl Allergies Notes Other Groups 53 USING FINGERPRINTS What needs to be configured to use fingerprint technology To identify and check children in using finger prints you will need to install the M2SYS Server and Client software on Windows machines Windows 2000 Windows 2000 2003 Server or Windows XP The installation instructions for this software can be found on your installation CD or at www M2SYS com The fingerprint scanner must be plugged into a USB port on the client machines How do I set up the fingerprint software so it works with Roll Call The first step is to set up the BioPlugin Adapter settings on each of the client machines Double click on the BioPlugin Adapter icon From the finger print window click on the SETTINGS button Fingerprint Scan Gc g SiE Click on Fingerprint A Settings SETTINGS e button to enter administrative information Please connect Fingerprint scanner From the General tab you ll need to enter the IP address and port number of the Biometric Server This information can be found in the Control Panel under Biometric Server Click on General tab Destination windows Advanced keyboard settings
5. Table of Contents CHILD CHECK IN OVERVIEW Woar TW NC II aa eed cs crate cea E E E E E 5 What are my options for checking students in ssossseseeensssssssseserrsssssssecerrsssssssseeeesssssssseeeresssss 5 What happens after the student checks pcan usemraneetcxauaneicasierecanuaeietawle acungaeiexasieaannaciedesins 7 What needs to be set up before I use child CiCCk 10 secivsninnarcaiinsienivaineieginevivcoanalineianyiuccmacs 8 INSTALLING ROLL CALL for CHILD CHECK IN What soltware hardware is required for child check in sisiscesstedcawasevericnssnscecwrswuibicnantucesweuuvarvneneed 12 sree EE eeteeeet ROC aN WORS AON eea E a a A How do I install Roll Call software on my workstation eessseeenessessssseeerssssssssserrsssssssseeeeee 12 How do I install Roll Call software on my network se mcinateuresaqnmdussmvabicinantuasnuteuntaucntubesnzens 13 How do I configure the check in station hardware nneesssssssseeeersssssssseeersssssssseeeerssssssseeeees 14 CONFIGURING ROLL CALL FOR CHECK IN Where do Tenter my church intormation eeescieegencedeceqsevinsane ss eactacenceecesic ai aE ness 16 How do rse up ROCAS CU ee E E E E E scamtens 17 How WOT Cre ale Check imn Users ler E E A 19 How do ISL up my Panel OPO Sais naserecrseeccesteceenerteeteea EEE E S 20 HOW doLsetmy checkin prelerenoos V srepacahecusetdvonvestaarend vanaeshesuarcnacuvewiemavendtunaesdumancs 23 Can I display my church s logo on the main Sere CN 7 ars aciuatou
6. Badge Random C Barcode Parent tag Last Name same size as First Family Johnny CS mith First Grade Thu 8 00 AM Parents John amp Suzy Smith Allergies allergies show up here Notes special notes show up here my Che Others Image Add Image View Image Bill Wanders First Grade Yol Thu 8 00 4M my Crack 3 SaaS ES ee tartare rains bias L d aoe asm sof that S Ee manta a A E Ny Labels for Children Johnn First Grade Thu 8 Parents John amp Suzy Smith Allergies allergies show up here Notes special notes show up here my Chuck Smith amp M Note This represents a tag where parents allergies amp notes are used If some of these items are not present the name will slide more to the center of the label Johnny Smith First Grade Yol Thu 8 00 4M my Chaek Select your label size Click OK to ac cept The next screen allows you to configure what is printed on that label 1 Click on the box for Image if you d like to have your logo printed on the label Make sure to also click on the box to ADD IMAGE to import your logo 2 Check either Badge Number Family Number or Random Number to have that number printed in the upper right of the label 3 Mark the Bar Code box if you d like the student s bar code number to be printed on the label 4 Mark the Parent tag box if you d like to print a label which just contains the family nu
7. Enter IP address General Notifications Startup logging Security E BioPlugin Snap On Adapter Settings and Port number lt of the Biometric Fingerprint Server Address Port localhost 1200 Server Fingerprint Settings F Capture two prints during fingerprint registration Appearance Scanning Window Title Identifier Type Member ID From the Interface tab you Il need to indicate this is a Keyboard Interface Click Interface tab E BioPlugin Snap On Adapter Settings x General Notifications al Startup LL Logging Security Interface S Destination Windows Advanced Keyboard Settings Snap On Interface Method Keyboard Interface A Used to communicate with an application that requires users to type an ID PIN mber or username and password to identify themselves Select Keyboar d Serial Port Interface interface 9 Used to communicate with an application that allows user identification through a serial device such as a barcode scanner or card reader From the Destination Windows tab you ll need to indicate that you are connecting to Roll Call If you are using a single check in station the Window Title is Roll Call If you have multiple check in stations and are using a network version of Roll Call the Window Title is ROLLCALL Client Enter rollcall as the Keystroke Destination Make sure the suffix is
8. Joe Husband 123 Appleway Smith John Child 123 Appleway Smith Suzy a Child 123 Appleway Click NEXT to continue _ List only Children Quick Enrall Start Over 4 Automated Attendance Click CON Welcome Sue FIRM to check pA f her into this class Checking in for Day Starts Ends Session Room Children 07 First Grade Tuesday S00 AM 3 00PM 2 Allergies Notes Other Groups If the student is not enrolled in the class they wish to attend you may press the OTHER GROUPS button to check them into a different class Once you press the OTHER GROUPS button all classes that are meeting at the current time will be displayed Highlight the one they wish to attend and press CONFIRM To enter one time instructions or allergy information press the ALLERGY NOTES button A window will be displayed to enter this information The allergy information will be stored in the person s record The notes are not stored They are meant for one time instructions Both pieces of information will be printed on the name tag label Allergies Motes for label Enter allergy infor es Enter special mation Allergies instructions or shrimp notes Note for label p nose because of allergies Cancel How do I check a family in using a bar code To check a family in make sure that the RETURN FAMILIES box is highlighted Next scan the bar code badge roster or key tag A list of all the family members 1s r
9. Note Date defaults to next Sunday however any date can be specified Rosters will only be printed for those selected groups that have a session for the date specified Sign In Roster Wizard Select the 9 Please select optional objects to include on the fields you d Rosters like to include on the roster O rolicall Barcode Family M Parent Name Custom Field None v Title sblank column Special Needs Title Special Needs 41 OPERATING THE CHECK IN STATION How do I log onto the check in stations To use the check in functionality of Roll Call you need to log on with a user name that has Auto Attend or Attend Manual privileges To start Roll Call double click on the Roll Call icon The User Identification screen is displayed If you do not get the User Identification screen you ll need to configure Roll Call security See the chapter on Check in Configuration User Identification Highlight user name Software for Churches and Nonprofits User List amp checkin manned amp checkin unmanned amp Director Click CON NECT to log on Enter password Password _ Remember Password Cancel Connect If you sign on with a user name that has only Auto Attend the following screen will be displayed This station can only check in existing people Visitors cannot be entered into the system ROLLCALL Notice all menu File Edit Admin Help
10. that isn t found in the database you ll be asked if you would like to add that person If you answer yes you ll be prompted for the type of entry 28 ENTERING FAMILIES What preferences can I use to speed up data entry Note tab op tions The following preferences can be used to simplify the data entry process To get to the preferences 1 Select Admin gt Preferences from the main menu 2 Click on the People tab Number field to use in searches Family No O Env No Optional Mailing Name Auto Fill k Yes No Use of Last Comm date field in personal records gt Communion Other Date Assign family numbers used in classes for parent alert tem Automatic Manual Make Family Position changes automatic Yes No Chikiren changed to Youth at age IEA Youth changed to Adult at age 18 Assign Person s Barcode Automatically O Manually Display People screen when adding Group Members Use multiple campuses k y es E Ho Mandatory on startup use Default Sort order for Find People Last NickName O NickName Last Caneel Optional Mailing Name The Optional Mailing Name is a field in the address section is used to override the standard mailing names For example if you have Jim amp Mary Smith all correspondence to Jim amp Mary would be addressed to Mr amp Mrs Smith OR Jim amp Mary Smith If you enter The Smith Family
11. 4545 100 Main St Assign Barcodes Regular Attemder Bill vife 303 123 4545 100 Main St Assign BadgeNos Regular Attender Youth 303 899 0023 4568 Purple Vier Assign Erwetopes Regular Attender You 303 899 0023 4568 Purple Vier Member Child G03200022 4568 Purple Vier Significant Dates Member Syndey x Husband Stamey s0l com 30099 0023 4568 Purple Vier Pret Gadges Wife 303 899 0023 44568 Purple View Confirm Data Regular Attonder Chg 203 789 1212 762 Gartner We Speeadsneet Regular Atender Tom Wife 203 789 1212 7602 Gartner Vis Reports Regular Allender Youth 30709 1212 7682 Garter Vis Member Dana x Husband sonigorned con 037891712 7682 Gare vie Regular Atlonder Chia 734 Lee ct Regular Atender Child 234 Lee Ct Member x Husband 234 Lee Ci Regular Attender Chia 234 Lee Ct Regular Atender Child 234 Lee Ct Regular Aender Child 234 Lee Ct Regular Attender Chit 234 Lee Ct 4 lt n Security Checks The security check reports lets you find people in a specific group whose background check is either obsolete or missing To run this report navigate to the Group Reports window Highlight Security Check report Click on the Group tab and click over each group you d like to evaluate the members background check status Next click on the Criteria tab Let s look at several examples In this first example let s say we want to find all of our Sunday school teachers who have background checks that are obsolete Select Groups gt
12. 70 Group Reports DER f Soet aropo Groups Criteria Highlight Absent or Present Report Select one or more groups to report on Check in Department Attendance Statistics Attendance by Group by Quarter S elect the Roster Attendance by Group by Week 9 Attendance by Group Session groups you d Attendance by Group by Person Group Type By E S like to run Department Childrens wv Group Status Active k Inactive the roster for Group Member List Available Selected i aa Childrens 5th Grade Childrens 1st Grade Attend Crank wG Childrens Jr High Childrens 2nd Grades oe Childrens Kindergarden Childrens 3rd Grade Attendance Graph by Department Childrens Nursey Childrens 4th Grade Childrens Junior High Duplicate Class Enrollment Security Checks Group Reports EEx Enter the Select a report Groups Criteria date for the Absent or Present Report Report Checkin Rosters Highlight all _ eaae aiai This is a printed roster that shows who is checked into a particular session on a given day h check in h pee sata sais oie a capes includes name parent s name allergies amp notes and checkin time This is useful to be handed the session ttendance by Group by Quarter to teachers after checkin is finished so they know who is in their classes Highlightthe roster Attendance by Group by Week that you d re dance by Group Session se by Group by Person sessions you
13. Absent or Present Enter the number of Times the person was Absent or Present during the time Indicate if you are interested in folks who where Absent or Present that number of times in a row Consecutively or just that number of times Any the groups that were selected Mark whether you d like the calculation to be for each group individually or across all For this example let s say we want to know all the children that have missed Sunday Hroup Heporls Satt report Deparment Atendance Statistics fondancte ty Geowp by Gucarbes andante by Gup by visak endance fy Group Sesion imdarnt ty Grout by Person Checkin Ausiare dup List Group Member List Group Seasons List Hemdamte Graph fw Group Afondinte Graph try Department Cuplicete Clase Enrotrnent Sepunty Checks jai Quick Renon Groups Cihea Repot Absent or Freseni This mpr anaes he atondanbi data for groupa oniy and ropas mi ness The Calculation will be based on ie previous Sunday ofthe stan dabe Mesu e can be calculated within ach Selached group or by combining groupes logelher and looking across groups flan Date TA 1 0 m Look back i Weeks ce whe were Abseni 2 Present Ge Conaacuthenty Times DAW A Exclude those joining dwing imetame Agit Groups OAGIn pach grup 60 Enter the starting date to consider Enter the number of weeks to lo
14. Carparimnerdt Cuplicete Clogs Enroirnent Serui Checks pai Quick Report Ea Groups Cer Repot Absent or Freseni This p r andhges Ao atondanii data tor gmp fy and reports mi hags The Calculation willbe based on ie previous Sunday of Hidat Mesu e tan be calculated within cach Seloched group or by combining groups logelher and logkimr ests groups Glan Date TAA Look back i Weeks Those whe were Fi Absent 2 Present Ge Censacuthenty Times Sy Any A Exclude those joining dwing rnetrame Ge Acne a Canopies Cimin tath grog Ceai Absent Present The absent present report outlines the people that meet your absent present criteria This report analyzes group attendance data It does not take into consideration worship attendance information Note the group tab This can be used to change group selection Click to run the report To run this report navigate to the Group Reports window Highlight Absent Present If you have not made your group selection press the group tab and highlight the groups yov d like to run this report for Next press the criteria tab l Ps A Enter the Start Date that will be used as the basis for this report The calculations are based on weeks starting with the Sunday prior to the Start Date you enter If you enter a Sunday it will start with that date period Indicate how many Weeks to look back Indicate if you want to find people that were
15. Cheidrens Nekolous Jones 15t Grade Stan Jones stanley eolcom Childreris 1st Grade Syndey Jones Childrens 1st Grade Casey Knuckles Childrens ist Grade 15t Grade Chiarns Dana Knuchies 14 Records a CINE Aa amp Prophet Mamie Association Sai Address Gave Conley Wenber Pirn Daved Conley Werrihae Ball Hari bitrate Caril 100 Hiir 2 Eingi hinggo t r S03 1 74 0844 Bal Hart Peguiar Atender 1100 Main M Evergreen bilal com EEIE LELE Carol Han ReguiarAsender Gill 100 Mai i Evergreen SOF 12S REZA JiMER Pie gular Aerie 4568 Purple Wider Or Mioericoon ana rae 0024 Had ori Fega Amencder _A56h Purple Wir Cir Mirigi Gnas Nick Joes khembur 2568 Purple Wira Or Morntton 303 999 0023 San Jones Member Syndey 4560 Purple View Or Morison shanlengaol com piyesi Syndey Jones Member Stan 4568 Purple view Dr Morison BOR iee 002a Casey Hacking Regular amender THe Gartner Way Evangnodn naa 3037821712 30378 1712 Dana Krurkieg Regular Aender Tonm TRAI Garter Weary Evergreen Regular Aender TERI Garter Vay Evergreen Sarah Knuckles 9 List of all session for the selected groups From the results window you have several options 1 To print the results press the PRINT icon A print dialog box will be displayed so you may send the report to the printer 2 If you would like to see the results in a different order press the SORT icon The Sort Orde
16. Roster Next highlight the class sessions you d like a roster for Click PRINT Checkin Rosters a m x Welcome to the Checkin Roster Wizard Please Hi ghli ght the choose one or more sessions to print the Rosters classes you d Date 11 18 2008 like to print a checkin roster ard Grade 8 00 AM for 1st Grade 9 00 AM 2nd Grades 9 00 AM 4th Grade 9 00 AM Select All Deselect All 50 Roster 111572005 Childrens 13t Grade 3 00 AM Last Name Arat Parents Allargle s Note s Sac Birthdate Nic knam mode ean fee ee e a E A E From group maintenace screen To print the rosters from the main roll call screen Select Groups gt Group Maintenace Highlight the groups you d like the roster for Click on the link on the Action Bar for Group Reports Click on the link for Check In Roster Highlight the class sessions you d like a roster for Click PRINT a eS TS RH Can I print a test label Yes Log into Roll Call as a check in user Select Admin gt Print Test Label ROLLCALL Select Test Penn Help Label from ACIE Change Access the Admin Print Checkin Rosters Tuesday November 18 2008 2 29 PM menu Print Test Label Return by Return by Family Individual O rollcall Please scan your badge oe o Search by Name Search by Badge No Search by Family No Quick Enroll 51 How do I check in visitors To check visitors into a class or
17. She Click OK Humber of Uses as to save the Date Last used Thursday Howember 08 2007 password Once you enter a password for the Director you ll be required to sign on using a user name and password to access Roll Call This system must be activated to use the child check in system This is the User Identification window that will be displayed next time you open Roll Call User Identification na Software for Churches and Nonprofit User List la Administrator amp checkin manned B checkin unmanned 3 Director Enter password Highlight the user you d like to sign in as Password Remember Password Click CONNECT to sign in Cancel How do create check in users Click on link for Child Checkin Enter check in user names Each check in user must have the Automated access Setup Assistant To create your check in users through the Setup Assistant click on the left sidebar link for Child Checkin or click NEXT until you get to the Child Checkin portion Click on the button for Sure lets set it up Click NEXT to move through the set up screens The first child check in set up option is for check in users These are the user names that will be used to log onto the check in stations i Roll Call Setup Assistant DER Select Sure m 99 You can configure Roll Call to check in people using check in lets set it up Stations These st
18. check him Day Starts Ends into Childrens 3rd Grade Tuesday 3 00 All 18t Grade Tuesday 9 00AM 4 00 PM Childrens 2nd Grades Tuesday 3 00 AM 4 00 Ph Click CON Childrens 4th Grade Tuesday 9 00AM 6 00 PM FIM to complete ee the check in nat enrolled lt process ance ergies Motes onfirm 52 Session e00PM D Room 4 oo Enter mom and dad s info if you d like Click OK to continue the check in process Click OTHER GROUPS to find all classes that you can check him into If you need to enter allergy or notes information click on the ALLERGY NOTES button Enter the appropriate allergy and notes information for the child If you are using key chain tags and have the bar code assignment preference set to manual the following window will be displayed after you click OK from the Quick Enroll window If you d like to assign this visitor a bar code number scan the key chain tag here D Assign Barcode Scan the item with the barcode Le keytag etc now to assign that barcode to Kim Baker Can record check out times for students Yes To record check outs use the FIND BY NAME or scan the bar code to identify the student that is checking out Notice the area in the top of the window shows the class that the child is checked into Click CHECK OUT to record the check out time for the student 4 Automated Attendance
19. click on the appropriate person s record Next enter the number in the Family No field ROLLCALL 4DC i Enter num sd Edit Record Additional Help her in fam People ace wae Bese el Record Modified 01 25 2010 Record Entered 01 25 2010 FirstName Nickname Middle Last Name Suf xj Marital Status Spouse Association Family Position v Married v v Husband Home Phones Birth Date 00 00 00 o Yrs Head of Family Os e Unlisted C Family eMail Personal eMail Add Phone Donations Custom Dates Groups KeyWords Visit Add Member Comment Pict Letters Pledges Attend Address C Bad Address Alternate Address Optional ailing Name Street Street More Add More Add CityiStiZip City StiZip xj o Phones Shepherd Area L _ Effective Month Number Notes on Address Ends Month Number Add Modified joo oo o0 Record Confirmed 00 00 00 Copy Address OK amp Same Fam OK amp New Fam Assign Automatically To assign family numbers automatically you ll need to set a preference Select Admin gt Preferences from the main menu Click on the radio button to assign family numbers automatically ROLL CALL Preferences People Addresses Donations Attendance i Group Custom Member Custom Grp Display 2P4 Interface Click here to General Custom automatically i i Number field to use in searches l lt O E
20. do I enter my church information You can enter the church address phone and other demographic information through the Setup Assistant or through the Admin menu The Setup Assistant allows you to quickly set up the preferences and security you ll need to use the child check in portion of Roll Call The Setup Assistant welcome screen will automatically come up the first time you start using Roll Call Click NEXT from the welcome screen to move on to the Church Info section or click on the section you d like to navigate to from the left sidebar Ata minimum you ll want to enter the Church Name in this section You may also wish to enter the church address information The church address information is used as the return address on donation receipts and pledge progress letters If you d like to use the cumulative donations report make sure to enter your weekly budget If you ll be using Roll Call s deposit slip make sure to enter your bank account number Click NEXT to move to the next section Setup Assistant To enter the church information from the Setup Assistant click NEXT from the Welcome screen or click on the link on the left for Church Info Roll Call Setup Assistant Welcome Church Info Welcome to Roll Call License Key ecurity Child Checkin This assistant will help you configure some basic preferences in Roll Call Image Roll Call To navigate you can either use the next previous buttons or click on a pr
21. do not To activate Roll Call comes with two built in users Director and want to have to Child Checkin Administrator To enable Roll Call Security the user Director the security a b 3 must have a password It is recommended that you give both users a sign 1n leave Fona password to secure your data system enter a these fields blank If you want to create additional users you may do so at any time PASSWORD by going to Admin gt Edit Access Each user can be given special privileges to enable their access i e Donations Check in etc for the Direc NOTE security tor is required for Password Director the child check in functionality Administrator S Description of preference C is where you can turn on Roll Call Security 17 Main Menu To activate security through the Main Menu select Admin gt User Security The user name and security group window will be displayed Double click on the Director user name Enter the password 4 Passwords Double click on Director to get Users g Groups to the Edit User E Administrator Gs Assigns window EH check in 1 A E3 Attend Auto E L3 check in 2 E GF Atend tanual E o cteckin H 3 Donations 0 Director G Gs Donations Plus AGE Edit Lists GG ehhil E Expert a Level D HGE Level 1 Gs Level 2 EGY Level 3 Gt Gs Secunty Check Enter pass word for G Edit User Director llzer Name F asang rd eo Startup lethod
22. group click on the QUICK ENROLL button Select an association of Visitor Next enter the address and phone information if you d like Next enter the Mom and Dad s information if you d like to capture that In the lower section enter the children s names You can enter up to four children through this QUICK ENROLL The next window that will be displayed will be the list of people in the family that you just entered through the quick enroll Highlight the ones you ll be checking into a class If you only entered one person the confirmation screen will be displayed Next click OTHER GROUPS to select the class you d like to check the person into Once you click CONFIRM the labels will be printed for each person enrolled in a class Enter Association Address information is optional Quick Enroll Add to Existing Family Association Visitor v City o E State Postal Code Home Phone Family eMail Adult Male 9 Adult Female First Name Last Name Marital Status v Single C Married Email Enter chil Address First Name Last Name Marital Status Single DEK 3 C Married dren s info Ni First Name Last Name Gender Fam Pos Birth Date Johnny Jones v 08 15 1997 v ooroo 00 oooono e v oooo00 Automated Attendance Welcome Johnny Highlight the class you d like to
23. items are un Roll Call available My Church ov Monday May 12 2008 2 32 PM Return by Return by Family Individual You can only check in using a bar code or finger print scan Please scan your badge m 43 If you sign on with a user name that has Auto Attend and Attend Manual privileges the following screen will be displayed Notice the QUICK ENROLL button is displayed This will allow you to enter visitor information ROLLCALL File Edit Admin Help Roll Call Thursday May 15 2008 10 15 AM My Church oy Return by Return by Family Individual QUICK EN ROLL can be Please scan your badge used to check lmit in visitors Search by Name Search by Badge No Search by Family No Quick Enroll How do check in a family using a last name family number or badge number To check in using a name enter last name then click SEARCH by NAME If you want to check in by family number enter the family number then click SEARCH by FAMILY NO Ifyou want to check in by badge number enter that number then click SEARCH by BADGE NO ROLLCALL Make sure the Fie Edt Admin Heb g 99 Roll Call eee no 7 My Church Thursday May 15 2008 10 15AM Family Individual OV o call Enter the last Click name or part of SEARCH the last name BY NAME Please scan your badge earch by Badge No Search by Family No Quick Enroll A list of families that met the criteria will be present
24. of each group To run this report navigate to the Group Reports window Highlight Group List If you have not made your group selection press the group tab and highlight the groups you d like to run this report for Press GENERATE The results window will be displayed Click on the PRINT icon to send the report to the printer Aeh AAR a Groups Group _Naswe Care Test Childrens 194 Grade Childrens 2nd Grade Chiidrens Jrd Grade Crifidrens 4th Grade Congregational Care Volunteers Ternplale Serall Group Group Member List This report lists the members for each of the groups selected It contains the members name phone and email as well as the group name and campus To run this report navigate to the Group Reports window Highlight Group Member List From the criteria tab select Active status Next select to return People records or Group Member records The information displayed 1s a bit different depending on which you choose Press GENERATE The results window is displayed 34 Records am e Ly E E Group Members Eae M EEEE Mame Group Mame Dave Conley Care Test Dave Conley Childrens ist Grade David Conley Childrens ist Grade Bill H rt bulgjaol com Childrens 15t Grade Bill Hart bigal corn Childrens 19t Grade Childrens 1st Grade ist Grade ist Grade Carol Hart Elisa Jones Nathan Jones Childrens Childrens
25. ov ot E iS Highlight Atten dance by Quarter Note menu and icons to perform standard spread sheet functions 11 30 05 12 1 05 2 28 06 3 1 06 5 31 06 7 Press GENERATE The results are displayed in 4D s spreadsheet To print the spreadsheet select File gt Print from the spreadsheet menu To save the information select File gt Save from the spreadsheet menu Group Reports Select a report Absent or Present Report Department Attendance Statistics Attendance by Group by Week Report Attendance by Group by Quarter Attendance by Group Session Attendance by Group by Person Group List Group Member List Group Sessions List Start Date Attendance Graph by Group Attendance Graph by Department Duplicate Class Enrollment Security Checks This report displays a summary of the attendance averages for the selected groups for four Enter start quarters starting with the date entered The average enrolled average attended and total number of meetings is displayed In date of the first quarter File Edit View Insert Style Tools Database Nae RSIS HO Group A Label Childrens 1st 31Avg Enrolled Avg Attended meetings Attendance by Group by Week AO om on This report lists the attendance information for each group for each week within the date range criteria If there are multiple sessions defined for the group the attendance is rolled up and
26. to use for check in mark the numbers you d like to include on the badge Also indicate which picture you d like included on the badge Can display my church s logo on the main screen Yes You can import your church logo from the Setup Assistant The Setup Assistant is displayed when you first start using Roll Call You can also get to it by selecting Admin gt Setup Assistant from the main menu From the Setup Assistant click on the Roll Call image link on the left sidebar Click on the GET IMAGE button Then navigate the jpg or gif image file Please note Quicktime must be installed to view images in Roll Call You can download Quicktime from www apple com Click on Roll Call Image Roll Call Setup Assistant link elcome Church Info Click on GET ont T Roll Call comes with a built in image that is displayed on the main IMAGE and Child Checkin Screen You have the option to replace that image with your own 3 Roll Call image navigate to To replace the default image locate the image file on your hard drive and select it your logo Reset to Default Description of preference This is where you can change the Roll Call image on the main page This might be useful for Child Check in stations CREATING NEW GROUPS What is a group A group in Roll Call is any grouping of people within your church It can be a Sunday school class small group bible study activity or event If you wish to check people into the
27. Administrator E bonnie E E 9 check in E E chines E E E Director E E kim E 1 Use the secu Ha ore rity group Attend EEE Level 3 Manual if you want E GS Security_Check the user to have access to QUICK ENROLL Enter user G Edit User name and default pass UserName _ d word F asanuord Startup Method Number of Uses p Date Last used How do set up my label options You can choose your label options from the Setup Assistant or through the Admin menu Setup Assistant To set up your labels from the Setup Assistant click on the link for Child Checkin then click NEXT to the label option If your church would like to use the smaller 30334 size labels mark this option If your church wants to use the shipping label 30256 mark this option and click NEXT 20 Select the size labels youll be using Roll Call Setup Assistant elcome Church Info License Key Security Child Chechin Roll Call Image Description of preference You have the choice of two label sizes for printing out labels with the Child Check in feature The default label size is Dymo 30334 It measures 1 5 X 2 25 and a sample is below It cannot be configured There are 1000 labels per roll Most places don t carry these in stock so be sure to have extras on hand The other option is a standard shipping label Dymo 30256 It measures 2 25 X 4 You can choose what is displayed on these l
28. Assign Bar Codes on the right side action bar From the Assign Bar Code window place the cursor in the bar code field to the right of the person s name and scan the key tag that will be given to that person 4e V BIE Be AES elle Ge a ANA irrmecerusy PPn Click Assign LastHame Hikname Swis Association Spouse HOF Poshin E Mail Phone Mhieas Send Email B ar Codes g Jones hick Member Child OTOH 0023 4300 Purple View Dr Cresta Labels Rnuckars ra Fea quiar Aone or Child 0a Re 121e TEAT Garni wiy iiie a Lehor Miller i Regular Atender Child iH Lee Ci psa ee Miller Regular Atiender Child 73d Lee kor Rogular Atiendor Child 234 Leet Millar TEE Regular Af nd r hiig 734 Lee I Aesign Eroni Millar Regular Aiiender Child 224 Lee Ci Eii Miller Regular Attender Child Tid Lee Ci Significant Dates Miller r Regular Atiender Child 234 Lee Print Gadges Plunger da Fingular Aini r Child 027 S666 7896 Wanna Lh Cantinn Data Regular Atiender Child 100 Mezannia Spraadaheat Reports Scan the key ag for the first Find tye ast air ae AA Search Show All w All aren ATRAE person Pitase click on the barcode Apki A acan o barcode in assign io tath parsan 33 Recoois Last Lane Cornii Hari Har 100 H mi Et Hari 100 Hain F Jones 4568 Purple view Or al CHESS Jones anes Jones Hruckies Hirth THE Gartner vi Enc kieg TRAZ Garter Vitae Knuckles TOSA Garner Way Milli 244 Line CL 40 How do create a ba
29. Attendance Statistics Attendance by Group by Quarter Attendance by Group by Week Attendance by Group Session Attendance by Group by Person Group List Group Member List Group Sessions List Attendance Graph by Group Attendance Graph by Department Duplicate Class Enrollment Security Checks Groups Criteria Ei Report Attendance by Group by Person Start Date End Date This report displays the attendance data for all selected groups and reports the results by Week for each Person who attended for the specified date range eoeunneececonseossececsocyees wsheasbodsnosanacasessncssnse 07 01708 Es 64 Check if you want to run the report for Year to Date information Enter the date range you want if you do not want Year to Date Make sure Year to Date is unchecked Note actions that can be performed Report re sults As an example let s say we want to see the attendance information for our Children s classes from 2 1 06 5 11 06 oo ge Se 6 Records Select Group gt Group Summary from the main menu Change the Department to Children s Highlight the Sunday school classes Press Group Reports amp Graphs from the Action bar From the Group Reports window highlight Attendance by Group Session Enter the Start Date 2 1 06 and the End Date as 5 11 06 Press GENERATE TEK Meeting Group Name Care Test Care Test Childrens 1st Gr
30. Click OTH Welcome Sue ER GROUPS to view all the available Checking in for classes Name Day Starts Ends Session Room Nathan Test Group Monday 5 00PM 3 00 PM hildrens 1st Grade Monday 5 00PM 6 00PM Children 2nd Grade Monday 5 00PM 6 00 PM Children 3rd Grade Monday 5 00PM 6 00 PM Children Jr High Monday 5 00PM 6 00 PM not enrolled j Cancel Allergies Notes Confirm Other Groups 49 Can check students into multiple classes at the same time Click on each class you d like to check the student into then click CON FIRM Yes If the student is enrolled in multiple classes that show up on the confirmation screen you may highlight several classes then click CONFIRM If the student s confirmation screen 1s only showing one class you can click the OTHER GROUPS button to view all classes that are meeting at the current time Highlight the classes you d like to check them into then click CONFIRM Automated Attendance Welcome Suzy Checking in for select one or more Name Day Starts Ends Session Room Childrens 2nd Grades Tuesday 9 00AM 4 00PM Allergies Notes Other Groups How do print a roster of students checked into a class Make sure todays date is set here The check in rosters can be printed from either the check in station or from the main Roll Call screen From check in screen To print the rosters from the check in screen select Admin gt Checkin
31. Client from the CD simply place the CD in your CD drive There will be three Roll Call files 1 Roll Call 2 Roll Call Client and 3 Roll Call Server Double click on the Roll Call Client file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process To install Roll Call Client from the downloaded file double click on the Roll Call Client installation file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process 13 Once the installation is complete there will be a Roll Call Client icon on the desktop To start Roll Call double click on the icon The Connection to 4D Server window is displayed Click on the TCP tab Highlight Roll Call database and click OK If this is the first time a client has connected into Roll Call the Setup Assistant is 4 Connection to 4D Server Make sure to click on TCP tab a Welcome to 4th Dimension 7004 Roll Call will be listed here Recent TCP IP Custom Servers Iaat c 95 BIB SERVERZ Click OK to connect to Roll Call displayed You may enter this information now or press CANCEL to enter it later Next you ll need to enter your license number Select File gt Enter License from the main menu Enter the license number supplied on your invoice and press the tab key The number of users and people records allowed will be displayed How do I configure
32. Enter the user name for the first check in user This user name can be generic like checkin or it can be more specific like the name of a person who will be manning a Station 2 There are two security level choices for each check in user The first option is Automated This allows the check in user to check in with a bar code or fingerprint scan It does not allow the user to enter new people through the QUICK ENROLL option or to FIND BY name If you would like the user to also be able to use the QUICK ENROLL for visitors mark the Manual option as well as the Automated option 19 3 The passwords for these users will be blank The first time you log in as a check in user you ll be prompted for a new password Main Menu If you would like to create your check in users via the Admin menu select Admin gt User Security from the main screen The user and security group window is displayed 1 Click on the blue plus sign icon to add a user 2 Enter the user name and default password for this user 3 Click OK to save this user 4 Drag the Auto Attend security group from the right side and place on top of the check in user you just created 5 If you want this check in user to be able to add visitors drag the Attend Manual security group on top of the user you just created Click plus sign to leprae Sales Highlight At add a user tend Auto and drag on top of check in user O Users FE E J
33. Group Reports Highlight the Sunday school teachers group on the Groups tab On the Criteria tab enter the date at which the security check is considered obsolete Click over the type of security checks you are interested in Click GENERATE Mn B WN 72 Highlight Security Check from the list of reports Select the group you wish to check on Enter the date at which the check becomes obsolete Select the type of checks you are interested in Listing of those members whose security checks are obsolete a Note the actions that can per formed Group Reports Select a report Absent or Present Report Department Attendance Statistics Attendance by Group by Quarter Attendance by Group by Week Attendance by Group Session Attendance by Group by Person Checkin Rosters Group List Group Member List Group Sessions List Attendance Graph by Group Attendance Graph by Department Duplicate Class Enrollment Security Checks Group Reports Select a report Absent or Present Report Department Attendance Statistics Attendance by Group by Quarter Attendance by Group by Week Attendance by Group Session Attemtanee_by Group by Person Checkin Rosters Group List Group Member List Group Sessions List Attendance Graph by Group Attendance Graph by Department Duplicate Class Enrollment Security Checks Security Check Missing Obsolete Checks Name Email Sue Ba
34. HE CHECK INSTA HON cscocusisreoneiieis noretu insi a T SE ere en How do Ilog onto th echeck in Stations sesuineisivosiessscsrsiata si A E i 43 How do I check in a family using a last name family number or badge number 44 How do icheck afamily tm using a Dar code seniessresnnriioreenirii a eiia 46 How do I check in an individual using a last name or badge NO cccccsssseessseeeeeeeeeeeeeeees 47 How do I check in an individual using a bar code ssnnnnssssssseeeersssssssseeersssssssseeressssssssseeees 49 How do I check in a student to a different class nssssssooeenssssssseeerrsssssssseeersssssssseeresssssssseeeees 49 Can I check students into multiple classes at the same time nnsesssseeeesssssssseeressssssssseeees 50 How do I print a roster of students checked into a class sis sesvscdinstassdesusrcvawnsiavsievaavendtusiaisbecudrees 50 e UE E O E E E A E E E E E T 5I Can I record check out times for Students 0 cece cece sececececcccccececcccccececceececscscesuccscsccesceceees 53 USING FINGERPRINTS What needs to be configured to use fingerprint technology cseessseeccccceeeeesssseeeceeeeeeeaeeeees 54 How do I set up the fingerprint software so it works with Roll Call 0 eeeeeeeeeeeeees 54 How do I connect a person s finger print with Roll Call oo eeccccccccccceeessseeeeeeeeeeaeeeeees 55 Once a person s fingerprint is recorded how do I check them 1n
35. High 5 00 PM 6 00PM not enrolled p Allergies Notes Confirm Enter allergy infor mation Allergies Notes for label Allergies shrimp Note for label gg nose because of allergies Cancel 58 ATTENDANCE REPORTS How do create Group Attendance and List reports Highlight the group or groups to print the report for Select the report There are two ways to access the group attendance and list reports 1 From the Group Summary screen 2 From the Groups menu To run the reports from the Group Summary screen select Groups gt Group Summary from the main menu Highlight the group or groups you d like to select and press Group Reports amp Graphs from the Action Bar To highlight multiple groups on the Mac hold down the apple key and click on each group On Windows hold down the CTRL key and click on each group Groups lt Sle N BIE Bug 42 AR i Group Type A v Actions Add Record Depertment ar Group Status i Active D inactive Delete Record O Gouge Cione a Group Department Mame Type Status Leader Location Stat Date End Date F Care Test Group Active 61 20 10 wod Eneonmers Click on ras i xfar Members Carens 2nd Grade Class Active aneno owowa Attendance C hhdr ns Ird Grade Class Activa oOWlei0 obOoW0O Group Childrens 4th Grade Class Acte CIRO owonoo LabetsuName Tags Congregational Care Volunteers Group Active ANO dwdd Send Email Re
36. Overall Clearance Level check Delete Record DH Camcel DA E sane Fiii iE Mow Fin Mod Hitta P E mini UA E Hiwi Fii How do import pictures into Roll Call Click to get individual picture You can store 2 pictures in Roll Call an individual picture and a family picture The family picture is used in the picture directory and can be printed on the badge Individual pictures are used for live check in and can also be printed on the badge People aCe Sue RABE ID Na 11 Recond Modified meson Record Er rsd pinsono hat Faimiky Memli s Title Firei Name Nicknama Migdia Lati Narna Sut Tom Knuckles MIRE az fEarah Barah knuckles i i Dana Knuckles Gender _ Marital Staton Spouse Agsoniation Fannily Position Female w Ginga w Regular Afender w Youth d Click to Harme Phones Beth Date finiamo U r Head afFamiy L t f i TE rog 1392 Uniistad L ge am y il Parsonal aMail s thle picture Pe Phone Donations Custom Dates Groups KeyWords Visit Adl Member Comment Pict Letters Pledges Attend Ths kaaga ha ued in the ABOUT PICTUR pitie derecho C Germene An ieS Source is a digital camera with a resolution fr 9f mapantes or Iena Romeo COW a The aspect ration should be I4 Large limage f Large inage Using the same camera for all pictures is iene rice Deters Picture 989 a eae a Tha family picture should be landecape and the ANN individwal pictune should be
37. Please connect Fingerprint scanner From the Fingerprint Admin window enter the person s ID number then click on the REGISTER A NEW PRINT button Fingerprint Administration Enter the ID from the Roll User Identifier fe screen User Fingerprint Register a New Print Update an Existing Print Change Member ID Delete an Existing Print 56 The next screen allows you to scan the individuals fingerprint Make sure you set a standard for which finger and on which hand will be scanned Click on the right side to capture the fingerprint Have the student place their finger on the scanner They will need to scan their print three times A message will come up indicating a successful scan Fingerprint Enrollment Click to begin scan Instructians Pleaze select the finger vou wish to scan ning fingerpr int Then click the bos below to begin scanning your finger Click here to capture fingerprint Once a person s fingerprint is recorded how do I check them in From the check in screen scan their fingerprint The Automated Attendance window is displayed for the person identified by the fingerprint This window displays the student s picture if it is available It also lists all the groups that are meeting at the current time that the person is enrolled in Highlight the group class you wish to check them into and click CONFIRM Once you press confirm attendance is recorded and labels are printed as appr
38. SET icon A file dialog box will be displayed for you to enter the name and location to save the SET file If you would like to reduce the rows displayed in the results window highlight each row you d like to keep Next click on the SUBSET icon Every row that was highlighted will remain in the report If you would like to see the results displayed in 4D s spreadsheet click SPREADSHEET icon From the spreadsheet you can perform other calculations print and save the file If you would like to see other information on the report press the EDIT icon You are taken to the Quick Report Editor See Creating Custom Reports for more information on using the Quick Report Editor Attendance by Group Session This report lists the attendance information for each group by session for each week within the date range criteria For each session the number of enrolled the number of visitors and the number present are listed To run this report navigate to the Group Reports window Highlight Attendance by Group Session If you have not made your group selection press the group tab and highlight the groups you d like to run this report for Next press the criteria tab Enter the date range for the report If you d like to see the report for the Current Year to Date check that box If you d like a different date range enter the Starting and Ending Dates Group Reports Select a report Absent or Present Report Department
39. a Lh Regular Atender Child 100 Mezannia Next indicate which template you IITo print the badges select People gt People Summary Find the people that you d like to print badges for Y 38 gt Print Badge Wizard Select Welcome to the Print Badges Wizard Please Indicate the 6 a select which size and type of badge to print f amily or rollcall sos Badges are defined as business card size using number of either Avery template 8371 10 cards sheet or individual i Avery template 8373 8 cards sheet The card badges to print ssa ioe cae badge p er p age 7 Size es 10 cardsisheet 8 cards sheet _ Print border Type G Family Badge Individual Badge Select the iden tifying number Print Badge Wizard to be p r inted on Please select what you d like to be printed on the Click to 1m badges the badge of port a logo Badge Options file to be Select Items to be printed on ID Badges printed on the badge Allergies Select picture to Logo be included on Badge Pictures badge Print a picture on the Badge Child Family Picture Individual Picture Youth Family Picture Individual Picture Cancel What needs to be set up to use key chain tags Order tags from a printer You can order tags from us or use the printer of your choosing Make sure the printer uses a code 39 bar code font places a Q and a carriage return after the number Preferences Set the assignment of bar co
40. a different order press the SORT icon The Sort Order window will be displayed Click on the field you d like to sort on from the list on the left Press the green arrow in the middle to move the field to the sort order box on the right Click on ORDER BY to see the results sorted by your criteria If you would like to save the results of this report in a SET to use later see Using the Query Editor for more details on using sets press SAVE SET icon A file dialog box will be displayed for you to enter the name and location to save the SET file If you would like to reduce the rows displayed in the results window highlight each row you d like to keep Next click on the SUBSET icon Every row that was highlighted will remain in the report If you would like to see the results displayed in 4D s spreadsheet click SPREADSHEET icon From the spreadsheet you can perform other calculations print and save the file If you would like to see other information on the report press the EDIT icon You are taken to the Quick Report Editor See Creating Custom Reports for more information on using the Quick Report Editor 66 Click on PRINT icon to send report to printer Results when group members are selected Results when People records are select Group List This report lists the general information regarding each group selected It contains the Campus Group Type Department Group Name Status Leader and Location
41. abels next pg There are 300 labels per roll You can buy these labels at most office supply stores Std Shipping Label Dymo 30256 is where you configure Roll Call for Child Check in There are several options that you can choose from The next screen allows you to configure what is printed on that label 1 Click on the box for Image if you d like to have your logo printed on the label Make sure to also click on the box to ADD IMAGE to import your logo 2 Check either Badge Number Family Number or Random Number to have that number printed in the upper right of the label 3 Mark the Bar Code box if you d like the student s bar code number to be printed on the label 4 Mark the Parent tag box if you d like to print a label which just contains the family number or random security number on it This tag is given to the parent for pickup 5 Mark the box Last Name same size if you d like the Last Name and First Name to be in the same size font If this box is unchecked the Last Name will be in a smaller font Select information printed on labels for children Select the informa tion printed on the labels for Youth or Adults Roll Call Setup Assistant elcome Church Info License Key Security Child Checkin Roll Call Image Description of preference Labels for Children C Badge Number Family Number Johnny Random i xiParent tag First Grade Thu 8 00 AM _ Barcode Parents John am
42. ade Class Childrens 1st Grade Class Childrens 1st Grade Class Chikifens 1st Grade Class ay a is Type Status Session Meeting Day Start Year Week of Enrolled Present Group Wednesday 12 00AM 2010 011710 1 Wednesday 9 00 AM 2010 01 17 10 1 1 Sunday 8 00 PM 2010 O11 7 10 33 10 Sunday 8 00 PM 2010 01 2410 33 8 Sunday 8 00 PM 2010 01 3110 33 9 Sunday 8 00 PM 2010 02 070 33 2 Group gt at as Fak Jos io Close J le From the results window you have several options l 2 To print the results press the PRINT icon A print dialog box will be displayed so you may send the report to the printer If you would like to see the results in a different order press the SORT icon The Sort Order window will be displayed Click on the field you d like to sort on from the list on the left Press the green arrow in the middle to move the field to the sort order box on the right Click on ORDER BY to see the results sorted by your criteria If you would like to save the results of this report in a SET to use later see Using the Query Editor for more details on using sets press SAVE SET icon A file dialog box will be displayed for you to enter the name and location to save the SET file If you would like to reduce the rows displayed in the results window highlight each row you d like to keep Next click on the SUBSET icon Every row t
43. aminated or placed in name tag holders The badges are printed with a bar code which identifies the student or family Key Tag Another option is to have key chain tags printed with a bar code to identify the student Bar Code Roster Another possible method for checking students in is by bar code roster Instead of swiping a badge or entering a name the person manning the check in station can find the students name on the roster and scan it How do create the bar code badge To print the badges select People gt People Summary Find the people that you d like to print badges for You can use the Find By criteria click the SHOW ALL button or click the SEARCH icon from the main menu From the People Summary window click Print Badges on the right side action bar Poople j Te 7 mE its E a 7 r TT Get the list of SAS acter a Ee oe a IN Condi bis b n preterit an lat Records j people for the Las Hickname Suiits Aseockaion Spouse HOF Postion E Mail Piene LUC ETE Send Email badges Use the Member Child CPVTO9T 0023 4560 Purple View Dr Create Labeli FUCKS ai Foogpular Aimed or Child RUD aS Tle THA Gart Wiry Chi iH Lee Ch Find By Show 3 epen 23 ct All or SEARCH eee Rugular Attendor child 734 Lee Ct ilr his Sai R l r Aimar Child Jad Lien CI bambi Marit Child 234 Lee Ci 1con Regular Atender Child IM Lee Ct Rogular Atfendor Child 234 Lee H Ria gular Animiir Child GOa2FeShsh JEJE Viann
44. anna Ln Evergreen _ 303 222 5656 _Tam Knuckles __ Member Dana 7682 Gartner Way Evergreen tomt gmail com 303 789 1212 _ Dana Knuckles Regular Attender Tom __ 7682 Gartner Way Evergreen 303 789 1212 _Sarah Knuckles Regular Attender 7682 Garner Way Evergreen 303 789 1212 7682 Gartner Way Evergreen _ 303 789 1212 _Stan Jones __Member 4568 Purple View Dr Morrison stanley aol com _ 303 899 0023_ Attendance by Group by Quarter This report calculates the average enrolled average attended and the total number of meetings for the groups selected The information is calculated based on four quarters starting with the date you enter as the criteria date To run this report navigate to the Group Reports window Highlight Attendance by Group by Quarter If you have not made your group selection press the group tab and highlight the groups you d like to consider in this report Next press the criteria tab Enter the starting date for the 1 quarter As an example let s say we need attendance averages for our Sunday school classes for the last year Select Group gt Group Summary from the main menu Change the Department to Children s Highlight the Sunday school classes Press Group Reports amp Graphs from the Action bar From the Group Reports window highlight Attendance by Group by Quarter Enter 6 1 05 as the Start Date The quarters would be 6 1 05 8 31 05 9 1 05 61
45. as the optional mailing name all correspondence will be addressed to The Smith Family If you enter Yes to Auto Fill the optional mailing name the head of the families name will be entered in the optional name field Assign Family Numbers The Family Number is an optional number that your church assigns to a family Many churches use this number as part of a parental notification system If you select Automatic Roll Call will generate a family number for you Once you select Automatic you will be prompted for the starting number After clicking OK all families already in the database will be assigned a family number As you enter new families the number will be assigned If you switch the preference from Automatic to Manual the program will ask if you d like to clear out all existing family numbers Answer Yes if you d like all family numbers to be blank 29 Family Position Changes The Family Position tells Roll Call if the person is the husband a spouse child or youth Use this preference to indicate at what age a child is changed to youth and a youth changed to adult Answer Yes if you would like these family position changes to be made automatically based on the birth date Also enter the age at which a child becomes a youth and the age at which a youth becomes an adult Multiple Campus If your church has multiple campus locations select Yes for this preferenc
46. ata Knuckles ReguiarAgender Tom Wie HOSTER 121 TOS Garner Spreaders Regular Atender Youth 0370S 171F TESI Garver Ws Reports Hermbyr Dana Husband fomiggmailcom 303 T89 1212 TRAI Garinor wis Regular Anenii Crild GUGYP27 646 FASA Wanna Lin ReguiarAzender Steve Witte chiciagyahoo com a0a22 5656 2030 Wanna Ln Feguis Aender Youth 20227 5655 235 Wanna Ln Merih Chris xo Husband ghreongaol com 00222 5656 FAS Wanna Ln xT C cose Enter work cell pager and fax numbers Click on the Phone tab Enter the phone number in the appropriate field You do not need to enter any of the formatting characters just the number Poople a N58 Bee RR eo All family e ee a ____ members are Mr Bil Bill Hart li d h Gandar Mantal Status pousa Association Family Postion iste ere Male Single et Fiagular Afloned r auth Home Phones Dith Date oouo O Yrs Head of Family C e haas I unista LI Familiy ahali Personal ebad nateg ecicom 00O aem 06 6 6 6 6 06 6 OOC Mid Phone Donations Custom Dates Groups KeyWords Vish Add Member Comment Pict Letters Pledges Arte Use to scroll legends CEL ye through a list of ext Emurgency jon 585 1212 EE Call Phone fad 234 7590 records Pager y l Click to F a add other phone Delete Record S numbers G amp how Fani OK A Mimie Hmi 33 What comment fields are available Enter gen eral com men
47. ate rtin ooo Group Name Childrens f Group Status Olnactve Active Frequency r information Start Date 02 19 2010 a Weekly Random End Date 00 00 00 Members Sessions Group Custom 1 Group Custom 2 Preferences Member Na Date Joined Leader Involvement Inactive Inactive Date Field1 Field2 Field3 Field4 Field5 Field6 Field7 Field8 Field 9 Pr gt Change Titles Actions Create sessions Once you ve entered the general information about the group you ll want to indicate which days and at what times the group meets The meeting days and times are called sessions in Roll Call The sessions are very important for the child check in portion of Roll Call The sessions indicate which classes are available on a given day and time for check in To create a session l 2 Click on the session tab if sessions are not currently displayed Click on the ADD icon A row will be displayed with a default of Sunday and time of 12 a m 26 Enter day of the week and time that the group or class meets Enter the last name of the new member press tab Action drop down box Use the Day of Week drop down box to select the appropriate day Enter the Start Time Enter the End Time Place your cursor under Room and double click to enter the room number of this group meeting a eS CRS gee ARLE Enber Laut Namus Leader Group Type Group x Click ADD Deparim
48. ations can be configured with a barcode scanner Roll Call Image and thermal label printer No thanks maybe later Click NEXT to navigate to the next screen Description of preference is where you configure Roll Call for Child Check in There are several options that you can choose from Cancel Close Roll Call Setup Assistant MER To check people in using Roll Call s Check in feature you will Check want to define one or more check in logins Each login can be set up to allow for automated check and or manual check in P Automated check in allows a station to be either manned or Manual if the Sh Ea d WN le visit b dded to Roll Call but Roll Call Image unmanned o new people visitors can be adde o Ro a u 9 all other standard check in features are availble Manual check user can use in permission allows all of the automated permissions plus the ability to add visitors to Roll Call Typically this would be a the QUICK nannedd station You can add additional users by going Admin gt Edit Users at any time ENROLL Make sure you have enabled Roll Call security These users will be created without any password The first time you log into these new users the system will ask you to set the password Automated Manual New Login check in1 New Login check in 2 Description of preference m is where you configure Roll Call for Child Check in There are several options that you can choose from 1
49. c c sssasecnsssacedasesosaswasnatadeanear oy ATTENDANCE REPORTS BE WT ON aacpee Neca suchas secon E E A 59 Absent Present 60 Teno alice Dy Group Dy WWCCK essri esnan a a Ea EN EES 62 Attendance Dy Group Sessler esns ai ESEE EE A E EES EAEE EE ER 64 Aleadance Dy Group Dy Porso sesasi EEE EAS EEN 65 MOO TIS ee E E E E E 67 A Ci L e E E E E E 67 Groun o e Oe E a E E E E A EE 68 WS ACT UALS OCS a a E E A 70 Ee A e r A E E E S A E E E E 70 Dupi Cass Enrol i e a E A EE T2 Se GCC 1G N A E E E E E E A E A E 72 Copyright 2010 By The Book Inc All data and personal information in this manual is fictional and appears only for the purposes of demon stration By the Book s Licensor 4D Inc makes no warranties express or implied including without limitation the implied warranties of merchantability and fitness for a particular purpose regarding the software By the Book s licensor s does not warrant guaranty or make any representations regarding the use or the results of the use of the software in terms of its correctness accuracy reliability currentness or other wise The entire risk as to the results and performance of the software is assumed by you Because the exclusion of implied warranties are not permitted in some jurisdictions the above exclusions may not apply to you In no event will By the Book s licensor s or their directors officers employees or agents collectively By the Book s licensor be liable to you
50. checked into the first class on the list after so many seconds His attendance is recorded and labels are printed as appropriate 47 To enter one time instructions or allergy information press the ALLERGY NOTES button A window will be displayed to enter this information The allergy information will be stored in the person s record The notes are not stored They are meant for one time instructions Both pieces of information will be printed on the name tag label Make sure RETURN INDIVIDUALS is high lighted Highlight the student you wish to check in Click NEXT Click CON FIRM to check her into this class 4 Automated Attendance ROLLCALL Thar adap Map 13 2008 1 21 PM My Church Pan Family Individual rollcall Enter last name Then click SEARCH BY NAME Phease scan yout badge Emith Search by Name Search by Bacige No Search by Farry No Quick Errol BOLLCALL Thu EEE My Chureh ae ey i Please select one or more people Results for smith Haine Heal Position Address Smith Dawa Hu band 10D ir Se Smith Joe Hueband 173 Applea Smith Jone erag 10D Wiii Set Sinnith dahr 173 Appilerwrary 100 Main S Siih Sus e niia 1TA Appia Youth 100 Maen A Ee ID 10608 Welcome Sue Checking in for Day Starts Ends Session Room Children 07 First Grade Tuesday 6 00 AM 5 00 PM 2 Allergies Notes Other Groups 48 How do I check in an ind
51. ck GENERATE Group Reports Select a report Absent or Present Report Department Attendance Statistics Attendance by Group by Quarter Attendance by Group by Week Groups Criteria Reports ity Checks This will show peopte o have missing or obsolete security check records Make sure to odee En Display Custom Fiola ETTE v S Checkin Rosters Obsolete Criteria groups you Group List Group Member List Group Sessions List Attendance Graph by Group Attendance Graph by Department Duplicate Class Enrollment Security Checks Older than 1001708 Available Check Types Missing Criteria Available Check Types Finger Print Referente P nterview Selected Check Types gt gt lt lt Selected Check Types Background gt gt are interested in Security Check Missing Obsolete Checks Name Salley Barker Sammy Barker Tom Barker Tom Barker Tom Collins Sue Conllin John Denver Shelly Dumont teven Jobs Eli Johnson Ethan Johnson Jacob Jones Jennifer Jones Email sue yahoo com Phone 303 555 1212 803 555 1212 Background Missing Missing Missing Missing Missing Missing Missing Missing Missing Missing issing Missing Missing gt Page Setup Save report Note all actions Josh Jones Missing Julie Jones Missing that canbe han 303 555 1212 Missing per formed Lori Jones Missing Create Lab
52. d file To install Roll Call from the downloaded file double click on the Roll Call installer file you downloaded The install program will prompt you through the process Click on the NEXT button to continue through each step of the process 12 Once the installation is complete you will have a Roll Call icon on your desktop To use Roll Call double click on that icon The first time you use Roll Call the Setup assistant will be displayed You may enter this information now or press CANCEL to enter it later Next you ll need to enter your license number Select File gt Enter License from the main menu Enter the license number supplied on your invoice and press the tab key The number of users and people records allowed will be displayed Restart Roll Call and you ll be ready to begin How do install Roll Call software on my network A network installation of Roll Call allows multiple people to access the data If you have a multi user license multiple users can access the data simultaneously For example if you have purchased a 3 user license 3 users may access the database at the same time If you have purchased a single user license you may still install the network version but only one person may access the data at a time First you must decide which computer will house the database That computer will be your server The computer you choose as your server should not be used for many other applications For example if your sec
53. de numbers to Manual This is done in preferences Select Admin gt Preferences from the main menu Select manual assignment ROLL CALL Preferences People Addresses Donations Attendance Group Custom Member Custom Grp Display ZP4 Interface Select Manual assignment of bar General Custom Number field to use in searches Family No O Erw No ks 9 codes if oom II be Optional Mailing Name Auto Fill Yes O No using pr e printed Use of Last Comm date field in personal records O Communion Other Date key chain tags Assign family numb rs used in classes for Te are Automatic O Manai Make Family Position changes attamatic Yes No Children changed to Youth at age 2 Youth changed to Adult at age EE Assign Person s Barcode Automatically Manually Display People screen when adding Group Members Use multiple campuses K Yes No Mandatory on startup use North Default Sort order for Find People Last NickName NickName Last Find the folks you ll be assign ing bar codes to Assign key tag numbers to individuals Next you ll need to assign the key tag number to a person in Roll Call Select People gt People Summary From this screen you can find people by their last name bar code number or association You can also click SHOW ALL to list all the people in your database Once you have the list of people you want to assign tags to click
54. e By selecting yes you will now have a field to indicate which campus a person attends This will also allow you to indicate campus location for groups Default Church Address If you would like to default the person s city to the same city as the church s city click the City box If you d like the person s state to default to the same state as the church s state click the State box If you would like the person s zip code to default to the same zip code as the church s click the Zip Code box To modify the address preferences select Admin gt Preferences Click on the Address tab ROLL CALL Preferences People ye Donations Attendance Group Custom Member Custom Grp Display Mark to use churches ad dress as default Check Boxes will default church address values into new people records City E State E Zip Code Use Postal Preferred address format on labels and Receipts Cancel How do enter a family Enter the Head of Family To begin entering people information select People gt Enter New from the main menu The first window that pops up is the Family Position window You ll need to enter the head of the family first 30 Select Type of Entry Ctrl D Click on the Wife Mother Ctrl S Roh type of per Male Youth Ctrl Or Snr ENS Female Youth Ctrl L son aa are Male Child Ctrl B entering Female Child Ctrl G e Single Man Ctrl M Single Woman Ct
55. ec 2 Hi ghlight the Type nickname or A list of folks select the leader appropriate i Nickname amp Spou First Last Position Address pprop e DN with that last a m y Aae WDE press return Conlkin Child 500 E Orchard presented Conlkin Husband 500 E Orchard Set Preferences To set your group preferences press the Preferences tab From within the Preferences tab 1 Mark the fields you d like shown on the attendance roster 2 Enter the number of labels you d like printed after a student checks in 3 Click OK to save the information and return to Group Maintenance Enter Last Namos Notes page Enter the num Group Type Group Depertment Childrens ener o ber of labels Select which Group secon mGa ati d lik Group Name Childrens 6 Grade B at ate 65757010 you 1Ke fields are Group Status Oinactwe Active Frequency lt printed after Weeky O Random End Date 000000 included on the attendance TO ster Am endance Roster Options Automated Attendance Options the student checks in EEE Members Sessions Group Custom t Group Custer Preferences Show Birth Dale C Show Spocial Needs Ei Snow year of Binn snow age T Number ofisbeis to print D Show F arnity No B List Parerits ET lanels when using Find by Name Actions Cancel Accept Can add people into the database from the group members area Yes If you enter a last name in the members tab
56. ecking students in using biometrics you ll need the M2 Hampster finger print scanner from M2SYS connected to a Windows version of Roll Call Client Finger Print Software If you ll be checking students in using their fingerprint you ll need the finger print client and server software from M2SYS installed on your Windows machine How do install Roll Call software on my workstation The single user version of Roll Call allows one user on one computer to access Roll Call For the single user installation use the following instructions From the CD To install Roll Call from the CD simply place the CD in your CD drive There will be three Roll Call files 1 Roll Call 2 Roll Call Client and 3 Roll Call Server Double click on the Roll Call file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process Once the installation is complete you will have a Roll Call icon on your desktop To use Roll Call double click on that icon The first time you use Roll Call the Setup Assistant will be displayed You may enter this information now or press CANCEL to enter it later Next you ll need to enter your license number Select File gt Enter License from the main menu Enter the license number supplied on your invoice and press the tab key The number of users and people records allowed will be displayed Restart Roll Call and you ll be ready to begin From the downloa
57. ect people for the export Next select each of the groups you d like displayed in the report Click on the appropriate group from the Select column to move it over into the Include column When you have selected your groups press USE GROUPS The next window advises that the file needs to be saved to disk Click OK Next the file Select the groups to be included inthe Click on each report group you d like to include in the The selected groups are displayed Select List Include export Child rens Preschool Tst Srd al here Childrens 4th Sth Childrens Jr High Childrens Kindergarden Congregational Care Adam Congregational Care Adams Click to use differ Congregational Care Baker Click here to a Congregational Care Baker continue ent criteria for JOUE Congregational Care Jones group selection Sangregational Care Small a Smith dialog box is displayed allowing you to enter the name and location to save the report file The file that was saved is a tab delimited text file This file can be opened in a spreadsheet program 75
58. ed Highlight the appropriate family and click on NEXT Then highlight the members of the family that yov ll be checking in Next the Automated Attendance window is displayed for the first child that was selected This window displays the person s picture if it is available It also lists all the groups that the person is enrolled in that are meeting at the current time Highlight GROUPS 44 the group class you wish to check them into and click CONFIRM Once you press confirm attendance is recorded and labels are printed as appropriate If your Roll Call preferences are set to Auto record scanned you will not have to press the CONFIRM button The person will be checked into the first class on the list after so many seconds His attendance is recorded and labels are printed as appropriate ROLLCALL File Edit Admin Help Roll Call Thursday May 15 2008 10 15 AM eats g My Church The families with that last name are Please select a Family Results for smith listed here High Name Address light the appropri Smith Dave amp Kim John Taylor 100 Main St ate family Smith Sue amp Joe John Suzy 123 Appleway Click NEXT to continue ROLLCALL File Edit Admin Help Roll Call My Church Thursday May 15 2008 10 15 AM Highlight the Please select one or more people Results for smith students you are Name Head Position Address checking in l l Smith Sue O a _ Wife 123 Appleway Smith
59. eference on the left to go directly to it Click NEXT to You can leave the assistant at any time by closing the window To get to the assistant again you can go to Admin gt Setup Assistant navigate through each section Description of preference r is the Roll Call Setup Assistant welcome screen Main Menu To enter the church information from the Admin menu select Admin gt Church Constants The Church Info window will be displayed Enter the church name and address information here 16 Roll Call Setup Assistant Enter your church name Child Checkin address and Roll Call Image Church Name Adress TFS phone informa More Address tion City State Zip Country Telephone 1 lf za 2 za Tax Number Bank Account Weekly Budget 0 Description of preference r is where you enter things like the Church name and address How do I set up Roll Call security You can set up security user name and passwords through the Setup Assistant or through the Admin menu Setup Assistant To activate Roll Call s security system you must provide a password for Director Administrator and Director are two users that come with Roll Call Do not delete these users If you d like to add additional user names you can do that through the Administration menu in Roll Call Enter a PASSWORD in the field to the right of the Administrator and Director users Roll Call Setup Assistant If you
60. els Russ Jones Tom Jones Tom Jones Tom Jones Carol Lewis Jerry O Fallon Aaron Schaeffer lt tom bythebook com tom aol com 303 555 1212 803 555 1212 655 787 8899 655 121 1111 Missing Missing Missing Missing Missing Missing Missing 714 Gi E Write Letter eMail People How can export a representation of the groups people are involved in The export group involvement file shows a list of people in the first column then the groups are outlined in the subsequent columns An X is placed under each group that a person is involved in A sample of this report is found in Appendix C To create this file select Reports gt Export Group Involvements from the main menu The first window that is displayed asks for the association of the folks you d like to include in the report Click on the appropriate association from the Select column to move it to the Include column When you have selected your associations press USE ASSOCIATION Click on each Export group involvements for the selected Selected association you people associations want to include _Select the people to include in the report are displayed It will move Select List Include in the In the box on the Occasional Attender Wember clude box i Inactive Regular Attender right Moved Deceased Visitor Click here Click if you d to continue like to use a dif ferent criteria to sel
61. era Childrane et t dd GrmupGecion f6mGrade N oe a Group Manik Childrens Bh Grade Start Dats Oane session Group dtaws inacive Acie Frequericy ae Wee Rem End Date odode pg Nyembers Sessions Group Customii Group Custom Preferences TET shart Tine Fie Tina Session Mumba Room Suns TED AM 1 Add Members To enroll people into the group press the Members tab From within the members tab 1 Click the ADD button or select Member Action gt Add Member from the Action drop down box A line is opened up and the cursor is placed in the Name field 2 Enter the last name or portion of the last name of the person you want to enroll 3 Press the tab or enter key A list of people with that last name will be displayed Double click on the appropriate name to select 4 Tab across to enter any of the custom field data for this person onem QUU wale Click ADD Brier Last Names Holes a a to enroll a Geoup Type Group Deparment Chiarans Tl _ __ person into Gmupsectos m SSC Croup Name Chilgeers th trade EAD E the group Group Stas inacie Aele Frequency Peaky ei Pangani End Date dimin Gy Mimhts Staion Group Custom 1 Grip Casto Preterences Membe Name Date Joimed Leader ivokemem inactive iInacthe Date Field Feb Field Rekli Fel S Fielde Field Fela Hed TEIE x ER dana M F 5 Meter Ciri i Change Titles Actions Cancel A
62. eturned Highlight the students you wish to check in ROLLCALL File Edit Admin Help Roll Call My Church Thursday May 15 2008 10 15 AM Highlight the Please select one or more people Results for smith students you are Name Head Position Address checking in Smith Sue Ii Wife 1123 Appleway Smith Joe Husband 1123 Appleway Smith John Smith Suzy 23 Appleway Click NEXT to continue _ List only Children Quick Enrall Start Over Next the Automated Attendance window is displayed for the first child that was selected This window displays the person s picture if it is available It also lists all the groups that the person is enrolled in that are meeting at the current time Highlight the group class you wish to check them into and click CONFIRM Once you press confirm attendance is recorded and labels are printed as appropriate Then the next child s information 1s brought up 46 Click CON FIRM to check her into this class Enter allergy infor mation 4 Automated Attendance Welcome Sue Checking in for Day Starts Ends Session Room Children 07 First Grade Tuesday 8 00 AM 5 00 PM 2 Allergies Notes Other Groups If your Roll Call preferences are set to Auto record scanned you will not have to press the CONFIRM button The person will be checked into the first class on the list after so many seconds His attendance is recorded and labe
63. f this option is that you don t have a chance to change which class the child is checked into Next decide how many minutes before 3 oe session begins you ll allow students to Check if you don t want user to have to press CONFIRM to check in Set preferences for check in times Seles ROLL CALL Preferences People Addresses Donations Attendance Group Custom l Member Custom Grp Display 2Pa Interface Select info to be Automated Attendance Options Badge Options include d on the Ato recordacamnei Select Items to be printed on ID Badges after 1 seconds Family Number Record Log out Yes C Envelope Number M Badge ID Number Check In Starts 30 min before class start Badge Pictures Check In Ends 15 min before class end Lahel Prefarericot Youth Family Picture Individual Picture Child Family Picture Individual Picture Worship service attendance report Sort Attendance Report by Shepherding Area Make page break after each Shepherding Area Yes check in For example if a class starts at 9 00 a m and you d like to begin checking students in at 8 30 set the Check in Starts value to 30 minutes If the same class ends at 10 00 a m and you d like to continue checking students in until 9 45 the Check in Ends value should be 15 minutes The next options on this page are the badge options If you ll be creating bar code badges for parents and students
64. for any consequential incidental or of business information and the like arising out of the use or inability to use the software even if By the Book s licensor s has been advised of the possibility of such damages Because some jurisdictions do not allow the exclusion or limitation of liability for consequential or incidental damages the above limitations may not apply to you CHILD CHECK IN OVERVIEW What is child check in The child check in system in Roll Call allows you to check students into their classes record attendance and print name tags and security labels This system can be used to check people into classes events activities or any group that is defined in Roll Call What are my options for checking students in Bar Code Badge One option for checking in children is the bar code badge These badges are produced using Roll Call The badges can be printed 8 or 10 per page They can be printed on Avery business card stock then laminated or placed in name tag holders The badges are printed with a bar code which identifies the student This badge can be printed for an individual or for a family Suzy Smith Parents Miss Suzy Smith Family Number 0 Badge ID 1367 this is my church 5 To check in by name enter the last name or portion of last name then click SEARCH BY NAME Highlight one or more students to check in Key Tag Another option is to have key chain tags printed wit
65. for example If the label is over 30 characters the picture directory format gets out of alignment Picture tips and hints 1 The pictures should all be taken with the same camera 2 Do not crop pictures 3 The aspect ratio should be Can enroll students in a class or group from the people screen Yes if you ve already created the groups in Roll Call To enroll a person in a group or class click on the Groups tab from that individuals record Next click on the ADD icon Select the group or class from the drop down box lees GUR RR ee Record Modtied ICEA Record Entered OFEA 0 First Namo Nickname Migdio 1 ame _ Sut__ v Nxkolous Nick on Marital Status al Male Single Home Phones Gin Date foowamo o vrs Heagotfamity C a C Click on the kop 889 0023 Unlisted C Family eMail ADD icon to make the per son a member of a class or group How do assign family numbers There are two methods of assigning family numbers The first is to enter the number manually through the people screen The second is to assign them automatically People Screen You may want to assign family numbers manually if you already have existing family numbers For example if you use a parental paging system that has family numbers you can enter the same number into Roll Call First pull up the person s record Select People gt Find People Enter the last name or other criteria Double
66. ght Attendance by Group Session Enter the Start Date 3 1 06 and the End Date as 6 1 06 Press GENERATE a a tS 31 Records SEE T 7 a call ie qm m weee aea Attendance Group Name Type Status Date Meeting Day Start Name Care Test Group 01 20 2010 Wednesday _ Random _ Dave Conley Care Test Group 01 20 2010 Wednesday S 00AM Dave Conley Childrens 1st Grade Class k 0117 2010 Sunday 8 00PM Dave Conley Childrens 1st Grade _ Class 0147 2010 Sunday 8 00PM David Conley S Childrens 1st Grade Class 01 17 2010 Sunday _ 8 00PM__ Elisa Jones _ Childrens 1st Grade Class 01 17 2010 Sunday 8 00PM__ Stan Jones _ Childrens 1st Grade Class 01717 2010 Sunday 8 00PM Casey Knuckles Childrens 1st Grade Class 01 17 2010 Sunday _ 8 00PM Sarah Knuckles Childrens 1st Grade Class 01717 2010 Sunday 8 00 PM Tom Knuckles Childrens 1st Grade Class 01 17 2010 Sunday 8 00PM Eli Miller Childrens 1st Grade Class 0117 2010 Sunday 8 00 PM Ethan Miller Childrens 1st Grade Class 01717 2010 Sunday _ 8 00 PM Frank Miller Childrens 1st Grade Class 01 24 2010 Sunday 8 00 PM David Conley A v Ai From the results window you have several options l 2 To print the results press the PRINT icon A print dialog box will be displayed so you may send the report to the printer If you would like to see the results in
67. h a bar code to identify the student or family Name Family Number or Badge Number Another method for checking students in is by using their name The person manning the check in area simply types the last name family number or badge number then selects the student from the list ROLLCAL fe I Fle Bk Ain Hele NOTE Roll Call a Momdap Mey 12 2008 2 24 PM the toggle ye individuals OF call or all family members My Church Pease Scop you bale one sen Sa eo Farh He Guick Enrol ROLLCALL File Edit Admin Help Roll Call Monday May 12 2008 2 24 PM My Church Please select one or more people Results for b Name Head Position Address Baker Chris Child 321 Evergreen Hwy Baker Chris Wife Baker Johnny Adult 321 Evergreen Hwy Baker Kim Child Baker Shirly Adult 321 Evergreen Hwy Baker Tom Husband 100 Main St Baker Tommy Child 321 Evergreen Hwy Baker Veronica Adult 321 Evergreen Hwy List only Children Quick Enroll Start Over Bar Code Roster Another possible method for checking students in is by bar code roster Instead of Scan the stu Shh in Acer dents bar code from the roster swiping a badge or entering a name the person manning the check in station can find the students name on the roster and scan it Have student place his finger on the scanner Finger Print Having the student place their finger on a scan device is another opti
68. hat was highlighted will remain in the report If you would like to see the results displayed in 4D s spreadsheet click SPREADSHEET icon From the spreadsheet you can perform other calculations print and save the file If you would like to see other information on the report press the EDIT icon You are taken to the Quick Report Editor See Creating Custom Reports for more information on using the Quick Report Editor Attendance by Group by Person This report lists each person that attended a group for each week within the data range criteria To run this report navigate to the Group Reports window Highlight Attendance by Group by Person If you have not made your group selection press the group tab and highlight the groups you d like to run this report for Next press the criteria tab Enter the date range for the report If you d like to see the report for the Current Year to Date 65 Note actions that may be performed on the report Lists who attended each group that was Selected check that box If you d like a different date range enter the Starting and Ending Dates As an example let s say we want to see the attendance information for our Children s classes from 3 1 06 6 1 06 Select Group gt Group Summary from the main menu Change the Department to Children s Highlight the Sunday school classes Press Group Reports amp Graphs from the Action bar From the Group Reports window highli
69. hat you can choose from if you d like to automatically check the student into the first class that comes up on the confirmation screen at check in Use this option to speed up the process It eliminates the step for clicking the CONFIRM button The downside of this option is that you don t have a chance to change which class the child is checked into Next decide how many minutes before a class session begins you ll allow students to check in For example if a class starts at 9 00 a m and you d like to begin checking students in at 8 30 set the Check in Starts value to 30 minutes If the same class ends at 10 00 a m and you d like to continue checking students in until 9 45 the Class Ends value should be 15 minutes The next options on this page are the badge options If you ll be creating bar code badges for parents and students to use for check in mark the numbers you d like to include on the badge Also indicate which picture you d like included on the badge Main Menu To set the general check in preferences via the main menu simply select Admin gt Preferences and click on the Attendance tab The first option in the general set up option is Auto Record Scanned Check this box if you d like to automatically check the student into the first class that comes up on the confirmation screen at check in Use this option to speed up the process It eliminates the step for clicking the CONFIRM button The downside o
70. his report navigate to the Group Reports window Highlight Attendance Graph by Department If you have not made your group selection press the group tab and highlight the groups you d like to run this report for Press GENERATE The results window is displayed Click on each group to view their results Click PRINT to send the graph to the printer HE Depart HE ments D selected are a displayed on legend Cancel Print 69 Highlight Department Attend ance Attendance by Group by Quarter Attendance by Group by Week The report is run for the week of the date entered below and displays summary data for only that Statistics Click on each department to be included Department Statistics The department statistics report summarizes attendance information for each of the departments selected for a given week It outlines the number of students enrolled present and visitors To run this report navigate to the Group Reports window Highlight Department Attendance Statistics Enter the date for the week of to be included in the report Next click on each of the departments that should be included in the report Click GENERATE to run the report gt Group Reports Sele Select a report Groups Criteria Absent or Present Report Report Department Attendance Statistics This report displays summary attendance data for all of the groups in the departments selected Department Attendance Statist
71. ics below Totals by department are also displayed Attendance by Group Session Attendance by Group by Person Checkin Rosters week Sir For Week of EERE ee Group Sessions List GENER Attendance Graph by Group Attendance Graph by Department Available Departments Selected Departments ATE to run Adult Ed Children s Ministry the report Duplicate Class Enrollment Childrens Congregational Care Security Checks Evangelism Leadership Spiritual Direction worship Youth Department Attendance Statistics it 22008 Group Enrolled Attendance Wig thors Total Children s wini stry Anote hr D i D D Children s wini stry Fds D i i D Children s bini stry KZ 3rd Grade 08 o i Children s bini stry KZ 4th Grade 08 o i N i Totalfor Dept Childrens Ministry n a i Totals 0 a wed Hovis 2008 Check In Roster Typically the check in rosters will be printed from the check in screens However if you d like a roster of each of the participants for a given group session you can print the check in rosters from the Group Reports screen It lists the name of the student his parents allergy information birthday and security code for that day To run this report navigate to the Group Reports window Highlight the groups you are interested in on the groups tab In the criteria tab enter the date for the report and highlight each of the sessions that you d like to see Click GENERATE to run the report
72. ividual using a bar code Click CON FIRM to check her into this class To check a specific student in make sure that the RETURN INDIVIDUALS box is highlighted Next scan the badge key chain tag or roster bar code for that student Next the Automated Attendance window is displayed for this person It lists all the groups that the person is enrolled in that are meeting at the current time Highlight the group class you wish to check them into and click CONFIRM Once you press confirm attendance is recorded and labels are printed as appropriate If your Roll Call preferences are set to Auto record scanned you will not have to press the CONFIRM button The person will be checked into the first class on the list after so many seconds His attendance is recorded and labels are printed as appropriate 4 Automated Attendance EJB D 10608 Welcome Sue Checking in for Day Starts Ends Session Room Children 07 First Grade Tuesday S00 AM 35 00 PM 2 Allergies Notes Other Groups How do I check in a student to a different class Highlight the class you wish to check her into If the student is not enrolled in a class that is meeting at the current time or you want to check him into a different class click the OTHER GROUPS button A list of all the classes that are meeting at the current time will be displayed Highlight the class you wish to check them into then press CONFIRM 4 Automated Attendance
73. ker Tom Collins Dave Conley Groups Criteria BL Select one or more groups to report on Group Type Department Leadership v Group Status Active k Inactive Selected Leadership SS Teachers Available Leadership Deacons Leadership Elders lt lt dave aal com Groups Criteria Reports Security Checks This will show people who have missing or obsolete security check records Display Custom Field None Obsolete Criteria Older than Available Check Types Selected Check Types Finger Print Background Reference Interview Missing Criteria Available Check Types Selected Check Types Phone 903 555 1212 Background Obsolete 11 1 2007 Finger Print Page Setup gt Obsolete 00 00 00 303 123 4545 Obsolete 10 1 2007 Save report Create Labels Write Letter eMail People 73 la m x Highlight Security Check Report Click over the type of security check you are in terested in Listing of all folks in the SS Teacher group that are missing a background check In our next example let s say we want to find the Sunday School teachers who are missing a background check 1 Select Groups gt Group Reports Highlight the Sunday school teachers group on the Groups tab 3 Click over the type of security checks you are interested in on the bottom section of the criteria screen 5 Cli
74. l the software Enter church information Enter your church name This can be entered using and address information the Set Up Assistant when you first start using Roll Call You can also enter this information by select Admin gt Church Constants from the main Roll Call menu Initialize the Roll Call security system Create check in users Choose a label size and label preferences Set check in preferences There are two user names that come standard with Roll Call They are Administrator and Director Once you assign a password to the Director user the security system in Roll Call is activated When you log into Roll Call with a check in user name the check in screen 1s displayed You can print name tags and security labels for two different label stocks The larger label is the 30256 shipping label The smaller label is the 30334 Misc size label You can also select what information you d like on the label Indicate here if you d like to print parent tags These preferences include the amount of time before and after a class starts that check ins are allowed what is included on a badge and if the CONFIRM button is required for check ins You can enter a password for Director and Administrator in the Set Up Assistant when you first start using Roll Call You can also enter these passwords by selecting Admin gt Edit Access from the main menu Double click on the user name
75. ls are printed as appropriate To enter one time instructions or allergy information press the ALLERGY NOTES button A window will be displayed to enter this information The allergy information will be stored in the person s record The notes are not stored They are meant for one time instructions Both pieces of information will be printed on the name tag label 4 Allergies Motes for label Enter special instructions or Allergies notes shrimp Note for label pe nose because of allergies Cancel How do I check in an individual using a last name or badge no To check a specific student in make sure that the RETURN INDIVIDUALS box is highlighted Next Enter the last name or a portion of the last name in the field then click SEARCH BY NAME Or to check in by Badge No enter that number then click SEARCH by BADGE NO A list of people with that last name or badge number is displayed Highlight the appropriate person Click NEXT The Automated Attendance window is displayed for this person with their picture if it is available It also lists all the groups that the person is enrolled in that are meeting at the current time Highlight the group class you wish to check them into and click CONFIRM Once you press confirm attendance is recorded and labels are printed as appropriate If your Roll Call preferences are set to Auto record scanned you will not have to press the CONFIRM button The person will be
76. m No assign family Optional Mailing Name Auto Fill numbers Use of Last Comm date field in personal records k Communion Other Date Assign family numbers used in classes for parent ae Aulanaic Manual Make Family Position changes automatic Yes No Children changed to Youth at age 42 Youth changed to Adult at age 18 Assign Person s Barcode Automatically Manually Display People screen when adding Group Members Use multiple campuses k Yes Ho Mandatory on startup use Default Sort order for Find People amp Last NickName NickName Last Cancel Next you ll be prompted for the starting number Enter that number and click OK Each family in your database will be assigned a number If there are any families that already have family numbers Roll Call will ask if you want to overwrite those Once this preference is set any new families entered in the database will be automatically assigned the next number in the sequence How are badge numbers assigned Badge numbers are automatically assigned to all children in the system That is all people with a family position of child is assigned a unique badge number However these may be overridden by manual assignment of badge numbers through the people screen People Screen First pull up the person s record Select People gt Find People Enter the last name or other criteria Double click on the appropriate perso
77. mber or random security number on it This tag is given to the parent for pickup 5 Mark the box Last Name same size if you d like the Last Name and First Name to be in the same size font If this box is unchecked the Last Name will be in a smaller font 22 How do I set my check in preferences Check to eliminate the need for the CONFIRM button at check in Setup Assistant To set your check in preferences through the Setup Assistant click on the left sidebar link for Child Checkin or click NEXT until you get to the Child Checkin portion Click NEXT until you get to the General Set Up Options The first option in the general set up option is Auto Record Scanned Check this box 4 Roll Call Setup Assistant elcome wurch Info There are several general Check in options that can be set They Set check 1n ako are system wide parameters time prefer Automated Attendance Options Child Checkin ences Roll Call Image Auto record scanned v Yes Check In Starts 30 min before class after 1 seconds start Check In Ends 15 min before class end Badge Options Select Items to be printed on ID Badges Family Number C Envelope Number V Badge ID Number Set badge Badge Pictures preferences Child O Family Picture Individual Picture Youth O Family Picture Individual Picture Previous Next Description of preference is where you configure Roll Call for Child Check in There are several options t
78. n s record Next enter the number in the Badge No field ROLLCALL 4DC File Edit Record Additional Help Enter badge People Je numbers here ae F E pm _ a pn T eKA Gue REVE ID No 0 Record Modified 01 25 2010 Record Entered 01 26 2010 Env No Title First Name Nickname Middle Last Name Suf 0 Mr Family No Gender Marital Status Spouse Association Family Position D Male Married x l v Husband Badge No Home Phones Birth Date foovooroo 0 Yrs Head of Family C TTo G 1 Unlisted C Family eMail Personal eMail Add Phone Donations Custom Dates Groups KeyWords Visit Add Member Comment Pict Letters Pledges Attend 0 Address Bad Address C Do not send mail Alternate Address PRIA SI ailing Name Street Street More Add More Add City StiZip i CitWwSt Zip Phones Rg Shepherd Area Effective Month Number Notes on Address Ends Month Number Add Modified 0000 00 Record Confirmed oo o0 00 Copy Address OK amp Same Fam OK amp New Fam 37 USING BAR CODES What are my options for checking students in with a bar code Bar Code Badge One option for checking in students is to create bar code badges These badges are produced using Roll Call The badges are printed 8 or 10 per page They can be printed on Avery business card stock then l
79. n this report for Press GENERATE The results window is displayed Records 5 j yr A l gt agg k K K RBE ez ER A ee ik lms Sessions Group Haine Type Statue Session Meeting Day Start End Tin Roon Care Test Group 1 Wednesday 0 00 AM 1200 AM Chidrens 1st Grade Class 1 Sunday 0 00 PM 9 00 PM Congregational Care Volunteers Group 1 Sundey 12 00 AM 12 00 AM Close Attendance Graph by Week This graph charts the attendance for the past year for each group selected A sample of this report is found in Appendix C To run this report navigate to the Group Reports window Highlight Attendance Graph by Week If you have not made your group selection press the group tab and highlight the groups you d like to run this report for Press GENERATE The results window is displayed Click on each group to view their results Click PRINT to send the graph to the printer 68 4 Group Graphs Groups Childrens 1st 3rd af Childrens 2006 First Grade i Childrens 4th amp th Attendance by Week Childrens 1st 3rd 2006 Childrens First Grade a Note groups that were EPP E oo THAT AT Highlight the 5 epics COO eee a WEEE OE SS OE HHOOO OL THO TH al 4 2D Graph 3D Graph Attendance Graph by Department This bar chart summarizes attendance information for each department of the groups selected A sample of this report is found in Appendix C To run t
80. ndence to this family will be addressed to the alternate address J Other fields and buttons to note on the people screen 1 Add Modified this is a system generated date which indicates the last date the address was modified 2 Record Confirmed this date may be entered to indicate the date the person s information was verified 3 Print icon this button will kick off a report that outlines all information within the Roll Call database for this family 4 Copy Address button this button will copy the address into a buffer You can then paste it into a different program such as Word or other word processor 5 Email icon use this button to send an email to this individual or entire family 6 Web Map press this button to connect to the internet and get driving directions to the address Enter Other Members of the Same Family When you are ready to enter the wife or children of this family click on the OK amp SAME FAM button The Family Position window will be displayed Select the appropriate family position for this person The Title Gender Last Name Marital Status will all have default values based on the family position you selected The family phone family email family number and address information will already be entered based on the information you entered for the head of family Click OK amp SAME FAM to continue entering people in the same family To create a new family click OK amp NEW FAM
81. o then scan the key tag that will be given to the student Configure hardware Set up your Roll Call client computer stations in the check in area of your church These workstations must have network access to the Roll Call Server software If you are only using one check in station you can set up Roll Call Standalone Next plug in your bar code scanner finger print scanner and label writer printers as appropriate 11 INSTALLING ROLL CALL for CHILD CHECK IN What software hardware is required for child check in Roll Call workstations If you will only be using one check in station you ll want to install Roll Call Standalone If you will be using multiple check in stations each kiosk needs to have a computer with Roll Call Client That computer must have a network connection so that it can connect to Roll Call Server Bar Code scanner If you will be checking students in using bar code technology each check in station will need a bar code scanner The scanner needs to be a keyboard wedge device with the ability to scan a single digit We recommend the Voyager CG hand held scanner Dymo LabelWriter This printer 1s required if you wish to print labels for the child and parent upon check in The program is expecting a Dymo LabelWriter 400 or 400 Turbo printer You may choose from 2 different label sizes the 30256 shipping label or the 30334 multi purpose labels Finger Print Scanner If you will be ch
82. ok back Do you want to evaluate each group sepa rately or as a whole List of people that met the absent pres ent criteria school for the last 4 weeks 1 Select Groups gt Group Reports from the main menu 2 Highlight Absent Present 3 Change Department to Children s 4 Highlight all the classes 5 Enter today s date 6 Indicate that we want to look back 4 weeks 7 Mark Absent 8 Mark Consecutively Either option would work here since we are only looking back 4 weeks Enter 4 as the number of Times 10 Select Across groups In this case we are just interested in their attendance for any class not a specific class 11 Press GENERATE 33 Records eHe 4G seas B People Name Association Spouse Address Email _Dave Conley Member Km ii ie 1 Note actions that Bill Hart Member Carol 100 Main St Evergreen _bill aol com 903 123 454 can be performed Carol Hart Regular Attender Bill 100 Main St Evergreen _ __ 303 1 23 4545 _ Bill Hart 100 Main St Evergreen billy aol com _ 303 123 4545 for the list _Steve Plunger Member Chris 2836 Wanna Ln Evergreen stever aol com _ 303 222 5656 _ _ Chris Plunger Regular Attender Steve 2836 Wanna Ln Evergreen christa yahoo com 303 222 5656 Adam Plunger Regular Attender 2836 Wanna Ln Evergreen 303 222 5656 _Claire Plunger Regular Attender 2836 W
83. on for identifying the student What happens after the student checks in Attendance is recorded Once the child is checked into his class Roll Call automatically records his attendance Roll Call records the date and time he checked in Labels can be printed For every group or class that you define in Roll Call you can set a preference for labels Sarah Larson First Grade Mon 8 00 AM Parents Tom amp Dana Larson Allergies cats amp penecillen New Hope Living Church 09 22 2008 You can choose to print 1 to 5 labels or not to print labels at all If the student was just checked into a class that has a preference set to print labels the labels will be printed There are two different size labels that can be used The first is a smaller label 30334 By F Boo Sarah Larson Test Mon 8 00 AM Parents Tom amp Dana Larson Allergies cats amp penecillen New Hope Living Church 09 22 2008 Your church can also opt to use the larger 30256 label This option gives you more flexibility as to the information included on the label Your logo can also be printed on this label What needs to be set up before use child check in The table below outlines the steps that must be completed before you can use the children s check in functionality Each item is described in more detail in the chapters to follow Install Roll Call software Download the installer files from or use the CD to instal
84. opriate 4 Automated Attendance Click CON FIRM to check Welcome Sue her into this class Checking in for Day Starts Ends Session Room Children 07 First Grade Tuesday S00 AM 35 00PM 2 Allergies Notes Other Groups If your Roll Call preferences are set to Auto record scanned you will not have to press the CONFIRM button The person will be checked into the first class on the list after so many seconds His attendance is recorded and labels are printed as appropriate If the student is not enrolled in the class they wish to attend you may press the OTHER GROUPS button to check them into a different class Once you press the OTHER GROUPS button all classes that are meeting at the current time will be displayed Highlight the one they wish to attend and press CONFIRM To enter one time instructions or allergy information press the ALLERGY NOTES button A window will be displayed to enter this information The allergy information will be stored in the person s record The notes are not stored They are meant for one time instructions Both pieces of information will be printed on the name tag label 57 4 Automated Attendance Highlight the class you d like to check a Welcome Sue her into Checking in for Name Starts Ends Session Room Nathan Test Group 5 00PM 9 00 PM Childrens 1st Grade 5 00PM 6 00PM Shildren 2nd Grade 5 00PM 6 00 PM Children 3rd Grade 5 00PM 6 00PM Children Jr
85. or this group if labels should be printed when a student checks in At a minimum you ll need to enter people s names and association how they are involved in your church into Roll Call You can also enter contact information note any allergy or special needs and import family and individual pictures If you ll be using bar code badges to check students in you ll need to print these badges beforehand If you ll be using pre printed key chain tags you ll need to assign each individual the bar code identifier from his tag 10 You can import your logo from the Set Up Assistant which is presented when you first start using Roll Call You can also click on the church name in the upper left corner of the main Roll Call page A file dialog box will be displayed Navigate to the image file and click OK From the main Roll Call screen select Groups gt Add Group From the main Roll Call screen select People gt Enter New People This can also be accomplished through the Groups screen In the members tab click on the ADD button Enter the last name of a student to enroll in this class If Roll Call does not find anyone in the database with that last name you ll be prompted to add this person From the main Roll Call screen select Reports gt Print Badges From the main Roll Call screen select People gt Assign Barcodes Query the set of people you d like to assign a bar code ID t
86. p Suzy Smith Allergies allergies show up here Last Name same Notes special notes show up here At size as first Labels for Youth and Adults C Image Bill Wanders View Image First Grade Yol Thu 8 00 AM my Chaek is where you configure Roll Call for Child Check in There are several options that you can choose from 21 Click on At tendance tab Click on LA BEL PREFER ENCES Select the fields to be printed on the label Main Menu To set up your labels from the menu select Admin gt Preference Then click on the Attendance tab ROLL CALL Preferences People Fact e es ona ions Attendance Group Custom Member Custom Grp Display ZPA Interface Automated Attendance Options Auto record scanned T Yes after 1 seconds Record Log out j lYes Check In Starts 30 min before class start Check In Ends 15 min before class end _ Label Preferences Badge Options Select Items to be printed on ID Badges Family Number C Envelope Number Badge ID Number Badge Pictures Child Family Picture Individual Picture Youth k Family Picture Individual Picture Worship service attendance report Sort Attendance Report by Shepherding Area M Yes Make page break after each Shepherding Area Yes gt Attendance Label Preferences Std Shipping Labe Dymo 30256 4 X 2 25 Labels for Children View Image
87. portrait Thig lahel be usad in tha picture direcion and is editable Belobo Record DR Cancel H A sci Fait DH R Niir Farik Import individual picture Importing pictures is done through the people screen l 2 gt Find a person s record Click on the Picture tab Click on the GET PICTURE button to the right of the individual picture box on the left An open dialog box will be displayed Navigate to the appropriate image file Highlight the file then click OPEN The picture will be displayed in the individual picture box If the picture needs to be rotated use the Rotate 90 CW or Rotate 90 CCW to line the picture properly Import family picture Importing family pictures is done through the people screen Once it has been imported the picture can be viewed from any person s record in that family l Ar a R Find a person s record Click on the Picture tab Click on the GET PICTURE button to the right of the family picture box on the right An open dialog box will be displayed Navigate to the appropriate image file Highlight the file then click OPEN The picture will be displayed in the family picture box If the picture needs to be rotated use the Rotate 90 CW or Rotate 90 CCW to line the picture properly The field below the family picture will have the names of all the people in the family You may change this label If the family is large you may want to change the label to The Smith Family
88. ports e Template Small Group Group Active o2nenod OwONMO White a Letter Sign in Roster Attendance Roster Group Directory Reports amp Graph Once you click on Group Reports amp Graphs a list of group reports will be displayed Highlight the report you d like to run Note the two tabs on this screen The criteria tab is displayed so that you may select the date or date range for each of the reports you wish to run The other tab is the group tab This will contain the groups you selected from the Group Summary window You may review or change your group selection here To run the report from the Group menu select Groups gt Group Reports from the main menu The group reports window is displayed with the groups tab displayed Highlight the report you d like to run Next select the group groups you d like to run the reports for Once you ve made your group selection press the criteria tab to enter your date ranges for the report 59 Highlight the report you wish to run Criteria options change as you change reports Highlight Ab sent or Present Check if you are looking for Absen or Present and how many weeks Sabet a hepeort_ Group Heporls Deparment Atendance Statistica fomdance by Gugup by Guarker andante by Gedup by visak endance fy Group Sessioni ondance by Geoup by Person Chechin Ausiare rhup List Group Member List Group Sessions List fendoncte Graph fw Group ndince Graph try
89. r code roster The bar code roster can be printed from the Group Maintenance screen Select Groups gt Group Maintenance Highlight the group or groups for the roster Click on Sign in Roster on the Action bar Select the fields you d like displayed on the roster Make sure to include bar code Click FINISH to send the roster to the printer l 2 gt 4 J D Group Maintenance Group Type All v Actions Group Details Hi ghli g ht Department MEE lv Group Status Active k Inactive 5 Groups Add a Group Click sign in th Delete Group s group or Department Name Type Status Leader Location Start Date End Date i Clone a Group roster Children 07 First Grade Group Active Tom Conlkin Rm 108 112007 000M0 groups Children Choir Test Group Active 11 26 07 000000 Members Children High Point Training Class Active 08407 o0 00 00 Children High Point 2nd 5th Class Active Unity Hall 094007 00 0000 Children High Point 3yrs 1st Class Active Unity Hall 071607 00 0000 Enrollment Xfer Members Attendance Labels Name Tags Send Email Write a Letter Sign in Roster Attendance Roster Reports amp Graphs Special Sign In Roster Wizard Select date for Welcome to the Sign In Roster Wizard Please the roster click complete the following information NEXT rolicall Date for the Roster 210212007 Include Leaders Print for all Groups meeting this day
90. r window will be displayed Click on the field you d like to sort on from the list on the left Press the green arrow in the middle to move the field to the sort order box on the right Click on ORDER BY to see the results sorted by your criteria 3 Ifyou would like to save the results of this report in a SET to use later see Using the Query Editor for more details on using sets press SAVE SET icon A file dialog box will be displayed for you to enter the name and location to save the SET file 4 Ifyou would like to reduce the rows displayed in the results window highlight each row you d like to keep Next click on the SUBSET icon Every row that was highlighted will remain in the report 5 Ifyou would like to see the results displayed in 4D s spreadsheet click SPREADSHEET icon From the spreadsheet you can perform other calculations print and save the file 6 Ifyou would like to see other information on the report press the EDIT icon You are taken to the Quick Report Editor See Creating Custom Reports for more information on using the Quick Report Editor Group Sessions List This report lists the session information for each group selected It contains the Campus Group Type Group Name Session Day Start Time and End Time To run this report navigate to the Group Reports window Highlight Group Sessions List If you have not made your group selection press the group tab and highlight the groups you d like to ru
91. retary s computer is used for creating the bulletin writing letters and accounting you probably wouldn t want her computer to be your Roll Call Server Since the server needs to be running at all times it would slow down her other work Next decide who will need to use Roll Call Each of those users will need Roll Call Client installed on their computer Installing the Server To install Roll Call Server from the CD simply place the CD in your CD drive There will be three Roll Call files 1 Roll Call 2 Roll Call Client and 3 Roll Call Server Double click on the Roll Call Server file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process To install Roll Call Server from the downloaded file double click on the Roll Call Server installation file The install program will prompt you through the process Click on the NEXT button to continue through each step of the process Once the installation is complete there will be a Roll Call Server icon on the desktop To start Roll Call Server double click on the icon An open file dialog box will be displayed asking you to select your data file or to create a new one For new installations click NEW then enter the name you wish for your data file then click SAVE The Roll Call Server window will be displayed For users to work in Roll Call the Server must be running Installing the Client To install Roll Call
92. rl F Organization Ctrl O Note tabs for individual infor mation x Once you select the family position the Enter People window is displayed The Title Marital Status Gender and Family Position will be filled in based on the family position you choose Next begin entering the basic information General in ROLLCALL 4DC Biia File Edt Record Additional Help mas formation People EX Prairie DAINEL ID No 0 Record Modified 01 25 2010 Record Entered 01 25 2010 Env No Title First Name Nickname Middle Last Name Suf Mr a Family No Gender Marital Status Spouse Association Family Position 0 Male v Married M aes yv Hushand Badge No Click to i 0 Home Phones Birth Date 00 00 00 o Yrs Head of Family Save and Unlisted C Family eMail Personal eMail enter new a en person from Add Phone Donations Custom Dates Groups KeyWords Visit Add Member Comment Pict Letters Pledges Attend Address C Bad Address O Do not send mail Alternate Address same fam Optional _ Mailing Name Street ily Street More Add g More Add CityiStiZip City StiZip Phones led Aga vij Effective Month Number aa L 4 y Motes on Address Ends Month Number oan Click to save and start en Add Modified oo o0 00 Record Confirmed oorooroo Copy Address i ke tering a new DeleteRecord C W family OK amp Same Fam OK amp New Fam
93. s menu to assign numbers en masse 14 Badge Number you may enter a badge number here or use the assign badge number option under the People menu to assign numbers en masse The next section you ll want to complete is the address information 1 Optional Mailing Name The name entered here will be used as the mailing name on all correspondence and labels For example if you have a husband and wife Jim amp Sue Smith the default mailing label would be Jim amp Sue Smith OR Mr amp Mrs Smith However if you entered The Smith Family as the optional mailing name the letters labels and receipts would be addressed to The Smith Family 2 Address City State and Zip 3 Shepherd Area if your church assigns deacons congregational care pastors or other lay people to come alongside families you may indicate that here 4 Notes on Address this field was used in the past for driving directions You may use this field for any general comments you d like 5 Alternate Address use these fields if the family lives in a different location during the year 6 Effective Dates indicate the day and month this address become effective End Date indicate the day and month the family returns to their primary address 8 Activate button you must click on the house button to activate the alternate address If the alternate address is activated and the current date falls within the effective dates correspo
94. se groups they must first be defined in Roll Call The session or the day and time a class meets must be defined so that Roll Call knows what groups are currently meeting The students must be enrolled in a group so that Roll Call knows which class to check someone into A group definition in Roll Call includes 1 The campus If you are a multi campus church you can define the groups for each of your campuses 2 The group type This is the general classification of the grouping 3 The department This is the ministry that is responsible for the group 4 The section This is the name of the group What needs to be set up before creating new groups Group type Group type is a high level classification of the group Roll Call has two types pre defined Group and Class You can define your own types though You may want to further refine the types to include group class meeting volunteers small groups cell groups youth committee retreat etc To create the list of valid values for Group Type 1 Inthe Add a Group window enter the new value for Group Type 2 Answer Yes to the question do you want to add this group to the list OR 1 Goto Admin gt Edit Lists 2 Highlight Group Type from the list 3 Click on ADD ITEM to add other group types Click to add a new Group Edit Item pe Insert Item Delete Sort Print List OK amp Next OK Cancel 25 How do create a group
95. set to p enter Click Destination E BioPlugin Snap On Adapter Settings F Window tab D SEEE Sy ae General Notifications Startup Logging Security Enter Roll Call or Interface Destination Windows Advanced Keyboard Settings Roll Call Client as Keystroke Destinations rollcal the Window Title rola Window Title Prefix keyisi Suffix Keyis ENTER Set suffix to pienter Send Keystrokes To Send to first matching destination window only highest priority First Send to all matching destination windows How do I connect a person s finger print with Roll Call When a person arrives to check in you ll need to first identify that person in Roll Call Click on the FIND BY NAME button and click on the specific individual From the Automated Attendance window note this person s ID in the upper right corner Next bring up the Biometric SnapOn Adapter Click on the FINGERPRINT ADMINISTRATION button to enter this person s Roll Call ID and scan their fingerprint 55 D Automated Attendance E mj Note the ID for this person Welcome Sue Checking in for Name Day Starts Ends Session Room Children 07 First Grade Tuesday S00 AM 5 00PM 2 Allergies Notes Other Groups Click on FINGER Fingerprint Scan PRINTADMINto F G record Roll Call ID and An Settings scan finger print
96. summarized for the group for all sessions that met during the week For each week the number of enrolled the number of visitors and the number present are listed To run this report navigate to the Group Reports window Highlight Attendance by Group by Week If you have not made your group selection press the group tab and highlight the groups you d like to run this report for Next press the criteria tab Enter the date range for the report 62 Highlight Atten dance by Group by Week Listing of attendance figures for the group for a week As an example let s say we want to see the attendance information for our Children s classes since the beginning of the year Sg Se Select Group gt Group Summary from the main menu Change the Department to Children s Highlight the Sunday school classes Press Group Reports amp Graphs from the Action bar From the Group Reports window highlight Attendance by Group by Week Mark the box for Current Year to Date or enter the Start Date 1 1 06 and the End Date as today s date If you do not want the current year to day uncheck that box and enter the appropriate start and end dates 7 Press GENERATE Group Reports Select a report Absent or Present Report Department Attendance Statistics Attendance by Group by Quarter Attendance by Group Session Attendance by Group by Person Group List Group Member List Group Sessions List Attendance Graph by Group A
97. tesaqamaumcninabaimauuasnutountaneubeanitons 24 CREATING NEW GROUPS MOa POD e E E E E A E E eer tere 29 What needs to be set up before creating new groups ssssssssseeesssssssscerrssssssseerrrssssssseeeersssss 25 Mov doTi r ALS A TO E E E E T I 26 Can I add people into the database from the group members area cccsssssseseseeseeeeeeeeeeees 28 ENTERING FAMILIES What preferences can I use to speed up data entry eoossssssooeeessssssseoeersssssssseeeressssssseerersssss 29 Enter Other Members of the Same Family ccssorserao e E a2 How do I enter cell work or Other individual phone numbers doses vs desvivcnassinvisrssaveomieaevsiews 33 Vy Wiel COMMIS TIL CICS AC Ay AUN seresa E dasasee anes euie ee eceeeen 34 How do l import pictures into Roll CANN as siccsaens cuartancoonderde nana dscns susrceacusivewiemavendienaeshucuivans 34 Can I enroll students in a class or group from the people Screen ccccecessseeeeeeeeeeeeeeeeeeees 35 How GOT assign family NUMDETS cote sarssncesa cut cuurtasonuemhclarsaavoneabiudrendvondatuiaeuauonmemneueries 36 HOW aie badge numbers Ass MCG etcscrcagasoncnuaupcuacandeonens n E E E 37 USING BAR CODES What are my options for checking students in with a bar code cceccesssesseeeceeeeeeeeeeseseeeees 38 How Gol Create the Dar code Dadio sea arssavessa cen pinatenayondethuienerayenceaniudrenavonaeabolaeaatonmetneuirien 38 How do Tir aea Dar COS TO i eae EE E E E E A 41 OPERATING T
98. the check in station hardware In a network environment each check in kiosk should have Roll Call Client installed with access to Roll Call Server In a single kiosk environment the station should have Roll Call standalone installed Bar Code Scanner If will be using bar code technology to check student s in plug the scanner into a USB port on your check in station Dymo Labelwriter If will be printing labels as name tags and or security labels plug your Labelwriter into a USB port Make sure to install the printer drivers If you are on a Windows machine go to Printers and Faxes at the operating system level and choose properties for the Dymo Labelwriter Click on Printing Preferences For the 30334 labels click Portrait For the 30256 labels select Landscape 14 If you are a portable church or are plugging the Labelwriters in each Sunday please note on some Windows machines a new printer definition 1s created each time you plug in the printer Make sure you only have ONE Labelwriter printer definition and that it is online Finger Print Scanner If you will be using the finger print scanner plug the scanner into a USB port on your Windows check in station Make sure that the biometric client software is installed on your check in station See installation instruction for the biometric client and server from M2SYS 15 Click on link to go directly to that sec tion CONFIGURING ROLL CALL FOR CHECK IN Where
99. then enter the passwords in the Edit User window You can enter user names for your check in users in the Set Up Assistant that is presented when you first start using Roll Call Enter the user name then check the appropriate security group for that user The Automated group 1s meant for unmanned check in stations This security group does not allow the quick enroll for visitors The Manual group will allow check ins for visitors You can select your label stock in the Set Up Assistant that is presented when you first start using Roll Call You may also set your label preference by selecting Admin gt Preferences from the main menu Then click on the Attendance tab Next click on the LABEL PREFERENCES button You can set your check in preferences in the Set Up Assistant which is presented when you first start using Roll Call You may also set these preferences from Admin gt Preferences Then click on the Attendance tab Import logo Set up your groups classes in Roll Call Enter the people information into Roll Call Print badges Assign bar code id s If you would like your church logo or picture to be displayed on the main Roll Call page import the image file into Roll Call People can only be checked into groups that are in the database Make sure your groups are set to meet on a weekly basis and that they have session days and times Make sure to indicate f
100. ts There are several types of comment fields available as part of an individual s record The first two comment fields are found under the Comment tab General Comments This field on the left side of the comment tab is free format text area This can be used of any general comments required for this person These comments can be viewed by anyone with access to Roll Call Special Needs This field on the right side of the comment tab is used to indicate any allergies or special needs that a person may have This information can be printed on the labels after the child has checked in This information can be viewed by anyone with access to Roll Call People SNe Bee BR 8 iD No ii Record Modified 01 2872010 Record Entered 01282010 Erea Family Members B Lasi Hame Sut i 0 Tom Knuckles Firei Harme Mickrianmia Middle Titi Mite w Barah Baran rutks FamiyHo Cana Knuckios Gender Marital Status Spouse Associaton Fami Position Enter special Female s Singie w BOSNE Regular ABengir Youth o Badge No Casey Knuchies Home Phones moss foo 0 Ym Hesdoremy O needs es mrna eea Family ebali Personal eMail jomtggmail com Adi Phone Donations Custom Dates Groups KeyWords Vist Add Member Comment Pict Leiters Pledges Ameri Comment Allergies pectal Nees general comments Alergy Information thimge sundar school teacher needs to krew about Clearance level from any background
101. ttendance Graph by Department Duplicate Class Enrollment Security Checks 4 Hecords e RBE Meeting Historical Coreg Hie Childers tel Grade Childrens et Grade Childrens tet rade So Tat Grade Groups Criteria Report Attendance by Group by Week This report calculates the attendance data for all selected groups and reports the results by Week for the specified date range Start Date 0701708 Exh End Date o93008 I 2010 1A TDD 2000 GAANO 2000 Oat amin Ooo 63 Mark if you d like to see Year to Date information Enter the date range you d like Make sure Current Year to Date is unchecked Note ac tions that may be performed Highlight the report you wish to run From the results window you have several options 1 To print the results press the PRINT icon A print dialog box will be displayed so 2 you may send the report to the printer If you would like to see the results in a different order press the SORT icon The Sort Order window will be displayed Click on the field you d like to sort on from the list on the left Press the green arrow in the middle to move the field to the sort order box on the right Click on ORDER BY to see the results sorted by your criteria If you would like to save the results of this report in a SET to use later see Using the Query Editor for more details on using sets press SAVE
102. want to print rosters for like to see Checkin Rosters Date 11 02 2008 a check in i raja 2nd Grades 8 00 AM roster Group Sessions List 1st Grade 8 30 AM Attendance Graph by Group 3rd Grade 9 00 AM Attendance Graph by Department 4th Grade Duplicate Class Enrollment 5th Grade 9 00 AM Security Checks 2nd Grades 10 00 AM 3rd Grade 10 30 AM 4th Grade 10 30 AM 5th Grade 10 30 AM These folks are enrolled in two or more active groups with a group type of CLASS Duplicate Class Enrollment The duplicate class enrollment report lists all the people that are enrolled in multiple active classes This report can be run from the Groups menu or the Group Reports screen To run this report navigate to the Group Reports window Highlight Duplicate Class Enrollment then click GENERATE Or you can select Groups gt Duplicate Class Enrollment from the main menu A message will be displayed telling you this process will check for duplicate enrollment in Classes only Click CONTINUE to see the list A list of people will be displayed Click PRINT LIST to print the list v2 Ale d B li Add Record Click PRINT to print this list arnam Wicknamwe Association Spouse HOF Postion EMi ned Emaii ave Me Pr lusnar Create Lab David Member x Hustbend Write a Letter Regular Atonder Yous biyel com 303 123 4545 100 Main 8 Member Carol x Husband odlik eolcom 303 123

Child Check In User Manual v 10

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