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ChurchWatch Version 3 User`s Guide

1. Field Field Name 1 UID 2 DESCRIP 3 NOTES 4 DUE DATE 5 DONE DATE 6 DONE Structure for table xxx PROPRIETARY Structure for table Field Field Name i AXISIT IB 2 PER ID 3 VISITED BY 4 VISITSTART 5 VISTTEND 6 PURPOSE 7 METHOD 8 WHERE 9 STATE 10 TYPE 11 NOTES Structure for table Field Field Name 1 PER ID 2 NEED VISIT 3 EM INTRS 4 NEEDPRAYER 5 NO CONTAC 6 PRAYER Structure for table Field Field Name i AXTSIT IB 2 PER ID 3 VISIT DATE 4 CLASSEVENT 5 COMMENTS Structure for table e w PROPRIETARY ChurchWatch User s Guide ITLES DBE ype Character TO DO DBF ype Character Character Memo Date Date Logical USERS DBF VISIT DBF Type Numeric Numeric Character DateTime DateTime Character Numeric Character Numeric Numeric Memo VISITOR DBF Type Numeric Logical Logical Logical Logical Memo VISITOR HISTORY DBF Type Numeric Numeric Date Character MEMO WIN DATA DBF Appendix A Title types Width 15 Dec To Do List Width Dec 50 50 4 8 8 1 Description Title Mr Mrs etc Description User ID Description of to do item Notes Due Date Date to do item completed Tru Visitation Width 10 10 50 Bec Visitors Width Dec 7 PRR Visitation Width Dec 10 10 8 50 Description Visit ID Person ID Name of person doing Time visit i
2. PEOP REOQ DBE Type Numeric Numeric Appendix A Marital status types Width Dec 10 Saved name Width Dec 10 50 50 50 50 2 Description Marital Status tags Description Name tag ID Tag title Text line 1 Text line 2 Text line 3 Index of label stock used Free form notes Special need names Width Dec 5 50 8 50 Special nee Width Dec 5 5 Description Special need ID Special need nam Date created Comments ds assigned to people Description Special need ID Person ID Church Names Width Dec 50 50 40 40 40 Description hurch Name older containing data hurch address hruch address hurch city rovince or State hurch country IP or postal code hurch phone hurch fax hurch email hurch web page haritable Registration hurch logo filename Default catagory Signature filename Text for digital signature Default postal code Default backup path Last backup date Fiscal year end date CY CY CY LAXTA BST CO FU CY CJ Ce bo People required at an event Width Dec 5 5 Description Event ID Person ID A 7 Structure for table Field C 000 1001 Co ho ES nd C 000 1001 Co ho ES OW aS DB DB BR BR WA Wd Q Xo 00 1 OY O1 4S C0 ND ED CO ooo ul BWwWNHE ChurchWatch User s Guide Field Name FAMILY ID ID ILY NA RST NA DDLE N ral W P E E wn 1 Ej Q H DH H H P Ds Ed AX H HDAT
3. For searches copy cut paste use EDIT menu O Show User Added Lyrics Only 4 Great and Mighty ESE a Hymn of Glory Let Us Lamb Goes Uncomplaini 4 Mighty Fortress is Ou Perfect Love Rest Remaineth for th Abide with Me Fast Fal Abide with Us the Day Abide 0 Dearest Jesus Across the Sky the Shad Alas and Did My Savior Alas My God My Sins A Great and Mighty Wonder by St Germanus 634 734 Translated by John M Neale 1818 1866 Text From THE HANDBOOK TO THE LUTHERAN HYMNAL St Louis Concordia Publishing House 1942 ll Depends on Our Posa Figure 23 1 The Hymn Manager ChurchWatch User s Guide 23 1 The Hymn Manager Form Items Table 23 1 lists the form items on the Hymn Manager form Print Click this button to print the selected text in the edit window Tip To print an entire hymn quickly select EDIT SELECT ALL and then click the PRINT button E i Table 23 1 Hymn Manager Form Items Searching Copy and Paste The edit window containing the hymn s text is read only but you can click and drag your mouse to select text Then use the EDIT menu at the top of the screen to select COPY CTRL C also works as a shortcut You can copy and paste the text into any other Windows application a great way to create overheads To search for a character string in the text first click inside the edit window to make sure it s active and then select the EDIT menu at the
4. Next you add the keyword FROM and then list the table or tables that are involved in the query Again you will need to refer to appendix A of this manual for the valid table names Example SELECT first name family nam birthdate FROM people Now you can filter the results of the query with an optional WHERE keyword and conditions The WHERE conditions are optional and need only be used if you want to reduce the query results Example SELECT first name family nam birthdate FROM people WHERE birthdate gt 1959 01 01 The above example will find all people who where born in 1959 or later Note that the curly brackets are used to indicate a date The date format must be in the format you have selected on the SETUP form More on this later Finally you can add some options to the query such as storing the results in a cursor for use on a Subsequent query Sometimes queries take more than one statement You could also specify the sort order or group order Again a book on SQL will cover this in more detail Here is a partial list of options you can use ORDER BY lt fieldname gt lt fieldname gt Specifies a sort order for the results GROUP BY lt fieldname gt lt fieldname gt Specifies a data grouping HAVING lt filter condition gt Sets a filter condition for the results UNION lt another SQL query gt Combines two or more query results INTO lt TABLE table or cursor name gt Specifies that the results
5. Who s On This item is available only if security is enabled and is useful only if you are operating on a network Who s On lists all users currently logged into ChurchWatch If the list is in error due to a power outage or software crash you may have to clear the user flags found on the SETUP SECURITY page m Message Manager This item is available only if security is enabled Loads and displays the Message Manager for sending inter office user to user messages Set Password This item is available only if security is enabled Allows you to change your ChurchWatch login password Import Data Launches the Import Manager to allow you to import data from several formats into ChurchWatch Export Data Launches the Export Manager to allow you to export data ChurchWatch User s Guide 2 1 PhoneTree Export Backup Manager Restore Manager Calendar New Giving Year Page Setup Puzzle Exit Edit Menu Undo Redo Cut Copy Paste ChurchWatch User s Guide Menus Toolbars and Shortcuts from ChurchWatch to one of several different formats Also includes detailed contribution data export into formats understood by many standard accounting software packages Launches the Phontree tm Export Wizard that allows you to export name and phone information to a PhoneTree compatible file For more information on PhoneTree and cold calling refer to www phonetree com Launches the Backup Manager to perform a bac
6. Givers Fi C Show Deleted Records Records shown in red are deleted P Amount 35 00 Budget 20 00 Budget Mame Evans Elizabeth Johnson amp dam lahunanana anne Batch Verification I 4 entries in this batch Pre TaFAl 416060 nn f Grid Sort Order The sort order of most grids can also be changed simply by Click and drag between columns to resize ChurchWatch User s Guide 2 7 Menus Toolbars and Shortcuts clicking on a column header to sort by that column The mouse pointer will change to a down arrow when you are correctly positioned over the header SmartForms will remember your sort orders Refer to the example below A GJANA MAJI ata Entry For Batch 2003 10 13 2002 10 13 Env Or Name Evans Lori Amount Receiptable Set Auto Load Account Comment Batch Contribution Data Batch Summary YTD Statistics ll Givers Fil Show Deleted Records Records shown in red are deleted 4 Amount 4 35 00 Budget 20 00 Budaet Name Evans Elizabeth Johnson Ada Batch Verification 4 entries in this batch Click on a column header to sort by that column Figure 2 9 Changing the Sort Order 9 Multiple Selection Lists Many of the lists in ChurchWatch are multiple selection capable To select several items click once on the first item then press and hold the SHIFT key while clicking on the last item To s
7. import feature If you have a report you want to share you are the exporter first select the user defined report and take note of the file name shown on the main page of the Report ChurchWatch User s Guide 20 5 The Report Manager Manager Next copy or email the following 2 files lt filename gt FRT and lt filename gt FRX Replace filename with the actual name of your file These two files make up the user defined report file and are found in the main ChurchWatch folder If you have a network system the files are found on your server only If you have received files to import you are the importer copy the 2 report files you received filename FRT and lt filename gt FRX into the main ChurchWatch folder If you have a network system copy the files to your ChurchWatch server only Next follow these steps to import 1 Click the IMPORT button in the Report Manager You will be prompted for a FRX file 2 Locate the new filename FRX file and select it Click OK to continue 3 On the form that follows enter a descriptive report name a description and a security code if security protection is desired 4 Click SAVE to complete the import Modifying Existing Reports You can modify the existing report layouts and even the underlying code Begin by selecting the report you want to modify You can select a user defined report or an original ChurchWatch report In the latter case a copy will be made first bef
8. Add Photo Del Photo View Photo Comment Purchased By Purchase Date Purchase Price Warranty Expires Vendor Contact Info and Notes Date Sold Sale Price Sold To and Contact Information ChurchWatch User s Guide Lists Description Used internally by ChurchWatch Date resource name was created If your church keeps asset numbers enter it here ChurchWatch will not use it except to print it on reports Name of the resource NOTE If the name of the resource has a red background it indicates that the resource is currently lent out check the Borrow Page to see who has it This item will be auto formatted if list auto formatting is turned on This field indicates the current resource that most buttons on this form will operate on Company that manufactured the resource item Model number Serial number Click this to add a photo of the resource The photo must be in BMP format Click this to delete the photo Click this to view a larger copy of the photo Any comment Person who purchased the resource item Date the resource was purchased Amount paid for the resource Warranty expiry date Name address phone free form notes etc of the company organization or individual that the resource was purchased from You can enter anything you want in this edit box Date the resource was sold Sale price Name address phone free form notes etc of the company organization or individual the r
9. Browse button to view the data in rough spreadsheet style format You can change the current record being viewed by simply clicking on a record of interest and then by closing the browse window Columns in the browse window are temporarily sizeable using the same method as described in item E above In addition you can change the order of columns temporarily by clicking on a column header and then by dragging the column to the left or right k Moving Between Form Items The TAB key is used to move between fields and items on forms l Super Search The Super Search form warrants its own section and is described in the next paragraph ChurchWatch User s Guide 2 9 Menus Toolbars and Shortcuts Super Search ChurchWatch has a handy Super Search form that allows you to search for anything anywhere To activate the Super Search form right click your mouse on any text box or drop down list box The following form will be displayed ugar SENAN Table house Field postal cod Type Character Search For What O Equals eim 12340 Values Greater Than O Begins With O Contains 5 Is Between Options C Ignore Empty Values C Match Upper Lower Case Display Search String Cancel Figure 2 12 Super Search Form For Type Character The top line of the Super Search shows the name of the table and field you are searching on refer to Appendix A and the type of the field will be one of character numeric o
10. Step 3 Step 4 Do a backup first Click the NEW YEAR button in the Giving Manager The form shown in figure 11 5 will be displayed Recall from chapter 8 that the Membership Manager has a type field that allows you to indicate if a family is temporarily entered for giving purposes only see figure 11 6 Check the Delete Temporaries Visitors checkbox on the Archive form if you wish to purge all temporary families from the Membership Manager You can also wait until another year if you so wish Church Family Temporary Giver O Contact O Vendor Figure 11 6 Finally click the ARCHIVE button to complete the archive You are now ready to being entering the current year s giving and pledge data Using Data From Previous Years To view and edit data from archived giving years simply use the year pull down box on the ChurchWatch Data Context toolbar ChurchWatch User s Guide 11 12 The Giving and Tax Receipt Managers P A R Import Pre Authorized Remittance P A R stands for Pre Authorized Remittance The PAR import can also be used for other types of giving data imports of your design Click the PAR button in the Giving Manager to launch the PAR Import form This feature is intended mainly for United churches but the file format is somewhat flexible and can be adopted and used by most churches When you click the PAR button the form shown in figure 11 7 will be displayed P A R Import Set the order
11. Widt Wid Appendix A Baptism Register th 10 40 30 20 50 50 50 50 50 50 8 8 8 8 50 50 50 Place Widt rlace rlace Dec of Dec Description Register ID Family name First name iddle name Name on Certificate Father s name other s name Sponser s name Sponser s name Pastor s name Date of birth Date of baptism Date of confirmation Date of marriage Place of birth Place of baptism Home location Confirmation notes arriage notes Other notes Local notes baptism list Description Place of baptism f birth Description Place of baptism f burial Description Place of burial Structure for table Field Field Name RG ID FAMILY NA FIRST NA IDDLE NA CERT NAME FATHE OTHER BIRTHDATI BAPTDATE BAPTPLACE SPONSERI SPONSER2 REVEREND CONFDATE PARISH CONF NOTES LOCL NOTES E 3j E 5 uuu 1O0 01 5 COL SO F2 CO 0 O0 123OY O1 iS CO IND S Structure for table Field Field Name 1 RG ID 2 FAMILY NA 3 FIRST NAME 4 IDDLE NA 5 PARENTS SP 6 BIRTHDATE 7 DEATHDATE 8 BURYDATE 9 BURYPLACE 10 REVEREND i PARISH 12 DEATHNOTES 13 OCL NOTES Structure for table Field Field Name 1 HOME LOC ChurchWatch User s Guide RG CONF DBF Type Numeric haracter haracter haracter haracter
12. BATCH_ID DATE_GIVEN ESIGNATOR PRE_TOTAL O re for table PROPRIETARY Structu Field 1 2 3 4 Structu re for table Field Name UID CALL_DATE CALLI NUMBI D R E d re for table PROPRIETARY Structu Field 1 2 3 Structu Field 1 2 Structu Field 1 Structu Field 1 2 3 4 re for table Field Name PER ID DATE ID DA AE re for table Field Name DATE_ID NAM Ele re for table Field Name DEPOSIT re for table Field Name EVENT ID PER I COMPLETE TASK J ChurchWatch User s Guide BATCH DBF Type Character Date Character Currency BIBLES DBF CALL LOG DBF Type Character DateTime Character Character C NOTES DBF DATES DBF Type Numeric Numeric Date DATENAME DBE Type Numeric Character O EPOSIT DBE pe aracter wk EV TASKS DBF ype Numeric Numeric Logical Memo Appendix A Giving batch information Width Dec Description 6 Batch ID 8 Batch date 50 Batch name 8 2 Batch pre calculated total Bible translations Dialer call log Width Dec Description 50 Internal user ID 8 Date of the call 40 Who was called 30 Phone number called User defined date values Width Dec Description 6 Person ID 5 Date ID 8 Date value User defined date names Wi
13. CONTROL PANEL 2 Double click the Add Remove Programs icon 3 Select ChurchWatch in the list and then click the Add Remove button Re Installing ChurchWatch CAUTION Re installing ChurchWatch will install empty database tables You will need to make a backup before uninstalling or re installing ChurchWatch Setting Screen Resolution If your display resolution is set to 640x480 you may notice that many of the ChurchWatch forms do not fit properly on the screen During the design of ChurchWatch we have made a conscious decision to support screen resolutions of 800x600 or higher only This allows ChurchWatch to take advantage of the extra screen space to fit more information onto each form Set your screen resolution to a resolution of at least 800x600 with a color depth of at least 256 colors Note that ChurchWatch looks much better and runs slightly faster if you set your color depth to Hi Color 16 bit To set your screen properties Right click your mouse anywhere on the Windows desktop Choose Properties Choose the Settings tab Set the Desktop Area to at least 800x600 Set the Color Palette to at least 256 colors 16 bit color is highly recommended Click OK OX Oye ONTO If you cannot achieve these settings it probably means your video card does not have enough memory It is better to have a larger Desktop Area with less colors Starting ChurchWatch Simply double click on the ChurchWatch desktop icon or choose ChurchW
14. Event s start date time Event s end date tim True if reminder required Remind minutes before event Recurring parameter for type Typel N A Type2 day of week Sunday 1 l ype3 number of days l ype4 day of month Date event recurs until Description of event T to publish in calendars Recurring parameter Type5 day of week ype6 day of week n to exclude from conflict checking Facility type names Width Dec 5 50 8 50 Facilities Width Dec 5 5 Phone diale Width Dec 15 15 30 50 Description Facility ID Facility name Date created Comments assigned to events Description Event ID Facility ID r phone books Description Person or business name Type of entry Phone number User ID A 3 Structure for table Field l5 16 17 Structure for table Field 1 2 Structure for table Field Ore wW P r Structure for table Field 1 2 ChurchWatch User s Guide Field Name ENVELOPE FAMILY_ID PER_ID FIRST_NAM IDDLE NA FAMILY NA ACCOUNT AMOUNT DAT RECI RECI C R G E I rj pj r IE I OM ECE TYP AH E CHECK_NO EXPORTDATE BATCH_ID Field Name GGID NAME Field Name GRP_ID NAM DATE_CREAT COMMENT GGID z pH Field Name GRP ID PER ID GIVING DBF Type Numeric Numeric Numeric Charact
15. If you make a mistake in the ordering you can click and drag on the square boxes on the left side of the right hand list to reorder the items You may not skip fields in the input data file The above figure shows the fields in our example input file in the correct order with no skipped fields If you choose an incorrect field name you can use the left facing arrows to move fields back to the main list but take note that they will be added back at the bottom of the left hand list Click the NEXT button to move to the next step ChurchWatch User s Guide 5 4 Import and Export Managers Step 3 Select File Type and Name Data Import oc STEP 3 Select the file Format you are importing From 9 Delimited Text File TXT Separator Character O FoxPro 2 x Table DBF Comma O Excel v5 Y7 XLS O Blank O Excel V2 V4 XL5 Semi Colon Lotus Symphony V1 WRK TAB O Lotus Symphony V1 1 V1 2 WR1 O Lotus 1 2 3 V1a WKS O Lotus 1 2 3 V2 x WK1 Symbolic Link SLK O System Data Format SDF O Microsoft Muliplan V4 01 MOD CO Visicalc DIF O Framework II FW2 O Paradox Database DB O RapidFile 41 2 RPD Figure 5 3 Setting File Type and Name Next set the file type for your input file If the input file is a text file as it is in this example you must also choose the delimiter type The delimiter is the character used to separate input fields Choose one of comma blank
16. Table 32 1 Database Rescue Form Items ChurchWatch User s Guide 32 2 The Online Software Update Utility Chapter 33 The Online Software Update Utility Since ChurchWatch version 2 you have been able to upgrade ChurchWatch for free via the internet with the built in update utility Version 3 enhances this utility for network users There are two ways to launch the update utility 1 From the HELP menu of ChurchWatch HELP UPDATE YOUR SOFTWARE ONLINE 2 From the Windows Start Menu Start gt All Programs gt ChurchWatch 3 gt ChurchWatch Online Update You must have a live connection to the internet for the update utility to work White Mountain Software recommends updating often If your software is up to date you will be notified when you attempt to upgrade Software Update Utility Form Figure 33 1 shows the main page of the update utility form A Suiza Update ChurchWatch Software Update Utility STEP 1 Make sure Church Watch is not running STEP 2 Connect to the Internet STEP 3 Click the Update Now button below Update Status Network Setup Update Network Workstations Automatically Your Version 3 0018 New Version Current Operation Total Bytes Received Last Error Updater Version 3 0 Copyright c 2003 By White Mountain Software Figure 33 1 Software Update Utility Form Main Page ChurchWatch User s Guide 33 1 The Online Software Update Utility Quick Update for Non Network
17. The home page of White Mountain Software is http www whitemountainsoftware com Watch the churchwatch com page for periodic software updates and for other support information and news You can use the automatic online update feature of ChurchWatch to check for new software at any time and you should do so from time to time Contact Information White Mountain Software 610 Bronson Cres Saskatoon SK CANADA S7J5E5 306 955 3657 EMAIL support churchwatch com sales churchwatch com Support Hours White Mountain Software is a home based business Sales Office hours are 9 00AM to 11 30AM and 1 00PM to 5 00PM Central Standard Time Monday through Friday Technical support is available between the hours of 6 00PM and 9 00PM Central Standard Time Monday through Friday and 9 00AM to 9 00PM on Saturdays E mail is recommended and e mails will be answered by the next business morning Whenever possible please use e mail to forward your questions and comments New Reports If the report you need is missing from ChurchWatch White Mountain Software may be able to add the report you require for a small hourly fee Contact us for current pricing ChurchWatch User s Guide 31 1 Support ChurchWatch User s Group The ChurchWatch User s Group is a group that exists outside the control and participation of White Mountain Software As such the continued existence of the group cannot be guaranteed by White Mountain Software The use
18. What Facilities are Required by the Event Choose From This List Cyn Lounge Meeting Room 1 Facilities Meeting Room 1 Meeting Room 2 Sanctuary Ej Edit Schedule Rename amp s Browse Figure 13 3 Event Manager Facilities Page The Facilities page is used to optionally assign facilities to the event If you have facility and resource checking turned on on the EVENTS page of the SETUP form ChurchWatch will check your facility and resource bookings for schedule conflicts whenever an event is created or changed Note that on slower computers this may be a slow operation Turn off facility resource checking to speed up the operation of ChurchWatch when creating or changing events You can always check for schedule conflicts manually using the button the EVENTS page of the SETUP form The arrow buttons work similar to the arrow buttons on the People Required page The EDIT button will display the Facilities Editor to allow you to create new facilities change the names and other operations The SCHEDULE button will display a schedule for the facility selected in the leftlist The schedule is useful to manually determine if a scheduling conflict will be created Refer to chapter 4 for information on the SETUP form and chapter 6 for more information on facilities and resources Resources Page The Resources page works in exactly the same manner as the Facilities page ChurchWatch User s Guide 13 6 The Event Manag
19. enter a W in the blank field At this point the form should look like the one in figure 30 4 ChurchWatch User s Guide 30 4 Data Filtering Y Filter Condition Field Operator Family Nam begins with Value Jo Case sensitive w cance He Figure 30 4 Example Filter Condition STEP 4 Click the OK button to Exit The filter builder will be showing the current filter you have built In this example family nam begins with W STEP5 Click OK again The Membership Manager will now only show people with a family name that begins with W The word Filtered will be displayed near the top of the Membership Manager to remind you that you have a filter in effect You can clear the filter by clicking the CLEAR FILTER button in the Membership Manager or by going back into the filter builder SET FILTER button and clicking the DELETE button Quick Report Some forms have a Quick Report button Once you have your filter built you can do a Quick Report to send the data to the printer or to mailing labels Click the QUICK REPORT button in the form you are using Membership or Giving Compound Filters Suppose you need to expand the above filter example to include only men whose last name begins with W This type of filter is called a compound filter because more than one condition is required to complete it Assuming the original filter is still in effect here is how ChurchWatch User s Guide 30 5 Data Fi
20. haracter haracter ate w ct 0 haracter haracter haracter haracter ate haracter 00UQ0000U0U0U0000020 RG DEATH DBF Naracter Naracter Naracter RG_HOME_LIST DBF Type Character Confirmation Register Appendix A Width Dec Description 10 Register ID 40 Family name 30 First name 20 iddle name 50 Name on Certificate 50 Father s name 50 other s name 8 Date of birth 8 Date of baptism 50 Place of baptism 50 Sponser s name 50 Sponser s name 50 Pastor s name 8 Date of confirmation 50 Church where confirmed Confirmation notes Local notes Death Register Width Dec Description 10 Register ID 40 Family name 30 First name 20 iddle name 50 Parents or spouse name 8 Date of birth 8 Date of death 8 Date of burial 50 Place of burial 50 Pastor s name 50 Church name Death notes Local notes Registers home location list Width Dec Description 50 Home location A 11 Structure for table Field Field Name RG ID HFAMILYNA HFIRSTNAM HMIDDLENA HFA HMO HBIR HBAP HBAP WFA WFIRST WMIDDLE WFATH WMOTHI WBIR WBAP WBAP WI E WI E 20 REVER 21 ARR 22 PARISH 23 PROVSTA 24 MARR NO 25 OCL NO E T T E UUTE A E DZ Ei POW DW D H D At S D gt S OC w wW D 5 E D pi E O00 1O0Y 014 CO Or OO 3000 10 O1 4S CO PD S HnN
21. semi colon or tab Our example is a comma delimited text file Click the FINISH button to move to the next step The Import Manager will prompt you for the name of the file you are using for an input file Use the displayed dialog box to select your file ChurchWatch User s Guide 5 5 Import and Export Managers Step 4 Review the Results and Commit the Data amp Data Import m mi X lt STEP 4 Save the imported data Use the Browse button to check the import CAREFULLY Then click the Commit button to save the datainto ChurchwWatch Ea NOTE Be sure to double check the Family id and per id person id fields to see how families have been structured p Commit PU ULTS ERU Figure 5 4 Final Steps The Import will be performed and the page shown above will be displayed Click the BROWSE CHECK button to view the results of your import Be sure to double check the way that the Import Manager has grouped the families in the input file Per id Family id Family nam First name Record lev Address City Figure 5 5 Results of the Import Study the results in Figure 5 5 Notice that the data has been correctly imported Also notice that the family ID fields from our example input file have been changed ChurchWatch assigns its own family IDs Tip Blank records in the import are caused by blank lines in the input file or by a carriage return at the end of the file You have a choice of corre
22. you should re index your database tables to optimize the performance of ChurchWatch This function can also fix certain errors If you notice odd behavior missing data etc a database re index can often solve the problem Before calling for support try clicking this button Pack Databases When you delete a record on any of the ChurchWatch forms the All Users record is not physically deleted only marked for deletion This is done so that you can undelete the record if desired Choose Pack Databases to physically delete records and free up disk space Fix Corrupted Memo Files Very rarely usually after a power disruption you may receive a All Users corrupted memo file error while using ChurchWatch To correct the problem click this button Zap All Tables CAUTION This button deletes all data in all database tables All Users Note that the data cannot be recovered once zapped unless you have a good backup Reset SmartForms Data Use this button to reset all SmartForms data All sizes positions All Users and states of forms will be forgotten so that all forms revert back to original defaults This is especially useful if a form is off screen due to a change in screen resolution Repair House and People The QuickSearch lists in the Membership Manager are derived All Users QuickSearch Lists fields You can regenerate and repair them at any time if necessary by clicking this button Normally this is not necessary Mass Edi
23. Begin by selecting a report category using the list at the left side of the form The main list of reports will change as you select a new category Next select a report from the list of reports and finally click the RUN REPORT button to print the report to the screen Review each of the following paragraphs for information on how to modify some of the report options limit the records included and change the destination from the screen to the printer Data Filtering To a limited extent you can alter the records included on some reports using data filters These are found on the second page of the Report Manager form This can be a useful feature to greatly extend the actual number of reports you can produce For example suppose you want a phone listing of all men in the church ChurchWatch does not provide ChurchWatch User s Guide 20 2 The Report Manager such a report and could not possibly provide every combination of every report as there would be thousands of reports required The solution is to use a data filter In this example you could choose the All Phones report under the Directories category and then create a data filter to include only men Refer to chapter 30 of this manual for detailed information on data filtering Figure 20 2 shows the Filter Builder page of the Report Manager with a filter defined for the above example ini x Report Selection Filter Builder Report Options Household Table Filter Condition
24. Editor Form Items Church Watch User s Guide 6 8 Lists Church Resources Every church has resources that need to be managed A Resource is another name for an Asset Resources are assets that the church owns and needs to track for insurance booking lending scheduling or other reasons ChurchWatch provides a Resource Editor to allow you to create and maintain a list of resources and even store a photo of the resource The resources you define can be booked in the Event and Sunday School Managers You can view the booking schedule for any given resource from several places in ChurchWatch ChurchWatch can also warn you if you over book a resource Before any of this can happen you need to create a list of resources specific to your church Select Church Resources from the Lists menu Church Resources and Assets Details Purchase Sale Borrowed In Use By ro x tor Resource ID Asset 3 209 White Board Date Created Resource Name Projector Manufacturer Panasonic Model KXP 1001 Serial 128229847 Comment Figure 6 7 Resource Editor Tip Ifyou decide to track your church resources using the Resource Editor remember to keep a backup of your ChurchWatch data off site in case of a fire This listing would be useful for insurance purposes ChurchWatch User s Guide 6 9 Form Item Resource ID Date Created Asset Resource Name Manufacturer Serial
25. Event Manager form consists of a QuickSearch list a set of pages for defining the event and a set of buttons to manipulate the selected event The form always works on the event that is selected in the QuickSearch list The name of the current event also appears in blue near the top of the form Table 13 1 describes the form buttons and the sections following explain each page in detail ChurchWatch User s Guide 13 2 The Event Manager Click this button to create a new event Click this button to copy an event to a new name All attributes of the current event are also copied Saves data entry time Click this button to rename the selected event Click this button to delete the selected event all occurrences and all associated data such as attendance If you don t want to lose attendance data you simply need to stop this event from recurring any further Set the recurs until date to todays date Table 13 1 The Event Manager Buttons QuickSearch List Click on an event in the QuickSearch list to make it the current event If the event of interest is not displayed click the scroll bar to move the list and view more events There are a number of options available to you if you right click on a QuickSearch list item or on the QuickSearch title ChurchWatch User s Guide 13 3 The Event Manager Details Page and Recurring Events The details page is the main page of the Events Manager Use this page to set the dates and times for the eve
26. From the Membership Manager Month of birth equals July All people with a birthday between January and April From the Membership Manager Month of birth is one of January February March April All people who gave an offering last month January From the Membership Manager date given is between 1999 01 01 and 1999 01 31 or from the Giving Manager giving month equals January All people in the Smith small group From the Membership Manager under Grp Type Name equals Smith Small Group All families that live in an area with a zip code prefix 849 From the Membership Manager postal cod begins with 849 Tip After creating your data filter use the Quick Report to create a report Combining a data filter with a Quick Report is a great way to create your own reports ChurchWatch User s Guide 30 9 Data Filtering ChurchWatch User s Guide 30 10 Support Chapter 31 Support The Support Contract In order to receive telephone and e mail support beyond the 30 day free period you will need to purchase the optional support contract The support contract is highly recommended Please contact White Mountain Software for current pricing The support contract is valid for a period of twelve months from activation The support contract costs go toward paying for support time and ongoing improvements to ChurchWatch Web Page and Periodic Software Updates The home page of ChurchWatch is http www churchwatch com
27. List Events C List S S Classes Filtered 2003 11 02 11 00 AM Sunday Am Servic 2 11 03 06 10 PM Board Meeting Attendance Summary Attendance Details Meeting Minutes Click the CREATE button and then put your meeting minutes l Advanced Fiters Purge By Date Purge Delete Exit Figure 15 6 Attendance Manager Meeting Minutes Page The Attendance Manager allows you to record the minutes from meetings on the Meeting Minutes page You could also record general notes here First select a class or event from the QuickSearch list then select the Meeting Minutes page There are no font or other formatting capabilities in the edit window Table 15 3 explains the buttons on this page Button scription OO Create If the meeting minutes window is grey in color it means that a notepad has not been created yet Click this button to create and open the meeting minutes Click this button to print the meeting minutes to a printer Click this button to open an edit window to permit easier editing of the minutes Click this button to delete the meeting minutes for the selected event Table 15 3 The Meeting Minutes Page Buttons ChurchWatch User s Guide 15 7 The Attendance Manager ChurchWatch User s Guide 15 8 The Mail Manager Chapter 16 The Mail Manager E The Mail Manager is used to quickly and easily manage church mailings including form letters mail merges to popular word processing programs mai
28. Manager For example Mr and Mrs Joe Smith rather than Joe and Helen Smith Before you can do so you will need to create the titles using the Titles Editor Select Titles from the Lists menu iix Figure 6 14 Titles Editor The list at the left of the form lists all currently defined titles The first item in the list is always a blank item and it cannot be deleted Click this to create a new title Rename First select a title from the list and then click this to rename it Delete First select a title from the list and then click this to delete it Click this to exit the Titles Editor Table 6 12 Titles Editor Form Items Reports There are many reports available relating to all of the different ChurchWatch lists Refer to Chapter 17 for information about the Report Manager Church Watch User s Guide 6 22 To Do List Lists You can keep a simple personal checklist of things to do using the To Do List Figure 6 15 shows the To Do list form Click To Do List from the main menu or select it from the Forms menu The to do list is not considered to be a ChurchWatch list since it is not a setup type of list ipi xi DateDue Description Notes Done DateDone eee eras Dentist Appointment Edit tdt O Figure 6 15 Personal To Do List Each user has his her own private and personal to do list Items entered here cannot be seen by other users Click the ADD button to add an item and then fill in t
29. Mother respectively Defining Titles and Marital Status Types To keep ChurchWatch as flexible as possible we have allowed you to enter your own titles and marital status types You can find more information about this in chapter 6 To access the defined titles or to create a new one click the button to the immediate left of the title box To create a new marital status or view the existing list click on the button to the immediate right of the marital status box Person Level Church Page Key Dates Visitors and Prospects The Church page contains all information specific to the church This includes key dates such as baptism confirmation commitment etc You can create your own key date names by clicking the EDIT DATE NAMES button You can enter or modify the actual dates directly on this page Note that these dates are independent from the dates used in the Registers Manager You can use this page to set a person s membership level Click the EDIT LIST button to ChurchWatch User s Guide 8 10 The Membership Manager edit the list of membership types available You can also indicate if a person is a prospect by checking the prospect box There are also reports in the Report Manager pertaining to prospect tracking Although ChurchWatch has a Visitor Manager visitors are actually created in the Membership Manager on this page Check the Person Is A Visitor checkbox to indicate that the current person is a visitor Once marked as a
30. NETWORK DRIVE Browse to the ChurchWatch folder on your server and select it Make sure that the Reconnect at Logon checkbox is checked and then click OK You should now have a new drive letter connected to the server s ChurchWatch folder TIP Choose the same drive letter on all your workstations ChurchWatch User s Guide 1 5 Installation and Overview E3 Windows can help you connect to a shared network Folder and assign a drive letter to the connection so that you can access the Folder using My Computer Specify the drive letter For the connection and the Folder that you want to connect to Drive Yi Folder server ChurchWatch Example server share Reconnect at logon Connect using a different user name Sign up For online storage or connect to a network server Figure 1 3 Mapping a Network Drive 5 Find the ChurchWatch icon in your START gt PROGRAMS or START gt ALL PROGRAMS list and right click your mouse on it Choose PROPERTIES 6 Click the Shortcut tab Finally change the Start In folder to the drive letter you created in step 4 above dE General Shortcut Compatibility s A cwatch exe Targettype Application Target location cwatch 3 Target Mountain Software ChurchWatch3 cwatch exe Start in NN Shortcut key None Run Normal window Comment Figure 1 4 Setting the Start In Folder ChurchWatch User s Guide 1 6 Ins
31. RU aae m ad ido 11 6 Viewing a Person s Address lsllsslseelle hn 11 7 Batch Control Area 2 eee eee 11 8 Giving Manager Main Pages 00 c cece eet teeta 11 8 Form Buttons EET 11 10 Adding POSTing New Records 000 eects 11 10 Faster Data Entry 0 00 11 10 Editing Existing Records 0 0 0 hn 11 11 Preparing for a New Year Giving Archive 00000 e eee eee 11 11 Using Data From Previous YearS 0 0 0 ccc en 11 12 P A R Import Pre Authorized Remittance 0 000 e cee 11 13 Proceeding With the PAR Import 0000 eee 11 14 The Tax Receipt Editor 0 0 0 c cette 11 15 The Tax Receipt Manager 0000 eee 11 17 The Tax Receipt Manager Form 0 000 ren 11 18 Actions Page sa ce isses remate nOashido e Ra ORA aoe abe ead 11 18 Options Page esse hee eir ana e aaa ce quads teehee Aena eds 11 21 Form BULOns a suec boa mane fide amp eee eae AIR IG a ee 11 22 Including Spouse Name on Receipt 000 cece seh 11 23 Canadian Tax Receipt Generation 0 0 cece tees 11 23 USA Substantiation of Contributions Report saasa ee sn 11 24 Using Data From Previous Years saasaa ccc en 11 24 Chapter 12 The Pledge Manager 2000000ce erence renee eee eee eee 12 1 CTU OI Oh tek Attest a bie teo oper doe o ede maw ret cabe ei tpg orate 12 1 The Pledge Manager Form sssssseesee rn 1
32. Rh hne 6 14 Special Awards lsssleseleeeleee enhn 6 16 Special Needs k ner tote x e deett go ree equus E eee npe n cay ee d nn 6 18 Uu SE I REC 6 20 Ru EM aV IET MEL TRO REESE RE RC 6 22 PROD ONS ostro t evo y ps E ptr xeu Ue a i c Eesti oe Ca 6 22 TODO EISE c oer tek hak teste et eoi e o taceat ocu Ae ea cM lesus tor mS 6 23 Chapter 7 Security and User Name Maintenance eril 7 1 Why Do You Need Security 0 000 hh 7 1 What Parts of the Program Are Protected 0 eee nes 7 1 Turning Security On Or Off erer itis eee Oe pte US Seid AEE pea pI See EE Da pee 7 1 The admin ACCOUNT 2i smeervLPWeEPEIIRPSensUSCEWRr NPYRSYekRerdventREeth ees 7 2 User Names and Passwords 0 0 00 cece eee eee 7 3 Adding or Editing a User Account 0 00 ccc 7 3 Modifying Access Privileges 0 00000 cette eee 7 4 Deleting a User Account ison e on hh hrs 7 4 Clearing the Online Flags 00 cece 7 5 Changing Your Password seeriate iener ea dees ed sae Be eda ie iene ys ee ae 7 5 Checking Who s Online ese eis tend eee see Mee Seb be Tha EYE EPESPRYYE 7 5 Message Manager s attacks oe san e ad o m E Peta ve ad Paes ae deb oa ae Palos 7 5 What If Forget My Password 0 00 cee 7 6 V Chapter 8 The Membership Manager s llel irr hh hh hh 8 1 Keeping Track of Your Membership Contacts and Vendors lsllllsllsssn 8 1 Sele
33. SET PASSWORD or by using the CHANGE YOUR PASSWORD button on the USER PREFERENCES Page of the SETUP form You will need to enter your existing password and the new one Remember that passwords and user names are case sensitive Your password will be stored encrypted for further protection This feature is only available when security is turned on Checking Who s Online You can see who is currently logged into ChurchWatch by selecting FILE WHOS ON This feature is only available when security is turned on If the same user is logged in more than once not recommended you will only see one instance here Message Manager When security is turned on you can use the Message Manager to send inter office messages between users of ChurchWatch The Message Manager has an advantage over regular e mail in that even if your church has only one computer and no network it can still be handy to be able to leave messages for other users Refer to a later chapter for more information on the Message Manager ChurchWatch User s Guide 7 5 Security and User Name Maintenance What If Forget My Password If you forget your password you will need to see the ChurchWatch Administrator The administrator will be able to change your password If you are the admin user and you have forgotten your password you will need to contact White Mountain Software Note that we will only give out access information to the contact person that purchased the software I
34. SETUP MAINTENANCE page and click the PACK button Table 4 10 Events Page SETUP PAGE 11 User Defined Fields Membership Manager Household Level This page allows you to set the titles used for user defined fields in the Membership Manager These field names will be used in the Membership Manager in data filters and in ChurchWatch reports Character Fields Two user defined character text fields are supported Enter the All Users titles here Numeric Fields Two numeric fields are supported Enter the titles here All Users Checkbox Fields Two logical true false checkbox fields are supported Enter the All Users titles here Table 4 11 User Defined Fields Household Page ChurchWatch User s Guide 4 11 Setup and Maintenance SETUP PAGE 12 Reports This page allows you to modify ChurchWatch report files that don t appear in the Report Manager Report List Select the report you want to modify or restore from this list All Users Modify Layout Click this button to modify the layout of the selected report All Users Restore Original Whenever you modify the layout of a report a backup copy of the All Users original is automatically saved for you in the folder Original Report Backups If you create errors during the modification of the report you can always restore the original backup by clicking this button Never delete the Original Reports Backup folder Table 4 12 Reports Page ChurchWatch User s Guide 4
35. Sunday School teachers and others will need to know about You can create a list of special needs and then assign them to people Some examples of special needs might be Asthma Wheel Chair Access or Allergic to Bee Stings There are several reports pertaining to special needs and you can target a group of people with one special need in the Mail Manager to create mailings mailing labels etc Select Special Needs from the Lists menu Special Needs Maintenance oj x Data Entry People With This Need Peanut Allergy Wheelchair Access Need ID 3 Date Created 15 10 2003 Special Need Name peanut Allergy Comment Add Del lt lt lt lt gt gt gt gt Browse Exit Figure 6 12 Special Needs Editor You can add a person to one or more special needs groups in the Membership Manager Needs page Perhaps a more convenient way is to add people to the group directly in the Special Needs Editor since many people can be added at once here Special Need maintenance is also much easier in the Special Needs Editor since you can see all people in the group at once making it easier to remove a set of people or all people from the group Church Watch User s Guide 6 18 Form Item PAGE 1 Date Created Special Need Name Comment PAGE 2 List Box Add People Remove Remove All BUTTONS Add Del lt lt lt lt gt gt gt gt Browse Exit r o 9 Descrip
36. all churches at the same time is necessary to avoid missing important data Backup Strategy Why do backups The answer is obvious yet somewhere every day data is lost because someone neglected to do a backup Computers and disk drives are not immortal they WILL fail at some point Your data represents a significant time investment and should be protected accordingly You should assign one or more people to be responsible for making daily backups You should also put a policy in place to rotate your backup media disks tapes etc A good strategy is to have a different media for each day covering two weeks At the end of two weeks you would begin again and so on Another important strategy is to store some backups off site in case of fire or other disaster Still another good idea is to do a monthly backup that is never erased and store it off site We cannot stress enough how important it is to have a good backup policy in place and to stick to it it s your responsibility Important Rotate your backup media and store at least some of them off site What the Backup Manager Does The Backup Manager is simply a copy manager although it also has the capability to compress files It copies all database files with the following type extensions from the main or sub church folder DBF Database tables CDX Index files FPT Memo text files Sub church folders are found directly under the main ChurchWatch folder The Backup Ma
37. and dragging on the square buttons in the right list box When you are satisfied with your selections and their order click the NEXT button NOTE When House amp People is selected in step 1 there are several data fields with the same name in the HOUSE and PEOPLE tables These will show up in the master field listas FAMILY NAM A FAMILY NAM B FAMILY ID A FAMILY ID Betc The _A fields are from the HOUSE table and the _B fields are from the PEOPLE table Take care when selecting these fields ChurchWatch User s Guide 5 9 Import and Export Managers Step 3 Choose a File Type Finally you must choose the type of file you would like to export the data to The Export Manager supports many different file types amp Export Manager Bax STEP 3 Select the fille format you would lke to export to then click FINISH Export File Format Separator Character Delimited Text File TXT Comma O FoxPro 2 x Table DBF CO Blank O Excel V5 V7 XLS O Semi Colen CO Excel V2 N4 xLS TAB O Lotus Symphony V1 WRK O Lotus Symphony V1 1 V1 2 WR O Lotus 1 2 3 V1a WKS _ C Lotus 1 2 3 2 x WK1 Symbolic Link SLK System Data Format SDF Microsoft Muliplan V4 01 MOD O isicalc DIF Figure 5 8 Choosing the Export File Type When choosing a delimited text file you must also choose the separator character which can be one of a comma a blank a semi colon or a tab Cho
38. and then click the NEXT button Step 2 Select the name of the table you are going to change and then click the NEXT button ChurchWatch User s Guide 28 1 Step 3 Step 4 Step 5 Step 6 The Mass Editor Select the name of the field you are going to change and then click the NEXT button Enter the new value to change to and then click the NEXT button Decide if the change will apply to all records or just a subset Set a Condition Click the FINISH button to perform the change Changing a Field From A Specific Value to a New Value Step 0 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 ChurchWatch User s Guide Do a backup using the Backup Manager On page 1 select Change a table field from one value to another and then click the NEXT button Select the name of the table you are going to change and then click the NEXT button Select the name of the field you are going to change and then click the NEXT button Enter the value you are changing FROM and then click the NEXT button Enter the new value to change to and then click the NEXT button Decide if the change will search all records or just a subset Set a Condition Note that setting a condition will allow you to change from one value to another but only if the condition is true It can be used to create more sophisticated updates Click the FINISH button to perform the change 28 2 The PhoneTree Export Chapter 29 The P
39. as is basis and White Mountain Software expressly disclaims any and all other warranties expressed or implied including without limitation implied warranties or conditions of merchantable quality or fitness for a particular purpose No verbal or written information or advice given by White Mountain Software or its employees or representatives shall increase the scope of the above Limited Warranty or create any new warranties Limitation on Liability White Mountain Software s entire liability in tort contract or otherwise and your exclusive remedy for breach of the limited ninety 90 day warranty herein before provided for shall be the replacement of any CD and or diskette or program documentation not meeting with such warranty which is returned to the party from whom you purchased together with a copy of your paid receipt In no event shall White Mountain Software be liable to you or any third party in tort contract or otherwise for lost money time data or information of any kind or for consequential special indirect incidental punitive or other damages that may arise through the use of the product licensed thereunder This warranty gives you specific legal rights and you may also have other rights under the law of your jurisdiction Support After the initial free support period the duration of which is at the full discretion of White Mountain Software White Mountain Software has no support obligation to the end user unless the optio
40. button ChurchWatch User s Guide 12 4 The Pledge Manager Preparing for a New Year Pledge Archive Refer to chapter 11 for information on preparing for a new giving year In the case of Giving records all records are archived then deleted The Pledge Manager is treated differently When you archive data the Pledge Manager table is copied to the archive folder but only those records with expired end dates are deleted With this method you can have pledge promises that stretch over several years without having to worry about re entering any data at year end Using Data From Previous Years To view and edit data from archived pledge years simply use the year pull down box on the ChurchWatch Data Context toolbar Pledge Reports and Potential Giving There are many pledge reports available in the Reports Manager Some of these reports introduce a concept called potential giving These are sophisticated reports that allow you to predict your future giving based on pledge data for any given time period The reports of course assume that all pledges will be honored in full and on time ChurchWatch User s Guide 12 5 The Pledge Manager ChurchWatch User s Guide 12 6 The Event Manager Chapter 13 The Event Manager ER What is an Event The Event Manager is a powerful tool used to define church events for the purpose of tracking attendance tracking the use of church facilities and resources tracking the schedules of people printi
41. can be booked in the Event and Sunday School Managers You can view the booking schedule for any given facility from several places in ChurchWatch ChurchWatch can also warn you if you over book a facility Before any of this can happen you need to create a list of facilities specific to your church Select Church Facilities from the Lists menu Data Entry In Use By Facility ID Img Date Created 15 10 2003 Name of the Facility Fireside Lounge Fireside Lounge Sanctuary Comment Browse Exit Figure 6 5 Church Facilities Editor Facility ID Used internally by ChurchWatch Date Created The date the facility name was created Name of the Facility Name of the facility This will be auto formatted if list auto formatting is turned on This field indicates the current facility that most buttons on this form will operate on List Box A list of all events and classes that use this facility Church Watch User s Guide 6 7 Lists Schedule Click this to view the detailed schedule listing for the facility Figure 6 6 shows an example schedule Schedule LL OL x Schedule for Sanctuary From Date Time To Date Time Event Type EventName EVENT Sunday Am Service EVENT Board Meeting Figure 6 6 Sample Schedule Display From button on page 2 Remove Select an event or class and then click this button to remove the facility from the selected event or class r Table 6 4 Facilities
42. conditions Returns the maximum of two given values Returns the minimum of two given values Rounds a number Returns the sum of a field e g SELECT SUM AMOUNT FROM Returns the numeric value of a character string Returns the ASCII code of a character Remove all leading and trailing blanks from a string Returns the position of the first occurrence of a character expression within another character expression or field counting from the leftmost character You can also optionally specify which occurrence AT cSearchExpression cExpressionSearched nOccurrence Same as AT but without respect to case Returns as character based on an ASCII code Returns the length of the specified field Converts a field to lower case Returns the maximum or minimum string e g A is less than B Returns the number of times a character expression occurs in the given field OCCURS cSearchExpression cExpressionSearched The Query Manager PADL PADR Returns a string padded with blanks on the left PADL right PADR or both PADC eExpression sides PADC You can also specify the padding character default is space nResultSize cPadCharacter PADL eExpression nResultSize cPadCharacter SOUNDEX cExpression Returns a phonetic representation of the specified character field SPACE num Returns a character string of the specified length filled with spaces STR num Converts a numerical value to a str
43. edit membership data edit giving records and generate receipts when in a past year context Note that a snapshot of current membership data is archived along with the giving data As such if a person changes address and you need it in a past year you will have to edit the address in the past year s data as well ChurchWatch User s Guide 11 24 The Pledge Manager The Pledge Manager is useful for keeping track of pledges towards your giving accounts The Pledge Manager is very similar to the Giving Manager and we recommend you read and understand Chapter 11 first Chapter 12 The Pledge Manager Setting Up You will need plan and setup your giving accounts before entering giving or pledge records Refer to Chapter 6 for information on creating and maintaining giving accounts The Pledge Manager Form 10 x iltering i Selected Person in QuickSearch Advanced Filtering No Filter normal ledge Data Entry Amount Account Budget X amp Post Frequency Weekly C Bi Weekly Monthly C Yearly Clear All Pledge Data Pledge Summary show Deleted Records Records shown in red are deleted List in Data Entry Order Freauency Bi Adams Peter 45 00 Budget Weekly Z Smith Anne 56 00 Budget Weekly Michl Joe 1 000 00 Budget Monthly Reports Accounts Browse Exit Figure 12 1 The Pledge Manager Form Filtering and The QuickSearch List By default the Pl
44. family or a contact Typically you create a family first and then you enter the names of the people belonging to the family Note that family members can have different last names handled in the person details but only one common family name is entered as a reference at the household level this is usually the last name of the main contact person of the household You can also use the Membership Manager as a simple way to keep track of contacts and vendors Contacts are generally people outside of the church for which you need to store contact information Vendors can be businesses that the church uses on a casual or frequent basis such as a local print shop Selecting Level Select household level by clicking on a family name in the QuickSearch list Select person level by clicking on a person name in the QuickSearch list ChurchWatch User s Guide 8 1 The Membership Manager The Input Form Membership Manager 7 O xi rte s Main Address alternate Address Notes User Defined Family Photo Johnson Bill B Smith Johnson Cheryl Addressi 123 Elm Street Church Family Address2 C Temporary Giver C Contact C Vendor City i 8 Smith Wendy Country as Wilson Peter i B wilson Peter PCode Zip Phonel No Restrictions Publish Name and Address E Mail Publish Name and Phone Publish Name Only Include Spouse Name on Tax
45. may simply enter 2 character text in this box as required Zip Postal Cd Zip code or postal code of your church All Users Phone Church s phone number All Users Fax Church s fax number All Users E Mail Your church s email address All Users Web Page Your church s web page URL All Users Church Logo If you have a church logo you can set it here for use on reports All Users Use the SET button to indicate the file name of your logo file or use the CLEAR button to clear the logo from ChurchWatch Your logo file must be in BMP GIF or JPG format Tip White Mountain Software would be pleased to assist you in converting your church logo from paper to digital format Table 4 1 Church Info Page ChurchWatch User s Guide 4 2 Setup and Maintenance SETUP PAGE 2 Maintenance Before selecting any maintenance functions you should perform a backup to protect your data In addition you should make sure that no one else is using ChurchWatch click FILE WHOS ON since all database tables must be closed during maintenance ChurchWatch will warn you if other users are online Note f you have security turned on only the admin account is permitted access to the Maintenance page Perform a Backup Launches the Backup Manager so you can do a backup before All Users performing any maintenance functions Always do a backup before selecting a maintenance function Re Index Databases Occasionally recommend once per week minimum
46. month This form allows you to retrieve a numeric month from the operator The numeric month is returned in the public variable public month PUBLIC public calendar date AS DATE PUBLIC public calendar text AS STRING DO FORM GETMONTH RELEASE public calendar date RELEASE public calendar text This form allows you to retrieve a date and some text from the operator This information is normally used on church calendars The date is returned in the public variable public calendar date and the text is returned in the public variable public calendar text 20 11 Procedure GETPERID GETQUART MAKEKIDS MAKESALU MKSALU2 PICTFAM PICTPEOP PICTRES ChurchWatch User s Guide The Report Manager Call Syntax and Description PUBLIC public per id AS INTEGER DO FORM GETPERID RELEASE public per id This form allows you to retrieve a person id from the operator The numeric person id is returned in the public variable public per id PUBLIC selected quarter AS INTEGER DO FORM GETQUART RELEASE selected quarter This form allows you to retrieve a numeric date quarter 1 4 from the operator The numeric quarter is returned in the public variable selected quarter DO MAKEKIDS This procedure makes a table containing a string of child names for each family Table fields and formats are FAMILY ID Numeric family id assigned by ChurchWatch KIDS A string listing children Sally Tommy Peter DO MAKESALU This procedure m
47. notify you at the specified time ChurchWatch must be running for the reminder to occur ChurchWatch User s Guide 13 1 The Event Manager Changing the Date or Recurring Information When you make a change to the scheduling of an event ChurchWatch will ask you if you want to delete all occurrences of the event including attendance that may have been recorded for past occurrences before recreating the event and any future events if the event is recurring Normally you should answer YES to remove false occurrences of the event unless you have some attendance data entered for a past occurrence ChurchWatch ALWAYS deletes future occurrences of the event before recreating and adjusting the future schedule Answering NO to the prompt may lead to some confusion since old and possibly incorrect occurrence dates will show up in the Attendance Manager The Event Manager Form LT aio Sunday Am Service 2 Details Description People Required Facilities Resources Event ID Es Set a Reminder Minutes Before the Event O Exclude in Conflict Checks 2003 11 02 09 30 AM Dates and Times of First Occurence From 2003 11 02 11 00 AM Sfr 2003 11 02 12 00 PM zl Sunday Sunday Frequency Occurs Once Recurs Until a Eg C Once a Month on Day C HJ of the month Browse Figure 13 1 Event Manager Details Page The
48. of people you can choose from all people in the database is too large to manage effectively Several filters are provided to help reduce the size of the list to make selection simpler Use the Filter List pulldown to select one of the following All People Directory All Men All Women All Children Main Contacts Spouses Others Prospects Visitors Permitting Contact Specific Group Specific Membership Specific Need Specific Talent Specific Marital Status Required an Event Class Enrollment All Teachers Temp Givers Home E mail Work E mail House User Checkbox 1 House User Checkbox 2 People User Checkbox 1 People User Checkbox 2 People User Checkbox 3 All People in the database no filter All families in the church directory All men All women All children All main contact persons All spouses All people with authority marked other All prospects Visitors but only those who are permitting contact All people in a specific group All people of a specific membership All people with a specific special need All people with a specific time amp talent see chapt 6 amp 9 All people with a specific marital status All people required at an event of your choice All people enrolled in a class of your choice All people presently teaching All people marked as temporary in the Membership Manager All people with a non blank home e mail address All people with a non blank home e mail add
49. of the user defined fields Character 1 alphanumeric text and numbers Character 2 alphanumeric text and numbers Character 3 alphanumeric text and numbers Character 4 alphanumeric text and numbers Character 5 alphanumeric text and numbers Character 6 alphanumeric text and numbers Checkbox 1 logical true false Checkbox 2 logical true false Checkbox 3 logical true false Numeric 1 numeric Numeric 2 numeric Numeric 3 numeric Table 8 4 User Defined Fields Membership Manager Person Level Person Level Notes Page This page contains Pastor s confidential notes and Class notes This page is treated as confidential and only those users who have been given access rights to the page are allowed to view it Each edit window contains free form notes and may contain any text There is no limit to the amount of text you can enter If the edit window is grey in color it indicates that you have not created a note pad for this person Click the appropriate CREATE NOTES button to open a notepad When a note pad has been created the window will be shown in white Whenever the window is white you can type text directly into the window To expand the window for easier editing click the appropriate ZOOM NOTES button Use DELETE NOTES to delete the notes ChurchWatch User s Guide 8 13 The Membership Manager Person Level Classes Page The Classes page contains all class related information for an individual T
50. or 0 for classes lt future gt T if you want to include future event dates F otherwise This form allows you to retrieve an event ID from the operator The numeric event ID is returned in the public variable public event PUBLIC public need id AS INTEGER DO FORM GET NEED RELEASE public need id This form allows you to retrieve a need ID from the operator The numeric need ID is returned in the public variable public need id PUBLIC public num AS INTEGER DO FORM GET NUM WITH lt title gt units RELEASE public num lt title gt Text for the prompt on the form lt units gt Text for the units of measure to display on the form This form allows you to retrieve a number from the operator The number is returned in the public variable public_num PUBLIC public_past AS STRING DO FORM GET_PAST RELEASE public_past This form allows you to retrieve a name from the Visited By field in the Membership Manager The name of the chosen person is returned in the public variable public_past PUBLIC public_skill AS STRING DO FORM GET_SKIL RELEASE public_skill This form allows you to retrieve a time and talent name The name of the time or talent is returned in the public variable public_skill 20 9 Procedure GET STAT GET STR GET2DATE GETACCT GETAWARD GETCLASS ChurchWatch User s Guide The Report Manager Call Syntax and Description PUBLIC public status AS STRING DO FORM GET STAT RELEASE publ
51. out since the library card can be scanned on the check out page to set the name of the borrower A sample library card is shown in Figure 19 2 CHURCH LIBRARY CARD Hill Valley Full Gospel Yourtown C A Adans Peer 1 Figure 19 2 Sample Library Card ChurchWatch User s Guide 19 4 The Library Manager The library card uses person id to create the unique barcode To create a library card or set of library cards click the PRINT LIBRARY CARDS button on the SETUP page The following form will be displayed is j From the list shown select Select one or more people then click PRINT Number of Used Cards To Skip Adams Anne Adams Peter Johnson Eve Johnson Mary Johnson Paul Smith Adam Smith Smith TIP Shift Click or Ctrl Click For Multiple Items Preview Print Even June Close Set a Filter Figure 19 3 Library Card Creation Form the person or persons you wish to create cards for To reduce the size of the list and assist in finding specific people you can use the SET A FILTER button refer to chapter 30 Used cards on the first page can be skipped by entering the number of used cards to skip This feature allows you to use card sheets that a partially used up Click the PREVIEW PRINT button to view and or print the library card s To scan a library card position your cursor in the SCAN LIBRARY CARD HERE field on the CHECK OUT page and then scan the ba
52. photo in the Membership Manager under the QuickSearch list To turn on this behavior click the Show family photos on household form checkbox in SETUP gt USER PREFERENCES An example of this behavior is shown in figure 8 4 Membership Manager E ini x FulName Adam Smith Johnson Bill Johnson Bil Family ID Ls Person ID 3 Env EN 8 Smith Johnson Che di Smith Adam Main church Contact T amp T Giving Groups Attend Needs User Notes Classes Photo Names 8 Jenkins Anne Title First Middle Last Copy amp Smith Bret z NENNEN Smith Wendy Wilson Peter B wilson Peter Marital Status Gender Authority Free Form Notes B f Male Contact Birthday C Female Spouse ZB C cme La 37 years C Other Anniversary TET Father set cr Goto z v Auto Expand Es Mother set Clr Go To J Zoom Notes Add Family ed Add Person 3 3 2 z Move Person Del Find Find Next i lt lt gt gt Set Filter Clear Filter QuickReport Browse Exit Figure 8 4 Displaying a Person Photo Under the QuickSearch List Church Watch User s Guide 8 15 The Membership Manager Person Level Form Buttons Table 8 5 lists all form buttons not already explained Click the DEL button to delete the current person If the person has made giving contributions ChurchWatch will not permit you to delete the
53. record Find Click the FIND button to find a person by last name When doing a find only the first few letters of the last name of interest need to be entered The find will locate and show the first occurrence of the last name you entered You can also right click your mouse in any field to do a SuperSearch Find Next Repeats the last find This is handy if you have more than one person with the same last name since the FIND button will only find the first occurrence Click this to go to the first person in the list il Click this to go back one person Click this to go forward one person Click this to go to the last person in the list lt lt lt gt gt gt gt QuickReport Click this to get a quick report of all people in the current data filter or if no filter is in effect all people Click this to view all people in a spreadsheet format Click this to exit the Membership Manager Table 8 5 Person Level Button Summary Set Filter Click this button to set a data filter Refer to chapter 30 Clear Filter Click this button to clear the current data filter ChurchWatch User s Guide 8 16 The Visitor Manager Chapter 9 The Visitor Manager u The Visitor Manager is used to track details about your church visitors Visitors are stored in the Membership Manager just like any other person and must be marked as a visitor there Refer to figure 9 1 Only people marked as a visitor will show up in the Visitor Manager M
54. reliable much faster and can store an entire backup on one disk or tape ChurchWatch User s Guide 24 2 The Backup Manager The Backup Manager Form l Backup Manager AAA ainid No backups have previously been performed CAUTION Backup is performed on current church only Store backups off site Rotate media regularly Backup Control options Where do you want to save your database files to New folders will automatically be created Save this backup path as the default if successful Backup What Backup database tables Backup past giving year Folders archives Backup photos and signatures Folders C Backup Bibles Hymns SmartForms tables Figure 24 1 The Backup Manager To Perform a Backup STEP 1 Select the destination folder for the backup if the default is not suitable You can use the button to browse STEP 2 Set the options Refer to table 24 1 STEP 3 Click the BACKUP button to start the backup Setting the Default Backup Folder To save time you can set a default backup folder in the SETUP form under the MAINTENANCE page Each time the Backup Manager is opened this default folder is loaded as the backup destination You can change it on the Backup Manager form as required ChurchWatch User s Guide 24 3 The Backup Manager Table 24 1 lists the form items on the Backup Manager form Form Item PAGE 1 Backup Folder Name Save This Backup Path
55. sample QuickBooks file created The first 3 lines are header information telling QuickBooks what is in this file The following is an example QuickBooks file note the deposit account names Credit Union and Royal Bank TRNS TRNSTYPE DATE ACCNT NAME AMOUNT MEMO SPL TRNSTYPE DAT ENDTRNS DEP 10 1 EP 10 1 J z ca x 13 03 Credit U 3 03 Budget El uv NE N UJ E z wn LO 13 03 Credit U 10 1 3 03 Budget Ad FO MU z v LO 13 03 Royal Ba 10 1 3 03 Missions L UC E MU 2m n EP 10 P 10 1 a 13 03 Credit U HoU aS m wW S UWS z ca O o z v E ACCNT NAME AMOUNT MEMO Eli th nion l izabe zabeth Evans 35 00 Evans 35 00 nion Adam Johnson 20 00 am Johnson 20 00 nk Leanne Johnson 30 00 Leanne Johnson 30 00 nion Loose Cash 30 00 13 03 Budget Loose Cash 30 00 Refer to your QuickBooks documentation for information on importing the file ChurchWatch User s Guide 5 14 Import and Export Managers Here is a sample Quicken file D2001 11 15 D stands for deposit date T30 00 T stands for transaction amount DEP N stands for transaction type DEP deposit M stands for memo and holds your comment PEldon Peters P stands for payee Lbudget L stands for catagory account D
56. search conditions is found Find Next Click this button to repeat the last find and find the next occurrence Edit Click this button to edit the selected record in the table grid The Data Entry area will turn green when editing an existing record If you change you mind about editing the record click the CLEAR button You can also double click a record to edit it Click this button to move the currently selected giving record to another batch date Click this button to delete the currently selected giving record Undelete Select a red deleted record and click this button to undelete it Edit Receipt Click this button to launch the Receipt Editor Refer to information later in this chapter QuickReport Click this to get a quick report of all giving records shown in the table grid ChurchWatch User s Guide 11 8 The Giving and Tax Receipt Managers QuickReceipt Click this button to create an instant receipt for the current giving record This is very handy for non profit organizations Only the one single offering will be included on the receipt The receipt will be displayed on screen Click the printer button on the Report Toolbar to send the receipt to a printer PAGE 2 Table Grid Shows a distribution summary for the current batch PAGE 3 Table Grid Shows year to date statistics for each defined batch Red records indicate non zero balances PAGE 4 Table Grid Shows a list of all givers in descending order of giving totals PA
57. supported Enter the All Users titles here Two additional phone numbers are supported Enter the titles All Users here Table 4 7 User Defined Fields People Page ChurchWatch User s Guide 4 8 Setup and Maintenance SETUP PAGE 6 Security Security is discussed in more detail in Chapter 7 Here is a summary of the security page on the SETUP form Description Applies To User List This list shows all currently defined user names Click ADD to add a new user name Click EDIT to edit the name password and or access privileges for a user Delete Click DELETE to delete a user name Disable All Security When this box is checked security is turned off but this is definitely not recommended When security is turned off you will not be required to login when ChurchWatch starts In addition certain features of ChurchWatch such as the Message Manager will not be accessible Note White Mountain Software strongly recommends that you leave security turned on Your government s laws may in fact require that church records are protected Clear Online Flags If the list of user s online in FILE WHOS ON shows more users than you know are logged on click this button to clear ChurchWatch s records of who is online This will be required in the event of a power outage or PC crash while ChurchWatch is in use Table 4 8 Security Page ChurchWatch User s Guide 4 9 Setup and Maintenance SETUP PAGE 9 Behavior You can ch
58. text whenever One User you hover your mouse over a button Notify on New Messages When this box is checked ChurchWatch will notify you when you One User receive a new inter office message Applicable only when security is turned on Display Backup Reminder When this box is checked ChurchWatch will remind you to do a One User on Shutdown backup whenever you exit the program Prompt on Deletes When this box is checked ChurchWatch will always ask if its ok to One User delete a record We recommend leaving this checked Show ChurchWatch When this box is checked the ChurchWatch Today page is always One User Today on Startup loaded when the program starts Minimize Main Menu If you don t use the main menu window check this box to have it One User Form on Startup automatically minimized on startup Auto Re Index Tables On When this box is checked ChurchWatch will automatically reindex One User Exit your database tables when you exit if no other users are online Favorite Word Processor Enter the path to your word processor s EXE file This item is One User used by the Sermon Manager when editing a sermon file Table 4 3 User Preferences Page ChurchWatch Users Guide S A Setup and Maintenance SETUP PAGE 4 Giving This page is used to setup preferences related to the Giving Pledge and Tax Receipt Managers Note f security is turned on only users with access to the Giving Manager will be able to view this set
59. to confirm the name and then press TAB again If there is no envelope number press the TAB key to move to the name field ChurchWatch User s Guide 11 10 The Giving and Tax Receipt Managers Step 2 Enter the amount to post Press the TAB key Step 3 The cursor is now on the receiptable field If you wish to change it press the SPACE bar Then press the TAB key Step 4 You are now positioned in the account field If the account selected is correct just press the TAB key Otherwise type the first few letters of the account name until you find the account you need Press the TAB key Step 5 If you wish to enter a comment do it now Otherwise press the TAB key again Step 6 To enter a transaction type use the DOWN ARROW key then press the SPACE bar to select Press the TAB key to move on Step 7 If you selected check you are now in the check number field Enter the check number and press the TAB key If you did not select check move to step 8 Step 8 Press the ENTER key to press the POST button or press TAB and ENTER to press the SPLIT button Editing Existing Records To edit a giving record double click on it in the table grid You can also select the record and click the EDIT button In either case the record s data will be loaded into the data entry area and the data entry area will turn green Modify the data and then click the POST button To cancel the edit click the CLEAR button Preparing for a New Year Giv
60. top of the screen and select FIND or just press CTRL F as a shortcut Then enter the text you want to find and click the FIND NEXT button Note that the usual Windows operations such as SHIFT CLICK to quickly select a block of text work inside the edit window You can also select all text by choosing EDIT SELECT ALL from the menu at the top of the screen Tip Your insertion point must be inside the edit window for search and copy operations to work Click inside the edit window to move the insertion point ChurchWatch User s Guide 23 2 The Backup Manager Chapter 24 The Backup Manager ChurchWatch provides a Backup Manager which manages saving a copy of your ChurchWatch data to a safe location You can backup to any writeable destination such as floppy disks hard drives removeable hard drives tape backup systems etc Any writeable device which has been assigned a drive letter e g A in Windows can be used as a backup device Since the tables in ChurchWatch are inter related the Backup Manager makes a snapshot of all your tables You cannot backup or restore selected tables the entire database system must be saved and restored if necessary The Backup Manager backs up the current church only If you have a multi church installation you will need to backup each church individually In addition you should do all church backups at the same time since the sub churches use some tables from the main church Backing up
61. visitor this person will also show up in the Visitor Manager Person Level Contact Page Contact and Work Related Information Use this page to enter extensive contact information for the individual including phone numbers work related information e mail addresses and personal web page There are also two 2 user defined phone numbers on this page You can set the titles for these fields in the SETUP form on the USER DEFINED FIELDS PEOPLE page Each field contains 30 characters and can actually be set to anything you want not just phone numbers This page also contains a sample mailing label with address and phone numbers for convenience so that you can view a person s address and household phone numbers without flipping back and forth to the Membership Manager Person Level T amp T Time and Talents Page The Time and Talents T amp T page is a summary of an individual s ministry skills general skills spiritual gifts interests hobbies etc To add a Time and Talent to a person select an item from the list at the left and move it to the list at the right using the right facing arrow button Similarly you can remove a Time and Talent from a person by selecting one from the list at the right and then clicking the left facing arrow button To modify the list of available Time and Talents click the TIME AND TALENT EDITOR button on this page Person Level Giving Page The Giving page is viewable only if you have been given access
62. you do not want to have logins and do not need security Use this button only if the Who s On Clear Online Flags Form shows users who you know are not online O Disable all security Figure 7 2 Security Page of the Setup Form Only the admin user has access Adding deleting and editing of user accounts can only be performed if you are logged in as admin or if security is turned off First find the SECURITY page of the SETUP form as shown in figure 7 2 Adding or Editing a User Account To create a new ChurchWatch user name click the ADD button You will be prompted for the name of the user Note that user names are case sensitive meaning that the user name is sensitive to upper and lower case letters It will have to be typed in at login time exactly the way you create the name here Once you have entered the name the form shown in figure 7 3 will be displayed The default password is exactly the same as the user s name but at this point you have the opportunity to change the password and set the access privileges for the user It s probably best to just leave the password the same as the login name for now and let the user select their own password after they have logged into ChurchWatch for the first time You can decide now or later on the user s access privileges To Edit the user s name password or access privileges at a later time you can click the EDIT button refer to figure 7 2 The same form shown in figure 7
63. you have d re a backup select the table sy you wish to import data to EE House Addresses Assumes each record O Hause and People Details contains a unique Family oe Next 2 Cancel Figure 5 1 Choosing the Import Type You have two choices for the import type If you are simply importing family names and addresses choose the House option If you are importing any fields that are contained in the PEOPLE table choose the House and People Details option In this example we are importing fields that are contained in the PEOPLE table so we choose House and People Details Since we are using a Family ID instead of Family Name as the key we need to check the Use Family ID in Import File as Key checkbox Click the NEXT button to move to the next step ChurchWatch User s Guide 5 3 Import and Export Managers Step 2 Choose the Fields amp Data Import m o STEP 2 Select the database fields that match the import data Note that field order is critical and fields from your data file cannot be skipped ENVELOPE N WORKPHONE EMPLOYER FAX EMAIL NOTES EXTENSION eek Cen Figure 5 2 Choosing Import Fields Next choose the fields you are going to import into ChurchWatch from the list at the left Move your chosen fields to the list on the right using the arrow buttons Note that the order is very important and must exactly match the order of the fields in your input data file
64. 12 Import and Export Managers Chapter 5 Import and Export Managers Data can easily be imported from your existing database system into ChurchWatch You can also export data stored in ChurchWatch Many popular file formats are supported The Export Manager is also used to export giving data into popular accounting packages such as QuickBooks Quicken and Simply Accounting Loading Data Into ChurchWatch The Import Manager You must proceed carefully when importing data into ChurchWatch and careful planning is important ChurchWatch uses Microsoft Visual Foxpro s Import facility and no data validation is done As such you can create problems if you attempt to load a field that is of the wrong data type e g a text field loaded into a numeric field for example White Mountain Software intends to correct this limitation in future versions of ChurchWatch Even with this limitation the Import Manager is an extremely powerful tool to easily and quickly load your existing data into ChurchWatch Note that data you import is always appended to the existing ChurchWatch tables That means that you can add data using the Import Manager at any time without disrupting the data you already have stored in ChurchWatch but you cannot add data to existing records Planning and Preparing for the Import This is a very important step Carefully plan your import by doing three things 1 Examine your existing data and the ChurchWatch table structures listed i
65. 15 4 Attendance Details Page 0 000 ete 15 4 Absentees 2 21v shen ius Pe Oe Sein ed ates og E a Peds 15 6 Using Barcodes to Track Attendance 00 0 cect eee 15 6 Meeting Minutes Page 200 eect een eens 15 7 viii Chapter 16 The Mail Manager l ilr eee 16 1 Choosing People and Families lisse 16 1 Filtering the People List 00000 RII 16 2 Choosing a Salutation Format 0 00 es 16 2 SING TItles nates dan eine EDU PRATO DUE eem Rima ed 16 3 Setting the Output Order 0 0 00 eee 16 3 Selecting People For Mailings 00 0 cece tees 16 4 Form Letters eese ga manda daha een aaa a edu e rata Mag Rus 16 5 Mailing Labels ated eremo ee ae d Rn d IS E deeem m dod 16 7 Mail Merges 31 oes pop rU RA EO IURE neu uade bon ned E e Redes 16 8 MAIL MERGE USING COREL WORDPERFECT tm VERSIONS 7 THROUGH 10 16 9 MAIL MERGE USING MICROSOFT WORD 97 tm sslsssessenss 16 10 Bulk E Mail al hr Rope ede Rabe ete aum Okura dd erdt ata hus 16 11 Troubleshooting Email 00 0000 s 16 12 Creating the Email Subject and Body 0 0 00 eee 16 12 Name Tags 51 ene eiterbedrecterewe e dade ee aaa SEED PUR EU AUS de 16 13 Name Tag Options igea i inpia eeii aa err 16 14 Chapter 17 The Message Manager 0 00cce ence ence enn ees 17 1 Pre Requisites iieu ruaa e a E E hh hh 17 1 The Message Manager Form i
66. 2 1 Filtering and The QuickSearch List 0 00 cece tees 12 1 Pledge Data Entry 0 02 cece teen ee 12 2 Pledge Manager Main Pages 00 eee ete n 12 3 Form BUTLONS MR M Le 12 4 Adding POSTing New Records 0 0c cece cee hn 12 4 Faster Data Entry o oo eh ol ee ea ee Hale ue eats wai dg gue 12 4 Preparing for a New Year Pledge Archive 0 000 c cece eee eee 12 5 Using Data From Previous YearS 000 0 ccc eee 12 5 Pledge Reports and Potential Giving illii 12 5 vii Chapter 13 The Event Manager 00 0c e ccc e eee eee eee eee 13 1 What is an Event 2 eere ceu ae acci een ue OD ara e ete eee eat arm ag 13 1 Event Frequency slseeleeeleeelle ehh hrs 13 1 ChurchWatch Today and Event Reminders 00 00 cece eee eee eee ers 13 1 Changing the Date or Recurring Information 0 0c cece eee eee 13 2 The Event Manager Form 0 0c cece ett 13 2 QuickSearch List isse em ave dee EE we arm e RARE dhe EO a eee 13 3 Details Page and Recurring Events 0 00 cece eee eee ee 13 4 Setting Recurring Events Look Ahead 00 0c e eee eee eee 13 4 Description Page 0 ect tee nee 13 5 People Required Page iiulslsslessssseleelee lr 13 5 Assigning and Completing Tasks 0 00 0 cece eee eee 13 5 Facilities Page ooba tI Mende thee ae les a ma dna Gel Ae eg aes 13 6 Resources Page ictu eis aan tae
67. 2001 11 15 T40 00 DEP PHelen Smith LMissions D2001 11 15 T5 00 DEP PShiela Peters LKidz Club D2001 11 15 T50 00 DEP PJoe Smith LMissions Refer to your Quicken documentation for information on importing the file ChurchWatch User s Guide 5 15 Import and Export Managers Here is a sample Simply Accounting file 10 14 03 10 0 35 00 10 14 03 xi oe mw 0 20 00 10 14 03 wt Ww 0 30 00 10 14 03 TONES Ww 0 30 00 Refer to your Simply Accounting documentation for information on importing the file ChurchWatch User s Guide 5 16 Lists Chapter 6 Lists File Edit Forms Lists Window Help i Valley Full Gos E Account Names Date Names amp 9 B Church Group Names d _ 9 EB Church Facilities EH church Resources B Deposit Account Names IE Marital Status El Membership Types El special Awards H special Needs H Time amp Talents B Titles H churchwatch Today Figure 6 1 ChurchWatch Lists ChurchWatch maintains several user editable lists in order to make the program as flexible as possible Before entering data into ChurchWatch you will need to review and possibly add items to some of the lists shown in figure 6 1 excluding the ChurchWatch Today item You will have to decide which lists need to be created For example if you plan to group people you will need to create some church group names in the Church Groups Names list I
68. 3 will be displayed ChurchWatch User s Guide 7 3 Security and User Name Maintenance User Security for User ID paul oj x Church Access Privileges Home church not included Church Name Access Access Privileges Modify E Attendance Manager Backup Manager q lt XI XI XI lt I d XI XI XI XI XI amp XI XI XI XI XI a Figure 7 3 User Name Attributes Modifying Access Privileges ChurchWatch provides the ability the modify the access rights of each user to a very detailed level Refer to figures 7 2 and 7 3 above Select a user and click the EDIT button to edit the user s access rights The form shown in figure 7 3 will be displayed The first list allows you to control a users access to other church databases if you are using the multi church features of ChurchWatch With this list you can allow or disallow complete access to the data of the specified church The second list labeled Access Privileges allows you to control the user s access to various parts of the ChurchWatch program Find the item s of interest at the left side of the list and then check or uncheck the checkboxes at the right You have a choice of View Modify and Delete access View access means that the user can view data Modify means that the user can change what he or she sees Delete means that the user can also delete records for the selected access item For example if you select the item Giving Manager an
69. Backup Database Files Backup Past Giving Year Folders Backup Photos and Signatures Files Backup Bibles Hymns SmartForms Tables PAGE 2 Compress Files Delete Contents of Backup Folder Erase Floppy Disks Completely Display Information Messages and Warnings Shut Program Down When Backup is Complete Initially Delay Backup For Repeat Backup Every ChurchWatch User s Guide Enter the path name to the folder where you want the backup files saved to Click this button to help set the backup folder Check this box if you want to save the backup path as the default path Check this to backup all database tables Normally leave this checked Check this if you want to backup the ARCHIVE folder Check this if you want to backup the PHOTOS and SIGS folders Check this if you want to backup system tables Normally this is not necessary since these tables can be reinstalled or rebuilt Check this to compress all files into a single ZIP file This can save considerable disk space but will not work well with floppy disk backups since the backup will not split files across disks Check this to delete the backup folder contents before copying any new files into the folder Check this to erase floppy disks before copying any files Works only on drives A and B Check this if you want the Backup Manager to warn you of problems When doing automatic or timed backups this should be unchecked Check this if you wan
70. CLEAR FILTER button is used to remove the data filter ChurchWatch User s Guide 20 3 The Report Manager Note The word Filtered shown on the main Report Manager page is provided to remind you that you have a filter in effect Report Options c Report Manager Figure 20 3 Report Manager Report Options The Report Options page allows you to do some simple modification of the appearance of the selected report Table 20 1 explains each of the report options ChurchWatch User s Guide 20 4 The Report Manager Destination Choose the destination for the report If you choose Postscript File your printer driver must support Postscript format If you choose ASCII file and find that the report does not fit on the page and that lines wrap around you will need to increase the number of columns using the box provided on this page Double Spaced Check this to double space the detail lines of the report Include Deceased ChurchWatch does not normally include the deceased in reports but you can override this feature by checking this box Important On reports related to deceased people under the People category this box MUST be checked in order to produce the report Summary Lines Only Check this to remove the detail lines leaving only a summary This feature does not work on all reports but will work on most giving reports Some experimentation will be required Print Envelope Hash Select
71. ChurchWatch Church Management Software for Windows Productivity LZ Version 3 101 1010 10 L 01 100004 0100 900101001049 01010 1 ore 15 ji 10101010 100001001 019301010010101010019 31010101001 0010 Grove 1o10990 1661001101111 0 1o 10100101080800101001010000 1111010101010101001010 A o gp 0001010101010 4 01001 D a 101010101011 0101010100001001 JN 1 1001010101001010010 1001001101 11107 N 1 1010010 016 00 0101001 1 Y 104 103 01010101010110 1 0100001001001 sav10 310010101011 10101001010010 nar DOM 1001101110101 90101010100101 00101001010000 y 0100101010100101001010101001010010100001010011 101010 00101001010 n 01000010 0010001010 01 0101 White Dd User s Guide ChurchWatch Version 3 User s Guide Productivity Plus First Edition November 2003 White Mountain Software White Mountain Software 610 Bronson Cres Saskatoon SK Canada S7J 5E5 E MAIL admin churchwatch com WEBSITE http Awww churchwatch com Software End User License Agreement IMPORTANT Read this carefully before using your copy of ChurchWatch This is a legal agreement between you either an individual or single entity and White Mountain Software for the use of the ChurchWatch software Acceptance Use of your copy of ChurchWatch indicates your acceptance of and agreement to be bound by all of the following terms and conditions If you do not agree to these terms and conditions promptly ret
72. ER ID Numeric Structure for table THEMES DBF PROPRIETARY ChurchWatch User s Guide Appendix A Class descriptions Width 4 50 8 8 1 Width 4 6 Facilities Width 4 5 Dec Dec Dec Description Class ID Class name Class start time and date Class end time and date Occurs type 1 occurs once 2 Every lt day of week gt 3 Every x days 4 Once a month on day x 5 Every xth lt day gt 6 xth lt day gt of the month Recurring parameter for type Typel N A Type2 day of week Sunday 1 Type3 number of days Type4 day of month Date recurring stops Description of class T to publish in calendars Recurring parameter Type5 day of week ype6 day of week T to exclude from conflict checking People enrolled in classes Description Class ID Person ID enrolled assigned to classes Description Class ID Facility ID Resources assigned to classes Width 4 5 Dec Description Class ID Resource ID Classes people have taught Width 6 40 8 All current Width 4 6 Dec Dec Description Person ID Class name Date person assigned teacher teachers Description Class ID Person ID Structure for table Field Field Name 1 TITLE Structure for table
73. FROM HOUSE Structure for table ACCOUNT DBF Giving Account names Field Field Name Type Width Dec Description 1 ACCOUNT Character 40 Account name 2 RECEIPTABL Logical 1 True if receiptable account 3 DATE CREAT Date 8 Date created 4 COMMEN Character 55 Comments 5 NUMBER Numeric 7 Account Number 6 GOAL Currency 8 2 Target or goal 7 DEPOSI Character 50 Deposit name Structure for table ACTIVE_E DBEF Active Events and classes Field Field Name Type Width Dec Description 1 ACTIVE EID Numeric 8 Active Event ID 2 EVENT ID Numeric 5 Event ID 3 CLASS ID Numeric 4 Class ID 4 FROM DATE DateTime 8 From date time 5 TO DATE DateTime 8 To date time Structure for table ATND SUM DBF Attendance summary records Field Field Name Type Width Dec Description 1 ACTIVE EID Numeric 8 Active Event ID 2 ATTENDANCE Numeric E Attendance summary total 3 MEMBTYPE Character 20 For this membership type Structure for table ATTEND DBF Detailed attendance Field Field Name Type Width Dec Description 1 ACTIVE EID Numeric 8 Active event ID 2 PER ID Numeric 5 Person ID 3 PRESENT Logical 1 True if person present 4 EXCUSED Logical 1 True if person excused 5 SICK Logical 1 True if person sick ChurchWatch User s Guide A 1 Structu Field 1 2 3 4 Structu re for table Field Name
74. Facilities Resources Who Teaches This Class Rename 4 ses Browse Figure 14 3 Class Manager Teachers Page ChurchWatch User s Guide 14 6 The Sunday School and Class Manager To mark a person as teacher select a person from the left list and then click the right facing arrow button You may add as many teachers as required To remove a teacher or all teachers click the left facing arrow or the broken left facing arrow It is important to note however that once a person has been placed in the right list even for just a moment he she has been remembered as a teacher of this class When you remove the teacher from the list you will be asked if you want to remove this class from the person s list of taught classes You can also use the Membership Manager CLASSES page Refer to a later paragraph in this Chapter ChurchWatch User s Guide 14 7 The Sunday School and Class Manager Facilities and Resource Pages The Facilities and Resource pages work exactly as they do in the Event Manager Refer to chapter 13 for more detailed information Membership Manager Classes Page The Membership Manager has a Classes page which gives a full view of all class related information for a single person Membership Manager Family ID L Person ID 5s Env al amp Adams Peter 2 Adams Peter i adams Anne amp Johnson Paul i Johnson Paul Lf Johnson Mary E Classes cial Aw ses Taught John
75. GE 5 Filters This page contains a list of handy filters you can apply to the data to assist in finding and working with your giving data Caution should be exercised when entering data with a filter in effect Remember that new postings are always posted to the current batch date Depending on the current filter in effort newly entered data may not appear in the table grid on page 1 Return the filter to Batch Date Filter Normal when finished working with filters More sophisticated custom filters can be created by clicking Advanced Filtering Refer to chapter 30 Table 11 4 Giving Manager Main Page Items ChurchWatch User s Guide 11 9 The Giving and Tax Receipt Managers Form Buttons Table 11 5 explains the form buttons Buon o Desmpion oo P A R stands for Pre Authorized Remittance Click this button to import a PAR file This feature is intended mainly for United churches but the file format is somewhat flexible and can be adopted and used by most churches Refer to the section on P A R later in this chapter Click this button to open the Report Manager Giving reports New Year Click this button to start a new giving year This will allow you to archive all Giving Household and People data This will also delete all giving records in the Giving table to prepare for the new year s data entry Refer to the section titled Preparing for a New Year Giving Archive Click this button to open the Giving Account ed
76. I CUPATIO BERDAT RD_LEV E Q o OZ x TH Ss N ay T o Z pi D Hm ne rex o OOH Gl U Uu Ot Zm tmsx t UO mL La Z K 220 D k4 K 5 HI Qoocoztbd GI Ts UJ n C DAHNNNNNNNNNNNWN m Ed Ed pr Er Er Er Er Er Er Er Er El RRED PEOPLE DBF Type Numeric Numeric Character Character Character Character Date Character Date Numeric Numeric haracter haracter haracter haracter Naracter Naracter Naracter Naracter Q0000 T aaa 3 O haracter ate QUOUOCO amp ct oO haracter Logical Logical Character Character Character C c haracter haracter Logical Logical Logical Numeric Numeric Numeric Character Character Character Character Character Logical Logical Numeric Numeric Numeric Numeric Numeric Logical Logical Logical Logical Logical Appendix A People details Width 5 6 40 15 20 1 8 40 8 3 PREPRPRADAAOF Dec Description Family ID Person ID Family name First name Middle name Gender M or F Birthdate Occupation Membership date Authority 1 Main Contact 2 Spouse 3 Child 4 Other Envelope number Work phone Employer name Fax number E Mail address home Person s notes Work phone extension Cellular pho
77. Network ChurchWatch uses Optimistic Record Buffering which is the preferred method in database systems This simply means that two or more user s on the network will be able to view and edit the same record at the same time The first user to save the record by moving to a new record or by closing the form will be the winner Any other user attempting to change the same record will receive a warning as shown in figure 1 6 ChurchWatch gives you the option of overwriting the first user s changes or abandoning your changes Except in exceptional circumstances you should always abandon your changes and then re edit the record ChurchW atch WARNING Another user on the network has modified this record Y ou have the choice of discarding your changes or overwriting the other user s changes We strongly recommend that you discard and then re do your changes answer YES This applies even if you have not made any changes Do you want to discard your changes Figure 1 6 Record Update Conflict Warning In very rare cases it is possible to receive this warning even when you have not yet made a change to the record because ChurchWatch sometimes modifies records or moves the record pointer without the user being aware of this fact ChurchWatch User s Guide 1 8 Installation and Overview Uninstalling ChurchWatch To uninstall ChurchWatch follow this procedure 1 Click on START SETTINGS CONTROL PANEL or in Windows XP START
78. NnNVODMAE D Q Zunwe INe c D rj p pr S S Structure for table Field Field Name RG ID FAMILY NA FIRST NA IDDLE NA CERT NAME FATHER OTHER WI SSI WI REVEREND BIR DAT BAPTDATE CONFDATE ARRDATE BIRTHPLAC HOME LOC CONF NOTES ARR NOTES 20 OTHR NOTES 21 OCL NOTES 21 BAPT NOTES 22 PROFDATE 23 PROFPLACI E m UJ Dd Dd Dd Dr E E O0 00 101 QC 2 IER OO 10 OO 1 OY O1 4S CO ND ES 7 Structure for table Field Field Name 1 REVEREND ChurchWatch User s Guide RG_MARR DBF ZH ex d o 0 0 hn H Q Naracter Naracter Naracter Naracter Naracter haracter haracter haracter haracter haracter haracter ate Naracter Naracter Naracter Naracter Naracter Naracter Naracter 200000000U0U000000U0UU0o000020 RG PROF DBF Type Numeric haracter haracter haracter haracter haracter haracter haracter haracter haracter Date Date Date Date Character Character emo emo emo emo emo Date Character 000000000 RG PRST LIST DBF Type Character Appendix A Marriage Register Width Profession Width 10 40 30 20 50 50 50 50 50 50 8 8 8 8 50 50 8 50 Dec Dec Description Register ID Husband s Family name Husband s First name Husband s Middle n
79. P form and is only useful if more than one user has been defined The Message Manager is most useful in multi user network environments or possibly when more than one user uses a single installation of ChurchWatch A network is not required The Message Manager Form E ox Inbox Outbox Savebox TIP Click on header to change sort order Bold items are unread time Received From sbe H 2003 11 05 07 46 P admin Board Meeting Figure 17 1 The Message Manager ChurchWatch User s Guide 17 1 The Message Manager The Message Manager form has 3 pages or mail boxes received mail Inbox sent mail Outbox and saved mail Savebox Table 17 1 explains the buttons at the bottom of the Message Manager muon Description 000 Send New Click this button to compose a new message and select the ChurchWatch users you want to send it to Refer to the paragraph below on sending new messages Click this button to read the message selected in the current mail box You can also just double click on a message description to read it Select a message in either the inbox or the outbox and then click this button to move it to your savebox This is useful for messages you want to keep for awhile but don t want cluttering up the in and out boxes Delete Select a message in one of the mail boxes and then click this button to delete it Exit Click this button to exit the Message Manager Table 17 1 Message Manager Buttons
80. Perfect will accept a file of this type for use in a mail merge To create the mail merge file 1 Click the Create a Mail Merge File checkbox 2 Click the browse button to set the file name for the output file Take note of where you store the file so that you will be able to find it when its time to perform the mail merge with your word processor 3 Click the BEGIN button ChurchWatch User s Guide 16 8 The Mail Manager MAIL MERGE USING COREL WORDPERFECT tm VERSIONS 7 THROUGH 10 1 Create a mail merge data file using the ChurchWatch Mail Manager as described above Make sure the Add a Field Name Header checkbox is checked 2 In WordPerfect click FILE and select OPEN Enter the name of the data file you created in step 1 3 When prompted for file type choose ANSI WINDOWS Delimited Text File 4 An Import Data Form is displayed Set up the following attributes Choose Import As Merge Data File Delimiter Record CR LF Encapsulated Strip lt leave blank gt 5 Check off First Record Contains Field Names 6 Click OK 7 The file will be created and shown in the main document window Click FILE SAVE AS and save your data file as lt filename gt DAT Then close the window To do the merge 8 Click TOOLS MERGE 9 Click CREATE DOCUMENT 10 If prompted Click Use File in Active Window to use existing document or New Document Window to create a new document 11 Click As
81. R CHK1 24 H USR CHK2 25 H USR N1 26 H USR N2 27 PUBLISH 28 TYPE 29 EMAIL 30 ALT EMAIL 31 ID LEVEL 32 AILBOX 33 QUICKSRCH 34 FAM NOTES 35 PUB EMAIL 36 INC SPOUSE Structure for table e PROPRIETARY X ChurchWatch User s Guide HOUSE DBF ype umeric haracter haracter haracter haracter haracter haracter haracter ogical haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter Logical Logical Numeric Numeric Numeric QOQoQ0000000000tcb0000000Z7dH Numeric Character Character Character Character Character Memo Logical Logical HYMNS DBF Appendix A House table address information Width 5 40 40 40 30 2 12 40 40 40 55 Dec Description Family ID Family name Address field 1 Address field 2 City State or province Zip or postal code Main household phone 41 True if family in directory Photo caption Country name Alternate address field 1 Alternate city Alternate state or province Alternate country name Alternate zip or pcode Alternate phone 1 Alternate address field 2 ain household phone 2 Alternate phone 2 User character field 1 User character field 2 User checkbox 1 User checkbox 2 User numeric field 1 User numeric field 2 Publishing levels No restrictions Name and Address Name and Phone Publish Name Onl
82. RIETARY Structure for table Field Field Name 1 NAME 2 PHONE_NUM 3 UID Structure for table Field Field Name 1 PER_ID 2 CLASS_NAME 3 ACHEV_DATE Structure for table Field Field Name 1 PER ID 2 AWARD ID 3 AWARD DATE Structure for table Field Field Name 1 AWARD ID 2 AWARD NAME 3 DATE CREAT 4 COMMENT ChurchWatch User s Guide SERMON DBF Type Numeric Date Character Character Character Memo Character SERMON DATES DBF Type Numeric Date Memo Character n ETUP DBF SKILLS DBF Type Numeric Numeric Character Character SKILTYPE Type Character Character Date SL DBF SPD DIAL Type Character Character Character SS ACHEV Type Numeric Character Date SS AWARD Type Numeric Numeric Date SS AWTYP Type Numeric Character Date Character DBF DBF DBF DBF DBF Sermons Width 6 8 50 100 50 4 30 Dec Appendix A Description Sermon ID Date created Sermon title Sermon filename Sermon keywords Sermon notes Person who wrote the sermon Sermon dates Width 6 8 4 30 Width 6 5 40 Width 40 8 Dec Dec Dec Description Sermon ID Date given Comments and notes Who gave the sermon Time and talents assigned to people Description Person ID Family ID ime Talent type s ime Talent name b
83. Reading Messages To read a message just double click on it or click on it to select it and then click the READ button The form shown in figure 17 2 will be displayed and at this point you have several options m Forward Click the FORWARD button to forward a copy of this message to another ChurchWatch user m Reply Click the REPLY button to send a reply message to the originator of the message m Reply All Click the REPLY ALL button to send a reply message to the originator of the message and to all other users that received the original message m Print Click the PRINT button to print this message m Exit Click the EXIT button to exit ChurchWatch User s Guide 17 2 The Message Manager Inter Office Messages FUD Board Meeting Message 47 272 Pe T IP 3 Sates fier Forwarded message Original message was dated 2003 11 05 Originally From admin Originally To admin The board meeting for tonight was cancelled Angie Figure 17 2 Reading a Message Sending a Message To create and send a new message click the SEND NEW button on the Message Manager form The following form will be displayed Send a Message Ioj xl EEEEMEEKENERAENNEENEEEN f Message Figure 17 3 Sending a New Message Church Watch User s Guide 17 3 The Message Manager First click the TO button to select which users you are going to send the message to The following form will be displayed x Select the
84. Receipts For This Family Publish Email Phone2 auto Expand Add Family Church Families Temporaries Contacts Vendors Custom Filter Clear Filters Add Person Move Person Copy Del Find Find Next Ke lt lt Browse QuickReport Exit Figure 8 1 The Membership Manager Input Form example shows person level Family ID The family ID field is used internally by ChurchWatch It cannot be modified but is sometimes a handy unique reference Household Level Main Address Page The Household Level has five 5 pages The first is labeled Main Address and displays the primary address for the contact or family This is the address that will appear in all reports and church mailings To make a change simply click the mouse in one of the data entry windows e g City and begin to type On this page you can also set the type of household church family temporary giver contact or vendor You can set the publishing level for church directories There is also a checkbox for including spouse name on tax receipts for this family Tip Set the Country field before setting the State Province field since the country defines the list of states or provinces ChurchWatch User s Guide 8 2 The Membership Manager Household Level Alternate Address Page The second page displays the secondary or alternate address for the contact or family This is an excellent place to store seasonal addresses such as the summer cottage
85. Records shown in red are deleted Mist in Data Entry Order Batch Verification Adams Peter 340 00 Budget 4 entries in this batch Loose Cash 345 45 Budget Pro Total vetas Smith Anne 45 00 Missions ntry Total j z Balance 9209 55 Michl Joe 50 00 Building Fund Envelope Total Hash 0 Envelope Count 0 Loose Cash Total 345 45 Create New Batch Delete Selected Batch PAR Reports New Year Accounts Tax Receipt mar Browse Exit Figure 11 4 The Giving Manager Form Church Watch User s Guide 11 5 The Giving and Tax Receipt Managers Batch Verification Area and Envelope Hashing The Batch Verification Area is used to display statistics about the batch Most are self explanatory but some explanation is required for the concept of Envelope Hashing The hash total for any batch is the sum of all envelope numbers In addition to the batch balance the hash total is another way to verify your data entry Calculate the total sum of all envelope numbers on your teller sheet for the batch then compare it to the hash total in ChurchWatch If they match you can be reasonably confident of good data entry Note that this concept only works if you work 10096 with envelope numbers since ChurchWatch will auto complete the envelope number when you enter by name and in this case the envelope number may not be present on your teller sheet Data Entry Area The boxed area at the top of the Giving Manager form is use
86. TATUS Structure for table Field Field Name TAG_ID ITLI EX EX EX LAB NOTI E colo LB Ez p E n 1O0Y 01 5 C0 ho ES Structure PROPRII Gl Fh TARY Structure for table Field Field Name D 1 NEED I 2 NAME 3 DATE CREAT 4 COMMENT Structure for table Field Field Name 1 NEED ID 2 PER ID Structure for table Field Field Name C NA FOLDI DDRI DDRI ITY nun W nw HHS NR OUNTRY ra o pd AIL EB_PAGE HARITY OGO_FIL EF_CAT IG_FILE IG_TEXT EF_ZIP BACKUPPATH LAST BACK F YEAR END Qzm u umnumouoppm H y 7 DUAD E F2 0 x000 J10Y 01 S Q9 IER OO i10 OO 1 OY O1 4S CO ND ES NN t Structure for table Field Field Name T EVENT ID 2 PER ID ChurchWatch User s Guide or table STATUS DBF ype Character NAM yB Numeric Character C E haracter haracter Character Numeric Memo NETWORK DBF ND TYPE DBF ype umeric haracter ate haracter QUOZH I NEEDS DBF Type Numeric Numeric PARISH DBF Naracter Naracter Naracter Naracter Naracter Naracter Naracter Naracter Naracter Naracter Cex Naracter Naracter Naracter Naracter Naracter Naracter Naracter Naracter oCuaagqnaagagaaagaagaagaaagaagaaaaa 5 w K w Q AGS DBF
87. This account will always be auto selected by default when adding giving or pledge records You will need to create giving accounts first refer to the next section To clear the default giving account click the delete button X beside the account name Auto Load Person s Last In the Membership Manager Person Level Giving page you may select auto Contribution Master load When this box is checked the Giving Manager will search for and Enable automatically enter a person s last giving amount and account when you select the person or envelope number This behavior can help speed up data entry for people who tithe or give the same amount regularly EE ivin Powe Auto Load L1 Check this box to auto load this person s last offering patterns in the Giving Manager during data entry Figure 11 2 Auto Load Selection in the Membership Manager The Auto Load master enable must also be turned on to enable this behavior You can temporarily disable this feature by turning off the master enable without affecting the setup for each person Note that you can also quickly set or clear a person s auto load attribute by selecting the person in the Giving Manager s data entry area and then by clicking the SET AUTO LOAD or CLEAR AUTO LOAD button Fiscal Year End ChurchWatch includes several fiscal year end reports Enter the fiscal year end here Note that the year is unimportant and is not used Printed Name This is the printed
88. This is the only page that contains information that you must enter specifically the name gender and authority fields We also recommend that you enter the title field but it is optional The COPY button inside the Names box is used to copy the full name and address of the current person to the Windows clipboard You can then paste the information into any other Windows application such as word processors spreadsheets etc As an example we have used the COPY button to copy the information from figure 8 3 above into this User s Guide Cheryl Smith Johnson 123 Elm Street Anytown ON L1L 1L1 CANADA If you enter a birthday or anniversary date ChurchWatch will automatically calculate the age or years married and print this information under the field ChurchWatch always uses 4 digit years and is Year 2000 compliant If the person doesn t want their age published uncheck the Publish Age checkbox The Free Form Notes box is used to enter any textual information or notes you desire The ZOOM NOTES button directly below the notes is used to open an edit window and give you more room to work on the notes You can also track family history and family trees by setting the Father and or Mother fields on this page Use the SET buttons to set the Father or Mother or the CLR buttons to clear the field Use the GO TO button to go to the Father s or Mother s record The data displayed in the Father and Mother fields is the person ID of the Father or
89. UR_BY PUR_DATE PUR PRICI rj pH Za zd E55 dH Bi Fl pH pH E S p p p VEND W ARRANTY OR SALE DATE SALE PRICE O0 10301 CO PO IR OO i0 OO 1 OY O1 4S CO ND S Structure for Field SOLD TO BORROWEDBY BORROWDATE 1 EVE 2 RES T ID ID table Field Name PLEDGES DBE Type Date Numeric Numeric Currency Character Numeric Date Character QUERIES DBF Type Character Memo Memo RECEIPT DBE Type Numeric REP_FAVS DBF REP_USER DBF EPORTS DBF RES TYPE DBF Type Numeric haracter te haracter haracter haracter haracter haracter haracter te urrency emo Date Date Currency emo Numeric Date w Q QUQOQOO00000U0 w RESOURCE DBE Type Numeric Numeric Pledges Width Dec 8 5 6 oe C 00 LP Oo oo 5 Description Pledge start date Family ID Person ID Amount Account Frequency Pledge end date Comment Saved queries from Query Manager Width Dec 50 4 4 Description Query name Description of query Query SQL command Last receipt number Width Dec 10 Description Last receipt number Resource names Width Dec 5 50 8 50 12 30 15 15 20 CO Ow fF CO OO OO A CO CO Description Resource ID Resource name Date created Comments Asset
90. User s Guide 14 5 The Sunday School and Class Manager people to a new class or you can choose to mark the class as achieved without moving people to a new class When you promote a person or class ChurchWatch records the class as achieved in each person s class data Classes achieved can be viewed in the Membership Manager under the CLASSES page A MEMBERSHIP MANAGER button is provided here on the Class Manager form for convenience When promoting a person or class you will also be given the opportunity to assign a special award Refer to the next paragraph for more information Assigning Special Awards Special Awards can be assigned when a person or class is promoted or by clicking the AWARD button Before doing so you will need to create some award names refer to Chapter 6 Lists for more information An example of a special award might be Gold Star Attendance Award You can name the awards anything you like There are also several reports available in the Report Manager pertaining to awards Teachers Page The teachers page is used to optionally assign teachers to a class if this is something you want to keep track of ChurchWatch will remember who has taught which classes and this can be quite useful in the future when trying to remember who has experience teaching specific classes Sunday School and Class Manager E Bl x1 11 02 09 30 AM Grade 1 2003 11 03 06 17 PM Grade Z Details Description Enrollment Teachers
91. Users Single User Version of ChurchWatch 1 2 Uncheck Update Network Workstations Automatically Click the UPDATE NOW button Quick Update for ChurchWatch Network Users 1 2 Follow this procedure on your network server ONLY Set up paths to your network workstation s ChurchWatch folder s if you have not already done so more detailed information follows Make sure Update Network Workstations Automatically is checked Click the UPDATE NOW button Network Setup For ChurchWatch Network users only A Soina Ute ChurchWatch Software Update Utility STEP 1 Make sure ChurchWatch is not running STEP 2 Connect to the Internet STEP 3 Click the Update Now button below ee Update Status Network Setup Enter Path to a Network Workstation Path Must Be Relative to this Computer ziProgram FilesWVhite Mountain SoftwareiChurchWatch3 m Add Network Workstations to be Automatically Updated ziProgram FilesWYhite Mountain Software Churchy Vatch3 Update Now Figure 33 2 Network Setup Page ChurchWatch User s Guide 33 2 The Online Software Update Utility Refer to figure 33 2 This procedure is done at your network server only This procedure only needs to be done once or any time you change your network configuration since the list of workstations will be remembered for next time For each network workstation you must create a path to the workstation s ChurchWatch folder rel
92. Watch User s Guide 4 7 Setup and Maintenance SETUP PAGE 6 Appearance This page allows you to setup the overall look and feel of the ChurchWatch program itself Item List Begin by selecting an item in the list on the left Detail Window Change settings using the prompts in the panel at the right Themes Themes are pre defined sets of ChurchWatch appearance One User settings ChurchWatch provides several themes that you can select from using the pull down list box in this window In addition you can create and maintain you own themes using the buttons SAVE AS SAVE and DELETE SAVE AS Use the SAVE AS button to save your current settings under a new theme name SAVE Use the SAVE button to save your current settings under the current theme name This modifies the current theme DELETE Use the DELETE button to delete a user defined theme You cannot delete the default ChurchWatch theme Table 4 6 Appearance Page SETUP PAGE 7 User Defined Fields Membership Manager People Level This page allows you to set the titles used for user defined fields in the Membership Manager These field names will be used in the Membership Manager in data filters and in ChurchWatch reports Character Fields Six user defined character text fields are supported Enter the All Users titles here Numeric Fields Three numeric fields are supported Enter the titles here All Users Checkbox Fields Three logical true false checkbox fields are
93. a entry you need All Users to do when entering addresses You can enter the first few characters of the zip code or postal code for your area ChurchWatch will automatically enter these prefix characters whenever you create a new church family in the MEMBERSHIP MANAGER Currency Symbol ChurchWatch uses a default currency symbol of which may not All Users be correct for your country You can set a single character currency symbol in this field Auto Formatting This box contains several options for auto formatting names and All Users list items To keep your data tidy we highly recommend selecting an auto format style for each of the items listed You have three choices No Auto Formatting Entered items are left as is e g smith Initial Caps Entered items are auto converted to initial capital letters e g Smith All Caps Entered items are auto converted to all capitals e g SMITH Note that there are FORMAT ALL NOW buttons for each Click this button to cause ChurchWatch to reformat all stored data immediately Tip If you have a name or list item that ChurchWatch has trouble auto formatting you can set this option to No Auto Formatting enter the name or list item and then reset this setup item to the desired format Your entered name or list item will remain as entered as long as you do not re select the entry field Register data is not affected by auto formatting Table 4 5 Formats Page Church
94. aedes 24 2 The Backup Manager Form issssseslseee hr 24 3 To Performa BackUp uu ee Eten doa Y Pa ec NE Roe Se Se ee 24 3 Setting the Default Backup Folder 0 0 0 c cee 24 3 Chapter 25 The Restore Manager 200000 cece nee ene ene eee tees 25 1 The Restore Manager Form 1 1 0 cece hh 25 1 To Perform a Restore sinis ageda ani a ett 25 1 Chapter 26 The Phone Dialer 0 00 eee ence enn ene eee nee 26 1 Hardware Connections 0060 tees 26 1 The Phone Dialer Form 00000 eee 26 2 Dialing a Number 0 000 cece ee teens 26 4 The Phone Book oruc errer anria ent a a E a tee 26 4 Chapter 27 The Registers Manager 00cceecce en en ene n ene ene hhh hh nhan 27 1 Registers Manager Form Items ssssslseeeee n 27 2 Chapter 28 The Mass Editor illie hhh hh nhan 28 1 Setting a Field To a New Value sssssseesseeee hn 28 1 Changing a Field From A Specific Value to a New Value llle 28 2 Chapter 29 The PhoneTree Export lll lllell rrr hh hhh nhan 29 1 Creating a PhoneTree File 0 2 0 2 cc n 29 2 Chapter 30 Data Filtering 2 l illlllrlllrlrrhhh hh hh hh nhan 30 1 Stonefield Query ilslisselseeleele hrs 30 1 Creating a Data Filter lllliiillesssesee hn 30 3 je dri M orrec 30 5 Compound Filters i asda Sek Spe nated rp er ege dae bien um rq duree
95. akes a table called SALU which contains salutation strings for all families Table fields and formats are FAMILY ID Numeric family id assigned by ChurchWatch FAMILY NAM Family name Smith SALUTATION Salutation string Smith Joe and Helen ANNIV Couples anniversary date FIRSTNAME First name of main contact of household Joe LASTNLAST Salutation in last name last format Mr Joe and Mrs Helen Smith BYTITLE Salutation with titles Mr and Mrs Joe DO MKSALU2 This procedure is exactly the same as the MAKESALU procedure by MKSALU2 strips all titles from all strings PICTFAM FAMILY ID AS INTEGER Returns a string representing the full path to the photo file for the given family specified by family id PICTPEOP PER ID AS INTEGER Returns a string representing the full path to the photo file for the given person specified by per id PICTRES RES ID AS INTEGER Returns a string representing the full path to the photo file for the given resource specified by res id 20 12 The Report Manager Procedure Call Syntax and Description TBL CHK DO TBL CHK This procedure writes all buffered data to the database tables Table 20 3 ChurchWatch Procedure Calls In addition to the ChurchWatch procedure calls listed above there are some Visual Foxpro procedure calls listed in the next chapter Query Manager However for exact syntax and explanations you will need the Visual Foxpro Developer s Reference or a good book on Visua
96. amantha Smith Cindy Peters Andrew Peters Samantha Smith Filtered Data Original Data The original data is not lost just hidden from view Figure 30 1 An Example of a Data Filter Stonefield Query ChurchWatch uses a product called Stonefield Query to present an easy to use interface for building data filters Most of the main forms in ChurchWatch have a SET FILTER button Click this button to display the filter builder shown in Figure 30 2 ChurchWatch User s Guide 30 1 Data Filtering Y People Filter Ea Delete Count Help Edit clear Wore Cancel Figure 30 2 The Filter Builder The filter builder form has a window showing the current filter you have built and are using In the example in figure 30 2 the window is blank because no filter has yet been built Table 30 1 explains each of the buttons on this form on the current data filter you have built Click this button for more options such as saving the current data filter for later use Refer to the paragraph on saving data filters Click this button to delete the current data filter Click this button to accept the current data filter and exit Cancel Click this button to cancel any changes you have made to the current data filter and exit the form Table 30 1 Data Filter Builder Form Buttons ChurchWatch User s Guide 30 2 Data Filtering Creating a Data Filter To begin building a data filter click the ADD button The form shown in
97. ame Husband s Father s name Husband s Mother s name Husband s Date of birth S Husband s Date of baptism Husband s Place of baptism Wife s Family name Wife s First name Wife s Middle name Wife s Father s name Wife s Mother s name Wife s Date of birth Wife s Date of baptism Wife s Place of baptism Witness name Witness name Pastor s name arriage date Church name Province or state Marriage notes Local notes of Faith Register Description Register ID Family name First name iddle name Name on Certificate Father s name other s name Witness name Witness name Pastor s name Date of birth Date of baptism Date of confirmation Date of marriage Place of birth Home location Confirmation notes arriage notes Other notes Local notes Baptism notes Date of profession of faith Place of profession of faith Registers priest list Width 50 Dec Description Pastor name Structure for table Field Field Name T SERMON ID 2 DATE CREAT 3 TITLE 4 FILENAME 5 KEYWORDS 6 NOTES 7 WRITTEN_BY Structure for table Field Field Name 1 SERMON ID 2 DATE GIVEN 3 COMMENT 4 GIVEN BY Structure for table e w PROPRIETARY Structure for table Field Field Name 1 PER ID 2 FAMILY ID 3 TYPE 4 SKILL Structure for table Field Field Name 1 TYPE 2 SKILL 3 DATE_CREAT Structure for table ew PROP
98. ange the behavior of ChurchWatch using the items on this page Auto Set City When Check this box to have the Membership Manager automatically set All Users Adding New Families the city for you when new families are added The church s city is used Auto Set State Province Check this box to have the Membership Manager automatically set All Users When Adding New the state or province for you when new families are added The Families church s state or province is used Print Child s Last Name Check this box to modify directory reports as described All Users in Directories if Different From Contact s Last Name vertically the family member list is automatically placed on the Put Household Members ChurchWatch is designed to run in a minimum screen resolution of All Users List on Main Page 800x600 At this resolution the family members list does not fit on the main page of the Membership Manager When this box is checked and the Membership Manager is resized large enough main page Uncheck this box to stop this behaviour When Entering Report Check this box to have each user s favorite reports list shown when All Users Manager Auto Select the Report Manager is started When unchecked the Report Favorites Manager starts with the attendance reports list showing When Adding People Try Check this box to have the Membership Manager auto set the All Users to Guess the Gender gender of each individual entered First person is
99. ansaction One Receipt Per Page With Check this box to include only one copy of the receipt per page instead of Substan Text three copies When this box is checked the substantiation text is also added to the receipt if it fits or under the receipt if it does not fit This is useful mainly for charities Thank you message for receipts Use this field to change the thank you message printed on the tax receipts Table 11 8 Option Page Items Form Buttons Table 11 9 lists and explains the Tax Receipt Manager form buttons Click this button to perform the actions you have selected Receipt Editor Click this button to view the Tax Receipt Editor Refer to the Tax Receipt Editor section above for more information Click this button to exit the Tax Receipt Manager Table 11 9 Tax Receipt Manager Buttons ChurchWatch User s Guide 11 22 The Giving and Tax Receipt Managers Including Spouse Name on Receipt The selection to include spouse name on the tax receipt is done in the Membership Manager per family IMPORTANT When checked if both persons have made donations the receipt amounts will NOT be combined into a single receipt Receipts in ChurchWatch are always attributed to the individual that made the contribution In this case you will get two receipts both addressed to the couple If this behavior is not desired make sure to always credit contributions to the main contact of the household Canadian Tax Recei
100. ard wedge interface This type of interface inserts keycodes directly into the keyboard buffer of your PC just as if you had typed them yourself ChurchWatch uses the Code 3 of 9 barcode font and your barcode scanner must be enabled to read this type of barcode Set your barcode scanner to strip any leading or trailing checksum digits Begin by clicking the Barcode Report button in the Attendance Manager to create a barcode report of all people currently in the Attendance list A partial example report is shown below xi id Gs gt r 1x x Me amp Your Church Name Here ATTENDANCE BARCODES Piae 29940 LLL Name Person ID Code39 Adams Anne M lil 222 Adams Peter M lil 4 Johnson Eve MEA tot Figure 15 4 Example Attendance Barcode Report Next position your mouse in the Scan field on the Attendance Details page TK eI rTUCSCHIL MAR All SILK i rk All Excused Unmark All At this point you may begin scanning barcodes on the report for all people present If you make a mistake simply scan the UNDO barcode near the top of each page of the report to mark the last person absent You may scan the UNDO barcode as many times as necessary to roll back your data entry The cursor will remain in the scan field during barcode scanning Figure 15 5 Scan Field ChurchWatch User s Guide 15 6 The Attendance Manager Meeting Minutes Page 2003 11 03 06 10 PM Board Meeting
101. as easter risen lord cross Delete Find Next lt lt gt gt gt gt Browse Exit Figure 18 1 The Sermon Manager The Sermon Manager consists of the usual QuickSearch list and 3 pages on which you can enter information about the sermon The Sermon Manager has a sophisticated FIND command that can search by keyword title or creation date ChurchWatch User s Guide 18 1 The Sermon Manager I rum mein 0000 7 Date Created The date the sermon entry was created You can search on this date Sermon ID Unique ID used internally by ChurchWatch Sermon Title The sermon title Can be any text File Name Path and file name of the sermon file Sermons are typically created in a word processor and stored somewhere on your hard disk This field informs ChurchWatch where the file is Choose a permanent location for your sermons before using the Sermon Manager because moving the files will break the link between the file and the Sermon Manager Click this button to help find and set the sermon file Edit Click this button to launch your word processor to edit the sermon file Written By Name of the person or persons who wrote the sermon Keywords You can enter a set of keywords to help you find the sermon at a later date Keywords should be separated by commas and should contain no spaces For example Jesus cross Easter Risen Lord Notes and Enter any free form notes or comments in this text box Comments Enter the dat
102. ast two queries using an intermediate cursor SELECT FIRST NAME FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 INTO CURSOR TEMP CURSOR SELECT FROM TEMP CURSOR WHERE DATE GIVEN 1999 07 01 Note To do2 queries you must type in one at a time and run each separately Now do it again but sort on the giving date date given field in ascending order SELECT FIRST NAME FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 AND DATE GIVEN gt 1999 07 01 ORDER BY DATE GIVEN Descending order would be done like this SELECT FIRST NAME FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 AND DATE GIVEN gt 1999 07 01 ORDER BY DATE GIVEN DESCENDING Find all people born on a Sunday SELECT FIRST NAME FAMILY NAM FROM PEOPLE WHERE DOW BIRTHDATE 1 Get the average offering amount for each giving account and sort by account SELECT ACCOUNT AVG AMOUNT FROM GIVING GROUP BY ACCOUNT ORDER BY ACCOUNT When searching for character strings and exact match is not necessary To find all families whose last name starts with Sm do this use the UPPER function to ignore case SELECT FROM HOUSE WHERE UPPER FAMILY NAM SM ChurchWatch User s Guide 21 9 The Query Manager If an exact match is needed in the character string use two equal signs and the ALLT trim all blanks function SELECT FROM HOUSE WHERE UPPER ALLT FAMILY NAM SMITH Single or doub
103. ata entry This is the master enable switch In addition the auto load status for EACH PERSON can be set on the GIVING page of the Membership Manager Unchecking this box disables the auto load feature entirely regardless of the auto load setting of each person Fiscal Year End Enter the last date of your churches fiscal year here This value is All Users used in the fiscal year reports ChurchWatch User s Guide 4 5 Setup and Maintenance Tax Receipt Digitized Signature Table 4 4 Giving Page ChurchWatch User s Guide Tax receipts Canada and the Substantiation of Contributions All Users report USA both permit a digitized signature to simplify the tax reporting process Three buttons are provided here SET SIGNATURE FILE Click this to select a BMP file that contains your digitized signature CLEAR Click this to clear the signature file TEST Click this to see what the signature would look like on a tax receipt Tip When creating your signature file use a dark thick felt pen and then scan at high quality White Mountain Software would be pleased to assist you in scanning your signature Setup and Maintenance SETUP PAGE 5 Formats This page allows you to setup ChurchWatch s auto formatting features Description Applies To Date Format Select the date format you would prefer to use Examples are All Users given with each Default Postal Code Zip This item is useful for reducing the amount of dat
104. atch from Windows START gt PROGRAMS gt CHURCHWATCH 3 OR START gt ALL PROGRAMS gt CHURCHWATCH 3 to start ChurchWatch A title window will appear giving the name of the program and the software version you are running Note that you can click on the title ChurchWatch User s Guide 1 9 Installation and Overview window or press any key to remove it from the screen more quickly Readme File Be sure to check the contents of the README TXT file on your CD for any information that was not available at the time this manual was written Year 2000 Y2K Information The ChurchWatch software package is Year 2000 Y2K compliant but your computer hardware may not be In this case White Mountain Software gives no guarantee concerning Year 2000 compliance Older PCs may need a BIOS upgrade to become Y2K compliant ChurchWatch always uses four digit years Please note that Windows 95 is NOT year 2000 compliant You will need to download and install an upgrade file from Microsoft s web site at http www microsoft com One other thing you might want to do is set Windows to display four digit years To do this double click the Regional Settings icon in your Control Panel then select the Date tab Look at the Short Date Sample field You should see something like M d yy this is the Windows default string The problem yy will roll over to 00 not 2000 when January 1st rolls around To solve this problem enter two additio
105. atches Before entering records you must create a batch date Each record entered from that point on will contain the current batch date as the date given The batch date should be set to the date that the offerings were collected To create a batch click the CREATE NEW BATCH button under Batch Control To edit an existing batch date click the EDIT BATCH button The form in figure 11 3 will be displayed Batch Information X Batch ID TIP Give batch a designator name for easier tracking Batch Date Pre Calculated Total Optional Used to determine entry balance Save Cancel Figure 11 3 Creating or Editing a Batch Date In this form you can set the batch date and optionally enter a designator name and a pre calculated batch total The Designator name is optional but is a handy way to quickly find important batches The pre calculated total is also optional but is a handy way to make sure that the data entry balances to the actual teller sheet or known collected totals Church Watch User s Guide 11 4 The Giving and Tax Heceipt Managers The Giving Manager Form Giving Manager ata Entry For Batch 2003 10 04 Sunday AM 2003 10 04 Sunday AM H Env Or Name Adams Peter sd Peter Loose C i Amount DiReceiptable Set Auto Load f None Post Account nx EY ces sk Comment C Credit Card C Gift In Kind cem Batch Contribution Data Batch Summary YTD Statistics Givers Filters O Show Deleted Records
106. ated Date the giving account was created Account You can assign a numeric account number to the account r e a Receiptable Check this box if the giving account is tax receiptable The receiptable status of any transaction in the Giving Manager can be altered at any time The value of this will be the default used at initial entry time Important Only records marked receiptable will be included on tax receipts and on the Substantiation of Contributions Report Account Name Name of the account This item will be auto formatted if list auto formatting is turned 2 Set a yearly budget goal for this account by filling in this field Deposit Acct If you intend to export giving data and import it into an external accounting package you will need to define a deposit account name for each giving account The deposit account name must exactly match the deposit account name in your accounting package This is the deposit account that offerings to this giving account will be credited to in a double entry bookkeeping system Comment Any comment Any comment Items in read show goals that have not been met are in use E Exit Table 6 1 Giving Account Editor Form Items ChurchWatch User s Guide 6 3 Lists Date Names IDi x Baptism Commitment Add Confirmation First Communion Other Date 1 Rename Other Date 2 Delete Figure 6 3 Church Dates Editor You can store any number of special d
107. ates for every person in your database Each date can be given a name of your choosing refer to the example in figure 6 3 Use the Date Names Editor to edit the names of the dates you want to keep track of Table 6 2 lists the form items with their descriptions Lists all defined date names Click this button to add a new date name Rename Select a date name then click this button to rename it Delete Select a date name then click this button to delete it Click this to exit the Date Names Editor Table 6 2 Date Names Editor Form Items ChurchWatch User s Guide 6 4 Lists Church Group Names Data Entry People In This Group E E All Groups Ws Planning Committee i E Church Board Group ID Bex Small Groups 2d Peters Small Group Date Created 15 10 2003 og Johnson Small Group Name of the Group i Smith Small Group Peters Small Group Comment Create New Folder Move Folder or Group ze ze Browse Figure 6 4 Church Group Names Editor You can create a list of church group names using the Church Group Names Editor Examples of church groups might be cell groups prayer groups small groups board members missions group members People who like pizza etc Select Church Group Names from the Lists menu Grouping people is very useful in the Mail Manager where you can send a form letter print mailing labels or do a mail merge to all members of a group Many reports are also group bas
108. ative to the server This may require setting up permanent drive mappings to each of these folders so that the path can be referenced by drive letter In addition all workstations to be updated must be powered on and connected to the network Enter a path in the path field or click the button to browse for a path to the workstation s ChurchWatch folder Click the ADD button to add the path to the list of workstations to be automatically updated Continue doing so until all workstations are accounted for If you make a mistake or remove a computer from your network first select the workstation path to remove and then click the REMOVE button The UPDATE button can be used to manually update one or more workstations immediately This is handy in the case where you forgot to turn on one or more workstations or some other problem occurred Begin by selecting one or more workstation paths from the list tip Use CTRL Click to select multiple items Next click the UPDATE button to update the selected workstations Form Items m Formitom a Desertion O PAGE 1 Update Network Check this box only if you have the network version of ChurchWatch and one or Workstations Automatically more workstations defined on the Network Setup page Update Now Button Click this button to update your software Exit Button Click this button to close the form Path field Enter edit path names in this data entry field Click this button to browse your hard drives and ne
109. c eee eee eens 8 12 Person Level User Def Page 6 0 0 c ccc teen teens 8 13 Person Level Notes Page 0 0c cece eas 8 13 Person Level Classes Page llllselllle ella 8 14 Person Level Photo Page 0 c ccc eer 8 15 Person Level Form Buttons 0 00 00 ccc eee as 8 16 Chapter 9 The Visitor Manager 20 cece e cee ene ee eee eee eens 9 1 FOrm Fields 3 5 a a m DuC 9 2 What Happens When a Person is No Longer a Visitor 00 0 0c e eee eee 9 3 Attendance Manager Automatic Appearance Tracking 0 0 cece eee eee eee 9 3 Chapter 10 The Visitation Manager 1 0 00 e cece eee 10 1 Visitation Manager Fortm oere esien e tae Sv ye PAY eda Leet abe Pe f GE 10 1 Follow Up Closed and Open States nnana anaana eres 10 2 Fomm Hemso x 22m kei eX Nie Ph Pa ak ames AE Se KNEW VUE URNA 10 2 vi Chapter 11 The Giving and Tax Receipt Managers e ell 11 1 The Giving Manager ssssssseee ern 11 1 Seting UP EDU 11 1 Currency Symbol serieei nnd pirena d oaa ehh hr hr 11 3 Giving Accounts re enina a ana aa eee 11 3 How Offerings are Grouped 0 ects 11 3 A Word or Two About Envelope Numbers 00 00 cece eee eee 11 3 stuecg Te 11 4 The Giving Manager Form sssssssseseee ern 11 5 Batch Verification Area and Envelope Hashing liiis else 11 6 Data Entry Area usum d bv dh ave ea eeu aha ean que pues i
110. cations click the SAVE button on the form shown in figure 20 4 Creating a New Report Creating new reports is almost exactly the same process as modifying existing reports The only difference is that you begin by clicking the NEW button on the Report Manager form Typically a report consists of some code in the INIT procedure to load data and a report layout to display the results on screen or on paper You can also add code to the DESTROY procedure in the code window if there are clean up items to take care of such as releasing public variables ChurchWatch Procedure Calls There are many procedure calls build into ChurchWatch that can assist you when designing and running new reports For example sometimes it is necessary to retrieve some input or a selection from the operator before proceeding with the report Table 20 3 lists the procedure calls available to you ChurchWatch User s Guide 20 8 Procedure GET DTNM GET EVNT GET NEED GET NUM GET PAST GET SKIL ChurchWatch User s Guide The Report Manager Call Syntax and Description DO FORM GET DTNM TO varname lt varname gt a variable name of your chosing The date ID will be placed into this variable This form allows you to retrieve a date ID from the operator The operator selects from the user defined date names PUBLIC public_event AS INTEGER DO FORM GET_EVNT WITH lt type gt lt future gt RELEASE public_event lt type gt 1 for events
111. ch Control Area The boxed area at lower left of the Giving Manager form is used to create and maintain batch information Form Item Description Edit Batch Click this button to edit the name date and pre calculated total of the currently selected batch Create New Batch Click this button to create a new batch Delete Batch Click this button to delete a batch and all contribution data entered in this batch Table 11 3 Batch Control Area Items Giving Manager Main Pages Table 11 4 explains the form items and buttons on each of the Giving Manager page tabs Show Deleted Check this box to show deleted records in the table grid Delete records are shown in Records red Used primarily to undelete records Note that once the data is PACKED in SETUP gt MAINTENANCE the deleted records are physically removed and cannot be recalled List In Data Entry You can change the sort order of the table grid by clicking on a column header Order However for giving batches this is normally not convenient for comparing data entries to a teller sheet Check this box to list in data entry order Table Grid Giving records are shown in this table The records shown are controlled by the current filter which is by default the current batch date Find Click this button to find a specific record An important thing to note is that only records within the current filter those shown in the table grid will be searched Only the first occurrence matching the
112. ch date Tip Use the BROWSE TEST FILTER button to check the results of your data filter and to see what giving records will be included in the tax receipt or report generation Report Destination Reports can be sent to the screen or printer 11 19 The Giving and Tax Receipt Managers Formitem Deseription O Don t print receipts already printed Don t print receipts for amounts less than Last Tax Receipt Table 11 7 Actions Page Items ChurchWatch User s Guide If you are printing hard copy receipts it is not advisable to issue duplicates Check this box to prevent ChurchWatch from printing tax receipts that have already been printed Fill this field in to limit generated receipts to amounts greater than this For example you may not want to issue tax receipts for amounts less than 5 This refers to the receipt total not individual offerings So for example if an individual gave seven 1 contributions this would exceed the limit and he she would receive a receipt for 7 This field shows the last tax receipt number that was generated The next receipt generated will carry a serial number of one 1 higher Use the RESET TO ZERO button to reset the serial numbers if you are sure no other serial numbers exist in the database however this practice is not recommended Warning If there are tax receipt numbers already generated for the current giving year resetting the serial number to zero may create dup
113. chWatch support You have the option of adding a comment to explain the problem and we recommend that you do so Your internet connection must be live first m About Information about your software versions The main menu is a form that is displayed on the ChurchWatch desktop If you do not wish to use this form you can set it to auto minimize in SETUP USER PREFERENCES E Hill Valley Full Gospel B Membership Mgr ES sermon Manager E To Do List ee Visitation Manager Busan Manager fares Sticky Notes Visitor Manager Message Manager f j e Bible Manager 3 2 3 gs Giving Manager 33 Hymn Manager Setup te Pledge Manager t g DS En Mail Manager B Registers ER Event Manager Wit Report Manager gl S S Class Manager Le Query Manager me Attendance Mgr Figure 2 2 Main Menu Form Tip You will find that the main menu operates faster if you set your video display to 16 bit color or Hi Color Enter your church name in the SETUP form to have it displayed at the top of the main menu ChurchWatch User s Guide 2 4 Menus Toolbars and Shortcuts ChurchWatch Shortcut Toolbar The ChurchWatch Shortcut Toolbar is normally found near the top of the screen and contains buttons that allow access to most of the main forms The toolbar is moveable and dockable and for each user ChurchWatch will remember where you last located the toolbar Siti TY MDLa SOW 33 5S ah 3f Figure 2 3 Shortcut Toolbar Ch
114. compare translations Several public domain bible translations are included American Standard Version 1901 Darby King James Version Webster Young s Literal Translation Warning Each of these have been taken from the public domain and no attempt has been made to authenticate them so use them at your own risk The Bible Manager Form Bible Manager Window 1 loj x For searches copy cut paste use EDIT menu Bible Translation American Standard Version 1901 The First Book of Moses called Genesis 1 1 In the beginning God created the heavens and the earth 1 2 nd the earth was waste and void and darkness was upon the face of the deep and the Spirit of God moved upon the face of the waters 1 3 And Figure 22 1 The Bible Manager ChurchWatch User s Guide 22 1 The Bible Manager Selecting a Translation and Changing the Format Use the pulldown list to select a translation You can change the size of the window as desired You can also change the font to something comfortable by clicking the FONT button You can also open more than one copy of the Bible Manager in order to compare translations Searching Copy and Paste The edit window containing the bible s text is read only but you can click and drag your mouse to select a passage Then use the EDIT menu at the top of the screen to select COPY CTRL C also works as a shortcut You can copy and paste the text into any other Wi
115. counting for DOS When you select Giving Data in step one of the export you are given several options as shown in Figure 5 9 NOTE As of Quicken 2004 QIF files are no longer supported IMPORTANT Before beginning you will need to create accounts in your accounting package that exactly match the accounts in ChurchWatch including spelling and upper lower case letters Step 1 Choose the Accounting File Type E Export Manager BAX STEP 1 Select the type of data you wish to export You may also set a filter to select a specific set of data O House Addresses Set Filter Chasers ETTA O House amp People Clear Filter NE Test Browse You can quickly export financial transactions to 4 Quicker km or QuickBooks Em import File or choose other to export to some other type of file Format 4 K NOTE Most Accounting QuickBooks tm IIF File eoa paS tah Quicken tm C QIF File import QuickBooks files Q Sine SONG For Windows NOTE As of Quicken 2004 O Simply Accounting For DOS you will not be able to import Other type of export file IIF files Figure 5 9 Choosing the Accounting File Type Choose either a QuickBooks IIF file a Quicken QIF file Simply Accounting for Windows Simply Accounting for DOS or other type of export file Click the NEXT button to move to the next step If you choose other follow the directions under STEP 2 Choose Specific Fields in the previous sect
116. cting Level 0 00 e a a a hh hh hn 8 1 The Inp t FOr idea dave de aed de Gaia dh equ ees nee hae eens 8 2 ADEM UM 8 2 Household Level Main Address Page 0 0 ccc eee sees 8 2 Household Level Alternate Address Page 1 0 0c ccc teens 8 3 Household Level Notes Page ccc ee hrs 8 3 Household Level User Defined Page 0 ccc eee eens 8 3 Household Level Family Photo Page 0c eee cece teens 8 4 Church Directories sc cus ais Rte ate ante eta aged Rae goce ae albae see e duc 8 5 Type Of Contact cambr aie mare OU ee laa quasque PR LER Rd AE PUE 8 5 Include Spouse Name on Tax Receipts liiisisieeeleeee ees 8 5 Household Level Form Buttons sseleeee ee eee 4 8 6 Family ID and Person ID issssssssseseee hh 8 9 F l EI CEREREM 8 9 Person Level Main Page 0 ccc as 8 10 Defining Titles and Marital Status Types sslsselesele eh 8 10 Person Level Church Page Key Dates Visitors and Prospects 5 8 10 Person Level Contact Page Contact and Work Related Information 8 11 Person Level T amp T Time and Talents Page 0 00 cece tees 8 11 Person Level Giving Page 0 00 eet eee 8 11 Envelope Numbers 0 00 0c eee eee eee 8 11 Person Level Groups Page 0 60 c ete tenes 8 12 Person Level Attend Page 0 ellas 8 12 Person Level Needs Page 0 cc
117. cting the input file and redoing the import or leaving the import results as is and deleting the blank family in the Membership Manager later ChurchWatch User s Guide 5 6 Import and Export Managers Although the data in the import results shows many repeated fields such as the address field ChurchWatch actually stores the data much more efficiently In our example only two 2 family records will be created with five 5 People records in the Smith family and three 8 People records in the Peters family Finally close the browse window and click the COMMIT button to commit the imported data into ChurchWatch Once you have successfully imported data into ChurchWatch you should go to the SETUP gt FORMATS page and format all data as desired using the FORMAT ALL NOW buttons Summary and Items of Note Note the following Giving data cannot be imported into ChurchWatch since there is a complex relationship between giving records and household address information Use the BACK buttons if you make a mistake during the import process and need to redo a step Blanks are not allowed in TXT input files unless between quotes You must use a family id or family name to group families Field order is critical You cannot skip fields in the input file unless they are at the end of the record Never import data to the PDIRECTORY field of the PEOPLE table Choose the DIRECTORY field in the HOUSE table instead ChurchWatch will automat
118. d for posting new offerings or editing existing records only When the background color of this boxed area is grey you will be posting new data When the background color is green it indicates that an existing record has been loaded for modification this will be explained later Table 11 2 examines each item in this box in detail ChurchWatch User s Guide 11 6 Form Item Env Or Name Amount Account Receiptable Comment Set Auto Load Clear Auto Load Type Check Number BUTTONS Loose C Post Split Clear The Giving and Tax Receipt Managers Description If you are using envelope numbers you can start data entry by entering the envelope number here The person name will automatically be filled in Check it to make sure you have the correct envelope number You can also directly enter a name instead of an envelope number in this box If the person has an envelope number assigned the envelope number will be automatically filled in Enter the amount of the offering here In this field enter the name of the giving account the funds are to be directed to You can click the list button beside the field to launch the Giving Account Editor The receiptable status of the account can be overridden for this ONE RECORD ONLY by checking or unchecking this box It is automatically filled in when the account is selected The receiptable status is normally pulled from the account s default A comment can be e
119. d or change comments An internal ID created and used by ChurchWatch Cannot be changed l h Click the ADD button to add an appearance for the current visitor Church Watch User s Guide 10 2 The Visitation Manager Formitem scription Enter any free form notes here Click the ZOOM button to expand the notes into a larger window Scheduled Visit state Described above Needs Follow Up Closed Add Click the ADD button to schedule a visit Table 10 1 Visitation Manager Form Items ChurchWatch User s Guide 10 3 The Visitation Manager ChurchWatch User s Guide 10 4 The Giving and Tax Heceipt Managers ChurchWatch comes complete with a sophisticated Giving Manager for keeping track of contributions and a Tax Receipt Manager for creating tax receipts and IRS reports at tax time ChurchWatch Version 3 includes more great improvements to both these managers Chapter 11 The Giving and Tax Receipt Managers The Giving Manager This section describes the Giving Manager form Setting Up Before using the Giving Manager you must review some of the setups on the SETUP form As well you will need to create your giving accounts Figure 11 1 shows the Giving page of the SETUP form and Table 11 1 explains the fields on this page Setup Maintenance N nml xl Security Behavior Events User Defined Fields House Reports Church Info Maintenance User Preferences Giving Formats Appearance Us
120. d people cannot be included on mailings ChurchWatch User s Guide 16 4 The Mail Manager Form Letters Mail Manager Board Meeting The board meeting normally scheduled for this Monday night has been postponed Please contact the church office for more information LE Y RANE Sh ASAE zd A 4 L A e 7 Z b 3 teh NAN Once you have chosen recipients you can create a form letter A copy of the form letter will be printed and addressed to each person or family you have selected The form letters you create are stored and can be re used at a later date Table 16 2 explains each item on this page ChurchWatch User s Guide 16 5 The Mail Manager Fomhem Desmplon o Do Form Letters Check this box to select the form letter for processing Choose a Form Letter This box lists all form letters you have defined If you want to use one of these just select it here New Click this button to create a new form letter You will be prompted to give it a unique name Click ZOOM to open a larger edit window for working on the form letter s text Click Edit to edit the form letter s text Options Click options to set a form letter header and or a digitized signature Each of these must be a BMP JPG or GIF graphics file Delete Click this button to delete the selected form letter Edit Window The Edit Window is used to edit the form letter s text You can also click ZOOM to open a larger wi
121. d then check View but uncheck Modify and Delete the user will have access to the Giving Manager but will not be able to modify or delete any of the data he or she sees there Deleting a User Account To delete a user name first select it from the list on the left side of the SECURITY page on the SETUP form Then click the DELETE button Deleting a user will also delete all the user s messages from the Message Manager Note The admin account can never be deleted ChurchWatch User s Guide 7 4 Security and User Name Maintenance Tip Usernames and passwords are case sensitive meaning that upper and lower case letters are significant If you are having trouble logging on check your CAPS LOCK key Clearing the Online Flags ChurchWatch keeps track of who is logged on at any given time In the event of a power outage or PC crash this information will be left corrupted When this happens you may see more users logged in under FILE WHOS ON than are actually logged in In addition the maintenance functions in the program such as re indexing the database may return errors indicating that other users are logged on when in fact this is not the case To correct this situation simply click the CLEAR ONLINE FLAGS button You should only do this if you know you are the only user logged into ChurchWatch Changing Your Password Once you are logged into ChurchWatch you can change your password either by selecting FILE
122. da xd hae UE Od pa e d ee 13 6 Ghurch Calendars 2 3 es erinra ep PR Bete aa he bade Cain ate duod 13 7 Chapter 14 The Sunday School and Class Manager llle 14 1 Class Frequency usssulsseleeeleeel ehh 14 1 Changing the Date or Recurring Information 0 00 c cece eee eee 14 1 The Class Manager Form sssssseseeee ern 14 2 QuickSearclHlilst uem e ru koe et tels eel Ser et trage er qedor aac dae 14 3 Details Page and Recurring Classes slelsleeleel rsen 14 4 Setting Recurring Classes Look Ahead 0 0 0 c cece ens 14 4 Description Page 0 eee 14 4 Enrolment Page sss vances ey vm neis ak ee tae ea es Deeds s iuf nu 14 5 Class Notes oerte e ue ves tu eon terreur xt k Ease ede dad Res a s 14 5 Promoting People and Classes 0000 cece eee lees 14 5 Assigning Special Awards 00 000 ete 14 6 Teacheis Page ss sec La ture ottimo want Catena ade ec ea poeta Sed Ate orte eed otf a 14 6 Facilities and Resource Pages iisssssssleseeeee nen 14 8 Membership Manager Classes Page 00 c cee teens 14 8 Chapter 15 The Attendance Manager i lllllll hh hh hh nhan 15 1 Recording Methods ciii meteren ede a eet eee eG See Mees EE E NEN 15 1 The Attendance Manager Form 0 0 cee nn 15 2 QuickSearch List 3 i rannent ai sete ls inetd Petey ud Weg PEG eR Bad ER 15 3 Attendance Summary Page 00 00 eens
123. de if necessary during this step In our example we are going to use a comma delimited text file to import two families Refer to Appendix A and study the fields we have chosen We have chosen the following fields in the following order Family name family nam of HOUSE table First name first name of PEOPLE table Authority record lev of PEOPLE table where 1 Contact 2 Spouse 3 Child Address1 address1 of HOUSE table City city of HOUSE table Phone housphone1 of HOUSE table Directory directory of HOUSE table NOARON Here is the sample data we are going to use We want to import two families The Smith family will be placed into the church directory while the Peters family will not Smith Joe 1 123 Elm Street Anytown 555 1212 T Smith Helen 2 123 Elm Street Anytown 555 1212 T Smith Johnny 3 123 Elm Street Anytown 555 1212 T Smith Cindy 3 123 Elm Street Anytown 555 1212 T Smith Amanda 3 123 Elm Street Anytown 555 1212 T Peters Eldon 1 123 Any Street Anytown 111 2222 F Peters Shiela 2 123 Any Street Anytown 111 2222 F Peters Tommy 3 123 Any Street Anytown 111 2222 F Tip Notice that blanks are not allowed in the input file unless inside quotations Notice the T and F indicators with no quotes at the end of each record T stands for TRUE and F stands for FALSE and they will be used to set the di
124. der of the form and drag it to a new size You can also maximize and minimize most forms using the sizing buttons on the title bar of the form window see below Minimize Maximize Close SSP pan enonEe Figure 2 5 Form Title Bar Buttons c Right Clicks Many of the lists and grids in ChurchWatch have mouse right click shortcut menus To access the menu position your mouse over the list or grid and then click the right mouse button A shortcut menu will pop up Select the shortcut menu item of interest In the case of lists only list items are right clickable unused areas of the list are not If the list is empty the short cut menu is not accessible except in the case of QuickSearch lists where you can click on the QuickSearch title to access the shortcut menu Refer to the example menu in Figure 2 6 HMembBerehipWgnpEn Ea Evans Jim ak Smith Peter Auto Expand FulName Elizab Family ID L3 gramen Main Church Contac di Johnson Ade Mamac Expand All Fi Collapse All f Add Person i Delete Person E Find Person Find Mext Set a Filter Clear Filters QuickReport Copy Name to Clipboard Add Family Figure 2 6 Example Right Click Shortcut Menu ChurchWatch User s Guide 2 6 Menus Toolbars and Shortcuts d QuickSearch Lists All main ChurchWatch forms have a QuickSearch list located at the left side of the form The Quic
125. dialog box to allow you to search for some text of interest Launches the Mass Edit Wizard which allows you to perform massive changes to your databases For example you could change anyone with a zip code of 12345 to 12346 Launches the SETUP form This menu gives quick access to all the ChurchWatch high level forms Lists Menu This menu gives quick access to all the ChurchWatch forms dealing with lists Window Menu This menu gives you quick access to all open forms and windows In addition it allows you to auto arrange all open windows Help Menu This menu gives you access several important items ChurchWatch Help Topics The ChurchWatch online help system The entire contents of this manual can be found here m Update Your Software Online With your purchase of ChurchWatch you are entitled to free software upgrades within the current version If you have an internet connection simply select this item to have your software automatically updated via the internet m ChurchWatch On The Web m Email to Support ChurchWatch User s Guide A quick link to the ChurchWatch web page Your internet connection must be live first This item launches your mail program to send an email message to ChurchWatch support Your internet 2 3 Main Menu Menus Toolbars and Shortcuts connection must be live first Email Tables to Customer Support This item compresses your church data tables and emails them to Chur
126. ds are exported Check all single batch Click this button to check off all records for one batch date You will be Gi date prompted for the batch date Check all single account Click this button to check off all records for one specific giving account 5 name name You will be prompted for the account name Check all single person Click this button to check off all records for one specific person You will 2 be prompted for the person s name v ChurchWatch User s Guide 5 12 Import and Export Managers Fomtem Deehpion O Check all single Click this button to check off all records for one specific envelope Cx envelope number number You will be prompted for the envelope number Check all Click this button to check off all records listed rN Uncheck all Click this button to uncheck all records listed Exclude Transactions Already To avoid duplicate accounting entries this box should normally be Exported Check Box checked to exclude data you have already exported If you would like to view records that have already been exported and even export them again if you wish uncheck this box NOTE This is a fairly dangerous operation with respect to keeping your accounting records up to date and for this reason leave this check box checked whenever possible Table 5 1 Accounting Export Features Sizing the Form Changing the Sort order and Some Other Useful Features You can resize the form to any size you are co
127. dth Dec Description 5 Date ID 50 Name for the date type Deposit account names Width Dec Description 50 Deposit account name Event tasks assigned to people Width Dec Description 8 Event ID 6 Person ID T True if tasks completed 4 Tasks assigned to person A 2 Structure for table Field Field Name 1 EVENT ID 2 EVENT NAME 3 OCCURS 4 FROM DATE 5 TO DATE 6 REMINDER 7 REMINDTIME 8 REOCCUR_P1 9 OCCURUNTIL 10 DESCRIP 11 PUBLISH 12 REOCCUR P2 13 EXCLUDE Structure for table Field Field Name 1 FAC ID 2 NAME 3 DATE CREAT 4 COMMENT Structure for table Field Field Name 1 EVENT ID 2 FAC ID Structure for table Field Field Name 1 NAME 2 TYPE 3 PHONE NUM 4 UID ChurchWatch User s Guide EVENTS DBE T Numeric Character Numeric DateTime DateTime Logical Numeric Numeric Date Memo Logical Numeric Logical FAC TYPE DBF Type Numeric Character Date Character FACILITY DBF Type Numeric Numeric FONEBOOK DBF Type Character Character Character Character Width Dec 5 50 2 No O1 r2 CO CO DOr 4 OO Appendix A Event descriptions Description Event ID Event name Occurs type 1 occurs once 2 Every day of week 3 Every x days 4 Once a month on day x 5 Every xth day 6 xth day of the month
128. e familiar with the functions and features now available to your church office ChurchWatch is written in Microsoft Visual Foxpro tm and uses industry standard xbase database file formats Xbase files are compatible with many other third party programs such as Seagate s Crystal Reports tm This User s Guide assumes that you have basic familiarity with the Microsoft Windows tm operating system Features ChurchWatch is organized as a set of Managers which make up a comprehensive software suite Each Manager can access the ChurchWatch tables independently and several or all Managers can be open simultaneously The ChurchWatch Managers are 7 ChurchWatch User s Guide 1 1 Installation and Overview Restore Manager Restore your backed up data in the event of loss of data Registers Manager Catholic registers for Baptism Confirmation Marriage Profession of Faith and Death 27 ChurchWatch User s Guide 1 2 Requirements Installation and Overview Minimum requirements for running ChurchWatch are m Pentium class computer 64 Megabytes of RAM 20 Megabytes of hard disk space Microsoft Windows 32 bit operating system 95 98 ME XP NT4 Service Pack 3 800x600 video display results and performance may vary on your computer hardware White Mountain Software Recommends Pentium 4 computer 512 Megabytes of RAM 100 Megabytes of hard disk space Microsoft Windows XP operating system 1024x768 or higher video disp
129. e is labeled Family Photo Use this page to store and maintain a family photo You can also enter caption text here to describe the people in the photo and the order they appear in The caption will appear in photo directory reports You can use this feature to create color or black and white photo directories BMP JPG and GIF files are allowed You can create a church photo directory by using the Report Manager Directories You can also display the family photo in the Membership Manager under the QuickSearch list To turn on this behavior click the Show family photos on household form checkbox in SETUP gt USER PREFERENCES An example of this behavior is shown in figure 8 2 membership Manager S ummixd rei te s Johnson Bill f Smith Joh th i Alternate Address Notes User Defined Family Photo mith Johnson Che C Temporary Giver ff smith Adam EE ff Jenkins Anne ff Smith Wendy Country Church Mailbox Contact vendor en Peter PCodejZip f amp wilson Peter Publish in Directories us No Restrictions Phonez 7 TUS Bee Publish Name and Phone erat Publish Name Only Include Spouse Name on Tax Receipts For This Family Publish Email O uto Expand Add Family Church Families Temporaries Contacts vendors Custom Fi
130. e it When floating the toolbar is always on top and may cover up parts of forms Note that when the toolbar is located on the ChurchWatch desktop its shape may change automatically The toolbars are sizeable so you can resize them as desired when they are floating Docking the Toolbar To dock lock in place at the top bottom left or right of the screen the toolbar use the move procedure above and move the toolbar to the top bottom left or right of the screen until it locks in place The toolbar will remain docked until you move it again When docked forms will not be allowed to use the space occupied by the toolbar ChurchWatch User s Guide 2 5 Shortcuts Menus Toolbars and Shortcuts ChurchWatch includes many shortcuts to help make you more productive 8 Sticky Notes Sticky notes are simply temporary windows where you can place reminders to yourself Sticky note windows always remain on top regardless of the state of the main ChurchWatch window Even when you exit ChurchWatch the sticky notes will remain on your desktop Sticky Notes are accessible from the main menu or under FORMS STICKY NOTES A quicker way is to press the F3 function key shortcut SmartForms All forms in ChurchWatch are smart For each user they will remember their size and position as well as other state information such as sort orders and column sizes in grids Most forms are sizeable To change the size of a form click on the bor
131. e so that only you have access select the following check box Network sharing and security M To share this folder with both network users and other 353 users of this computer select the first check box below 3 and type a share name Share this folder on the network Share name ChurchiWalch Allow network users to change my files Learn more about sharing and security Cancel Apply 9 Depending on your operating system and security levels you may need to add any network users and give them full access permissions to the shared folder Note that onNT and XP operating systems you will require administrator privileges to perform this action To install a workstation copy 1 Place the Workstation Install CD into the workstation s CD ROM drive or into any accessible CD ROM drive on your network After a few seconds an installation screen will appear If the installation screen does not appear you can run the setup program manually as follows Click the Windows Start button Choose Run type d setup exe you may need to replace the d with the drive letter of your CD ROM drive and click the OK button 2 Follow the instructions to install on the local workstation 3 Now you need to connect this workstation to the file server and this is done as follows 4 First create a permanent drive mapping to the server s ChurchWatch folder In the Windows File Explorer choose TOOLS from the main menu and then choose MAP
132. e the sermon was given d ile Click this button to add a new sermon file Click this button to delete the current sermon file ChurchWatch User s Guide 18 2 The Sermon Manager Fomtm Description Click this to view all sermons in a spreadsheet format Click this to exit the Sermon Manager Table 18 1 Sermon Manager Form Items ChurchWatch User s Guide 18 3 The Sermon Manager ChurchWatch User s Guide 18 4 The Library Manager Chapter 19 The Library Manager of The Library Manager is designed as a simple way to keep track of items in a church library The Library Manager can keep track of books magazines cassettes videos etc and can keep track of borrow status on all items The Library Manager Form Library Manager Se SE 5 Data Entry Description Check Out Check In Setup History Left Behind Too Busy Not To Pray mato Publish Date E Media Type n S Owner ISBN Keywords Enter keywords seperated by commas E STATUS AVAILABLE Browse Figure 19 1 The Library Manager The Library Manager consists of the usual QuickSearch list and 3 pages on which you can enter information about a library item The Library Manager has a sophisticated FIND command that can search by title identifier keywords or author You can also create library cards and check in check out items using barcode scans ChurchWatch User s Guide 19 1 The Library Ma
133. e was created Name of the membership type This item will be auto formatted if list auto formatting is turned on This field indicates the current type that most buttons on this form will operate on Table 6 8 Membership Types Editor Form Items ChurchWatch User s Guide 6 15 Lists Special Awards From the Sunday School Manager you can assign special awards to people Awards are defined in the Award Editor Award handling is unique since deleting an award from the awards list will not remove copies of the award already assigned to people Select Special Awards from the Lists menu Special Award Maintenance B Bl xl Data Entry Awarded To Award ID 2 Date Created 15 10 2003 All Star Attendance Bible Bucks Figure 6 11 Special Awards Editor ChurchWatch User s Guide 6 16 Form Item Description PAGE 1 Award ID Used internally by ChurchWatch T l a Date Created Date the award was created Award Name Name of the award This item will be auto formatted if list auto formatting is turned on This field indicates the current award that most buttons on this form will operate on Comment Any comment PAGE 2 A list of all people who have the current special award maa O O Coo a U U UOU 2 r Table 6 9 Special Awards Editor Form Items ChurchWatch User s Guide 6 17 Lists Special Needs Adults and children in your church may have special needs that
134. ecific receipt number This will find the first matching record Use FIND NEXT to search again Find Next Click this button to repeat the last find Click this button to go to the first receipt number Click this button to go back one receipt number Click this button to go forward one receipt number Click this button to go to the last receipt number Click the VIEW button to view the tax receipt on screen Click this button to exit the Tax Receipt Editor Table 11 6 Tax Receipt Editor Form Items ChurchWatch User s Guide 11 16 The Giving and Tax Receipt Managers The Tax Receipt Manager The Tax Receipt Manager is an excellent tool for streamlining end of the year tax preparations There are two main uses 1 Tax Receipts Tax receipts are used mainly in Canada for the reporting of charitable donations to the Canada Customs and Revenue Agency but can be used in other countries as well Substantiation of Contributions hereafter referred to as the S C Report This report is intended mainly for the USA to substantiate contributions of 250 00 or more to the IRS In addition the Tax Receipt Manager is capable of printing mailing labels for mailing the tax receipts or S C reports Two other reports are available 1 The Giving Details report This report contains all offerings made by each person You may want to mail this out along with the receipts or S C report The Tax Year Audit report This report is us
135. ect Time amp Talents from the Lists menu Carpentry Computers Prophecy Teaching LI lclx Data Entry People With This Time Talent Date Created 1571072003 Name of Time Talent Type Activity A C Gifting G C Hobby or Interest H C Skill 5 C Ministry M C Other 0 Figure 6 13 Time and Talents Editor ChurchWatch User s Guide 6 20 Lists Form Item Description PAGE 1 Date the time talent was created Date Created Name of Time Talent Name of the time talent This will be auto formatted if list auto formatting is turned on This field indicates the current time talent that most buttons on this form will operate on Type One of Activity Gifting Hobby or Interest Skill Ministry Other PAGE 2 List Box A list of all people who have or are involved with this time talent Add People Click this to add people to the list of people who have or are involved with the current time talent Remove Select a person and then click this to remove him her from the group of people that have the current time talent O Kio ai penpe wis rava ore hed n motae O NN gt Table 6 11 Time and Talents Editor Form Items ChurchWatch User s Guide 6 21 Lists Titles You have the option of entering titles for people such as Mr Mrs Ms etc in the Membership Manager Doing so will give you the option of creating more formal mailing labels in the Mail
136. ed You can add a person to a group or set of groups in the Membership Manager Groups page Perhaps a more convenient way is to add people to the group directly in the Church Group Names Editor since many people can be added here at once to the same group Group maintenance is also much easier in the Group Names Editor since you can see all people in the group at once making it easier to remove a set of people or all people from the group The Group Names Editor allows you to create folders and sub folders to help organize your groups more efficiently Table 6 3 lists the form items with their descriptions Renaming a Group or Folder To rename a group or folder click on the name in the list pause and then click it a second time When a selection box appears around the item make any edits you require and then press the ENTER key ChurchWatch User s Guide 6 5 Lists The list is a treeview control that shows group folder names and group names Form Item Description PAGE 1 within each folder There is a root folder called All Groups that cannot be deleted Click on a group name in this list to select it for editting Create New Folder Click this button to create a new group folder The folder is created in under the currently selected folder or the parent folder of the currently select group Move Folder or Group First select the group or folder you want to move then click this button In the list that appears s
137. edge Manager uses no filtering on your data all records are shown and the QuickSearch list is disabled in this state You can view the pledges for a single person and therefore enable the QuickSearch list by clicking the Selected Person radio button Then select a person from the QuickSearch List The Advanced Filtering radio button can be used to create a more detailed data filter refer to chapter 30 Church Watch User s Guide 12 1 The Pledge Manager Pledge Data Entry The area below the filtering box is used for posting new pledges or editing existing records When the background color of this boxed area is grey you will be posting new data When the background color is green it indicates that an existing record has been loaded for modification this will be explained later Table 12 1 examines each item in this box in detail Env Or Name Amount Account Frequency Start Date End Date Comment BUTTONS Post Clear If you are using envelope numbers you can start data entry by entering the envelope number here The person name will automatically be filled in Check it to make sure you have the correct envelope number You can also directly enter a name instead of an envelope number in this box If the person has an envelope number assigned the envelope number will be automatically filled in Enter the amount of the pledge here In this field enter the name of the giving account the funds are pledged t
138. ee the phone numbers stored for other users Glick this to ext the Phone Dialer Click this button to dial the current number Speed Dials Click any of the speed dial buttons to immediately dial the number stored for the speed dial Edit Speeds Click this button to edit the names and numbers stored under each speed dial button Click this to clear the current phone book filter and display all stored numbers Click a letter button to reduce the visible phone book entries to only those that start with the selected letter Click this button to add the current name and number to your phone book To create a new entry use the NEW button instead Select a row in the phone book and then click this button to make the entry the current name and number Double clicking an entry in the phone book has the same effect Click this button to create a new phone book entry from scratch After entering the name for the phone book entry click on the phone number field and enter a phone number ChurchWatch User s Guide 26 3 The Phone Dialer Delete Select a row in the phone book and then click this button to delete it Pressing the delete key on your keyboard has the same effect Click this button to close the phone book Table 26 1 Phone Dialer Form Items Dialing a Number Once you have dialed a number you need to pick up the phone and wait for the party to answer Don t pick up the phone until the modem has finished dialing Ti
139. eee 30 5 Saving and Restoring Filters 0 00 Ih 30 7 Example Filters sch ancien de Reps ae Gente pe ea ae AE ae eae he 30 9 Chapter 31 SUDDOIT 1 2 lulii Rn TE eee be ea E REM 31 1 The Support Contract 0 0 hh hr 31 1 Web Page and Periodic Software Updates 00 cece eet eee 31 1 Contact Information 0 0 hh 31 1 New Reports X Lirie os dc ose eh dece ur RUNE e AA EL EO edens RUE ds 31 1 ChurchWatch User s Group 1 0 hn 31 2 Chapter 32 The Database Rescue Utility ilr lll 32 1 Database Rescue Utility Form lllssssleeelee en 32 1 Chapter 33 The Online Software Update Utility lllellrlllr 33 1 Software Update Utility Form 0 0 2 0 n 33 1 Quick Update for Non Network Users Single User Version of ChurchWatch 33 2 Quick Update for ChurchWatch Network Users 0 000 cece een eee eee 33 2 Network Setup For ChurchWatch Network users only 000e cece eee eee 33 2 Form tems a oesxe use xeu petas do ebd a edicere den ue Mh ets eue 33 3 Appendix A Table Structures ilei hinh hh hh hh hh rh A 1 Xi Installation and Overview Chapter 1 Installation and Overview Thank you for purchasing ChurchWatch We trust you will be impressed with the rich feature set and flexibility of ChurchWatch as well as its ease of use Before using ChurchWatch you should fully read this User s Guide to becom
140. eful after printing tax receipts It contains a list of all receipt numbers the amount on the receipt and who the receipt was issued to There are also many options available to you such as Set report destination screen or printer Set filters Set receipt and report options Tip In addition to printing mailing labels the Tax Receipts and S C report are designed for 10 windowed envelopes when folded twice A folding machine and 10 windowed envelopes can greatly reduce your work load at year end ChurchWatch User s Guide 11 17 The Giving and Tax Receipt Managers The Tax Receipt Manager Form Actions Page c amp Tax Receipt Manager urrent Record gt Peter Adams 340 00 Budget 2003 10 04 fe s 2 e e e L Dont print receipts already printec JGTr BHnb FEGEIGTS OT STI GUITH GS Esman Figure 11 10 Tax Receipt Manager Actions Page ChurchWatch User s Guide 11 18 The Giving and Tax Receipt Managers Formitem scription O Generate Receipt Numbers Check this box to generate the serial numbers for receipts A tax receipt does not exist until it has a serial number so normally this box is left checked If all records already have a tax receipt number leaving this box checked will do no harm but no new receipt numbers will be generated Print Tax Receipts Check this box to print the tax receipt s to screen or printer Print Giving Details Reports Check this box to produce a gi
141. elect items one at a time click once on the first item then press and hold the CTRL key while clicking on each of the remaining items An example of a multi selection is shown below Main church contact T amp T Giving Groups attenc Care Ministre CTRL click to select multiple items Church Board Johnson Small Group Missions Group Prayer Chain Smith Small Group Figure 2 10 Selecting Multiple List Items h Menu Shortcuts Most ChurchWatch main menu items have keyboard shortcuts The keys are listed in the top of form menu at the right side of each item ChurchWatch User s Guide 2 8 Menus Toolbars and Shortcuts Cien ril valley rulltozgal File Edit JA Lists Window Help Hil valey IS attendance CTRL N a i E Bible Text CTRL B B FRY Events CTRL E K Bi Giving CTRL G 1 Membership Manager CTRL H d Hymn Lyrics CTRL Y 5 Library Manager CTRL L p Mail Manager CTRL M p Phone Dialer CTRL D Queries CTRL Q Registers CTRL W yg Reports CTRL 0 EB Sermon Manager CTRL D m 5 5 amp Class Manager CTRL 5 rs Sticky Notes F3 5 To Do List CTRL T 4 visitation Manager CTRL U Visitor Manager CTRL K Visitor Figure 2 10 Keyboard Shortcuts i Working Without a Mouse You can work with ChurchWatch even if your mouse is not functioning Use the TAB key to move between items and use the ENTER key to activate items j Browse Windows All the main ChurchWatch forms have a
142. elect the folder name that you want to move the item s to You may move a single group or an entire folder tree including all sub folders Group ID Used internally by ChurchWatch Date Created The date the group was created Name of the Group Name of the group This will be auto formatted if list auto formatting is turned on This field indicates the current group that most buttons on this form will operate on Comment Any comment PAGE 2 List Box A list of all people assigned to this group Add People Click this button to add people to the current group Add By Filter This button provides a handy way to add a large number of people to the group by using a people filter For more information on filters refer to chapter 30 Remove Select a person in the group and then click this button to remove him her from the current group Remove All Click this to remove all people from the current group Delete All Similar to Remove All except this deletes all people in the group from your Membership data as well Use this button with caution Table 6 3 Group Editor Form Items ChurchWatch User s Guide 6 6 Lists Church Facilities Every church has facilities that need to be managed Facilities are usually rooms in the church such as meeting rooms class rooms the sanctuary a gym etc ChurchWatch provides a Church Facilities Editor to allow you to create and maintain a list of facilities The facilities you define
143. elow Time and talent names Description ime Talent type ime Talent name Date created Width tS 30 50 Dec Description Name Phone number Internal user ID Achieved classes assigned to people Width 6 40 8 Dec Description Person ID Class name Date class achieved Awards assigned to people Width 6 4 8 Dec Description Person ID Award ID Date awarded Class award names Width 4 40 8 50 Dec Description Award ID Award name Date created Comments Structure for table SS CLASS DBF Field Field Name Type 1 CLASS ID Numeric 2 CLASS NAME Character 3 START TIME DateTime 4 END TIME DateTime 5 OCCURS Numeric 6 REOCCUR P1 Numeric 7 OCCURUNTIL Date 8 DESCRIP Memo 9 PUBLISH Logical 10 REOCCUR_P2 Numeric 11 EXCLUDE Logical Structure for table SS ENROL DBF Field Field Name Type 1 CLASS ID Numeric 2 PER ID Numeric Structure for table SS FAC DBF Field Field Name Type 1 CLASS ID Numeric 2 FAC ID Numeric Structure for table SS NOTES DBF e PROPRIETARY Structure for table SS RES DBF Field Field Name Type 1 CLASS ID Numeric 2 RES ID Numeric Structure for table SSTAUGHT DBF Field Field Name Type 1 PER ID Numeric 2 CLASS NAME Character 3 TEACH DATE Date Structure for table TEACHERS DBF Field Field Name Type 1 CLASS ID Numeric 2 P
144. embership Manager Full Name Joe Michl Ew Adams Peter i B Adams Peter Family ID 5 Person ID 2 Env 8 Adams Sally i Adams Ashlynn Main Church contact T amp T Giving Groups Atte Michl Joe Membership ff smith Joe iff Smith Anne B Smith James Visitor Oo Person is 4 prospect Visitor Information Figure 9 1 People Must Be Marked As a Visitor In The Membership Manager The VISITOR INFORMATION button in the Membership Manager will launch the Visitor Manager You can also launch the Visitor Manager from the Main Menu or from the top of screen menu under the FORMS selection ChurchWatch User s Guide 9 1 The Visitor Manager Form Fields This section describes the Visitor Manager form Refer to figure 9 2 throughout isitor Manager 5 aE EE i TDi i ag E Figure 9 2 Visitor Manager Form ChurchWatch User s Guide 9 2 The Visitor Manager Table 9 1 lists all form items Comen men O O koo a ees er o eee d FEET S Request a Visit Check this box if person requests a visit Click the SCHEDULE A VISIT NOW button to schedule a visit Membership Check this box if person is interested in membership Interest No Contact Click this button to note that person desires no contact When checked this visitor will be Please excluded from mailings in the Mail Manager and from phone lists in the PhoneTree export Needs Pray
145. enance BAX Security li Behavior Events User Defined Fields House Reports l Maintenance User Preferences ll Giving Formats I Appearance ll User Defined Fields People Church Address Other Churches Country CANADA v Setup or Edit Other Churches Church Address Church Name Hill Valley Full Gospel Address 123 Elm Street Church Logo City Anytown State Prov Zip Postal Cd S7K 3P3 Phone 306 955 3657 Fax 306 955 3657 E Mail admin churchwatch com Web Page wing churchwatch com Figure 4 1 Setup and Maintenance Form ChurchWatch User s Guide 4 1 Setup and Maintenance SETUP PAGE 1 Church Info Country The country your church resides in You can choose from the All Users countries in the list or enter a new country name if yours is not listed The selection of this field affects the State Prov field so enter this first Setup or Edit Other Click this button to create another database You can use this All Users Churches feature to handle data from multiple churches or just to create separate databases within your church for Sunday School for example Church Name The name of your church Your church name will be printed on All Users reports Address1 The address of your church All Users Address2 City City or town that your church is located in All Users State Prov US State or Canadian Province If this does not apply in your All Users country you
146. eports under the ChurchWatch category See your administrator for help ChurchWatch User s Guide 20 1 The Report Manager Selecting a Report Report manager 10 xi Report Selection Filter Builder Report Options Select a Report 411 Phones Directory 1 Events amp To Do Directory 1 All Families Giving Directory 1 Person Based Households Families Directory 1 With Household Email People Directory 2 Phone Dialer Directory 2 All Families Pledges Director 3 ChurchWatch Special Needs Time amp Talents listing of people with all phone numbers stored in the database tables This report includes all people not just those families marked for the church directory Use a House filter directory Yes if won onlw want nemle in the directiorw Classes Facilities amp Resources Sermons Library User Defined Filename people73 Favorite Forget New Modify Delete Run Report Exit Figure 20 1 The Report Manager Report Selection Page When the Report Manager is opened the form shown in figure 20 1 will be displayed This is the main page of the Report Manager and it allows you to select the report you would like to run or modify There is a text description of each report as well as a filename to help you locate the report file should that be necessary If you have questions or problems with a report always be sure to quote the filename to technical support To Select and Run a Report
147. er Church Calendars Several church calendar formats can be created in the Report Manager Events ChurchWatch User s Guide 13 7 The Event Manager ChurchWatch User s Guide 13 8 The Sunday School and Class Manager Chapter 14 The Sunday School and Class Manager B This Manager is intended for Sunday School or any class training or education setting For here on in we ll call it the Class Manager The Class Manager looks and works very similar to the Event Manager but it allows you to track Classes in your church Class enrollment Teachers Past teachers Facilities and resource bookings for classes Promotions and special awards There are many different types of reports associated with this manager and you can find them in the Report Manager Class Frequency The Class Manager makes it easy to define recurring classes to greatly reduce the number of unique classes you will need to create For example to track attendance at the kindergarten class each Sunday morning you could define a class titled Sunday AM Kindergarten set the initial date to the next Sunday and set it to recurring each Sunday When it s time to enter attendance the class of interest will be found in the Attendance Manager without having to enter it again Important Concept The Class Manager does not define class occurrences only class attributes Actual occurrences of the classes with dates appear in the Attendance Manager and on class re
148. er Character Character Character Currency Date Logical Logical Character Numeric Numeric Character Date Character GRP_FOLDERS DBF Type Numeric Character GRP_TYPE DBF Type Numeric Character Date Character Numeric GROUPS DBF Type Numeric Numeric Appendix A Giving and pledge records Width Dec Description 2 Emvelope number 2 Family ID 6 Person ID 1 5 First name 20 iddle name 40 Family name 40 Giving account name 8 2 Amount of offering pledge 8 Date offering was given 1 True if receiptable 1 True if receipt printed 40 Comments 6 Tax Receipt number 1 Giving Type 1 Check 2 Cash 3 Credit Card 4 Gift In Kind 10 Check if check 8 Date record was exported using the Export Manager 6 Batch ID Group folder names Width Dec Description 10 Group Folder ID 100 Folder name Church group names Width Dec Description 5 Group ID 50 Group name 8 Date created 50 Comments 10 Group Folder ID People assigned to a group Width Dec Description 5 Group ID 5 Person ID A4 Structure for table Field Field Name 1 FAMILY ID 2 FAMILY NAM 3 ADDRESS1 4 ADDRESS2 5 CITY 6 PROV 7 POSTAL COD 8 HOUSPHONE 9 DIRECTORY 10 PCAPTION 11 COUNTRY 12 ALT ADDR1 13 ALT CITY 14 ALT PROV 15 ALT CNTRY 16 ALT POSTAL 17 ALT PHONE 18 ALT ADDR2 19 HOUSPHONE2 20 ALT PHONE2 21 H USR C1 22 H USR C2 2 3 H US
149. er Check this box if person needs prayer You can use the notes area to note the specifics about the prayer need Click the ZOOM button to expand the notes into a larger window Appearance This grid lists all appearances recorded for this visitor Click the EDIT button in the grid to History to view and or change comments Ad o Click the ADD button to add an appearance for the current visitor Click the DELETE button to delete the currently selected appearance Edit Click the EDIT button to edit the currently selected appearance to change details or comments Click this to exit the Visitor Manager Table 9 1 Visitor Manager Form Items What Happens When a Person is No Longer a Visitor There are two ways to remove a visitor One is to delete the person in the Membership Manager This will remove all traces of the person from your databases The second option is to simply uncheck the Person Is A Visitor checkbox in the Membership Manager If the person has appearance history in the Visitor Manager you will be asked if you want to delete it Attendance Manager Automatic Appearance Tracking When detailed attendance is tracked for a visitor in the Attendance Manager the appearance history in the Visitor Manager is automatically updated ChurchWatch User s Guide 9 3 The Visitor Manager ChurchWatch User s Guide 9 4 The Visitation Manager Chapter 10 The Visitation Manager The Visitation Manager is used to keep track
150. er Defined Fields People Fiscal Year End ros a NOTE Year portion of Fiscal date is ignored Giving Charity Registration Last Receipt Assigned a Reset to Zero Default Giving Account Budget Auto Load Prior Giving Patterns Master Enable See Memb Mgr Tax Receipt Digitized Signature PrintedNamei 6 7 Reiner ooo O Set Signature File Clear Test Figure 11 1 Giving Setups ChurchWatch User s Guide 11 1 The Giving and Tax Receipt Managers Charity Registration Charitable organizations such as churches need to be registered with the Government s tax department in most countries Your tax department will assign a charity registration 4 Enter it here for use on tax receipts and reports Last Receipt Assigned Tax receipting is covered in detail later in this chapter This is the last tax receipt number that has been assigned You can reset the number to zero by pressing the RESET TO ZERO button but this should only be done before any receipts are issued if at all Resetting after receipts have been issued in the current year will cause duplicate receipt numbers if you generate any further receipts in the current year Resetting this number AFTER archiving giving data at year end is permitted However resetting the last receipt number in general is not recommended Default Giving Account To speed up data entry set a default giving account here
151. es will work as expected This button is provided to remove event occurrences that do not match the current schedule Refer to the paragraph titled Changing the Date or Recurring Information in Chapters 13 and 14 for more detailed information on how this situation can occur Click this button to exit the Attendance Manager Table 15 1 The Attendance Manager Buttons QuickSearch List Click on an event in the QuickSearch list to make it the current event If the event of interest is not displayed click the scroll bar to move the list and view more classes You can also click the ADVANCED button to change what is displayed in the list You can also right click on a list item or on the QuickSearch title for more options ChurchWatch User s Guide 15 3 The Attendance Manager Attendance Summary Page The Attendance Summary page is the main page of the Attendance Manager Use this page if you are not interested in recording the details of WHO attended This page simply records the number s of people attending the event There are two possible ways to record the summary data Step 1 Refer to figure 15 1 Select the attendance summary category If you just want to record the number of people attending the event choose General Summary If you would like to record the attendance data in a slightly more detailed way you can set the membership level to record how many people of a specific level attended For example you could pick Full Me
152. esource was sold to You can enter anything you want in this edit box 6 10 Lists Borrowed By Name of person who currently has the resource borrowed Can only be borrowed by a person listed in the Membership Manager NOTE The present version of ChurchWatch does not consider borrowed items when checking for resource conflicts Keep this in mind when lending out items that may be required by church events or classes Schedule Click this to view the detailed schedule listing for the resource Figure 6 4 shows an example schedule 7 Table 6 5 Resource Editor Form Items ChurchWatch User s Guide 6 11 Lists Deposit Account Names Deposit Account Names IE d Credit Union Royal Bank Add Rename Delete Figure 6 8 Deposit Account Names Deposit account names are associated with giving accounts in the Account Names Editor already described Deposit Account Names are created in the Deposit Account Names editor Select Deposit Account Names from the Lists menu Lists all defined deposit account names Click this button to add a new deposit account name Rename Select a deposit account name then click this button to rename it Delete Select a deposit account name then click this button to delete it Click this to exit the Deposit Account Names Editor Table 6 6 Date Names Editor Form Items ChurchWatch User s Guide 6 12 Lists Marital Status You can enter your own marital status names f
153. f not using barcodes click this button to check in the currently selected item manually Clear List Click this button to clear the check in list Check In List This list shows all items that have been checked back in since the list was last cleared PAGE 5 Normal Loan Set the default loan period here Period Print Library Cards Click this button to display the library card form that assists you in creating library cards with barcode Library cards are printed on standard business card stock Print Library Item Click this button to display the library item label form that assists you in creating library Labels item labels that contain a barcode ChurchWatch uses the Item ID to create the barcode Delete History Click this button to delete history for the current library item Delete All History Click this button to delete all history records for all library items Delete Prior To A Click this button to delete all history records prior to a given date Date ChurchWatch User s Guide 19 3 V AC The Library Manager Oem NN Click this to go to the last record in the Library Manager Click this to view all library items in a spreadsheet format Click this to exit the Library Manager Table 19 1 Library Manager Form Items Using Barcodes In the Library Manager There are two ways to use barcodes in the Library Manager The first is to create library cards for all borrowers This can speed data entry when checking items
154. f you are using the Giving Manager to track offerings you will need to create items in the Accounts Names list The following sections describe each of the ChurchWatch lists Tip You can have ChurchWatch auto format your list names by selecting an auto format method for lists on the FORMATS page of the SETUP form ChurchWatch User s Guide 6 1 Lists Account Names If you intend to use the Giving Manager to track offerings or pledges you will need to create a list of giving accounts that each offering or pledge can be assigned to ChurchWatch provides a Giving Account Editor for this purpose Note that once an account is used in the Giving Manager it cannot be deleted until either the record s in the Giving Manager are deleted or have their account altered or the giving data is archived at year end The Giving Account Editor is also where you associate deposit accounts with giving accounts for use in the Export Manager when exporting to an external Accounting software package To access this form select Accounts Names from the Lists menu f aing account Maintenance ANA atc Data Entry YTD Statistics Monthly ae id Building Fund Missions Date Created 15 10 2003 Account Tax Receiptable Budget Goal Goal is per year Deposit Acct Credit Union Comment Add Figure 6 2 Giving Account Editor ChurchWatch User s Guide 6 2 Form Item Description PAGE 1 Date Cre
155. f your contact person leaves the church you should contact White Mountain Software so that we can update our records ChurchWatch User s Guide 7 6 The Membership Manager Chapter 8 The Membership Manager e Keeping Track of Your Membership Contacts and Vendors Most churches purchase Church Management Software to at least keep track of names and addresses of people attending and visiting their church ChurchWatch has a sophisticated Membership Manager to keep track of family or household groupings not all people in a household have to be related addresses family photo details about each person person photo church casual contacts and vendors suppliers Tip People are always added to the current family To create a new family create the household first then add people to the household Tip When adding family members people add them in authority order Main contact first then spouse children others ChurchWatch will attempt to guess the gender and authority level as you enter the members This feature reduces data entry time There are also user defined fields to allow you to keep track of anything else you can think of The Membership Manager has a one generation family tree view to allow you to quickly find and select a family or a person As such there are two levels in the Membership Manager household and person A household defines the common address and phone numbers for a
156. family outside of the church that you need to store contact information about Vendor refers to a business that the church works with or any business for which you want to store contact information about Tip Anyone stored in the Membership Manager can give an offering regardless of the lype of contact Include Spouse Name on Tax Receipts In ChurchWatch offerings are credited to people not families at data entry time This is described in more detail in Chapter 11 However it is possible to include a spouse name on the tax receipt thereby giving the appearance that the offering is credited to the couple To select this behavior for the current household check the include spouse name on tax receipt checkbox on the Main Address page ChurchWatch User s Guide 8 5 The Membership Manager Household Level Form Buttons This section describes each of the buttons at the household level QuickSearch List Use the QuickSearch list to browse find and select either a household or a person Selecting a household selects household level while selecting a person selects person level The form will change context accordingly You can search the QuickSearch list by clicking inside the list and then by typing the first few characters of the family name Incremental searching in the QuickSearch list is available for family names only To expand a household to view the people in the household click on the sign beside the family
157. figure 30 3 will be displayed Y Filter Condition Field Operator Month of Anniversary equals Value Case sensitive cancel nen _ Figure 30 3 Filter Condition Builder The Filter Condition builder form has two main fields both found at the top of the form The Field pulldown list contains all fields that you can choose from You will probably need to refer to Appendix A for table and field information Items in the list that are greyed out are titles that indicate the name of the table the fields that follow are from Knowing the name of the table will a help when you refer to Appendix A The second main form item is the Operator field This field allows you to choose a comparison operator which is one of Any field type matches is the same does not equal Any field type does not match not the same begins with Character fields Character field begins with the text string you provide e g Begins with Sm contains Character fields Fields chosen from the table must contain the text string you provide and it can be found anywhere ChurchWatch User s Guide 30 3 Data Filtering does not contain Character fields text string you provide and it can be found anywhere is greater than Any field except logical Field is greater than the value you provide For character fields B is greater than A is greater than or equal to Any field except logical Field is greater than or equal to the value
158. from a date Returns the day of the week from a date or datetime field Sunday is day 1 Converts a date to a character field Converts a date to a string in the format yyyyddmm Converts a date field to a datetime field Returns the hour from a datetime field Returns the minute portion from a datetime field Returns the numeric month from a date or datetime field Returns the seconds portion from a datetime field 21 6 Function SECONDS datetime TIME TTOC datetime TTOD datetime WEEK date YEAR date Math Functions MAX num1 num2 MIN num1 num2 ROUND fieldname SUM fieldname VAL fieldname String Text Functions ASC cExpression ALLT cExpression AT cSearchExpression cExpressionSearched nOccurrence ATC cSearchExpression cExpressionSearched nOccurrence CHR num LEN fieldname LOWER fieldname MAX string1 string2 MIN string1 string2 OCCURS cSearchExpression cExpressionSearched ChurchWatch User s Guide Description Returns the seconds elapsed since midnight Returns the current time Converts a datetime field to a character string Converts a datetime field to a date field Returns the numeric week of the year from a date or datetime field oO O c E lt gt 5 Q 0 X Returns the year portion of a date or datetime field Return the average value of a field e g SELECT AVG AMOUNT FROM Return the number of records matching the query
159. ge Church Watch User s Guide 15 4 The Attendance Manager Use the Attendance Details Page to record specifically who attended or did not attend an event You can also check the Keep Summary Up To Date checkbox to have ChurchWatch automatically keep the summary information up to date while you enter the detailed attendance Table 15 2 explains each item on this page Formitem Description ooo List Filter If you would like to reduce the list of people in the attendance list to something more manageable such as people enrolled in a class you can select a filter here Using a filter along with one of the Mark All buttons can make attendance entry much easier The possible selections are All People All people in the database People Required Only those people required at an event Not valid for classes Class Enrollment Only those people enrolled in a class Not valid for an event Directory Only those people marked for the church directory All Men Men only All Women Women only All Children Children only Main Contacts Main contacts of households only Spouses Spouses only Others People with authority set to other only Specific Group Only those people in a specific group Specific Membership Only those people with a specific membership level Specific Need Only those people with a specific need Specific Talent or Ministry Only those people with a specific time amp talent Specific Marital Status Onl
160. han or equal lt Less than or equal A Exactly matches ChurchWatch User s Guide N m OQ Function 96 AND OR NOT T F EMPTY fieldname BETWEEN expr1 expr2 DELETED Date Functions 1999 01 01 BETWEEN date1 date2 CDOW date CMONTH date CTOD cDate CTOT cDateTime DATE DATETIME DAY date DOW date DTOC date DTOS date DTOT date HOUR datetime MINUTE datetime MONTH date SEC datetime ChurchWatch User s Guide The Query Manager Description Remainder Logical AND Logical OR Logical Negation Logical TRUE Logical FALSE Returns TRUE if field is empty Returns TRUE if field is between the two expressions given For example WHERE AMOUNT BETWEEN 250 300 Returns TRUE if a record is marked deleted This is how you specify a date for a field of type date You will need to use the date format chosen in the SETUP form Returns TRUE if the date is between the dates given inclusive For example WHERE BIRTHDATE BETWEEN 1963 01 01 1973 01 01 Returns the character day of the week from a date or datetime field e g Sunday Returns the character month e g July from a date or datetime field Converts a character to a date e g CTOD 1999 01 01 Converts a character to a datetime e g CTOT 1999 01 01 12 30 PM Returns the current date in date format Returns the current date and time in datetime format Returns the number day
161. haracte AIL ype ateTime haracte emo haracte haracte haracte Logical ogical Characte QOQORxOUH E urrency r r DBF r r r r r EMBTYP E DBE ype umeric haracte ate haracte T N C D C INUTES Type Numeric Memo MSGS DB E E DBF F Appendix A Library item history Width 6 Bec 7 8 8 Description Person ID Item ID Borrow date Return date Library Manager items Width Dec 50 50 15 17 Description Item ID Date created Title Author Identifier eg ISBN Location of item Publication date Type of item Book Cassette CD DVD agazine Newspaper Video Other Keywords for search Description TRUE if on loan On loan to who Date due back Publisher name Owner name onetary value Call number ISBN number AIA BWNHE ll Form letters and bulk e mails Width Dec Description 8 Last time form let modified 40 Name of form letter 4 Form letter body 200 Path to header BMP file 200 Path to footer BMP file 40 Name to print for signature 1 True if header enabled 1 True if footer enabled 100 Subject for e mail Membership type names Width Dec Description 5 embership Type ID 20 embership name 8 Date created 50 Comments Meeting minutes Attendance Manager Width Dec Description 8 Active Event ID 4 eeting minutes A 6 Structure for table Field Field Name 1 S
162. he blanks Select an item and click DELETE to remove it You can also keep free form notes for each item by clicking the EDIT button When the item is done check the done checkbox and the item will be struck from the list Note Items shown in red are past due ChurchWatch User s Guide 6 23 Lists ChurchWatch User s Guide 6 24 Security and User Name Maintenance Chapter 7 Security and User Name Maintenance Why Do You Need Security ChurchWatch has several layers of security built into it The productis shipped with security turned off to make it easier for first time users When security is turned on you will be required to log in to gain access to ChurchWatch That means you will need a login name and a password Not only is the use of the security features recommended your government s laws may actually require that your church records be protected Although many people may have access to the church computer s and therefore ChurchWatch only the people you give user names and passwords to will actually be able to enter the program Passwords used in ChurchWatch are stored encrypted to minimize chances that someone would be able to crack the security system As well when passwords are typed in the characters are not shown on the screen You will need to designate one person to be the ChurchWatch administrator and an admin user account is supplied for this purpose The admin account cannot be deleted or mod
163. hedules that you will encounter Recurs Until If the class stops recurring on a specific date you can set it here If this is not set the class will recur forever You can use this field to stop a class from recurring further without worrying about deleting the class and losing any attendance data Table 14 2 Details Page Form Items Setting Recurring Classes Look Ahead When you define a recurring class ChurchWatch looks ahead a specific number of days to auto define future classes for you You can set the number of days that ChurchWatch looks ahead on the EVENTS page of the SETUP form The lower this number the faster ChurchWatch will perform the look ahead and other event based operations and the less data that will be stored on your hard drive However if you need to create a calendar for a month that is not included in the look ahead not all events will appear on the calendar Based on this information you will need to decide what is the best look ahead value for your church Description Page You can enter a description of the class or any other comments on the description page ChurchWatch Users Guide S A The Sunday School and Class Manager Enrollment Page Sunday School and Class Manager Et x1 i Teachers Facilities Resources 30 AM Grade 1 2003 11 03 06 17 PM Grade Z Details Description i Who is Enrolled in this Class Enrollment Johnson Eve Peter Smith Even Eve J
164. here is a list for each of a Current Classes all classes the current individual is enrolled in m Classes Achieved all classes the current individual has graduated from a Special Awards all awards the individual has acquired m Classes Taught all classes the current individual has taught or is teaching There are also several buttons on this page To delete an achieved class first select one from the list and then click the DELETE SELECTED button The ADD EDIT and DELETE buttons perform operations on the Special Awards list The ADD button adds a special award to the current individual The EDIT button displays the Special Awards list so you can add or remove special award names The DELETE button deletes the selected award from the current individual You can delete a class taught by selecting one and then clicking the DELETE SELECTED button under the list ChurchWatch User s Guide 8 14 The Membership Manager Person Level Photo Page The Another useful feature of ChurchWatch is the handling of personal photos The Personal Profile report includes a color or black and white photo if you have one entered BMP JPG and GIF files are allowed To add a photo click the ADD button Select the photo file that contains the photo for the current individual Click the DELETE button to delete the photo or click the VIEW button to view a larger copy of the photo The view window can be resized as needed You can also display the family
165. honeTree Export PhoneTree tm is a popular system for doing cold calling or for broadcasting announcements by phone White Mountain Software is a PhoneTree partner The basic idea of cold calling is that you record an important message and then have the PhoneTree equipment call everyone you d like to hear the message all done automatically For more information on PhoneTree visit their web site at www phonetree com The PhoneTree Export utility in ChurchWatch is used to select a list of people or families from your Membership database The utility will then create a PhoneTree compatible import file that you can load into your PhoneTree equipment to make the calls PhoneTree Export Wizard PhoneTree Export Wizard PhoneTree is Copyright 2003 PCS Inc All rights reserved M Figure 29 1 PhoneTree Export Wizard ChurchWatch User s Guide 29 1 The PhoneTree Export Creating a PhoneTree File Step 1 On page 1 select the specific phone number field you want to use and then click the NEXT button Step 2 If a filter is desired refer to chapter 30 to select specific records create it at step 2 Click the NEXT button Step 3 Click the FINISH button When prompted enter the path and name of the file you wish to place the exported data into This is the file that you will pass to the PhoneTree equipment and software The file extension should be CSV When the export completes you will be given the opportunity to view
166. ic status This form allows you to retrieve a marital status name The name of the marital status is returned in the public variable public status PUBLIC public str AS INTEGER PUBLIC public case sensitive AS BOOLEAN DO FORM GET STR WITH title RELEASE public case sensitive RELEASE public str lt title gt Text for the prompt on the form This form allows you to retrieve a string from the operator The string is returned in the public variable public_str Case sensitive T or F is returned in public_case_sensitive PUBLIC public_date1 AS DATE PUBLIC public_date2 AS DATE PUBLIC public order by date AS BOOLEAN DO FORM GET2DATE RELEASE public date1 RELEASE public date2 RELEASE public order by date This form allows you to retrieve two dates from the operator The dates are returned in the public variables public date1 and public date2 In addition there is a checkbox on the form for Order By Date The value of this checkbox T or F is returned in the public variable public order by date PUBLIC public acct AS STRING DO FORM GETACCT RELEASE public acct This form allows you to retrieve a giving account name The name of the account is returned in the public variable public acct PUBLIC public award id AS INTEGER DO FORM GETAWARD RELEASE public award id This form allows you to retrieve a need ID from the operator The numeric need ID is returned in the public variable public need id PUBLIC public class
167. ically fill in the PDIRECTORY field for you Importing marital status or title fields will update the appropriate lists in ChurchWatch ChurchWatch logical fields must be imported as T or F with no quotes Date fields must have 4 digit years and be in exactly the same format as you have chosen for ChurchWatch SETUP gt FORMATS In addition if you are using a text file as the input source the date fields should not be in quotes Blank lines in the input file cause blank records to be imported Do not use header records in the input file Spreadsheet output files should be checked for a header record and if one exists it should be deleted ChurchWatch User s Guide 5 7 Import and Export Managers Copying Data Out of ChurchWatch The Export Manager You can easily export your data into many different file formats using the Export Manager You can export Household People or Giving data The Export Manager can also export your giving data into a QuickBooks Quicken or Simply Accounting file This is an excellent way to extract your giving information for use in many different accounting software packages since most will read QuickBooks files Step 1 Choose the Data to Export To start the Export Manager select FILE gt EXPORT from the top of screen menu The following page will be displayed 2 Export Manager Joe STEP 1 Select the type of data you wish to export You may also set a filter to select a specific set of data O House Add
168. id AS INTEGER DO FORM GETCLASS RELEASE public class id This form allows you to retrieve a class ID from the operator The numeric class ID is returned in the public variable public class id 20 10 Procedure GETDATE3 GETENVNO GETEVENT GETGROUP GETMEMB GETMON1 GETMONTH ChurchWatch User s Guide The Report Manager Call Syntax and Description PUBLIC public_date1 AS DATE DO FORM GETDATE3 RELEASE public date1 This form allows you to retrieve a date from the operator The date is returned in the public variable public date1 PUBLIC public env num AS INTEGER DO FORM GETENVNO RELEASE public env num This form allows you to retrieve an envelope number from the operator The numeric envelope number is returned in the public variable public env num PUBLIC public event id AS INTEGER DO FORM GETEVENT RELEASE public event id This form allows you to retrieve an event id from the operator The numeric event id is returned in the public variable public event id PUBLIC public group AS STRING DO FORM GETGROUP RELEASE public group This form allows you to retrieve a church group name The name of the group is returned in the public variable public group PUBLIC public memb AS STRING DO FORM GETMEMB RELEASE public memb This form allows you to retrieve a membership name The name of the membership is returned in the public variable public memb PUBLIC public month AS INTEGER DO FORM GETMON 1 RELEASE public
169. ified It is HIGHLY recommended that you turn on security as soon as you are comfortable with ChurchWatch What Parts of the Program Are Protected All areas of the program can be protected in detail with View Modify and or Delete access privileges Turning Security On or Off Security is turned on by unchecking the Disable All Security checkbox on the SECURITY page of the SETUP form refer to figure 7 2 Once security is turned on only the admin user will have access to the SECURITY page from that point on Only the admin user has permission to add or delete user accounts To turn off security not recommended login as admin and check the Disable All Security checkbox on the SECURITY page of the SETUP form Once security is turned on a login form will appear each time you start ChurchWatch as shown in figure 7 1 In order to gain entry into ChurchWatch you will need a user account and password These can only be created by the ChurchWatch administrator ChurchWatch User s Guide 7 1 Security and User Name Maintenance x Please log in OK Cancel Figure 7 1 The Login Form The admin Account ChurchWatch is shipped with an admin user name already defined The default password is lion The first time you login you will need to use the admin user name The user name and password are case sensitive so admin and lion should be typed into the login form in lowercase and wi
170. iilsillslelelle hr 17 1 Reading Messages sssssseelee hh hr hr 17 2 Sending a Message sssssseleselell lh hr 17 3 Chapter 18 The Sermon Manager 00c0 cece cece een enn hh nee eee 18 1 SOlUlp tones soles Meat ote ey ete eT RY ee Bet Yo CAP E ENS 18 1 The Sermon Manager Form 000 cee tte 18 1 Chapter 19 The Library Manager 0000 cece eee e een enn eens 19 1 The Library Manager Form 0 00 cece hr 19 1 Using Barcodes In the Library Manager 0 00 cece cette eee 19 4 Chapter 20 The Report Manager 0000e cece ene ee eee 20 1 Report Categories iex sie epa ex x ens ER EDU RA BY Sa ek wae ease eS 20 1 Getting a Complete List of Available Reports 0 0000 eee eee 20 1 Selecting a Report 0 cette eee 20 2 To Select and Runa Report 0000 eee 20 2 Data Filtering iios REX nem a cee ae Phe ar b OR um Oen a tis 20 2 Report Options sins ce RN ieu hu ee Ex Rd Read eae Ga Be ee EX 20 4 Saving Favorite Reports lisiisslssesesele hn 20 5 User Defined Reports 0 0 00 eee tees 20 5 Importing a Report sel ER mc Seiten eee Se RR eS 20 5 Modifying Existing Reports 0 0 00 e cee 20 6 Creating a New Report 0 00 cette ee 20 8 ChurchWatch Procedure Calls llli 20 8 Deleting a User Defined Report 0000 cee 20 13 What To Do If The Report You Need Is Not Listed 00000 00 20 13
171. ing STRTRAN cSearched Searches a character field for occurrences of a second character expression cSearchFor cReplacement and then replaces each occurrence with a third character expression STRTRAN cSearched cSearchFor cReplacement STUFF cExpression Returns a character string created by replacing a specified number of nStartReplacement characters in a character expression with another character expression nCharactersReplaced cReplacement STUFF cExpression nStartReplacement nCharactersReplaced cReplacement SUBSTR cExpression Returns a portion of a string from a given character field nStartPosition nCharactersRetrieved SUBSTR cExpression nStartPosition nCharactersRetrieved UPPER cExpression Converts a character field to upper case Table 21 2 Microsoft Visual Foxpro Functions Partial Listing Example Queries Here are some example queries you can experiment with Select everyone from the people database SELECT FROM PEOPLE Select any offering record greater than or equal to 250 SELECT FROM GIVING WHERE AMOUNT gt 250 Do it again but only select the person s name the account and the amount SELECT FIRST NAME FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 Now remove dates prior to July 1 ChurchWatch User s Guide 21 8 The Query Manager SELECT FIRST NAME FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 AND DATE GIVEN gt 1999 07 01 Repeat the l
172. ing Archive ChurchWatch works on a tax year of January 1 to December 31 After December 31 you will not be permitted to enter new records for the new year since Giving years cannot be mixed you can still enter records for the past year Once your tax obligations are complete and you are ready to start a new year the giving data needs to be archived Archiving also gives you an opportunity to delete all X temporary household and people records and removes all giving data so that you are ready for the new year Be sure to do a backup before archiving the giving data Saving year 2003 This operation prepares For a new giving year This will archive the current giving files and create empty ones for the new year You also have the option of deleting the temporary visitor records in the people databases Note that the archived giving data is moved to the Archive folder under the main ChurchWatch folder You can always go back and view or edit past giving years by selecting the year in the Data Context Toolbar at the top of the screen Figure 11 5 Archiving Form ChurchWatch User s Guide 11 11 The Giving and Tax Receipt Managers The process is simple and is described in the following paragraphs Note Archived datais stored in the ARCHIVE folder under the ChurchWatch folder Important Be sure to do a backup first since the Archive process affects many ChurchWatch tables Step 1 Step 2
173. ion ChurchWatch User s Guide 5 11 Import and Export Managers Step 2 Choose the Giving Records to Export Now you need to choose which giving records you are going to export Simply clicking on the record will check the check box on that row and mark the record for export Records that have already been exported are not listed to avoid exporting the same data more than once amp Export Manager Joe STEP 2 Select the giving records you wish to export then click FINISH Check off the transactions you want to export click anywhere on a raw Click header to change sort order Drag header to change column width NOTE This may change sort order Set a filter in step 1 to reduce records shown Date Envi Last Name First Name Account Amount Exp Date 2003 10 13 Evans Elizabeth Budget 35 00 C 2003 10 13 Johnson Adam Budget 20 00 2003 10 13 Johnson Leanne Missions 30 00 2003 10 13 Loose Cash Budget 30 00 wl gt lt I mat Exclude transactions already exported A Figure 5 10 Selecting the Giving Records to Export Since there are usually many records needing export to your accounting package there are several powerful features on this page to assist you in selecting the correct records Table 5 1 lists these features Fomtem Deserption O Clicking on a row Click either on a row or in the check box to check or uncheck the individual record for export Only checked recor
174. ired for compound filters that contain more than two 2 conditions Items in brackets are always checked first To illustrate how the use of brackets can change a filter refer to the following three examples sex M and family name begins with S or family nam begins with W The above filter gives all males whose last name begins with S AND any person whose last name begins with W because the filter works from left to right sex M and family name begins with S or family nam begins with W The above filter gives all males whose last name begins with S or W because we have given preference to the items in brackets sex M and family name begins with S or family nam begins with W The above filter gives all males whose last name begins with S AND any person whose last name begins with W You can see that by moving the brackets or not using brackets at all can produce quite different results Table 26 3 Connections STEP 4 After choosing a connection finish the filter by selecting the appropriate field of interest another operator and the appropriate value s STEP 5 Click OK Check the filter displayed for correctness Click OK again to put the filter into effect Saving and Restoring Filters Once you have a filter working properly you can save it for use at a later date To save a filter do this STEP 1 Click the SET FILTER button to display the filter builder STEP 2 Click the MORE gt gt gt bu
175. itor to edit or define new accounts Tax Receipt Mgr Click this to use the Tax Receipt Manager for creating tax receipts or Substantiation of Contribution reports Refer to the Tax Receipt Manager description later in this chapter Browse Click this to view Giving records in a spreadsheet format The records shown depend on the current filter by default the filter is the current batch date Click this to exit the Giving Manager Table 11 5 Giving Manager Buttons Adding POSTing New Records To add giving records begin by creating a new batch date or by selecting an existing batch date from the QuickSearch list Next enter data in the Data Entry Area at the top of the form When satisfied with the entry click POST or SPLIT to post the data Use SPLIT only if the offering is to be split among several giving accounts When you POST or SPLIT an entry a record will be added to the table grid on the tab labeled Batch Contribution Data assuming the current filter allows it Faster Data Entry When you begin adding your first giving records you may find that the process is a bit awkward and slow The trick to making the data entry go faster is to avoid using the mouse Practice these steps and you will soon become quite proficient at data entry We ll assume that the cursor is already located in the envelope number or name field Step 1 Enter an envelope number or name Press the TAB key If you entered an envelope number you will need
176. ix Chapter 21 The Query Manager and SQL Queries lllllllellllll 21 1 The Query Manager Form ssssllseeele hh 21 1 Running a Query erah dano irea ae ler 21 2 Runaway Queries isulsseleseleeelee esr 21 2 Tables With Protected Access lsillsilleilel n 21 3 Storing and Retrieving Queries 0 00 nh 21 3 SQL QUENES e 21 3 Technical Syntax cunca bhi Gee eI a de hae eas ea ea ee ee eee ee 21 5 Visual FOXPRO Built In Functions and Operators 00000 eee eee 21 5 Example Queries 0 0000 cee ete eee 21 8 Complex Queries Using Joins nassa aaan 21 10 Chapter 22 The Bible Manager 000ce ccc ene e enn n ene ene nen ees 22 1 The Bible Manager Form 0 00 c ce hr 22 1 Selecting a Translation and Changing the Format 0000 e eee 22 2 Searching Copy and Paste 0 0 cee 22 2 Printing Selected Text 00 c cee 22 2 Chapter 23 The Hymn Manager 000 ce cece nee ene e ene eee eee 23 1 The Hymn Manager Form 0 00 cece hh rh 23 1 FormIt mis ss een rae VID whe eed EGxenst evene TNIX EPIS Se E et ea 23 2 Searching Copy and Paste iere nerea e Ane O Ey E E EO OE Eat 23 2 Chapter 24 The Backup Manager 00c0 cece eee e enn eens 24 1 Backup Strategy uos ere RR te acerca ype RR RR HD A e 24 1 What the Backup Manager Does 00 0 cece eee e 24 1 sing Elopples 4 reet eee rr eee Ee eT MEME dera a
177. kSearch list is a quick way to locate items of interest The QuickSearch lists have a keyboard search feature built in You can quickly search the list by first selecting it click on an item in the list and then by typing the first few letters of the item you are looking for In addition the Quick Search list is horizontally sizable Click on the area between the right side of the list and the form and then drag to resize Refer to the example below Members niu Managen In many cases you can delete the selected item in the QuickSearch list Full by pressing the DELETE key on your Evans Jim keyboard 8 Evans Jim Fan 8 Evans Lori Johnson Adam Ak Smith Peter a Click and drag in this area to resize Figure 2 7 Resizing QuickSearch List e Column Width Sizing Many of the ChurchWatch forms have grids or tables in them Each of the columns within the grid are sizeable The ChurchWatch SmartForms will remember the size of the columns and restore them automatically next time you open the form To resize the width of a column click on the vertical bar between the columns and drag the column to a new size Refer to the example below GANE Managen ta Entry For Batch 2003 10 13 2003 10 13 Env 3 Or Name Evans Lori Amount Receiptable Set Auto Load Account Comment Batch Contribution Data Batch Summary YTD Statistics
178. kup of all your ChurchWatch data for the current church only Launches the Restore Manager to restore data that was previously backed up with the Backup Manager to the current church only Shows a calendar Archives all giving data and all expired pledge data and clears the giving table Gives access to printer properties Useful mainly when modifying or creating new reports A simple puzzle game Exits ChurchWatch Used to recall deleted text or correct a mistake Useful only in data field entries Undo does not recall deleted records You may also use the CTRL and Z keys at the same time as a shortcut Used to undo the undo replace the previous item You may also use the CTRL and R keys at the same time as a shortcut Copies the highlighted text to the clipboard and deletes the highlighted text You may also use the CTRL and X keys at the same time as a shortcut Copies the highlighted text to the clipboard You may also use the CTRL and C keys at the same time as a shortcut Pastes the Windows clipboard contents into the current data field or edit window You may also use the CTRL and V keys at the same time as a shortcut 2 2 u Select All a Find a Mass Edit m Preferences Forms Menu Menus Toolbars and Shortcuts Highlights selects all text in a data field or in the Bible and Hymn Managers Note that your cursor must be inside the edit window for this item to be active Launches the find text
179. l Foxpro There are also internet web sites and newsgroups dedicated to Visual Foxpro and lots of good information is available there Deleting a User Defined Report Only user defined reports can be deleted Select the report you want to delete and then click the DELETE button What To Do If The Report You Need Is Not Listed Naturally we didn t think of every report that might be useful to you If you need a report that is not listed and you are not comfortable or able to create your own reports White Mountain Software can create the report for you for a small hourly fee New reports typically take less than one hour to create so the costs can be quite reasonable for important reports you need Ownership of new reports remains with White Mountain Software and will be included in future versions of the software Contact White Mountain Software for current labor pricing ChurchWatch User s Guide 20 13 The Report Manager ChurchWatch User s Guide 20 14 The Query Manager a Chapter 21 The Query Manager and SQL Queries Pa The power and speed of the Query Manager to retrieve data from your ChurchWatch databases is rather astounding Queries are a way to specify what you want to retrieve from the database tables without telling ChurchWatch how to do it Virtually any combination of data can be retrieved making this a great way to retrieve data that is not covered in the existing reports and to create interesting reports and statis
180. lay Sound card and speakers Analog Modem for phone dialing Backup disk drive Single User Installation To install ChurchWatch simply insert the program CD into your CD ROM drive and close the door After a few seconds an installation screen will appear If the installation screen does not appear you can run the setup program manually as follows T Click the Windows Start button 2 Choose Run 3 Type d setup exe you may need to replace the d with the drive letter of your CD ROM drive 4 Click the OK button Follow the instructions to install ChurchWatch We recommend installing to the directory C Program Files White Mountain Software ChurchWatch3 but you may choose any directory on any drive Network Installation Network installation requires the purchase of additional licenses and a separate special workstation installation CD for each workstation on the network The single user copy of ChurchWatch is installed on the network file server and the workstation installation copies are installed at each workstation ChurchWatch can operate on any network that supports peer to peer file sharing under Microsoft Windows If you can see the server s drives under Network Neighborhood or My Network Places in the Windows Explorer you can likely run ChurchWatch on your network ChurchWatch User s Guide 1 3 Installation and Overview To install the server copy 1 Choose one computer to be a file server This should be yo
181. le quotes can be used SELECT FROM HOUSE WHERE UPPER ALLT FAMILY NAM SMITH Complex Queries Using Joins Suppose you have to find all people with a birthday in June and retrieve only their address information This is a complex query that requires us to join two tables House and People since the birthday information is in the People table but the address information is in the House table To join two tables you must find a field that is the same in both in this case the family id field Here s how it works SELECT HOUSE FROM PEOPLE HOUSE WHERE MONTH BIRTHDATE 6 AND HOUSE FAMILY ID PEOPLE FAMILY ID The part underlined above is called the join condition since it sets the condition that joins the two tables together In this case the family id field must be the same in both tables in order to combine the records You can join as many tables as you like As you can see from the above examples the possibilities are limited only by your imagination Experiment with the Query Manager and see what you can come up with ChurchWatch User s Guide 21 10 The Bible Manager Chapter 22 The Bible Manager e The Bible Manager is included in ChurchWatch at no extra cost The Bible Manager can t compete with true Bible Management Software but it does give you several translations and the ability to search and copy text into other Windows applications You can also open multiple copies of the Bible Manager in order to
182. lear Call Log 6 Properties Modem Phone Book o Exit Select New Delete lt lt Close Figure 26 2 Phone Dialer Form You can display the Phone Dialer by clicking one of the DIAL buttons on the Membership Manager form You can also access the Phone Dialer from the main menu under FORMS or from the main ChurchWatch toolbar Table 26 1 explains each item on the Phone Dialer Form Formitem Doesenpton Fields in Top Left These fields display the current name and current number being or about to be dialed Numeric keypad Click the numbers on the phone pad to enter a phone number directly Note that you can also place the mouse cursor in the top field and type in a new number from your keyboard Click this button to clear the current name and number ChurchWatch User s Guide 26 2 The Phone Dialer Fomtem Description Call Log Click this button to access your call log The present version of ChurchWatch is not capable of storing call times but does record who you called and when Call Log Jot x Date Time You Called 2001 11 21 09 49 PM Peters 111 2222 Delete All Exit Properties Click this button to setup your dialing properties such as location call waiting dialing prefixes etc Click this button to select and setup your modem Phone Book Click this button to display your phone book Each user of ChurchWatch has their own personal phone book You cannot s
183. len Salutation LNF Families Mr Joe amp Mrs Helen Smith Joe amp Helen Smith Joe amp Helen Smith Salutation FNF Families The Smith Family The Smith Family The Smith Family Head LNF Families The Smith Family The Smith Family The Smith Family Head FNF Families Smith Mr amp Mrs Joe Smith Joe amp Helen Smith Joe amp Helen Titles LNF Families Mr amp Mrs Joe Smith Joe amp Helen Smith Joe amp Helen Smith Titles FNF Table 15 1 Salutation Formats Using Titles If a title Mr Mrs etc has been defined for a person ChurchWatch will use it if you check the Use Titles Where Available box Preferred names are also used if available Setting the Output Order You can choose the sort order for the Mail Manager s output by using the pulldown list near the bottom of the main page The default order is by family name ChurchWatch User s Guide 16 3 The Mail Manager Selecting People For Mailings To choose a person for a mailing click on the name in the left list and then click the right facing arrow You may select more than one person at a time by pressing the SHIFT key while clicking You can move all people in the left list to the right list by clicking the right facing broken arrow Use the left facing arrows to remove people from the mailing selection list Tip Toseea sample label format click on a name from those you have selected in the list on the right Note Decease
184. licate serial numbers ChurchWatch will warn you before proceeding and this practice is not recommended 11 20 The Giving and Tax Receipt Managers Options Page Tax Receipt Manager Thank you for your donation n o Receipt tor EN XN Figure 11 11 Tax Receipt Manager Options Page ChurchWatch User s Guide 11 21 The Giving and Tax Receipt Managers Formitem escrito O Label Stock If you are printing mailing labels you must choose a label stock Many different label stocks are supported If yours is not listed choose one of similar size If you are printing to printer ChurchWatch will prompt you to load the printer with the label stock Left Label Margin If you would like more margin on the left side of the labels enter a number of spaces in this field Skip x Labels To finish using label sheets that are partially used enter the number of labels to skip in this field Labels are skipped at the start of the job Substantiation Text Click this button to edit the text that appears on the Substantiation of Contributions Report Only Include Amounts The Substantiation of Contributions report includes any amount greater or equal to this value The default is 250 00 Double Spaced Reports Check this box for double spaced reports One Donation Per Receipt Includes only one donation amount per receipt This is not particularly useful in a church but is intended mainly for charities that must give a receipt for every tr
185. ling labels in many different formats bulk e mail and even name tags for special events This chapter explains how to use the mail manager Choosing People and Families io xi Choose Recipients Form Letters Mail MergejLabels Bulk E Mail Name Tags STEP 1 Choose the Families People to be included in letters labels mergesemail tags Filter List All People Include in Letter Merge Labels Format m Adams Peter amp Anne Family i Choose From This List tien Paul Nace feniiy Families gt r r Smith Adam amp June Family People Families Salutation Contact Titles Name Order LNF C FNF Click name to see a sample label Use Titles Where Available Mr Mrs Output Order Family Name Y Figure 16 1 The Mail Manager The first step before creating any mailings is to choose the families or people that will be included in the mailing The Choose Recipients page of the Mail Manager is used for this purpose Refer to figure 16 1 The main list at the left lists all the people or families that you can choose from You can change who is listed by selecting a filter from the Filter List pulldown You can also change the format of the salutation by selecting one of the format radio buttons This is all explained in more detail in the following paragraphs ChurchWatch User s Guide 16 1 Filtering the People List The Mail Manager Generally the initial list
186. log box that appears Changing field contents To change the contents and format of a field simply double click on it A dialog box will open to allow you to change the table field the report field is tied to You can also change format in this dialog Again we recommend any book that explains the Foxpro Report Designer Adding objects To add an object select one of the Report Controls toolbar items and then click Adding fields and drag to desired size on the report Aligning fields Select the fields you want to align and then use one of the toolbar buttons on the Report Layout toolbar Changing colors Select a field or report object then select a color from the color palette toolbar Table 20 2 Report Operations To exit and save the report close the Report Designer window Churchwatch will ask if you want to save your report changes Advanced users can also change the software code underneath the report Again this is a complex operation that requires a good understanding of programming Visual Foxpro or xbase languages and the table formats listed in Appendix A of this manual Programming in Visual Foxpro is a topic that also goes well beyond the scope of this manual However with the Report Designer and access to the code there are no limits to the reports you can create when an experienced programmer is at the helm Feel free to browse the report code to get some idea of how the reports work When finished with the report modifi
187. lter Clear Filters Add Person Move Person Copy Del Find Find Next Ke Browse QuickReport Exit Figure 8 2 Displaying the Family Photo Under the QuickSearch List ChurchWatch User s Guide 8 4 The Membership Manager Church Directories ChurchWatch provides several church directory and photo directory reports Occasionally families do not wish to be published in the church directory In addition you probably do not want to list casual visitors contacts and vendors in the church directory The Publish in Directories checkbox is used to indicate if this family household should be published or not Check the box to publish a family or uncheck it to hide the family from church directory reports You can also specify the level of detail that you want published Choices are No Restrictions Publish Name and Address Publish Name and Phone and Publish Name Only Type of Contact The Membership Manager can keep track of several types of contacts The type is selected on the Main Address page Church Family refers to a family that either attends regularly oris acasual visitor Temporary Giver refers to someone who gives an offering and must therefore be tracked for tax purposes but does not attend church regularly Temporary Givers can be automatically deleted at year end when the giving and pledge data is archived This item is discussed in more detail in the Giving Manager chapter 11 Contact refers to a person or
188. ltering you would add a second condition to create a compound filter STEP 1 Click the SET FILTER button again to edit the filter STEP2 Click the ADD button in the filter builder to add the second condition This time you will notice that the filter condition form has changed It now includes a Connection field Y Filter Condition Connection Field Operator mm Family Has Photo is Yes owe sen Figure 30 5 Filter Condition Form Compound Filter STEP 3 Choose a connection type This is where things get more difficult Refer to table 30 3 for help and Logical AND A AND B means that both A and B must be true In the filter example below gender must be male AND family name must begin with W This is the filter you would use for the example we are working on e g sex M and family nam begins with W This would give a list of all males whose last name begins with the letter W Logical OR A OR B means that if either A or B is true the field is accepted in the filter For example if we wanted all males OR people with a family name beginning with W the filter would be e g sex M or family nam begins with W This would give a list of all males AND any person whose last name begins with W ChurchWatch User s Guide 30 6 Data Filtering Filter conditions always work from left to right If you would like to override the order you need to use brackets Brackets are usually only requ
189. ly logged into ChurchWatch You cannot see the to do items or mail messages for other ChurchWatch users since these are treated as private You can modify what s viewed on this form by checking or unchecking the check boxes on this form Note f security is turned off on the SETUP SECURITY page the ChurchWatch Today page will treat all entered to do items as public and not assigned to any specific user In this case anyone using ChurchWatch will see the same list In addition no mail notices will be displayed Tip Ifyou don t want the ChurchWatch Today page to be displayed on startup you can turn off this feature in the SETUP form on the USER PREFERENCES page ChurchWatch User s Guide 3 1 ChurchWatch Today ChurchWatch User s Guide 3 2 Setup and Maintenance Chapter 4 Setup and Maintenance a Before using ChurchWatch for the first time you will need to enter your church s name and address and review some of the ChurchWatch setups For convenience all ChurchWatch setups are done on one form You can access the SETUP form from the main menu from the top of screen menu under EDIT PREFERENCES or from the Shortcut Toolbar The SETUP form also allows you to setup other preferences Some of these are user specific One User while others will apply to all users All Users of ChurchWatch The SETUP form is organized into a series of pages The following tables explain each of these pages Setup Maint
190. male second is female and all following are male Table 4 9 Behavior Page ChurchWatch User s Guide 4 10 Setup and Maintenance SETUP PAGE 10 Events ChurchWatch permits recurring events to be defined You can adjust some of the parameters of this feature to optimize the performance of ChurchWatch Recurring Events Classes When you define a recurring event or class ChurchWatch looks All Users ahead a specific number of days to auto define future events You can set the number of days that ChurchWatch looks ahead here The lower this number the faster ChurchWatch will perform the look ahead and other event based operations You can also cause an immediate look ahead if you change the number by clicking the LOOK AHEAD NOW button Data Integrity When this box is checked ChurchWatch will check your Facility All Users Resource and People schedules for schedule conflicts whenever an event or class is created or changed Note that on slower computers this may be a slow operation Uncheck this box to turn off the schedule check and speed up the operation of ChurchWatch when creating or changing events The CHECK NOW button can be used to force a manual check at any time regardless of whether the checkbox is checked or not Attendance Data By default ChurchWatch never deletes attendance data You must All Users manually purge the attendance data to free up disk space Enter a date and click the PURGE button Finally go to the
191. mber Of course this second method will require several entries to complete the attendance for a single event because you likely have several membership levels to keep track of Step 2 Enter the attendance how many people attended Step 3 Click the SAVE button to save the attendance The record will be shown in the summary list beside the SAVE button To correct a record select the category again and enter a new attendance number Click SAVE and the record will be automatically updated Use the DELETE button to delete a record Attendance Details Page Attendance Manager E lal x 2003 11 02 09 30 AM Sunday Am Service 1 List Events C List S S Classes Filtered 2003 11 02 09 30 AM Sunday Am Piet 2003 11 02 11 00 AM Sunday Am Servic 2003 11 03 06 10 PM Board Meeting X Attendance Summary Attendance Details Meeting Minutes List Filter Mark All Present Mark All Sick All People Mark All Excused Unmark All A B c piEIFIG H I1 3 K L M Papae Report N O P R s T u viwix v z Scan Show colors C Show Grid Lines Keep attendance summary up to date alphabetical Order Family Order Adams Anne Adams Peter Johnson Eve Johnson Mary Johnson Paul E mith Adam Shortcuts Select name then 4 Absent P Present E Excused S Sick Advanced Fiters Purge By Date Purge Delete Exit Figure 15 3 Attendance Manager Details Pa
192. mers For tax reporting purposes offerings gt 250 must be substantiated In the rare case where two or more offerings are given on the same day by one person they will be treated as a single offering If the total amount for the day is gt 250 it will appear on the Substantiation of Contributions Report A Word or Two About Envelope Numbers Envelope numbers are optional in ChurchWatch You can enter offerings by envelope number or by name Tax receipts are issued to single persons not families or even envelope numbers although spouse name can optionally be shown on the receipt also The same envelope number can be assigned to more than one person in the same family If you use the envelope number when entering the giving data and if the envelope number is shared by more than one person in the family the offering will always be credited to the main contact of the household This is of no consequence at least in Canada since either the husband or wife can claim the receipt regardless of who s name appears on it The exception to this would be if a child in the family or any person who is not the husband or wife shared the same envelope number Again the offering would be credited to the main contact of the house You need to understand these concepts if you decide to use envelope numbers ChurchWatch User s Guide 11 3 Batches The Giving and Tax Heceipt Managers In ChurchWatch giving records are always entered in sessions or b
193. mfortable with You can also change the sort order of the list simply by clicking on the column header The width of the fields in the grid can be resized left and right by clicking between the column headers and then dragging either left or right You can also change the row height by clicking between the rows and then dragging up or down To reduce the list of records you are dealing with you can set a data filter in step one refer to Chapter 30 for information on data filters ChurchWatch User s Guide 5 13 Step 3 Performing the Export Import and Export Managers As of ChurchWatch Version 3 you can now specify the deposit account that transactions will be credited to Each Account Name is associated with one Deposit Account Name The association is made in the Accounts Editor LISTS gt ACCOUNT NAMES Liles Data Entry YTD Statistics Monthly Statistics Date Created 2003 10 13 Account Account Name Budget Goal Goal is Deposit Acct Comment C Tax Receiptable Deposit Account is Entered Here per year Figure 5 11 Setting the Deposit Account Name In the Export Manager once all desired records have been checked click the FINISH button to begin the export When prompted enter the file name of the file you want to place the export data in You may enter a file extension but it will be replaced with IIF QuickBooks or QIF Quicken For our example above here is the
194. n Appendix A to determine which of your fields can be properly imported into ChurchWatch Take note of the type of field ChurchWatch can accept numeric character logical etc m Choose the file type you want to import from ChurchWatch supports Comma delimited text file TXT BEST CHOICE Blank delimited text file TXT Semi Colon delimited text file TXT Tab delimited text file TXT Foxpro and Xbase DBF file DBF Microsoft Excel files V2 V4 V5 V7 XLS Lotus Symphony file WRK WR1 Lotus 1 2 3 file WKS WK1 Symbolic link SLK System Data Format SDF Microsoft Multiplan MOD Visicalc DIF Framework II FW2 Paradox DB Rapidfile RPD e Decide on how to uniquely define each family You can use a numeric family id or ChurchWatch User s Guide 5 1 Import and Export Managers a family name but since many families have the same last name and since members of the same family may have different last names we recommend assigning a temporary family id code to each family Each person in the family should have the same numeric family ID code Note that ChurchWatch will replace these temporary family IDs with new ones of its own choosing 4 Create a file of the chosen file type using your existing Church Management software database or some other software Use only the fields you chose in step 1 and take note of the order of the fields in the file Append your temporary family ID co
195. n Jane EB C Male Contact Birthday f Female Spouse 13 10 1364 Eg v Publish Age C Child 39 years Other Anniversary Father IPTE ERES mre I ie Len Liste Pipe 16 years iced _ Set Cr GoTo Add Family Add Person Move Person Del Find Find Next i lt lt gt gt gt gt Set Filter Clear Fiter QuickReport Browse Exit Figure 8 3 The Person Level Pages 49 Zoom Notes ChurchWatch User s Guide 8 8 The Membership Manager The person level is made up of twelve 12 pages Page Title Description Personal information such as names gender authority marital status free form notes Church Information that is church related such as membership level key dates etc Contact ChurchWatch is capable of storing extensive contact information for a person including several phone numbers work related information and e mail addresses There are also two user defined phone numbers on this page or any other form of information you might want to store T amp T stands for Time and Talents This page is a summary of each persons ministry skills general skills spiritual gifts interests hobbies etc Giving The Giving page is a summary of a person s giving and pledges year to date The page is viewable only if you have been given giving access privileges and the information is read only This is also where you assign an envelope number This page is a summary of all church g
196. n click NEXT to preview your merge MAIL MERGE USING MICROSOFT WORD 97 tm 1 Create a mail merge data file using the ChurchWatch Mail Manager Make sure the Add a Field Name Header checkbox is checked 2 In Word click on TOOLS MAIL MERGE 3 Under Main Document click CREATE and then choose what you wish to create form letter labels etc 4 Click Active Window to use existing document or New Main Document to create a new document 5 Under Data Source click GET DATA Choose OPEN DATA SOURCE 6 Choose the merge output data file you created in step 1 7 You may get a message at this point and if so click on Edit Main Document 8 Near the top left corner of the screen click on Insert Merge Field to insert a field from the merge data file Continue this process to create your merge document template 9 When done Click on TOOLS MAIL MERGE again Under item 3 click the merge button to perform the merge 10 Follow the Word instructions to complete the merge to a new document ChurchWatch User s Guide 16 10 The Mail Manager Bulk E Mail NH ie M NU LN tter body as Ehe text For the e m Um m ae VOR RE NR NS M Board Meeting Cancelled SORA Y v Send the lette son s home E Mail address EY Send Ehe lett Mail address XU E NANENANE TES ESRI This page allows you to send e mail to the people or families you have selected on the Choose Recipients page provided that each per
197. nager Cema OOOO O I HN PAGE 1 Value Monetary value of the item Keywords You can enter a set of keywords to help you find the item at a later date Keywords should be separated by commas and should contain no spaces For example Parenting Children Discipline Status Loan status of the item Description Enter any free form notes or comments in this text box PAGE 3 Scan Library Card For more information see paragraphs below concerning barcode use Here Select Manually If not using barcodes you can manually select a person from your membership database here Name of the person who has the item borrowed Set the date that the item is due back Set for Normal Click this button to set the due date based on the normal loan period also set on this Loan Period page Scan Library For more information see paragraphs below concerning barcode use Item s Here ChurchWatch User s Guide 19 2 The Library Manager Check Out If you are not using barcodes click this button to check out the item manually Manually Clear List Click this button to clear the check out list This should be done before beginning checkouts for a new person Print On Loan List Click this button to print the check out list This is a handy report to give to the borrower for easy reminder of what was borrowed and what needs to be returned For more information see paragraphs below concerning barcode use Scan Library Item s Here Check In Manually I
198. nager also copies ALL files from the following folders found under the main or sub church Church Watch User s Guide 24 1 The Backup Manager folder ARCHIVE Past giving years archived data PHOTOS Photo files SIGS Digital Signatures In fact you could do your own backup by simply copying the above files to a safe location or you could write your own backup software You could also use third party backup software and schedule the above files for back up each night The Backup Manager will remember the date and time of the last backup In addition it can backup the giving archive folder and gives you the option of skipping system files Note Because the Backup Manager just copies files if a single file does not fit on the destination media the Backup Manager will display an error and stop This problem would likely show up in large churches that backup to a floppy drive Using Floppies The Backup Manager will support copying files to a floppy disk but we do not recommend this practice for several reasons 1 Floppies are notoriously unreliable 2 Backing up to floppy drives is very slow 3 If a single file is too large to fit on a single floppy the Backup will fail The Backup Manager will not split files across disks 4 You will probably need several floppies and must keep them in order We recommend the purchase of a tape backup or removable disk system as these can be purchased at a reasonable price and are far more
199. nagers Some rules regarding PAR imports 1 All data in the file must be numeric 2 The data file must be ASCII delimited text 3 Do not use a header record in the file 4 All data goes to the current batch date note the header at the top of the PAR Import Form Proceeding With the PAR Import Click the IMPORT button in the PAR Import form to perform the import You will be prompted for a file Locate and select your import file name The data will be imported into a temporary table and displayed as shown in figure 11 8 ioi x Review your data and either post or cancel NOTE Red records indicate invalid envelope RecmMuM FIRST_NAME Lasr NAME Budget Missions Building Fund ENY_NUM eme 300 00 20 00 50 00 0 00 400 00 0 00 a a a Cancel Figure 11 8 Completing the PAR Import Review the data and if satisfied click the POST button to commit and save the data Otherwise click the CANCEL button ChurchWatch User s Guide 11 14 The Giving and Tax Heceipt Managers The Tax Receipt Editor The Tax Receipt Editor gives you a much better view and control of the offering amounts included on any given tax receipt There are also some simple operations you can perform iix Receipt Individual 000000 1 ENY None Person ID 7 Michl Joe Tax Year 123 Any Street 2003 Anytown SK S7K 1W6 Items On This Receipt Grand total on this receipt is 60 00 Move E
200. nal lowercase y s to the end of the field in the Short Date Style field or select a string that has yyyy in it Click Apply when you re finished Handling Multiple Churches ChurchWatch 3 easily handles multiple databases or multiple churches More information follows in chapter 2 and chapter 4 ChurchWatch User s Guide 1 10 Menus Toolbars and Shortcuts Chapter 2 Menus Toolbars and Shortcuts ChurchWatch provides three different main menus to give different forms of access to the ChurchWatch Managers and other features This chapter describes the menus and ChurchWatch toolbars in detail Top of Screen Menu The main menu found at the top of the screen is the usual Windows pull down type of menu There are menu items for File Edit Forms Lists Window and Help For more detailed information on the sub menu items in these menus refer to the applicable chapter in this user s guide A summary follows File Edit Forms Lists Window Help p DENTES GADKA EBS SA mw CNAs A Figure 2 1 Top of Screen Main Menu and ChurchWatch Toolbars Tip The underlined items in the menus and on buttons indicate keyboard shortcuts Press the ALT key at the same time as the indicated letter to activate the menu item or button File Menu Statistics This item displays statistical information about your database tables including the number of records in each table and the number of deleted records in each table
201. nal support contract has been purchased and is active If you have a problem with a defective CD and or diskettes or with the installation or operation of the program contact White Mountain Software directly U S Government Restricted Rights The software and documentation are provided with restricted rights Use duplication or disclosure by any of the state local or federal government in or of the United States of America is subject to restriction as set forth in subparagraph c I iii of the Rights in Technical Data and Software Restricted Rights at 48 CFR 52 227 19 as applicable Governing Law This license agreement shall be governed and determined by the laws of the Province of Saskatchewan Canada and shall be subject to the exclusive jurisdiction of the Courts of the Province of Saskatchewan Canada to which you agree to attorn and submit White Mountain Software 610 Bronson Cres Saskatoon SK Canada S7J 5E5 Copyright Notices and Trademarks This software and documentation is protected by Canadian and United States copyright laws and by international treaty provisions ChurchWatch and this User s Guide are Copyright c 2003 by White Mountain Software All Rights Reserved Microsoft and Foxpro are registered trademarks of Microsoft Corporation Windows and Windows NT are trademarks of Microsoft Corporation Eudora is a registered trademark of QUALCOMM Incorporated Outlook is a registered trademark of Microsoft Corporati
202. name Click the sign to collapse the family list again Add Family Click this button to create a new household You will be prompted for the family name This is usually the last name of the main contact Add Person Click this button to add a person to the currently selected household You will be prompted for the first name Click this button to move the currently selected person Swap Click this button to swap the main and alternate addresses for the current family Handy when families move out to the cottage for the summer Click this button to copy the address presently in view to the Windows clipboard You can then paste the address into any other Windows application The paste operation in most Windows applications is CTRL V You may also find it under EDIT PASTE in the top of screen menu for the application of interest This feature is very handy for copying formatted addresses into word processors and spreadsheet applications Pcode Zip Globe Click the globe button to have ChurchWatch access the internet to produce a map showing the location of the address based on the street address and or postal code or zip code At the very least the postal zip code must be valid and you must have a live connection to the internet Phone Click the phone buttons to open the phone dialer E Mail Click the email button to open your email program with the email address of this family already filled in for you Your email program must s
203. name that matches the digitized signature It will appear under the signature on tax receipts and reports Use of a digitized signature is optional but recommended to save time ChurchWatch User s Guide 11 2 The Giving and Tax Receipt Managers Digitized Signature To reduce your work load at tax time you may enter a digitized signature file The digitized signature is used on tax receipts and tax reports The signature file must be a BMP JPG or GIF graphics file Click the SET SIGNATURE FILE button to select the signature file Click the CLEAR button to remove the signature file Click the TEST button to view a sample tax receipt with your signature We recommend testing your signature before printing any receipts Tip Use a thick dark felt marker to create your signature Then scan it into a BMP GIF or JPG file In addition eliminate as much white space as possible before importing into ChurchWatch Table 10 1 Giving Setups Currency Symbol You can also set the currency symbol used by ChurchWatch on the FORMATS page of the SETUP form The default symbol is Giving Accounts You will need to plan and setup your giving accounts before entering giving or pledge records Refer to Chapter 6 for information on creating and maintaining giving accounts How Offerings are Grouped An offering is defined by ChurchWatch as any amount s given on one particular date This is an important concept to understand for USA custo
204. nce Manager Church Watch User s Guide 15 2 The Attendance Manager muon scription ooo Advanced Filters Purge By Date Delete Click this button to change what is displayed in the event list The following options will be displayed Advanced Filters Show a specific event class Sunday Am Service 1 Between 2 dates 2003 11 03 2003 11 03 f OK Cancel Figure 15 2 Advanced Options Click this button to delete ALL attendance information for the selected event prior to and including a date that you provide This deletes attendance and meeting minutes data for the selected event only Note Since ChurchWatch never automatically deletes attendance data you should purge your data once in awhile to preserve disk space A complete purge for all events prior to and including a date that you specify can be performed in the SETUP form under the EVENTS page Click this button to delete ALL attendance information for the selected event occurrence only This deletes attendance and meeting minutes data for a single selected event occurrence only Click this button to delete the selected event occurrence This operation is of limited use and requires some explanation ChurchWatch looks ahead to recreate future event occurrences every time you start ChurchWatch For this reason deleting a future event occurrence will have no lasting effect since ChurchWatch will just recreate it Deleting past event occurrenc
205. nce of individual licenses with White Mountain Software 2 Use copy modify alter or transfer electronically or otherwise the software or documentation except as expressly allowed in this agreement 3 Translate reverse program de assemble decompile or otherwise reverse engineer the software 4 Sub license or lease this program or its documentation Term This license is effective from your date of purchase and shall remain in force until terminated You may terminate the license and this agreement any time by destroying the program and its documentation together with all copies in any form White Mountain Software may terminate this agreement if you fail to comply with any of its terms or conditions Upon any termination of this license you agree to destroy the licensed software and its documentation together with all copies modifications or portions of them in any form You must provide us on our request written certification of such destruction Limited Warranty White Mountain Software warrants that for a period or ninety 90 days of normal use from the date of original purchase as evidenced by your receipt the CD and or diskettes on which the software is recorded will be free from defects in materials and faulty workmanship and the software will function substantially as described in the enclosed program documentation Except for the aforesaid warranty all products delivered pursuant to this Agreement are delivered on an
206. nd view more classes There are a number of options available to you if you right click on a QuickSearch list item or on the QuickSearch title ChurchWatch User s Guide 14 3 The Sunday School and Class Manager Details Page and Recurring Classes The details page is the main page of the Class Manager Use this page to set the dates and times for the class You can specify if you would like a reminder and if the class is to occur more than once and optionally when it stops recurring Table 14 2 lists the items on the Details page Fomtem Description O Class ID The Class ID is used internally by ChurchWatch and cannot be modified Publish in Calendars Check this box to allow the class name dates and times to appear in church calendars Exclude in Conflict Check this box to exclude all occurrences of this class from schedule conflict checks Checks From To Set the initial from and to dates and times using these fields You can also click the CALENDAR button beside each field to display a calendar for more easily selecting a date You will still need to set the time properly Frequency Use the frequency options to set whether the class occurs only once or recurs several times There are several sophisticated options available to you here If you have a more complex class schedule you will need to manually create each class as a one time occurring class However the options available in ChurchWatch will allow you to setup most class sc
207. ndance Reports related to attendance at events and classes Directories Several church directory formats and phone listings m Events and To Do Reports related to events and your to do list Giving Reports related to contributions and giving statistics m Households Reports related to families and the Memb Manager People Reports related to people details and the Memb Mgr m Phone Dialer Reports related to the phone dialer m Pledges Reports related to pledging pledge statistics and pledges vs giving ChurchWatch System manager reports m Special Needs Reports related to people s special needs Time and Talents Reports related to people s time talents skills giftings interests etc m Sunday School Reports related to Sunday School and classes in general m Fac amp Res Reports related to facilities and resources m Sermons Reports related to the Sermon Manager Library Reports related to the Library Manager m User Defined A list of all reports you have modified or created Favorites All reports you have marked as favorite m Visitation Reports related to the Visitation Manager E Visitors Reports related to the Visitor Manager Getting a Complete List of Available Reports You can print a listing of all ChurchWatch reports including descriptions by selecting the Report Listing By Name or Report Listing Grouped By Type reports under the ChurchWatch category Note that only the ChurchWatch administrator has access to r
208. ndow Last Modified Shows the last time you modified this form letter Letter Destination Choose a destination for the form letter Note that when choosing Postscript File your printer driver must be capable of creating one Table 16 2 Form Letter Page Items Note that no formatting or font options are available on the form letter If more formatting options are required a mail merge using a popular Word Processor is suggested Tip When editing the form letter do not use carriage returns since the printed form letter will auto wrap words at the margins ChurchWatch User s Guide 16 6 The Mail Manager Mailing Labels Anl x Choose Recipients Form Letters Mail Merge Labels Bulk E Mail Name Tags Mailing Labels Label Destination Print Mailing Labels To Screen Label Stock To Printer To Postscript File Avery 4166 3 x5 Ww cal Avery 4166 3 in Hx5 in W 1 col C To ASCII File Left Label Margin 0 H spaces Skip o H labels 132 columns Mailing Merge O Create a Mail Merge File File a View Add a Field Name Header to the File Normal For Word and WordPerfect Mail Merges Figure 16 3 Mail Manager Mail Merge Labels Page Mailing labels are created using the recipients and the salutation format you chose on the Choose Recipients page Printing the mailing labels is as simple as this 1 Check the Pri
209. ndows application such as a sermon in a word processor To search for a character string in the text first click inside the edit window to make sure it s active and then select the EDIT menu at the top of the screen and select FIND or just press CTRL F as a shortcut Then enter the text you wantto find and click the FIND NEXT button Note that the usual Windows operations such as SHIFT CLICK to quickly select a block of text work inside the edit window You can also select all text by choosing EDIT SELECT ALL from the menu at the top of the screen Tip Your insertion point must be inside the edit window for search and copy operations to work Click inside the edit window to move the insertion point Printing Selected Text You can send passages to the printer by first selecting the text you want to print click and drag the mouse and then by clicking the PRINT button ChurchWatch User s Guide 22 2 The Hymn Manager Chapter 23 The Hymn Manager The Hymn Manager is very unique to ChurchWatch and nearly 700 hymns are included The Hymn Manager gives you the ability to search copy and add hymns into other Windows applications You can also open multiple copies of the Hymn Manager You can even add your own lyrics Warning All hymns have been taken from the public domain and no attempt has been made to authenticate or proof read them Use them at your own risk The Hymn Manager Form Hymn Manager Window 1 E
210. ne number User phone 1 User phone 2 Email address work Anniversary date Date of death embership level rue if member rue if deceased aiden name arital status User character field 1 User character field 2 User character field 3 User checkbox 1 True False User checkbox 2 True False User checkbox 3 True False User numeric field 1 User numeric field 2 User numeric field 3 User character field 4 User character field 5 User character field 6 Person s title Mr Mrs Preferred name True if person is prospect True if person in directory Person ID of father Person ID of mother Proprietary field Personal web page URL Driver for QuickSearch list True to publish work email True to publish home email True to publish age True to load last giving True if person is a visitor E Appenduen Structure for table Field Field Name PLEDGEDATE D H E i H Iw D Ez co 10 01 5 CO P2 S Q E Hj p 5D tn OZWAa Structure for table Field Field Name 1 NAME SCRIPT ERY 2 ODI Structure for table Field Field Name 1 AST RECPT Structure for table PROPRIETARY E Structure PROPRII GI th D za K Structure PROPRII LE th D zal K Structure for table Field Field Name RES ID NAM DAT COM ASSI AK OD ERIAL_NO P
211. ner NOTE The report toobars may appear docked at the top of the screen In addition to the Report Designer window two new main menu items will appear on the top of screen menu FORMAT and REPORT These two menus contain items related to report modification ChurchWatch uses the Microsoft Visual Foxpro Report Designer Use of the Report Designer is a very large topic that goes well beyond the scope of this manual There are many excellent books available on the topic of Visual Foxpro and these should be available at a local bookstore or from amazon com The Foxpro Report Designer has not changed since Visual Foxpro version 3 so any book addressing VFP 3 or higher should suffice However there are simple changes that most people can make to reports without knowing much about Foxpro Table 20 2 lists some simple changes that almost anyone can make Resizing bands Click on the band border and drag down or up to resize the band Changing the position of fields Click and drag the field to a new location Deleting fields Click on a field to select it then press the DELETE key on your keyboard Church Watch User s Guide 20 7 The Report Manager Operation How To Resizing fields Click on a field to select it Several anchors squares will appear around the field Click on an anchor and drag to resize the field Changing font Click on a field to select it On the top of screen menu select REPORT and then FONT Change the font in the dia
212. ng church calendars and setting up reminders An event can be anything that happens at your church but should not include Sunday School or other classes as these are handled by the Sunday School Class Manager in a similar way Example of church events are Services Meetings Weddings Baptisms Funerals Examples of items that should NOT be placed in the Event Manager are B A doctor s appointment B Evangelism class It would be better to place the above items in your To Do list or the Sunday School Class Manager There are a number of event setups available on the SETUP gt EVENTS page Event Frequency The Event Manager makes it easy to define recurring events to greatly reduce the number of unique events you will need to create For example to track attendance at Sunday Services you could define an event titled Sunday AM Service set the initial date to the next Sunday and then set it to recur each Sunday thereafter When it s time to enter attendance the event of interest will be found in the Attendance Manager without having to enter it again Important Concept The Event Manager does not define event occurrences only event attributes Actual occurrences of the events with dates appear in the Attendance Manager and on calendar and event reports ChurchWatch Today and Event Reminders The ChurchWatch Today page will list all events scheduled for the current day You can also set a reminder and ChurchWatch will
213. nt You can specify if you would like a reminder and if the event is to occur more than once and optionally when it stops recurring Table 13 2 lists the items on the Details page Formitem scription The Event ID is used internally by ChurchWatch and cannot be modified Set a Reminder Check this box if you would like ChurchWatch to remind you before the event occurs You can also set when you would like the reminder to occur by setting the number of minutes or hours in minutes before the event Note that ChurchWatch must be running in order to receive the reminder Publish in Calendars Check this box to allow the event name dates and times to appear in church calendars Exclude in Conflict Check this box to exclude all occurrences of this event from schedule conflict checks Checks From To Set the initial from and to dates and times using these fields You can also click the CALENDAR button beside each field to display a calendar for more easily selecting a date You will still need to set the time properly Frequency Use the frequency options to set whether the event occurs only once or recurs several times There are several sophisticated options available to you here If you have a more complex event schedule you will need to manually create each event as a one time occurring event However the options available in ChurchWatch will allow you to setup most event schedules that you will encounter Recurs Until If the event s
214. nt Mailing Labels checkbox 2 Choose a label stock that matches your labels If your label stock is not listed choose one that is similar in size 3 Choose a label destination and click the BEGIN button at the bottom of the form If more left margin is required you can set it before clicking the BEGIN button This will move the text on each label the specified number of spaces to the right In addition if you need to skip labels to use stock that is partially used enter the number of labels to skip Labels are skipped on the first page only ChurchWatch User s Guide 16 7 The Mail Manager Mail Merges When you select to create a mail merge ChurchWatch will create an ASCII comma delimited text file with the names and addresses of the people you have selected ChurchWatch normally adds a header record to the file to assist WordPerfect and Word in the mail merge Normally you will want to leave the Add a Field Name Header checkbox checked Here is some example output First_Names Last_Name Salutation Address1 Address2 City State_or_Prov Zip_Code Country Wes amp Amanda DRURY DRURY Wes amp Amanda 123 Any Street Saskatoon SK CANADA Milton PETERS PETERS Milton 456 Apple Street Saskatoon SK CANADA This type of format can be used by popular word processors as a mail merge data file or you can use it anywhere this type of a file would be useful Both Microsoft Word and Corel Word
215. ntered in this field This button is a convenient way to change the auto load attribute for the person you have selected in the name or envelope number fields Refer to table 11 1 fora description of the auto load feature Use of the type radio buttons is optional Set the type of transaction here None not used Check Cash Credit Card Gift In Kind If a check was given you can record the check number in this field Loose Cash button For loose cash entries click this button first to have the name and envelope numbers filled in Envelope 0 is reserved for loose cash Click this button to POST save your data entry All fields will be checked before posting and you will be warned of any errors This button is used for split offerings Split offerings occur when a single offering is to be split up and directed to several accounts Click this button to POST the current data entry and to leave the envelope number and name filled in The cursor will be positioned in the amount field ready for the next amount from the current offering Click this button to clear all data entry fields Table 11 2 Data Entry Area Items Viewing a Person s Address Hover your mouse over the name or envelope number fields to view the address of the currently selected person This can help to verify the person selected when you have several people with the same name ChurchWatch User s Guide 11 7 The Giving and Tax Receipt Managers Bat
216. ntry Find Next Figure 11 9 The Tax Receipt Editor To display the Tax Receipt Editor click the EDIT RECEIPT button on the Giving Manager form or the RECEIPT EDITOR button on the Tax Receipt Manager form Table 11 6 lists and explains the items and buttons on the form ChurchWatch User s Guide 11 15 The Giving and Tax Receipt Managers Formitem Description Receipt The serial number of the current receipt you are viewing is displayed in this box The tax year the receipt is from is displayed in this box Individual This box shows the name address and envelope number if assigned of the person the receipt was issued to Items On This Receipt This table shows the date account and amount of each contribution that was included on the current receipt Move Entry Click this button to move an offering from one receipt to another This is useful to correct data entry errors after receipts are generated Click this button to delete the current tax receipt This will cause ChurchWatch to clear the tax receipt number from each of the contribution records listed in the table No giving data is actually deleted Deleting a receipt is of questionable use unless you have not given a hard copy of the receipt to the individual listed If you have deleting a receipt is obviously not recommended and will have implications with your government s tax office Find Click the FIND button to find a person by family name or envelope number or to find a sp
217. number anufacturer odel number Serial number Purchased by name Purchase date Purchase price Vendor name Date warran Sale date Sale price Who sold to Person ID w Date resour Resources assigned to Width Dec 5 5 Description Event ID Resource ID and address ty expires if sold name and address ho borrowed ce borrowed events ChurchWatch User s Guide A 9 Structure for table Field Field Name RG ID FAMILY NA FIRST NA IDDLE NA CERT NAME FATHER OTHE SPONS SPONS REVEREND H D D EJ LJ BIR BAP CONE ARRD BIRTHPLACE BAPTP HOME CONF ARR OTHR D rH E Dp NOTES LOCL NOTE F2 0 000 10 014 Q2 PR OO 10 00 1 OY O1 4S CO ND ES NN t n tructure for table Field Field P 1 BAP n r table Name PLACE tructure fo Field Field 1 BIRTH table Name ACE Structure for Field Field 1 BURYP ChurchWatch User s Guide RG BAPT DBF Type Numeric haracter haracter haracter haracter haracter haracter haracter haracter haracter Date Date Date Date Character Character Character emo emo emo emo 000000000 RG Type Character RG ype Character RG ype Character BAPT BORN 1 BURY 1 LIST LIST DBF DBF LIST DBF Wid
218. o You have a choice of 4 frequencies Weekly Bi Weekly Monthly and Yearly Bi Weekly is every 14 days Enter the date on which the first contribution will be made ChurchWatch has many potential giving type reports For most accurate reporting it is important to enter the date of the first contribution rather than the date the pledge was made on If the first contribution date is unknown use the date of the pledge but recognize that potential giving reports will not be 10096 accurate Enter the date when the pledge promise expires A comment can be entered in this field Click this button to POST save your data entry All fields will be checked before posting and you will be warned of any errors Click this button to clear all data entry fields Table 12 1 Data Entry Area Items ChurchWatch User s Guide 12 2 The Pledge Manager Pledge Manager Main Pages Table 12 2 explains the form items and buttons on each of the Pledge Manager page tabs Show Deleted Check this box to show deleted records in the table grid Delete records are shown in Records red Used primarily to undelete records Note that once the data is PACKED in SETUP MAINTENANCE the deleted records are physically removed and cannot be recalled List In Data Entry You can change the sort order of the table grid by clicking on a column header Check Order this box to list in data entry order Table Grid Pledge records are shown in this table The records sh
219. o apply the actions to and select one or more in the Folders box on the right Finally click the RESCUE button to repair all database tables in the selected folders Table 32 1 explains each of the actions and the folder choices ChurchWatch User s Guide 32 1 The Database Rescue Utility Rebuild Index Files This selection is much stronger than a table reindex It will actually delete all index files CDX and recreate them from scratch Fix Corrupted Memo Fields Rarely ever needed there is no need to check this selection unless directed to do so by White Mountain Software Reindex All Tables This is a normal reindex of index files and should be done fairly often Compact All Tables Deleted records in ChurchWatch are never physically deleted until you compact pack your database tables Select this item to reduce the disk space required to store your files ie records marked for deletion are physically removed Delete Unused Files Stray database files that are no longer used by ChurchWatch are deleted if you choose this option Do Home Folder This item would normally be selected This is the home church folder ie the ChurchWatch root Do Sub Church Folders If you have setup multiple databases check this to repair tables in the other database folders Do Archived Giving Folders Check this to repair data under the folder ARCHIVE for each church or database The ARCHIVE folder contains archived giving and pledge data
220. of details of your visits to church members visitors or anyone for that matter You can schedule visits here then keep track of details about the visit or any follow ups later Visitation Manager N E inl x 2003 10 06 07 00 PM Joe Smith Pastor James Exploring membership possibilities One Name One By Scheduled Follow Up Closed All Details of Current Record Wasted By Method Where JP Zoom Notes Add Delete E s gt gt gt Exit Figure 10 1 Visitation Manager Form Visitation Manager Form The Visitation Manager Form is split into two sections The top section is the Summary Area and displays summary information about all visits currently stored in your database You can filter the list to make it easier to find specific visits by using the buttons near the bottom of the Summary Area No edits can be made in the Summary Area The bottom section of the form is the Detail Area and displays details about the current record Click on a record in the Summary Area to call up the details Edits may be made in the Details Area and any changes you make will be reflected in the Summary Area when you leave the current field by pressing the TAB key or by clicking your mouse in another field Church Watch User s Guide 10 1 The Visitation Manager Follow Up Closed and Open States When visits are scheduled they are automatically in an open or unresolved state In the open
221. of the Fields in the Import File Envelope Number Person ID lt Unused Field Budget Building Fund i Fund Missions Power Hour Blank delimited Comma Delimited Import Cancel Figure 11 7 PAR Import Form The PAR Import Form is used to define and perform the PAR import Once you have described your file format ChurchWatch will remember it so that it will not have to be described again PAR files must be organized into records using either a person id or envelope number to define the person to credit the offering s to Following the person id or envelope number a list of numbers representing offerings to each account must be given Data in the PAR import file must be comma or blank delimited ASCII text According to the example in figure 11 7 the PAR import file format is ENVELOPE NUMBER unused field BUDGET MISSIONS BUILDING FUND and some example data might be 10 0 300 00 20 00 50 00 0 0 7O 400 00 0 00 0 00 So in this example person id 10 has given 300 to Budget 20 to Missions and 50 to the Building Fund Person id 12 has given 400 to Budget To describe the file format select fields from the left most list in the PAR Import Form and move them to the right most list The right most list describes the file format You can skip fields in the import file by using the Unused Field marker in the PAR Import Form ChurchWatch User s Guide 11 13 The Giving and Tax Heceipt Ma
222. ohnson Mary Johnson Eve Smith Adam Johnson Mary Johnson Paul Smith Adam Smith Even Smith June Assign Edit Tasks People Manager Rename g s Browse Figure 13 2 Event Manager People Required Page The People Required page is provided to record the people required at the event for the purpose of tracking and checking their schedules Recording people required at the event is optional To add a person to the People Required list select the person from the left list and then click the right facing arrow button You can also move all people to the required list by clicking the broken right facing arrow button To remove a person from the required list select the person from the right list and then click the left facing arrow button You can also remove all people from the required list by clicking the broken left facing arrow button Assigning and Completing Tasks Each person required at the event can be assigned a task or set of tasks by clicking the ASSIGN EDIT TASKS button You can also mark the task s complete on the form that is displayed Several reports are available that will allow you to track task completion ChurchWatch User s Guide 13 5 The Event Manager Facilities Page Event Manager 3 inl o xi Board Meeting 2 06 10 PM Board Meeting B 2003 11 02 09 30 AM Sunday Am Service 1 Details Description People Required Facilities resources 2003 11 02 11 00 AM Sunday Am Service 2
223. ohnson Paul Smith Adam Smith Even Smith June Notes Promote Promote Class Award Membership Manager Rename ses Browse Figure 14 2 Class Manager Enrollment Page The Enrollment page is provided to record the people enrolled in the class for the purpose of tracking detailed attendance Entering class enrollment is optional To add a person to the enrollment list select the person from the left list and then click the right facing arrow button You can also move all people to the enrollment list by clicking the broken right facing arrow button To remove a person from the enrollment list select the person from the right list and then click the left facing arrow button You can also remove all people from the enrollment list by clicking the broken left facing arrow button Class Notes You can record confidential class notes for each person enrolled in a class The class notes are protected by ChurchWatch s security measures and only those users who have access to class notes may view and create them The class notes are free form and any amount of information can be entered Click the NOTES button to access or create class notes Promoting People and Classes You can promote and optionally move a single person or the entire class to a new class by clicking the PROMOTE or PROMOTE CLASS buttons When you click one of these buttons you will be prompted with two choices You can choose to just promote move ChurchWatch
224. on Word is a registered trademark of Microsoft Corporation Excel is a registered trademark of Microsoft Corporation WordPerfect is a registered trademark of Corel Corporation Quicken and QuickBooks are registered trademarks of Intuit Inc Simply Accounting is a registered trademark of ACCPAK International PhoneTree is a trademark of PCS Inc This manual uses American spelling Printed in Canada Table of Contents Chapter 1 Installation and Overview 2 060 e ec eee 1 1 Features nans Ke 1 1 Requirements ede oput e aa n A heed ke A aiaia a e angel remate ees 1 8 Single User Installation llli RIA I nh 1 3 Network Installation 0 0 00 ccc ete 1 3 Importing Data From Previous Versions or From perSEY 0000 eee eee eae 1 8 Using ChurchWatch in Multi User Environments Network 000000 cee eee 1 8 Uninstalling ChurchWatch 00 ce a 1 9 Re Installing ChurchWatch 0 00 ete eee 1 9 Setting Screen Resolution 0 0 00 c cee eee 1 9 Starting ChurchWatch 0 0c rr 1 9 dcr 1 10 Year 2000 Y2K Information lsilssselleel tee 1 10 Handling Multiple Churches 0 0 00 0c rn 1 10 Chapter 2 Menus Toolbars and Shortculs llle eellllle lr 2 1 Top of Screen Menu sssssseleeesee eer rn 2 1 Main Ment sasok Loo rut Paetus van uteri reed dest ette dre parada aed so eta 2 4 ChurchWatch Shortcut Toolbar lsssss
225. on currently selected in the summary grid records on the report use the Filter button first Browse data in spreadsheet format Exit the Registers Manager Table 27 1 Register Manager Form Items ChurchWatch User s Guide 27 2 The Mass Editor Chapter 28 The Mass Editor The Mass Editor is a handy new utility for changing large numbers of records all at once However if you do not take care it can also be a very dangerous utility since changes cannot be undone For this reason only the admin account has access to the Mass Editor The purpose of the Mass Editor is to make massive changes to your databases For example suppose from some reason that zip code 12345 has been changed to 54321 Instead of reviewing your entire membership database and making the change repeatedly you could use the Mass Editor to change all records with zip code 12345 to 54321 at once Mass Edit Wizard xj Mass Edit Wizard Search and Replace Utility STEP 1 Select the typeof edit youare going to do Change a table field From one value to another Backup Manager TIP Refer to Appendix 4 of the users manual or the online help for lists of table names and field descriptions Next gt Back lt Finish Exit Figure 28 1 The Mass Editor Form Setting a Field To a New Value Step 0 Do a backup using the Backup Manager Step 1 On page 1 select Set a field in all records in a table to one specific value
226. on in the Registers Manager Data in the Registers remains forever until you delete it LIT ij umi Baptism Profession of Faith Confirmation Marriage Death IU e T cmm Mee Nae M La Father Mother Confimation Comments other Comments Sponser1 gt Sponser2 Reverand Rev Dean Thome Marriage Comments Local Comments ET Pace of th Ts 2 Place of Baptism 5t Mary s Church Chicago Summary of Complete Register Browse Exit Figure 27 1 Registers Manager Form Church Watch User s Guide 27 1 The Registers Manager Registers Manager Form Items Each of the 5 Registers pages are organized into a details area and a summary grid Records are selected from the summary grid near the bottom of the form Record details will appear in the details area of the form Click the UNLOCK button to unlock all detail fields for editing Click the LOCK button to lock the fields to prevent accidental changes Fomhem Desplon oo Details about the selected record will appear here records are selected in the summary grid All editing is done in the detail fields List Buttons Click the list buttons to edit available list items Zoom Buttons Click a zoom button to expand the notes windows for viewing or editting ost dkkmeDatetnmdememecaenssde d Click the Cert Certificate button to view and or print a register certificate for the pers
227. on your cursor in the SCAN LIBRARY ITEM S HERE field on the CHECK IN or CHECK OUT pages and then scan the barcode on the library card This will check in or check out the item Be sure to set the borrower name first TIP Shift Click or Ctrl Click For Multiple Items Close i Check In M Scan Library Item s Here Clear L p M Figure 19 7 Scanning the Library Card ChurchWatch User s Guide 19 6 The Report Manager Chapter 20 The Report Manager iit ChurchWatch provides over 300 pre defined reports These are found in the Report Manager a handy feature for finding modifying attributes and printing reports In addition you can modify any of the existing reports or create new ones Here are some of the features of the Report Manager Reports are organized into 19 different categories for easy location Descriptions to help find the report you need Data filtering to alter the records listed on the report you choose Save favorite reports to make locating them much faster Ability to modify some simple report options on the fly Ability to modify the existing report layouts and even the underlying software code Ability to create new reports Report Categories There are 19 pre defined report categories to choose from to make locating the report you need easier Click on the radio button beside each to change the list of reports you can select from m Atte
228. or use in the Membership Manager by using the Marital Status Editor Select Marital Status from the Lists menu IDi x Common Law Divorced Married Separated Rename Single Widow Er Delete Figure 6 9 Marital Status Editor Form Item Description The list at the left of the form lists all currently defined marital status names The first item in the list is always a blank item and it cannot be deleted Click inside this list to select a marital status type for renaming or deletion Click this to create a new marital status type Rename Click this button to rename the current selected marital status type Delete First select an item from the list and then click this to delete the marital status Click this to exit Table 6 7 Marital Status Editor Form Items ChurchWatch User s Guide 6 13 Membership Types You can enter your own church membership types for use in the Membership Manager by using the Membership Type Editor Example membership types might be Full Youth No etc Select Membership Types from the Lists menu Li lolx Data Entry Membership Roll Membership ID ES Date Created 15 10 2003 Name Comment D Add Del lt lt lt lt gt gt gt gt Browse Exit Figure 6 10 Membership Types Editor Church Watch User s Guide 6 14 Lists Membership ID Used internally by ChurchWatch Date Created Date this membership typ
229. or winter get away Select this page by clicking on the page header To make a change simply click the mouse in one of the data entry windows e g City and begin to type Note that the alternate page header will be shown in bold as a reminder whenever there is data entered for the alternate address Tip Set the Country field before setting the State Province field since the country defines the list of states or provinces Household Level Notes Page The third page is used to enter unlimited free form notes about the family There is a security level for this page so you can lock out certain users from accessing this page thereby making the notes confidential if desired Household Level User Defined Page The fourth page is labeled User Defined and it contains several fields that you can setup to be anything you want To access this page click on the page header The titles for these fields can be set on the SETUP form on the USER DEFINED FIELDS HOUSE page refer to Chapter 4 Table 8 1 lists the user defined fields their types and allowable field lengths Char Field 1 alphanumeric text and numbers w rn Char Field 1 alphanumeric text and numbers Check 1 logical true false Check 2 logical true false Num Field 1 numeric Num Field 2 numeric Table 8 1 User Defined Fields Household Level ChurchWatch User s Guide 8 3 The Membership Manager Household Level Family Photo Page The fifth pag
230. ore any modifications can be done Click the MODIFY button to begin the modification process The form shown in figure 20 4 will be displayed Mody Existing Report TE User defined report name All Phones Report description listing of people with all phone numbers stored in the database tables This report includes all people not just those families marked for the church directory Use a House filter directory Yes if you only want people in the directory Security Level Membership Manager Code Layout Save Cancel Figure 19 4 Modify Report On the display form you have the option of changing the report name the report description and the security level To change the layout of the report including font type font size and colors click the LAYOUT button Figure 20 5 shows the resulting report writer and associated windows Church Watch User s Guide 20 6 The Report Manager Report Designer user_j715483y_frx OF x Page Header Band churchname A Page Header 4 Column Header kids address 0000000000000 Color Palette E Report Contre A b t oof TE laddress2___ 0000000 ALLTRIM city iif NOT EMPTY CITY HOUSPHONET HOUSPHONE2 Detail Band c 1 EH Detail a Column Footer NENNEN a Page Ft __ Page Footer Band Color Palette Toolbar Layout Toolbar Report Controls Toolbar Figure 20 5 Report Desig
231. orrectly USA Substantiation of Contributions Report The Substantiation of Contributions Report is intended mainly for USA churches but may be suitable in other countries as well To make this report as flexible as possible you can change the limiting amount which is defaulted to 250 for USA churches You may want to double check the amount entered on the Options page before generating the report The purpose of the report is to satisfy the IRS requirement that all contributions over 250 be substantiated The definition of an offering or contribution was given earlier in this chapter but we will repeat it here An offering is defined by ChurchWatch as any amount s given on one particular date This is an important concept to understand for USA customers For tax reporting purposes offerings gt 250 must be substantiated In the rare case where two or more offerings are given on the same day by one person they will be treated as a single offering If the total amount for the day is gt 250 it will appear on the Substantiation of Contributions Report Very Important Only offerings marked receiptable are included on the Substantiation of Contributions report When creating giving accounts make sure the default receiptable status is set correctly Using Data From Previous Years You can work on receipt data from previous archived giving years simply by selecting the giving year on the ChurchWatch toolbar You can even
232. ort llli 5 1 Step 1 Choose the Import Type 0 cee 5 3 Step 2 Choose the Fields 0 0000 cc en 5 4 Step 3 Select File Type and Name 0000 c eee tees 5 5 Step 4 Review the Results and Commit the Data lille 5 6 Summary and Items of Note 0 hh 5 7 Copying Data Out of ChurchWatch The Export Manager sllslsllsslsss 5 8 Step 1 Choose the Data to Export 0 2 00 seh 5 8 Step 2 Choose Specific Fields llli 5 9 Step 3 Choose a File Type 0 0 c eee ete 5 10 Exporting to Popular Accounting Packages 00 cece cece cette eens 5 11 Step 1 Choose the Accounting File Type 00 c cece eee tee 5 11 Step 2 Choose the Giving Records to Export liliis 5 12 Step 3 Performing the Export 0 00 c cee tees 5 14 Chapter 6 Lisls 2 21 2 ieu ie 8 eo eek foe betas bes Pee RU b e RR rex 6 1 Account Names se eo eer GS Eex IE Wm ac AD E UL FUR RUNE KON EROR 6 2 Date Names ed ex euet vox ED ER end Ron ete Ere porlepat e wx Ro tu 6 4 Church Group Names 0 000 ler r n 6 5 Church Facilities 2iicmuescw e ep Aes eR EE Lese ex NV RE e xe a E 6 7 Church Besourc s s cde ed neret ie vue EEG x DER Re DE ee ed 6 9 Deposit Account Names sslslseeeeeee rn 6 12 Marital Status iode eto le lee ett dtes ehe dde eee tdeo eade ee ed s nthe Rune 6 13 Membership Types sssseseeese
233. ose the file type and then click the FINISH button In our example we have chosen a comma delimited text file as the output destination Finally you will be prompted for a file name and drive folder location Enter a file name At this point the export will occur and indicate successful completion Here is the comma delimited text file created by our example Eldon Peters 123 Any Street Anytown 111 2222 1953 03 04 Shiela Peters 123 Any Street Anytown 111 2222 1954 03 08 Tommy Peters 123 Any Street Anytown 111 2222 1996 07 06 Amanda Smith 123 Elm Street Anytown 555 1212 1968 04 07 Cindy Smith 123 Elm Street Anytown 555 1212 1967 01 15 Helen Smith 123 Elm Street Anytown 555 1212 1945 12 18 Joe Smith 123 Elm Street Anytown 555 1212 1942 09 23 Johnny Smith 123 Elm Street Anytown 555 1212 1965 03 04 Tip If you export to one of the non text formats and have trouble reading the file try creating a comma delimited text file instead Most software packages are able to import comma delimited text files ChurchWatch User s Guide 5 10 Import and Export Managers Exporting to Popular Accounting Packages You can export your giving data directly to a native accounting package file ChurchWatch supports QuickBooks IIF files Quicken QIF files Simply Accounting for Windows Simply Ac
234. own are controlled by the current filter which is by default all records Find Click this button to find a specific record An important thing to note is that only records within the current filter those shown in the table grid will be searched Only the first occurrence matching the search conditions is found Find Next Click this button to repeat the last find and find the next occurrence Edit Click this button to edit the selected record in the table grid The Data Entry area will turn green when editing an existing record If you change you mind about editing the record click the CLEAR button Click this button to delete the currently selected record Undelete Select a red deleted record and click this button to undelete it QuickReport Click this to get a quick report of all pledge records shown in the table grid PAGE 2 Table Grid Shows a simple summary of pledge data This report does not show potential giving just a summary of entered pledge data Table 12 2 Pledge Manager Main Page Items ChurchWatch User s Guide 12 3 The Pledge Manager Form Buttons Table 12 3 explains the form buttons Button scription O Click this button to open the Report Manager Pledge reports Click this button to open the Giving Account editor to edit or define new accounts Browse Click this to view Pledge records in a spreadsheet format The records shown depend on the current filter by default there is no filter Click this
235. p The DIAL buttons in the Membership Manager will simply display the Phone Dialer Click DIAL in the Phone Dialer to dial the phone The Phone Book Each user of ChurchWatch has a phone book You can store personal numbers here and then quickly dial them with the phone dialer The people and phone numbers in your phone book do not have to be people stored in the church membership database When the Phone Dialer is first displayed the phone book may be hidden Click the PHONE BOOK button to display it and once it is open you can click the CLOSE button to close it again The phone dialer form is sizable if you need to see more phone book entries You can also double click any entry in the phone book to make it the current number then click the dial button ChurchWatch User s Guide 26 4 The Registers Manager Chapter 27 The Registers Manager The Registers Manager is intended mainly for Catholic churches but may be useful for other denominations as well The purpose of the Registers Manager is to store long term information about individuals There are 5 registers Baptism Profession of Faith Confirmation Marriage Death The Registers Manager differs from other ChurchWatch Managers in that the data is long term and duplicated Registers and not integrated into the other ChurchWatch data tables as is the norm throughout ChurchWatch For example deleting a person from your membership will not affect any data stored for that pers
236. ping Track of Your Greatest Resource People ChurchWatch is capable of storing almost limitless information about the People in or associated with your church through use of the person level in the Membership Manager The person level is organized as a series of pages or file cards with logically grouped information on each page Refer to figure 8 3 for an example of the person level pages You can also refer to the same figure throughout th chapter as a reference Although the amount of data you can store with the Membership Manager might seem a bit daunting at first most data entry fields in the are optional Use only what you need Asa rule you should fill in the first and last name the gender and the authority fields We also recommend setting the title but this is not necessary Note Every person you add in the Membership Manager is automatically assigned to the current family To create a new family with new members use the Add Family button Membership Manager E loj xl FulName Cheryl Smith Johnson E amp Johnson Bill i f Johnson Bil Family ID Ls Person ID 5 Env a s Smith Johnson Chery Smith Adam Main church Contact T amp T Giving Groups Attend Needs User Notes Classes Photo ff Smith Adam i 8 Jenkins Anne itle Copy PER L 8 sni Wendy 8 wilson Peter Marital Status Gender Authority Free Form Notes s Wilso
237. ports Changing the Date or Recurring Information When you make a change to the scheduling of a class ChurchWatch will ask you if you want to delete all occurrences of the class including attendance that may have been recorded for past occurrences before recreating the class and any future classes if the class is recurring Normally you should answer YES to remove false occurrences of the class unless you have some attendance data entered for a past occurrence ChurchWatch ALWAYS deletes future occurrences of the class before recreating and adjusting the future schedule Answering NO to the prompt may lead to some confusion since old and possibly incorrect occurrence dates will show up in the Attendance Manager ChurchWatch User s Guide 14 1 The Sunday School and Class Manager The Class Manager Form Sunday School and Class Manager lol x 09 30 AM Gradel 2003 11 03 06 17 PM Grade 2 Details Description Enrollment Teachers Facilities Resources Class ID 3 Dates and Times of First Occurence From 2003 11 02 09 30 AM zl To 2003 11 02 10 30 an E Sunday Sunday O Exclude in Conflict Checks Frequency Occurs Once Recurs Until 2 2 C Every days C Once a Month on Day C Every Browse Figure 14 1 Class Manager Details Page The Class Manager form consists of a list of classes on the left side a set of pages for defining the class and a se
238. pt Generation Tax receipts are intended mainly for Canadian churches but may be suitable in other countries as well ChurchWatch will attempt to place all contributions made by a single individual onto a single tax receipt depending of course on the data filter you have selected Once a receipt has been generated ChurchWatch will not automatically add any further amounts to the receipt since it is assumed the receipt has been issued If it is absolutely necessary that a tax receipt be modified you can use the Tax Receipt Editor to modify the receipt or delete the receipt then use the Tax Receipt Manager to recreate a new one Here are some guidelines and tips for creating tax receipts 1 Before proceeding make sure your giving data is clean Double check all batch totals using the Batch Summary 2 report in the Report Manager or the YTD statistics page in the Giving Manager 2 Do a backup We cannot stress this point enough This will allow you to restore the starting state of your database tables if necessary and will allow you to proceed with confidence and re start if need be 3 Use a digitized signature if possible so that you won t have to hand sign all the receipts 4 Remember to set your charity registration number on the GIVING page of the SETUP form 5 Decide if you will be generating a single tax receipt or all tax receipts for year end and set the data filter accordingly It s a common mistake to leave the data filte
239. r set to Current Record Only at year end 6 Check the Generate Receipt Numbers and the Print Tax Receipts checkboxes in the Tax Receipt Manager Make sure you select the screen as your destination so you can review the receipt s before printing 7 If desired you can change the thank you message printed on the receipt 8 Use a paper folding machine and 10 windowed envelopes to further reduce your workload at year end Tax receipts are issued to single persons not families or even envelope numbers The same envelope number can be assigned to more than one person in the same family If you use the envelope number when entering the giving data and if the envelope number is shared by more than one person in the family the offering will always be credited to the main contact person This is of no consequence at least in Canada since either the husband or wife can claim the receipt regardless of who s name appears on it The ChurchWatch User s Guide 11 23 The Giving and Tax Receipt Managers exception to this would be if a child in the family or any person who is not the husband or wife shared the same envelope number Again the offering would be credited to the main contact person in the household You need to understand these concepts when assigning envelope numbers Very Important Only offerings marked receiptable are included on tax receipts When creating giving accounts make sure the default receiptable status is set c
240. r date In the Search For What box choose the type of search you would like to perform In the above example we are looking for a postal or zip code that is between 12340 and 12349 The VALUES buttons can be used to select from all values currently defined in your database although this is not necessary The items that appear in the Options box depend on the type of field you are searching and are usually self explanatory ChurchWatch User s Guide 2 10 ChurchWatch Today Chapter 3 ChurchWatch Today ChurchWatch Today is a summary page that is displayed on startup and when selected from the LISTS menu Today s Reminders BAX PRIH RO FI iR Today is Tuesday October 14 2003 today Ta You have no new inter office mail Due Date Task From To Event 200310 15 File Board Reports 02 00 PM 03 00 PM Smith Wedding Birthdate who From To Class 07 00 PM 08 00 PM Support Group 1970 10 23 Johnson Adam 08 00 PM 09 00 PM Power Hour v Cl Just show today s birthdays iv Please don t show this form on startup Use color in the grids Figure 3 1 ChurchWatch Today Form This page is handy to determine the current day and date whether or not you have any inter office messages waiting your personal list of to do items and today s church events and birthdays The ChurchWatch Today page is user specific That is the inter office mail reminder and the to do items reflect those of the user who is current
241. r respects the administrator set security levels for each user You cannot query data from tables you are not permitted access to Contact your ChurchWatch administrator if you need increased access rights Storing and Retrieving Queries Once you have your query working properly you can save it for later use You can also retrieve or delete saved queries using the buttons already explained When you click on the STORE button the form shown in figure 21 2 is displayed Enter a descriptive name for the query and a description of what it does Finally click the SAVE button aio x Description a Figure 21 2 Storing a Query SQL Queries So what is SQL anyway and what does a query look like SQL stands for Structured Query Language andis a standard query language used in most relational databases The details of SQL are beyond the scope of this user s manual but the basic syntax of a query is as follows SELECT fields FROM tables WHERE conditions options The query begins with the SELECT keyword followed by the fields you want to retrieve from the database tables You will need to refer to Appendix A of this manual to get the exact field names for use in the query You can also use the asterisk character as a wildcard to indicate retrieve all fields ChurchWatch User s Guide 21 3 The Query Manager Example SELECT first name family nam birthdate Another Example SELECT Retrieves all fields
242. r s group exchanges discussions and information via an internet email list To participate and subscribe to the email list send an email to churchwatchusers subscribe yahoogroups com ChurchWatch User s Guide 31 2 The Database Rescue Utility Chapter 32 The Database Rescue Utility ChurchWatch version 3 now includes a handy Database Rescue Utility After a computer crash your database tables may need minor repair In the past this has been done from within ChurchWatch But what if you cannot launch the ChurchWatch program due to corrupted tables This is where the Database Rescue Utility comes in handy The Database Rescue Ultility is a program that is external to ChurchWatch and can be launched successfully regardless of the state of your database tables To launch the form choose START gt ALL PROGRAMS gt CHURCHWATCH 3 gt DATABASE RESCUE UTILITY from your Windows Start Menu Database Rescue Utility Form ChurchWatch Database Rescue Utility Version 1 0 Copyright c 2003 By White Mountain Software Actions Folders Do Home Folder C Fix corrupted memo fields Do Sub Church Folders Reindex all tables Do Archived Giving Folders C Compact all tables C Delete Unused Files Overall Progress Current Operation CT Rescue Figure 32 1 Database Rescue Utility Form Use of the Rescue Utility is fairly straightforward Select one or more actions from the Actions box on the left Then decide which folders t
243. rcode on the library card This will set the Borrower Name field Data Entry Description ETT Borrower Name Check In Setup History Select Manually Figure 19 4 Scanning the Library Card ChurchWatch User s Guide 19 5 The Library Manager The second way that barcodes can be used in the Library Manager is to place a barcode label on each library item This can greatly reduce check out and check in times since each item can be scanned by barcode A sample barcode label is shown in figure 19 5 Evidence Of The One 3 Figure 19 5 Barcode Label The barcode label uses item id to create the unique barcode To create a barcode label or set of labels click the PRINT LIBRARY ITEM LABEL S button on the SETUP page The following form will be displayed I i x From the list shown select the library item or items you wish to create barcode labels for To reduce the size of the list and assist in finding specific items you can use the SET A FILTER button refer to chapter 30 Select one or more items then click PRINT Number of Used Labels To Skip Set a Filter Left Behind Too Busy Not To Pray Evidence Of The One Used labels on the first page can be skipped by entering the number of used labels to skip This feature allows you to use label sheets that a partially used up Click the PREVIEW PRINT button to view and or print the barcode label s To scan a library item positi
244. rectory field which is a logical field has a value of TRUE or FALSE only For ChurchWatch logical fields you MUST use T or F with no quotes in order for the import to be successful Tip Date fields must have 4 digit years and be in exactly the same format as you have chosen for ChurchWatch SETUP FORMATS In addition if you are using a text file as the input source the date fields should not be in quotes ChurchWatch User s Guide 5 2 Import and Export Managers As already mentioned using a family ID code is a better method for import so lets add a numeric family ID to the start of each record Smith Joe 1 123 Elm Street Anytown 555 1212 T Smith Helen 2 123 Elm Street Anytown 555 1212 T Smith Johnny 3 123 Elm Street Anytown 555 1212 T Smith Cindy 3 123 Elm Street Anytown 555 1212 T Smith Amanda 3 123 Elm Street Anytown 555 1212 T Peters Eldon 1 123 Any Street Anytown 111 2222 F Peters Shiela 2 123 Any Street Anytown 111 2222 F Peters Tommy 3 123 Any Street Anytown 111 2222 F kal NON NON GM GM oM NNPKNP PPPPOD O Now that the input file is complete and has been checked we are ready to begin the import Step 1 Choose the Import Type amp Data Import m o 5 STEP 1 Do a backup before attempting to import data IF not done properly this carr cause significant damage to your databases If
245. ress All families who have user defined checkbox 1 checked the Membership Manager All families who have user defined checkbox 2 checked the Membership Manager All people who have user defined checkbox 1 checked the Membership Manager All people who have user defined checkbox 2 checked the Membership Manager All people who have user defined checkbox 3 checked the Membership Manager When you select one of the above filters the left list will be refreshed and the list on the right will be cleared Note that choosing a filter does not actually select any people for the mailing you will still have to make the people selections Choosing a Salutation Format ChurchWatch will automatically create a salutation based on one of the formats you choose Table 16 1 lists all possible salutation combinations Note that LNF stands for Last Name First and FNF stands for First Name First ChurchWatch User s Guide 16 2 The Mail Manager As you can see from the following table you can control the formatting of names in a variety of ways Selected What would appear on a What would appear on a What would appear on a Format mailing label with titles mailing label with titles mailing label with no titles defined in the Membership defined in the Membership defined in the Membership Manager and Use Titles Manager and Use Titles Manager checked NOT checked Families Smith Mr Joe amp Mrs Helen Smith Joe amp Helen Smith Joe amp He
246. resses Set Filter Shine House amp People MIS ATUS O Giving Test Browse Figure5 6 Choosing the Data to Export Select the type of data you want to export You may also set a data filter refer to Chapter 30 by clicking the SET FILTER button Use the TEST BROWSE button to review the data you have selected note you will have an opportunity to select specific fields in the next step Once you are satisfied with what you have selected click the NEXT button In the example above we have chosen to export House and People fields The Giving export selection is a special case and will be covered later in this chapter ChurchWatch User s Guide 5 8 Import and Export Managers Step 2 Choose Specific Fields E Export Manager anx STEP 2 Select the database fields you wish to export This wil also set the order of the field columns Choose From These Fields These Are The Fields To Export EA Figure 5 7 Choosing the Fields to Export In this step you need to choose the specific data fields you are interested in exporting The fields will be placed in the output field in the exact order that you select them Use the arrow buttons to move fields from the master list at the left to the selection list at the right In the example above we have chosen person s first name the family name from the House table see note below the person s address and birthdate You can reorder your selections by clicking
247. roups the current person belongs to Attend This page gives an attendance summary for the current person You cannot enter data on this page This page is a summary of all special needs the current person has If you need to store a specific item of interest and ChurchWatch does not provide a field you can create several user defined fields The User Def page is where you would enter your user defined data You can also set the field titles in the SETUP form on the USER DEFINED FIELDS PEOPLE page This page holds confidential pastor s and Class notes for the current person You must have access privileges to be allowed to view this page Classes This page contains summary information pertaining to classes The information here is quite extensive but most of it must be modified in the Sunday School Class Manager not here Use this page to specify and view a photo file for the current person Table 8 3 Person Level Page Summary Family ID and Person ID These fields are used internally by ChurchWatch and cannot be modified Full Name You can tell who the current person is that you are editing by looking at the top of the form The full name of the individual is always displayed here In the example shown in figure 8 3 the current person s name is Cheryl Smith Johnson ChurchWatch User s Guide 8 9 The Membership Manager Person Level Main Page This page contains general personal information about the current individual
248. rson Level Attend Page The Attendance page is a read only page that gives a summary of a person s schedule and past attendance history for both church events and Sunday school The list at the left labeled Schedule is a list of the church events the person is required at Sunday school classes the person is enrolled in and classes the person is teaching rows shown in light blue indicate a class the person is teaching The list at the right labeled Attendance History is a list of all events and classes that the current person has attended in the past Person Level Needs Page The Needs page is a summary of an individual s special needs such as allergies and disabilities To add a special need to a person select an item from the list at the left and move it to the list at the right using the right facing arrow button Similarly you can remove a special need from a person by selecting one from the list at the right and then clicking the left facing arrow button To modify the list of available needs click the NEED EDITOR button on this page ChurchWatch User s Guide 8 12 The Membership Manager Person Level User Def Page In keeping with the flexible design of ChurchWatch this page contains a block of user defined data entry fields You can make these fields anything you want The titles for these fields can be set on the SETUP form under the page USER DEFINED FIELDS gt PEOPLE Table 8 4 lists the data types and lengths of each
249. s 5 Finally click the BEGIN button Tip When choosing the name tag style the Avery formats usually work better Tip Forall operations in the Mail Manager always print to screen first to preview the results before committing to the printer Name Tag Options There are several options on the name tag page You can save and restore name tag formats by clicking either the SAVE or RESTORE buttons respectively You can skip used labels to finish using up a sheet by entering the number of labels to skip Labels are always skipped at the beginning of the report If you selected people instead of families you can also include a barcode font on each name tag suitable for use in the Attendance Manager by checking the Include Attendance Barcodes ChurchWatch User s Guide 16 14 The Message Manager Chapter 17 The Message Manager Ta The Message Manager provides a convenient way to send inter office messages from one user of ChurchWatch to another Recipients do not need to be logged in at the time since they will be notified of new mail the next time they log in Inter office messaging is similar to e mail but you cannot send messages outside of ChurchWatch Send messages to any other user of ChurchWatch or to yourself m Notification when a new message arrives m Easily review received sent and saved messages Pre Requisites The Message Manager is available only when you have turned on security in the SETU
250. s People Table Filter Conditions Set Filter Browse Clear Filter i Set Filter i Browse Clear Filter Giving Table Filter Conditions Event Table Filter Conditions Set Filter Browse Clear Filter Set Filter Browse Clear Fiter pO menm Attendance Details Table Filter Conditions Attendance Summary Table Filter Conditions Set Filter Browse Clear Filter Set Filter Browse Clear Filter D Do Favorite Forget Import New Modify Delete Run Report Exit Figure 20 2 Report Manager Filter Builder Page Filters are not recommended for new users since you should have a good understanding of the information presented in chapter 30 You should also be aware that data filters do not work on all reports and that some experimentation will be required You will also need the information presented in appendix A table formats Tip You can produce reports for past giving years and even for membership data that was archived simply by changing the giving year on the ChurchWatch toolbar To create a data filter click any of the SET FILTER buttons You will need to select a table that is related to the report you are trying to produce You can then use the BROWSE TEST button to see if your data filter has collected the records you were interested in If you see lines of stars in the browse window do not be alarmed this is quite normal and is simply showing you records that have been hidden by the filter The
251. s to did ime visit is to did Purpose of the visit Visitation Method In Person Phone Fax ail Email Other Where visit occurred State of visit 1 Scheduled 2 Needs follow up 3 Closed Visitation type 1 First Time 2 Followup Visitation notes visit start end OUB WD t Description Person ID rue if person needs visit True if membership interest True if needs prayer True if Details History Description Visit ID Person ID Visit Date Class or event name Comments if to do item completed does not want contact about prayer request s Appendix A ChurchWatch User s Guide A 16
252. should be placed in a table or cursor A cursor is just a temporary table storage area ChurchWatch User s Guide 21 4 The Query Manager Technical Syntax Here is the complete technical description of the SQL SELECT syntax that the Query Manager will support SELECT ALL DISTINCT TOP nExpr PERCENT Alias Select Item AS Column Name Alias Select Item AS Column Name FROM FORCE Table Local Alias INNER LEFT OUTER RIGHT OUTER FULL OUTER JOIN DatabaseName Table Local Alias ON JoinCondition PREFERENCE PreferenceName WHERE JoinCondition AND JoinCondition AND OR FilterCondition AND OR FilterCondition GROUP BY GroupColumn GroupColumn HAVING FilterCondition UNION ALL SELECTCommand ORDER BY Order Item ASC DESC Order Item ASC DESC INTO CURSOR TABLE alias Where Indicates an optional item Means or Any one of the items can be used Alias Table or cursor name Visual FOXPRO Built In Functions and Operators You can combine the built in functions and operators of Visual Foxpro into the queries you create A book on Visual Foxpro will give a complete list of the functions built into foxpro but here are some of the more useful ones Function Description Logical Functions Mathematical grouping to override precedence Equals matches lt gt l Does not equal gt Greater than Less than gt Greater t
253. sociate Data File and set the file to the file you saved in step 7 Click OK 12 Near the top left corner of the screen click on Insert Field to insert a field from your merge data file Continue this process to create your merge document template 13 When done click the MERGE button on the toolbar In the form that appears click MERGE to complete the merge ChurchWatch User s Guide 16 9 The Mail Manager MAIL MERGE USING MICROSOFT WORD 2002 tm 1 Create a mail merge data file using the ChurchWatch Mail Manager You need software version 1 0007 or later Follow the instructions in the ChurchWatch User s Guide 2 In Word 2002 launch the mail merge wizard by selecting Tools gt Letters and Mailings gt Mail Merge Wizard 3 Follow the Wizard instructions clicking NEXT at each step 4 On the Select Recipients page select use an existing list and then click the BROWSE button Locate the file that was exported from ChurchWatch in step 1 and select it 5 In the dialog box that appears you can choose the records you want to keep or just click OK to use all records in the file 6 Compose your letter or fax To insert merge fields into your document click the more items selection in the merge wizard it will be showing in the pane at the right Then in the dialog box that appears select Database Fields and then select the field from the ChurchWatch export in the list and then click the INSERT button Finish your letter and the
254. son Eve H Smith Adam auto Expand Delete Selected Add B Del Delete Selected uto Expani Add Family NOTE Double click items For dates For more detailed maintenance use the Sunday School Manager Add Person Move Person Del Find Find Next I lt lt lt lt gt gt gt gt Set Filter Clear Filter QuickReport Browse Exit Figure 14 4 Membership Manager Classes Page The buttons below each list allow you to do some simple manipulation and clean up of data The data shown in the achieved awards and classes taught lists will be remembered even after you delete the class Tip You can get the date information for any item except current classes by double clicking on an item in a list Church Watch User s Guide 14 8 The Attendance Manager Chapter 15 The Attendance Manager ge The Attendance Manager is used to enter attendance and or meeting minutes for a specific occurrence of an event or class hereafter referred to simply as events You can also use the Attendance Manager to view the list of event occurrences both in the past and in the future Some simple manipulation of event occurrences is also possible Recording Methods The Attendance Manager provides several ways to record Attendance information You can record m a simple attendance summary which is just the number of people attending an event a an attendance summary by membership types This allo
255. son or family has an e mail address entered E Mail is not guaranteed to work for everyone as several conditions must be met and a certain amount of insight into how MAPI clients work is required m You must have a live dial up or direct cable connection to the internet You must have a MAPI aware e mail program such as Eudora tm or Microsoft Outlook tm In some email programs in particular Microsoft Outlook you may have to enable access to third party programs Review the setups and options in your email client m You must be logged onto the Internet before clicking the BEGIN button ChurchWatch User s Guide 16 11 The Mail Manager Troubleshooting Email Problems sending e mail are usually related to not having a MAPI enabled e mail client Try this simple test Click on the Windows START button and choose RUN Enter mailto admin churchwatch com and click OK Your email client should start Creating the Email Subject and Body The Bulk E Mail operation uses the form letter body you choose on the form letter page To send an e mail message to all selected recipients do the following 1 Choose or create a new form letter body on the form letter page Type the message you want to e mail into the body of the form letter You do not need to check the Do Form Letters checkbox unless you also want to create form letters 2 On the Bulk E Mail page choose the options you want and set the subject 3 Set the maxim
256. ssesseeeee n 2 5 ChurchWatch Data Context Toolbar 0000 eh 2 5 Undocking and Moving the Toolbars 0 0 0 2 5 Docking the Toolbar 00 ccc nets 2 5 SHIOMCUIS ac Af Neg ace uic ma t LAE Le cu de cM en maha beneaed asthe fat i 2 6 Super Seachlainn ei hh hh hn 2 10 Chapter 3 ChurchWatch Today l selllei ahhh hh hh hh hh 3 1 Chapter 4 Setup and Maintenance silere hh hh hh nh 4 1 SETUP PAGE 1 Church Info a c ense rater Ree tU adeb ad 4 2 SETUP PAGE 2 Maintenance lsssesseelse een 4 3 SETUP PAGE 3 User Preferences 000 0c cece eee seh 4 4 SEIUP PAGE 4 GIVING eter kc ace dra iege a e e od a e P s 4 5 SETUP PAGE 5 Formals ogee Seg EAA Aa vag a Red we Oe edie 4 7 SETUP PAGE 6 Appearance 0 0 0 060 cee 4 8 SETUP PAGE 7 User Defined Fields Membership Manager People Level 4 8 SETUP PAGE 8 S cUtrity s eri Ies cease ee a desee ne ere PR as ROI Ra 4 9 SETUP PAGE 9 Behavior seiss cert ete ERAN tpe beca at 4 10 SETUP PAGEIO EV6ehts ou ena a tn UI eap exe eee Re dra EU n dut 4 11 SETUP PAGE 11 User Defined Fields Membership Manager Household Level 4 11 SETUP PAGE 12 Reports ye arai a arani a aeia a lh hr 4 12 jv Chapter 5 Import and Export Managers slrel nee hh hh nhat 5 1 Loading Data Into ChurchWatch The Import Manager sessiles 5 1 Planning and Preparing for the Imp
257. state the SCHEDULED radio button will be selected If a follow up is a required click the NEEDS FOLLOW UP radio button Click the CLOSED radio button to close a visit This feature is quite useful because you can create reports in the Report Manager to show all open or scheduled follow up and closed visitations Some explanation of follow up visits is required When you change the state of a visit to NEEDS FOLLOW UP no follow up visit is actually scheduled This state serves as a reminder until you have time to manually schedule another visit When the follow up visit is scheduled you should move the state of the original visit to CLOSED You can continue this process for as many visits as a required Form Items Table 10 1 lists and describes all form items Cromen Beo O O Filter button Click this to view only closed visits fal Check this box if person is interested in membership Follow Up Filter button Click this to view only follow up visits A Who Click this button to note that person desires no contact When checked this visitor will be excluded from mailings in the Mail Manager and from phone lists in the PhoneTree export Visited By Check this box if person needs prayer You can use the notes area to note the specifics about the prayer need Click the ZOOM button to expand the notes into a larger window Start This grid lists all appearances recorded for this visitor Click the EDIT button in the grid to to view an
258. sults Text files are handy for cutting and pasting the query results into another Windows tm application Table 21 1 explains each of the buttons on the form mon o Beshpion S Help Click this to view the ChurchWatch table and field definitions You will need this detailed information to formulate a query You can also refer to Appendix A of this manual Template Click this button to paste a helpful query template into the edit window Click this button to clear the edit window Click this button to run your query Click this button to save your query for use at a later date Click this button to retrieve a saved query Click this button to delete a saved query Table 21 1 Query Manager Buttons Click this button to exit the Query Manager Running a Query Torun a query simply type the query command into the edit window and then click the RUN QUERY button Runaway Queries If you make a mistake in your query you can cause a query that runs away and creates MASSIVE amounts of data You can in fact run out of disk space if this occurs ChurchWatch uses an extremely fast database engine and most queries will complete and be displayed as quick as you can click the RUN QUERY button If your query runs for more than a few seconds you may be able to cancel it by pressing the ESC key although ChurchWatch will likely shutdown ChurchWatch User s Guide 21 2 The Query Manager Tables With Protected Access The Query Manage
259. t ChurchWatch to shut down automatically when the backup is complete You can set an initial backup delay with this item This is useful to doing automatic backups at night or after hours You can also setup the Backup Manager to do periodic automatic updates Set the timing with this item Table 24 1 Backup Manager Form Items The Restore Manager Chapter 25 The Restore Manager 2 ChurchWatch provides a Restore Manager to complement the Backup Manager The Restore Manager is used to copy all files from a previously stored backup thus restoring ChurchWatch to the state it was in at the time of the Backup You should carefully follow the backup strategies discussed in chapter 24 You can only restore to the current church ChurchWatch will warn you if you try to restore data from one church to another Note The Restore Manager copies ALL files from the specified source folder The Restore Manager Form Restore Manager n performed CAUTION Restore is performed on current church only Where do you want to retrieve your backed up files from Overwrite Files without warning leave checked normally Restore database tables O Restore past giving years archives if Found Restore photos and digital signature files if Found Figure 25 1 The Restore Manager To Perform a Restore STEP 1 Set the source folder Use the button to browse If using floppy disks make sure disk 1 is in the drive STEP 2 Se
260. t Launches the Mass Edit Wizard to change large amounts of All Users database data from one value to another Default Backup Path Use this field to set a default backup directory The Backup All Users Manager will always load this as the default disk drive and directory Use the Browse button beside the field to choose a disk drive and directory Table 4 2 Maintenance Page ChurchWatch User s Guide 4 3 Setup and Maintenance SETUP PAGE 3 User Preferences This page allows each user to customize ChurchWatch to their personal preferences Desktop Window Size on You have three choices for the startup size of the ChurchWatch One User Startup desktop Normal Window is sized normal Minimize Window is minimized onto the Windows Task Bar Maximize Window is maximized to use full screen Tip Put ChurchWatch in your START PROGRAMS STARTUP folder and set the window size to minimized to have ChurchWatch auto start and sit on the Windows Task Bar whenever you turn on your computer Change Your Password Use this button to change your login password This button only One User appears if security is turned on Show Family Photos on If you are not using family photos you can uncheck this box One User Household Form Show Person Photos on If you are not using person photos you can uncheck this box One User People Form Sound Effects Check this box to turn on sound effects Button Help Text When this box is checked ChurchWatch shows help
261. t of buttons to manipulate the selected class The form always works on the class that is selected in the QuickSearch list The name of the current class also appears in blue near the top of the form Table 14 1 describes the form buttons and the sections following explain each page in detail ChurchWatch User s Guide 14 2 The Sunday School and Class Manager Button Description Add Click this button to create a new class Copy Click this button to copy a class to a new name All attributes of the current class are also copied Saves data entry time Rename Click this button to rename the selected class Del Click this button to delete the selected class all occurrences and all associated data such as attendance If you don t want to lose attendance data you simply need to stop this class from recurring any further Set the recurs until date to todays date lt lt Click this to go to the first class lt lt Click this to go back one class gt gt Click this to go forward one class gt gt Click this to go to the last class Check Click this button to manually check for scheduling conflicts Browse Browse event records in spreadsheet form Exit Click this button to exit the Class Manager Table 14 1 The Class Manager Buttons QuickSearch List Click on a class in the QuickSearch list to make it the current class If the class of interest is not displayed click the scroll bar to move the list a
262. t the options They are self explanatory STEP 3 Click the RESTORE button to copy all files from the source folder you specified into the current church s folder ChurchWatch User s Guide 25 1 The Restore Manager ChurchWatch User s Guide 25 2 The Phone Dialer Chapter 26 The Phone Dialer oy The Phone Dialer form is a handy phone book and auto dialer To use the phone dialer you will require an analog phone line and a TAPI compliant analog modem Check with your phone company to make sure your phone system is not digital You will also need a phone ChurchWatch uses TAPI compliant dialing to be compatible with a wide range of modems and Windows operating systems The Phone Dialer permits you to quickly dial any phone number stored in ChurchWatch In addition you can add new phone numbers to the phone book as well as set up to six speed dials Hardware Connections To effectively use the phone dialer you will need to connect a phone to your modem Any analog phone will do The phone is not required for dialing only for speaking Connections should be made as follows Line Out To Phone PC Analog Modem Line In To Wall Phone Jack Figure 26 1 Modem and Phone Connections ChurchWatch User s Guide 26 1 The Phone Dialer The Phone Dialer Form ADMIN s Phone Dialer and Phone Book Speed Dials Name Type Phone number p Joes Pizza User Def 555 1212 5 C
263. tallation and Overview Updating the Desktop Shortcut on Each Workstation The ChurchWatch install creates a desktop shortcut for you but you will need to connect the Workstation to your server as follows 1 Right click on the ChurchWatch desktop icon Choose PROPERTIES 2 Click the Shortcut tab Change the Start In folder to the drive letter you created in step 4 above General Shortcut Compatibility Ds cwatch exe a Target type Application Target location cwatch 3 Target Mountain Software ChurchWatch3 cwatch exe Start in HN Shortcut key None Run Normal window M Comment Figure 1 5 Setting the Start In Folder ChurchWatch User s Guide 1 7 Installation and Overview Importing Data From Previous Versions or From perSEY You can easily import your existing ChurchWatch or perSEY data tables using a special import program called UPGRADE EXE This program is found in the main ChurchWatch folder usually C Program Files White Mountain Software ChurchWatch3 Make sure ChurchWatch is not running then find the program UPGRADE EXE and double click the icon to run the program Follow the instructions and answer the prompts to import your existing data The UPGRADE EXE program can only be run after a fresh installation of ChurchWatch 3 If you have added any data to ChurchWatch since installation UPGRADE EXE will delete it Using ChurchWatch in Multi User Environments
264. the exported data Refer to your PhoneTree documentation and import this data file into PhoneTree to begin the cold calls ChurchWatch User s Guide 29 2 Data Filtering Chapter 30 Data Filtering Data filtering is probably the single most powerful feature of ChurchWatch once you understand how to build a data filter Data filters can be as simple or as complex as you want Carefully read and study this chapter To put it simply the purpose of a data filter is to reduce the view of a set of data For example instead of having a view of all people in the church database perhaps all you are interested in is men who were born this month Or suppose the pastor walks into your office and asks you for a simple listing of all women who gave an offering last month You could do it with a ChurchWatch report but you might have to sift through alot of data that also includes men By using a data filter and a QuickReport in the Membership Manager you could retrieve this information before the pastor can leave your office Data filters are used in the Membership Manager the Giving Manager the Report Manager the Export Manager and in many other places throughout ChurchWatch For this reason understanding how data filters work and how to build one will make you a much more efficient ChurchWatch user Figure 30 1 gives a simple example of a data filter Joe Johnson Sally Johnson Sally Johnson Cindy Peters Pete Peters Filter All Females S
265. this option to print the envelope hash total on batch summary Totals reports The envelope hash is the total of all envelope numbers in the batch Table 20 1 Report Options Saving Favorite Reports Sorting through 300 reports can be difficult even when they are already organized into categories for you Once you find a report that is useful and that you plan to use again you can mark it as a favorite to make finding it easier next time To mark a report as a favorite first select it in the main list and then click the FAVORITE button Note that the FAVORITE button then turns grey to indicate that this report is marked as a favorite These reports can then be quickly located in the Favorites category To remove a report from this category go to your favorites list select the item of interest and then click the FORGET button User Defined Reports You can modify the existing reports or create new ones One thing to note is that ChurchWatch does not actually allow you to modify the pre defined reports Instead a copy is made and renamed under a new file name This way you can modify reports with confidence and always have the ability to go back to the original report layouts and code There are several buttons associated with user defined reports IMPORT NEW MODIFY DELETE Each of these functions are discussed in detail below Importing a Report Your user defined reports can be shared with other users or sister churches by using the
266. thout the quotes Press the Enter key once you have entered the password You will need to designate one person as the ChurchWatch administrator The person you choose should be very trustworthy since he she will have unlimited access to ChurchWatch and all user accounts As the administrator your first job should be to change the password from lion to something secret that only you know Never write your password down where someone could find it and never use simple passwords such as the names of your children Once you have changed your login password you are ready to create user accounts if other users will require access to ChurchWatch Tip Do not forget your password If you forget the password to the admin account there is no way to modify user accounts in ChurchWatch or to perform maintenance functions Refer to the section What if Forget My Password later on in this chapter ChurchWatch User s Guide 7 2 Security and User Name Maintenance User Names and Passwords Setup Maintenance 15 x Church Info Maintenance User Preferences Giving Formats Appearance User Defined Fields People Security Behavior Events User Defined Fields House Reports sers and Security Only the administrator user has Add access to this page To ensure the Edit security of your information make sure as few people as possible know the Delete administrator password Set this If
267. tics The Query Manager is included for advanced users who understand the Structured Query Language SQL used by most relational databases The Query Manager is not intended for new users or those not comfortable with SQL However the language is fairly simple to learn and understand so if you like a challenge try some experimentation in the Query Manager You cannot damage any data by using the Query Manager so experimentation is safe SQL is a broad topic that covers entire books If you would like to learn more about SQL your local bookstore will have many books related to this subject This chapter covers SQL only in minimal detail A book covering Microsoft Visual Foxpro would also be useful since SQL queries can be combined with Visual Foxpro functions The Query Manager Form Advanced Adhoc Query EE oj xi Enter any valid SOL statement starting with SELECT To Screen C To Printer To File C To Spreadsheet Help Template Clear Run Query Exit f Remove Figure 21 1 The Query Manager The Query Manager form is fairly straight forward There is an edit window to type queries into buttons for running and clearing the query and buttons related to saving restoring and deleting queries ChurchWatch User s Guide 21 1 The Query Manager In addition several report destinations can be selected Note that if you chose the FILE destination ChurchWatch will create an ASCII text file TXT with your query re
268. tion Used internally by ChurchWatch The date the need name was created Name of the special need This will be auto formatted if list auto formatting is turned on This field indicates the current need that most buttons on this form will operate on Any comment A list of all people who have this need Click this button to add people to the group with the current need Select a person in the needs group and then click this button to remove him her from the current needs group Click this to remove all people from the current need group This will not actually delete any people records just remove the need Click this to create a new special need Click this to delete the current special need Click this to go to the first need in the list Click this to go back one need Click this to go forward one need Click this to go to the last need Click this to view all special need data in a spreadsheet format Click this to exit the Special Needs Editor Table 6 10 Special Needs Editor Form Items ChurchWatch User s Guide 6 19 Time amp Talents Lists Finding volunteers for various jobs that need doing around the church can be a challenge The Time and Talents List and T amp T Page in the Membership Manager can help you find the people you need The Time and Talents Editor is the method by which you can create a list of hobbies interests skills spiritual gifts ministries and any other item you can think of Sel
269. to exit the Pledge Manager Table 12 3 Pledge Manager Buttons Adding POSTing New Records To add pledge records simply enter data in the Data Entry Area and then click the POST button The record will be added to the table grid Faster Data Entry When you begin adding your first pledge records you may find that the process is a bit awkward and slow The trick to making the data entry go faster is to avoid using the mouse Practice these steps and you will soon become quite proficient at data entry We ll assume that the cursor is already located in the envelope number or name field Step 1 Enter an envelope number or name Press the TAB key If you entered an envelope number you will need to confirm the name and then press TAB again If you are not using an envelope number press the TAB key to move to the name field Step 2 Enter the amount to post Press the TAB key Step 3 You are now positioned in the account field If the account selected is correct just press the TAB key Otherwise type the first few letters of the account name until you find the account you need Press the TAB key Step 4 To enter a frequency use the RIGHT ARROW key then press the SPACE bar to select Press the TAB key Step 5 Enter a start date and press the TAB key Step 6 Enter an end date and press the TAB key Step 7 Enter a comment if desired then press the TAB key otherwise just press the TAB key Step 8 Press the ENTER key to press the POST
270. to the Giving Manager and tables The Giving page gives a summary of a person s giving and pledging year to date Note that the data in the table cannot be modified on this page If there is more data than can be shown on one page you can use the scroll bar to scroll down or click the BROWSE button under the table to open a spreadsheet style window Envelope Numbers Envelope numbers are optional but if you want to use them they can be assigned on the Giving page You have the choice of either entering the envelope number yourself or clicking the ASSIGN NEXT AVAILABLE button to have ChurchWatch select a number for you Envelope numbers are numeric and cannot contain letters You should note that ChurchWatch User s Guide 8 11 The Membership Manager envelope numbers are completely optional in ChurchWatch If you prefer you can use the person s name when entering giving data in the Giving Manager Person Level Groups Page The Groups page is a summary of groups an individual belongs to This is an excellent way to track small groups cell groups church board members etc To add the person to a group select a group from the list at the left and move it to the list at the right using the right facing arrow button Similarly you can remove the person from a group by selecting a group from the list at the right and then clicking the left facing arrow button To modify the list of available groups click the GROUP EDITOR button on this page Pe
271. tops recurring on a specific date you can set it here If this is not set the event will recur forever You can use this field to stop an event from recurring further without worrying about deleting the event and losing any attendance data Table 13 2 Details Page Form Items Setting Recurring Events Look Ahead When you define a recurring event or class ChurchWatch looks ahead a specific number of days to auto define future events for you You can set the number of days that ChurchWatch looks ahead on the EVENTS page of the SETUP form The lower this number the faster ChurchWatch will perform the look ahead and other event based operations and the less data that will be stored on your hard drive However if you need to create a calendar for a month that is not included in the look ahead not all events will appear Based on this information you will need to decide whatis the best look ahead value for your church ChurchWatch User s Guide 13 4 The Event Manager Description Page You can enter a description of the event or any other comments on the description page People Required Page Event Manager E o x Board Meeting 2 06 10 PM Board Meeting 2003 11 02 09 30 AM Sunday am Service 1 Details Description People Required Faciities Resources 2003 11 02 11 00 AM Sunday Am Service 2 4re any specific people required at this event Ch From This List Adams Anne Adams Peter People Required Adams Peter J
272. tton to display the STORE RETRIEVE and REMOVE buttons Refer to figure 30 6 STEP 3 Click the STORE button In the form displayed enter a descriptive name and detailed description of the filter Then click OK The filter will be saved with the name you entered ChurchWatch User s Guide 30 7 Data Filtering YF People Filter x Sex equals M and Family Nam begins with VV ofo add Delete Count Help Edit Clear Less lt lt Cancel Figure 30 6 Storage and Retrieval of Filters To Retrieve a filter STEP 1 Click the SET FILTER button to display the filter builder STEP 2 Click the MORE button to display the STORE RETRIEVE and REMOVE buttons Refer to figure 30 6 STEP 3 Click the RETRIEVE button In the form displayed select a filter from the list Then click OK to exit the form At this point you can click the REMOVE button to delete the filter or click OK a second time to put the filter into effect Note All data filters are stored in the same place All users of ChurchWatch use the same set of saved filters Keep this in mind if you create a filter you do not want other users to have access to Tip To remove a filter first retrieve it and then click the REMOVE button ChurchWatch User s Guide 30 8 Example Filters Data Filtering From these filter examples you can see how useful data filters can be 1 All people with a birthday this month July
273. twork for a path to a network workstation s ChurchWatch root folder Add Click this button to add the path in the path field to the list of workstation paths Remove Click this button to remove one or more selected workstation paths Update Click this button to manually update one or more selected workstation paths immediately This button will not update or affect the software on your server Workstation List This list contains the paths that will be updated each time you do a software update This list is remembered for the next time you launch the update utility Table 33 1 Software Update Utility Form Items Church Watch User s Guide 33 3 The Online Software Update Utility ChurchWatch User s Guide 33 4 Appendix A Appendix A Table Structures This appendix lists each database table used in ChurchWatch and the corresponding field names and types The type is one of Numeric Numbers only Character Character text or numbers text string Logical True T Or False F Date Date DateTime Date and Time Currency Monetary Numbers only with 2 decimal places Memo Character text or numbers text string of any length Width is the number of characters allowed in the field and Dec is the number of places right of a decimal place If Dec is blank no decimals are allowed in the field Tip To explore a table and see example entries use the Query Manager and do a Select From lt table name gt For example SELECT
274. um number of recipients We recommend no more than 20 or your internet mail provider may reject the message due to too many recipients 4 Finally click the BEGIN button Important ChurchWatch has no control of the e mail process once you click the BEGIN button If an error occurs a message will be displayed explaining the error and ChurchWatch may shutdown If this occurs double check that you are connected to the internet and make sure you have a MAPI aware e mail program ChurchWatch User s Guide 16 12 The Mail Manager Name Tags i n pO ANN RRR ENY d dA f TENNENT M ct Mail Manager FE z 72 i PE WE POPE 1 LLL Le PMA WI ELI pu ew SL TRES Alpha Course 3rd Annual Evangelism Symposium E John Smith Include Attenda LI M Me EASTER EE While not really a mail function name tag generation fits nicely into the Mail Manager since it also uses the recipients you selected on the Choose Recipients page ChurchWatch prints name tag sizes to fit standard name tag stock you can purchase at any stationary store ChurchWatch User s Guide 16 13 The Mail Manager To create name tags 1 Check the Print Name Tags checkbox 2 Enter up to three lines of text to be printed at the top of each name tag 3 Select the tag stock you have If your stock is not listed choose one that is similar in size 4 Select a tag destination Print to screen first to preview the result
275. up page Charity Registration Certain countries particularly Canada require that churches and All Users charities be registered for tax purposes Enter your church s charity registration number here This number is printed on income tax receipts and on Substantiation of Contributions reports USA Last Receipt Assigned Each tax receipt printed by ChurchWatch has a serial number for All Users auditing purposes This setup field is the last tax receipt number printed It cannot be altered although you can reset the number to zero by clicking the RESET TO ZERO button We recommend you do not reset the last receipt number but if necessary it should not be done more than once per tax year or duplicate serial numbers will result Default Giving Account Most churches have a giving account that is used more commonly All Users than others For example Budget First setup your giving account names refer to chapter 6 and then set the default giving account here When adding offering data the Giving Manager will always pick this account by default in an attempt to minimize your data entry effort Auto Load Prior Giving Check this box to have the Giving Manager seek and automatically All Users Patterns Master Enable set the account and amount boxes based on a person s last giving when doing postings This is very useful since many people follow a tithing pattern that repeats week to week Use this feature to reduce d
276. upport MAPI and accesses by external programs In some email programs such as Microsoft Outlook this feature must be enabled in your mail program s setups Add Photo Click this button to specify the filename of the family photo BMP JPG and GIF files are supported Click the View button to zoom in on the photo Delete Photo Click the Delete button to delete the family photo BUTTONS ChurchWatch User s Guide 8 6 The Membership Manager Copy Click the COPY button to copy an entire household family to another church database You must have the destination database already defined created in SETUP gt CHURCH INFO gt SETUP OR EDIT OTHER CHURCHES Click the DEL button to delete the current family or contact and all people within the family or contact If the family or members of the family have made giving contributions ChurchWatch will not permit you to delete Find Click the FIND button to find a family or contact by name When doing a find only the first few letters of the name of interest need to be entered The find will locate and show the first occurrence found name since the FIND button will only find the first occurrence QuickReport Click this to get a quick report of all households in the current data filter or if no filter is in effect all households Click this to exit the Membership Manager Table 8 2 Household Level Button Summary ChurchWatch User s Guide 8 7 The Membership Manager Person Level Kee
277. ur most powerful computer and one that will be left on at all times 2 At your chosen network file server follow the installation instructions described in Single User Installation to install the software on the server Use the CD labeled Single User or Server 3 The installation will create a ChurchWatch folder and install the software there the default is c Program Files White Mountain Software ChurchWatch3 Mark the ChurchWatch folder you just created as shared and add all network users who will be using ChurchWatch This is done as follows 4 Right Click the Windows Start button 5 Choose Explore 6 In the Explorer window find the folder you just created and right click on it 7 Choose Sharing 3 white Mountain Software amp C ChurchWatch 1 Right Click ChurchWatch3 folder B Ce Temp Expand o WildTangent Explore C3 Windows Media Play Open E 2 Windows NT Search Winzip Find using QuickFinder Winzip Self Extractc 2 Choose Sharing 3 xerox Sharing and Security Figure 1 1 Selecting Sharing ChurchWatch User s Guide 1 4 Installation and Overview 8 Indicate that the folder is shared and give it a name such as ChurchWatch erated J Prupariluz General QuickFinder Sharing Customize Local sharing and security E To share this folder with other users of this computer 49 only drag it to the Shared Documents folder To make this folder and its subfolders privat
278. urchWatch Data Context Toolbar ChurchWatch easily manages the data from multiple churches and from archived giving years The ChurchWatch Data Context toolbar is a simple way to select the database or Church data you want to work on The left list selects the Church name and the right list selects the giving year current year or archived years This toolbar is normally found near the top of the screen The toolbar is moveable and dockable and for each user ChurchWatch will remember where you last located the toolbar Caution should be exercised when editing past giving years don t forget that you have a past year selected As a warning indication the right list will turn red when a past giving year is selected In addition this toolbar contains a button for disabling the auto formatting features of ChurchWatch temporarily Auto format rules are set in SETUP gt FORMATS However for some names the auto formatting rules may not apply properly for example deHaan Simply disable Auto Formatting enter the name tab off the field and then re enable the Auto Formatting using this toolbar AUTO FORMAT ENABLED Figure 2 4 Data Context Toolbar Undocking and Moving the Toolbars To move undock either toolbar simply click your mouse on the vertical bar at the far left While continuing to hold the mouse button down drag the toolbar to the desired position If dragged onto the ChurchWatch desktop it will float there as a window until you mov
279. urn the intact ChurchWatch package containing the CD and or diskettes together with the other components of the product to the place of purchase for a full refund Proprietary Rights This program and any accompanying documentation are proprietary products of White Mountain Software and are protected under international copyright laws Title to the program or any copy modification or merged portion shall at all times remain with White Mountain Software Permitted Uses You may use the enclosed software on a single computer that you own or use Under no circumstances may you use it on more than one machine at a time You may make a copy of the software for backup purposes provided that you reproduce and place our copyright notice on the backup copy You may transfer this program and documentation together with this license to another party but only if the other party agrees to accept wholly the terms and conditions of this license and you notify White Mountain Software of the name and address of the other party All copies must be transferred to the same party or you must destroy those copies not transferred Any such transfer terminates your license Non permitted Uses Without the express permission of White Mountain Software you may not 1 Use the software in a computer service business including rental networking or timesharing software nor may you use it for multiple user networks or on multiple computer system applications in the abse
280. users you want to send this message to Available Users sage To Figure 17 4 Selecting Users All ChurchWatch users will be shown in the selection list on the left Select one user by clicking on a name or select several users by holding the SHIFT or CTRL keys while clicking Then click the appropriate arrow button to move the user names to the right list The message will be sent to the users listed in the right list Click EXIT when you are satisfied with your selections Finally enter a subject and the body of the message and click the SEND button ChurchWatch User s Guide 17 4 The Sermon Manager Chapter 18 The Sermon Manager Es The Sermon Manager is a handy way to keep close track of sermon texts Sermon text is not actually stored within ChurchWatch Instead ChurchWatch manages the locations of the files and helps you to find the proper sermon more quickly This way you can use your favorite word processor to edit the sermon text ChurchWatch can even launch your word processor for you Setup The only setup required is to set the path to your favorite word processor This is done in the SETUP form on the USER PREFERENCES page The Sermon Manager Form nlx Data Entry notes Dates Given l2 Steps Easter Sunday Sermon On The Mount Date Created 2003 11 08 Sermon ID mg Sermon Title Easter Sunday File Name c isermonsVeaster sunday doc S Edit Keywords Enter keywords seperated by comm
281. ving details report for each person Print Mailing Labels Check this box if you need mailing labels Be sure to pick label stock on the e page Print Tax Year Audit Print Tax Year Audit Report Print Substantiation of Cont USA Apply Actions To Data Filter Options ChurchWatch User s Guide Check this box to Check this box to print an audit report 0000000 an audit report Check this box to print the S C report You have many convenient options for creating a filter Tax Receipt Manager operations will apply to the filtered records only very handy The available filters are Current Giving Record Only apply actions to the current record only Refer to the note at the top of the Tax Receipt Manager form to verify the current record the field in yellow All Giving Records this would be used at year end in a church to apply actions to all records Custom Criteria choose this to create your own custom data filter One Person click this to choose one person by name One Envelope Number click this to choose one person by envelope number One Receipt Number click this to choose one receipt number This can be quite useful to reprint or view a single receipt that has already been issued One Account click this to choose all records for a single giving account This filter can be useful when receipting for a single special event One Batch Click this to choose all records in one bat
282. ws you to record the number of people in each membership category to provide slightly deeper statistics a detailed attendance by person You can record in detail each person that was present excused sick or absent from the event m a combination of the above You can record both details and summary if you want In fact ChurchWatch will keep the summary information up to date automatically if you wish Church Watch User s Guide 15 1 The Attendance Manager The Attendance Manager Form Attendance Manager f List Events C List 5 5 Classes 2003 11 02 11 00 AM Sunday Am Servic 2003 11 03 06 10 PM Board Meeting Attendance Summary Attendance Details Meeting Minutes i Choose attendance category 2 Enter the attendance Summary of Attendance for this Event Total Attendance Advanced Fiters Purge By Date Purge Delete Exit The Attendance Manager form consists of a list of events on the left side a set of pages for entering attendance information and a set of buttons to manipulate the selected event The form always works on the event that is selected in the QuickSearch list The name of the current event also appears in blue near the top of the form Always make sure you have chosen the correct event and date combination before entering any attendance data Table 15 1 describes the form buttons and the sections following explain each page in detail Figure 15 1 The Attenda
283. y ype of record L Church Family 2 Temporary Giver 3 Contact 4 Vendor Email Alternate Email Proprietary field Church mail box Driver for QuickSearch list Family Notes True if OK to publish email True if spouse name is to be included on tax receipts PUNIH ll 2 Hymn lyrics Structure for table Field Field Name 1 PER ID 2 ITEM ID 3 BORROWED 4 RETURNED Structure for table Field Field Name 1 ITEM ID 2 DATE CREAT 3 TITLE 4 AUTHOR 5 IDE IFIER 6 LOCATION 7 PUB DATE 8 TYPE 9 KEYWORDS 10 DESCRIPT 11 ON_LOAN 12 ON LOAN TO 13 DUE BACK 14 PUBLISHE 15 OWNER 16 VALUE 1 7 CALL NU 18 ISB Structure for table Field Field Name 1 LAST MOD 2 NAME 3 ETTER 4 HEAD FILE 5 SIG FILE 6 PRINT NAME 7 ENABLE HD 8 ENABLE SIG 9 SUBJECT Structure for table Field Field Name 1 MEMB ID 2 NAME 3 DATE CREAT 4 COMMENT Structure for table Field Field Name 1 ACTIVE EID 2 MINUTES Structure for table xxx PROPRIETARY ChurchWatch User s Guide LIB HIST DBF Type Numeric Numeric Date Date pe meric te eut e ate QAUVUAAAANVAH IBRARY DBF haracter haracter haracter haracter haracter Character Memo Logical Numeric Date Character Character C Characte C
284. y those people with a specific marital status Custom Filter Any filter of your choice Refer to Chapter 24 All and letter Click the ALL button to set the filter condition to All People Click a letter button to buttons reduce the list to people with last names that begin with the letter selected Barcode Report See Using Barcodes to Track Attendance below Button and Scan Show Colors Click this to show colors in the table grid This can assist in data entry Show Grid Lines Click this to show grid lines in the table grid This can assist in data entry Keep Summary Up Check this box to cause ChurchWatch to automatically keep the attendance summary To Date checkbox correct and up to date based on the attendance details ChurchWatch will record summary information by membership level Sort Orders Choose between alphabetical order or family order Affects attendance list Attendance List Use the attendance list to enter detailed attendance information You may check one of Present Excused or Sick or leave all three unchecked for Absent Table 15 2 The Attendance Details Page Items ChurchWatch User s Guide 15 5 The Attendance Manager Absentees To mark a person absent from the event simply do not check any of the Present Excused or Sick checkboxes Using Barcodes to Track Attendance To reduce data entry time you can enter data by barcode scan This feature requires the use of barcode scanner with a keybo
285. you provide For character fields B is greater than A is less than Any field except logical Field is less than the value you provide For character fields A is less than B is less than or equal to Any field except logical Field is less than or equal to the value you provide For character fields A is less than B is between Any field except logical Field is between two values you supply is one of Any field Field must match one of a set of values you provide Table 30 2 Operators What you see on the rest of the form depends on which operator you choose Here s an example Suppose you are in the Membership Manager and you want to build a filter that includes all family names that begin with the letter W To build the filter follow these steps STEP 1 Looking in Appendix A you would find that the People table has a field called family nam In the above example you would find the greyed out title People which would indicate the People Table and then find the family nam field and choose it STEP 2 Now you need to decide on an operator Looking at table 30 2 you would choose the begins with operator because you want all people with family names that begin with the letter W STEP 3 When you choose the begins with operator the form will change and show a button labeled VALUE and a blank field You can either click the VALUE button or simply enter a value In this case you would probably

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