VBS Registrar - I/O Technologies, Inc.
Contents
1. Column Description DataType Width Notes 1 Unique ID Integer 7 This column is not retained inside VBS Registrar but is useful to determine whether to import a record or not For any row headers or other records you prefer not to import set the value of this column to 0 zero 2 Date Added DateTime 8 Date time the record was added to your external system 3 First Name Character 20 Student s first name 4 Last Name Character 20 Student s last name 5 Keep student with Character 30 If student should be kept in the same class with another student specify the other Student e name here 6 Address1 Character 50 Student s street address 7 Address2 Character 50 Apartment number PO Box number etc 8 City Character 30 Student s city 9 State Full Character 20 State spelled out for example Texas Washington 10 Zip code Character 10 If using Zip 4 you can either leave the hyphen in or remove I O Technologies Inc 22 vbsreg_user_manual_v2 doc Column Description Data Type Width VBS Registrar User Manual I O Technologies Inc Notes it 11 Student s DOB Date Format MM DD YYYY 12 Student s Age Filler Integer VBS Registrar calculates the student s age automatically so this column is not actually imported If not specified default to 0 13 Grade Completed Character 15 The value specified in this column must match up with the value2. CONFIGURATION Before turning volunteers loose on entering records into the student information screen please take a few minutes to review and update each of the following maintenance screens You can access each of the screens from the Maintenance pad on the main menu VBS INFORMATION SCREEN Io Vacation Bible School Information Church Zion Lutheran Church 2010 Address 123 N Main St Zip 54670 City Wilton v State Wi Phone 608 372 6094 Theme Let s Talk About the Savior Start date 06 14 2010 End Date 06 25 2010 Default Religion Baptist J Backup Folder H HOME DMARTIN Number of backups to retain before auto pruning folder Child s Religious Affiliation Child s Baptism Status C Extra Services childcare meals Bus transport needed Bp ces Revert Save and close When you first launch the application you will see the dialog above prompting you to provide information about your upcoming VBS program You can also launch this screen I O Technologies Inc 4 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc any time in the future by choosing Maintenance VBS Information from the main menu Press the Edit button and enter the desired information e Inthe VBS Registrar screens zip code normally appears prior to city and state for a good reason once you enter the zip code we will automatical
3. keep track of students religious background check this box A Default Religion dropdown will appear Use this dropdown to identify the most likely religion of the majority of your VBS students This can be overridden for each student but setting a value here will make data entry easier when registering new students Child s Baptism Status if your church wants to track whether students have been baptized or not check this box A corresponding checkbox will then appear on the student data entry form Extra Services If your church offers daycare before or after VBS or offers breakfast or lunch check this box and a section will be added to the student data entry form which will allow you to enter this information for each student Bus transport needed If this box is checked a checkbox will appear on the student information screen to track whether the student needs bus transportation The Bus Riders report will display any students where this box has been checked Photo on File If this box is checked here a check box will appear on the student information screen allowing you to track whether a photograph of the student is on file I O Technologies Inc 6 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc ADDITIONAL CONFIGURATION SCREENS To make data entry as quick and easy as possible there are a number of dropdown boxes on the main student information form Since no two churc
4. student records to another system For example if you want to generate custom letters using Word Mail Merge you could export the data to an Excel spreadsheet and generate a mail merge from the Excel spreadsheet You ll be asked whether you wish to export only Prospect records This can be useful if you re going to be doing follow up work with prospects and don t wish to export student records for current members of your congregation You ll be prompted for a path and filename where you d like to save the export file The application will suggest students xls or students csv but you can override the name to whatever is memorable Once you ve done so press Save to create the export file UO Technologies Inc 24 vbsreg_user_manual_v2 doc VBS Registrar User Manual E 1 0 Technologies Inc CHECK FOR UPDATES O Update applications at your location ll x frmAutoUpdt cmdUpdate click lcLastUpdated 20070330093000 I O Technologies Inc may provide periodic updates to the software under the current version number Use this functionality to check for new updates Note there are two basic requirements that must be met in order for this feature to work properly 1 your computer must be connected to the internet 2 your firewall must not block FTP traffic If you re not familiar with these terms don t worry Just try using the screen If your Windows Firewall displays a message indicati
5. VBS Registrar User Manual E I O Technologies Inc CONTENTS SINGISUSEF IN StalllAatlONiMMSTHUCTIONS ssnst EE EAEE EEE ENERE 2 Multiple User installation Instructons 2 SYSTEM CONT BURA EE 4 VBS Information SCE CIN sic secs sic cie aides aepscae ns ie ida or neice we va ofan ve sew TAE EEEa an AARE EE ESEE E AENEA 4 Additional Configuration SCre ns wssssvssitsiecssesscweavicviesectsccweassdvvesedtacewcassisdeseseeeuwes ERC Raa 7 Class Assi MIME MLD die de TE 7 Grade Level Maintenance Form 9 Religion Maintenance Formos e E a Eaa e cies titra dee dE dee 10 Grade Completed Forn rimena eeh Cegedel ee eege eeh eege 11 Emergency Contact Relationship fOr sussurru anson aaa aaa eai ia Eaa 12 Referral Source Maintenance Screen 13 Add Edit SEU ees eege Ee ee een 14 BACK Ula EE 18 Recondition Eer 20 ht ln Student ee EE ER Export Student R tsch reese eege Eden 24 GHECK f r UP EE 25 HG bese PAD OW EE 26 I O Technologies Inc 1 vbsreg_user_manual_v2 doc VBS Registrar User Manual I O Technologies Inc INSTALLING VBS REGISTRAR SINGLE USER INSTRUCTIONS Follow these instructions if you intend to install the software ona single PC and you don t need access to the same data files from another workstation connected to your PC Place the CD in your CD drive wait for it to spin up Or download the setup file from I O Technologies web site and save it to your desktop Then double click on VBSregsetup exe We recommend accepting the
6. We ve provided a couple of starter records To delete them and start over highlight each class with your mouse and press the Delete button Or to override the descriptions press the Edit button and change the description as applicable To add additional records press the Add button I O Technologies Inc 8 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc GRADE LEVEL MAINTENANCE FORM 1 Grade Level Maintenance v Active 7 x we Edit Delete Close The grade level maintenance form allows you to identify the current grade levels of your students The form above allows you to break grade levels out in any manner that makes the most sense to your congregation Currently the field in the student information screen is more for informational purposes and doesn t drive the criteria of any reports To edit an existing record click on the item and press the Edit button To add a new item press the Add button enter the value and press the Save button I O Technologies Inc 9 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc RELIGION MAINTENANCE FORM 1 Religions A EE Assembly of God Baptist Catholic Christian Scientist Congregational Eastern Orthodox Episcopal Jehovah s Witness Jewish Lutheran ELCA Lutheran Missouri Synod Litharan Wilineancin Cunn E Active 7 K Ms Add Edit De
7. ator of whether notes have already been entered the Notes caption will appear in bold blue font I O Technologies Inc 15 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc Notes Jeanie Anderson This is a note for Jeanie Anderson tt will print on the individual student report andthe A class roster v Save Close I O Technologies Inc 16 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc When you press the Attendance button you ll be able to log attendance for each of the days of the VBS program using the following popup Attendance Jeanie Anderson BS Dates Monday June 14 2010 Tuesday June 15 2010 Wednesday June 16 2010 Thursday June 17 2010 Friday June 18 2010 Saturday June 19 2010 Sunday June 20 2010 Monday June 21 2010 Tuesday June 22 2010 Wednesday June 23 2010 Thursday June 24 2010 Friday June 25 2010 us Save and Close Help Close no save The list of dates that appears on the screen is based on the date range specified in the VBS Information screen To log a student as present on a given day double click the date To un mark double click again I O Technologies Inc 17 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc SYSTEM MAINTENANCE BACK UP DATA FILES If your application was installed in a network environment which is fully backed u
8. default file locations but you may change them if desired Remove the CD from your CD drive MULTIPLE USER INSTALLATION INSTRUCTIONS Follow these instructions if you want to install the software on a network so that multiple users can access the same data from multiple workstations First workstation only Place the CD in your CD drive wait for it to spin up Or download the setup file from I O Technologies web site and save it to your desktop Then double click on VBSregsetup exe Be sure to install the application into a shared folder on your network For example if all users are able to read and write to the h apps folder change the target install folder to h apps VBSreg Continue with the installation and press the Finish button to complete the install Remove the CD from your CD drive All subsequent workstations Navigate to the folder where the application was installed using our example above you would navigate to h apps VBSreg Double click on VBSreg exe and I O Technologies Inc 2 vbsreg_user_manual_v2 doc VBS Registrar User Manual E 1 0 Technologies Inc the application will be automatically installed on your workstation All workstations will be working with the same data files Any future updates that are made to the application will be automatically distributed to each workstation I O Technologies Inc 3 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc
9. her M Active KOR Add Edit Delete Close This form manages the data that appears in the Emergency Contact Relationship dropdown on the student information form To edit an existing record click on the item and press the Edit button To add a new item press the Add button enter the value and press the Save button When specifying the emergency contact for your students you may need to augment the list above to accommodate other relationships I O Technologies Inc 12 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc REFERRAL SOURCE MAINTENANCE SCREEN 1O Add Edit Referral Sources fE ECH Evangelism Call Friend s Invitation Mailer Newspaper Radio Ad Yard Sign v Evangelism Call V Active az x we Add Edit Delete Close Use this form to add edit values that appear in the Referral Source dropdown on the student information form To edit an existing record click on the item and press the Edit button To add a new item press the Add button enter the value and press the Save button I O Technologies Inc 13 vbsreg_user_manual_v2 doc VBS Registrar User Manual E 1 0 Technologies Inc DATA ENTRY ADD EDIT STUDENTS 19 VBS Registration First Name Jeanie Anderson Jeanie Beyer Bonnie ee Black Sheila Faber Ted Last name Anderson Mother Carla reste Anderson Shirley Address 2028 N A
10. hes are the same you ll want to update the values that appear in these dropdowns so that they correspond to your VBS s circumstances The followings screens will allow you to manage the values that users can select during data entry CLASS ASSIGNMENT DESCRIPTIONS 10 Class Descriptions Pre K Group 1 Pre K Group 2 v Pre K Groun 1 M Active z K Ue Edit Delete Close To edit an existing record click on the item and press the Edit button To add a new item press the Add button enter the value and press the Save button I O Technologies Inc 7 vbsreg_user_manual_v2 doc VBS Registrar User Manual E 1 0 Technologies Inc Depending on how many students will be enrolled in your VBS you may have multiple classes for each grade level Or you may group multiple grade levels into one class This form allows you to manage this grouping of students The class roster report will use these groupings to generate class rosters one per group For example if your church plans to enroll approximately 150 students this year broken out into fifteen groups of ten students each you would want to list each class in the Class Descriptions screen so that students can be assigned to the appropriate class Another example if your church is in a rural area and you only plan to enroll thirty students you might only have staffing for four classes So you would use this screen to list each of the classes
11. lete Close If your church wants to track the religious denomination of your students this form allows you to add or edit the list of religions that appears on the student information form To edit an existing record click on the item and press the Edit button To add a new item press the Add button enter the value and press the Save button I O Technologies Inc 10 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc GRADE COMPLETED FORM IG Maintain Descriptions of Grade Completed Sle 4th 5th 6th 7th 8th Kindergarten v Kindergarten Active 7 K Us Add Edit Delete Close Most churches won t need to change the values that appear in this form However if you re using the Import feature to import records from a comma separated file you may need to change the values here to correspond with the values used in your CSV file To edit an existing record click on the item and press the Edit button To add a new item press the Add button enter the value and press the Save button These values appear on the Grade Completed dropdown of the student information form I O Technologies Inc 11 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc EMERGENCY CONTACT RELATIONSHIP FORM 10 Add Edit Emergency Contact Relationship DER Aunt Father Grandfather Grandmother Mother Neighbor Uncle v Mot
12. ly prefill the city and state for you If more than one city is found in the database for the same zip code you ll see a dialog which will prompt you to select the correct city e The majority of our screens provide ToolTip Help which displays instructions related to each field when you hover your mouse over any field e Double clicking any date field will launch a calendar popup Just double click on the desired date and it will prefill into the date field If you prefer keeping your fingers on the keyboard you can use the standard Quickbooks date keyboard shortcuts EE EE a EE EE ae SE poe i I O Technologies Inc 5 vbsreg_user_manual_v2 doc VBS Registrar User Manual E 1 0 Technologies Inc Backup Folder We strongly recommend that you perform regular backups of your data Specify a folder preferably one on a different network drive or device where you wish to save backups Number of backups to retain Each time you perform a backup a new file will be saved to the backup folder You can choose to set this number very high the maximum value is 2 147 483 647 Otherwise if you want to conserve disk space on your network set this to a lower number The default value is 5 In other words after you ve created five backups VBS Registrar will automatically delete the oldest backup file so that the five most recent backups are available in the backup folder Child s Religious Affiliation If you want to
13. ng that this application is attempting to connect to an FTP site press the I know what I m doing go ahead and let me do this button actual button captions may vary Once you ve done so you ll see a list of messages scroll by in the window above Depending on whether updates are available or not the messages will vary If you receive a message that the application was unable to connect to the FTP server please double check your internet connection and then ensure that your firewall allows FTP traffic If an update is found it will be installed automatically All you need to do in order to take advantage of it is exit the software The new updates will be available when you launch it again next time I O Technologies Inc 25 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc HELP ABOUT 19 About 1 0 Technologies VBSREG x VBSREG EXE e Current version created on 03 09 2010 07 43 06 AM Version 1 9 166 Compiler Version 9 i For more information please visit web www jotechno com e mail contactus iotechno com Choose this option to view the current version date and time stamp as well as hyperlinks to our web site and email address Please email all suggestions and enhancement requests to this email address I O Technologies Inc 26 vbsreg_user_manual_v2 doc
14. p ona regular basis you don t necessarily need to use this functionality However we recommend making periodic separate backups anyway just in case If you re of the mindset that backups really aren t necessary fine Just be warned that while we can fix issues with the application we can t retrieve lost data All hard drives crash eventually It s just a question of when it will happen To back up your data files select this option from the main menu To specify the target folder where your backups will be created use the Maintenance VBS Information screen We d recommend saving the backup to a detachable hard drive or USB drive so that you re able to take a backup off site periodically During backup the following dialog will be displayed Creating Backup file VBS_Registrar_Data_20100308170812 zip I Current Action _ Backing up ARCHIVE _ Backing up ATTENDANCE _ Backing up ATTEND_ARCHIVE _ Backing up BACKUP _ Backing up CONTROL1 p Backing up NIDMAST I O Technologies Inc 18 vbsreg_user_manual_v2 doc VBS Registrar User Manual E 1 0 Technologies Inc Backups are stored in Zip format to save space They can be opened using file compression applications such as WinZip as well as recent Windows operating systems such as XP Vista and Windows 7 I O Technologies Inc 19 vbsreg_user_manual_v2 doc VBS Registrar User Manual I O Technologies Inc RECONDITION DATABASE To keep your a
15. pplication running at top speed it s a good idea to recondition the database tables at least once per year Run this functionality at the beginning of a new year after archiving old records When you do you ll see the following message Important Notice Exclusive access is required Please ensure that no one is running this application then press OK i Cancel After you ve ensured that no one else is running the application on any other computers press the OK button You ll see a status box like this UO Technologies Inc Status p Current Action H Reindexing CONVERTER_FEES Packing COUNTIES Reindexing COUNTIES Packing COUNTRY3166 H Reindexing COUNTRY31 66 _ Packing CTRYCODE Reindexing CTRYCODE Packing CUSTOMER Reindexing CUSTOMER Packing DICTIONARY p Reindexing DICTIONARY 20 vbsreg_user_manual_v2 doc VBS Registrar User Manual E I O Technologies Inc When the processes have all completed you ll see the following dialog Information o 1 Database reconditioning is now complete I O Technologies Inc 21 vbsreg_user_manual_v2 doc VBS Registrar User Manual I O Technologies Inc IMPORT STUDENT RECORDS This menu option allows you to import student records entered on a web site or separate system Currently the system allows importing of a comma separated values CSV file having the following format
16. s entered in the Grade Completed form found in the Maintenance menu Default values are Kindergarten 1 9 etc If your external system uses different values be sure to update them in the Grade Completed form before running the import 14 Parent First Name Character 20 VBS Registrar allows you to specify separate mother and father names Most external systems do not The value entered into this column will be imported into the Mother s first name field inside VBS Registrar 15 Parent Last Name Character 20 The value entered into this column will be imported into the Mother s last name field inside VBS Registrar 16 Home Phone Character 20 Home phone number The import process will strip out hyphens parentheses and spaces resulting in a standard format inside VBS Registrar UO Technologies Inc 23 vbsreg_user_manual_v2 doc VBS Registrar User Manual I O Technologies Inc Column Description Data Type Width Notes 17 Emergency Contact Character 20 The import process will strip Phone out hyphens parentheses and spaces resulting in a standard format inside VBS Registrar 18 Allergies Medical Character 50 conditions 19 Attends church Character 3 Values Yes or No 20 Church Name Character 50 Gtudent e home congregation EXPORT STUDENT RECORDS Use this function if you d like to export
17. shley Ln Coralee E Ps Zip 53074 city Port Washington vy State w Doug cetk 298 423 4222 Edna VE Banda Emerg Contact Frieda Relship Aunt D Ph 1238 932 9299 Gel Allergies Peanuts i Church St John Port Washington C Sunday Schi Prospect ohn Susan Birth Date 01 01 2005 5yrs 2 mos Baptized Photo on File Bus Rider Kranklich Kurt School Blanchard Elementary Grade Completed Kinderga v Lesser Lonna Lindbergh Charles AS Ju Pre K peal th x silaidaaidagae mandauit Ta Keep with Source Friend s Invitation E Martin Jon i Religion Catholic v Karin META e oe Notes d Attendance Martin Shari Miller Tony Nicholson Nancy Le le A Olson Mark Save Undo Delete Find Print Close Alan After you ve configured the system this screen will auto launch when you first start the application You can also launch it by choosing Students Add Change from the main menu I O Technologies Inc 14 vbsreg_user_manual_v2 doc VBS Registrar User Manual E 1 0 Technologies Inc This is the primary data entry screen which you ll use to enter students as they register The current registration year will appear in the green box at the top right of the screen This is based on the VBS Start date which was entered in the VBS Information Screen When you pre
18. ss the Add or Edit buttons the captions on the buttons will change so that Add becomes Save and Edit becomes Undo As you enter new student records into the database their first and last names will be added to the list on the left side of the screen You can sort that list by last or first name by clicking on the column headers Click on a record in the list on the left and the child s information will appear in the detail fields on the right side of the screen Most of the above fields are self explanatory But note the following The student s age will be automatically calculated and refreshed based on his her date of birth If you checked the Extra Services option on the VBS Information maintenance screen the Extra Services box will appear on this form It is designed to help track which students will be in need of extra services your congregation offers in conjunction with VBS Many churches offer before and after child care Some offer breakfast and or lunch If you check the Child Care checkbox you ll be able to enter the start and stop time for child care services Check Breakfast and or Lunch if your church will be providing these meals to the student The Religion dropdown is defaulted with the value that was entered in the VBS Information screen You can override it here for each student When you press the Notes button a popup window will appear which will allow you to enter free form notes about the student A quick indic
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