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Church Helpmate 2010 User`s Manual

1. CHURCH MATE ge SO f P HELPMATE E v VENT agement Software Church Man Church Helpmate 2010 User s Manual C Copyright 2003 2009 Helpmate Technology Solutions LLC All Rights Reserved Church Helpmate 2010 User s Manual by Helpmate Technology Solutions Revision 12 9 2009 Church Helpmate 2010 c Copyright 2003 2009 All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the Helpmate Technology Solutions LLC Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document Helpmate Technology Solutions LLC HTS assumes no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall HTS be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Church Helpmate 2010 Table of Contents Chapter 1 Introduction 2 Helpmate Technology Solutions cccceccesc
2. This tab allows you to view the Group Membership assignments for the Individual A TreeView control is utilized here to display all of the Groups the Individual has membership to Right clicking on the name of a Group will show a pop up menu with editing options as displayed below Edit Jit Membership Remove Membership Add to Additional Groups 7 Open Group These editing options are also available as buttons at the bottom of the Group tab IMPORTANT NOTE In order for the right click pop up menu and the buttons at the bottom of the Groups tab to be active the Individual Detail Form must be unlocked that is in Edit Mode Selecting Add to Additional Groups will display the Group Membership Add form as shown below Here you can use the Add checkbox to easily add an individual to as many Groups as desired all in one process c Copyright 2003 2009 Helpmate Technology Solutions LLC 112 Church Helpmate 2010 Be Group Membership Add z Individual Bob Angstrom Quick Find z TIP The bas is NOT T curently a member of the following Groups To add ie individe to one or more of these Groups J the dd DI O Car Repair Abilities amp Skills Giftings Skills Interests g Getting plugged into Ministry Interested In G Skills Interests CT Melancholy Personality Types Giftings Skills Interests O Musicians amp Vocalists Worship Ministr
3. sessscsessesersseeeseesseeseesenesensseseesseaesesseneseeseueseeeseasseeseeeseesseesenssenseneneees 219 Deleting A Contribution Record cesseseensesseeseessessseeseesenssensneeseeeseassessenesauseneseeeseassesseeeseasenssensneesseeseensensene 220 Chapter 8 Pledges 222 Pledges Introduction 22 22 c0i5cctecce ssc ndeecss cccddet eck ete sidcc deca dadedeees EENS EENEG EE 223 Pledges Explorer eege opne a NEEE sta youeesensubonvevs EEEE 224 Pledge Detail Formi sisirain EELER AA aa A i aa 226 Pledge Procedure tee eseu 229 Viewing Pledge Records cssccssesssssssneessneesseeeseneesneeseceessneeesneseenesseneeseneesaeessneesanesseaesesnasseneeasnesseneeseenseaeess 230 Editing A Pledge RECOM cccsccssesseeessneesseessneeeseeesseeessneeesneesnesseneesaeeesaesesneeseneesenesseeeseeeessaesseeeennenseneeaenes 231 c Copyright 2003 2009 Helpmate Technology Solutions LLC Contents IV Adding A New Pledge Record scsssssensscesssesseneenserssceesssersnneesecesseneenseesaceeenorsaneesenessnnerseeeeneeesenseneesaneees 232 Deleting A Pledge ReCOIG cssscssesssersenesseressseeneorsaeesssenseneeseeeeseneesersacessaneeseneeseeeesenenseneeaceesseenentenseceesenen 233 Chapter 9 Meetings amp Attendance 235 Meetings amp Attendance Introduction ceeeeesseeeeeeeeseeeee een seeeeeenseeeeeeenseeeeeseaseeeeeenseseeeeeaseeneeeeeeeeenes 236 Meetings Explorer e egeesstee
4. 426 Church Helpmate 2010 If desired the Show only Distinct values checkbox can be used to prevent duplicate rows of data from being produced Also for those with knowledge of SQL statements the View SQL Statement button displays the currently generated SQL statement based on the field selections made by the user in Step 3 Clicking the View SQL Statement button will cause the bottom of the Step 3 screen to appear as shown below aul WU we LI pa Go Operators Values C Show only Distinct values Generated SQL Statement Update SELECT gryIND Grade qryIND LastFirstName qryIND Address1 qryIND CityStatePostalCode qryIND HousePhone 1 FROM qryIND WHERE zee QryIND Grade Is Not Null ORDER BY qryIND Grade gryIND LastFirstName EE If the Manual button is clicked the user can then manually modify the SQL Statement These manual edits can be saved as part of your custom report If the Manual SQL option is chosen all of the other field controls on the Step 3 screen are disabled c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 427 15 13 Database Compact amp Repair Utility Certain factors may leave your Church Helpmate data file damaged or corrupted The symptoms of a corrupted database can range from Deleted appearing in certain records to the inability to open one of the objects in the database to the complete in
5. Details of the Church Helpmate OneCallNow Integration 1 Establishing your One Call Now Account If you haven t already done so contact Helpmate Technology Solutions sales at 888 858 3247 to setup your One Call Now account There are several affordable account pricing plans depending on the size of your organization and the number of phone numbers you want to be able to call using the service Once you select the appropriate plan your low monthly fee will entitle you to deliver an unlimited number of messages to these phone numbers Upon sign up you will receive a unique GroupID and PIN for your One Call Now account NOTE Only One Call Now accounts established through Helpmate Technology Solutions are compatible with the Church Helpmate integration Enabling and configuring within Church Helpmate To enable the One Call Now integration select Setup amp Preferences General Program Preferences from the top main menubar and then select the One Call Now tab Preferences Local Settings LZ General File amp Folder Paths Color Theme Households amp Individuals Contacts Groups Contributions Pledges Attendance Reminders One Call Now Requires a One Call Now subscription through Helpmate Technology Solutions contact Helpmate sales for more details Enable OneCallNow Interfacing Options Enable OneCallNow upload reminder prompt when closing Church Helpmate if group changes have
6. c Copyright 2003 2009 Helpmate Technology Solutions LLC 264 Church Helpmate 2010 10 3 1 Connection Detail Form Connection Tab A Connection Detail Form Lo E iA e GE EN 2 QOOO22 06 2 4 O Edt Seve Cave Dr New Fast Prev Net last Find Help more This form is currently LOCKED dek Scheduled For 01 15 2008 Type Ge Individual C Household Start Time 2 00 PM To Blanchard Elizabeth End Time 3 00 PM By Rev Hammond Status e Scheduled Method In Person Meeting C Open Requires Followup Purpose Shut in C Closed Completed Location Blanchard s home Record 2 of 6 Created 07 Nov 2007 Modified 06 Dec 2007 Modified By CH2008 This tab is used to record general information about the Connection record Occurred On Use this field to specify when the Connection occurred If the Status of the Connection is Scheduled then the label of this field will read Scheduled for This is a required field Start Time Use this field to record the starting time for the Connection End Time Use this field to record the ending time for the Connection Status Use this field to configure the overall status of the Connection record Choose Scheduled for Connections that will occur in the future Use Open for Connections that have already occurred but which have an open follow up Use Closed for those Connections that have oc
7. 359 5j Group Membership Output Configurator X Select From 1 Include those w membership to Group e Group Name Children s Sunday School e Directory Reports Labels amp Envelopes Form Letters Email Map Export SY Filter no fiter Fa save saves Rename _ delete Title Children s Sunday School Layout Group Membership Directory Custom 1 Column Landscape EE Group Membership Directory Custom 2 Column Portrait Group Membership Directory Custom 3 Column Portrait Sec Group Membership Photo Directory Custom 1 Column Portrait Times New Roman Size 9 Group Membership Photo Directory Custom 2 Column Portrait Group Member Data Fields M Group Membership Position M Phone s M Membership Status Cl Age M Group Membership Date Joined O Ind Private C Household Position M Birthdate O Env O User Defined Date Fields M Group Membership Withdraw Date M Address O Grade Level O Incl Year M Allergies O User Defined Text Fields M Group Membership Comments O Incl Private J School O Wedding Date M Special Needs User Defined CheckBox Fields M Email Addresses Gender O Incl Year Cl Security ID O Show info about Group O Incl Private Marital M Additional Membership to other Groups Milestone Dates O Web Site O User Defined Pull Down Fields Other Options M Display Filter Details on Report O Display Membership Status symbols next to each individual s name see een
8. E Chapter 12 Church Health amp Statistics PH Chapter 12 Sections Church Health amp Statistics Introduction Church Health amp Statistics Preparation Church Health amp Statistics Explorer Church Health amp Statistics Detail Form 287 c Copyright 2003 2009 Helpmate Technology Solutions LLC 288 Church Helpmate 2010 12 1 Church Health amp Statistics Introduction PH What is Church Health The church is a body Itis not a business The church is a living organism not an organization Just as when our human bodies experience diseases when things are out of balance when the body of Christ becomes unbalanced disease occurs Church health therefore is related to how well the body of Christ functions in fulfilling God s mission amp purpose More specifically healthy churches are most effective when the six purposes of Acts 2 42 47 are intentional active and balanced Worship Fellowship Ministry Discipleship Prayer and Evangelism Balance occurs when you have a strategy and a structure to fill these purposes Without a strategy and a structure that intentionally balances these purposes of the church it is very easy for the church to overemphasize one purpose over the others Typically the purpose that the pastor or others in leadership feel most passionate about will be emphasized while the other purposes will be neglected In the same way our physical bodies rely on each
9. Other Options Include Household Notes and Directions Fields ee O Include Household Member Names ETTA BASED ON Attendance records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate desired output for Individuals who have been absent at a specified number of consecutive Meetings c Copyright 2003 2009 Helpmate Technology Solutions LLC 380 Church Helpmate 2010 14 18 3 Meeting Attendance Report Configurator Attendance All e Date Range Last Weekend Start Date 10 10 2009 older Classes amp Bible Studies 5 end Date 10 11 2009 Report Export F Default f save save As Display Options Membership Status Attendance Totals M Attendance Value Title amp Header Options Report Title Meeting Attendance Report Last Weekend Header Text Sub Title Classes amp Bible Studies Header Logo BASED ON Attendance records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a printed detail report or export of Attendance records for 1 or more Meeting records Report can be run for all Group category Meetings or only on a specific Group s Meetings c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 381 14 18 4 Meeting Statistics Report Configurator Report Title Meeting Attendance Charts 1 1 2007 12 31 2007 Beginning Date 01 01 2007 F Ending Date 12 31 20
10. 4 Using the Save As Filename parameter specify the filename and folder location for the CSV file you will be creating or leave the default setting NOTE You can specify the default folder path in the Church Helpmate Contribution Preferences screen NOTE There s no right or wrong here however you will need to this information when you are importing the file from Peachtree so make a note of the filename and location c Copyright 2003 2009 Helpmate Technology Solutions LLC 204 Church Helpmate 2010 5 Click the Export button to process the export To perform the export click the Export button in the lower right hand corner of the form Once the export process has been completed a confirmation dialog box will be displayed Contribution Batch Report Configurator So eben ES QuidBooks IIF file Intuit Interchange Format Indude Field Names As First Row C ProgramData CH2010 Export 06292008mbp csv c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 205 4 In Peachtree import the CSV file NOTE Before importing any data into your Peachtree system Peachtree strongly recommends that you make a backup of your Peachtree data 4 1 From the Peachtree menubar select File Import Export as shown below Peachtree Accounting Bellwether Garden Supply Peachtree Complete SI Edit Maintain Tasks Analys
11. Example3 Let s support Fred Jones exists in the CH2010 data as a Contact record and that there exists 1 Contribution record associated with Fred in this week s Batch Fred s Contact record would then be included in this count c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 313 TIP The Church Health amp Statistics data fields provided here are held in a totally separate table from the data in the other CH2010 modules This means that the Church Health amp Statistics data is only changed through the Church Health amp Statistics Detail Form For example adding a new Batch of contributions into your CH2010 database through the Contribution Batch Detail Form will not by itself have any affect on the Church Health amp Statistics module s contribution based data fields The data fields of the Church Health amp Statistics module are modified only through the Church Health amp Statistics Detail Form either by manually entering data into the data fields provided or by using the auto fill feature TIP You can run the auto fill process on a single data field if desired without affecting any of the other data fields in the week To do so either double click in the desired field or right click the desired field and select Auto fill value from the pop up menu must be in edit mode c Copyright 2003 2009 Helpmate Technology Solutions LLC 314 Churc
12. c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 17 Reference Information 449 450 Church Helpmate 2010 17 9 Pull Down Lists In many data entry fields you can click on a down arrow at the right end of the field to drop down a list showing suggested or allowable entries These controls are know as Pull down lists For example when your cursor is positioned in a field where you are to enter the marital status of an individual clicking the arrow opens expands a list with the options you set up in the CH2010 Individuals Setup form Setup amp Preferences Individuals Setup from the main menubar or Navigation Menu You can also open the list by pressing the ALT DOWN ARROW keys on your keyboard when the pull down list is the active control You can use your arrow keys to highlight the option you want and press Enter or simply click on the item with your mouse to paste that name in the field Pull down list fields also have an auto fill behavior When you enter characters in the text box portion of a pull down list CH2010 searches the values in the list to find those that match the characters you have typed The pull down list will automatically display the first underlying value that matches the characters entered so far This lets you quickly enter an existing value in a pull down list without displaying the full pull down list or having to click on the down arrow button Shown below is a pu
13. Do Not Include Connection Data all Connections Connections from Pledges Do Not Include Pledge Data C All Pledges Attendance Do Not Include Attendance Data C all Attendances Attendances from Header Text Primary ei Header Logo No logo e Se Print Preview BASED ON Individual records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate detailed printed reports on 1 or more Individual records Report includes all data fields associated with Individual records Also allows options to include the Individual s Attendance Group Membership Connection Contribution and Pledge records c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 353 14 13 4 Individual Utility Report Configurator Individual Utility Report Configurator Report Title Duplicate Individual Name Report Header Text Primary e Header Logo No logo BASED ON Individual records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate utility type reports such as a report of any duplicate Individual names c Copyright 2003 2009 Helpmate Technology Solutions LLC 354 Church Helpmate 2010 14 14 Contact based Outputs Si The Contact based output options are provided by the Contact based report configurators These report configurators are available from the Outputs Explorer by selecting Outputs Contact Outputs fro
14. For Contributions which involve multiple funds for example Thomas contributes 225 and he wants 55 to go to the Missions fund 130 to go to the Building fund and the rest to the General fund then you d want to utilize the Splits Wizard The Splits Wizard shown below provides a convenient method of entering multi fund Contributions To enter a Contribution record using the Splits Wizard select the Contributor from the Contribution Batch Detail form s Contributor or Env pull down lists and then click on the Splits Wizard button Then use the Splits Wizard to split the Contribution to the appropriate Contribution funds If you know the total overall Contribution amount you ll want to enter this value into the Enter Contribution Total Amount field The Splits Wizard will then automatically adjust the amounts for each split value to make sure that the math works out properly If you don t know the exact total Contribution for example Thomas contributes 87 49 to the missions fund 39 29 to the Building fund and 123 45 to the General fund but does give you a total Contribution amount just go ahead and enter in the individual amounts for each fund and the Splits Wizard will automatically total them up for you To complete your entry click the Enter button or press lt Ctrl gt lt S gt on your keyboard Splits Wizard P Contributor Blanchard Marvin amp Elizabeth Env 3 Batch 07262009prs Fund Amount
15. SATISFACTION GUARANTEED If you are not 100 satisfied with this SOFTWARE HTS s entire liability and your exclusive remedy shall be to remove the SOFTWARE from your computer and return it within 30 days of purchase to Helpmate Technology Solutions Attn Returns PO Box 619 Union KY 41091 USA LIMITED WARRANTY If the supplied SOFTWARE disks or CD are defective please return the SOFTWARE to Helpmate Technology Solutions Attn Returns PO Box 619 Union KY 41091 USA within 30 days of purchase and replacement disks and or CD will be mailed to you DISCLAIMER OF WARRANTIES Except as expressly provided above this SOFTWARE and the related services are provided as is and to the maximum extent permitted by applicable law HTS and its suppliers disclaim all other warranties express or implied regarding the SOFTWARE and the related services disk and related materials including their fitness for a particular purpose their quality their merchantability or their non infringement HTS does not warrant that the SOFTWARE is free from bugs interruption errors or other program limitations Some states do not allow the exclusion of implied warranties so the above exclusions may not apply to you In that event any implied warranties are limited in duration to 30 days from the date of purchase of the SOFTWARE However some states do not allow limitations on how long an implied warranty lasts so the above limitation may not apply to
16. To integrate properly with QuickBooks it s very important that your Church Helpmate Fund names match the name of the corresponding Income account in your QuickBooks chart of accounts For example if you have a Fund named Building in Church Helpmate you will want to ensure that you have an Income account set up in your QuickBooks file also named Building Some people like to organize their Income accounts in QuickBooks under a major account For example they might have all of their various contribution Income accounts organized under a major Income account named Contribution Income Church Helpmate Funds setup allows you to indicate an optional Major Income Account Name for each fund If you do not use major c Copyright 2003 2009 Helpmate Technology Solutions LLC 194 Church Helpmate 2010 accounts and sub accounts for your Income accounts in QuickBooks you will not need to enter anything in the QuickBooks Major Income Account Name field for your Church Helpmate Funds For each Church Helpmate Fund you must also specify the name of the QuickBooks bank account that the money should be deposited into In many cases a church may have only a single checking account into which their contribution data is deposited If this is the case the same bank account name should be entered under each Church Helpmate Fund s record However in some cases a church might have different bank accounts for different
17. Up Arrow Scrolls the screen up Down Arrow Scrolls the screen down PgUp Moves the cursor up one screen PgDn Moves the cursor down one screen Home Moves the cursor to the beginning of the line where the cursor is positioned End Moves the cursor to the end of the line where the cursor is positioned Del Deletes the character in the current cursor position in a form or dialog box c Copyright 2003 2009 Helpmate Technology Solutions LLC 444 Church Helpmate 2010 17 3 Shortcut Keys Keyboard Shortcuts for CH2010 Detail View forms New Record CTRL N Edit Record CTRL E Save Record CTRL S Print CTRL P Cancel Edits CTRL Z Delete Record CTRL D Expand Name Lookup Pull Down List CTRL W Close Form CTRL Q General Keyboard Shortcuts Move to next field in form or dialog box TAB Move to previous field in form or dialog box SHIFT TAB Move to next tab in form or dialog box CTRL TAB Move to previous tab in form or dialog box CTRL SHIFT TAB Expand pull down list control ALT DOWN ARROW Close pull down list control ESC Select or clear a checkbox control SPACEBAR Move between options in the selected pull down list or between options in a group of options Arrow Keys To undo changes in the current field ESC To move one character to the right in a text box RIGHT ARROW To move one word to the right in a text box CTRL RIGHT ARROW To move one character t
18. User Defined Fields 1 3 Field Description These fields are used to record any desired data that is not covered by any of the pre defined fields The labels for these fields can be customized by the user through the Church Health amp Statistics Setup form see Chapter 3 Auto fill Logic none c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 316 Church Helpmate 2010 13 Chapter 13 Special Dates Chapter 13 Sections Special Dates Explorer c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 13 Special Dates 13 1 Special Dates Explorer Si To reach the Special Dates Explorer select Explorer Views Special Dates Explorer from the program s main menubar The Special Dates Explorer provides you a convenient view of important dates such as Birthdays and Wedding Anniversaries related to your Church Helpmate records 317 c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter Chapter 14 Reporting amp Other Output Options 319 14 Chapter 14 Reporting amp Other Output Options Church Helpmate wouldn t be very useful if it was limited to only data entry and on screen displays However Church Helpmate has an impressive arsenal of reporting and other output tools Such as form letters mailing labels bulk emails etc These tools help you share your Church Helpmate data with others through informative and ins
19. Form Tabs General Contact Info Notes User Defined As shown above the Contact Detail Form is divided into the following tabs sections General Tab Contact Info Tab Notes Tab User Defined Tab c Copyright 2003 2009 Helpmate Technology Solutions LLC 140 Church Helpmate 2010 5 3 1 Contact Detail Form General Tab amp Contact Detail Form oR ox D VOO0D OBCOO DOA 10 ER Saye Gere First Prev Next Last Find Photo Help more Franxman James This form is currently LOCKED General Contactinfo Notes User Defined Name Title Mr H Formal Label Name Mr James Franxman First James Informal Label Name James Franxman Middle Formal Greeting Mr Franxman Last Franxman Informal Greeting James Organization Franxman amp Associates O Use in Informal Label Name 2 O Use in Formal Label Name O Use in General Name Other Category Business Legal Advisor H z Env Contributor No Statement Delivery Pref Postal Mail Record 4 of 12 Created 06 Nov 2007 Last Modified 07 Nov 2007 Last Modified By CH2008 Filter Off Last Contrib Name Section This is where you record basic name information of the Contact When storing an Organization name you can indicate whether the program will utilize the Organization name over the Contact s First and Last Name fields The Label Name and Greeting fields can either be generated automatically o
20. Search For Smith Match Start of Field E Search Type Ce Name C Street Address C Phone C Email Address Include in Search Households CJ Individuals O Contacts 6 If more than one Household record matches your search criteria you will be shown a list of these Households and you can double click on the desired record to open it in the Household Detail Form If only one Household meets your search criteria that Household will be automatically opened in the Household Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC 124 Church Helpmate 2010 4 7 4 Adding A New Household s Record RI You can begin the creation of a new Household record in one of 3 ways e Households Explorer From the Household Explorer s toolbar click the New button This will open the Household Detail Form to a new Household record ready for your data entry When you are finished entering the Household s data click the Household Detail Form s Save button to save the new record e Household Detail Form From the Household Detail Form s toolbar click the New button This will place the form at a new blank Household record ready for your data entry When you are finished entering the Household s data click the Household Detail Form s Save button to save the new record e File Menu From the Church Helpmate top main menubar select File New Household This will open
21. This procedure demonstrates how you can establish a real time link from any MS Access mdb file to the tables held within your Church Helpmate software s data file This process requires that your version of MS Access be version 2002 or newer 1 Open your Helpmate software and select Setup amp Preferences General Program Preferences and then choose the File amp Folder Paths tab Note the full path and file name of your current data file as displayed by the Data File parameter it is recommended that you jot this full line down on a piece of paper as you ll need to use this information in a later step 2 Close your Helpmate software and start MS Access version 2002 or newer You can begin here from an existing mdb file or with a new blank mdb file 3 From the top menubar in MS Access select File Get External Data Link Tables DI Microsoft Access Edit View Insert Tools Window Help Ctrl N Ctrl O D C O ig g Kl m gt External Data Ei Import h 4 From the Link dialog box browse and select highlight your Helpmate software s data file as you determined in Step 1 above then click the Link button W CH2010 Name A Archives Ji BACKUP J Export A icons 1 PDF Ai Photos A QuickLetterT emplates AW Sounds A Templates Ai User s Manual Files of type Microsoft Access mdb mda mde c Copyright 2003 2009 Hel
22. c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 185 Contribution Batch Detail Section Once added to the Batch Contributions will appear in the ListBox control in the bottom Contribution Batch Detail section of the form This section of the Contribution Batch Detail form contains a ListBox control which displays all of the Contribution records included in the current Batch The listing of contributions contained in the Batch is sorted by order of entry Contribution Batch Detail Contributor FundName _ PayType Reference Amount PayDate uidProQuo WidProQuoDesc Angstrom Bob amp Sue Building Check 987 150 00 7 26 2009 0 00 Baker Robert Building Check 895 6 000 00 7 26 2009 0 00 Hammond Ted General Cash 80 00 7 26 2009 0 00 _Anonymous Offerings General Cash 650 00 7 26 2009 0 00 Lawson Jim amp Cinda Benevolence Cash 50 00 7 26 2009 0 00 Messing Marilyn General Check 25 00 7 26 2009 0 00 Clark Michael amp Jennifer General Check 100 00 7 26 2009 0 00 Montoya Richard amp Ginger General Check 150 00 7 26 2009 0 00 Angstrom Bob amp Sue Building Check 114 00 7 26 2009 0 00 McCabe James General Check 10 00 7 26 2009 0 00 Tester2 Billy amp Tricia General Check 111 00 7 26 2009 0 00 Giordano Juan amp Kate General Check 123 00 7 26 2009 0 00 Giordano Juan amp Kate Building Check 77 00 7 26 2009 0 00 am Batch Total 7 640 00 Sor
23. ee a N ees EE ege Eege Eeer Saa 35 COMNTHIDUTIONS 825 eege Sanco c epee ces tects SEELEN Eggs ege 36 TE TEE 38 AUOMGAN CE iain cscs casas seni ands cenutsuabeadectoascaucaiesstedsucpeadacsaoersacedbaciascupivadsnubessevatedbiisadsdesoassadpavbadseucbedbarbaubascostsasaedesioaaes 39 Reminders os secescsccceencdstvasccusacacvapcescsncnncscnsevercassabeevescunsuivedecdasdcevasbesbadveceosenuesacsecsenenuevasosreaquesratedeaivevuesesusieddcvseucents 40 Ome Call NOW 225 cesses dessa a re es ra aranean Aae sacle p Eao a aeeai NE e dope aaa a aa vibean cdteestertey wee eceaedseuctize 41 a ee 42 Individuals SOLU geess EES SEELEN EES ES 45 Contacts Setup Gees EEN dee 51 GFOUPS SCTUP ee E A 54 Contributions Setup ge indie nna aii ca iil ena mas 56 PICAGES SOU ees Ee ee 62 Connections SOUUP size seccecscccetscce eege EELER ENEE EENEG evsesvenncbaveees 63 Church Health amp Statistics Setup ccsccccesceesseeeeeeeeeeeeeeesneeseeeeeeseaeeeaneeeenseeeeeaaesaseaeenseeeeseeseseeesneeeeeneas 64 User Information Setup eieae aan eo rnein enata eenn aa sete vee teci enters stp cececceeeuetessesevceaetereseesseneeecenetsestnereteteeesers 67 Security Syste Setup EE 69 Email Setup Default Global Setup cccccccesceesseeeeeeeeeeeeeseeseeeeeeeeeseaaesasneeeneeeeesaaesaseeeensaeseseaesnseeeeeseees 71 c Copyright 2003 2009 Helpmate Technology Solutions LLC Contents II Email Setup Per User Setup i cccc
24. s O Incl Private Address O Incl Private Email Addresses O Incl Private Membership Status CO Household Position O Grade Level O School O Gender O Marital Other Options Display Filter Details on Report Display page Footer M Display record count in Footer Header Text Primary e Header Logo No logo e Interested in printing booklet style directories 3 ClickBoo Click for more c E BASED ON Individual records OUTPUT OPTIONS GENERAL DESCRIPTION Used to generate desired output for Individual records Allows for filtering to include only a subset of Individual records Landscape Portrait Portrait Portrait Portrait Portrait O Web Site O Envi O Allergies O Special Needs O Security ID O Age Birthdate O Incl Year O Wedding Date O Incl Year CO Additional Milestone Dates Font Selector Select Font Times New Roman Size 9 O User Defined Pull Down Fields O User Defined Date Fields O User Defined Text Fields O User Defined CheckBox Fields O Group Membership O Display Membership Status symbols next to each individual s name kl Display section header at the beginning of each letter 4 B C etc O Force page break at the beginning of letter sections 4 B C etc LZ Print Preview _ pm Je c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 351 14 13 2 Individuals Milestone Output Configurat
25. 11 11th Grade 12 12th Grade 13 College Yr 1 14 College Yr 2 el Grade Levels Section This is where you define the desired grade level structure Use the Add Edit and Delete buttons below the list to manage the Grade Level values Use the up and down arrow buttons located to the right of the list to order the items as desired Schools Section This is where you define the values found in the School pull down control on the General tab of the Individual Detail form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 49 MEMBERSHIP STATUS TAB Setup Individuals Individuals General Individuals User Defined Fields Individuals Grades School Membership Status gt Households amp Individuals Setup est Exclude individuals names Symbol used in Consideredtobe Considered to be From their Ghost gray out directory reports active members active attenders Households name individuals names next to Membership Status of the church of the church amp label Fields in Explorer views individuals names Child of Member o O o R Child of Reg Attender 0O KI Active K K SIS O Deceased B Transferred Out l K K E E n KI Transferred Out 0 00 KI Reg Attender Active KI O Reg Attender Deceased E E EEE n KI K ojo Oo K Reg Attender Drop Out New Delet
26. Announcements Aa 08 12 2009 Blanchard Elizabeth Pete DuBois Shut in In Person Meeti A AP A 1117 2008 Blanchard Marvin amp Elizabeth Bob Angstrom General 10 06 2008 pe A 04 07 2009 McCabe James amp Marguerite Mike Clark Counseling 03 03 2009 I Show Dashboard on startup NOTE If the Church Helpmate security system is enabled the current user must have Browse permission for the Connections module in order to view the Connections tab otherwise this tab will not be visible c Copyright 2003 2009 Helpmate Technology Solutions LLC 400 Church Helpmate 2010 Reminders Tab The Connections tab shown below includes a ListView control showing Reminders You can configure the timeframe for what Reminders should be displayed here for example next 7 days as well as disable this tab altogether through the Dashboard Preferences screen see the Dashboard Preferences section below for more details Double clicking on any Reminder from the ListView control will open the record in the Reminder Detail Form You can also print the displayed list by clicking the Print button Helpmate Dashboard Membership Contributions Connections Reminders Announcements A 10 12 2009 10 00 AM Weekly Deposit weekend contributions at bank I Show Dashboard on startup Dashboard Preferences EZ NOTE If the Church Helpmate security system is enable
27. Chapter 4 Households amp Individuals 4 7 7 Editing An individual s Record Ki 1 Open the desired Individual record in the Individual Detail Form 2 Click the Edit button at the top left hand corner of the Individual Detail Form to enable editing of the form 3 Make the desired changes to the Individual s record 4 When editing is complete click the Save button to save the changes you ve made 127 c Copyright 2003 2009 Helpmate Technology Solutions LLC 128 Church Helpmate 2010 4 7 8 Searching For An individual s Record Ki Using the Individuals Explorer 1 Activate the Individuals Explorer by selecting Explorer Views Individuals Explorer from the Church Helpmate top main menubar 2 Use the TreeView control on the left hand side of the Individuals Explorer to display a desired filter set of Individual records in the right hand side ListView control For example let s say you were searching for the John Smith Individual record You could expand the Last Name node of the Individuals Explorer TreeView control and then click the stu node This will filter the Explorer s ListView control to display only Individual record s whose last name begins with either S T or U Using the TreeView control to filter the ListView control s data will make locating records much easier and more manageable as the number of records in your database grows 3 The ListView control displays Ind
28. Chapter 4 Households amp Individuals 113 4 6 7 Individual Detail Form Attendance Tab General Household Contact Info Milestones Connections Groups Attendance Notes User Defined Attendance At A Glance Summary Year 2009 D Attendance for Group al Groups Populate Chart oe weien FTE 11 WII qvaz weetst426 I I ICIC IC VH ge weeks 2739 I I O O O O O O OC CCE erea weeks 4052 JU OOOO For a more detailed look at this individual s attendance use the button to the right to open the Individual Meeting Attendance Report Configurator Record 2 of 40 Created 06 Nov 2007 Last Modified 29 5ep 2009 Last Modified By Admin Filter OFF Last Contrib Last Attend 31 May 2009 Last Connection 11 Aug 2008 The Attendance tab on the Individual Detail Form is useful to get a quick glance at the individual s attendance summary You can use the Year pull down to specify the which year s attendance data to display Also the Attendance for Group pull down can be used to show only attendance history for a particular group s meeting or meetings for all groups A blue box indicates that the individual was present for the specified month amp week number For more detailed information about a particular individual s attendance history see the Individual Attendance Report Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC 114 Church Helpmate 2
29. Chapter 7 Contributions 183 Contribution Entry Section This section is used to enter new Contribution records into the Batch Contribution Entry Selectby NameorEnv Check Reader bi Splits Wizard For multi Fund contributions Quick Entry Fields for single Fund contributions Contributor Dubois Pete amp Gigi lee aoe ae a E B edge Moi Yr Type Check D I Ref 123 Quid Pro Quo 0 Display Contributors Only Amt 150 00 Hu Desc O Auto complete based on contributor s past history Env 6 Selecting the Contributor The first step in entering a Contribution record is to identify the contributor This can be done either by selecting the contributor using the Contributor pull down control or the Env pull down control or by utilizing the check reader feature Selecting by Name or Env To select the Contributor based on their name or their envelope set the Select By option to Name or Env The Contributor and Env pull down controls will be displayed These pull down controls will display those Household Individual and Contact records that have been set as Contributor Types in their detail forms If you ever need to select a Household Individual or Contact record that is in the database but not currently listed here because they ve not been configured as a Contributor you can uncheck the Display Contributors Only checkbox This will allow you to select any Household Individual
30. Connections Reminders Announcements NOTE When utilizing the Church Helpmate security system if the current user does not have permission to view a particular tab of the Dashboard the tab will be hidden from view c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 397 Membership Tab The Membership tab shown below includes 4 ListView controls showing New Households New Membership Additions Birthdays and Wedding Anniversaries You can configure which of these ListView controls should be shown and or hidden and the desired timeframe for each list for example past 7 days as well as disable this tab altogether through the Dashboard Preferences screen see the Dashboard Preferences section below for more details Double clicking on any item from any of the 4 ListView controls will open the record in the corresponding Detail View form You can also print any of the lists by clicking on the Print button located next to the desired list In addition to the 4 ListView controls the Membership tab can also display the current Active Member Count as well as the current Active Attender Count at the bottom of the screen Contributions Connections Reminders Announcements A Clark Michael Jennifer Tricia Danielle Bily Member Active 07 21 2009 GD Hamamoto Mariska Aiko visitor Active 07 09 2009 A Lawson Jim Cinda Reg Attender Active 07 03 2009 aa Clark Michae
31. Data Entry Keys Shortcut Keys Mouse Operations Menubars amp Toolbars Status Bars Check Boxes Radio Buttons Option Buttons Pull Down Lists List Boxes ListView Controls TreeView Controls c Copyright 2003 2009 Helpmate Technology Solutions LLC 442 Church Helpmate 2010 17 1 Data Entry Procedures Many of the forms and dialog boxes in CH2010 display blank spaces called fields ready for you to enter information much as you would using a word processor You can move from field to field using the lt Tab gt key or your mouse Using the Tab key will move you in a left to right top to bottom order as if you were reading a book To move backwards to return to a previous field press Shift Tab When using a mouse simply click on the desired field and the cursor or highlight will move to that field If a certain field on a form is NOT able to be edited the field will be grayed or dimmed You cannot make changes to that field c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 17 Reference Information 443 17 2 Data Entry Keys SS common cursor movement and editing keys are listed here These keys operate as indicated in most data entry ields Left Arrow Moves the cursor one position to the left or to the previous field when the entire field value is selected Right Arrow Moves the cursor one position to the right or to the next field when the entire field value is selected
32. Deceased Member Transferred Out Member Transferred Out T Use the lt Ctrl gt button while selecting items with the mouse to select multiple items Marital Any User Defined Pull Down H Value Equals Text H Value Equals Date H Equal To H To open the Data Purge dialog box select one of the following items from the Church Helpmate top main menubar Tools Database Utilities Purge Household Records Tools Database Utilities Purge Individual Records Tools Database Utilities Purge Contact Records Tools Database Utilities Purge Contribution Records Tools Database Utilities Purge Pledge Records Tools Database Utilities Purge Meetings amp Attendance Records Tools Database Utilities Purge Connection Records NOTE If the Church Helpmate Security System is enabled only users with Data Purge and Recycle Bin item removal permission will be able to use these purging tools NOTE Using the Purge feature of Church Helpmate completely bypasses the Church Helpmate Recycle Bin and the affected records are permanently deleted from the database There is no undo feature available when using the Purge feature so please use with extreme caution and be sure to always have a current backup before using c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter Chapter 20 Upgrading from Previous Version 20 Chapter 20 Upgrading from Previous Version This chapter
33. Enable Sounds checkbox to indicate whether or not Church Helpmate should provide audio feedback of user input actions such as clicking a button or selecting an item from a menu To enable this feature check the Enable Sound checkbox Use Include Data File in Titlebar checkbox to indicate whether or not the folder path and filename for the current CH2010 data file should be displayed in the CH2010 program window s titlebar Use the Validate Email Addresses after entry checkbox to control whether or not CH2010 checks email addresses for proper formatting upon data entry Use the Enable program s close confirmation pop up checkbox to control whether or not CH2010 displays a confirmation pop up before exiting the program Use the Enable Data File Backup Reminder checkbox to enable the backup prompt when exiting the CH2010 program Use the Reminder Freq days parameter to specify the reminder frequency for the automatic backup prompt the Enable checkbox must be checked for this parameter to take effect Default Address For Data Entry Section If desired Church Helpmate can automatically populate the City State and Postal Code Zip Code fields with default values when entering in new Household and Contact records Map It Section e Use the Style pull down control to select the mapping style either Simple Map or Directions from Church c Copyright 2003 2009 Helpmate Technology Solutions LLC 28 C
34. Household Contact Info Milestones Connections Groups Attendance Notes User Defined User Defined Pull Down Lists User Defined Date Fields Blood Type On Volunteer Bkgrd check 09 29 2009 17 some list of items sdfasd User Defined Text Fields User Defined Checkboxes some bit of text 123456 can drive bus TIP To enable additional user defined fields select Setup amp Preferences Individuals Setup from the top menubar Record 2 of 40 Created 06 Nov 2007 Last Modified 29 Sep 2009 Last Modified By Admin Filter OFF Last Contrib Last Attend 31 May 2009 Last Connection 11 Aug 2008 User Defined Pull Down Lists Section This is where you can assign the Individual s user defined pull down list fields User Defined Text Fields Section This is where you can assign the Individual s user defined text fields User Defined Date Fields Section This is where you can assign the Individual s user defined date fields User Defined Checkboxes Section This is where you can assign the Individual s user defined checkbox fields TIP Only the user defined fields that have been enabled through the Individuals Setup Form will be shown on this screen TIP None of the fields on this tab are required fields TIP By User Defined we mean that the user can define the label of the data field This label is then utilized throughout the program on the various screens and reports displaying these fie
35. Households amp Individuals Contacts Data Source amp Misc Active Church Helpmate Data File C Helpmate CH 2010 CH2010 CH2010data mdb Folder containing your photo files C Helpmate CH 2010 CH2010 Photos Default Church Helpmate has been designed to support photo file types of bmp tif pcx jpg gif and pcd However if you run into any troubles displaying photos in Church Helpmate we suggest trying the bmp bitmap file format as it is a format that is native to the Windows operating system The other file formats may require additional software installed on your computer to function properly Also regarding the size of your photo files Church Helpmate will display photos on screen and on reports in roughly a 200x200 pixel size 2 x 2 at 96dpi Although you are not required to resize your photo files to this size using very large photo files for example a 3648x2736 pixel file created by a 10MP digital camera can cause a dramatic increase in processing time when generating photo directories You can control the default state shown or hidden of the Household Detail Form s photo sidebar through a preference setting To reach this preference setting select Setup amp Preferences General Program Preferences then select the Households amp Individuals tab Here you will find the Show photo sidebar by default when opening the Household Detail Form checkbox In addition to assigning a photo to a Household
36. LLC Chapter 7 Contributions 211 7 7 Importing Contributions from Excel K While the Contribution Batch Detail Form has been designed to be the primary tool for entry of contribution records we have also provided a contribution import feature This feature allows contribution data to be entered into an external MS Excel file and then imported into a contribution batch in the Church Helpmate database using the Import from MS Excel option from under the More toolbar menu of the Contribution Batch Detail Form The MS Excel file must be arranged in a very specific format in terms of the columns of data We have provided a sample MS Excel template xIt file that you can use to ensure that your data is in the required format This template file is named ContributionsimportTemplate xit and is located in the Templates folder underneath the folder where the Church Helpmate program was installed default location is C ProgramData CH2010 Templates The columns in this template file are as follows Field Name Comment Description 1st Envelope Number Enter contributor s Envelope Number into this column These Envelope Number values must exist in the Church Helpmate database or the contribution record will not be imported A Payment Date If left blank the batch s date will be used No D 4th Fund Name The fund name must match exactly the corresponding Fund Name in Church Helpmate If a Fund Name entered here doe
37. Menu or from the top main menubar The Memorized Reminder Outputs option is also displayed in the list This option will open the Memorized Outputs form and limit the form to showing only Reminder based Memorized Outputs Double click to Open vi Reminders Report Configurator The following Reminder based report configurators are provided e Reminders Report Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 14 20 1 Reminders Report Configurator For Multiple Reminders Date Range This Week e Beginning Date 10 11 2009 EndingDate 10 17 2009 Report Font Size 9 D Header Text Primary e Header Logo No logo e Title Reminder Report This Week BASED ON Reminder records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a detail report of 1 or more reminder records 391 c Copyright 2003 2009 Helpmate Technology Solutions LLC 392 Church Helpmate 2010 14 21 Church Health amp Statistics based Outputs WW The Church Health A Statistics based output options are provided by the Church Health amp Statistics based report configurators These report configurators are available from the Outputs Explorer by selecting Outputs Church Health amp Statistics Outputs from the Navigation Menu or from the top main menubar The Memorized Health amp Statistics Outputs opt
38. No phone lines needed No toll charges No system downtime No technology maintenance No missed messages auto retry for busy and no answer c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 415 Churches Love One Call Now Our bus broke down and we were stranded with 38 youth in the middle of nowhere 2 hours from the church With one call I was able to reach all 38 parents to let them know we would be late getting back to the church We were even able to give the parents the option of having kids dropped off at the church or directly to their home all they had to do was to press 1 for home or 2 for church Pastor Janice C Ansonia OH The One Call Now service is one of the best investments for Grace Pointe Church of the Nazarene We use the system extensively and what you advertise regarding the service is exactly how it works No longer do we have to use our resources for expensive time consuming mail outs The service allows us to be in touch with our people within minutes Thanks for providing technology that helps to make ministry more effective in the 21st century Don Gessner Indianapolis IN Overview of the Church Helpmate OneCallNow Integration Until now churches who wanted to use the One Call Now service had to manage and maintain a roster of names phone numbers and group membership from the One Call Now website This One Call Now membership database was one more database th
39. Small Group Statistics 2 0 ecsseseesseeseeeseeseeeeseeseesseeseessenseeeseeseeesseeseensnseneseeees 305 Church Health amp Statistics Ministry Team Group Statistics cccessseesseseesseeseeseeeseneseeseeesseeseesseseeesenees 308 Church Health amp Statistics Contribution Statistics 2 0 cccssesssseseeeseeseeesseeseeseeeseesseeseneseeseeesseeseesseeseeesenees 310 Church Health amp Statistics Other Statistics Chapter 13 Special Dates Special Dates Explorer E Chapter 14 Reporting amp Other Output Options 319 Outputs Explorer 2 2icccccti cise aceceiccechtis ct E E Reports Directories and Statements Mailing Labels amp Envelopes c ccccseeeeceeesseeeeeesseceeeeen sense een seeeeeenseeeeeeenseeeeeseeseneeeenseneeeeseseeeeeensneenenes Form Letters tee Ee Emal ee Maps etiesbeierEee EE EE EE d vele Ce Filtering Option EE Memorized Outputs ieni aa Ee EEGENEN EES ENEE Duickktetterg veer EEE ENEE EES EE Quick abes See Household based Outputs ss sssssnssennsennenunnnunnnunnnnnnnnunnnunnnnnnnnunnnunnnunnnnunnnunnnnnnnnnnnnnnnnunnnnnnnnnn nnan nn annen nnna Household Output Configurator eccessseesscseeseeeseesseeseneseeeeeesseeseesseaseeeseasenessesneeseesseesseaseneseeseeeseeemeerseasenenenees Household Profile Report Configurator ved Household Utility Report Configurator ccsecceeseeesesseeeseeseeesseeseeeseeseeeseesneeseesseessesseesseaseneseeseeesses
40. Use this checkbox to indicate whether or not the Church Helpmate program should utilize the Quid Pro Quo contribution fields Quid Pro Quo is a Latin term that refers to the good faith estimate of the value of the goods or services that the contributor received in return for their contribution The United States IRS does not consider the Quid Pro Quo portion of a contribution to be tax deductible For example let s suppose the youth group at your church sponsored a Valentine s Day dinner dance and sold ticket s for 50 per couple The ticket sales from the dance is going to be used to help with the construction costs of the your church s youth center If you estimate the value of the dinner to actually be 30 the Quid Pro Quo value then the actual tax deductible amount that the contributor could claim as a charitable contribution on his her tax return would be 50 30 20 total contribution Quid Pro Quo value If you do not wish to utilize the Quid Pro Quo fields in your Contribution entry screen displays and reports uncheck this checkbox Remember each contributor s last contribution and auto complete data entry Use this checkbox to control the default value of the Contribution Batch Detail Form s Auto complete based on contributor s past history checkbox The auto complete feature will automatically populate contribution record details based on the selected contributor s last recorded contribution c Copyright 2003
41. Will cancel discard current changes that have been made to the record and will place the form back into locked mode Delete Will delete the current record by sending it to the Church Helpmate recycle bin Flag Unflag Will either flag or unflag the record toggle s current flag state First Will move the Detail Form to display the first record in the database Prev Will move the Detail Form to display the previous record in the database Next Will move the Detail Form to display the next record in the database Last Will move the Detail Form to display the last record in the database Find Will open the Find dialog box to assist with searching for specific records based on user specified criteria Photo Will open or close the form s Photo Sidebar toggle s the current state Help Will active the product s help file and display the topic associated with the displayed Detail Form More menu This menu includes the following items QuickLetier Activates the QuickLetter feature by displaying the QuickLetter Manager form QuickLabel Activates the QuickLabel feature by printing a label for the current record Profile Report Generates a profile report for the currently displayed record Copy to Clipboard Copies the name and mailing address info for the current record to the Windows Clipboard Contribution Statement Generates a contribution statement for the current record Pledge Statement Generates a pledge statement for th
42. begin to see the overwhelming value in letting us handle the complete data transfer process from start to finish We ll take the hassle out of getting your existing data into Church Helpmate so that your transition to our software goes as smoothly as possible c Copyright 2003 2009 Helpmate Technology Solutions LLC 476 Church Helpmate 2010 19 4 Church Helpmate amp Microsoft Access for one it ensures full Microsoft compatibility with current and future Microsoft operating systems In addition this means that the CH2010 data tables which store your church s information can be linked to by any application capable of linking to MS Access databases This section discusses these possibilities L Church Helpmate 2010 is a Microsoft Access database application Why is this important to you Well The main portion of the Church Helpmate 2010 program consists of 2 files a front end file and a back ena file The back end file is also known as the data file The back end file is the file which stores your church s data i e names addresses phone numbers dates etc The front end file is the file which contains the design of the program s screens reports and underlying source code For example the Church Helpmate 2010 ndividual Detail Form is used to view and enter detailed information about a particular Individual The form being displayed on the screen is an element of the front end file while the actu
43. c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 331 14 5 Email be Email Church Helpmate provides the ability to easily generate bulk or broadcast emails using the Email address information you have recorded in your Church Helpmate database for Households Individuals and Contacts This feature makes it very easy to quickly reach a large number of people by email Church Helpmate includes a full SMTP based email system and does NOT require that you have an email client program such as Outlook Eudora etc installed on your computer The following Church Helpmate output configurators have the ability to generate bulk Emails Household Output Configurator Individuals Output Configurator Individuals Milestone Output Configurator Contacts Output Configurator Group Membership Output Configurator Contributor Output Configurator Pledge Statement Configurator Meeting Absentee Output Configurator X Time Attendance Output Configurator Connections Output Configurator The output configurators listed above include an Email tab The controls and functionality found on the Email tab are very similar regardless of which output configurator is being used A screen shot of the Household Output Configurator s Email tab is shown below c Copyright 2003 2009 Helpmate Technology Solutions LLC 332 Church Helpmate 2010 SE 5 Household Outpu
44. etc only the Date value is required c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 217 7 8 4 Deleting A Contribution Batch Activate the Contributions Explorer by selecting Explorer Views Contributions Explorer from the Church Helpmate top main menubar Select Batch Summary from the Display pull down list located in the Explorer s menubar Select the appropriate value from the Year pull down list located in the Explorer s menubar 4 Right click the desired Batch and select Open Batch from the menubar or double click the Batch in the ListView control to open the Batch record in the Contribution Batch Detail Form 5 To delete the Batch record click the Delete Batch button at the top of the form 6 Select Yes at the deletion confirmation prompt TIP Deleting a Batch record will also delete any and all Contribution records which have been assigned to the Batch record c Copyright 2003 2009 Helpmate Technology Solutions LLC 218 Church Helpmate 2010 7 8 5 Editing A Contribution Record p 1 Open the Batch record containing the desired Contribution record in the Contribution Batch Detail Form Locate the desired Contribution in the Contribution Batch Detail form s ListView control and right click it Select Edit from the pop up menu This will open the Contribution Detail Edit dialog box Here you can edit the contributor the reference th
45. example Church Helpmate 2010 C ProgramData CH2010 CH2010data mdb CH2010 provides you the ability to maintain an unlimited number of different CH2010 data file sets however only 1 can be active at any one time You can use the Change button on the Preferences screen or select File Open Data File from the main menubar to change the currently active CH2010 data file at any time The exact location and filename of a CH2010 data file can be determined by you The default location and filename for the CH2010 data file is CAProgramData CH2010 CH2010data mdb when running Windows Vista and C Program Files CH2010 CH2010data mdb for older versions of Windows However if you are using CH2010 in a multi user network scenario the data file will likely be in a different location for example in a folder on the network server See Chapter 3 Network Multi User Setup for more details The Restore process allows you to specify an existing backup file and use it to replace your existing active CH2010 data file or create one if it does not already exist To use either the Backup or Restore function select File Backup amp Restore Functions this will open the Backup Restore main menu as shown below WG Backup Restore ES f Backup amp Restore Please select 1 of the following I would like to BACKUP my data file I would like to RESTORE by replacing my current Data File with a previously up version You can
46. letter Subsequent pressings of the key will cause the selection to cycle downward through all expanded nodes that begin with that letter Shown below is an example of the TreeView control utilized by the Individuals Detail form to indicate the current individual s group memberships Group Position Group Type Date Joined Withdraw Date ee j Participant SHAPE Tracking 11 7 2007 Ba inistrati Participant SHAPE Tracking 11 6 2007 ht Se Light Sound Technid Participant Ministry Team 11 6 2007 ba Participant Worship Service 11 7 2007 l lt Se Sunday First Service Participant Worship Service 11 6 2007 Se Sunday Second Serv Participant Worship Service 11 7 2007 E S a Al c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter Chapter 18 Backup amp Restore Functions 455 18 Chapter 18 Backup amp Restore Functions si The Church Helpmate 2010 program utilizes a single Microsoft Access database file mdb file to hold all of your church s data records names addresses contribution data etc This file is referred to as the CH2010 data file To determine the exact location and filename of the currently active CH2010 data file select Setup amp Preferences General Program Preferences The current CH2010 data file information will be displayed on the General tab in the upper left hand corner Typically the CH2010 data file will also be included in the CH2010 program s main window title for
47. on the Individual Detail Form the Auto Promoter will not promote Individuals from one Group to another it affects only the Grade Level field If you are utilizing Groups for each grade level for example a group named 3rd Graders there is a promotion process that can be achieved by simply renaming the Groups using the Group Detail Form You d want to start at the top level and work your way down For example let s suppose you have 12 groups representing Grades 1 through 12 You d want to first start with the 12th Grader group and rename it to something like Graduates of 2010 Then you d move to the next lower group 11th Graders and you d rename it to 12th Graders You d then rename the 10th Graders group to 11th Graders and so on c Copyright 2003 2009 Helpmate Technology Solutions LLC 410 Church Helpmate 2010 15 7 Contribution Transfer Wizard To reach the Contribution Transfer Wizard select Tools Contribution Transfer Wizard from either the program s top main menubar The Contribution Transfer Wizard is a tool which you can use to transfer multiple contribution records from one Household Individual or Contact to another This tool should be used with extreme caution and should only be used in limited cases for example when contributions were initially entered incorrectly Contribution Transfer Wi m amp Contribution Transfer Wizard This tool will allow you to quickly transfer con
48. they will be prevented from modifying c Copyright 2003 2009 Helpmate Technology Solutions LLC 70 Church Helpmate 2010 any Group or Group Membership records in the database In addition the security system s Logon dialog box will be displayed at program startup forcing a user logon before being able to use the program e When this checkbox is unchecked the Church Helpmate Security System is disabled When disabled no security checks are made and the initial Logon dialog box is not shown during program startup Users amp Permissions Section In this section you will define and configure the various user names for you and others that will be using Church Helpmate If you do not plan on enabling the Church Helpmate Security System then there is no need to setup anything in this section If you do plan on utilizing the Church Helpmate Security System then you will want to determine what User Names to create You may choose to create an individual User Name for every person that may use the Church Helpmate program i e Bob Mary Susan etc or you may choose to create User Names which represent groups of people who will have similar security permissions i e Pastor Secretary Volunteer etc Use the User Name pull down list to change the displayed User Name Use the Delete button to delete the currently displayed User Name Use the New button to add a new user name Use the security permissions table an
49. those who have formally chosen to be full fledged members of the congregation and those anywhere in between Below are some important concepts to know about Individual records e Every individual record must be assigned to a household record see Individuals Detail Form Household Tab e Due to the relational nature of the CH2010 database when deleting an individual record all contribution pledge attendance group membership and Connection records associated with the individual will also be removed from the database e When entering new Individual records into the CH2010 database we strongly recommend that you start with their Household record first then use the Add New Individual to this Household button found on the General tab of the Household Detail Form to begin the entry of a new Individual c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 85 4 3 Households Explorer To reach the Households Explorer select Explorer Views Households Explorer from the program s main menubar Alternately you can activate the Households Explorer by clicking Explorer from the Households list in the left hand Navigation Menu The Households Explorer provides you a powerful visual representation of the Household records contained within your database The Households Explorer view is made up of 2 parts the TreeView filter component on the left and the ListView data compone
50. underneath the Ministry Teams Group Category L vg i underneath the a Ushers amp Greeters Worship Ministry Group Folder The 4 Groups shown above ie Light Sound Technicians Musicians amp Vocalists etc all have the same Group Folder Worship Ministry and Group Category Ministry Teams e Group Categories and Group Folders are managed using the Groups Setup form You can create as many Group Categories and Groups Folders as desired e Only Individual people records can be members of a Group i e Households and Contact records cannot be assigned membership to Groups c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 6 Group Membership 157 Individuals can only be assigned group membership to Groups that is the 3rd level of the 3 tier structure You cannot assign membership to Group Categories or to Group Folders However when assigning an Individual membership to a Group Church Helpmate automatically assumes their membership to the associated Group Folder For example when Tom White is assigned group membership to the Musicians amp Vocalists Group in the screen shot above Tom has an automatic assumed membership to the Worship Ministry Group Folder When generating outputs such as directories mailing labels emails form letters etc you can choose to select either a Group or a Group Folder to pull from As a rule of thumb if you are going to be assigning mu
51. usage The notes data is displayed in the right hand section of the screen The user can select which of the 3 note fields to display by selecting the desired note option selector on the left hand side of the screen c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 95 4 4 5 Household Detail Form User Defined Tab gt Household Detail Form keng Cap Le Gh aa be e Ch OCOCCOCOROACAD HI s Edit Say elete Fle A New First Prev Next Last Find Keng Help more ee This form is currently LOCKED General Contact Info Connections Notes User Defined User Defined Date Fields Date you want to track User Defined Pull Down Lists Deacon Shepherd Terry Thomas 09 02 1997 User Defined Text Fields User Defined Checkboxes Receive Newsletter HText2 1234566 TIP To enable additional user defined fields select Setup amp Preferences Households Setup from the top menubar Record 1 of 13 Created 06 Nov 2007 Last Modified 13 Oct 2009 Last Modified By Admin Filter OFF Last Contrib 26 Jul 2009 Last Connection User Defined Pull Down Lists Section This is where you can assign the Households user defined pull down list fields User Defined Text Fields Section This is where you can assign the Households user defined text fields User Defined Date Fields Section This is where you can assign the Hous
52. using the Synchronize Now button on the Data File Synchronizer screen so that the conflicts you resolve are made in both CH2010 data files Conflicts only occur at the field level not the record level For example if one user changes a household s Address Line 1 field and another user changes the same household s Home Phone field this does NOT constitute a conflict with those fields If both users change the Home Phone field and the same value is entered this too does NOT constitute a conflict However since CH2010 tracks the date the household was last modified and by what user if the Security system is enabled there will be a conflict with this record in both of the examples above because the Date Last Modified and Last Modified By fields will be different Fortunately these kinds of conflicts are easy to resolve because it really doesn t matter who updated the record or even when it was modified as long as the rest of the data is accurate Automatic Resolution Another alternative to resolving conflicts is to use the Automatic Resolution option This resolution option does not require the user to review and resolve each conflict individually The advantage of this obviously is that the conflict resolution process can be performed much quicker than by using the Conflict Viewer The disadvantage however to using the Automatic Resolution option is that the conflicts are resolved automatically and the user is not informed of the det
53. 1 Household Detail Form General Tab General Contact Info Connections not User Defined Name Other Last Name Angstrom H SE Status Member Active Formal Label Name Mr amp Mrs Robert Angstrom D Manual Informal Label Name Bob amp Sue Angstrom D Manual Formal Greeting Mr amp Mrs Angstrom S Manual Env Informal Greeting Bob amp Sue Add a new individual to Household Bob Angstrom Adult Main Contact Primary Member Active Sue Angstrom Adult Main Contact Secondary Member Active Missy Angstrom Child Child of Member Bobby Angstrom Jr Child Child of Member Nate Angstrom Child of Member R 3 Created 06 Filter OFF Last Contrib 26 Jul Name Section This is where you record basic name information of the Household The Label Name and Greeting fields can either be generated automatically by combining the names of the Household s main contact individuals or the user can check the appropriate Manual checkbox to over ride the automatic generation and specify the exact wording of each these fields Other Section Membership Status use this field to denote the membership classification of the Household as a single unit Although membership is typically thought of as being individual based something that is associated with a particular person not a family it can be helpful to also classify your Households in terms of membership This is a required
54. 10 2009 5 17 2009 5 24 2009 5 31 2009 6 7 2009 6 14 2009 6 21 2009 6 28 2009 7 5 2009 7 12 2009 7 19 2009 c Copyright 2003 2009 Helpmate Technology Solutions LLC Display Batch w Detail Chapter 7 Contributions 179 This display setting lists the Batches in a TreeView control on the left hand side of the screen while displaying the actual contribution details for the selected Batch in a ListView control on the right hand side 07262009prs 07192009mbp 07122009mbp 07052009mbp 06282009mbp 06212009mbp 06142009mbp 06072009mbp 05312009 05242009 05172009 07262009prs 07262009prs 07262009prs 07262009prs 07262009prs 07262009prs 07262009prs 07262009prs 07262009prs 07262009prs 07262009prs 07262009prs Batch w Detail H Contributor Name Envi _Anonymous Offerings Angstrom Bob amp Sue Angstrom Bob amp Sue Baker Robert Clark Michael amp Jennifer Giordano Juan amp Kate Giordano Juan amp Kate Hammond Ted Lawson Jim amp Cinda McCabe James Messing Marilyn Montoya Richard amp Ginger 2009 CL Amount Fund Name 650 00 General 150 00 Building 114 00 Building 6 000 00 Building 100 00 General 77 00 Building 123 00 General 80 00 General 50 00 Benevolence 10 00 General 25 00 General 150 00 General 05102009 Display By Contributor This display setting lists the Contributors in a TreeView control on the left hand side of the screen wh
55. 123 Wonderful Lane Niceville TX Postal Code 99999 USA The Physical Address above will be used in conjunction with the mapping features of Church Helpmate Main Phone 555 555 5555 Alt Phone Fax BranchjID Tax ID Email Web Site 12345 The fields here record essential information about your church or organization You can utilize as many or as few of these fields as you wish The most important fields are the Church Org Street City State Prov and Postal Code fields as they are used as the return address on envelopes and statement reports The Physical Address set is used in conjunction with the mapping features c Copyright 2003 2009 Helpmate Technology Solutions LLC 68 Church Helpmate 2010 HEADERS amp LOGOS TAB Setup User Information Church Info Report Header amp Logo Primary Header Your Church Somewhere TX A Christ centered church with a Christ centered mission Secondary Header Your Church Youth Ministry Somewhere TX Building Tomorrow s Jesus Generation Insert x Your Churek Clear Your Church Name 4 75 W x 75 H Small Insert Logo Uwe PHI The fields here specify report headers and report logos To insert your church s logo graphic into either the Large or Small logo field click the Insert button This will display the following dialog box Microsoft Access S File C Create
56. 2003 2009 Helpmate Technology Solutions LLC 260 Church Helpmate 2010 10 2 Connections Explorer To reach the Connections Explorer select Explorer Views Connections Explorer from the program s main menubar Alternately you can activate the Connections Explorer by clicking Explorer from the Connections list in the left hand Navigation Menu The Connections Explorer provides you a powerful visual representation of the Connection records contained within your database The Connections Explorer view is made up of 2 parts the filter TreeView control on the left and the ListView data control on the right as shown below P Gi een Angstrom cased fo Aa 10 20 2007 Hamamoto Aiko Fe Aa 1 15 2008 Blanchard Elizabeth You can use the TreeView filter to filter exactly which Connection records are displayed in the ListView Data display The image above shows how the display can be filtered to include only Connections by Rev Hammond as an example Right clicking a Connection record from the ListView Data control will display a useful pop up menu as shown below Connection Date Angstrom Bob amp Sue Hamamoto Aiko Open Connection Connection Detail Report New New Same Io New Same By New Same Date TIP Double clicking a Connection record in the ListView control will open the Connection record in theConnection Detail Form which is equivalent to the menu item Open Connec
57. 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 377 14 18 Meeting amp Attendance based Outputs oo The Meeting amp Attendance based output options are provided by the Meeting amp Attendance based report configurators These report configurators are available from the Outputs Explorer by selecting Outputs Meeting Outputs from the Navigation Menu or from the top main menubar The Memorized Meeting amp Attendance Outputs option is also displayed in the list This option will open the Memorized Outputs form and limit the form to showing only Meeting amp Attendance based Memorized Outputs Double click to Open Memorized Meeting amp Attendance Outputs Meeting Summary Report Configurator Meeting Attendance Report Configurator Individual Attendance Report Configurator Roll Call Report Configurator X Time Attendance Output Configurator Percentage Attendance Report Configurat OF Meeting Absentee Output Configurator Meeting Statistics Report The following Meeting amp Attendance based report configurators are provided e Individual Attendance Report Configurator e Meeting Absentee Report Configurator e Meeting Attendance Report Configurator e Meeting Statistics Report Configurator e Meeting Summary Report Configurator e Percentage Attendance Report Configurator e Roll Call Report Configurator e X Time Attendance Report Configurator c Co
58. 2007 The Connections Tab contains a ListView control listing all Connection records associated with the Household or with any of the Household s Individuals To open the Connection record double click the item from the list Right clicking a Connection item from the list will display a pop up menu for further options TIP Clicking on the heading of any of the ListView columns will cause the ListView data to be sorted by the this column Subsequent clicking of the same column heading will toggle between ascending and descending sorts c Copyright 2003 2009 Helpmate Technology Solutions LLC 94 Church Helpmate 2010 4 4 4 Household Detail Form Notes Tab General Contact Info Connections Notes User Defined Notes Ze Note General C Note Other hegre is a sample household Here you could record any notes that Note Private Record 1 of 13 Created Last Modified Filter OFF Last Contrib 26 Jul 2009 Last Connection The Notes tab of the Household Detail Form provides extensive storage capability to record detailed notes about the Household There are 3 separate note fields provided Each of these note fields has its own security level setting Also the note field labels are user definable For example the screen shot above shows the first note field as Note General however this can be modified in Households Setup by the user to whatever might be appropriate for their
59. 2007 Modified By CH2008 The Notes tab of the Connection Detail Form provides extensive storage capability to record detailed notes about the Connection There are 3 separate note fields provided Each of these note fields has its own security level setting Also the note field labels are user definable For example the screen shot above shows the first note field as Note General however this can be modified in Connections Setup by the user to whatever might be appropriate for their usage The notes data is displayed in the right hand section of the screen The user can select which of the 3 note fields to display by selecting the desired note option selector on the left hand side of the screen c Copyright 2003 2009 Helpmate Technology Solutions LLC 268 Church Helpmate 2010 10 4 Connection Procedures 2 NOTE The procedures included here assume that you are already familiar with the basic concepts of the Connections module of Church Helpmate as covered in the previous sections of this chapter Viewing Connection Records Editing A Connection Record Adding A New Connection Record Deleting A Connection Record c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 10 Connections 269 10 4 1 Viewing Connection Records P 1 Activate the Connections Explorer by selecting Explorer Views Connections Explorer from the Church Helpmate top main menubar 2 Use the TreeView contro
60. 2009 Helpmate Technology Solutions LLC 58 Church Helpmate 2010 CONTRIBUTIONS OTHER TAB Setup Contributions Contributions General Contributions Other Eunds Check Reader Bank Account Lookup dr Contributions Setup e Pie SH Ra Quid Pro Quo Descriptions Book Dinner Allow manual editing of Env s Last Env Used 0 Default Statement Delivery Preference for new Contributors Postal Mail Bank Account for Batch Deposit Slip Report 12345678 Add Edit Delete Allow Manual Editing of Env s Use this checkbox to indicate whether or not the user should be permitted to manually type in the Envelope field value for Households Individuals and Contacts If this checkbox is not checked the user must use the button to the right of the Envelope field which automatically assigns the Household Individual or Contact the next available number Last Env Used The program keeps track of the last envelope number given to Household Individual and or Contact records using the automatic env assignment function Normally no adjustment will need to be made to this value However the user can alter the last Env used value here if necessary Default Statement Delivery Preference for new Contributors This field controls the default value for the Statement Delivery Pref field found on the Household Individual and Contact detail forms Bank Account f
61. 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 73 TIP These settings are global settings in that they affect all computers sharing the same Church Helpmate data file However users can customize these settings for their user login by using the Email Setup Per User Setup screen c Copyright 2003 2009 Helpmate Technology Solutions LLC 74 Church Helpmate 2010 3 13 Email Setup Per User Setup y e W Te eg To reach the Email Setup Per User Setup screen select Setup A Preferences Email Setup Email Setup Per User Setup from the Church Helpmate top main menubar The Per User email setup options allow any user to override the Global email settings as configured in the Email Setup Default Global Setup screen NOTE The user must first be logged into the Church Helpmate program to be able to use this setup screen The Email Setup tab Here you will configure the currently logged in user s SMTP email account settings that are to be used with the email functionality of Church Helpmate Refer to the information provided by your email service provider for specifics on these SMTP settings These settings are typical of the settings required by an email client program such as Microsoft Outlook To override any of the Global Default settings check the Override checkbox and specify the desired value Once you believe these settings have been correctly conf
62. 2010 16 2 Data Sync Process NOTE Before using the Data File Synchronization feature of Church Helpmate please ensure that you have read and followed the instructions provided in the Implementing the Data File Sync Feature section previous section To begin the Data File Sync process let s first assume that you have only one Church Helpmate 2010 data file that you ve been working with up to this point For simplicity sake let s say that this data file is located on the main church office computer Now let s suppose that the church treasurer would like to begin doing his her work on the database from their home He she would need to make a backup of the CH2010 data file from the church office computer and take it home and perform a restore function from within the CH2010 program At this point the CH2010 data file is the same on both machines Once the treasurer begins modifying the CH2010 data on his her home computer or the church secretary makes modifications on the church office computer the two data files would now be different Whenever the church secretary and the treasurer would like to synchronize merge their copies of the CH2010 data with each other one of them needs to send the other their CH2010 data file This can be done through some portable media such as a writable CD flash drive Zip Disk or possibility even email depending on the size of your CH2010 data file Let s assume for our discussion that the treasurer is
63. 2010 ADDITIONAL NOTES e There are 2 Group Utility Reports that are helpful with respect to One Call Now e OneCallNow GrouplD List displays the Groups in Church Helpmate that have been assigned a OneCallNow GroupID e OneCallNow Roster displays a listing of individuals who have been assigned to at least one Church Helpmate Group that has been setup with a OneCallNow GroupID These reports can be found under Outputs Group Outputs Groups Utility Report Configurator e In order for the One Call Now system to function properly your Church Helpmate phone numbers must be entered and stored as a full 10 digit phone for example 859 555 5555 e The One Call Now service is currently only able to dial phone numbers in the United States and Canada e For more details about the One Call Now features please visit www helpmate com products ocn e Only One Call Now accounts established through Helpmate Technology Solutions are compatible with Church Helpmate c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 421 15 11 MS Outlook Export Utility WE Many pastors administrators secretaries and other church leaders have found PDA s personal data assistants to be valuable tools in their ministries Wouldn t it be wonderful if your Church Helpmate Individual and Contact records could be available to you on your PDA at all times no matter where you were what time it was or whether or not
64. 30a 5p EST or support helpmate com for further assistance We will work with you to ensure that all of your previous version s data is brought into CH2010 For those customers not on a support plan no fees will be charged for this upgrade assistance 2 Continue using your previous version until the Upgrade Utility issue is resolved 6 After clicking the OK button from the Completed Successfully message described above you will be returned to the Upgrade Utility s main screen Click the Close Upgrade Utility button 7 Open the Church Helpmate 2010 program and verify that all of your previous version s data is now loaded into CH2010 TIP The previous version s data file is not altered in any way TIP For those interested in knowing the technical details on the exact structure modifications to the CH2010 data file from the previous version we have provided a text file named CH2010 data file changes txt This file is located in the main CH2010 folder where Church Helpmate 2010 was installed default is C ProgramData CH2010 when running Windows Vista or Windows 7 and C Program Files CH2010 when running older versions of Windows TIP Once you ve performed a successful upgrade process the next time you open the Church Helpmate 2010 program your previous version s data will now be loaded c Copyright 2003 2009 Helpmate Technology Solutions LLC Index 487 Index A Access 476 accounting 192 201 active
65. 70 yrs old 16 16 16 16 16 16 Active Attenders Age Unknown 40 40 41 40 40 40 Active Attender Enrollment Total Field Description This field is used to record the total count of individuals for that particular week who are classified as active attenders of your church that is on any given week the probability of them being in attendance at a church worship services is high This doesn t necessarily mean however that they were in attendance this particular week These active attenders will typically include some who are formal members or the church and others who although they attend regularly have not formally joined the church Auto fill Logic The auto fill process will populate this field with the current total number of Individual records in the CH2010 database who have an active attender type Membership Status value as defined in the Individual Detail Form for more information on defining which Membership Status values are active attender type values see the Individuals Setup section of Chapter 3 Active Attender Enrollment Adults Field Description This field is used to record the total count of adult individuals for that particular week who are classified as active attenders of your church This doesn t necessarily mean however that they were in attendance this particular week Auto fill Logic The auto fill process will populate this field with the current total number of Individual records in the CH2010 database w
66. A Find button is provided in the top toolbar section of the Individual Detail Form This Find button provides an easy way to search for a specific value in one of the data fields on the form To use this feature place the cursor in the desired data field on the form click the Find button or press lt Ctrl gt lt F gt on your keyboard and specify the find parameters Example Let s suppose you wanted to search through your Individual records to find all of the Individual records who have a specific Occupation such as Accountant To do so you would click your mouse in the Occupation field to place the cursor in this data field You would then click the Find button to open the Find dialog box and you would type Accountant into the Find What parameter Then click the Find Next button The program will search through your Individual records and locate the first record that has an Occupation value of Accountant The Find dialog box will remain open allowing you to use the Find Next button to locate additional Individual records that meet this criteria Using the Quick Search feature 1 From the top menubar click Quick Search 2 Specify the text that you d like to search for in the Search For field c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 3 Set the Match pull down to the desired value i e Exact Match Start of Field etc 129 4 Set t
67. Adult Main Contact Primary Amy Adult Main Contact Secondary Billy Child Suzy Child Victoria Adult Other The Adams household s Label Name amp Greeting fields would include Tony and Amy s names as below Household Formal Label Name Mr amp Mrs Tony Adams Household Informal Label Name Tony amp Amy Adams Household Formal Greeting Mr amp Mrs Adams Household Informal Greeting Tony amp Amy NOTE The Mr and Mrs titles would be included in the formal label name amp greeting only if they were entered in Tony amp Amy s Individual records in the Title field IMPORTANT NOTE Normally main contact Individuals will always be included in their household s automatic Label Name amp Greeting fields However there are exceptions to this rule Exception 1 Individuals marked as Deceased using the Deceased milestone checkbox will NOT be included regardless of their household position Exception 2 Individuals having a Membership Status value where the value has been configured under Individuals Setup Membership Status tab to be excluded from household Label Name amp Greeting fields will NOT be included regardless of their household position Individual s Household Assignment This is a very important field when configuring your Individual records This field configures which Household record this Individual is assigned to that is which Household record in the database they are a member of This
68. Attendance o Chapter 9 Sections Meetings amp Attendance Introduction Meetings Explorer Meeting Detail Form Entering Attendance Using a Barcode Scanner Meeting amp Attendance Procedures c Copyright 2003 2009 Helpmate Technology Solutions LLC 236 Church Helpmate 2010 HI Meetings amp Attendance Introduction ic Church Helpmate utilizes Meeting records to record and maintain information on specific Group meetings For example the Choir group s rehearsal on June 12 2010 could be recorded as a Meeting Church Helpmate utilizes Attendance records to record and maintain attendance data for Meeting records For example let s say you create a Meeting record for the Choir Group s rehearsal on June 12 2010 Church Helpmate will automatically generate attendance records for each of the Individuals who are active members of the Choir Group These attendance records can then be used to specify whether or not a particular Group member was present at the Meeting Below are some important concepts to know about Meeting amp Attendance records e A Meeting record is associated with a specific Group and a specific date for example the Choir group s June 12 2010 rehearsal e Attendance records are associated with a particular Meeting and a particular Individual record For example John Smith s attendance to the Juen 12 2010 Choir Group s rehearsal e Meeting records can only be generated for Group s who h
69. BANK ACCOUNT LOOKUP TAB Setup Contributions Contributions General Contributions Other Funds Check Reader Bank Account Lookup E Check Reader Bank Account Lookup k 3 ms Contributors Bank Accounts Type Household Bank accounts associated with linked to the selected Contributor are shown below Angstrom Bob amp Sue 123 Main St Clark Michael amp Jennifer 7684 Banklick St Associated Bank Accounts Tester2 Billy amp Tricia RoutingNum AccountNum Delete Link To delete a Contributor Bank Account association click the bank account in the list above to highlight it then click the Delete Link button This is where you can view and manage the lookup table that associates Contributors with their bank routing and account This table is used when entering contributions using a check reader Entries in this table are added by the user from the Contribution Batch Detail Form when they scan a check from a routing account that is not found in the lookup table This screen allows you to view bank accounts that have been linked to Contributors as a result of this process It also allows you to delete links when desired using the Delete Link button c Copyright 2003 2009 Helpmate Technology Solutions LLC 62 Church Helpmate 2010 Pledges Setup 3 7 P Su To reach the Pledges Setup screen select Setup amp Preferences Pledges Setup from the
70. C ProgramData CH2010 for computers running Windows Vista or newer and C Program Files CH2010 for all older versions of Windows Make sure that this CH2010 data file has been copied onto the server in such a manner that it is readable and writable by all client computers You may need help from your network administrator to set up the data file in this type of read write shared fashion 3 On each of the client computers run the Church Helpmate program and select File Open Data File from the program s main menubar and specify the CH2010 data file located on the Server c Copyright 2003 2009 Helpmate Technology Solutions LLC 80 Church Helpmate 2010 To setup Church Helpmate to function in a Peer to Peer system Peer to Peer System Church Helpmate program files on Computers 2 amp 3 link to the common data file on Computer 1 Stores the common Church Helpmate data file 1 Install the Church Helpmate program onto each of the computers 2 Select one of the computers to be the CH2010 Data Server For this example we ll select Computer 1 as the CH2010 Data Server Computer 2 and Computer 3 will then be considered CH2010 Data Clients Make sure that the CH2010 data file located on Computer 1 is readable and writable by all CH2010 Data Client computers by setting up the necessary file sharing options 3 On each of the CH2010 Data Client computers run the Church Helpmate program and select File Ope
71. Contact Info Tab General Contact Info Connections Mailing Address amp Phone Display Primary Address X Active Address Primary Address X Address1 123 Main St mil Home Phone1 859 384 0000 is 7 Private Address2 s o Private ory thin Bea State KY Zip 41091 H Country g Private Directions Region zl Carrier Route Sub Region z Internet Household Email Sangs somewhere com a O Private C Never send bulk email Household WebSite www angstramFamily123400 com le Record 1 of 13 Created D l Filter OFF Last Contrib 26 Jul Display This control affects which address set Primary or Secondary of the Household is displayed Active Address This control allows the user to specify which of the address sets Primary or Secondary is to be considered as the active address Address Section This is where you record the Household s postal mail address and map information You can also specify using the Private checkbox whether the Household s address should be considered private and hidden in directory type reports If your computer is connected to the Internet you can use the Show Map button to activate our built in interface with Google s Internet web site to provide online mapping of the current Household s address If the Display control is set to Secondary Address you will also see additional fields to control the automat
72. Data Entry Fields The Church Helpmate program provides many fields in Detail View forms and other data entry forms A certain number of these fields are considered to be required fields That is you must provide data for these fields in order to be able to save the record These are the minimum number of fields you must provide data for when entering new records For example the Individuals Detail Form contains over 100 data fields however only 5 are required fields First name last name membership status Household position and Household assignment Required fields are identified by having an asterisk located just to the right of the field The example below from the Individual Detail Form shows how this is utilized The First and Last name fields are required however the Title Middle and Suffix fields are optional and are not required Name Title Mr H First Nathan Middle M Last Angstrom Suffix e Button Tooltips In many of the Church Helpmate forms there are buttons which have a graphic image or icon displayed on them rather than a full text description In most cases the graphic image will communicate to you the purpose and function of the button If however you are unsure of a particular button s function place the mouse cursor over the button and rest it there without clicking for a moment Doing this will activate the button s Tooltip A tooltip is a pop up text message which will giv
73. Detail Form has a date that occurs within this week s date range Note that the auto fill logic here uses the Date of 1st Attendance milestone value and not actual Attendance values for Meeting records TIP The Church Health amp Statistics data fields provided here are held in a totally separate table from the data in the other CH2010 modules This means that the Church Health amp Statistics data is only changed through the Church Health amp Statistics Detail Form For example entering a new attendance data into your CH2010 database through the Meeting Detail Form will not by itself have any affect on the Church Health amp Statistics module s Worship Service Attendance value The data fields of the Church Health amp Statistics module are modified only through the Church Health amp Statistics Detail Form either by manually entering data into the data fields provided or by using the auto fill feature TIP You can run the auto fill process on a single data field if desired without affecting any of the other data fields in the week To do so either double click in the desired field or right click the desired field and select Auto fill value from the pop up menu must be in edit mode c Copyright 2003 2009 Helpmate Technology Solutions LLC 302 Church Helpmate 2010 12 4 4 Church Health A Statistics Sunday School Group Statistics SZ The Sunday School Group Statistics portion of the Church Health am
74. Email Addresses O User Defined Pull Down Fields O User Defined Date Fields O User Defined Text Fields O User Defined CheckBox Fields Main Contact Names O other Adult Names Children Names CO Membership Status O Web Site O Env Address O Incl Private Addresses Other Options Display Filter Details on Report O Display Membership Status symbols next to each individual s name Display page footer O Include cross reference listings for main contact individuals that have Display record count in footer different last names than their household s last name Header Text Primary M Display section header at the beginning of each letter A B C etc O Force page break at the beginning of letter sections 4 B C etc Header Logo Large e in printi x i ies r BASED ON Household records OUTPUT OPTIONS GENERAL DESCRIPTION Used to generate desired output for Household records Allows for filtering to include only a subset of Household records c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 347 14 12 2 Household Profile Report Configurator Household Profile Report Configurator Specific Household e Save Settings on Exit Angstrom Bob amp Sue e Connections Do Not Include Connection Data C All Connections C Connections from Contribution Summary C Do Not Include Contribution Data C All Contributions Contributions
75. Form Using the Household Detail Form 1 Open the Household Detail Form by opening a Household record from the Households Explorer See above or by selecting Detail Views Household Detail from the CH2010 top main menubar Once you ve opened the Household Detail Form you can navigate to other Household records using the record navigation buttons arrow buttons at the top of the Household Detail Form or by selecting a Household from the Household Detail Form s Name Lookup pull down list You can use the Ctrl W shortcut key to activate this Name Lookup pull down list to select a Household name The Household Detail Form also provides 2 additional features to aid with searching e Filtering You can filter the Household Detail Form to limit it to displaying on records meeting a specified criteria if you wish To filter the form on a particular value right click the desired field and select one of the filtering options from the pop up menu Once you have set the filtering criteria from the pop up menu you can use the form s top navigation buttons arrow buttons to browse through the records that meet the filter criteria you specified e Find A Find button is provided in the top toolbar section of the Household Detail Form This Find button provides an easy way to search for a specific value in one of the data fields on the form To use this feature place the cursor in the desired data field on the form click the Find button or p
76. Household amp Individual Procedures ccccccccceseeeeseseseseseseseeeeceeeeecesacacseeeseeeesesesesesssesesneeenenesseeeenenens 119 Viewing Household RecordS ccssccsscsseeesseeesseeeseneesneessceesseeesnesssnesseneesenesseessneessuesseaesasnesaeneessnesseneassensaaeeas 120 Editing A Household s Record cs ccseecsseeessessseeseeessneesenesesneessnesesneeseeeenaesesneeesneesenesaseeseneeseeesseeeesnenseneeasnes 121 Searching For A HouSehold s Record ssssssceetseessersseeeeeeseeeseesenesensseeseeeseaeseaeeneneeseeeeeeeseaseeeseneseesenesensseasenesaes 122 Adding A New Household s Record csscsssscsseeeseneesneessseesseeessnesssneeseneeseneeseessneessneeseneessneeaeneesseesseneasseneeaeeas 124 Deleting A Household s Record ccsssccsnesseeessneeseeessneeseneeesneessaesseneeseeeesaeseeneeseneesenessseesseeesseesseeeesnesseneeesnes 125 Viewing Individual ReCOIS ccsscsssssseessneesseesseneesneessseeeseeeesnesesneeseneesenessaeeseeeeaeneeseuesssneseeneesseesseneasseneneess 126 Editing An individual s Record ccccscessesssessseeesseessseesseeeesneessneeseneeseeeeneeseeneessneesenessenesseeeeseeeeseeeesnenseneeesees 127 Searching For An individual s Record sscsssssessesseeseeeseesenesenssesseesseeeseeseeeseeseeeseeeseasseeseeeseeseaesenesensenenaees 128 Adding A New Individual Record ccsscssssseeessnessseessceesseeessnesesneeseneeseneeseessueessnesseneessneeseneessn
77. Individual has been added to the Group and given a Group Membership Position value that indicates an active position based on the Group Membership Position under Groups Setup Enrollment Adult Active Attenders Field Description This field is used to record the total count of adult Individuals who are considered active attenders of the church and who are enrolled in and actively participate in at least 1 Ministry Team Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who e Have an adult type Household Position value as defined in the Individual Detail Form e Have an active attender type Membership Status value as defined in the Individual Detail Form e Are active group members to at least 1 Ministry Team type Group Active group membership means that the Individual has been added to the Group and given a Group Membership Position value that indicates an active position based on the Group Membership Position under Groups Setup Enrollment Joined Field Description This field is used to record the number of Individuals who became enrolled as an active member of a Ministry Team during this week Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who are an active member of a Ministry Team type Group and whose group membership assignment to this Group has a Date J
78. LLC Chapter 3 Setup amp Preferences 45 3 3 Individuals Setup 63 To reach the Individuals Setup screen select Setup amp Preferences Individuals Setup from the Church Helpmate main menubar GENERAL TAB up Individua Individuals General Individuals User Defined Fields Individuals Grades School Membership Status Pull down List Data Tite Marital Occupation Emergency Contact Relationship Hon Miss Mr Mrs Ms Pastor Prof Rep Membership Rev Addition Sec Types Sen Y Pres Membership Removal Types Add Edit Delete Pull down List Data Section Use this section to manage the values contained in the various pull down lists associated with Individual records c Copyright 2003 2009 Helpmate Technology Solutions LLC 46 Church Helpmate 2010 USER DEFINED FIELDS TAB Setup Individuals Individuals General Individuals User Defined Fields Individuals Grades School Membership Status ko 3 Individuals Setup Date Field Labels Datei Yolunteer Bkgrd chec O Note Labels Note1 Note General Note2 Note Other Note3 Note Private Enable Checkbox Field Labels Checkbox1 can drive bus Text Field Labels Text1 some bit of text OOOOOW User Defined Milestone Labels Pull down Lists UD Milestone1 Baptized UD Milestone2 Class 101 Complete UD Milest
79. Level 2 CH2010 300 This license level provides storage capacity of up to 300 Household records and 300 Contact records 3 Level 3 CH2010 600 This license level provides storage capacity of up to 600 Household records and 600 Contact records 4 Level 4 CH2010 This license level provides unlimited storage capacity 5 DEMO EVALUATION This license permits you to use the application for a reasonable period of time for evaluation purposes To continue using the application beyond a reasonable evaluation period one of the other licenses listed above is required This license is available at no cost other than applicable shipping amp handling charges This license has record limitations of 15 Household records 40 Individual records and 15 Contact records NOTE License levels 1 4 above are full site license multi user network levels allowing unlimited usage within the organization s site including any staff volunteer s home personal computers NOTE License levels can easily be upgraded through a simple registration process EVALUATION ORDERING REGISTRATION PROCESS The evaluation ordering and registration process for the Church Helpmate 2010 product is somewhat unique and we believe superior to most other software applications This process is outlined below 1 Obtaining the CH2010 CD Typically this is the first step in the process You can obtain the full CH2010 product on CD for no cost for shipments outsid
80. Meeting records for all Groups under the selected Group Folder below Group Meeting Name The New Meeting form facilitates the creation of new Meeting records This form can be reached by any of the following methods e File Menu Select File New Meeting from the Church Helpmate top main menubar e Meetings Explorer Click the New button in the Explorer s toolbar section e Meeting Detail Form Click the New Meeting button in the form s toolbar section The New Meeting form will enable you to either e Create 1 Meeting record for a specific Group e Create a Meeting record for all Groups under a selected Group Folder Clicking the OK button creates the Meeting record s and associated Attendance records for the Meeting s which you can then manage through the Meeting Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC e VE To reach the Meeting Detail Form 240 Church Helpmate 2010 _ Meeting Detail Form e Select Detail Views Meeting Detail Form from the program s main menubar OR e From the Meetings Explorer right click on a Meeting record and choose Open Meeting from the right click pop up menu The Meeting Detail Form is used to manage Meeting and Attendance records This form will enable you to Add new Meeting records Edit Update Meeting records View Meeting details Delete Meeting records Assign View Meeting Attendance recor
81. Navigation Menu in its expanded state In it s hidden or collapsed state the Navigation Menu will be reduced to a thin bar You can use the show hide button to place the menu back in its expanded state When you close the Church Helpmate program it remembers the state of the Navigation Menu expanded or collapsed so that it will be set in the same state the next time you open the program Within the Navigation Menu there are lists for each of the main modules of Church Helpmate Households Individuals Contacts Groups etc Each of these lists can also be individually expanded or collapsed using the expand collapse buttons found in the List Headers When a list is expanded you will be able to click on any of the list s items c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 2 Quick Start 17 e Flagged Records Several of the CH2010 modules including the Households Individuals and Contacts modules provide the ability to flag a record Flagged records will be identified with a small red flag in both the Detail View and Explorer Views The meaning of the flagged status is for the user to determine It can be utilized in many ways For example a flagged individual may be someone who is going through some significant hardships and requires special attention Or it could designate core members of the congregation There are no doubt many more ways of utilizing the flag status e Required
82. New Cancel Create from File Browse J o ana r Result Inserts the contents of the file as an object into your document so that you may activate it using the application which created it You will need to use the Create from File option and then use the Browse button to specify the image file you would like to use For best results the image files used here should be relatively close to the print size specified beneath each logo field Image file types supported are omp and jpg TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 69 3 11 Security System Setup To reach the Security System Setup screen select Setup amp Preferences Security System Setup from the Church Helpmate main menubar Setup Security Security Setup Users amp Permissions Permissions for Admin Households amp Individuals Current User Create new records Delete records Name Admin Browse data in Explorers amp Detail Forms Browse 1st Note field Browse 3rd Note Field Generate Outputs reports labels etc Modify Existing Data Modify 1st Note field KR Modify 2nd Note field Modify 3rd Note field Setup A Contacts check all Browse data in Explorer amp Detail Form M Bro
83. Pref Postal Mail Special Needs Record 2 of 40 Created 06 Nov 2007 Last Modified 13 Oct 2009 Last Modified By Admin Filter OFF Last Contrib nd 31 May 2009 Last Connection 11 Aug 2008 Name Section This is where you record basic name information of the Individual When storing a Nickname or Goes By name you can indicate where the program will utilize the Nickname over the individual s First Name field The Label Name and Greeting fields can either be generated automatically or the user can check the appropriate Manual checkbox to over ride the automatic generation and specify the exact wording of each these fields Personal Section This is where you can record additional information on the Individual including their church membership status marital status gender allergies Envelope and Contributor Type This is also where you can record details about the individual s schooling and or occupation You can use the Individuals Setup screen to configure the names values listed in the Grade School and Occupation pull down controls TIP Only fields marked with an asterisk are required fields TIP When entering the Individual s First Middle and Last names you don t need to worry about capitalizing the first character this will automatically be taken care of for you For example when entering in an individual named Robert just type in robert for the first name without worrying about capitalizing
84. Received From Non Members Field Description This field is used to record the total amount of Contributions received during this week from non member contributors A non member contributor is a household individual or other contributing entity who is NOT considered to be a formal member of the church Auto fill Logic The auto fill process will populate this field with the total amount of CH2010 Contribution records that exist in Batches having a Batch Date within this week s date range AND meet 1 of the 3 following conditions e The Contribution record is associated with a CH2010 Household record that has a Household based Membership Status value that is NOT a member type value as defined in the Household Detail Form for more information on defining which Membership Status values are member type values see the Individuals Setup section of Chapter 3 OR e The Contribution record is associated with a CH2010 Individual record that has an Individual based Membership Status value that is NOT a member type value as defined in the Individual Detail Form for more information on defining which Membership Status values are member type values see the Individuals Setup section of Chapter 3 OR c Copyright 2003 2009 Helpmate Technology Solutions LLC 312 Church Helpmate 2010 e The Contribution record is associated with a CH2010 Contact record of Member Households Contributing Field Descri
85. Reminders setting to specify the default Frequency value when entering new Reminder records Reminders Explorer Defaults Section In this section you can specify default settings related to the Reminders Explorer Reminders Explorer e Use the Explorer Format setting to specify the default display value for the Reminders Explorer Other Section e Use the Show pop up when Reminders are acknowledged to enable disable this feature TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Other computers which might be running Church Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 41 3 1 11 One Call Now Preferences Local Settings Z General File amp Folder Paths Color Theme Households amp Individuals Contacts Groups Contributions Pledges Attendance Reminders One Call Now Requires a One Call Now subscription through Helpmate Technology Solutions contact Helpmate sales for more details Enable OneCallNow Interfacing Options Enable OneCallNow upload reminder prompt when closing Church Helpmate if group changes have been made C Automatically run OneCallNow upload when closing Church Helpmate if group changes have been made Do neither I will initiate the OneCa
86. Statistics module bases active group membership on each group member s Group Membership Position value Under Groups Setup you will want to configure each of the Group Membership Position values to indicate which values represent active members of the Group as well as which represent leaders of the Group For more information about configuring these Group Membership Positions see the Groups Setup section of Chapter 3 8 Contribution Setup Designated amp Non Designated Funds Setup The Church Health A Statistics module distinguishes designated contributions from non designated contributions Designated contributions are those contributions that have been given by the donor to be used by the church for a specific purpose for example the Building Fund Non designated contributions are those contributions that have been given without any designation and can be used by the church for any purpose as determined by the church It is important that you configure each of the Contribution Funds in your CH2010 database as to whether they are Designated or Non Designated funds You can do so through the Funds tab of the Contributions amp Pledges Setup form To learn more see the Contributions Setup section of Chapter 3 Once these configuration setups above are completed you will be ready to use the Church Health amp Statistics Detail Form to begin managing the statistical data c Copyright 2003 2009 Helpmate Technology Solu
87. TIP You can run the auto fill process on a single data field if desired without affecting any of the other data fields in c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 297 the week To do so either double click in the desired field or right click the desired field and select Auto fill value from the pop up menu must be in edit mode c Copyright 2003 2009 Helpmate Technology Solutions LLC 298 Church Helpmate 2010 12 4 2 Church Health amp Statistics Active Attender Statistics The Worship Group Statistics portion of the Church Health amp Statistics Detail Form provides tracking for items related to the Individuals who actively attend your church A screen shot of this section is shown below Active Attender Statistics Active Attender Enrollment Total 399 404 405 399 402 402 Active Attenders Adults 279 283 284 279 281 281 Active Attenders Children 60 61 61 60 60 60 Active Attenders Male 172 174 174 172 173 173 Active Attenders Female 227 230 231 227 229 229 Active Attenders 0 9 yrs old 32 32 32 32 32 32 Active Attenders 10 19 yrs old 28 28 28 28 28 28 Active Attenders 20 29 yrs old 24 24 24 24 24 24 Active Attenders 30 39 yrs old 76 77 77 76 76 76 Active Attenders 40 49 yrs old 84 85 85 84 84 84 Active Attenders 50 59 yrs old 60 61 61 60 60 60 Active Attenders 60 69 yrs old 40 40 41 40 40 40 Active Attenders
88. Te an II y DeceasedDate Date mmidd yyyy format te Milestone1 Date Date dT mm dd yyyy format Ps Milestone2Date Date mmidid yyyy format y Milestone3Date Dae LI mm dd yyyy format Po Milestone4Date Date mmdd yyyy format as MilestoneSDate Dae LI mm dd yyyy format Po Milestone6Date Date mmdd yyyy format ae Milestone7Date Date LI mm dd yyyy format Po Milestone8Date Date mmidd yyyy format c Copyright 2003 2009 Helpmate Technology Solutions LLC 470 Church Helpmate 2010 Field Name DataType MaxSize Comments Value Required Milestone9Date Date LI mm dd yyyy format Po Milestone10Date Date mmidd yyyy format a ESCHER EE Fass C S Pagel merase SSCS SSCS fAtPhone SSCs iP CCS CSCS tegt aepses SSCS CSCS fEmaiAddress Dei Jl EmaiAddressUL_____ elFase LL SecondaryEmaiAddress Dei Jil SecondaryEmalAdcressUL__ TwueFase LL wese fa po S SS Emoy fa o CCS SSCS WorkPhone fa s SSS SSCS Ce ret a SSCS SSCS WorkPhoneUL____ elFase SS SSCS WorkFax let fEmergenoyContact_ frea fo SSCS SSCS EmergencyContactPhone Text fs O SSCS SSCS EmergencyContactRelatonshiprea il DES Memo SO CCS CSCS bas Memo CCS SSCS DES ER COC SSCS PhotoFle tet C SSCS SSCS PhotoNote ell Fag merase p SSCS SSCS Datei lee lee SSSC sSC CS S S Das bate moyon i Dates pae leegen Sid CS Dates bate moyon i Das lee moona O CS Bass lee moyo O i KEREN es liegt e let eg l
89. The output configurators listed above include an Export tab to facilitate the export process The controls and functionality found on the Export tab are very similar regardless of which output configurator is being used A screen shot of the Household Output Configurator s Export tab is shown below Household Output Configurato esm Directory Reports Labels amp Envelopes Form Letters Email Export W Filter no filter Export CSV Comma Separated Variable All Data Fields CSV Comma Separated Variable Basic Address amp Phone Fields Only CSV Comma Separated Variable Basic Address amp Phone Fields Only ALL CAPS HTML Format All Date Fields HTML Format Basic Address amp Phone Fields Only FileName C ProgramData CH2008 Export HouseFull csv Options Indude Field Names As First Row Sort by Household Name Exporting options typically include Choice of either CSV comma separated variable or HTML file format Sorting options Option to include the data field names as the first row of the exported file Folder path and filename for the exported file The Export button will export the data using the specified options NOTE REGARDING EXPORT FILE FORMATS e Comma Separated Variable CSV Readable by most text editors such as the Windows Notepad and Wordpad applications as well as most spreadsheet type applications such as Microsoft Excel and Lotus 123 e Hypertext Markup Languag
90. This section contains a ListView control which displays all of the Attendance records associated with the current Meeting record You can set attendance values directly from the ListView control by right clicking on an Individual in the list and then selecting the appropriate value from the pop up menu Alternately pressing the Spacebar on your keyboard will toggle through the Attendance values for the selected Individual in the ListView control TIP You can use the Attendance Preferences screen to determine the default values for the Enter By option and the Household Mode checkbox c Copyright 2003 2009 Helpmate Technology Solutions LLC 246 Church Helpmate 2010 9 4 2 Meeting Detail Form Manual Counts Tab The Meeting Counts tab of the Meeting Detail Form is designed to allow you to record various counts related to the Meeting These counts would be manually counted by someone on your staff or a volunteer For many meetings that are held you may not be able to tracking individual based attendance values that is you may not be able to track the identities of those present at the meeting However the Manual Counts tab of the Meeting Detail Form allows you to still record several macro level counts for the Meeting Even for meetings where you are tracking individual based attendance values these manual count fields might still be useful for you For example the Head count field will allow you to rec
91. Title Options Header Text Primary Header Logo No logo Title Contributor Summary Report Sorted By Contributor s Name Sub Title This Calendar Year BASED ON Contribution records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a printed report of all contributions received within a specified date range Can include all funds or only a specified fund c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 14 16 7 Contributions Summary Report Configurator This Calendar Year e 01 01 2009 o Date 12 31 2009 Title Contribution Summary Report Sub Title This Calendar Year BASED ON Contribution records OUTPUT OPTIONS 369 GENERAL DESCRIPTION Use to generate a summary report of contributions received within a specified date range Can include all funds or only a specified fund c Copyright 2003 2009 Helpmate Technology Solutions LLC 370 Church Helpmate 2010 14 16 8 Contributions Utility Report Configurator 5 Contributions Utility Report Configurator Reports Envelope Listing Sorted by Env Portrait Envelope Listing Sorted by Name Portrait Contributors With No Contributions Portrait Contributions Summary Pledged vs Non Pledged Portrait Contributors by Contribution Statement Delivery Preference Portrait Report Title Envelop
92. also open the Backup Restore menu by selecting Backup and Restore from the CH2010 program group under the Windows Start button Start All Programs Church Helpmate 2010 Backup and Restore Chapter 18 Sections Backup Restore c Copyright 2003 2009 Helpmate Technology Solutions LLC 456 Church Helpmate 2010 18 1 Backup From the Backup Restore screen s main menu click the I would like to BACKUP my data file button to begin the backup process The following screen will be displayed mm Backup Data file to be backed up C ProgramData CH2010 CH2010data mdb Defaults to your current active Data File Save Backup To C ProgramData CH2010 CH2010Backup zip Verify backup The Data file to be backed up parameter will automatically default to your current active CH2010 data file The Save Backup To parameter specifies the name and location of the backup file you will be creating Data files always end with a mdb and backup files always end with a ap The Verify backup checkbox determines if a validation process is performed immediately after the backup is written This verification process tests the backup to ensure that it was successfully written To create the backup click the Backup button A CH2010 data file backup set is a single file in the industry standard zip format This zip file contains the CH2010 mdb data file A backup zip file is typically much smaller
93. are generated This Statement Delivery Preference setting is found under each Household Individual and Contact record on the corresponding Detail View forms This prompt allows you to have the Contributor Output Configurator limit the printing or emailing of statements based on each contributor s Statement Delivery Preference setting So for example when you click the Print Preview button the following prompt is displayed c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options ery Option You can limit the printing of statements for only those contributors having a Statement Delivery Preference of Postal Mail Would you like to do so C No please ignore the Statement Delivery Preference setting As similar prompt is displayed when emailing statements 375 c Copyright 2003 2009 Helpmate Technology Solutions LLC 376 Church Helpmate 2010 14 17 4 Pledges Utility Report Configurator Kl Pledge Utility Report Configurator Reports Contributors With No Active Pledge Contributors With Active Pledge Report Title Contributors With No Active Pledge Header Text Primary e Header Logo Large e OUTPUT OPTIONS rr Landscape Landscape gt Print Preview GENERAL DESCRIPTION Use to generate miscellaneous utility type reports such as a Contributors with no pledge report c Copyright
94. as grandparents aunts uncles etc c Copyright 2003 2009 Helpmate Technology Solutions LLC 104 Church Helpmate 2010 Child Main Contact Individuals having this household position are considered to be children but are also considered to be the primary main contact individual for the household As a main contact their name will be included in their Household record s automatic Label Name amp Greeting fields This household position is typically utilized when you may have name and contact information for a child but not their parents guardians Therefore you could create the Household record and the child s Individual record and mark this child as the main contact of the Household at least until you obtain information on their parents This position should be used only when their are no adult main contacts that exist in the Household Child Individuals having this household position are considered to be children Example Let s suppose that Tony Adams is a single adult Individual in a Household and that no other Individuals exist in the Household Tony s household position should be Adult Main Contact Primary Example2 Let s suppose the Adams household consists of a married couple Tony amp Amy Let s also suppose that they have 2 children Billy and Suzy and that Amy s mother Victoria also lives with them The typical household position assignment for each individual is shown below Tony
95. attenders 298 Adding members to a group 164 address label definitions 78 address verification 429 anniversaries 396 405 archive 455 456 479 assign env 411 assistance 11 attendance 39 235 237 240 251 auto update 164 auto assign env 411 Automatic Resolution 436 auto promoter 409 Ba back end 476 backup 455 456 barcode 249 batch 181 192 201 batches 176 178 181 211 birthdays 316 317 396 405 broadcast email 331 browse 85 98 136 158 178 211 224 237 260 276 291 320 bulk email 319 331 bulk postal mail 429 C calendar 405 CASS 429 check boxes 448 check reader 190 check scanner 190 church address 67 church growth 287 288 289 291 292 295 298 300 302 305 308 310 314 392 church health 64 287 288 289 291 292 295 298 300 302 305 308 310 314 392 Church Helpmate 481 482 cleanup 479 colors 31 combo boxes 450 communicating by phone 414 compact 427 company 3 configure 23 25 27 29 64 Conflict Viewer 436 Connections 63 258 260 262 268 316 317 405 connections basics 259 contacts 34 51 134 136 138 147 contacts basics 135 contribution entry 181 contribution statements 365 contribution summary 396 contributions 36 56 62 176 178 181 192 201 211 213 310 410 contributions basics 177 corrupt 427 custom filters 338 406 custom report 423 customfrontend 476 customize 477 orl dashboard 396 data entry
96. by phone This Internet based system s auto dialer can instantly make thousands of phone calls so your congregation is updated immediately Imagine being able to dial a toll free number record an outgoing message specify exactly which group of individuals should receive the message based on Groups you have established in your Church Helpmate database and then have the One Call Now system deliver your message automatically to each recipient reducing hours of tedious work into literally a minute or two This is now a reality with Church Helpmate and One Call Now Here is just a small listing of the ways your organization can use the One Call Now service Announcing church holiday programs Sending devotionals Sending prayer requests Notifying the choir or worship team about a practice night change Announcing a pot luck supper Calling a business meeting Instructing the Sunday school class on what to study Sending messages to visitors as part of your church growth program Announcing an upcoming baptism Letting the congregation know about an upcoming special speaker Announcing a meeting or service cancellation Announcing a church fund raiser Announcing the date of your annual picnic Requesting a touch tone response such as If you can volunteer at the church picnic on Sunday press 1 And all of this with e No new hardware or software to purchase learn or maintain No complex dialer hardware No additional staff resources needed
97. chapter Viewing Meeting amp Attendance Records Editing A Meeting Record Adding A New Meeting Record Deleting A Meeting Record Assigning Attendance For A Meeting Record c Copyright 2003 2009 Helpmate Technology Solutions LLC 252 Church Helpmate 2010 9 6 1 Viewing Meeting amp Attendance Records ic i Activate the Meetings Explorer by selecting Explorer Views Meetings Explorer from the Church Helpmate top main menubar IW Use the TreeView control on the left hand side of the Meetings Explorer to select the desired Group ao The ListView control on the right hand side of the Explorer displays Meeting records associated with the selected Group in the TreeView control 4 To view details about a Meeting record including detailed attendance double click the Meeting from the ListView control Doing so will open the Meeting record in the Meeting Detail Form TIP Only Groups who have been enabled for attendance tracking through the Group Detail Form will be listed in the Meeting Explorer s TreeView control c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 9 Meetings amp Attendance 253 9 6 2 Editing A Meeting Record ic i Open the desired Meeting record in the Meeting Detail Form by double clicking it from the ListView control of the Meetings Explorer To edit basic details of the Meeting record click the Edit Meeting button from t
98. codes DPCs that appear on mailpieces CASS certifying the address information in your Church Helpmate database provides the opportunity for you to receive bulk mail discounts from the US Post Office See your local Post Office for more details about discounts provided when mailing large quantities CASS certifying your Church Helpmate address data is a 3 step process STEP 1 EXPORTING CASS EXPORT FILE Church Helpmate provides a simple export function that creates a text file containing all of the address data for the Household and Contact records that exist in your CH2010 data file To reach this function select File Create CASS Export File from the program s top menubar You will then be asked to select a filename and location for the file you are creating This export process then creates a file with your Church Helpmate address data The file created will contain the following data fields Column 1 Column 2 Column 3 Column 4 Column 5 Column 6 Column 7 RecordlD RecordType Address1 Address2 PostalCode The RecordlID Column 1 field is the internal ID that Church Helpmate uses to identify the Household or Contact record in the CH2010 database The RecordType Column 2 field identifies the type of record possible values are HP represents the primary address set for a Household record HS represents the secondary address set for a Household record C represents the address set for a Contact record STEP 2 CASS C
99. field Env if your church uses Envelope s to identify contributors use this field to denote the Household s env Typically you would only assign an Env to a Household if the Household is an active contributor You can assign the Household the next available env by clicking on the button just to the right of the Env field button with the dots on it Contributor use this field to denote whether or not the Household record should be considered an active contributor Selecting Household basea for the Household includes the Household s name in the list of contributors during contribution data entry Statement Delivery Pref use this field to denote the contributor s preferred delivery method for receiving their contribution and pledge statements c Copyright 2003 2009 Helpmate Technology Solutions LLC 90 Church Helpmate 2010 Household Individuals Section The individual records belonging to this Household are displayed in the ListView control You can double click on an Individual s name to open the Individual s detail information or you can right click the individual s name for other options To add a new individual to the Household use the Add New Individual to this Household button TIP Only fields marked with an asterisk are required fields c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 91 4 4 2 Household Detail Form
100. field and the Amount per Payment field will automatically be c Copyright 2003 2009 Helpmate Technology Solutions LLC 228 Church Helpmate 2010 calculated for you based on the Payment Frequency option chosen Total Pledge use this field to specify the total amount that the Contributor is pledging over the life of the pledge This value is automatically calculated for you when you set the Payment Frequency option and enter an Amount per Payment Comment if you wish you may record additional comments about the Pledge under this field Once you have entered all of the pledge parameters and saved the record a summary of the details is displayed in the Payment Summary section Also a Contributions applied display is shown at the bottom of the form that indicates the amount of actual contributions from the pledge s Contributor that have been applied towards the pledge TIP The Church Helpmate program will not allow you to create overlapping Pledge records for the same Contributor and same Fund For example you would not be able to have a Pledge from the Smith Household towards the Building Fund that spanned from Jan 2008 through Dec 2010 and another Building Fund Pledge that spanned from Jan 2009 through Dec 2011 as these would create overlapping funds for the Smith Household and the Building Fund c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 8 Pledges 8 4 Pledge Pr
101. for each of the user defined fields is customizable so that you can easily see how it s being utilized To setup and configure these user defined fields use the Setup amp Preferences menu e Full Navigational Capabilities Many of the Detail Forms allow the user to navigate move between records from within the Detail Form without having to use the Explorer Views For example the Household Detail Form includes navigational buttons in the form s toolbar to move through the household records Additionally these Detail forms include a Name Lookup button which allows the user to choose a record from a listing of names c Copyright 2003 2009 Helpmate Technology Solutions LLC 22 Church Helpmate 2010 2 4 Sample Data Set Church Helpmate includes in its initial installation a sample data set consisting of numerous sample data records This sample data set provides new users the immediate ability to play with the product You may either modify the sample data records with actual real data for example change the name address phone s etc of a sample Household record to match one of the actual households in your congregation or you may delete the sample data records and start your real data entry with new records There are purging tools found under the Tools Database Utilities menu to assist you with deleting large numbers of records quickly Also if you want to create a completely blank empty data file
102. for the Display pull down list from thePledges tab of the General Program Preferences screen c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 8 Pledges 231 8 4 2 Editing A Pledge Record ei 1 Activate the Pledges Explorer by selecting Explorer Views Pledges Explorer from the Church Helpmate top main menubar 2 Select desired value from the Display pull down list located in the Explorer s menubar 3 Locate the desired Pledge record to be edited double click it This will open the Pledge record in the Pledge Detail Form 4 Click the Edit button in the top left hand corner of the Pledge Detail Form to enable editing of the form 5 Make the desired changes to the Pledge record 6 When editing is complete click the Save button to save the changes you ve made c Copyright 2003 2009 Helpmate Technology Solutions LLC 232 Church Helpmate 2010 8 4 3 Adding A New Pledge Record ei You can begin the creation of a new Pledge record in 3 ways e Pledges Explorer From the Pledges Explorer s toolbar click the New button This will open the Pledge Detail Form and display a new blank Pledge record ready for your data entry When you are finished entering the Pledge data click the Pledge Detail Form s Save button to save the new record e Pledge Detail Form From the Pledge Detail Form s toolbar click the New button This will navigate the Form to a new b
103. for you in QuickBooks during the import process Also you ll notice the Class column in the register entry above QuickBooks classes give you a convenient way to separate income and expenses for each fund In the Church Helpmate Contributions Setup Funds tab you can define the QuickBooks class for each of your funds When you set up each Fund as a class you can see a profit and loss report by Fund as well as detailed transaction reports QuickBooks also allows you to see how much money you have in each Fund or several Funds together This is in addition to reports on your overall organization If you do not have a class already defined in QuickBooks for each of your income funds they will be created automatically for you during the import process NOTE It is very important that you maintain the identical names i e same spelling for your Fund income accounts and Classes in QuickBooks with your contribution Fund names in Church Helpmate c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 199 What Are The Benefits To You Church Helpmate s ability to integrate with QuickBooks provides you with the following benefits e A state of the art church management software system designed specifically to handle your church s membership group class activity contribution pledges meeting attendance and connection records yet is not over priced and under supported by a software manu
104. for your particular situation c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 53 TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC 54 Church Helpmate 2010 3 5 Groups Setup Leg wr To reach the Groups Setup screen select Setup amp Preferences Groups Setup from the Church Helpmate main menubar GENERAL TAB Setup Groups General Group Membership Positions TIP To manage Group Folders first select a Group E Group Folders Category from the left hand Group Folders under the Category list This will display all Group Ministry Teams Giftings Skills Interests Folders under the selected Services amp Classes Folder Name Groups in Folder Group Category Small Groups ities amp Skills Interested In Personality Types Spiritual Gifts Delete Group Categories Section Use this section to manage the list of available Group Categories when entering and modifying Group records NOTE You will not be able to delete a Group Category if there are Group Folders beneath it In this case you must either delete these Group Folders or move then to a different Group Category Group Folders Section Use this section to manage the list of available Group Folders when enter
105. form This will open the Individual Detail Form to a new Individual record ready for your data entry When you are finished entering the Individual s data click the Individual Detail Form s Save button to save the new record e Households Explorer From the Household Explorer right click on the Household in which you d like to add a new Individual and select New Household Member Individual from the pop up menu This will open the Individual Detail Form to a new Individual record ready for your data entry When you are finished entering the Individual s data click the Individual Detail Form s Save button to save the new record e Individual Detail Form From the Individual Detail Form s toolbar select the Household tab and then click the Add New Individual To This Household button near the bottom of the form This will place the form at a new blank Individual record ready for your data entry When you are finished entering the Individual s data click the Individual Detail Form s Save button to save the new record TIP Any data fields with an asterisk next to them are required fields and must be filled in before you can save the record c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 4 7 10 Deleting An individual s Record Ki 1 Open the desired Individual record in the Individual Detail Form 2 Click the Edit button at the top left hand corner of the Indi
106. from 01 01 2010 to 12 31 2010 Pledges Do Not Include Pledge Data Ge Include Pledges Header Text Primary e Header Logo Small e wi Print Preview BASED ON Household records OUTPUT OPTIONS GENERAL DESCRIPTION Used to generate detailed printed reports on 1 or more Household records Report includes all data fields associated with Household records Also allows options to include the Household s Connection Contribution and Pledge records c Copyright 2003 2009 Helpmate Technology Solutions LLC 348 Church Helpmate 2010 14 12 3 Household Utility Report Configurator gt J Household Utility Report Configurator Households With Incomplete Address Portrait Households With Missing Phone Number Portrait Report Title Empty Households Header Text Primary e Header Logo No logo e BASED ON Household records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate several utility maintenance type reports such as a report of all of the Household records with no individuals assigned to them empty households or Households with missing addresses c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 349 14 13 Individual based Outputs The Individual based output options are provided by the individual based report configurators These report configurators are available from the Outputs Explo
107. health indicators and trends on a macro level While the numbers only tell part of the story they nevertheless do indeed tell a part of the story a part that may be otherwise hidden from the leaders of the church We readily agree with those who would say that numbers cannot be the ultimate measure of a church s health numbers are not everything However neither are numbers unimportant The Church Helpmate Church Health amp Statistics module is certainly not a comprehensive all inclusive church health solution Making such a claim would be heresy However just like a doctor will measure your blood pressure and take your temperature during an office visit as a starting point to diagnosing a problem the information tracked and analyzed by this module is a starting point in the analysis and growth of a healthy church Starting points are critical and we believe that building healthy churches is a biblical mandate given to the church If you are like some churches you have already been tracking and analyzing many of the elements included in the Church Health amp Statistics module For you this module will save you time by having this analysis incorporated into your Church Helpmate database since most of the measurements are automatically pulled from the data already existing within your Church Helpmate data If you are like others you may have never tracked this type of data for your church For you this module will provide
108. i cceccnccccesesccetesees cectecacccetecncd cceceease EELER scecceeds ENEE RARE Aa Ea hacer 442 Data Entry Kee 443 SMOMICUUKCYS a aE E A EES 444 Mouse Operation a E A SE 445 Menubars c Loolbatezsgssgergeege see KeeerEe a ar ra aaa aeS a aa ea a era E a aee a ee eege 446 Slalus ET 447 Gheck BoxeS EEN 448 Radio Buttons Option Buttons ccccesseceeeseeeeeeeeseeeeeeenneaeeeensaaeeeenseaeeeeeeseneeeenseeeeeeenseeeeneneneeeanes 449 TUE Re ER E E 450 List BOX S Ofr a aa eraa a a aa a aa er aE a e ae ae ae Ea e aaraa 451 ListView Controls degt Zeg 452 TreeView Controls oraren cee eerie cee Mee ei A a 453 Chapter 18 Backup amp Restore Functions 455 Backup tee EE 456 be eetorg eigene 457 Chapter 19 Advanced Topics 461 Recycle Bin EEN anuna e DEES AAAA aa A cs sane EEL sstiddeedeshcteaveselteceususniecrerseatecees 462 Using from Remote Locations ssssssssssnnnesnunnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn nnmnnn 463 Importing Data supei eena eaae cided ne ae eed indeed a Raa de dedi 465 Households Import File Requirement ccssccsseesseessseeesseessseesseeeesneessnesseneeseeeesesssneeeseesenesesneeseneeseneeees 466 Individuals Import File Requirements cscccsseeesneesseesseeesseessseesseessneeseneeseneeseneeseesseneeaseesenesesneeseneessneeees 468 Contacts Import File Requirement csccssccseseeseeeseeeseeeeeesseeseesseeseesseeeenesseeseessnene
109. increase the likelihood that your emails will be treated as Spam by the recipients email systems Bulk Email Options section e Use the Recipient Type setting to control whether Church Helpmate places recipient email addresses in the To CC or BCC fields when sending out generic non personalized bulk emails e Use the Include my email address in checkbox to control whether or not Church Helpmate sends a copy of all generic non personalized bulk emails sent by the program to your email address as specified on the Email Setup tab e Use the Max of email address per email message setting to set a limit on the number of email addresses that will be included in a single generic bulk email message The higher this number the faster your bulk emails will be processed However higher values can increase the likelinood that your emails will be treated as spam by the recipient s email systems c Copyright 2003 2009 Helpmate Technology Solutions LLC 76 Church Helpmate 2010 Single Email Options section e Use the Single Email Mode setting to control whether Church Helpmate utilizes its built in SMTP system to process single non bulk emails or your computer s default MAPI compliant email program such as MS Outlook Eudora etc TIP These settings are personalized for the currently logged in user as specified at the top of the screen allowing the specific user to override
110. into 3 Tabs Households Individuals and Contacts Each of these tabs allow the user to manipulate the Flag status of their respective set of records Otherwise the elements and functionality on the 3 tabs are identical To Flag records using the Flag Wizard 1 Select 1 of the 3 tabs depending on which type of records you are interested in flagging Households Individuals or Contacts 2 Use the Select Filter tab to activate the Custom Filter form and select the desired filter The filter you choose here should be a filter that includes the desired records to be flagged by the Flag Wizard If such a filter does not currently exist you can create a new filter using the Custom Filter form 3 Once a filter has been selected you will be returned to the Flag Wizard form Click the Flag button to flag all records meeting the selected filter s criteria To Un Flag records using the Flag Wizard 1 Select 1 of the 3 tabs depending on which type of records you are interested in un flagging Households Individuals or Contacts 2 Use the Unflag all Households button to unflag the records button will either read Unflag all Households Unflag all Individuals or Unflag all Contacts depending on which tab is active TIP Flagged records will be identified with a small red flag in both the Detail View and Explorer Views The meaning of the flagged status is for the user to determine It can be utilized in many ways For example
111. is important here To facilitate this every Individual Household and Contact record has a Contributor Type field which allows the user to specify whether or not the particular record is a contributor or not Our general recommendation on this subject is to record associate contributions with Households not Individuals This would be the case whether the Household has multiple Individuals in the Household or just one Individual One of the benefits of associating contributions with a Household is that the contribution statement will be addressed to the Household record for example Mr amp Mrs John Smith There will certainly be exceptions where you might want to record certain contributions from Individual records as opposed to their Household For example contributions from a child ie son or daughter should be associated with the child s Individual record as opposed to being associated with their Household This way the child will receive their own contribution statement addressed to them individually for example Miss Suzy Smith while their parents would receive a statement for their Household based contributions Another scenario where Individual based contributions should be used is in situations where a husband and wife might want their finances kept separately ie each would like their own separate statement shown each of their contributions individually not jointly Church Helpmate lets you define how you d like to
112. is intended for those who are upgrading to Church Helpmate 2010 from a previous version of Church Helpmate URGENT PLEASE READ BEFORE UPGRADING 481 c Copyright 2003 2009 Helpmate Technology Solutions LLC 482 Church Helpmate 2010 20 1 Upgrading to Church Helpmate 2010 Upgrading from a previous version of Church Helpmate to the 2010 version consists of 3 main steps 1 Installing the Church Helpmate 2010 program 2 Entering your User Name and Registration Code 3 Running the Church Helpmate 2010 Upgrade Utility to bring your previous version s data into CH2010 STEP 1 INSTALLATION In order to use the new Church Helpmate 2010 product it must first be installed onto your computer and on any other computer from which you or others will want to run the program Typically you will want to install Church Helpmate 2010 on any computer currently running a previous version of Church Helpmate When installing Church Helpmate 2010 on a computer that has a previous version already installed for example CH2008 or CH2006 the Church Helpmate 2010 installation will not affect your previous version in any way Eventually after you have completed the upgrade process you will want to uninstall your previous version from each computer In order to install the Church Helpmate 2010 program onto a computer it must meet the following minimum system requirements Minimum System Requirements e Win
113. know the total overall Contribution amount you ll want to enter this value into the Enter Contribution Total Amount field The Splits Wizard will then automatically adjust the amounts for each split value to make sure that the math works out properly If you don t know the exact total Contribution for example John contributes 87 49 to the missions fund 39 29 to the Building fund and 123 45 to the General fund but does give you a total Contribution amount just go ahead and enter in the individual amounts for each fund and the Splits Wizard will automatically total them up for you If you are entering a simple single fund Contribution record for example Mary contributes 300 to the Building fund then you can utilize the Quick Entry Fields of the Contribution Batch Detail form Just select the contributor from the Contributor or Env pull down lists and then tab over to the Quick Entry Fields TIP When entering in a new Contribution you can either select the Contributor using the Contributor pull down list or the Env pull down list or you can use a check reader to select the contributor see Using a Check Reader to Enter Contributions for more details TIP For fastest data entry use your keyboard s Tab key to navigate between the data fields and buttons in the Contribution Entry section To activate a highlighted button press the Enter key To open expand a pull down list from the keyboard press the Alt key and Down A
114. message that the displayed Meeting record does not match the Roll Call Report If this happens simply use the barcode scanner to scan the Meeting barcode in the upper right hand corner of the Roll Call Report and the correct Meeting record will be opened NOTE When the Enter by option is set to Barcode Scanner there will normally be a READY TO SCAN indicator shown on the Meeting Detail Form indicating that the form is ready to receive data from the barcode scanner There are certain actions by the user however that can cause the form to stop looking for input from the scanner for example switching to one of the other tabs on the Meeting Detail Form If this occurs a Start Scanning button will be displayed instead of the READY TO SCAN indicator Simply click the Start Scanning button to resume barcode scanning Individual Attendance Manual Counts Notes Attendance Entry Enter by Name Barcode Scanner Start Scanning Scanned barcode indicates fe Present C Absent Vacation Sick c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 9 Meetings amp Attendance 251 9 6 Meeting amp Attendance Procedures NOTE The procedures included here assume that you are already familiar with the basic concepts of the Meeting amp Attendance module as covered in the previous Meetings amp Attendance Introduction Meetings Explorer New Meeting Form and Meeting Detail Form sections of this
115. operating system 2GB RAM Optional Requirements Internet connectivity and Internet Service Provider ISP for Email and Internet mapping features MS Outlook 98 or newer for the Church Helpmate MS Outlook Export Utility tool Windows 2000 or newer for the PDF report and statement generation capabilities of CH2010 Windows compatible printer for printing reports Microsoft Word version 97 or newer for built in Quick Letter capabilities Note Other word processors can be used to manually perform mail merges with the Church Helpmate export data Sound card and speakers for the Audio Feedback capabilities QuickBooks 6 0 or newer for CH2010 QuickBooks deposit transaction interfacing capabilities Magtek Mini MICR check reader w USB interface amp keyboard emulation P N 22523009 or 22533012 for check scanning capability Unitech MS100 4G hand held wand barcode scanner w USB interface for barcode attendance entry capability c Copyright 2003 2009 Helpmate Technology Solutions LLC 8 Church Helpmate 2010 1 4 Installation The Church Helpmate 2010 product utilizes a standard Windows install uninstall process 1 Close any programs you currently have running and disable your antivirus software Insert the Church Helpmate 2010 CD into your computer s CD drive After several seconds the installation program should begin automatically NOTE If the installation program does not start automatically follow the s
116. photo sidebar area This will open the Select Photo File dialog box Here you will select the desired photo for the current Contact record and then click the OK button to close the dialog box The selected photo should now be displayed in the Photo sidebar area of the Contact Detail Form Just below the displayed photo is a text box box with a white background where you can add notes about the photo These notes can be included when printing photo directories If you ever want to remove the photo assignment and clear out the Contact s photo click the Remove Photo button When finished click the Save button from the Contact Detail Form s toolbar When a photo has been successfully assigned to the Contact you should see the photo and photo note if applicable similar to the example screen shot below Cindy Nelson ty Nelson O Manual Nelson O Manual ly O Manual Jse in Formal Label Name Jse in Informal Label Name Jse in General Name c Copyright 2003 2009 Helpmate Technology Solutions LLC 146 Church Helpmate 2010 IMPORTANT NOTES e When assigning a photo to a Contact record the Church Helpmate database only stores a link to the photo file it does not import the actual photograph into the Church Helpmate database Therefore once a photo file has been assigned to a Contact record the actual photo file must remain in its original location otherwise the Church H
117. preview the label report on screen before sending to the printer while the Print button allows you to send the label report directly to your computer s default printer Print Preview Toolbar When using the Print Preview option the report will be generated and displayed on screen In the Print Preview window a top header toolbar is provided giving you additional options This toolbar is displayed below Close print preview Send to printer Convert to PDF file Page view controls Email report as PDF file ibis setup options Ed close Report __ Print A view PDF 4 Email PDF Page Setup 21 38 4 Wa Zoom Fit re g S Send to MS Word L Zoom controls Send to MS Excel Send to Notepad Send other c Copyright 2003 2009 Helpmate Technology Solutions LLC 326 Church Helpmate 2010 Memorized Outputs Most of the Church Helpmate output configurators have the ability to memorize your settings so that you can quickly recall a mailing label or envelope report and re run it in the future without having to remember any of your settings or even which output configurator is used For more information on Memorized Outputs see the Memorized Outputs section of this chapter TIP When generating envelopes the print preview screen will show the envelope as a full 8 5 x11 page This is normal and does not need to be adjusted However you may need to adjust the top and or bottom page margins to properly posit
118. read off the check exist in the Check Reader Bank Account Lookup Table then the Status and Contributor lines will be updated accordingly Contribution Entry Selectby NameorEnvi Check Reader Status Check Scanned Successfully Reset Contributor Clark Michael amp Jennifer Fk Pa If however this is the first time scanning a check with this routing and account the Link Contributor to Bank Account form will be shown as the routing account will not be found in the Check Reader Bank Account Lookup Table Use the Contributor pull down to select the desired Contributor i e Household Individual or Contact record to associate with this bank account Then click the OK button to proceed c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 191 Link Contributor to Bank Account Link Contributor to this Bank Account It appears that no Contributor has yet been associated with the Bank Routing and Account from the scanned check Routing 000001234 Account 1234567890 Please select a Contributor Household Individual or Contact record to be associated with the Bank Routing and Account shown above Contributor E Display Contributors Only Back on the Contribution Batch Detail Form the Contributor line should now read the Contributor s name that you selected 3 At this point the Contributor has been identified the Type field h
119. record Lookup Will display a drop down listing of all Pledge records in the database from which the user can select a record to display NOTE Several of these buttons are enabled disabled depending on whether or not the form is in locked or unlocked mode c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 8 Pledges 227 The Pledge Detail Form will display all of the details about a specific pledge record E Pledge Detail m s CH fe a B OOCOOCIOCOQUA cot Edit GEVE ete New First s4 Sc Last Help more This form is currently LOCKED erg Contributor Angstrom Bob amp Sue bh Fund Building i Env gi Start Month Year October z 2007 Sb End Month Year September _x 009 OI Payment Frequency C Weekly C Semi Annually Ge Monthy Annually Amount per Payment 50 00 Total Pledge 1 200 00 C Quarterly One Time Comment Payment Summary Monthly payments of 50 00 from October 2007 through September 2009 Contributions applied to pledge through today s date 1 164 00 Record 1 of 8 Created 06 Nov 2007 Modified 20 Dec 2007 Modified By CH2008 Each field of the Pledge Detail Form is discussed in detail below Contributor use this field to specify which Contributor should be associated with the Pledge Only Households Individuals and Contact records that have been configured as Contributors through their Detail form will appear in this list of names Thi
120. record you can also assign a photo to each Individual in the household You can assign photos to Individual records through a very similar process as explained above but through the Individual Detail Form s photo sidebar c Copyright 2003 2009 Helpmate Technology Solutions LLC 98 Church Helpmate 2010 4 5 Individuals Explorer To reach the Individuals Explorer select Explorer Views Individuals Explorer from the program s main menubar Alternately you can activate the Individuals Explorer by clicking Explorer from the Individuals list in the left hand Navigation Menu The Individuals Explorer provides you a powerful visual representation of the Individual records contained within your database The Individuals Explorer view is made up of 2 parts the TreeView filter component on the left and the ListView data component on the right as shown below 555 123 4567 555 123 4567 859 555 7532 555 123 4567 555 123 4567 555 123 4567 606 659 9541 555 555 5123 606 659 9541 555 986 3214 555 986 3214 555 986 3214 555 986 3214 Bee Dap Baer Ber Ber Dae Ben en c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 99 You can use the TreeView filter to filter exactly which Individual records are displayed in the ListView Data display The image above shows how the display can be filtered to include only Individuals whose last n
121. record or an Individual record or that will convert a Household record or Individual record to a Contact record c Copyright 2003 2009 Helpmate Technology Solutions LLC 136 Church Helpmate 2010 5 2 Contacts Explorer hood a To reach the Contacts Explorer select Explorer Views Contacts Explorer from the program s main menubar Alternately you can activate the Contacts Explorer by clicking Explorer from the Contacts list in the left hand Navigation Menu The Contacts Explorer provides you a powerful visual representation of the Contact records contained within your database The Contacts Explorer view is made up of 2 parts the TreeView filter component on the left and the ListView data component on the right as shown below Business Legal Ad Franxman amp Associates 555 999 1234 900 Main St Business Legal Ad Town Bank 666 888 9999 4567 Golden St c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 137 You can use the TreeView filter to filter exactly which Contact records are displayed in the ListView Data display The image above shows how the display can be filtered to include only Contact in the Category named Business Legal Advisor Right clicking a Contact s record from the ListView Data control will display a useful menu as shown below Category Organization Phone 1 Address Li EH Franxman James Business Legal Ad Fra
122. right click is specified when a click of the mouse s right button is intended c Copyright 2003 2009 Helpmate Technology Solutions LLC 446 Church Helpmate 2010 17 5 Menubars amp Toolbars MENUBARS The CH2010 program s main menubar is located just beneath the program s main title bar This menubar provides a navigational system for the program which can be utilized through mouse or keyboard operations The operation of the menubar is similar to most other Windows based applications Each menu lists a family of selections and each selection performs a specific action The CH2010 main menubar will change slightly depending on active form and whether or not the current form is a Detail or Explorer View form Using the Menus You can open a menu by clicking it or by pressing lt Alt gt plus the letter that is underlined in the menu s title For example to open the File menu you press lt Alt gt lt F gt You can choose a menu selection by clicking it by pressing its underlined letter or by using the cursor arrow keys to highlight it and then pressing lt Enter gt Any menu selections that appear in grey are disabled and not currently available TOOLBARS Toolbars are essentially a collection of buttons located on a form which allow quick access to the most common functions of the form The CH2010 application utilizes form based toolbars That is toolbars are located on their associated forms at
123. screen interface as shown in the screen shot below 1 Church Helpmate Outlook Export Utility io MS Outlook Export Utility This utility will export Individual and Contact records from your Church Helpmate database to your MS Outlook Contacts database You can choose to indude all of your Individual and Contact records in the export or only a subset based on a custom filter If a Church Helpmate Individual or Contact record has been previously exported to Outlook this process will replace the Outlook Contact with the current Church Helpmate record so that duplicates are not created Indude Individual records 19 records All Individuals Filtered subset Filter Members amp Reg Attender Adults SAMPLE H O Include Birthdates O Include Wedding Anniversaries Indude Contact records 12 records All Contacts C Filtered subset c Copyright 2003 2009 Helpmate Technology Solutions LLC 422 Church Helpmate 2010 If you would like Individual records from your Church Helpmate database to be included in the export to MS Outlook check the Include Individual records checkbox With this checkbox checked you will then want to indicate whether you want all of your Individual records included in the export or only a subset based on some filter criteria If you choose Filtered subset you will need to specify the desired Individual based Custom Filter to apply Here you can also specify whether
124. seen by each user Chapter 16 Sections Implementing the Data File Synchronization Feature Data Sync Process Data Sync Conflicts c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 16 Data File Synchronization 433 16 1 Implementing the Data File Sync Feature In order to properly implement the data file synchronization feature of Church Helpmate 2010 the following steps should be taken Initial Setup Steps To begin we ll assume that you have one computer that currently has Church Helpmate 2010 installed and is holding your organization s data in a CH2010 data file For our purposes here we will call this computer the main computer We ll also assume that you have another computer that is remote or otherwise not connected to the main computer We ll assume that you have the CH2010 program installed on this machine We ll call this computer the remote computer 1 Make copy of CH2010 data file From the main computer make a copy of the current CH2010 data file and place the copy somewhere on the main computer s hard drive The actual location and filename is not important but you do need to know this information 2 Synch CH2010 data file with the copy From the CH2010 program s File menu select Synchronize Data Files Your current CH2010 data file will automatically be selected for the Data File 1 parameter Use the Browse button next to the Data File 2 parameter to choose the cop
125. select File Create new blank Data file from the top menubar You will be asked to supply a filename for the new blank Church Helpmate data file and specify it s location c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 2 Quick Start 23 2 5 Configuring For Your Organization Before entering your church s data into the Church Helpmate database you will want to consider customizing certain aspects of the system for your church Church Helpmate utilizes several Setup and Preference screens to facilitate this process Using these setup screens you will setup aspects such as user defined fields the security system default settings for data entry and various other program preference settings You can find these setup and preference screens using the Setup A Preferences top main menubar and Navigation Menu To learn more about these Setup A Preference options see Chapter 3 Setup amp Preferences Also if you currently do not have data on your members we have provided an MS Word document that may be helpful to you This document can be tailored to suit your needs and then used to gather information from your congregation The document contains 2 pages The first page is for household based data ie data common to the entire family while the second page is for individual based info So for example for a family of 4 you would use 1 copy of page 1 and 4 copies of page 2 This document is named TemplateForReq
126. settings for the currently logged in user Email Setup User Email Settings For Admin The settings below allow you to override the global default email settings for the current logged in user To override the global default value for any setting check the Override checkbox and then specify the desired value To edit the global default settings rather than just the settings For the current user click the Edit Global Default Email Settings button below Edit Global Default Email Settings Email Setup Email Options Bulk Email Options Single Email Options Options used when sending bulk emails From Church Options used when sending a single email From Helpmate using the bulk email mode that sends a Church Helpmate to a Household Individual or generic email message to multiple recipients Contact From any of the Detail or Explorer view screens Recipient Type Singe Email Mode To O Override Ge Use Church Helpmate s built in O Override C CC Carbon Copy SMTP email system same system used by the bulk email Feature BCC Blind Carbon Copy Recommended Use my computer s default email program to send these single email F i messages Requires a MAPI compliant F Include my email address in all bulk emails so O override email program that I receive a copy Max of email addresses per email message O override E The higher this number the Faster your bulk emails will be processed However higher values can
127. simple find amp replace interface When you first open the Find Replace Wizard you will need to indicate what type of records Household Individual or Contact you want to work with Choose record type Household records Individual records C Contact records Click the Next button once you ve made your record type choice You ll then be asked to specify the Find Replace criteria You ll first need to indicate using the Data Field to Look In pull down the data field on which the find replace action should take place You ll then need to enter a search criteria in the Find What field You can use the asterisk character as a wildcard if necessary You must then indicate the new value to be used during the replacement process in the Replace With field The sample screen shot below would search in the Phone1 Primary household field for the value of 111 and when found would replace it with 222 For example if it found a phone number with the value 111 555 5555 the find replace process would modify the value to 222 555 5555 Specify Find Replace Criteria Data Field to Look In Home Phone 1 Pri Find What 111 Replace With 222 Click the Next button once you ve completed these 3 fields The next screen will allow you to designate the scope of the find replace action If you would like all records of the type you selected in the first screen for example all Household records to be includ
128. tab Here you will find the Show photo sidebar by default when opening the Individual Detail Form checkbox In addition to assigning a photo to an Individual record you can also assign a photo to their Household record as well You can assign photos to Household records through a very similar process as explained above but through the Household Detail Form s photo sidebar c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 119 4 7 Household amp Individual Procedures Pg NOTE The procedures included here assume that you are already familiar with the basic concepts of the Households amp Individuals module of Church Helpmate as covered in the previous sections of this chapter Viewing Household Records Editing A Household s Record Searching For A Household s Record Adding A New Household s Record Deleting A Household s Record Viewing Individual Records Editing An Individual s Record Searching For An Individual s Record Adding A New Individual Record Deleting An Individual s Record Moving An Individual From One Household to Another c Copyright 2003 2009 Helpmate Technology Solutions LLC 120 Church Helpmate 2010 4 7 1 Viewing Household Records E Using the Households Explorer 1 Activate the Households Explorer by selecting Explorer Views Households Explorer from the CH2010 top main menubar Use the TreeVie
129. that Pledge records be removed as an end of year process The application is able to record and maintain data for multiple years with no issues However a Purge utility is provided to easily remove historical pledge data if the user wishes to do so c Copyright 2003 2009 Helpmate Technology Solutions LLC 224 Church Helpmate 2010 8 2 Pledges Explorer CB e To reach the Pledges Explorer select Explorer Views Pledges Explorer from the program s main menubar Alternately you can activate the Pledges Explorer by clicking Explorer from the Pledges list in the left hand Navigation Menu The Pledges Explorer provides you a powerful visual representation of the Pledge records contained within your database The Pledges Explorer provides several display options using the Display pull down control located in the toolbar section These display options allow you to browse Pledge records in various insightful ways For example the screen shot below of the Pledges Explorer is displaying by Fund and has the Building fund selected in the left hand TreeView control The right ListView control displays all of the Pledge records that are associated with this fund Pledges Explorer Glas ByFund Contributor Name Fund Name Payment Summary Angstrom Bob amp Sue Building Monthly payments of 150 00 from July 2007 through June 2008 LC i Blanchard Marvin amp Elizabe Building Monthly payments of 200
130. the Attendance Detail section described below if there is a Household Individual who has an attendance value different than the other Household Individuals For Meetings that are family type meetings utilizing the Household mode speeds up the attendance data entry process since Individuals of the same Household will most often than not have the same attendance value c Copyright 2003 2009 Helpmate Technology Solutions LLC 244 Church Helpmate 2010 Attendance Entry by Barcode Scanner With the Enter By option set to Barcode Scanner the attendance records for the displayed Meeting will be updated based on barcode scans from a printed Meeting Roll Call Report Simply set the Scanned barcode indicates option to the desired value and then scan the corresponding barcodes from the Meeting Roll Call Report The attendance records shown in the lower portion of the Meeting Detail Form Attendance Detail section will be updated accordingly Individual Attendance Manual Counts Notes Attendance Entry Enter by Name Barcode Scanner READY TO SCAN Scanned barcode indicates Present Absent Yacation Sick For more information about entering Attendance data using a Barcode scanner please see the following topic Entering Attendance using a Barcode Scanner c Copyright 2003 2009 Helpmate Technology Solutions LLC 245 Chapter 9 Meetings amp Attendance Attendance Detail Section
131. the Default Global Email settings c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 77 3 14 Postal Code Lookup Table Setup To reach the Postal Code Lookup Table Setup screen select Setup amp Preferences Postal Code Lookup Table from the Church Helpmate main menubar Setup Postal Codes City Country Region Subregion Holtsville Holtsville Adjuntas Aguada Aguadilla Aguadilla Aguadilla Maricao Anasco Angeles 4recibo 4recibo 4recibo Bajadero Barceloneta Boqueron Load all US Zip Codes This is where you can define a Postal Code lookup table to speed up the data entry process when entering in new Household and Contact records Here you define the City State Country Region and Subregion which are associated with a particular Postal Code When entering new records in the Household Detail Form or the Contact Detail Form you can enter in the Postal Code and the form will automatically fill in these other fields for you if you ve defined the Postal Code in this lookup table To load the table with a full listing of Zip Code City and State values for the United States click the Load all US Zip Codes button TIP If when entering a zip postal code value into the Household Detail or Contact Detail form you enter a value that is not currently in the Postal Code Lookup Table you will receive a prompt asking if you d like the n
132. the Position Date Joined and Comments for each Individual being added to the Group In the upper right hand corner of this screen we ve provided a Quick Find pull down control Selecting a name from the Quick Find pull down will locate the selected Individual s name in the non member listing and set the Add checkbox TIP When checking the Add checkbox the Position field will be automatically populated with the Default Group Membership Position value as specified under Group Preferences TIP This screen is great for manually picking and choosing Individuals who should be members of the Group If however you want to apply a Custom Filter to automatically add and or remove Individuals to and from the Group based on certain pre defined criteria use the Auto Update button instead TIP To add or remove multiple Individuals to from a single Group the Group Detail Form Add Members is the form to use However to edit a single Individual s Group Membership to multiple Groups the Individual Detail Form Groups Tab should be used instead TIP If you have non member Individuals who have identical names it will not be obvious just by their name who is who You can use the button located to the right of the Individual s name to display additional information about the Individual to help distinguish them c Copyright 2003 2009 Helpmate Technology Solutions LLC 168 Church Helpmate 2010 c Copy
133. the church however it deems best For designated contributions it s very important that the church track how much money is being given for each purpose so that they can keep a balance on each fund making sure for example that they don t spend more on a particular purpose fund than they have received One of the first setup procedures you ll need to complete in Church Helpmate is to create the necessary Funds This can be accomplished using the Funds Setup screen shown below You can reach this screen by selecting Setup amp Preferences Contributions Setup and then selecting the Funds tab You ll want to create a Church Helpmate Fund record for each Fund purpose you would like to track You don t need to know all of the Funds you are ever going to need you can always add Funds later as needed Setup Contributions Contributions General Contributions Other Funds Check Reader Bank Account Lookup S Funde setup Fund List Benevolence Building Fund Name General Missions Selected Fund Active O Designated Restricted Fund Tax Deductible Default Pledge End Default Fund for Contributions CO Default Fund For Pledges O Enable Has Pledge Indicator Default Pledge Start Pledge Goal QuickBooks Bank Account Name or Peachtree Bank Account Church Checking Account QuickBooks Major Income Account Name or Peachtree Income Account Contribution Income QuickBooks Class General New Delete Print
134. the one who brings his her CH2010 data file to the church office computer and they have brought the file on a CD First the treasurer s CH2010 data file is would need to be copied from the CD to the church office computer s hard drive the location really doesn t matter just as long as you remember where it s being placed At this point the church office computer is now holding both CH2010 data files From the CH2010 main menubar on the church office computer the user would select File Synchronize Data Files The Data File Synchronizer would be displayed as shown below Data File Synchronizer x Data File 1 C ProgramData CH2010 CH2010data mdb Data File 2 C ProgramData CH2010 CH2010data Copy mdb Browse NOTE Data File 1 has automatically defaulted to your current active data file Synchronize Now The Data File 1 parameter automatically defaults to the location of the current active data file in our example this would be the secretary s data file since we are working from the church office computer The user would need to indicate on the Data File 2 line the location of the Treasurer s CH2010 data file the Browse button is very helpful Once both CH2010 data files have been identified the Synchronize Now button can be used to perform the synchronization merging of data Upon successful synchronization the following message will be displayed i Synchronization completed successfully c C
135. their member and active attender classifications To learn more about this see the Individuals Setup section of Chapter 3 Setup amp Preferences 3 Individual Records Milestone Values The Church Health amp Statistics module use several of the Milestone fields for Individual records in its tracking Milestones for Individual records can be found on the Milestones tab of the Individual Detail Form The following specific milestones are used by the Church Health amp Statistics module Birth Membership Added Added By Membership Removed Removed By and Date of 1st Attendance It is important that you have the appropriate data stored in these specific fields for your Individual records For example you would not want to use one of the user defined milestone fields to record when an Individual joined the church you would want to use the Membership Added milestone For more information about these Milestone fields please see the Individual Detail Form Milestones Tab section in Chapter 4 4 Individual Records Household Position Assignments The Church Health amp Statistics module distinguishes adults from children based on each Individual record s Household Position assignment This assignment is made on the Household tab of the Individual Detail Form Be sure that the appropriate Household Position values have been assigned to your Individual records For more information about the Household Position ass
136. to identify the existing backup file to use during the restore process You can use the Browse button to assist in finding and selecting the desired backup file If you have previously run this Restore function the Restore From parameter will default to the previous value Restore 1 Specify Location of Backup File to Restore From Restore From Browse c Copyright 2003 2009 Helpmate Technology Solutions LLC 458 Church Helpmate 2010 Step 2 The second step is a verification process that verifies that the file selected in Step 1 is truly a CH2010 backup file and it allows the user to see details about the CH2010 data file contained within the selected backup file such as date and file size The user must click the Click to Verify button to complete this verification step Las Restore 1 Specify Location of Backup File to Restore From Restore From C ProgramData CH2010 CH2010Backup zip Browse _ 2 Verify Contents of Selected Backup File Filename CH2010Data mdb Last Modified 12 10 2009 11 26 37 AM Uncompressed size 7 04 MB e Compressed size 60 MB P Compression ratio 91 Step 3 The third step is a final confirmation step where the user must acknowledge that they understand the process about to take place by the Restore action In order for the Restore button to be enabled the user must check the I have read and understand the note above checkbox The Restore button ca
137. upgrades and this license agreement you notify HTS in writing with contact information of the recipient and the recipient agrees to the terms of this license agreement If the SOFTWARE is an upgrade any transfer must include all prior versions of the SOFTWARE If you have purchased the SOFTWARE as an upgrade Upgrade it constitutes a single product with and single license to use the SOFTWARE you upgraded The Upgrade and the older version of the SOFTWARE may not be used at the same time You may not sell or otherwise transfer the older version of the SOFTWARE or the license to use the older version of the SOFTWARE separate from the Upgrade Without prejudice to any other rights HTS may terminate this EULA if you fail to comply with the terms and conditions of this license agreement In such event you must destroy all copies of the SOFTWARE and all of its component parts HTS uses a variety of methods e g in product Internet fax and phone to provide technical support and other program usage assistance in connection with the SOFTWARE The terms and conditions governing the offering of these services some of which have fees chargeable to you are announced by HTS from time to time Consult the c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 1 Introduction 5 SOFTWARE s Read Me file or HTS s website www helpmate net for the most up to date information relating to these services and any associated charges
138. you had access to your computer Now with your PDA and the Church Helpmate MS Outlook Export Utility this is a reality Introduction Rather than build a Church Helpmate PDA interface for each specific brand amp type of PDA we have instead chosen to build a single interface with the popular Microsoft Outlook product All of the popular PDA devices come with the ability to synchronize their data with a computer running Microsoft Outlook In this way by building an interface between Church Helpmate and MS Outlook we are in essence building a bridge to the many different PDA s available on the market today and in the future NOTE This tool is an export tool It will allow you to easily export all or just a selected set of your Church Helpmate Individual and Contact records to Microsoft Outlook as MS Outlook Contacts Then you can sync your PDA with MS Outlook to transfer this Church Helpmate data into your PDA It is not a 2 way tool That is changes made in MS Outlook or in your PDA cannot be brought back into Church Helpmate Overview To open the Church Helpmate MS Outlook Export Utility select Tools MS Outlook Export Utility from Church Helpmate s top main menubar Alternately you can start up the MS Outlook Export Utility by selecting its icon found under the Windows Start button Start Programs Church Helpmate 2010 Utilities MS Outlook Export Utility The MS Outlook Export Utility provides a simple single
139. 0 7 26 2009 0 00 _Anonymous Offerings General Cash 650 00 7 26 2009 0 00 Lawson Jim amp Cinda Benevolence Cash 50 00 7 26 2009 0 00 Messing Marilyn General Check 25 00 7 26 2009 0 00 Clark Michael amp Jennifer General Check 100 00 7 26 2009 0 00 Montoya Richard amp Ginger General Check 150 00 7 26 2009 0 00 Angstrom Bob amp Sue Building Check 114 00 7 26 2009 0 00 McCabe James General Check 10 00 7 26 2009 0 00 Tester2 Billy amp Tricia General Check 111 00 7 26 2009 0 00 Giordano Juan amp Kate General Check 123 00 7 26 2009 0 00 Giordano Juan amp Kate Building Check 77 00 7 26 2009 0 00 s w A A Gei Batch Total 7 640 00 Sort By Entry order J Created 26 Nov 2007 Last Modified 14 Sep 2009 Last Modified By Admin 3 In Church Helpmate export the Contribution Fund Summary totals Once you have completed entering contribution records into the Batch you are now ready to export the data to a file that can be imported into Peachtree Follow the steps below to complete the export process 1 Open the desired Batch in the Contribution Batch Detail form 2 From the Contribution Batch Detail form s top toolbar click more then click Batch Detail Report The Contribution Batch Report Configurator will be opened and the Batch will automatically be selected to the desired Batch 3 Select the Export tab and then choose the Peachtree CSV import file option
140. 00 from July 2007 through June 2008 Clark Michael amp Jennifer Building Quarterly payments of 500 00 from July 2007 through June 2008 Delaplane Industries Building One Time Gift of 5 000 00 McCabe James Building Weekly payments of 20 00 from July 2007 through June 2008 McCabe Marguerite Building Monthly payments of 30 00 from July 2007 through June 2008 TIP When entering new pledge records the default Pledge Start and Pledge End dates will be taken from the selected Fund s Default Pledge Start and Default Pledge End dates as configured under the Funds tab of the Contribution Setup Form TIP You can designate the default value for the Pledges Explorer s Display pull down control on the Church Helpmate General Program Preferences Pledges Tab TIP As with all of the Church Helpmate Explorer Views the Pledges Explorer view is a Read Only view This means c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 8 Pledges that you can t edit the data displayed Editing must be done from the Pledge Detail Form 225 c Copyright 2003 2009 Helpmate Technology Solutions LLC 226 Church Helpmate 2010 8 3 Pledge Detail Form To reach the Pledge Detail Form e Select Detail Views Pledge Detail Form from the program s main menubar OR e From the Pledges Explorer right click on a Pledge record and choose Open Pledge Detail from the right click po
141. 010 4 6 8 Individual Detail Form Notes Tab General Household Contact Info Milestones Connections Groups Attendance Notes User Defined Notes Note General C Note Other Bob is a sample individual record You may wish to record some details about Bob here that don t fit into any other field You can put as much text here as you like Note Private ated 06 Nov 2007 Last Modified 29 Sep 2009 Last Modified By Admin Filter OFF Last Contrib Last Attend 31 May 2009 Last Connection 11 Aug 2008 The Notes tab of the Individual Detail Form provides extensive storage capability to record detailed notes about the Individual There are 3 separate note fields provided Each of these note fields has its own security level setting Also the note field labels are user definable For example the screen shot above shows the first note field as Note General however this can be modified in the Individuals Setup by the user to whatever might be appropriate for their usage The notes data is displayed in the right hand section of the screen The user can select which of the 3 note fields to display by selecting the desired note option selector on the left hand side of the screen c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 115 4 6 9 Individual Detail Form User Defined Tab CG Individual Detail Form ke General
142. 07 piii BASED ON Attendance records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate Attendance summary reports charts which display number of attendances absentees per month and more c Copyright 2003 2009 Helpmate Technology Solutions LLC 382 Church Helpmate 2010 14 18 5 Meeting Summary Report Configurator Category All e Date Range Last Weekend wi 10 10 2009 Los nd Date 10 11 2009 Report Export Display Options Present Attend Records Head Count Children Count Sort by Absent Meeting Notes Visitor Count Adult Count acation Vehicle Count Other Misc Count 5ick Title amp Header Options Report Title Meeting Summary Report Last Weekend Header Text Primary e Sub Title All Meetings Header Logo No logo e BASED ON Attendance records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a printed summary report or export of Attendance data totals total number of present absent etc for one or more Meeting records c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 383 14 18 6 Percentage Attendance Report Configurator Category Services amp Classes Last 60 der Percentage 75 Level i Report individuals who have been present older Classes amp Bible Studies wi End Date specified percentage D Report Export YY Filter no fiter F D
143. 1 Postpone c Copyright 2003 2009 Helpmate Technology Solutions LLC 438 Church Helpmate 2010 In the screen shot above you can see that in one CH2010 data file the particular household record was given a Last Name of ADAMS1 while in the other data file it was given a Last Name of ADAMS2 During the synchronization process a winning value was chosen for each conflict The left hand column shows the winning data while the right hand column shows the losing data To resolve the conflict with the winning value make sure that the default option Keep existing data is selected and then click the Resolve button To resolve the conflict by keeping the losing value and discarding the winning value choose the Overwrite with conflicting data option and then click the Resolve button The Conflict Viewer may be a bit overwhelming to many CH2010 users because it displays items in terms of the CH2010 data file s table and field structure which the user typically does not see or interact with However in most cases the CH2010 data file s table and field names are descriptive enough so that the user can determine the specific table or field s purpose For example the tol HOUSE table is the table that holds household records and the field named Address is the household s Address Line 1 field After using the Conflict Viewer to resolve conflicts it s important that you re run the Synchronization process
144. 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 343 C Program Files CH2010 QuickLetterTemplates for all previous version of Windows A screen shot of one of these sample MS Word template files is shown below The Somewhere Church Your A Christ Centered Church with a Christ Centered Mission Logo 123 Main Street Somewhere KY 99999 606 555 1034 ph 606 555 5678 fax December 11 2007 OnfomallabelName AddressBlock Dear InformalGreeting This is sample letter 1 To mclude a merge field from your Church Helpmate data just specify the name of the merge field and surround the text with brackets thatis and The following merge fields are available Just make sure you surround the name of the merge fields with brackets so that the QuickL etter process knows to replace this text with actual data 1 1 At 0 8 Ln 1 REC K EXT OVR English U S These QuickLetter template files work a lot like a mail merge document You can design the QuickLetter template file so that personal details about the letter s recipient such as their name and address are automatically inserted into the letter for you The following Church Helpmate data fields are available to be inserted into your QuickLetters FormalLabelName InformalLabelName AddressBlock FormalGreeting InformalGreeting To have any of these data fields inserted into your QuickLetter just
145. 234 com Outgoing email server Port 567 a Server Timeout seconds D a O Use SSL for outgoing SMTP server My outgoing email server requires authentication User Name john somewhere1234 com Password EEE The Email Options tab Here you will configure several options on how Church Helpmate behaves when sending out bulk and single emails c Copyright 2003 2009 Helpmate Technology Solutions LLC 72 Church Helpmate 2010 Email Setup Global Email Setup Email Options Bulk Email Options Single Email Options Options used when sending a single email From Church Helpmate to a Household Individual or Contact from any of the Detail or Explorer view screens Options used when sending bulk emails from Church Helpmate using the bulk email mode that sends a generic non personalized email message to multiple recipients Recipient Type Singe Email Mode C To C CC Carbon Copy BCC Blind Carbon Copy Recommended Ge Use Church Helpmate s built in SMTP email system same system used by the bulk email Feature C Use my computer s default email program to send these single email messages Requires a MAPI compliant email program Include my email address in all bulk emails so that I receive a copy Max of email addresses per email message o The higher this num
146. 276 291 320 402 security 69 security system 69 sending phone messages 414 setup 23 25 27 42 45 51 54 56 62 63 64 67 69 77 78 79 sharing data file 79 shortcut keys 444 shortcuts 444 site 9 site license 4 small groups snapshot 456 startup 8 statement statements 319 321 365 statistics 64 287 288 289 291 292 295 298 300 302 305 308 310 314 392 396 status 447 step by step 119 147 170 213 251 268 280 summary 396 Sunday School support 11 305 365 302 support plans 11 sxplorer views 452 synchronization 432 synchronize 432 434 system 7 taxID 67 tech support 11 technical support 11 themes 31 toolbars 446 transfer 455 transfer contributions 410 transfer data from existing membership system 475 treeview 453 trends 287 288 289 291 292 295 298 300 302 305 308 310 314 392 U undelete 462 undo 462 uninstall 8 upgrade 481 482 usage 4 user information 67 username 9 using from remote locations using mouse 445 Big version W wedding anniversaries work from home 432 worship 300 Z zip codes 77 463 481 482 316 317 405 2003 2009 Helpmate Technology Solutions LLC
147. 4 1 Viewing Contact Records Si Using the Contacts Explorer 1 Activate the Contacts Explorer by selecting Explorer Views Contacts Explorer from the Church Helpmate top main menubar Use the TreeView control on the left hand side of the Contacts Explorer to display a desired filter set of Contact records in the right hand side ListView control The ListView control displays Contact records with basic information name address phone number etc For more detailed information about a particular Contact record double click the Contact s name or right click it and select Open Contact from the pop up menu Doing so will open the Contact record using the Contact Detail Form Using the Contact Detail Form 1 You can open the Contact Detail Form by opening Contact s detail through the Contacts Explorer see above or by selecting Detail Views Contact Detail from the Church Helpmate top main menubar From within the Contact Detail Form you can navigate to other Contact records using the record navigation buttons arrow buttons at the top of the Contact Detail Form or by selecting a Contact from the Contact Detail Form s Name Lookup pull down list You can use the Ctrl W shortcut key to activate this Name Lookup pull down list to select a Contact s name c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 5 4 2 Editing A Contact s Record 1 Open the desired Contact recor
148. 4 Church Helpmate 2010 2 1 General Concepts What You Need To Know Context Sensitive Helpfile The Church Helpmate 2010 Helpfile system is context sensitive This means that when you activate the helpfile the help system automatically displays the most appropriate help topic based on the current active screen form For example let s say you are working in the Individual Detail Form and you have a question about one of the form s fields Activating the helpfile from this form will cause the helpfile to be opened and the topic associated with this form automatically displayed To activate the context sensitive helpfile press the F1 key on your keyboard Try it Right Mouse Button Church Helpmate takes full advantage of your mouse s right button Clicking the mouse s right button will display a popup menu specific to the object which was clicked on In many cases this method is faster than using the traditional main menubar selection items or toolbar buttons Try it Below is an example of a right button pop up menu from the Households Explorer LE eme micnael Jenniter inaa Danielle memper Acuve 555 960 3 Dubois Pete Gigi Frank Sammy Member Active 513 569 wl Open TEPE f Ad Hamam P ive 513 658 gt Herrend ll Household Profile Report hive 555 555 Ad ERA p Copy Household s Contact Info to Clipboard am gt McCabl E Flag UnFlag Household hive 513 999 Ag Messin vw Map Address ve gt Monto WY Send QuickLetter L A
149. 45 Sedco Dr Reg Attender Active Participant 7 Blanchard Marvin Absent 10645 Sedco Dr Reg Attender Active Participant 7 Clark Danielle Absent 7684 Banklick St Child of Member Participant IM Clark Jennifer Present 7684 Banklick St Member Active Participant Clark Michael Present 7684 Banklick St Member Active Participant IY Clark Tricia Present 7684 Banklick St Child of Member Participant IY Dubois Frank Present 1266 Edinburgh Ln Child of Member Participant M Dubois Gigi Present 1266 Edinburgh Ln Member Active Participant IY Dubois Pete Present 1266 Edinburgh Ln Member Active Participant IY Dubois Sammy Present 1266 Edinburgh Ln Child of Member Participant IY Giordano Juan Present 1839 Whispering Trl Member Active Participant Giordano Kate Present 1839 Whispering Trl Member Active Participant gt Me D m P ET ENEE IIA iha i moa 2 Update ist with curent active Group members _Setallabsent Understanding Attendance Records In order to successfully use the Meeting Detail Form and track attendance for meetings it is crucial that you understand the concept of Church Helpmate Attendance records An Attendance record is a combination of an Individual record ie John Smith and a Meeting record ie The Nov 30th Choir rehearsal meeting Initially Attendance records for a particular Meeting are created when the Meeting is created During this process of creating the Meeting record Church Helpmate will create an Attendan
150. 5 Contacts Si Chapter 5 Sections Contacts Introduction Contacts Explorer Contact Detail Form Contact Procedures c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 135 5 1 Contacts Introduction Si Church Helpmate utilizes Contact records to maintain information on the various individuals businesses vendors organizations and other contacts who interact with you and your church Contact records are for contacts who are not part of your church membership and really have no possibility of doing so and would therefore not be entered into the database as a Household Individual Below are some important concepts to know about Contact records e Visitors or prospects who might potentially become active attenders or members of your church should typically not be entered into the system as Contacts they should instead be entered under the Household Individual modules of the program e You can organize your contact records by creating custom contact categories for example Vendors Pastor s Politicians etc See Contacts Setup e Contact records cannot be used in conjunction with the Groups module the Meeting amp Attendance module or the Connections module of Church Helpmate Contact records however can be used in conjunction with the Contribution module and the Pledges module e There is no function that will automatically convert a Contact record to a Household
151. 7 26 2009 0 00 Angstrom Bob amp Sue Building Check 114 00 7 26 2009 0 00 McCabe James General Check 10 00 7 26 2009 0 00 Tester2 Billy amp Tricia General Check 111 00 7 26 2009 0 00 Giordano Juan amp Kate General Check 123 00 7 26 2009 0 00 Giordano Juan amp Kate Building Check 77 00 7 26 2009 0 00 s ml A A Gei Batch Total 7 640 00 Sort By Entry order Created 26 Nov 2007 Last Modified 14 Sep 2009 Last Modified By Admin 2 In Church Helpmate export the Contribution Fund Summary totals Once you have completed entering contribution records into the Batch you are now ready to export the data to a file that can be imported into QuickBooks There are several ways you can initiate this export process e From the Contribution Batch Detail form Click the more item from the form s top toolbar section then click Export to QuickBooks e From the Contributions Explorer Right click on the desired Batch record and select Export Batch fund totals to QuickBooks IIF file from the pop up menu Initiating the process by either of the above methods will open the Contribution Batch Report Configurator shown below and automatically set the necessary parameters for you If you want you can modify the exported file s path and or filename You can specify the default folder path to your QuickBooks installation in the Church Helpmate s Contribution Preferences screen To perform the ex
152. 78 Church Helpmate 2010 7 2 Contributions Explorer To reach the Contributions Explorer select Explorer Views Contributions Explorer from the program s main menubar Alternately you can activate the Contributions Explorer by clicking Explorer from the Contributions list in the left hand Navigation Menu The Contributions Explorer provides you a powerful visual representation of the Contribution records contained within your database The Contributions Explorer provides several display options using the Display pull down control located in the toolbar section These display options allow you to browse Contribution records in various insightful ways as shown in the examples below Display Batch Summary This display setting lists the Batches in a simple listing with basic summary information You can easily open a Batch in the Contribution Batch Detail Form by double clicking on the desired Batch from the list Right clicking on a Batch will display a pop up menu with further options 7 Contributions Explorer Batch G 0112009 g 05032009 P g 05102009 1517209 GH 05242009 Je 5312009 J 06072009mbp g 06142009mbp 6212009mbp g 06282009mbp 07052009mbp g 07122009mbp e 07192009mbp Batch Total 300 00 2 350 00 625 00 1 550 00 265 00 350 00 2 324 24 414 00 220 00 4 400 00 5 000 00 970 00 7 203 00 Entered By Batch Summary X 2009 C Batch Date 1 11 2009 5 3 2009 5
153. 87 100 119 138 147 160 170 181 213 226 239 240 251 262 268 278 280 442 dataentry keys 443 datafile 476 477 data file setup 29 31 data file synchronization 433 data files 432 datasync 433 datatransfer 465 475 database corruption 427 database repair 427 date format 78 delete 462 479 demo mode 9 detail views 19 87 100 138 160 181 226 262 278 developer 476 directory reports 319 2003 2009 Helpmate Technology Solutions LLC 488 Church Helpmate By ae email 319 331 email configuration email setup 71 74 emailing statements env 411 envelope 411 envelopes 319 324 EULA 4 exclude 338 explorer 85 98 136 158 178 211 224 237 260 276 291 320 explorer views 18 453 export 192 201 319 336 421 423 ee file locations 29 31 file path 29 31 filter 338 406 filtering 319 338 406 filters 319 financial analysis 310 find 85 98 122 128 136 150 158 178 211 224 237 260 276 291 320 412 find records 402 flagging 404 folder path 29 31 form letters 319 327 front end 476 cf general concepts 14 general preferences 27 globalupdate 412 grades 409 group membership 155 158 160 164 170 groups 35 54 155 158 160 170 groups basics 156 H hand held 421 headers 67 71 74 365 374 help 11 Helpmate 3 Helpmate Technology Solutions 3 households 32 42 82 85 87 119 households basics 83 howto 268 h
154. 95 When you first create a Batch record it will be empty it will hold no contribution records You can then begin entering your contribution records into the Batch i e John Smith contributed 200 to the Building Fund There is no limit to the number of contributions and fund designations you can enter into the Batch A screen shot of the Church Helpmate Contribution Batch Detail form is shown below this is the form where contribution records are added to a batch ontribution Batch Detail 07262009prs Contribution Entry Select by Name or Ent Check Reader fad ig Splits Wizard For multi Fund contributions Quick Entry Fields for single Fund contributions 4 Fund ch Pmt Datel7 26j2009 Contributor e LG Gei SS ONE Type O Pledge oi WE 2 SE P OPO Desc O Abe Display Contributors Only hs gf CO Auto complete based on contributor s past history Contribution Batch Detail Contributor FundName Reference Amount Angstrom Bob amp Sue Building Check 150 00 7 26 2009 0 00 Baker Robert Building Check 6 000 00 7 26 2009 0 00 Hammond Ted General Cash 80 00 7 26 2009 0 00 _Anonymous Offerings General Cash 650 00 7 26 2009 0 00 Lawson Jim amp Cinda Benevolence Cash 50 00 7 26 2009 0 00 Messing Marilyn General Check 25 00 7 26 2009 0 00 Clark Michael amp Jennifer General Check 100 00 7 26 2009 0 00 Montoya Richard amp Ginger General Check 150 00
155. Active Use this checkbox to indicate whether the fund is an active fund Only active funds are available during contribution data entry Designated Restricted Fund use this checkbox to configure whether or not this is to be considered a designated or restricted fund Designated or restricted funds are those funds where the contributor has given the money for a specific purpose ie for building construction expenses for a specific relief fund drive etc Tax Deductible use this checkbox to indicate if contributions associated with the fund are able to be claimed as tax deductible by the donor for their income tax purposes Default for Contributions use this checkbox to indicate which fund should be the default when entering in new contributions Only 1 fund can be designated as the default for contributions Default for Pledges use this checkbox to indicate which fund should be the default when entering in new pledges Only 1 fund can be designated as the default for pledges Has Pledge Indicator use this checkbox to indicate which of the funds should be included in the Has Pledge indicator functionality For any funds with this checkbox checked if the user has an active pledge towards these funds the Has Pledge indicator will be displayed as their name is selected during contribution entry c Copyright 2003 2009 Helpmate Technology Solutions LLC 60 Church Helpmate 2010 Default Pledge Start u
156. Angstrom Child Child of Member E Sue Angstrom Adult Main Contact Secondary Member Active BEBE Record 1 of 13 Created 06 Nov 2007 Last Modified 13 Oct 2009 Last Modified By Admin Filter OFF Last Contrib 26 Jul 2009 Last Connection e Locked amp Unlocked modes Many of the Church Helpmate Detail View forms utilize record locking to prevent unauthorized or accidental data editing While in a locked mode the form prevents editing of any data fields To unlock the form and enable editing the user must do one of the following Click the form s Edit button Use the lt Ctrl gt E shortcut key combination While in the Unlocked mode edits enabled many of the form s functions such as record navigation will be disabled until the form is saved and returned to the Locked mode A Detail View form will display its locked status in the upper right hand area of the form as shown below c Copyright 2003 2009 Helpmate Technology Solutions LLC 20 Church Helpmate 2010 Locked Normal mode Also while in Locked mode the form s data entry fields will have a gray background color These data entry fields will have a white background when the form is in Unlocked mode e Filtering Records Normally the Church Helpmate Detail View forms record set includes all of associated records For example the Household Detail form normally includes all Household records and yo
157. Blanchard Elizabeth Pete DuBois Shut in In Person Meeting Schedule Filter OFF 07 Nov 2007 Last Attend 31 May 2009 d By CH2008 Last Connection 12 Aug 2009 The Connections Tab contains a ListView control listing all Connection records associated with the Individual or the Individual s Household To open the Connection record double click the item from the list Right clicking a Connection item from the list will display a pop up menu for further options TIP Clicking on the heading of any of the ListView columns will cause the ListView data to be sorted by the this column Subsequent clicking of the same column heading will toggle between ascending and descending sorts c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 111 4 6 6 Individual Detail Form Groups Tab SHAPE Tracking 11 7 2007 Participant SHAPE Tracking 11 6 2007 H Ministry Teams ob Worship Ministry Se Light Sound Technici Participant Ministry Team 11 6 2007 H K Services amp Classes E ab Weekend Services a Sunday First Service Participant Worship Service 11 6 2007 CH Sunday Second Serv Participant Worship Service 11 7 2007 d BI Small Groups 8 j Edit Membership Remove Membership O Add to Additional Groups wy Refresh Created 06 Nov 2007 Last Modified Filter OFF Last Contrib Last Attend 31 May 2009 Last Connection 11 Aug 2008
158. C Chapter 15 Tools 407 Clicking the Edit Filter button will open the Custom Filter Edit form shown below The upper portion of the Custom Filter Edit form consists of a TreeView control displaying all of the Available Fields from which to select from on the left hand side and a ListView control displaying the current Filter criteria on the right hand side You ll use the left hand Available Fields TreeView control to select and add desired fields to the filter s criteria For example if you want the filter to include a criteria for the Household Position field then you d click on Household Position from the Available Fields TreeView control Doing so will begin to populate the lower portion of the form where you can further specify the field s criteria design using the AND OR Operator Filter Value and controls Clicking the Add button below these controls will add the criteria to the Filter and the criteria will be displayed as a line item in the Filter ListView control on the right hand side of the form You can add as many criteria statements to your filter as desired For example the screen shot above shows a filter with 3 criteria statements 1 HousePosition Like Adult meaning any values that begin with the word Adult 2 AND Status Member Active 3 OR Status Reg Attender Active It s important to utilize the parenthesis and to bracket the c
159. Check 7 26 2009 Hammond Ted General Cash 7 26 2009 _Anonymous Offerings General Cash 7 26 2009 Lawson Jim amp Cinda Benevolence Cash 7 26 2009 Messing Marilyn General Check 7 26 2009 Clark Michael amp Jennifer General Check 7 26 2009 Montoya Richard amp Ginger General Check 7 26 2009 Angstrom Bob amp Sue Building Check d 7 26 2009 McCabe James General Check D 7 26 2009 Tester2 Billy amp Tricia General Check d 7 26 2009 Giordano Juan amp Kate General Check f 7 26 2009 Giordano Juan amp Kate Building Check i 7 26 2009 Created 26 Nov 2007 Last Modified 14 Sep 2009 Last Modified By Admin Batch Total 7 640 00 Sort By Entry order c Copyright 2003 2009 Helpmate Technology Solutions LLC 182 Church Helpmate 2010 The Contribution Batch Detail Form s toolbar is shown below Contribution Batch Detail 07262009prs BAX more FO 2 2 2 86O Post Batch Edit Batch Clone Batch Delete Batch Prey Next Last Help Batch 07262009prs Date 7 26 2009 Entry Initials prs Unposted Unlocked The following is a general summary of each of the buttons and controls found in this form s toolbar Post Unpost Batch Will either post or unpost the current Batch Edit Batch Will open the Contribution Batch Edit Form where items such as the Batch s date and Batch can be modified Clone Batch Will make an exact copy of the currently displayed Batch The u
160. Church Helpmate main menubar PLEDGES GENERAL TAB tup Pledges Pledges General Funds Pledge Statement Email Email subject text Your pledge statement Email body text Please find attached to this email your most recent pledge statement NOTE The attached file is a PDF file so you will need the free PDF reader installed on your computer to open view your statement Most likely you already have this PDF reader installed on your system If not it is available at no cost from Adobe s website at www adobe com Pledge Statement Email section Use this section to configure the subject and body text used when sending pledge statements via email using the Pledge Statement Configurator TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 63 Connections Setup 38 Ci PM To reach the Connections Setup screen select Setup amp Preferences Connections Setup from the Church Helpmate main menubar GENERAL TAB Setup Connections General Pull down List Data Note Labels By Bob Angstrom Note1 Note General Mike Clark Note2 Notes Other Method Pete DuBois Note3 Notes Private Responsible ila Enable SI Purpose Add Edit Delete Pull down List Da
161. DA 421 PDF 321 324 327 Peachtree 201 peer to peer 79 permissions 69 phone 414 phone format 78 phone messages 414 phone tree 414 photo directories 319 photos 96 117 145 pledges 38 222 224 226 pledges basics 223 postal code table 77 preferences 25 26 27 29 31 32 34 35 36 38 39 40 41 previous version 481 482 procedures 119 120 121 122 124 125 126 127 128 130 131 132 147 148 149 150 152 153 170 171 172 173 174 213 214 215 216 217 218 219 220 230 231 232 233 251 252 253 254 255 256 268 269 270 271 272 280 281 282 283 284 285 protect 456 pull down 450 purge 462 479 ere quick search quick start 13 quickbooks 192 quicklabel 344 quickletter 342 R radio buttons 449 recover 457 recycle bin 462 reduce file size 427 479 regional settings 78 122 128 150 402 2003 2009 Helpmate Technology Solutions LLC 490 Church Helpmate registration 9 registration code 9 remind 274 278 316 317 reminders 40 274 276 278 280 reminders basics 275 remote access 463 remote usage 463 remote use 482 repair 427 replace 412 replication 432 434 replication conflicts 436 reports 319 320 321 423 requirements 7 restore 455 457 462 restrict 338 return policy 4 E safeguard 456 sample data 22 saved outputs 340 scheduled Connections 396 405 search 85 98 122 128 136 150 158 178 211 224 237 260
162. E CR ER E KSC e EE RESCH a a E DECHE RRE NickrameUseifomal epes TL BEER dT CS FormalLabelName Text 75 If you don t provide a value for this field it will be automatically generated for you based on the other name fields provided InformalLabelName Text 75 If you don t provide a value for this field it will be automatically generated for you based on the other name fields provided FormalGreeting Text 50 If you don t provide a value for this field it will be automatically generated for you based on the other name fields provided InformalGreeting Text 50 If you don t provide a value for this field it will be automatically generated for you based on the other name fields provided EneopeNenber fea fof a SSCS EELER ER E ELE IER ERR RSC LE ERR HousePosition Text 35 Must equal 1 of the following values Yes Adult Main Contact Primary c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 19 Advanced Topics 469 Field Name Data Type _ Max Spe Comments Value Required Adult Main Contact Secondary Adult Other Child Main Contact Child foccupaton ide i a Birthdate Date LE mm dd yy format eege Wedding Dae is mm dd yyyy format aa WesdngComment fe o fd S S MembershipAddDate Date mm dd yyyy format MembershipAddType Te J85 II MembershipRemoveDate Date _ mm dd yyyy format MembershipRemoveType___ Text_ Se II FirstAttendDate Jee E mm dd yyyy format TI FirstAttendComment
163. ERTIFICATION The next step is to have the CASS Export File created in Step 1 CASS certified by a qualified certification company Helpmate Technology Solutions offers this service for a small fee please contact Helpmate sales dept for more details about our CASS certification services During this update process the address data in the file will be updated This update will include such things as adding the 4 digit zip code extensions to the zip code field converting non standard address data such as changing Street to ST and more c Copyright 2003 2009 Helpmate Technology Solutions LLC 430 Church Helpmate 2010 STEP 3 IMPORTING CASS UPDATE FILE The final step is to import the CASS Certified address file referred to here as the CASS Update File into Church Helpmate This import process will update all Household and Contact address data with the address updates that were made during the CASS Certification process To import this file select File Import CASS Update File from the program s top menubar The CASS Update File must adhere to a specific layout in order to function properly with Church Helpmate They column layout of this file must be as follows RecordlD RecordType Address1 Address2 ZipCode Col 10 Col 11 Col 12 Col 13 Col 14 Col 15 Zip 10 DeliveryPoint CheckDigit Lot Order Error Status NOTE If you have your information CASS Certified through Helpmate Technology Solutions we ensure th
164. For example you will mark a phone number as Private by placing a mark in the checkbox as shown below 39 6666 Ise Z Private wll M Private When you click on a check box with your mouse or press your spacebar a check mark appears in the box Note that when you open some dialog boxes and forms one or more items already may be marked by default To change the selection move the cursor to the box in front of the option of interest and press the spacebar or click on it with your mouse If the item was previously selected the mark is removed from the box If the item was not selected a mark appears in the box c Copyright 2003 2009 Helpmate Technology Solutions LLC 17 8 Radio Buttons Option Buttons In some forms and dialog boxes you will encounter radio buttons also known as option buttons or option groups Radio buttons are used for options where you can make only ONE choice One radio button is selected by default but you can change this selection by clicking on another radio button The selection will move from the default to your new choice You cannot deselect a radio button by clicking on it you must select another option An example of a radio button control is shown below Format CSV Comma Separated Variable HTML Format cor Quicken QIF file Quicken Interchange Format also compatible with ee Microsoft Money Ce QuickBooks IIF file Intuit Interchange Format Peachtree CSV import file
165. Form s toolbar to show the Photo sidebar along the right hand side of the form Clicking the Photo button will toggle the display of this photo sidebar on and off to show and hide the sidebar The screen shot below shows the Photo button depressed and the photo sidebar visible this is want you want Photo sidebar Membership Status Reg Attender Active Env ai Contributor Household based Statement Delivery Pref Postal Mail wl Click the Select Photo button from the photo sidebar area This will open the Select Photo File dialog box Here you will select the desired photo for the current Household record and then click the OK button to close the dialog box The selected photo should now be displayed in the Photo sidebar area of the Household Detail Form Just below the displayed photo is a text box box with a white background where you can add notes about the photo These notes can be included when printing photo directories If you ever want to remove the photo assignment and clear out the Household s photo click the Remove Photo button When finished click the Save button from the Household Detail Form s toolbar When a photo has been successfully assigned to the household you should see the photo and photo note if applicable similar to the example screen shot below E Membership Status Reg Attender Active Env Contributor Household based Statement Delivery
166. Funds For example the Building Fund income might get deposited into a different checking account than the General Fund income The Church Helpmate QuickBooks Bank Account Name field allows the user to configure which QuickBooks bank account should be associated with each of their Church Helpmate Funds A key element in properly tracking your Fund balances in QuickBooks is the Class tracking feature of QuickBooks Utilizing Classes allows you to link income and expenditures for a specific purpose Church Helpmate provides a QuickBooks Class field to indicate what Class each Church Helpmate Fund should be linked to In most cases you will want the Class name in QuickBooks to have the same value as the Fund name in Church Helpmate 2 In Church Helpmate create a Contribution Batch record and enter Contribution records into the Batch Church Helpmate utilizes Contribution Batch records to organize your contribution records You might think of a Batch as a bucket used to hold contribution records To create a new Batch record select File New Contribution Batch from the Church Helpmate main menubar The following screen will appear and prompt you for details on the new Batch Batch Date E n Entry Initials TIP Batch The Batch will be automatically created for you based on the Batch Date and Entry Initials you specify above c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 1
167. Group meeting during the week Auto fill Logic The auto fill logic for this field is dependent on the Auto fill Attendance Method setting as defined on the Church Health amp Statistics Setup form see Chapter 3 This setup setting will determine if the auto fill process uses Present Attendance Values from the actual Individual based attendance records for the calculation or if it will use Meeting Head count Values from the Manual Counts tab of the Meeting Detail c Copyright 2003 2009 Helpmate Technology Solutions LLC 306 Church Helpmate 2010 form instead Present Attendance Values If this method is chosen the auto fill logic will populate the Attendance field with the total number of Individuals who have been marked Present in the Meeting Detail Form for at least 1 Small Group Meeting that occurred during the week Only Meetings that are based on Small Group type Groups will be included in this count Meeting Head count Values f this method is chosen the auto fill logic will populate the Attendance field with sum of the Total Head count field values located on the Manual Counts tab of the Meeting Detail form for Small Group Meetings that occurred during the week Only Meetings that are based on Small Group type Groups will be included in this count Enrollment Total Field Description This field is used to record the total count of Individuals who are enrolled in and regularly p
168. Household Photos ws 96 Individials Explore r remenen EEEN AE EAEE AA ENRI TEE AERE arih 98 individual Detail Form Eege Eege te cote coos cSeccecbocnedeetes SEENEN 100 Individual Detail Form General Tab sersan annei easa iaa Eaa eaaa a Eaa aaa aaia aa 102 Individual Detail Form Household Tab cccccceessssseseeeeeeeeenseseseceeeeeeeeesenensneeeeeeseensneesseneeeeseseenseseeseeeeenees 103 Individual Detail Form Contact Info Tab cscccsssssessseecessssceeeseseeeeessceeensseeeeensceeeesssaeseessaaseesnsseeeessaaaes 106 Individual Detail Form Milestones Tabb cccccesssssssecceeeeeensessssceeeeeeeeesenensneeeeeeseessneeseneeeeseseenseseeseeeeesees 108 Individual Detail Form Connections Tab s cccssssscesssseceesssceeesssseeeessseeeenssceesesseeeeesssaesessssaseesnsaaeeeseaaaes 110 Individual Detail Form Groupe Tabs e tainai eaen aeaaea aaea Eaa deaa pekeee Eeo daa aaran aee E a enaena 111 Individual Detail Form Attendance Tab ccccccsssssssseeceeeeeesseseseceeeeeeeeeseneeseneeeeeeensneeseeaeeeeseseenneseeseaeeneees 113 Individual Detail Form Notes Tab s sssssssnesssssnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nunnan nnmnnn nananana 114 Individual Detail Form User Defined Tab 115 Assigning amp Viewing Individual Photos cs scccsseeeeeseeeesesseeeeenseeeeeeseeeeeenseneeeaseeaeeessnaeeeseeaeeeessaeeeseeeeeeeseneaes 117
169. IL PO BOX 619 Union KY 41091 USA call our sales phone line or visit the HTS website to obtain an order form Payments can be made by check money order cash or credit card MasterCard VISA Discover or American Express 4 Licensing Registering Your Copy of CH2010 After Helpmate receives and fulfills your order you will receive a CustomerID User Name and Registration Code With these 3 items you can now register and unlock your copy of Church Helpmate To do so start the Church Helpmate program and click on the Enter Registration Info button displayed on the initial startup splash screen Doing so will open the Registration Entry Form you can also open this form by selecting Help User Name amp Registration Code Entry from the CH2010 top main menubar You will need to type in your CustomerID User Name and Registration Code Upon successful entry CH2010 will become licensed registered The application will know which of the 4 licenses Level 1 Level 2 Level 3 or Level 4 you have purchased and registered for by the Registration Code entered The product will then disable its demo mode and operate according to the license registered see previous section for description of the available licenses At any time you can view your license information status by selecting Help About from the CH2010 top main menubar NOTE Items 1 2 above are optional Many Church Helpmate customers have made their purchase w
170. Individual pull down list fields as well as the data contained in these pull down lists The name you specify will be utilized for all reports and forms where the user defined pull down list fields are displayed NOTE These user defined fields are optional You can specify which of these fields you want to use by checking the corresponding Enable checkbox to enable the display of the field in the Individual Detail View form NOTE Your church may or may not have use for these user defined Household fields Discuss the possibilities with c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 47 those in administrative positions in your church to see what date fields might be useful for your church to record and maintain Of course you do not have to utilize any of the user defined fields if they are not necessary for your particular situation c Copyright 2003 2009 Helpmate Technology Solutions LLC 48 Church Helpmate 2010 GRADES SCHOOL TAB Setup Individuals Individuals General Individuals User Defined Fields Individuals Grades School Membership Status Grade Levels A Preschool D Fun Middle School B Kindergarten Green Elementary 01 ist Grade Silverlake Academy 02 2nd Grade Westwood High 03 3rd Grade 04 4th Grade 05 Sth Grade 06 6th Grade 07 7th Grade 08 8th Grade 09 9th Grade 10 10th Grade
171. LLC 210 Church Helpmate 2010 What Are The Benefits To You Church Helpmate s ability to integrate with Peachtree provides you with the following benefits e A state of the art church management software system designed specifically to handle your church s membership group class activity contribution pledges meeting attendance and Connection records yet is not over priced and under supported by a software manufacturer who must also handle the complex and demanding issues associated with designing developing and supporting a proprietary accounting software system e Anindustry leading accounting software system that requires very little accounting knowledge yet is powerful enough to handle demanding needs of thousands of businesses and non profit organizations worldwide e In many churches today a volunteer or other individual who is remote from the church office handles the accounting system Utilizing separate membership Church Helpmate and accounting Peachtree systems supports this distributed system For example the church secretary who enters the Church Helpmate contribution data at the church office can easily deliver for example email the Church Helpmate contribution export files CSV files to their treasurer who maintains the church s financial records in Peachtree from their home office e Reduces chance of error by automating the contribution deposit process into Peachtree potentially sav
172. Meeting is based on in the Group Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 9 Meetings amp Attendance 241 Form Tabs ez As shown above the Meeting Detail Form is divided into the following tabs sections Individual Attendance Tab Manual Counts Tab Notes Tab c Copyright 2003 2009 Helpmate Technology Solutions LLC 242 Church Helpmate 2010 9 4 1 Meeting Detail Form Individual Attendance Tab The Individual Attendance tab of the Meeting Detail Form is designed to allow you to record the attendance setting ie present absent etc for each Individual that is a member of the Group upon which the Meeting is based For example the screen shot below is a Meeting based on the Sunday Second Service Group Therefore the names of the Individuals listed would be those who were a member of this Group when the Meeting was created K Meeting Detail Form 05 31 2009 Sunday Second Service kel Lol X iQ 2h ODS Individual Attendance Manual Counts Notes Attendance Entry Enter by Name Barcode Scanner Attendance Detail IY Angstrom Bob Present 123 Main St Member Active Participant bk Angstrom Missy Present 123 Main St Child of Member Participant T Angstrom Nate Absent 123 Main St Child of Member Participant Angstrom Sue Absent 123 Main St Member Active Participant M Blanchard Elizabeth Present 106
173. OFFERINGS For more information on our affordable support plan options please call our toll free sales line at 888 858 3247 or visit the following page of our website www helpmate com services support htm ADDITIONAL NOTES e New clients automatically receive 60 days of no charge support coverage by phone email and fax after their initial software purchase After this 60 day period clients can choose from one our 4 affordable support plans or choose no support plan at all TECHNICAL SUPPORT CONTACT INFORMATION Phone 859 488 0764 M F 9 30am 5 00pm EST Fax 859 384 1950 Email support helpmate com Internet http www helpmate com support c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 2 Quick Start 13 2 Chapter 2 Quick Start This chapter is essential in understanding the basic concepts of the Church Helpmate 2010 system It is probably the most important section of the Church Helpmate documentation We strongly encourage that all individuals read through this short but vital chapter before using Church Helpmate doing so will significantly enhance your ability to utilize this product to its fullest potential Chapter 2 Sections General Concepts What You Need To Know Explorer Views What You Need To Know Detail Views What You Need To Know Sample Data Set Setting Up CH2010 for your Organization c Copyright 2003 2009 Helpmate Technology Solutions LLC 1
174. Open the Contributions Explorer 2 Select By Fund from the Display pull down list 3 Select 2010 from the Year control 4 Click on the Building Fund from the left hand ListView control The right hand ListView control will now display the desired Contribution records TIP You can specify the default settings for the Display pull down lists from theContributions tab of the General Preferences screen c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 215 7 8 2 Editing A Contribution Batch Ze 1 Activate the Contributions Explorer by selecting Explorer Views Contributions Explorer from the Church Helpmate top main menubar 2 Select Batch Summary from the Display pull down list located in the Explorer s toolbar section 3 Select the appropriate value from the Year pull down list located in the Explorer s toolbar section 4 Right click the desired Batch and select Open from the pop up menu or simply double click the Batch to open the Batch record in the Contribution Batch Detail Form 5 To edit basic details of the Batch record click the Edit Batch button from the toolbar This will open the Edit Batch Info dialog box Here you can edit the Date Entry Initials and associated Group for the Batch record the Date is the only required field 6 To edit details of a specific Contribution record contained in a Batch right click the desired Contribution record from t
175. P Many of the output configurators contain multiple tabs 1 for each available output type plus an additional tab for Filter settings Except for the Filter tab the settings on these tabs do not affect each other For example settings made on the Directory Reports tab do not affect settings on the Labels amp Envelopes tab The Filter tab is the exception changes made on the Filter tab affect all of the other tabs c Copyright 2003 2009 Helpmate Technology Solutions LLC 324 Church Helpmate 2010 14 3 Mailing Labels amp Envelopes Labds amp Envelopes Church Helpmate provides the ability to easily generate mailing labels amp envelopes for your Church Helpmate Household Individual and Contact records Options include flexible sorting options customizable font settings US PostNet barcode support Formal and Informal label name selection and more The following Church Helpmate 2010 output configurators have the ability to generate mailing labels amp envelopes Household Output Configurator Individuals Output Configurator Individuals Milestone Output Configurator Contacts Output Configurator Group Membership Output Configurator Contributor Output Configurator Pledge Statement Configurator Meeting Absentee Output Configurator X Time Attendance Output Configurator Connections Output Configurator The output configurators listed above include a Labels amp Envelopes tab to facilitate label g
176. Pledge Mo Yr Quid Pro Quo OPQ Desc General 100 00 Jul 2009 0 00 2009 0 00 2009 0 00 2009 0 00 Ea Ea Ea al Building 200 00 Ju Missions 25 00 Jul 0 00 Jul Splits Total 4 Enter Ctrl 5 Auto Complete If the Auto complete based on contributor s past history checkbox is checked the details of the contributor s last contribution entry will be automatically loaded as soon as the Contributor is identified If the last contribution was a single fund contribution then the data will be loaded in the Quick Entry Fields If the last contribution was a multi fund contribution then the Splits Wizard window will automatically be opened and loaded with the data NOTE Church Helpmate auto complete feature will only store information about a contributor s contribution when the Auto complete based on contributor s past history checkbox is checked So for example if the checkbox is unchecked and you record a contribution from the Smith household the contribution details are NOT saved by the auto complete feature The auto complete feature will search for the last contribution entered from the Smith household when the Auto complete checkbox WAS checked Therefore if you are entering a non standard contribution from a particular contributor you might want to temporarily uncheck the Auto save checkbox so that this atypical contribution will not be memorized and used for their next contribution
177. Positions or roles when assigning and modifying Group Membership records There are 3 checkboxes provided here that configure each Group Membership Position value Individuals with this membership position are considered active members of the group This checkbox is used to specify which Group Membership Position values indicate active participation in Group Values such as participant attendee member etc would all typically represent active roles in the Group and thus have this checkbox checked Individuals with this membership position are included in roll call reports This checkbox is used to specify which Group Membership Position values are included when printing roll call reports For example you would not typically want inactive type Group Membership Positions such as prospect or graduate to be included in roll call reports but you may also want to exclude some of the active types as well such as leader or teacher Individuals with this membership position are considered leaders of the group This checkbox is used to specify which Group Membership Position values represent leadership type positions TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC 56 Church Helpmate 2010 3 6 Contributions Setup To reach the Contributions Setup screen select Setup amp P
178. Pref Postal Mail vis c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 97 IMPORTANT NOTES When assigning a photo to a Household record the Church Helpmate database only stores a link to the photo file it does not import the actual photograph into the Church Helpmate database Therefore once a photo file has been assigned to a Household record the actual photo file must remain in its original location otherwise the Church Helpmate program will not be able to locate and display the photograph All of the photo files that you want to use in conjunction with the Church Helpmate software must be located in a single folder on your computer s hard drive or another computer s shared hard drive on your network such as a file server You have complete control over the location of this folder however in order for the photo functionality in Church Helpmate to work properly the location of this photo folder must be specified in the Church Helpmate s General Program Preferences screen in the Folder containing your photo files field See screen shot below To reach this screen select Setup amp Preferences General Program Preferences from the program s top menubar the select the File amp Folder Paths tab Preferences Local Settings Groups Contributions Pledges Attendance Reminders OneCallNow Z General File amp Folder Paths Color Theme
179. Preferences Local Settings Groups Contributions Pledges Attendance Reminders OneCallNow Z General File amp Folder Paths Color Theme Households amp Individuals Contacts Data Source amp Misc Active Church Helpmate Data File C Helpmate CH 2010 CH2010 CH201 Odata mdb Folder containing your photo files C Helpmate CH 2010 CH2010 Photos Default Church Helpmate has been designed to support photo file types of bmp tif pcx jpg gif and pcd However if you run into any troubles displaying photos in Church Helpmate we suggest trying the bmp bitmap file format as it is a format that is native to the Windows operating system The other file formats may require additional software installed on your computer to function properly Also regarding the size of your photo files Church Helpmate will display photos on screen and on reports in roughly a 200x200 pixel size 2 x 2 at 96dpi Although you are not required to resize your photo files to this size using very large photo files for example a 3648x2736 pixel file created by a 10MP digital camera can cause a dramatic increase in processing time when generating photo directories e You can control the default state shown or hidden of the Individual Detail Form s photo sidebar through a preference setting To reach this preference setting select Setup amp Preferences General Program Preferences then select the Households amp Individuals
180. Reminder from the right click pop up menu The Reminder Detail Form is used to manage Reminder records This form will enable you to Add new Reminder records Edit Update Reminder records Acknowledge Reminders View Reminder details Delete Reminder records The Reminder Detail Form s toolbar is shown below O Reminder Detail kol a E OW 2 23 922 Oi Acknowledge E Nat Help The following is a general summary of each of the buttons and controls found in this form s toolbar Acknowledge Will acknowledge reminder For non recurring Reminders this action will delete the Reminder from the database For recurring Reminders this action will set the Reminder s Date to the next date of recurrence Save Will save current changes that have been made to the record Delete Will delete the current record by sending it to the Church Helpmate recycle bin New Will create a new record First Will move the Detail Form to display the first record in the database Prev Will move the Detail Form to display the previous record in the database Next Will move the Detail Form to display the next record in the database Last Will move the Detail Form to display the last record in the database Help Will active the product s help file and display the topic associated with the displayed Detail Form More menu This menu includes the following items Reminder Detail Report Opens the Reminder Report Configurator and selects the curren
181. Statement Delivery Preference of Postal Mail Would you like to do so No please ignore the Statement Delivery Preference setting As similar prompt is displayed when emailing statements c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 367 14 16 5 Contribution Statistics Report Configurator Contribution Fund Distribution Pie Chart Portrait Contributor Amount Range Distribution Portrait Report Title Contributions Received by Month Chart 1 1 2007 12 31 2007 Beginning Date 01 01 2007 d Ending Date 12 31 2007 BASED ON Contribution records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate several statistical type contribution and pledge based reports such as bar graphs displaying contributions received c Copyright 2003 2009 Helpmate Technology Solutions LLC 368 Church Helpmate 2010 14 16 6 Contributions Report Configurator Mode All Funds e Date Range This Calendar Year e Beginning Date 01 01 2009 Ending Date 12 31 2009 Reports Style amp Layout Report Style Summarize Total Contributions by Contributor Font Size Layout 2 Column zI Display Options Contributor s Name Amount O Reference O Gontribip O Contributor s Env Cl Fund Name O Payment Date Sorting amp Grouping Options Group By No Grouping e Sort By Contributor Name Header amp
182. Sunday First Service a Sunday Second Service 01 25 2009 Sunday First Service 01 25 2009 Sunday Second Ser 02 01 2009 Sunday First Service 02 01 2009 Sunday Second Ser oO O O oO O O O O O O O o o O O O O O O O O O 05 31 2009 Sunday Second Ser Right clicking a Meeting record from the ListView control will display a useful menu as shown below 1U 194 2UU7 sunday MIFST Service il 10 21 2007 Sunday First Service Open Meeting 4 Print Attendance Report Print Meeting Roll Call Report 11 25 200 Meeting Notes g Open Group Detail New Meeting Ctri N c Copyright 2003 2009 Helpmate Technology Solutions LLC 238 Church Helpmate 2010 TIP A Church Helpmate Meeting record is a combination of a Church Helpmate Group record and a specific date A Church Helpmate Attendance record is a combination of a Church Helpmate Meeting record and a Church Helpmate Individual record TIP As with all of the Church Helpmate Explorer Views the Meetings Explorer view is a Read Only view This means that you can t edit the data displayed Editing must be done from the Meeting Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 9 Meetings amp Attendance 239 9 3 New Meeting Form rc New Meeting Date 10 11 2009 Ek Create a Meeting record for a single Group selected below C Create new
183. Technology Solutions LLC 340 Church Helpmate 2010 14 9 Memorized Outputs Most of the Church Helpmate output configurators provide the ability to memorize your settings so that you can later quickly recall your output ie report labels form letter etc This capability is extremely helpful for outputs that you generate on a recurring basis for example 1st time visitor form letters The controls related to these Memorized Outputs exist within Church Helpmate output configurators in a section having a shaded background near the top of each tabbed section In this shaded area there will exist a pull down control listing all of the existing Memorized Outputs related to the output configurator Save Save As Rename and Delete buttons are provided to allow you to configure your Memorized Reports A screen shot of this section from the Group Membership Output Configurator s Directory Reports tab is shown below with the Memorized Output control section circled in red 5 Group Membership Output Configurator Level Group Folder e Group Folder Worship Ministry Include Options 1 Include those w membership to Group Select From GG 1 Group 2Groups Directory Reports Labels amp Envelopes Form Letters Email Memorized Group Directory 2 Column Worship Team Directory TE f As you make changes within the output configurator you w
184. Tricia Daniele Member Active 555 986 3214 Pete Gigi Frank Sammy Member Active 513 569 6321 Kate Juan Marty Lizzy Member Active 859 632 1477 Mariska Aiko Visitor Active 513 658 9644 Ted Member Active 555 555 5555 Jim Cinda Reg Attender Active James Marguerite Member Active 513 999 6666 Marilyn Visitor Active Montoya Richard Ginger Reg Attender Active van der Muessen Sean Jansie Cynthia Member Active 987 987 9879 e Read Only The Church Helpmate Explorer views are read only views of your database records Therefore you cannot create edit or delete records from the Explorer view These functions must be performed through the Detail Views e Printing Displayed Data In most of the Explorer views you can quickly print the data being displayed by using the Print button in the toolbar section of the Explorer screen e Choosing Which Data Fields To Display In most of the Explorer views you can choose which data fields columns you wish to be included Explorer s ListView control right hand portion To select the desired data fields use the Field Chooser button in the Explorer s toolbar section TIP The Print button located in the toolbar section of the Explorer screen provides a quick way to print the currently displayed Explorer data However you ll want to utilize the nearly 40 output configurators provided by the product for more powerful and flexible reporting and output options c Copyr
185. UT OPTIONS GENERAL DESCRIPTION Use to generate a detailed receipt for a single contribution Report is intended to be given to contributor to use for their income tax return purposes c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 365 14 16 4 Contributor Output Configurator gt Contributor Output Configurator Date Range This Calendar Year e For Multiple Contributors Start Date 01 01 2009 End Date 12 31 2009 Statement Reports Labels amp Envelopes Form Letters Email Map Export Y Filter no filter i Statement Report Options Display Detailed Statement Complete w Full Info Include Pledge Status Include Contribution Notes Label Formal Label Name Show Current Pledge O Include Tax ID Show Payments Received O Include Unique Receipt s Show Current 4head Behind Show Total Payments Remaining WEE EE Header E Show Rec d of Total Pledge Oo Indude Signature Line with subheading Show Current To Date Pledge as Thru Authorized Signature Header Logo No logo e 2 Sep om x Sort by Name O Include Signature Graphic Statement Thank You Text Thank you For your contributions Please check this statement carefully IF you have any questions please Feel free to call the church office Footer Text No goods or services were provided other than intangible religious benefits for th
186. Week Lal 9 Lok The Week selector is used to control which 6 week range is displayed on the form You can use the previous week Lal and next week Le arrow buttons to move from one week to another or you can simply type the desired week into the control and press the lt ENTER gt key on your keyboard You can also use the Go To Current Week button to quickly move the display to the current week The form s header section also includes a column header for each of the 6 week columns Each column header will display the particular Week value for example Week 41 the week s date range for example Oct10 Oct16 and as well several buttons An example of a column header is shown below Edit This button places the column into edit mode allowing the user to edit any of the week s data Feb28 Maro Print This button opens the Church Health amp Statistics Snapshot report configurator Auto fill This button is only enabled when the column is in edit mode by using the Edit button This button will auto fill each row of data for the week with data contained in the CH2010 database If desired the user can manually adjust any of the values after the auto fill has been run Details on exactly how the auto fill values are derived is provided below with the description of each data field row Typically you will want to ensure that all of the week s data has been entered into the other CH2010 modules ie contributions attendanc
187. You can open the Memorized Outputs form by selecting Outputs Memorized Outputs from the top menubar As shown below this form contains 3 tabs Reports Directories Statements Labels Env Form Letters and Bulk Emails Reports Directories Statements Labels Env le E Ist Time Worship Team os Combined SAMPLE Labelenvelope X Time Attendance Output Configurator Meeting amp Attendance rec 2 Column Directory Active Members Reg Attenders D Directory Household Output Configurator Household records 2 Column Worship Team Directory SAMPLE Directory Group Membership Output Configurator Group Membership record 5160 Org Name Contact Name Address SAMPLE Label Contacts Output Configurator Contact records 5160 under 21 yrs B day Labels for December SAMPL Label Envelope Individuals Milestone Output Configurator 5160 Women of Destiny Sample Label Envelope Meeting Absentee Output Configurator 5160 Label Staff Only SAMPLE Label Envelope Household Output Configurator 5160 Labels for Contributors with Active Building Fund F Label Envelope Pledge Statement Configurator 5160 Labels for Members who ve contributed this YTD Label Envelope Contribution Statement Configurator 5160 Labels for Next Month s Connections SAMPLE Label Envelope Connections Output Configurator 5160 Parents of Active Member Reg Attender amp Visito Label Envelope 5161 Combined to Parents by Zip SAMPLE Label Active Member Male
188. a CH2010 when running Windows Vista or Windows 7 and C Program Files CH2010 when running older versions of Windows This CustomFrontEnd mdb database file is completely open for the user to modify as they wish using MS Access i e converting to a specific version of MS Access or adding new forms new reports new queries etc to use with the CH2010 back end data From the Church Helpmate 2010 program s Tools menu you ll find a menu item labeled Open External MS Access database This menu item is an easy way to open this CustomFrontEnd mdb file or any other MS Access file right from within your CH2010 program You can define the settings for this menu command by selecting Setup amp Preferences General Program Preferences from the top menubar and then selecting the File amp Folder Paths tab Many of our customers who are familiar with MS Access really appreciate the ability to link up to the Church Helpmate 2010 back end data file with the CustomFrontEnd mdb database file enabling them to tap into the full power of Microsoft Access with their Church Helpmate 2010 data For step by step instructions on how to use the Microsoft Access program to link to your Church Helpmate data file please see the next section titled Connecting to Church Helpmate from MS Access c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 19 Advanced Topics 477 19 4 1 Connecting to Church Helpmate from MS Access
189. a Transfer Services To learn more about us please visit our website at www helomate com c Copyright 2003 2009 Helpmate Technology Solutions LLC 4 Church Helpmate 2010 1 2 License Agreement END USER LICENSE AGREEMENT EULA and Limited Warranty Church Helpmate 2010 Helpmate Technology Solutions HTS IMPORTANT INFORMATION Please Read Do NOT use the SOFTWARE which term includes the product documentation until you have carefully read this Agreement which provides the terms and conditions for its use Installing the SOFTWARE indicates that you have read understand and accept this Agreement If you do not accept this Agreement return it with the original receipt or invoice to Helpmate Technology Solutions Attn Returns PO Box 619 Union KY 41091 USA PERMITTED USE AND RESTRICTIONS ON USE The SOFTWARE is licensed to the end user not sold Upon purchasing the SOFTWARE you are granted a personal non exclusive license to 1 Use an unlimited number of copies of the SOFTWARE within a single Site for use by a single individual or single organization A Site shall be defined as a geographical region of no larger than a 1 2 mile 8 km radius Usage of the SOFTWARE within a Site is permitted for a single organization only 2 Use an unlimited number of copies of the SOFTWARE on any personal computers owned by employees or volunteers of the organization purchasing the SOFTWARE license These person
190. a flagged individual may be someone who is going through some significant hardships and requires special attention Or it could designate core members of the congregation Or it could designate those records which should be purged out of the database There are no doubt many more ways of utilizing the flag status It is important that you discuss these possibilities with the others within your organization who are using Church Helpmate so that all users are consistent with their usage and understanding of the flag c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 405 15 4 Calendar Creator To reach the Calendar Creator select Tools Calendar Creator from the program s top main menubar The Calendar Creator enables you to easily generate graphical calendar reports displaying important dates such as birthdays wedding anniversaries Connection follow ups etc We Calendar Creator r Display Birthdays Title BIRTHDAYS GENERAL STEPS 1 From the Display section of the form choose from 4 options on which base the calendar display data Birthdays Wedding Anniversaries Scheduled Connections and Connection Follow ups 2 If desired click the Filter button to specify an appropriate filter For example if you selected Birthdays in the previous step but only want to include birthdays for individuals who have a membership Status of Member you could use the Filter b
191. a or C Program Files CH2010 Templates when running older versions of Windows GROUPS IMPORT FILE REQUIREMENTS Field Name DataType MaxSize Comments Value Required Category Text 50 If the Group Category by this value Yes does not already exist in the CH2010 database one will be created Yes GroupFolderName Text 50 Specify the name of the Group Folder that you want the new Group to be positioned under If a Group Folder by this name does not already exist in the CH2010 database one will be created Name of the new Group GroupType Text 20 Must equal one of the following values Board Committee Ministry Team Other SHAPE Tracking Small Group Sunday School Class Worship Service PurposeStatement c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 19 Advanced Topics 475 19 3 5 Helpmate Data Transfer Services Helpmate Data Transfer Services You will be happy to know that choosing the Church Helpmate church management software system does NOT mean that you must abandon the data that you may have in your current system Whether your current system is another commercial church management software product or your own home grown product it is very likely that your existing data can be transferred over into Church Helpmate and for a price less than you might think For more information about having us transfer your existing information to Church Helpmate please visit the Data Transfer S
192. ability to open the data file with the Church Helpmate program The Church Helpmate Compact amp Repair utility is a useful tool for recovering and optimizing Microsoft Access database files To start the Database Repair Utility select its icon from the Church Helpmate 2010 Start menu program group Windows Start button All Programs Church Helpmate 2010 Utilities Compact amp Repair Utility Upon starting the Database Compact amp Repair Utility the following screen will be displayed Here you must specify the location and filename of the MS Access database file mdb you wish to be compacted and repaired You can use the Browse button to search the computer and network resources for a file Clicking the Compact amp Repair button will begin the process Fs Database Compact amp Repa Specify the database file to be compacted amp repaired Compact amp Repair Cancel Browse Upon successful repair the following message will be displayed eil o The database has been compacted and repaired successfully NOTE Before attempting to run the Database Compact amp Repair Utility verify that the following conditions are met e Sufficient disk space must exist for both the original and repaired versions of the database The database is renamed as the original database only when the compact and repair process is successful e Other users must not have the database open When a database is compacted and rep
193. able values for this fields as explained below Adult Main Contact Primary Individuals having this household position are considered to be adults and are considered to be the primary main contact individual for the household If the church were only able to contact 1 of the individuals from the household this would be the person they would contact As a main contact these Individuals will be included in their household s automatic Label Name amp Greeting fields Since they are the primary main contact their name will appear first before any secondary main contact in the household s automatic Label Name amp Greeting fields Adult Main Contact Secondary Individuals having this household position are considered to be adults and are considered to be the secondary main contact individual for the household As a main contact these Individuals will be included in their household s automatic Label Name amp Greeting fields Since they are the secondary main contact their name will appear after a primary main contact individual in the household s automatic Label Name amp Greeting fields Adult Other Individuals having this household position are considered to be adults but their name will not be included in their household s automatic Label Name amp Greeting fields This household position is typically used for adult children living with their parents or for extended adult family members that may exist in the household such
194. address Internet Section This is where you can record a household based Email address and a website for the Household You can also specify whether or not the Email address should be considered private and whether or not it should be excluded from any bulk email processes where it would otherwise be included If your computer is Internet enabled you can use the Email button to the right of the Email field to automatically open your Email software application with the Household s email address already placed in the To field In the same way you can use the button to the right of the Web Site field to automatically activate your computer s Web browser with the Household s URL web address loaded TIP None of the fields on this tab are required fields TIP You can setup the Zip Postal Code lookup table Setup amp Preferences Postal Code Lookup Table to have the City State Country Region and Subregion address fields be automatically filled in when a Zip Postal Code value is entered if the Zip Postal Code value is in the lookup table c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 93 4 4 3 Household Detail Form Connections Tab REDER E Zaye Cares Lass Zig 311412007 Ag Angstrom Bob amp Sue Mike Clark General Fig 5115 2007 o gt Angstrom Bob amp Sue Rev Hammond General Filter Off Last Contrib 29 Jun 2008 Last Connection 15 May
195. ade Level grouping the data will be sorted in ascending order by the Last First Name field The Where Statement of the Grade Level field has been specified such that Individuals with a blank empty Grade Level field will NOT be included in the output The Report Parameters section will control the width of each field on the report and its alignment justification After specifying the data fields and setting the parameters you desire you can click on the View Query Data button to view on the screen the actual data records and fields which will be included in the output The View SQL Statement button is available for those who d like to view the actual SQL statement which has been automatically generated by the selection of data fields and parameters 1 Custom Report Generator Wizard Lei 88 Stepa en sen Induded Fields Sort Where Statement Show Group Width Align Grade Level lt A JEETS not nul w v 2 z Last First Name Jh JEA LZ ERUN Address Line1 J jaa w ERUN City State PostalCode ipa LZ ERUN Home Phone1 ipa LZ 16 Lt z IES o IES Go IES Go IES Go S a Operators Values CO Show only Distinct values View SQL Statement c Copyright 2003 2009 Helpmate Technology Solutions LLC
196. ails When using the Automatic Resolution option to resolve data file sync conflicts a winning value is selected for each conflict encountered This winning value is determined automatically based on the historical order of when the particular CH2010 file was created Let s look at an example of how this works e Let s suppose that we have one CH2010 data file we ll call this Data File 1 Data File 1 is on the church office s computer Let s suppose that the church treasurer would like to use CH2010 on his her home computer so a copy of Data File 1 is created and given to the treasurer to place on their home computer we ll call the treasurer s data file Data File 2 Since Data File 1 came before or has an earlier creation date than Data File 2 the winning record during a conflict between these 2 files would be the value being stored in Data File 1 For example if Data File 1 has a value of ADAMS1 as the HouseLastName field for a particular household record and Data File 2 has a value of ADAMS2 for this field for the same record the ADAMS1 value would be selected as the winning value since it came from the older of the 2 data files IMPORTANT NOTE To reduce the number of conflicts you encounter during the data file synchronization process it is strongly recommended that if at all possible someone from your organization be named as database administrator and the primary data entry person or at least assign a pri
197. aired it has to be open exclusively by Microsoft Jet to prevent any users from accessing and modifying the database during the process c Copyright 2003 2009 Helpmate Technology Solutions LLC 428 Church Helpmate 2010 DATABASE CORRUPTION CAUSES According to Microsoft there are two main causes of corruption in Microsoft Access Jet mdb files 1 Database is Suspect Corrupted Due to Interrupted Write Operation You should always quit Church Helpmate and other MS Access database applications properly by clicking Exit from the File menu or by clicking the Close X button in the upper right hand corner of the program s window If a database is open and writing data when Church Helpmate is abnormally shut down the Jet database engine may mark the file as suspect corrupted This can happen if the computer is manually turned off without first shutting down Windows or if power is lost Other situations may not shut down Church Helpmate but may still interfere with Jet s writing of data to the disk while the database is open This can happen for instance when networks experience data collisions or disk drives malfunction If any of these interruptions occur then Jet may mark the database as potentially corrupted When Jet begins a write operation it sets a flag and resets the flag when the operation is completed If a write operation is interrupted the flag remains set When you try to open that database again Jet determi
198. al computers may physically exist within the Site or outside of the Site provided that the usage of the SOFTWARE is strictly related to the organization purchasing the SOFTWARE 3 In situations where the SOFTWARE is to be installed at more than one 1 church office location a separate license is required for each location This would be the case for example if a parent church purchased a license for the SOFTWARE and wanted to also use the SOFTWARE at office locations of their daughter churches In this example a separate license for the SOFTWARE would be required for the parent church office and for each daughter church office You may make archival or backup copies of the SOFTWARE s installation files for your own use However because the SOFTWARE is protected by the copyright laws it is illegal to make additional copies or otherwise duplicate the SOFTWARE by any other means including electronic transmission to give copies to another person or to modify adapt translate rent sublicense loan lease separate resell for profit distribute create derivative works based upon or network the SOFTWARE or any part thereof The SOFTWARE also contains HTS trade secrets and you may not decompile or otherwise reverse engineer the SOFTWARE You may permanently transfer all of your rights under this license agreement provided you retain no copies you transfer the SOFTWARE including all component parts the media and printed materials any
199. al data displayed is coming from the back end file In this way the front end file essentially links to and uses the back end data file Both the Church Helpmate 2010 front end and back end files are Microsoft Access files mdb This means that you can link to or attach to the Church Helpmate 2010 back end data file from any Windows application which is capable of reading an MS Access database source just as the Church Helpmate 2010 front end MS Access file does These applications include Microsoft Word Microsoft Excel Microsoft Access and various other word processing spreadsheet and database programs For example you could create a new blank Microsoft Access database file using MS Access version 2002 or newer and link to the tables of the Church Helpmate 2010 back end data file MS Access refers to this as linked tables Having done so you could then go on to create whatever forms reports queries etc that you wish to create in your database file all using the data from the Church Helpmate 2010 back end data file Actually we provide such a custom front end MS Access file with the Church Helpmate 2010 installation This database file named CustomFrontEnd mdb is an MS Access file which has the table links to the Church Helpmate 2010 back end data file already set up and linked to it will be located on your computer in the folder on your hard drive where you installed CH2010 default location is C ProgramDat
200. al number of Group records in the CH2010 database that have a Group Type setting equal to Worship Service for more information on assigning Group Type values for Group records see the Group Detail Form General Tab section of Chapter 6 Attendance Field Description This field is used to record the total count of Individuals who attended at least 1 worship service during the week Auto fill Logic The auto fill logic for this field is dependent on the Auto fill Attendance Method setting as defined on the Church Health amp Statistics Setup form see Chapter 3 This setup setting will determine if the auto fill process uses Present Attendance Values from the actual Individual based attendance records for the calculation or if it will use Meeting Head count Values from the Manual Counts tab of the Meeting Detail form instead Present Attendance Values If this method is chosen the auto fill logic will populate the Attendance field with the total number of Individuals who have been marked Present in the Meeting Detail Form for at least 1 Worship Service Meeting that occurred during the week Only Meetings that are based on Worship Service type Groups will be included in this count Meeting Head count Values f this method is chosen the auto fill logic will populate the Attendance field with sum of the Total Head count field values located on the Manual Counts tab of the Meeting Detail form for Worship Service Meet
201. all Group or Ministry Team this Start Date field is used by the Church Health amp Statistics module Purposes Section This section provides several checkbox fields indicating what the specific purposes of the Group might be There is also a Purpose Mission Statement field that can be utilized if appropriate for the Group Other Section Group is full This checkbox field can be used to indicate when a particular Group is full and is not accepting new members Child care available This checkbox field can be used to indicate when child care is provided during Group meetings Include Group on directory reports that show group membership details for individuals This checkbox field is used to control exactly which Groups are included and excluded when including Group Membership data on directory reports generated by the Individual Output Configurator and the Group Membership Output Configurator These configurators have a Group Membership checkbox on the Directory Reports tab that when selected will list which Groups each Individual is a member of Only Groups that have the Include Group on directory reports checkbox will be shown Enable attendance tracking for this Group This checkbox field can be used to configure whether or not Meeting records can be created and maintained for the Group If you want to be able to create Meetings and track Attendance based on this Group check this checkbox Give new individuals a
202. ally eliminate the Step 3 in the Church Helpmate QuickBooks integration process which is the import process into QuickBooks Since the Church Helpmate program cannot itself write to the QuickBooks data file this simple import step is necessary An all in one system is able to write or post the data directly from the contribution module to the accounting module While this may at first seem like an advantage you may really be putting yourself and your church at a disadvantage in terms of flexibility and overall cost as compared to the Church Helpmate QuickBooks system Why Because this system empowers your church with 2 state of the art tools designed specifically to be the best at their specific purpose Church Helpmate for membership and contribution and QuickBooks for accounting In our experience all in one solutions that provide the necessary power and flexibility are extremely expensive while affordable all in one solutions are disappointing in terms of their ease of use power and flexibility especially in the areas of payroll receivables payables and online banking capabilities c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 201 7 6 Church Helpmate amp Peachtree HELPMA Ty 2008 Introduction While the Church Helpmate church management software system provides extensive capabilities to record track and report your church s contribution and pledge r
203. ame begins with A B or C Right clicking a Individual s record from the ListView Data control will display a useful menu as shown below o Blanchard wae Open FEE s Clark Daniella L Individual Profile Report D Clark wate Copy Individual s Contact Info to Clipboard ERREECHEN Clark Josep MP Flag UnFlag Individual 3 Clark Se Household gt Pi WY Send QuickLetter V Print QuickLabel Send Email Message GoTo Web Site VC Auto Dial Phone Number Contribution Statement Configurator Pledge Statement Configurator Meeting Attendance Report Configurator New Individual Connection New Individual TIP Double clicking an Individual item will open the Individual s record in the Individual Detail Form which is equivalent to the menu item Open Individual from the right click pop up menu TIP As with all of the Church Helpmate Explorer Views the Individuals Explorer view is a Read Only view This means that you can t edit the data displayed Editing must be done from the Individual Detail Form TIP The Quick Find pull down control in the toolbar section of the Explorer provides a method of locating an Individual in the Individual Explorer s ListView control Select the desired Individual from the Quick Find pull down either by using the mouse or by simply beginning to enter in the Individual s last name into the pull down control and then pressing the lt ENTER gt key on your keyboard To quickly place the
204. an address pointer will display a pop up window showing the name and address information for the map pointer To print the displayed map press the lt Ctrl gt lt P gt buttons on your keyboard c Copyright 2003 2009 Helpmate Technology Solutions LLC 336 Church Helpmate 2010 14 7 Ss lf SE Exports There may be times where it would be desirable to export your Church Helpmate data out to an external file Reasons for this may include The desire to further analyze the data in another software tool such as MS Excel The desire to process mail merges with products other than MS Word such as Word Perfect The desire to use third party bulk mailing services The following Church Helpmate report configurators have the ability to Export data Household Output Configurator Individuals Output Configurator Individuals Milestone Output Configurator Contacts Output Configurator Group Membership Output Configurator Contributor Output Configurator Contribution Batch Report Configurator Pledge Statement Configurator Individual Attendance Report Configurator Meeting Absentee Output Configurator Meeting Attendance Report Configurator Meeting Summary Report Configurator Percentage Attendance Report Configurator X Time Attendance Output Configurator Connections Output Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 337
205. ance Values is chosen the auto fill process will calculate Attendance values based on the actual number of Individuals who have a Present attendance value in the Meeting Detail Form If Meeting Head count Values is chosen the auto fill process will calculate weekly Attendance values based on each Meeting s Total Head Count value from the Manual Counts tab of the Meeting Detail Form Default of Parking Spaces Available this field is used by the auto fill logic to populate the of Parking Spaces Available value on the Church Health amp Statistics Detail Form Default Full time Staff Count this field is used by the auto fill logic to populate the Full time Staff Count value on the Church Health amp Statistics Detail Form TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 67 3 10 User Information Setup To reach the User Information Setup screen select Setup amp Preferences User Information Setup from the Church Helpmate main menubar USER INFO TAB Setup User Information Church Info Headers amp Logos Church Org City State Prov Country Your Church Mailing Address Street 123 Wonderful Lane Niceville TX Postal Code 99999 USA Physical Address Street City State Prov Country
206. ant you want Photo sidebar ups Attendance Notes User Defined ormal Label Name Mrs Elizabeth Blanchard O Manual ormal Label Name Elizabeth Blanchard O Manual Formal Greeting Mrs Blanchard O Manual Informal Greeting Elizabeth C Manual TIP Unless the Manual checkbox is checked each Label Name amp Greeting field will be autornatically populated based on the Title First Last Suffix and Nickname fields Grade H Click the Select Photo button from the photo sidebar area This will open the Select Photo File dialog box Here you will select the desired photo for the current Individual record and then click the OK button to close the dialog box The selected photo should now be displayed in the Photo sidebar area of the Individual Detail Form Just below the displayed photo is a text box box with a white background where you can add notes about the photo These notes can be included when printing photo directories If you ever want to remove the photo assignment and clear out the Individual s photo click the Remove Photo button When finished click the Save button from the Individual Detail Form s toolbar When a photo has been successfully assigned to the Individual you should see the photo and photo note if applicable similar to the example screen shot below x oups Attendance Notes User Defined ormal Label Name Mrs Elizabet
207. apter 14 Reporting amp Other Output Options 357 14 14 3 Contacts Utility Report Configurator Contacts With Missing i Phone e Number ime Report Title Contacts With Incomplete Address Header Text Primary e Header Logo Ho logo CH BASED ON Contact records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate several utility type reports such as a report of Contact records with no stored address or phone number c Copyright 2003 2009 Helpmate Technology Solutions LLC 358 Church Helpmate 2010 14 15 Group based Outputs S The Group based output options are provided by the Group based report configurators These report configurators are available from the Outputs Explorer by selecting Outputs Group Outputs from the Navigation Menu or from the top main menubar The Memorized Group Outputs option is also displayed in the list This option will open the Memorized Outputs form and limit the form to showing only Group based Memorized Outputs Double click to Open t K Memorized Group Outputs ai r Group Membership Output Configurator ye Groups Utility Report Configurator The following Group based report configurators are provided e Group Membership Output Configurator e Groups Utility Report Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 14 15 1 Group Membership Directory Configurator
208. ar week who are classified as active attenders of your church This doesn t necessarily mean however that they were in attendance this particular week Auto fill Logic The auto fill process will populate this field with the current total number of Individual records in the CH2010 database who have an active attender type Membership Status value and who have a Gender value of Female Active Attenders Age Ranges Field Description These fields are used to record for each age range the total count of individuals for that particular week who are classified as active attenders of your church This doesn t necessarily mean however that they were in attendance this particular week Auto fill Logic The auto fill process will populate these fields with the current total number of Individual records in the CH2010 database who have an active attender type Membership Status value and whose age based on their Birthdate field falls in the appropriate age range TIP The Church Health amp Statistics data fields provided here are held in a totally separate table from the data in the other CH2010 modules This means that the Church Health amp Statistics data is only changed through the Church Health amp Statistics Detail Form For example entering a new active attender Individual record into your CH2010 database through the Individual Detail Form will not by itself have any affect on the Church Health amp Statistics module s Active Att
209. arent church and a daughter church and you maintain different data files for these congregations It this case it is OK to run the CH2010 Upgrade Utility once on each of your previous CH data files This way you ll be creating 1 new CH2010 data file For each of your previous CH version data files IF you understand this please click the Completed checkbox below Otherwise please contact Helpmate support For assistance O Completed 2 TF you have been using the previous version s Data File Synchronization feature to synchronize multiple CH data files together you will want to run the Data File Synchronization merge process with all of your remote data Files before running the Upgrade Utility to ensure that all changes from remote data files are contained in vour new CH2010 data file ease J c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 20 Upgrading from Previous Version 485 After completing the pre upgrade checklist and clicking the Proceed with Upgrade button the following screen will be displayed Church Helpmate 2010 Upgrade Utility Church Helpmate 2010 Upgrade Utility Upgrade From Version Church Helpmate 2008 Previous version s Data File Browse Meeting amp Attendance Data Exclude meeting amp attendance data prior to year 2006 CH2010 Data File to Import data into C ProgramData CH2010 CH2010Data mdb Close Upgrade Utility Proce
210. articipate in at least 1 Small Group Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who are active group members to at least 1 Small Group type Group Active group membership means that the Individual has been added to the Group and given a Group Membership Position value that indicates an active position based on the Group Membership Position under Groups Setup Enrollment Adult Members Field Description This field is used to record the total count of Individuals who are formal members of the church and who are enrolled in and regularly participate in at least 1 Small Group Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who e Have an adult type Household Position value as defined in the Individual Detail Form e Have a member type Membership Status value as defined in the Individual Detail Form e Are active group members to at least 1 Small Group type Group Active group membership means that the Individual has been added to the Group and given a Group Membership Position value that indicates an active position based on the Group Membership Position under Groups Setup Enrollment Adult Active Attenders Field Description This field is used to record the total count of adult Individuals who are considered active attenders of the church and who are enroll
211. as been set to Check and the Ref field has been set to the check number of the scanned check Proceed at this point with entering the remaining details on the contribution including the Fund distribution and amount of payment When finished click the Enter button on the Contribution Batch Detail form to complete the entry NOTE You can view and manage the Check Reader Bank Account Lookup Table through the Contributions Setup form c Copyright 2003 2009 Helpmate Technology Solutions LLC 192 Church Helpmate 2010 7 5 Church Helpmate amp QuickBooks Introduction While the Church Helpmate system provides extensive capabilities to record track and report your church s contribution and pledge records it does not contain a full financial accounting system general ledger accounts payables chart of accounts payroll etc Instead we have designed the Church Helpmate system to integrate easily with Intuit s QuickBooks accounting software America s 1 accounting software package While many church management software companies provide their own accounting modules we feel strongly that our development of an accounting program would not benefit the majority of our clients In many ways we would be reinventing the wheel by doing so In addition though we are very skilled at software design development and support we are not accounting specialists In order to properly design develop and support a pro
212. as chosen to override these Global settings for their particular login see Email Setup Per User Setup The Email Setup tab Here you will configure the SMTP email account settings that are to be used with the email functionality of Church Helpmate Refer to the information provided by your email service provider for specifics on these SMTP settings These settings are typical of the settings required by an email client program such as Microsoft Outlook Once you believe these settings have been correctly configured use the Test button to test the settings to confirm Email Setup Global Email Setup Email Options These settings are used to configure how email is sent out of the Church Helpmate program Please contact your email service provide for details on these settings The settings below define the global default email settings For ALL users To alter email settings for a specific user login to Church Helpmate using the desired user name and then select Setup amp Preferences Email Setup User Email Settings This will allow you to override these global default email settings for a specific user User Information Test Settings After filling out the information on this screen we recommend you test your account by clicking the Test button below Your Name John Smith Email Address john somewhere1234 com Server Information Outgoing email server SMTP smtp somewhere1
213. at had to be managed and maintained in addition to the church s main management software database So for example when the Smith household s home phone number changed or when Julie joined the choir these changes had to be made in both the One Call Now database and the church s main management software database This not only increased the administration time and effort it also introduced opportunity for confusion and errors for example if the Smith household s phone number was changed in one database but not the other which one is the correct number Now with the Church Helpmate One Call Now integration churches can use this powerful phone messaging service as an extension of their main church management software system Church Helpmate automatically communicates with the One Call Now online service This ensures that the changes additions and deletions you make in your Church Helpmate database get automatically reflected in your One Call Now database With this functionality there is no need to manage anything on the One Call Now website everything is handled seamlessly right from within your Church Helpmate software With the Church Helpmate One Call Now integration you and others from your organization can rest assured that your One Call Now messages are being delivered to the right people at the right phone number all the time c Copyright 2003 2009 Helpmate Technology Solutions LLC 416 Church Helpmate 2010
214. at your CASS Update File adheres to these requirements However if you utilize another CASS Certification processor you will need to ensure that the above column configuration is adhered to otherwise errors will be generated during the importing of the file c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 432 Church Helpmate 2010 16 Chapter 16 Data File Synchronization Ever wanted to let one or more of your Church Helpmate users take a copy of the data file home with them to work in the database adding deleting modifying etc and then later merge in all of their changes with the changes you ve made to your copy of the data file The Church Helpmate Data File Synchronization feature makes this a reality Users can have full 24x7 read write access to your organization s data with Church Helpmate s Data File Synchronization feature This allows users to run Church Helpmate independently of one another on disconnected non networked computers They can each be adding modifying and deleting data in any portion of the database obviously within the security permissions for their user login For example one person could be working on Church Helpmate at the church office another at their home computer another at the beach on their notebook computer Then at any point desired these data files can be merged or synchronized into a single data file After this merge all changes to the database are
215. ata file resulting in loss of data or incorrect data In extreme cases this could render your Helpmate data file unusable Helpmate Technology Solutions has provided this document to assist the end user in connecting to their Helpmate software s data through MS Access HTS support personnel are not able to assist the end user with any additional functionality within the MS Access program For assistance and or training with MS Access please contact Microsoft or a qualified MS Access training facility The table links established using the procedure above will be broken if the location or filename of the Helpmate data file is modified If this occurs the MS Access Linked Table Manager tool Tools Database Utilities Linked Table Manager can be used to reconnect to the desired data file c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 19 Advanced Topics 479 19 5 Purging Data Church Helpmate 2010 provides the ability to quickly purge or delete data records from the database You can use this functionality to remove outdated or inactive records such as previous year s Contribution records or Contact records which you no longer associate with The screen shot below is an example of the Data Purge dialog box for purging Individual records Individual Last Name all From ABC Child of Member l Child of Reg Attender Friend of the Church Member Active Member
216. atch having a Batch Date that is within this week s date range e The Contribution record is associated with a Fund that has been configured as a Non Designated Fund under Contributions Setup Received Designated Field Description This field is used to record the total amount of designated or restricted Contributions that were received during this week Designated contributions are those contributions that have been given by the donor to be used by the church for a specific purpose for example the Building Fund Auto fill Logic The auto fill process will populate this field with the total amount of CH2010 Contribution records that meets both of the following conditions e The Contribution record exists in a Batch having a Batch Date that is within this week s date range e The Contribution record is associated with a Fund that has been configured as a Designated Fund under Contributions Setup c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 311 Per Capita Giving Field Description This field is used to record the Per Capita Giving amount for the week The Per Capita Giving amount is found by taking the amount of non designated Contributions received during the week and dividing this amount by the number of Individuals who attended worship services during the week Here is the formula used Per Capita Giving Total Non Designated Contributions Receiv
217. ate Technology Solutions LLC 284 Church Helpmate 2010 11 4 4 Adding A New Reminder Record 1 You can begin the creation of a new Reminder record from several places in Church Helpmate e Reminders Explorer click the New button in the Explorer s toolbar section e Reminder Detail Form click the New button from the toolbar e File Menu select File New Reminder from the top main menubar to create a new Reminder record Using these methods will open the Reminder Detail Form to a new blank Reminder record 2 Enter data for the new Reminder record 3 Click the Save button to save the new record TIP Any data fields with an asterisk next to them are required fields and must be filled in before you can save the record c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 11 Reminders 285 11 4 5 Deleting A Reminder Record 1 Open the desired Reminder record in the Reminder Detail Form by double clicking it from the Reminders Explorer 2 Click the Delete button from the toolbar section TIP Acknowledging a one time Reminder has the same affect as deleting a Reminder A recurring Reminder when acknowledged will not be deleted but will instead be modified so that its date value is moved to the next occurring date dependent on the Frequency value c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter Chapter 12 Church Health amp Statistics
218. ave been designated as attendance enabled Groups You can specify whether or not a Group is attendance enabled through the Group Detail Form e The Meetings Explorer s TreeView display is very similar to the Groups Explorer s TreeView display except that only Groups who have been designated as attendance enabled Groups will be shown e The Meeting Detail Form provides 2 modes of setting attendance Household mode and Normal mode While in the Household mode the user specifies the attendance value for the household All household member Individuals in the Group will receive the same attendance value automatically The user may over ride this if there is a Household Individual who has an attendance value different than the other Household Individuals In most cases utilizing the Household mode speeds up the attendance data entry process since Individuals of the same Household will most often than not have the same attendance value e In addition to recording individual specific attendance information such as the fact the John Smith was in attendance you can also record summary and or manual head count figures on the Manual Counts tab of the Meeting Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 9 Meetings amp Attendance 237 9 2 3 d Meetings Explorer To reach the Meetings Explorer select Explorer Views Meetings Explorer from the program s main menubar Alternately you can act
219. be displayed as a drop down menu A screen shot example is shown below where the user has clicked on the Explorer Views menu displaying the menu items under this menu category Church Helpmate File Explorer Views Detail Views Outputs Set KL e P Households Explorer i Individuals Explorer amp Contacts Explorer 8 Groups Explorer amp Contributions Explorer Pledges Explorer Meetings Explorer Connections Explorer Reminders Explorer Special Dates Explorer 7 Church Health amp Statistics Explorer Menu categories and items can be selected by mouse clicks or with their designated lt Alt gt key keyboard combination The keyboard combinations are determined by the underlined letter in the menu category or menu item s name For example the user could press the lt Alt gt key and then the x key to expand the Explorer Views menu as shown above c Copyright 2003 2009 Helpmate Technology Solutions LLC 16 Church Helpmate 2010 2 Navigation Menu Church Helpmate also provides a menu system along the left hand side of the program s window Navigation Menu Show Hide menu button E List Header Gi expand collapse ag button List Header An expanded list A collapsed list You can use the show hide button in the upper left hand corner of the Navigation Menu to show expand or hide collapse the menu The screen shot on the left shows the
220. been made Automatically run OneCallNow upload when closing Church Helpmate if group changes have been made Do neither I will initiate the OneCallNow upload From the Tools menu Use the Enable checkbox to enable disable the Church Helpmate One Call Now integration Use the Options section to determine if you wish the Church Helpmate program to trigger a data upload from the Church Helpmate database to the One Call Now online database when closing the Church Helpmate program after you ve made changes that need to be reflected in the One Call Now database You can have Church Helpmate remind you with a prompt upon closing when this upload is needed or you can have the upload take place automatically if needed when you close Church Helpmate You can also choose to do neither You can manually trigger the upload to your One Call Now database at any time by selecting Tools One Call Now Upload from the Church Helpmate main menubar c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 417 3 Configuring your Church Helpmate Groups In Church Helpmate you may select up to 99 Groups to be included in your One Call Now database To include a Group simply assign a numeric value 01 99 to the One Call Now ID field found on the General tab of the Group Detail form The example screen shot below shows how the Jr High Sunday School Group can be included in the One Call Now databas
221. bels Section This is where you specify the names of the user defined Household checkbox fields The name you specify will be utilized for all reports and forms where the user defined checkbox fields are displayed Note Labels Section This is where you specify the names of the 3 Household based note fields Pull Down Lists Section This is where you specify the names of the user defined Household pull down list fields as well as the data contained in these pull down lists The name you specify will be utilized for all reports and forms where the user defined pull down list fields are displayed NOTE These user defined fields are optional You can specify which of these fields you want to use by checking the corresponding Enable checkbox to enable the display of the field in the Household Detail View form NOTE Your church may or may not have use for these user defined Household fields Discuss the possibilities with those in administrative positions in your church to see what date fields might be useful for your church to record and maintain Of course you do not have to utilize any of the user defined fields if they are not necessary for your particular situation c Copyright 2003 2009 Helpmate Technology Solutions LLC 44 Church Helpmate 2010 TIP These settings are global settings in that they affect ALL computers sharing the same CH2010 data file c Copyright 2003 2009 Helpmate Technology Solutions
222. ber the Faster your bulk emails will be processed However higher values can increase the likelihood that your emails will be treated as Spam by the recipients email systems Bulk Email Options section e Use the Recipient Type setting to control whether Church Helpmate places recipient email addresses in the To CC or BCC fields when sending out generic non personalized bulk emails It is strongly recommended that the BCC option be used here so that the recipients email addresses are hidden and not shared with each recipient e Use the Include my email address in checkbox to control whether or not Church Helpmate sends a copy of all generic non personalized bulk emails sent by the program to your email address as specified on the Email Setup tab e Use the Max of email address per email message setting to set a limit on the number of email addresses that will be included in a single generic bulk email message The higher this number the faster your bulk emails will be processed However higher values can increase the likelinood that your emails will be treated as spam by the recipient s email systems Single Email Options section e Use the Single Email Mode setting to control whether Church Helpmate utilizes its built in SMTP system to process single non bulk emails or your computer s default MAPI compliant email program such as MS Outlook Eudora etc c Copyright 2003
223. c D D Ad andi Print QuickLabel tive 987 987 Send Email Message GoTo Web Site IC Auto Dial Phone Number Contribution Statement Configurator Pledge Statement Configurator New Household Connection New Household Member Individual New Household Navigate Through the Application Your Way Church Helpmate provides several navigational methods and tools to choose from These include toolbar buttons menubar items Shortcut Key combinations and Mouse Operations We encourage you to experiment with these various methods to find which works most efficiently for you For example to save a record in the Individual Detail Form you could Click the Save button with the mouse Use the lt Ctrl S gt shortcut key combination see the Shortcut Keys section of Chapter 17 for additional keyboard shortcuts c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 2 Quick Start 15 Church Helpmate offers the user two main navigational tools as shown below 1 Top Menubar as with most modern Windows based applications Church Helpmate includes a menubar system along the top of the program s window just beneath the titlebar There are 9 main menu categories File Edit Explorer Views Detail Views Outputs Setup amp Preferences Tools Window and Help To activate a menu category simply click on the name of the category for example Outputs and the menu category will
224. cccccsscecsntecccteessctrecececs state scctesenccedentedscceetaceceedecesscdadecanetdateestenecdentere 74 Postal Code Lookup Table Setup ccceececeseeesseeeeeeeeeseesessneeeeeeeeseaaeeesneeeeeeesescaesesneeenseeseseaesnseeeesanes 77 Regional Seteings aea E E acevceucecdcededssteevccaeer cutee sence e E A E EE 78 Network Multi User Setup cccsccccssccesseeeeseeeeseneeesneeeeneeeeseaesesaeeeeneeeesaaesaseeeeneessesaaesaseaeenseesessaeseaneaeeeees 79 Chapter 4 Households amp Individuals 82 HOUSEHOIS INTFOCUCTION cccceceeeeeeeeneeeeeeeeeeeeeseesesnsnsesnsesoeaeonceaesecacacacacagagasesesesesesssesseseesnensneesnenenes 83 Individials Tue e Dei e VE 84 Households Explorer eessen Sees ce tected cect eck coe an es ENEE E 85 Household Detail FOr a a Nees tsb ves Selah cece eet ete 87 Household Detail Form General Tab 89 Household Detail Form Contact Info Tab ccccccsssseessssceeessseeeessseeeenssceeeesseeesensseesessssaseesseaeeesseaaeessneenseas 91 Household Detail Form Connections Tab cccssssseesssseeessssceeessseeeensseeeeessseesenseaesessesaeeessaaeeesseaaeessnssaeenes 93 Household Detail Form Notes Tab isisicscceisseiecccsiecstetensnaecscccssveccducaudcuavavsdaseuscavaaitalestbedecssuscoareusvaveasnieescesticiast 94 Household Detail Form User Defined Tab csssseceeeeeeeensensneceeeeeeeeenensnaceeeeseeesnsesessaeeeseeeenensenssaeeeeesensess 95 Assigning amp Viewing
225. ce Vales P Present A Absent V Vacation S Nick Group Children s Sunday School s zeg D s niee Meeting 01 11 2009 Children s Sunday School ArestomJy Bobby Giordana Leen 5 III III Bob amp Sue Jam amp Kate Format Simple Birthdate 02 26 2001 Birthdate 11 18 2002 Alkrg s bee stings Exergency Contact Giordano Mate Include Barcode i Bob Angstrom Father 859 111 1234 os i eal Include names of household main contacts ll l Iil AU Il I Angstrom Hate ooea mm han amp Kate ee WAN II an 2 The next step is to have someone indicate the Attendance values on the roll call report This is typically done by hand writing a P or simply an X on the attendance line provided next to each name just above the barcode on the roll call report 3 Once the attendance values have been marked on the Roll Call Report bring the Roll Call Report to a computer running Church Helpmate and with an attached barcode scanner From there open the Meeting Detail Form by c Copyright 2003 2009 Helpmate Technology Solutions LLC 250 Church Helpmate 2010 selecting Detail Views Meeting Detail from the top menubar of Church Helpmate 4 Once the Meeting Detail Form opens ensure that the Enter by option is set to Barcode Scanner Individual Attendance Manual Counts Notes Attendance Entry Enter by C Name Barcode Scanner READY TO SCAN Scanned barcode ind
226. ce record for all Individuals who are active members of the Group on which the Meeting is based Active group members are those that have an active type Group Membership Position in the Group see Groups Setup for details on configuring Group Membership Position values Therefore immediately after a Meeting record is created it will contain Attendance records for all Individuals who are an active member of the Meeting s associated Group remember a Church Helpmate Meeting record is a combination of a Church Helpmate Group record and a specific date If you later add additional Individuals as active members of the Meeting s Group these Individuals will NOT automatically have Attendance records created for existing Meeting records For this reason it is generally recommended that Meeting records are not created more than a week or two in advance and that updates to Group membership be performed prior to the creation of Meeting records c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 9 Meetings amp Attendance 243 Let s look at an example If today there are 10 active members in a Group and you create a Meeting record for this Group there will be 10 Attendance records created for this Meeting If tomorrow you add 2 additional active members to the Group there will still only be 10 Attendance records created for the Meeting since these additional 2 group members were added to the Group AFTER the Meeting r
227. ch Helpmate 2010 4 7 6 Viewing Individual Records Ki Using the Individuals Explorer 1 Activate the Individuals Explorer by selecting Explorer Views Individuals Explorer from the Church Helpmate top main menubar 2 Use the TreeView control on the left hand side of the Individuals Explorer to display a desired filter set of Individual records in the right hand side ListView control 3 The ListView control displays Individual records with basic information name address phone number etc For more detailed information about a particular Individual record double click the Individual s name or right click it and select Open Individual from the pop up menu Doing so will open the Individual record using the Individual Detail Form Using the Individual Detail Form 1 You can open the Individual Detail Form by opening an Individual s detail through the Individuals Explorer see above or by selecting Detail Views Individual Detail from the Church Helpmate top main menubar From within the Individual Detail Form you can navigate to other Individual records using the record navigation buttons arrow buttons at the top of the Individual Detail Form or by selecting an Individual from the Individual Detail Form s Name Lookup pull down list You can use the Ctrl W shortcut key to activate this Name Lookup pull down list to select an Individual s name c Copyright 2003 2009 Helpmate Technology Solutions LLC
228. checking or savings account for each of these funds The money associated with these funds is lumped together many times into a single checking account However you need to be able to track and report on the financial status of these funds individually for example what income and expense transactions occurred last month for the Missions fund Without a capable accounting program this would be quite cumbersome and likely impossible to achieve QuickBooks classes provides a simple and convenient way to separate income and expenses for each fund to provide the needed fund tracking and reporting When you set up each fund as a class you can see a profit and loss report by fund as well as detailed transaction reports QuickBooks also allows you to see how much money you have in each fund or several funds together This is in addition to reports on your overall church Q Our church is using an accounting software package other than QuickBooks What options do we have A Church Helpmate offers similar export import integration with the popular Peachtree accounting product For more details see the Church Helpmate amp Peachtree section of this chapter If you are using Quicken versions prior to 2004 or Microsoft Money Church Helpmate can also export the Batch fund summary totals to a QIF Quicken Interchange Format file rather than an IIF file QIF files can be imported into Quicken Microsoft Money and several oth
229. chtree account numbers as you have them assigned in your Peachtree chart of accounts into the Funds setup screen using the Peachtree Income Account field You will want to ensure that the account numbers you specify here exactly match the corresponding account numbers in your Peachtree chart of accounts For each Church Helpmate Fund you must also specify the name of the Peachtree bank account that the money should be deposited into In many cases a church may have only a single checking account into which their contribution data is deposited If this is the case the same bank account name should be entered under each Church Helpmate Fund s record However in some cases a church might have different bank accounts for different Funds For example the Building Fund income might get deposited into a different checking account than the General Fund income The Church Helpmate Peachtree Bank Account field allows the user to configure which Peachtree bank account should be associated with each of their Church Helpmate Funds 2 In CH2010 create a Contribution Batch record and enter Contribution records into the Batch Church Helpmate utilizes Contribution Batch records to organize your contribution records You might think of a Batch as a bucket used to hold contribution records To create a new Batch record select File New Contribution Batch from the Church Helpmate main menubar The following screen will appear and prompt you for
230. cinnati OH Wedding 06 26 1990 19 yrs Columbus OH Membership Added 06 20 2002 7 yrs Added By Conversion Baptism e Membership Removed Removed By Date of Let Attendance 12 04 2000 8 yrs Deceased Baptized 07 25 2002 7 yrs O O O LI Class 101 Completed Class 201 Completed Another important event TIP To enable additional Milestone fields select Setup amp Preferences Individuals Setup From the top menubar Record 2 of 40 Created 06 Nov 2007 Last Modified 29 Sep 2009 Last Modified By Admin Filter OFF Last Contrib Last Attend 31 May 2009 Last Connection 11 Aug 2008 This tab allows you to record detailed information about important events or milestones in the Individual s life For each milestone you can record a date and a comment The comment can be text which may be useful to you For example you could record the birthplace in the comment field of the Birth milestone Several of the milestones also have a checkbox field to indicate whether or not the milestone has occurred or not For example if you know that an individual was Baptized but you don t know the exact date place a checkmark in the Baptism milestone checkbox and leave the Date field blank When a date is entered for any milestone the Year column is calculated to display the number of years since the milestone occurred If you know the day and month of the milestone for example Nov 14th but you do not know the year you can ent
231. cs ade Report Grouped B rad mole Report Query Description This sample demonstrates how to use the Custom Report Generator to produce a report of individuals which is grouped and sorted by the individual s School and Grade When you ve selected a Data Source and a Report Query Name click on the Next button at the bottom of the form to proceed to Step 2 c Copyright 2003 2009 Helpmate Technology Solutions LLC 424 Church Helpmate 2010 STEP 2 In Step 2 you ll specify the output method and format you desire You have several options here There are 3 main output categories Report Microsoft Word Mail Merge and Export to File Report Output If you want a printed report to be generated then this is the output method you ll most likely want to choose There are 3 report formats available Report Labels Envelopes When selecting this output method you ll need to click the Setup button to configure details regarding the report such as margins paper layout and other such settings Export to File If you want to export the report s data to an external file for use with another application then this is the output method you ll most likely want to choose There are 2 export file formats CSV comma separated variable and HTML You also have the option of whether or not you want the first row in the exported file to contain the data field names Step2 step3 Select the desire
232. ction This is where you record the Contact s phone numbers Here you can also specify whether or not the phone numbers should be considered as Private unlisted and hidden in directory type reports If your computer is equipped with a modem connected to an active phone line you can use the Dial buttons next to the Contact s phone numbers to auto dial the phone number If you computer is connected to the Internet you can use the Whitepages com lookup button to look up the name and address associated with the number when listed Internet Section This is where you can record an Email address and a website for the Contact You can also specify whether or not the Email address should be considered private and whether or not it should be excluded from any bulk email processes where it would otherwise be included If your computer is Internet enabled you can use the Email button to the right of the Email field to automatically open your Email software program with the Contact s email address already placed in the To field In the same way you can use the button to the right of the Web Site field to automatically activate your computer s Web browser with the Contact s URL web address loaded TIP None of the fields on this tab are required fields TIP You can setup the Postal Code Lookup Table to have the City and State address fields be automatically filled in when a Zip Postal Code value is entered if the Zip Postal Code value is in
233. curred and either do not have need of follow up or the follow up has been completed Type Use this field to specify whether the Connection record is to be associated with a Household ie family or an Individual ie a person To Use this field to specify the Household or Individual associated with the Connection By Use this field to specify the person performing the Connection The list of values here is configured under Connections Setup Method Use this field to specify the communication method used to perform the Connection ie in person meeting phone call etc The list of values here is configured under Connections Setup Purpose Use this field to specify the purpose for the Connection ie new guest orientation marriage counseling etc The list of values here is configured under Connections Setup Location Use this field to specify the location where the Connection occurred c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 10 Connections TIP Only fields marked with an asterisk are required fields 265 c Copyright 2003 2009 Helpmate Technology Solutions LLC 266 Church Helpmate 2010 10 3 2 Connection Detail Form Followup Tab A Connection Detail Form Jo es A CB te e Di Geet A Beeler KH gt Edt Seve Ges D se New Fst Prev Net Last Find Help more CT Followup Required Person Responsible Followup Date Followup Tim
234. cursor in the Quick Find control simply press the F key for Find from anywhere in the Individuals Explorer c Copyright 2003 2009 Helpmate Technology Solutions LLC 100 Church Helpmate 2010 4 6 Individual Detail Form 22 You can open the Individual Detail Form by any of the following methods e Select Detail Views Individual Detail Form from the program s main menubar e Click Detail Form under the Individuals list from the left hand Navigation Menu e From the Individuals Explorer either double click on an individual from the right hand side ListView control or choose Open Individual from the Individuals Explorer s right click pop up menu The Individual Detail Form is used to manage Individual records This form will enable you to Add new Individual records Edit Update Individual records View Individual details Delete Individual records Search find Individual records The Individual Detail Form s toolbar is shown below Individual Detail Form x fa QOHO O 6494 Cancel Delete Flag Unflag First Prey Next Last Find l Ke Help Angstrom Bob The following is a general summary of each of the buttons and controls found in this form s toolbar more Edit Will place form into unlocked mode allowing modification to the record s data Save Will save current changes that have been made to the record and will place the form into locked mode Cancel
235. d associated checkboxes to view and or assign permissions for the currently displayed User These security permissions cannot be modified unless a User with Administrate permissions is currently logged on Additional Security System Notes Church Helpmate includes 2 default User Names upon installation Admin and Guest The Admin user has full read write permissions while the Guest user has limited permissions The initial passwords for the Admin and Guest users are blank no characters The Church Helpmate Security System is an application level security system It will provide basic security protection of your church s data from individuals using the application It will not however provide data security against experienced programmers who may be able to obtain access to the CH2010 data tables using Microsoft Access or other database applications able to read MS Access based tables TIP These settings are global settings in that they affect all computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 71 3 12 Email Setup Default Global Setup ee eg To reach the Email Setup Default Global Setup screen select Setup amp Preferences Email Setup Email Setup Default Global Setup from the Church Helpmate top main menubar The Global email setup options configure the email settings for ALL users unless that user h
236. d mode Cancel Will cancel discard current changes that have been made to the record and will place the form back into locked mode Delete Will delete the current record by sending it to the Church Helpmate recycle bin New Will create a new record First Will move the Detail Form to display the first record in the database Prev Will move the Detail Form to display the previous record in the database Next Will move the Detail Form to display the next record in the database Last Will move the Detail Form to display the last record in the database Find Will open the Find dialog box to assist with searching for specific records based on user specified criteria Help Will active the product s help file and display the topic associated with the displayed Detail Form More menu This menu includes the following items Connection Detail Report Opens the Connection Detail Report Configurator and selects the current Connection record Lookup Will display a drop down listing of all Connection records in the database from which the user can select a record to display NOTE Several of these buttons are enabled disabled depending on whether or not the form is in locked or unlocked mode c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 10 Connections The Connection Detail Form is divided into the following tabs sections as shown above Connection Tab Followup Tab Notes Tab 263
237. d the current user must have Browse permission for the Reminders module in order to view the Reminders tab otherwise this tab will not be visible Announcements Tab The Announcements tab shown below displays important announcements from Helpmate Technology Solutions about your Church Helpmate software This tab requires an active Internet connection as these announcements are pulled from our main website s server You can enable disable this tab through the Dashboard Preferences screen see the Dashboard Preferences section below for more details 8 Helpmate Dashboard ke IR Membership Contributions Connections Reminders Announcements I Show Dashboard on startup Dashboard Preferences E c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 401 Dashboard Preferences The Helpmate Dashboard can be configured to your particular interests and needs From the Dashboard Preference screen shown below you can specify several preferences related to the Dashboard screen To open the Dashboard Preference screen select Setup amp Preferences Dashboard Preferences from the program s top menubar or click the Dashboard Preferences button found at the bottom of the Dashboard screen Use the Show Dashboard on program start up checkbox to control whether or not the Dashboard screen is displayed automatically each time the Church Helpmate program is opened You can also select
238. d the following message will be displayed Completed Successfull Ux Upgrade process completed successfully All data from the selected UE previous version data file has been imported into the CH2010Data mdb c Copyright 2003 2009 Helpmate Technology Solutions LLC 486 Church Helpmate 2010 NOTE Only after this message is displayed should you assume that all of your previous version s data has been imported into Church Helpmate 2010 NOTE The length of time required to complete this process will vary depending on several factors such as number of records in your previous version s data file speed of your computer etc Processing time can range anywhere from several minutes to several hours During the upgrade process it is strongly recommended that no other work be performed on the computer The upgrade process is a very disk intensive function and although the Upgrade Utility may appear to be unresponsive if you switch tasks on the computer after you ve begun the upgrade process it would be very rare for the process to actually be locked up If errors are encountered they will be displayed on the screen NOTE In the unlikely event that you receive any error messages during the process this indicates that some of your previous version s data was not able to be brought into Church Helpmate 2010 If this should occur please 1 Contact Helpmate Technology Solutions support department 859 488 0764 M F 9
239. d Outputs see the Public amp Private Memorized Outputs section above c Copyright 2003 2009 Helpmate Technology Solutions LLC 342 Church Helpmate 2010 14 10 QuickLetters The QuickLetter feature in Church Helpmate provides a quick and convenient way to generate letters to specific Households Individuals or Contacts within your database While the output configurators in Church Helpmate are great for creating multiple outputs at once such as mailing labels form letters etc the QuickLetter feature is great for generating one up type letters You can activate the QuickLetter feature through any of the following methods e Households Explorer right click on the desired household then select Send QuickLetter from the right click pop up menu Household Detail Form select QuickLetter from the more toolbar Individuals Explorer right click on the desired Individual record then select Send QuickLetter from the right click pop up menu Individual Detail Form select QuickLetter from the more toolbar e Contacts Explorer right click on the desired Contact record then select Send QuickLetter from the right click pop up menu e Contact Detail Form select QuickLetter from the more toolbar Activating the QuickLetter feature through any of these ways will open the QuickLetter Manager form as shown below r esam wi QuickLetters Select the desired QuickLetter to send from the li
240. d and variances c Copyright 2003 2009 Helpmate Technology Solutions LLC 374 Church Helpmate 2010 14 17 3 Pledge Statement Configurator Le 5 Pledge Statement Configurator Date Selector For Multiple Contributors Pledges Active On 10 13 2009 Statement Reports Labels amp Envelopes Form Letters Email Map Export Y Filter no filter Memorized Pledge Statement Reports y E oo Statement Report Options Show Current To Date Pledge as Thru Sep 209 Show Current Pledge Show Payments Received Show Current 4head Behind Show Total Payments Remaining Show Rec d of Total Pledge Label Formal Label Name HRW Statement Text Thank you for your pledge o Print Preview BASED ON Pledge records OUTPUT OPTIONS GENERAL DESCRIPTION Used to generate desired output for contributors who have pledge records stored in the database The Email button on the Statement Reports tab allows you to quickly send each contributor their statement by email Each statement will be converted to a PDF file and then sent to the contributor s email address all in an automated fashion Statement Delivery Preference setting When generating statements Church Helpmate will display a prompt asking you whether or not you would like to use the Contributors Statement Delivery Preference settings to affect which statements
241. d for all reports and forms where the user defined date fields are displayed Text Field Labels Section This is where you specify the names of the user defined Contact text fields The name you specify will be utilized for all reports and forms where the user defined text fields are displayed Checkbox Field Labels Section This is where you specify the names of the user defined Contact checkbox fields The name you specify will be utilized for all reports and forms where the user defined checkbox fields are displayed Note Labels Section This is where you specify the names of the 3 Contact based note fields Pull Down Lists Section This is where you specify the names of the user defined Contact pull down list fields as well as the data contained in these pull down lists The name you specify will be utilized for all reports and forms where the user defined pull down list fields are displayed NOTE These user defined fields are optional You can specify which of these fields you want to use by checking the corresponding Enable checkbox to enable the display of the field in the Contact Detail View form NOTE Your church may or may not have use for these user defined Contact fields Discuss the possibilities with those in administrative positions in your church to see what date fields might be useful for your church to record and maintain Of course you do not have to utilize any of the user defined fields if they are not necessary
242. d in the Contact Detail Form 2 Click the Edit button at the top left hand corner of the Contact Detail Form to enable editing of the form 3 Make the desired changes to the Contact s record 4 When editing is complete click the Save button to save the changes you ve made 149 c Copyright 2003 2009 Helpmate Technology Solutions LLC 150 Church Helpmate 2010 5 4 3 Searching For A Contact s Record Si Using the Contacts Explorer 1 2 Activate the Contacts Explorer by selecting Explorer Views Contacts Explorer from the CH2010 top main menubar Use the TreeView control on the left hand side of the Contacts Explorer to display a desired filter set of Contact records in the right hand side ListView control For example let s say you were searching for a Contact who you knew was in the Financial Contributors Group Category You could expand the Category node of the Contacts Explorer TreeView control and then click the Financial Contributors node This will filter the Explorer s ListView control to display only Contact record s whose Category value equals Financial Contributors Using the TreeView control to filter the ListView control s data will make locating records much easier and more manageable as the number of records in your database grows The ListView control displays Contact records with basic information name address phone number etc For more detailed information about a par
243. d output method and format for the report query ReportView Report Letter 8 5 x 11 Report C Labels C Envelopes Export to File CSV Comma Separated Variable Vv Indude Field Nz When you ve selected the output method you desire click on the Next button at the bottom of the form to proceed to Step 3 c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 425 STEP 3 Here in Step 3 is where you ll specify exactly which data fields you wish to be included in your report as well as other criteria and details regarding the data fields For each data field you select using one of the Included Fields pull down lists there are several parameters which you can specify for that data field including whether or not you wish to sort on the field if you wish to specify a criteria for the field Where Statement and if you wish to show the field in the output If in Step 2 you specified the output method to be a Report then an additional set of parameters will be displayed with options for the field s display on the report In the graphic shown below for Step 3 you can see how the sample School Grade Report has been configured There are 7 selected data fields Grade Level Last First Name School Household Guardian Names Address Line 1 City State PostalCode and Household Phone1 The output will be grouped divided by each distinct value for Grade Level Within each Gr
244. d with an asterisk are required fields c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 189 7 3 2 Contribution Detail Edit Form Contribution Detail Edit Contributor Type Household Contributor Clark Michael amp Jennifer Env 4 Fund General Type Check Ref 3150 Amount 100 00 a Payment Date 07 26 2009 E P Pledge Month Jul Pledge Year 2009 Quid Pro Quo Quid Pro Quo Desc Note Created 06 Aug 2009 Last Modified 26 Aug 2009 Last Modified By Admin You can use this form to edit Contribution records which have already been added to a Batch To reach this form double click a Contribution record from the Contribution Batch Detail Form ListBox control in the lower section of the form NOTE If the contribution record exists in a Batch that has been posted the contribution records cannot be edited with the Contribution Detail Edit Form unless the Batch is unposted first c Copyright 2003 2009 Helpmate Technology Solutions LLC 190 Church Helpmate 2010 7 4 Using a Check Reader to Enter Contributions The Check Reader feature of Church Helpmate provides a convenient and time saving method of entering check contributions into the database While Church Helpmate allows Contributors to be selected and identified based on their name and or envelope if applicable when processing large number of check contributions the check
245. data entry of Household and Individual records Households Section e The Default Status field specifies the default Membership Status value automatically assigned to new Households when they are initially created in the database e The Show photo sidebar checkbox controls whether or not the Photo Sidebar of the Household Detail Form is automatically shown when the Household Detail Form is opened e The Enable prompt to enter new household individuals checkbox controls whether or not the program will display the prompt after saving a new household record about adding a new individual to the new household e The Enable Postal Zip Code Lookup feature checkbox controls whether or not the Household Detail Form and Contact Detail Form utilize the Postal Code Lookup feature when entering address information When this feature is enabled the user can select a Postal Zip Code and the corresponding City and State fields will be automatically populated based on the Postal Code Lookup table For churches located in the United States this feature can be very handy by reducing data entry time and ensuring data accuracy Individuals Section e The Default Status field specifies the default Membership Status value automatically assigned to new Individuals when they are initially created in the database c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 33 e T
246. de Ref field in Tab sequence CO Remember last Pay Type and Fund Check For duplicates during entry Contributions Explorer Default Display Batch Summary B QuickBooks Quicken PeachTree Interface QuickBooks Quicken PeachTree Folder Path Other When assigning Envelope s to Households Individuals and Contacts automatically set these records as Contributors O When emailing contribution statements as PDF file attachments maintain a copy of these PDF files on this machine s hard drive The Contributions tab allows the user to specify default settings with regard to the data entry and display of Contribution records Contribution Entry Defaults Section In this section you can specify default settings related to contribution entry Contribution Batch Detail Form Use the Batch Format field to specify the default format when creating new batch records Use the Default Pmt Type field to configure the default value for the Payment Type field when entering new contribution records Use the Default Method of Selecting Contributors section to specify the default method that the user will use to identify contributors during contribution data entry Use the Display Contributors Only checkbox to set the default value of this checkbox as it appears on the Contribution Batch Detail Form Use the Enable Contributor Type prompt when entering contributions from non Contributor Types to enable disabl
247. ders Group Count Field Description This field is used to record the total count of active Small Groups that exist within your church Auto fill Logic The auto fill process will populate this field with the total number of Group records in the CH2010 database that have a Group Type setting equal to Small Group for more information on assigning Group Type values for Group records see the Group Detail Form General Tab section of Chapter 6 Groups Started This Week Field Description This field is used to record the total number of new Small Groups that were started during this week Auto fill Logic The auto fill process will populate this field with the total number of Group records in the CH2010 database that have a Group Type setting equal to Small Group AND whose Group Start Date value from the Group Detail Form is within this week s date range Groups Started Within Past 2 yrs Field Description This field is used to record the total number of newer Small Groups that exist in your church that were started within the past 2 years Auto fill Logic The auto fill process will populate this field with the total number of Group records in the CH2010 database that have a Group Type setting equal to Small Group AND whose Group Start Date value from the Group Detail Form is within the past 2 years Attendance Field Description This field is used to record the total count of Individuals who attended a Small
248. desire through our products and services to help you and your church be as effective and efficient as possible Your input and comments of this application are encouraged and appreciated Please let us know how this product has helped you and your ministry and how it could be improved to better serve you Please send us your ideas and we ll do our best to implement them into the product to benefit you and others Chapter 1 Sections Helpmate Technology Solutions License Agreement EULA Products Requirements Installation Licensing Ordering amp Registration Technical Support c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 1 Introduction 3 1 1 Helpmate Technology Solutions Company Profile HISTORY During the summer of 1996 Paul Schuster Helpmate President was presented with an opportunity from the associate pastor of his local church to design and build for them a membership database system which would encompass membership group ministry activity and participation contribution and pledge tracking and attendance tracking At the time the church was rapidly growing They had been using a well known commercial church management software CMS program but the staff was running into some real headaches and limitations with this system Thus Helpmate was originally created to meet the need of a local body of believers By the end of 1996 Paule local church was up and running on the very first ve
249. desired changes to the Household s record 4 When editing is complete click the Save button to save the changes you ve made 121 c Copyright 2003 2009 Helpmate Technology Solutions LLC 122 Church Helpmate 2010 4 7 3 Searching For A Household s Record is Using the Households Explorer 1 Activate the Households Explorer by selecting Explorer Views Households Explorer from the CH2010 top main menubar Use the TreeView control on the left hand side of the Households Explorer to display a desired filter set of Household records in the right hand side ListView control For example let s say you were searching for the Wilson Household s record You could expand the Last Name node of the Households Explorer TreeView control and then click the vwx node This will filter the Explorer s ListView control to display only Household record s whose last name begins with either V W or X Using the TreeView control to filter the ListView control s data will make locating records much easier and more manageable as the number of records in your database grows The ListView control displays Household records with basic information name address phone number etc For more detailed information about a particular Household record double click the Household name or right click it and select Open Household from the pop up menu Doing so will open the Household record using the Household Detail
250. details on the new Batch New Batch Batch Date Entry Initials TIP Batch The Batch will be automatically crested for you based on the Batch Date and Entry Initials you specify above c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 203 When you first create a Batch record it will be empty it will hold no contribution records You can then begin entering your contribution records into the Batch i e John Smith contributed 200 to the Building Fund There is no limit to the number of contributions and fund designations you can enter into the Batch A screen shot of the Church Helpmate Contribution Batch Detail form is shown below this is the form where contribution records are added to a batch ontribution Batch Detail 07262009prs Contribution Entry Select by Name or Ent Check Reader fad ig Splits Wizard For multi Fund contributions Quick Entry Fields for single Fund contributions pace Spee E Fund ch Pmt Datel7 26j2009 Envit Type Pledge Mo Jul f Yr 2009 Ref Quid Pro Qua P OPO Desc O Abe Display Contributors Only hs gf CO Auto complete based on contributor s past history Contribution Batch Detail Contributor FundName Reference Amount Angstrom Bob amp Sue Building Check 150 00 7 26 2009 0 00 Baker Robert Building Check 6 000 00 7 26 2009 0 00 Hammond Ted General Cash 80 0
251. dges Introduction Pledges Explorer Pledge Detail Form Pledge Procedures c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 8 Pledges 223 8 1 Pledges Introduction Church Helpmate utilizes Pledge records to record and track details on financial pledges promises made by Ind ividuals Households and Contacts Below are some important concepts to know about Pledge records Church Helpmate allows Pledges to be designated as coming from Individual Household or Contact records It is up to you and your church how you wish to designate pledges from each donor either by associating them with the Individual or with the Individual s Household Itis recommended to be consistent with this in order to reduce any confusion in data entry and reporting procedures For example let s say you record contributions coming from John Smith as coming from the SMITH Household but record a pledge coming from him to his Individual record John s contributions will never be applied to the pledge since the contributions are in his Household s name and the pledge is in his name consistency is important here You can define as many contribution pledge Funds as you desire see Contributions Setup Each pledge record must be designated to a specific fund Each Pledge record can span any month year duration desired in order to accommodate multi year and fiscal year pledge campaigns Church Helpmate does not require
252. dows 98 or newer Windows operating system Pentium 133MHz processor 64MB RAM 200MB free disk space Super VGA display adapter running 1024x768 screen resolution Recommended System Requirements To ensure the most efficient operation and best user experience it is recommended but not necessary that your computer meet or exceed the following recommended system requirements e Windows XP Windows Vista or Windows 7 e Pentium 4 or equivalent processor e 2GB RAM Installing Church Helpmate 2010 is a quick and simple process 1 Close any programs you currently have running and disable your antivirus software 2 Insert the Church Helpmate 2010 CD into your computer s CD drive 3 After several seconds the installation program should begin automatically NOTE If the installation program does not start automatically follow the steps below Click the Windows Start button then select Run On the Open line type _x autorun exe where x represents the letter of your CD drive Click the OK button 4 Follow the on screen instructions to proceed with the installation process 5 Atthe final completion screen you will have the option to View the ReadMe file You are encouraged to read the ReadMe file as it may contain additional information regarding the product and late breaking details not included in this startup guide or in the product s User s Manual c Copyright 2003 2009 He
253. ds The Meeting Detail Form s toolbar is shown below Meeting Detail Form 05 31 2009 Sunday Second Service BAX Aa AO A OAOAOAQA EN e A Oa G Latein Q j e Edit Meeting Delete Meeting New Meeting First Prey Next Last Help more Date 05 31 2009 Start Time Group Sunday Second Service The following is a general summary of each of the buttons and controls found in this form s toolbar Edit Meeting Will open the Meeting Edit Form where items such as the Meeting s date and Meeting Name can be modified Delete Meeting Will delete the currently displayed Meeting by sending it to the Church Helpmate recycle bin New Meeting Will create a new Meeting record First Will move the Detail Form to display the first Meeting record in the database Prev Will move the Detail Form to display the previous Meeting record in the database Next Will move the Detail Form to display the next Meeting record in the database Last Will move the Detail Form to display the last Meeting record in the database Help Will active the product s help file and display the topic associated with the displayed Detail Form More menu This menu includes the following items Meeting Attendance Report Generates an attendance report for the currently displayed Meeting Meeting Roll Call Report Opens the Roll Call Report Configurator and selects the currently displayed Meeting Open the Meetings Group Record Opens the Group that the
254. duction P Church Helpmate utilizes Connection records formerly known as Visitation records in earlier versions of Church Helpmate to record and maintain detailed information on Connections communications between Household or Individuals and the church staff Connections can be events such as phone calls letters in person meetings etc For example on Nov 8 2009 Pastor Schmidt visited the Adams household at their home to discuss their interest in becoming formal members of the church Below are some important concepts to know about Connection records A Connection record is associated with a specific date A Connection record is associated with either an Individual record or a Household record A Connection record can be recorded after or before for scheduling purposes the Connection actually takes place A Connection record can be specified as having a required Followup action The followup can have an associated date responsible person and detailed description A Connection record can have a specific purpose for example marriage counseling new visitor meeting bereavement etc Every Connection record has a status value assigned to it These status values are Closed Connection has occurred and either no followup was required or the followup has been completed Open Connection has occurred however there is still an open followup action required Scheduled Connection has not yet occurred c Copyright
255. dult Members enrolled in a Small Group of Adult Active Attenders enrolled in a Small Group of Adult Members enrolled in a Ministry Team of Adult Active Attenders enrolled in a Ministry Team of Member Households Contributing Per Capita Weekly Giving Ratio Targets Section Use this section to configure the following church health targets for your church Small Group Ratio this ratio defines the target ratio of the total number of active Small Groups to the total number of member type Individuals for example 1 Small Group for every 14 active members Staff Minimum Ratio this ratio defines the target ratio of the total full time staff count to the total Worship service attendance for example 1 full time staff member for every 125 people in Worship attendance Conversion Growth Ratio this ratio defines the target ratio of the total number of conversion type membership additions to the total number of membership additions for example 1 membership addition by conversion for every 2 membership additions c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 65 Other Targets Section Use this section to configure the following church health targets for your church Annual Membership Enrollment Growth Rate used to record your church s target annual growth rate for new membership additions of Adult Members In Attendance
256. e On this tab you will configure the Membership Status values that will be available for Household records and Individual records You can have as many or as few values as desired With each value row you can use the following 4 checkboxes to control how the CH2010 program treats each value Considered to active members of the church This checkbox is used to control which of the Membership Status values indicate formal members of the church Then any Household or Individual records that have been assigned this Membership Status value would be considered members by the Church Helpmate program This setting is very important since it is used extensively by the Church Health amp Statistics module Considered to active attenders of the church This checkbox is used to control which of the Membership Status values indicate people who actively attend the churches weekly worship services Active attenders typically include some most of your formal members as well as others who although they attend regularly have not formally joined the church This setting is very important since it is used extensively by the Church Health amp Statistics module Exclude individuals names from their Households name amp label fields Normally the Church Helpmate program will include the names of the adult individuals in a household when building the household record s Label Name amp Greeting fields There may be situations how
257. e Followup Details CT Followup Completed Completed Date Record 2 of 6 Created 07 Nov 2007 Modified 06 Dec 2007 Modified By CH2008 This tab is used to record information regarding Connection followup requirements If a Connection requires followup the information here will ensure that this action is not forgotten Followup Required Use this checkbox field to specify whether a follow up action is required for the Connection Person Responsible Use this field to specify the person performing the follow up The list of values here is configured under Connections Setup Followup Date Use this field to specify the date that the follow up should be performed by or on Followup Time Use this field to specify the time at which the follow up is scheduled if applicable Followup Details Use this field to record details about the followup actions necessary and any further details as a result of the followup Followup Completed amp Date Use these fields to denote that the Connection s follow up action has been completed TIP None of the fields on this tab are required c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 10 Connections 267 10 3 3 Connection Detail Form Notes Tab DEYE Here you could record details and notes about what was discussed There is no limit here to the amount of text that can be stored Created 07 Nov 2007 Modified 06 Dec
258. e Enhanced format option provides address amp phone info as well as recent attendance history info A Quarterly report is also available for printing 1 report for 13 weeks worth of attendance data c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 385 14 18 8 X Time Attendance Report Configurator Category All e Date Range Last Weekend X Time Start Date 10 10 2009 Individuals who have been pre dance e Default Title amp Header Options Report Title Second Time Present Attendance Report Last Weekend Sub Title All Meetings Header Text Primary Header Logo No logo e BASED ON Attendance records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate desired output for Individuals based on their X time attendance For example you can generate a report Mailing Labels amp Envelopes form letters etc to include all Individuals whose 3rd visit occurred at one of last weekend s services we ve specified X 3 in this example c Copyright 2003 2009 Helpmate Technology Solutions LLC 386 Church Helpmate 2010 14 19 Connection based Outputs The Connection based output options are provided by the Connection based report configurators These report configurators are available from the Outputs Explorer by selecting Outputs Connection Outputs from the Navigation Menu or from the top main m
259. e HTML Readable by Internet web browsers such as Microsoft Explorer and Netscape Navigator as well as by many Word processing applications such as Microsoft Word c Copyright 2003 2009 Helpmate Technology Solutions LLC 338 Church Helpmate 2010 14 8 Filtering Options Many of the Church Helpmate output configurators provide a Filter tab for you to implement filtering criteria to your report mail label form letter email and export generation Filtering allows you to limit the included records to a subset meeting some specified criteria Let s look at the Household Output Configurator as an example If you do nothing on the Filter tab of this report configurator ALL household records in the Church Helpmate database will be included when you go to generate a household directory report or any other output such as labels form letters etc This may very well not be what you want You could use the Filter tab of the report configurator to specify that you only wish to include for example Household records whose membership Status is Member or Regular Typically the Filter tab of a report configurator will provide a choice between utilizing a Simple and a Custom filter SIMPLE FILTER OPTION Let s you specify filter criteria using some basic controls as shown below gt Household Output Configurator Directory Reports Labels amp Envelopes Form Letters Email Map Statistical Repor
260. e Listing Sorted by Env Header Text Primary e Header Logo Large e Se Print Preview BASED ON Contribution records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate miscellaneous utility type reports such as a an Envelope listing report c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 371 14 17 Pledge based Outputs 2 The Pledge based output options are provided by the Pledge based report configurators These report configurators are available from the Outputs Explorer by selecting Outputs Pledge Outputs from the Navigation Menu or from the top main menubar The Memorized Pledge Outputs option is also displayed in the list This option will open the Memorized Outputs form and limit the form to showing only Pledge based Memorized Outputs Double click to Open K amp Memorized Pledge Outputs amp Pledge Report Configurator vi v Pledge Statement Configurator A Pledge Receipt Configurator 2 Pledges Utility Report Configurator The following Pledge based report configurators are provided e Pledge Report Configurator e Pledge Statement Configurator e Pledge Receipt Configurator e Pledges Utility Report Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC 372 Church Helpmate 2010 14 17 1 Pledge Receipt Configurator Kl Pledge Receipt Configurator Contributo
261. e Print button is hidden and an Undo button is provided allowing the user to exit the edit mode without saving changes c Copyright 2003 2009 Helpmate Technology Solutions LLC 294 Church Helpmate 2010 The detail section of the Church Health amp Statistics form contains the actual statistical data for each week There are many rows of data here and all do not fit vertically on the screen There is a vertical scroll bar on the right hand side of the form to enable the user to scroll through the rows of data This detail section of this form is divided into 8 sub sections These are Membership Statistics Active Attender Statistics Worship Group Statistics Sunday School Statistics Small Group Statistics Ministry Team Statistics Contribution Statistics Other Statistics c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 295 12 4 1 Church Health amp Statistics Membership Statistics The Membership Statistics portion of the Church Health amp Statistics Detail Form provides tracking for items related to the membership of church A screen shot of this section is shown below Membership Statistics Membership Enrollment Total Membership Enrollment Adults Membership Enrollment Children Member Households Members Added Total Members Added By Conversion Members Removed Adult Members In Attendance Membership Enrol
262. e Tax Deductible value shown above Revert to USA Standard Revert to Canadian Standard e Print Preview BASED ON Contribution records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate desired output for contributors who have contributed during a specified date range Can be run on all contributors or on a sub set The Email button on the Statement Reports tab allows you to quickly send each contributor their statement by email Each statement will be converted to a PDF file and then sent to the contributor s email address all in an automated fashion Statement Delivery Preference setting When generating statements Church Helpmate will display a prompt asking you whether or not you would like to use the Contributors Statement Delivery Preference settings to affect which statements are generated This Statement Delivery Preference setting is found under each Household Individual and Contact record on the corresponding Detail View forms This prompt allows you to have the Contributor Output Configurator limit the printing or emailing of statements based on each contributor s Statement Delivery Preference setting So for example when you click the Print Preview button the following prompt is displayed c Copyright 2003 2009 Helpmate Technology Solutions LLC 366 Church Helpmate 2010 Delivery Option You can limit the printing of statements for only those contributors having a
263. e etc before running the Auto fill process for a particular week otherwise the data loaded into the Church Health amp Statistics module by the Auto fill process may be incomplete NOTE Care should be taken when using the Auto fill button to populate past historical weeks data Many of the Church Health amp Statistics data fields are populated with the current data held in the CH2010 database at the time the auto fill is run For example if today is week 26 and you run the auto fill on week 2 some of the data fields would be updated with the current data in the database as it exists today not as it existed back in week 2 For example the Membership Enrollment Total field would be populated with the current number of member type Individual records found in the CH2010 database today week 26 not week 2 However data fields that are associated with a specific date such as contribution data date joined values attendance values etc will be populated with the correct data from the desired week NOTE This Auto fill button processes ie modifies ALL of the week s data fields ie the entire column of data fields If you want to run the auto fill on just 1 specific data field double click the desired field or right click the desired field and select Auto fill value from the pop up menu must be in edit mode When in edit mode the Edit button is hidden and a Save button is provided Also while in edit mode th
264. e the automatic prompt during contribution data entry When enabled this prompt will ask the user immediately after they select a non Contributor Type in the Contribution Batch Detail form if they would like the selected Household Individual or Contact to be configured as a Contributor Type Use the Enable Has Pledge Indicator checkbox to configure whether or not the Has Pledge indicator functionality is active With this checkbox checked an indicator will be displayed on the Contribution Batch Detail Form as a contributor is being selected if the selected contributor has an active pledge record Use the Include Type field in Tab sequence checkbox to control whether or not the payment Type pull down c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 37 control on the Contribution Batch Detail Form is included in the lt TAB gt key sequence during data entry If you do not typically enter a payment Type value for contribution records unchecking the checkbox will skip over this field during data entry reducing the number of steps you ll need to take Use the Include Ref field in Tab sequence checkbox to control whether or not the payment Ref pull down control on the Contribution Batch Detail Form is included in the lt TAB gt key sequence during data entry If you do not typically enter a payment Reference value for contribution records unchecking the checkbox will sk
265. e Locations Importing Data CH2010 amp Microsoft Access Purging Data 461 c Copyright 2003 2009 Helpmate Technology Solutions LLC 462 Church Helpmate 2010 19 1 Recycle Bin Church Helpmate provides a recycle bin which essentially enables you to undo record deletions when necessary It works much like the recycle bin provided within the Microsoft Windows operating system When you choose to delete a record in Church Helpmate using the Delete button from any of the Detail Forms ie Household Detail Individual Detail Group Detail etc the record is actually not deleted from the database but is instead moved to the Church Helpmate Recycle Bin The record will appear to be deleted however and will no longer be viewable from within the Church Helpmate program except through the Recycle Bin screen You can reach the Recycle Bin by selecting File Open Recycle Bin from the program s top main menubar A screenshot of the Recycle Bin is shown below z Recycle Bin ei Church Helpmate Recycle Bin Show Deleted Al Types Individuals Groups Pledges C Connections Households Contacts Contribution Batches Meeting C Reminders Deleted records Sort By Date Deleted Descending fea Date Deleted Record Type Record Description 8 11 2009 Individual Tester Peter 8 11 2009 Household Tester O 8 11 2009 Household Tester Peter 8 4 2009 Household Test O lt gt Permanently dele
266. e U S and Canada a small shipping amp handling fee may apply You can submit a request to be sent this CD through the Helpmate Technology Solutions web site www helpmate com or by calling HTS at 888 858 3247 toll free 859 384 7564 for International calls 2 Evaluating the CH2010 Product Once the you ve obtained the CH2010 CD you may install and run CH2010 for evaluation purposes Initially the you have a DEMO EVALUATION license as described in the previous section The CH2010 product will initially operate in a demo mode While in demo mode CH2010 will restrict record input to 15 Household records 40 Individual records and 15 Contact records Nearly all other aspects of the product are fully functional in demo mode c Copyright 2003 2009 Helpmate Technology Solutions LLC 10 Church Helpmate 2010 3 Placing Your Order Once you have decided to continue to use the Church Helpmate product for use in your ministry your DEMO EVALUATION license expires and you are required to obtain one of the other licenses as described in the previous section This license must be purchased You may place your order for Church Helpmate by any of the following methods PHONE 888 858 3247 toll free 859 384 7564 for International calls INTERNET www helpmate com we provide a secure order processing system FAX 859 384 1950 call our sales phone line or visit the HTS website to obtain an order form POSTAL MA
267. e and assigned a One Call Now group ID of 09 OOOO GP OO oy PEYE Dees HH j Group is full Child care available Indude Group on directory reports that show group membership details for individuals Enable attendance tracking for this group Give new individuals automatic membership to this group as they are entered into the database OWWOOS Record 15 of 37 Created 11 06 2007 Modified 12 08 200 Modified By CH2008 Only groups with an assigned OneCallNow ID will be available to deliver messages to from your One Call Now service This ID assignment is very important because it associates a Church Helpmate Group and its members with a number ID in the One Call Now service Church Helpmate will ensure that a particular ID value is assigned to only 1 Group If you attempt to assign a Group an ID that is already assigned to another Group you will receive a prompt to enter another value For convenience we ve provided a small button just to the right of the OneCallNow ID field which you can use to automatically assign the ID to the next available number c Copyright 2003 2009 Helpmate Technology Solutions LLC 418 Church Helpmate 2010 Data Upload to One Call Now As you make changes in your Church Helpmate database certain changes will be set to upload to your One Call Now database These changes include the following e Assig
268. e at www dymo com for more detail about their label printers Using the QuickLabels Feature You can activate the QuickLabel feature through any of the following methods e Households Explorer right click on the desired household then select Print QuickLabel from the right click pop up menu e Household Detail Form select QuickLabel from the more toolbar e Individuals Explorer right click on the desired Individual record then select Print QuickLabel from the right click pop up menu e Individual Detail Form select QuickLabel from the more toolbar e Contacts Explorer right click on the desired Contact record then select Print QuickLabel from the right click pop up menu e Contact Detail Form select QuickLabel from the more toolbar Activating the QuickLabel feature through any of the methods above will cause the mailing label to be printed However in order for this feature to work you must have previously selected c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 345 14 12 Household based Outputs Be The Household based output options are provided by the household based report configurators These report configurators are available from the Outputs Explorer by selecting Outputs Household Outputs from the Navigation Menu or from the top main menubar The Memorized Household Outputs option is also displayed in the list Th
269. e current record Name Lookup Will display a drop down listing of all records in the database from which the user can select a record to display c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 101 NOTE Several of these buttons are enabled disabled depending on whether or not the form is in locked or unlocked mode Form Tabs A A Cees Skala Tab Notes Tab User Defined Tab c Copyright 2003 2009 Helpmate Technology Solutions LLC 102 Church Helpmate 2010 4 6 1 Individual Detail Form General Tab gt Individual Detail Form fc D gt GE GB 6 2 DOOD COO 10 gt Edit Save m ea Pagni First Prev Next 44 a As Help more amp Angstrom Bob This form is currently LOCKED General Household Contact Info Milestones Connections Groups Attendance Notes User Defined Name Title Mr Formal Label Name Mr Robert Angstrom O Manual Nickname Bob First Robert Informal Label Name Bob Angstrom CT Manual Middle v O Use in Formal Name Formal Greeting Mr Angstrom CO Manual Last Angstrom Use in Informal Name Informal Greeting Bob Manual Suffix Use in General Name Personal Membership Status Member Active Grade Age 44 yrs School Marital Married Occupation Accountant Gender Male Employer Intuit Env t aa Security ID Contributor No Allergies Statement Delivery
270. e fund the amount etc c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 219 7 8 6 Adding A New Contribution Record p 1 Activate the Contributions Explorer by selecting Explorer Views Contributions Explorer from the Church Helpmate top main menubar 2 Select Batch Summary from the Display pull down list located in the Explorer s menubar 3 Select the appropriate value from the Year pull down list located in the Explorer s menubar 4 Double click the desired Batch record to which you d like to add the new Contribution This will open the selected Batch record in the Contribution Batch Detail form 5 Use the Contribution Entry section of the Contribution Batch Detail form to enter the new Contribution record The Contribution Batch Detail form provides 2 means to enter Contribution records For Contributions which involve multiple funds for example John contributes 100 and he wants 30 to go to the Building fund and the rest to the General fund then you d want to utilize the Splits Wizard The Splits Wizard provides a convenient method of entering in multi fund Contributions To enter a Contribution record using the Splits Wizard select the Contributor from the Contribution Batch Detail form s Contributor or Env pull down lists and then click on the Splits Wizard button Then use the Splits Wizard to split the Contribution to the appropriate Contribution funds If you
271. e participants in a Ministry Team of Member Households Contributing used to record your church s target of member type status Households who contribute financially in any 1 particular week Per Capita Weekly Giving target amount for Per Capita Giving Per Capita Giving is the total amount of non designated unrestricted contributions received divided by the total number of Individuals adults amp children present at the weekend worship services c Copyright 2003 2009 Helpmate Technology Solutions LLC 66 Church Helpmate 2010 Health amp Statistics Other TAB User Defined Field Labels Integer 1 User Defined 1 Integer 2 User Defined 2 Auto fill Attendance method Present Attendance Values Integer 3 User Defined 3 Default of Parking Spaces Available 100 Default Full time Staff Count 4 User Defined Field Labels Section Use this section to configure the labels for the user defined Church Health amp Statistics fields Other Section Use this section to configure the Avg people per car value This value is used when analyzing parking statistics in order to identify potential parking space deficiencies Auto Fill Section Use this section to configure settings related to the auto fill function of the Church Health amp Statistics module Auto fill Attendance Method this field controls how Attendance values are determined by the auto fill process If Present Attend
272. e to the next stage Pre Upgrade Checklist Church Helpmate 2010 Pre Upgrade Checklist gt X This Upgrade Utility will create a new blank Church Helpmate 2010 data file and then import into this file all of the existing data from your previous older version of Church Helpmate it will not modify your previous version s data file in any way Before proceeding with the upgrade it is important that the Following Pre Upgrade Checklist be completed 4s each item is completed check the Completed checkbox Once all 4 checklist items are completed click the Proceed with Upgrade button to proceed to the next screen IF you need assistance in completing this checklist please contact Helpmate tech support This Upgrade Utility should be used to create only one 2010 version data file For example if you have CH running on one of the computers in the church office and on another remote computer at someone s home you should run this Upgrade Utility From only one of these computers creating a single new CH2010 data file You would then use the CH2010 Backup amp Restore Feature to transfer the new CH2010 data file to the other computer You DO NOT want to run the Upgrade Utility at each location creating more than one CH2010 data File NOTE An exception to this would be If you have multiple CH data files in your previous CH version where you are managing separate and distinctly different databases for example you manage a p
273. e you information about the button An example is shown below gt Individual Detail Form 2 OR amp Go Unlock form and enable General ease Pola eee KEEN c Copyright 2003 2009 Helpmate Technology Solutions LLC 18 Church Helpmate 2010 2 2 Explorer Views What You Need To Know The Church Helpmate Explorer views are the main backbone of the program The Explorer views provide various list view and tree view structures which result in an extremely powerful visual representation of your data The Church Helpmate Explorer views function very much like the Windows Explorer provided by the Windows operating system The Windows Explorer allows you to explore and manage the folders and files on your computer s hard drive The Church Helpmate Explorer views allow you to explore and manage your church s data in a very similar manner There is a unique Explorer view for each main Church Helpmate module i e households individuals contacts etc To change the Explorer view from one module to another use the Church Helpmate Navigation Menu or use the Explorer Views menu from the top Church Helpmate Menubar The graphic below is a screen shot example of the Households Explorer view Households Explorer CU Member Names Membership Status Home Phone 1 Bob Sue Missy Bobby Nate Member Active 555 123 4567 Marvin Elizabeth Reg Attender Active 606 659 9541 Michael Jennifer
274. echnology Solutions LLC 176 Church Helpmate 2010 7 Chapter 7 Contributions Chapter 7 Sections Contributions Introduction Contributions Explorer Contribution Batch Detail Form Using a Check Reader to Enter Contributions Contribution Procedures CH2010 amp QuickBooks CH2010 amp PeachTree c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 177 7 1 Contributions Introduction H Church Helpmate utilizes Contribution records to record and maintain information on financial contributions given to the church by Individuals Households and Contacts Below are some important concepts to know about Contribution records Church Helpmate allows Contributions to be designated as coming from Individual Household or Contact records It is up to you and your church how you wish to designate contributions for each donor either by associating them with an Individual s record or with an Individual s Household record It is recommended to be consistent with this in order to reduce any confusion in data entry and reporting procedures For example let s say you record contributions coming from John Smith as coming from the SMITH Household but record a pledge coming from him to his Individual record John s contributions will never be applied to the pledge since the contributions are in his Household s name and the pledge is in his Individual name consistency
275. ecord was created Now when the NEXT Meeting is created for the Group these 2 new group members WILL be included and therefore there will be 12 Attendance records created Updating Attendance records with active Group members Although Attendance records are typically only created for active Group members at the time when the Meeting record is created as explained above Church Helpmate does provide an simple way for you to align Attendance records for a Meeting with the current active members of Meeting s Group The Update list with current active Group members button found at the bottom of the Meeting Detail Form will perform 2 actions 1 It will CREATE NEW Attendance records associated with this Meeting for all Individuals who are currently active members of the Meeting s Group but who do not currently have an Attendance record for this Meeting For example if an Individual was added to the Meeting s Group AFTER the Meeting record was created this process will create a new Attendance record for them for this Meeting 2 It will DELETE Attendance records from this Meeting for all Individuals who have an Attendance record but who are NOT currently active members of the Meeting s Group For example if an Individual was removed from the Meeting s Group AFTER the Meeting record was created this process will remove delete their Attendance record for this Meeting The Meeting Detail form contains 2 main sections Attendance Entry Sec
276. ecords it does not contain a full financial accounting system general ledger accounts payables chart of accounts payroll etc Instead we have designed the Church Helpmate system to integrate easily with Sage Software s Peachtree accounting software While many church management software companies provide their own accounting modules we feel strongly that our development of an accounting program would not benefit the majority of our clients In many ways we would be reinventing the wheel by doing so In addition though we are very skilled at software design development and support we are not accounting specialists In order to properly design develop and support a proprietary accounting program we would have to train and hire accounting specialists to assist us This would lead to increased overhead and ultimately higher costs for our current software products and services and it would drain our resources away from our core competencies The Peachtree accounting program has long been a leader in this area chosen by thousands upon thousands of businesses and non profit organizations It is a mature proven product that is used supported and maintained by accounting professionals worldwide Overview of the Church Helpmate Peachtree Integration Shown below is the 4 step process involved in the Church Helpmate Peachtree integration 1 In Church Helpmate set up and configure each contribution Fund to match the corresp
277. ed Total Worship Service Attendance Auto fill Logic The auto fill process will populate this field by taking the week s Received Non Designated value and dividing it by the week s Worship Statistics Attendance value from the Worship Group Statistics section Received From Members Field Description This field is used to record the total amount of Contributions received during this week from non member contributors A non member contributor is defined as any contributor that is not considered to be a formal member of the church Auto fill Logic The auto fill process will populate this field with the total amount of CH2010 Contribution records that exist in Batches having a Batch Date within this week s date range AND meet 1 of the 2 following conditions e The Contribution record is associated with a CH2010 Household record that has a Household based Membership Status value that is a member type value as defined in the Household Detail Form for more information on defining which Membership Status values are member type values see the Individuals Setup section of Chapter 3 OR e The Contribution record is associated with a CH2010 Individual record that has an Individual based Membership Status value that is a member type value as defined in the Individual Detail Form for more information on defining which Membership Status values are member type values see the Individuals Setup section of Chapter 3
278. ed A screen shot of the Household Output Configurator s Map tab is shown below 5 Household Output Configurator Directory Reports Labels amp Envelopes Form Letters Email Map statistical Reports Export VY Filter no fiter SC Me Satelite J pes AC Groe JA ee Tsetse J mora PE Be g Moores Hill d Sr Ne o A 1 East Fork a4 aa Cold Spring Ke Si Amaia E CWzderen Area aylor Mil East Fork MG A Hullington ca NR Ka Bethel Independence Dee Deg WY A e Bear Een Bascam if C4 Sc Claryville me Corner De Point l e e CH Isabeth Li Ee EE SR A a AS To print the map click anywhere on map with mouse then press lt Ctrl gt lt P gt on your keyboard Map Addresses c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 335 When you first view the Map tab the church s address based on the church s Physical Address set specified under User Information Setup is displayed on the map To map the addresses for the Households Individuals or Contacts pertaining to the output configurator you are using and the criteria specified on the Filter tab click the Map Addresses button Each of the corresponding addresses will be shown on the map with a pointer pushpin indicator You can using the control buttons in the upper left hand corner of the map screen to zoom in out of the map Clicking on
279. ed in and regularly participate in at least 1 Small Group Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who e Have an adult type Household Position value as defined in the Individual Detail Form e Have an active attender type Membership Status value as defined in the Individual Detail Form e Are active group members to at least 1 Small Group type Group Active group membership means that the Individual has been added to the Group and given a Group Membership Position value that indicates an active position based on the Group Membership Position under Groups Setup Enrollment Joined Field Description This field is used to record the number of Individuals who became enrolled as an active member of a Small Group during this week That is the number of Individuals who joined a Small Group this week Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who are an active member of a Small Group type Group and whose group membership assignment to this Group has a Date Joined value that exists within the date range of this week c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 307 Leaders Field Description This field is used to record the total count of Individuals who are considered to be Small Group
280. ed in the find replace process choose the 1st of the 2 options under the Specify Filtering Options section If you would the find replace process to be run on only a subset of your records choose the 2nd option You will then be able to select a Custom Filter to apply to the find replace process c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 413 Specify Filtering Options CS Indude ALL Household records in the Find Replace process Indude only a filtered subset of Household records in the Find Replace process occ D Leo aene Once you are ready to start the Find Replace process click the Process Find amp Replace button You ll be presented with a confirmation dialog box to confirm your intention Upon successful completion the following dialog box will be displayed Find Replace process has completed successfully TIP Extreme care should be taken when using the Find Replace Wizard It s actions CANNOT BE UNDONE Backing up your Church Helpmate data file prior to using the Find Replace Wizard is highly recommended c Copyright 2003 2009 Helpmate Technology Solutions LLC 414 Church Helpmate 2010 15 10 OneCallNow Upload HELPMA TE aen A Introduction One Call Now is the perfect automated calling service for any church or membership based non profit organization The One Call Now phone messaging service instantly delivers your messages to members
281. ed with all records from the data table This provides full filtering and find functions from the Detail View forms Unchecking this checkbox may improve performance when sharing a CH2010 data file with several users over a network since it reduces the amount of data having to be transmitted through the network as the Detail View form is opened TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Other computers which might be running Church Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 29 3 1 2 File amp Folder Paths Groups Contributions Pledges Attendance Reminders Z General File amp Folder Paths Color Theme 1 Households amp Individuals Data Source amp Misc Active Church Helpmate Data File C ProgramData CH2010 Folder containing your photo files C ProgramData CH2010 Photos Folder containing your MS Word QuickLetter template files C ProgramData CH2010 QuickLetterTemplates External MS Access Database Microsoft Access EXE program location External MS Access MDB file location Data Source Setup amp Misc Section The Active Church Helpmate Data File field displays the folder path and filename of the current active CH2010 data file To specify a different CH2010 da
282. eeeeee EE NEE EEN 237 New Meeting kom Eege 239 Meeting Detail Fon eessen ee ee eege Ee 240 Meeting Detail Form Individual Attendance Tab cccssssssessseeesneesseesseeessnesseeessneeeseessaesesneeseneesseeeees 242 Meeting Detail Form Manual Counts Tabb ccssscssssenssseeesseeseeeseeseeeseeseneseesneessesseesseuseneseesenesseeseesseanenesenees 246 Meeting Detail Form Notes Tab c cccssssssessseeeeneesseeeseneesseesseessneeesneesneessneeseneesaeeseneeasaeeseaeseseeeseneessneeees 248 Entering Attendance using a Barcode Scanner seccsscceeeeeeeeeeeesseeeenseeeeeseeseseaeeneeeeeseeeseseaesneeeeeneas 249 Meeting amp Attendance Procedures ccccseeeeeesseeeeeeesseeeeeeenseeeeeenseceeeeenseeeeeseaseneeeenseeeeeesaseeneneeeeeenenes 251 Viewing Meeting amp Attendance RecordS ccsccccsseessessseeseeeesnesssneeseneesenesseeesseesesneessneessnesseneesseesseneessensaneess 252 Editing A Meeting Record ccsccesesseeessneesseesseeeeseeesseeesseeeeeneessaessenesseeenaesesueeseneeseneseeneeseeeseaeeseneesnenseneeesnes 253 Adding A New Meeting Record ccsscssssseesseesssneesneessseeeseessneseseesseneesenessaeeseneeasnesseaesesnesaeneesseeseeneaseensaaeess 254 Deleting A Meeting Record 255 Entering Attendance For A Meeting Record ccssssesseeesneesseeesseesneeeseesseneeseneessnesseeeseeeeesseesseeeesnenseneesenee 256 Chapter 10 Connections 258 Connections ImtrOG Uti gee
283. eeeeneessenseaeess 130 Deleting An individual s Record ccssccsesssessseeeseeesseeesseeesneessaeeseneeseeesseeseseeeseneessnessseeseeneeseessseneesnenseneeasnes 131 Move An Individual From One Household To Another cccsssceesessseeessseeeensseeesenseeeeesssaesesssaeensnsaeeenseaeees 132 Chapter 5 Contacts 134 Contacts IMtrOGUCTION severe ege a a a aa ENEE EES EEN tease 135 Contacts Explorer Cei ierasta eaterman aane en me E a re Ea EES EEN ENEE REESEN EEN 136 Contact Detail FO M gege e e aa a a a aa Taaa aa aa sidenote aE a st See eee eee 138 Contact Detail Form General Tab ccccssssceesssseeensseeenssceeensseeeeesseesenssoeeesssaaseessaaeeesseaeeesssaeeesnsaaeeeneaaaes 140 Contact Detail Form Contact Info Tab ccsssesessseeeessseeeeessseeeessseeeeessscesenssceesesseeesessaesesssaasessnsaaeenneaeaes 142 Contact Detail Form Notes Tab ccsssccssscsesssseeeessseeeessseesesssaceeesesaeeeessaeesenssceesesscaesessaeeesssaaseasneaaeeeneaaaes 143 Contact Detail Form User Defined Tab csscccsssecesssseceessseeeesssseeeessceeenseceesenseaeeesssaesesssaaeensnsaaeesneanees 144 c Copyright 2003 2009 Helpmate Technology Solutions LLC Iil Church Helpmate 2010 Assigning amp Viewing Contact Photos Contact Brotcedures gue Viewing Contact Record Sonora e voce ea reer aaa eaa cade secedecvuceucesadeccusestesuesneseceedceudendetateytascevencecteguceecsds Edit
284. eeeens Batch Deposit Slip Configurator eiser ee eege p Sare eara aeaaea ENESE Contribution Batch Report Configurator ceccsecsscseseneseeeeeesseeseesseeseeeseesenesseeseesseeseesseuseneseeseeesseeneesseasenenenees Contribution Receipt Configurator Contributor Output Configurator r e e ee Aaa oa raa a Eaa Sa aa ER E AATE aAa Ee ea aaea Contribution Statistics Report Configurator ceccesceeesseeeeeseeesenseeseeeneeeseeseneneesseeseesseneeeeseeeseeseneseneseesensaees Contributions Report COnfiQurator r aeaaaee re aae eE Aaa or AAEE ea SEISA E S ES EA EAEE RA PAEA EEEo EEKE earen Contributions Summary Report Configurator sessssessseeesseeseeeseeseeeseesenesseeseesseeseessesenessesseesseeseesseasenesenees c Copyright 2003 2009 Helpmate Technology Solutions LLC Contents Vi Contributions Utility Report Configurator eecseeeeeseeeeeeeeeeeeeneeseeeseneseaseneneeeneessnsseesseuseneseeseeeseeeneeseeasenesaees Pledge baSed Outputs os ebe eege Pledge Receipt Configurator ssepe enini oenen edan oe areae ea aaa eaaa ayara ea eraa eae Eene ei et dat Aeaaeai Eaa AdaAda Pledge Report Configurator Pledge Statement Configurator Pledges Utility Report Configurator ecccscceeesseseeeseeseneseeeeeesseeseeseesseneseeseneseesseesseeseesseuseneseeseeeseeeseesseaseneneees Meeting A Attendance based Outputs sssnsssnssennreunneunnnunnnnunnnunnnunnnnunnnunnnunnnnunnnunnnunnnnnnnnnnnnnn nenun n
285. eek History 07 14 2009 10 13 2009 7 700 00 7 7 600 00 7 500 00 7 400 00 7 300 00 7 200 00 7 100 00 7 000 00 6 900 00 2009 wk30 2009 wk31 Weekly Contribution Totals Fund General 13 Week History 07 14 2009 10 13 2009 1 400 00 7 1 200 00 1 000 00 800 00 600 00 400 00 200 00 0 00 2009 wk30 2009 wk31 Dashboard Preferences NOTE If the Church Helpmate security system is enabled the current user must have View Dashboard Contrib Summary Charts permission in order to view the Contributions tab otherwise this tab will not be visible c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 399 Connections Tab The Connections tab shown below includes 2 ListView controls the first showing Schedule Connections and the second showing Connection Followups You can configure which of these ListView controls should be shown and or hidden and the desired timeframe for each list for example next 7 days as well as disable this tab altogether through the Dashboard Preferences screen see the Dashboard Preferences section below for more details Double clicking on any item from any of the ListView controls will open the record in the Connection Detail Form You can also print any of the lists by clicking on the Print button located next to the desired list Membership Contributions Connections Reminders
286. een shot below shows how you could search for Contacts who s name begins with ABC Quick Search Search for ABC Match Start of Field p Search Type Ce Name C Street Address C Phone C Email Address Include in Search TT Households O Individuals Contacts 6 If more than one Contact record matches your search criteria you will be shown a list of these Contacts and you can double click on the desired record to open it in the Contact Detail Form If only one Contact record meets your search criteria that Contact will be automatically opened in the Contact Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC 152 Church Helpmate 2010 5 4 4 Adding A New Contact Record Si You can begin the creation of a new Contact record in 3 ways e Contacts Explorer From the Contacts Explorer s toolbar click the New button This will open the Contact Detail Form to a new Contact record ready for your data entry When you are finished entering the Contact s data click the Contact Detail Form s Save button to save the new record e Contact Detail Form From the Contact Detail Form s toolbar click the New button This will place the form at a new blank Contact record ready for your data entry When you are finished entering the Contact s data click the Contact Detail Form s Save button to save the new record e File Menu From the Church Helpmate top mai
287. efault Title amp Header Options Header Text Primary e Header Logo No logo 3 Report Title Percentage Attendance Report Last 60 days Sub Title Individuals Present at 75 or more of Classes amp Bible Studies Meetings BASED ON Attendance records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a report listing or export of Individuals who have attended more or less than a user specified percentage of meetings within a user specified date range c Copyright 2003 2009 Helpmate Technology Solutions LLC 384 Church Helpmate 2010 14 18 7 Roll Call Report Configurator 5 Roll Call Report Configurator Create Roll call Report for a specific Meeting C Create Roll call Reports for all Meetings on a specified date For all Groups of the selected Group Folder below C Create Quarterly Roll call Report for a specific Group Group Meeting Format Simple O Include Barcode Include names of household main contacts Include birthdates O Include Security ID s Include allergy information Include special needs information Include Emergency Contact Info Include visitor write in lines Include Manual Counts write in lines Header Text Primary Header Logo Large OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a roll call report for a specific Group Meeting Report includes all possible meeting attendees and provides place to mark attendanc
288. eholds amp Individuals 107 be excluded from any bulk email processes where it would otherwise be included If your computer is Internet enabled you can use the Email button to the right of the Email field to automatically open your Email software program with the Email address already placed in the To field In the same way you can use the button to the right of the Web Site field to automatically activate your computer s Web browser with the displayed website URL web address loaded NOTE This section includes both Individual based and Household based email website fields Only Individual based fields can be modified here on the Individual Detail Form The Household based fields can only be entered modified through the Household Detail Form Emergency Contact Section This is where you can record the emergency contact information for the Individual TIP None of the fields on this tab are required fields c Copyright 2003 2009 Helpmate Technology Solutions LLC 108 Church Helpmate 2010 4 6 4 Individual Detail Form Milestones Tab gt Individual Detail Form m OAA gt G 4 Edit Saye Bales Fla inithsy First Prev Next S Si Bag Help more trom Bob Saa fi amp Angstrom This form is currently LOCKED General Household Contact Info Milestones Connections Groups Attendance Notes User Defined Milestone Date Years Comments Details Birth 01 25 1965 44 yrs Cin
289. eholds user defined date fields User Defined Checkboxes Section This is where you can assign the Households user defined checkbox fields TIP TIP TIP TIP Only the user defined fields that have been enabled through the Households Setup form will be shown on this None of the fields on this tab are required fields By User Defined we mean that the user can define the label of the data field This label is then utilized throughout the program on the various screens and reports displaying these fields The labels can be defined in Households Setup Your church may or may not have use for these user defined Household fields Discuss the possibilities with those in administrative positions in your church to see what data fields might be useful for your church to record and maintain Of course you do not have to utilize any of the user defined fields if they are not necessary for your particular situation c Copyright 2003 2009 Helpmate Technology Solutions LLC 96 Church Helpmate 2010 4 4 6 Assigning amp Viewing Household Photos In Church Helpmate you can assign a photograph to any Household record in your database by following the steps below 1 2 3 5 6 7 8 Open the desired Household record in the Household Detail Form Click the Household Detail Form s Edit button to unlock the form for editing If necessary click the Photo button from the Household Detail
290. elpmate program will not be able to locate and display the photograph All of the photo files that you want to use in conjunction with the Church Helpmate software must be located in a single folder on your computer s hard drive or another computer s shared hard drive on your network such as a file server You have complete control over the location of this folder however in order for the photo functionality in Church Helpmate to work properly the location of this photo folder must be specified in the Church Helpmate s General Program Preferences screen in the Folder containing your photo files field See screen shot below To reach this screen select Setup amp Preferences General Program Preferences from the program s top menubar the select the File amp Folder Paths tab Preferences Local Settings Groups Contributions Pledges Attendance Reminders OneCallNow Z General File amp Folder Paths Color Theme Households amp Individuals Contacts Data Source amp Misc Active Church Helpmate Data File C Helpmate CH 2010 CH2010 CH2010data mdb Folder containing your photo files C Helpmate CH 2010 CH2010 Photos Default Church Helpmate has been designed to support photo file types of bmp tif pcx jpg gif and pcd However if you run into any troubles displaying photos in Church Helpmate we suggest trying the bmp bitmap file format as it is a format that is native to the Window
291. embership Removed milestone date value that falls within the date range of this week Adult Members In Attendance Field Description This field is used to record the number of member type adult Individuals who attended any Meeting worship service small group meeting Sunday School class etc during this week Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who meeting the following criteria e They have a member type Membership Status value e They have an adult type Household Position value e They have at least 1 Present attendance value for a Meeting in the CH2010 database that occurred at some point during the week TIP The Church Health amp Statistics data fields provided here are held in a totally separate table from the data in the other CH2010 modules This means that the Church Health amp Statistics data is only changed through the Church Health amp Statistics Detail Form For example entering a new member Individual record into your CH2010 database through the Individual Detail Form will not by itself have any affect on the Church Health amp Statistics module s Membership Enrollment Total value The data fields of the Church Health amp Statistics module are modified only through the Church Health amp Statistics Detail Form either by manually entering data into the data fields provided or by using the auto fill feature
292. eminder Record 283 Adding A New Reminder Record ccsscsseesseeessneesseeseseessneeseneeeseesseneesenesseessueesenesseneessnesaeneessneeseneasseeseneess 284 Deleting A Reminder Record csssccssessnessessseessenessneessneeesneessneseeneeseeeesaesesneeseneesenesaeeeseeeeseessseeeesnenseneeeones 285 Chapter 12 Church Health amp Statistics 287 Church Health amp Statistics Introduction 2 2 2 2 2 s0ssesseeeeeeeeeeeneneneseneeeeseeesesnseseseeseseseeesessnseseen 288 Church Health amp Statistics Preparation ccseccesceseeeeeeseeeseneseesneeeeeeeesseaeseseeeeneeeeeseeseneeneeeenans 289 Church Health amp Statistics Explorer cccscccsseeceeeeeeeseeeeeeeeeeeeeeeseeseesneeeeseeessaesaneeeeneeeeessaeseneeneeeenenss 291 Church Health amp Statistics Detail Form 2 2 2 200ssssssseeeeeeeeeeseeeseseseseeeeensnsnsnenseseeseeeseesenseesesnes 292 c Copyright 2003 2009 Helpmate Technology Solutions LLC V Church Helpmate 2010 Church Health amp Statistics Membership Statistics 295 Church Health amp Statistics Active Attender Statistics 298 Church Health amp Statistics Worship Group Statistics s seususeuseurunsuneurnnrunruneurenrunnnnnnnunnunnunennunnnnnnnnnnnnenn en 300 Church Health amp Statistics Sunday School Group Statistics sssssssuseuseunenruneurenrurnnrnnnunnunnnnennunnnnennnnnnnennen 302 Church Health amp Statistics
293. ender Enrollment Total value The data fields of the Church Health amp Statistics module are modified only through the Church Health amp Statistics Detail Form either by manually entering data into the data fields provided or by using the auto fill feature TIP You can run the auto fill process on a single data field if desired without affecting any of the other data fields in the week To do so either double click in the desired field or right click the desired field and select Auto fill value from the pop up menu must be in edit mode c Copyright 2003 2009 Helpmate Technology Solutions LLC 300 Church Helpmate 2010 12 4 3 Church Health amp Statistics Worship Group Statistics SZ The Worship Group Statistics portion of the Church Health amp Statistics Detail Form provides tracking for items related to Worship Services held by your church A screen shot of this section is shown below Worship Group Statistics Group Count Attendance Enrollment First Time Attendances Group Count Field Description This field is used to record the total count of Worship Service Groups this is typically equivalent to the total number of worship services held by your church on a weekly basis For example if you church has a Saturday evening service and 2 Sunday morning services the Group Count value would equal 3 Auto fill Logic The auto fill process will populate this field with the tot
294. eneration The controls and functionality found on the Labels amp Envelopes tab are very similar regardless of which report configurator is being used A screen shot of the Household Output Configurator s Labels amp Envelopes tab is shown below c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 325 5 Household Output Configurator E Directory Reports Labels amp Envelopes Form Letters Email Map Statistical Reports Export ST Filter no fiter Label Envelope Layout Mailing Address Labels 5160 5260 5920 5960 6460 8160 8250 1 x 25 8 3 Across Font Selector Mailing Address Labels 5161 5261 5961 8161 1 x 4 2 Across Mailing Address Labels 5162 5262 5922 5962 8162 8252 1 1 3 x 4 2 Across Mailing Address Labels 5163 5263 5923 5963 8163 8253 2 x 4 2 Across Times New Roman Size 9 Envelopes Env 9 8 875 x 3 875 Envelopes Env 10 9 5 x 4 125 ALL CAPS Options Preview approx layout only T Include Country of labels to skip 0 Include Postet Barcode GN IT Include records with blank addresses Include return address FORMAL LABEL NAME ADDRESS 1 Label Formal Label Name ADDRESS 2 Sort by Household Name CITY STATE ZIP Address Set Active In the lower right hand section both a Print Preview and a Print button are provided The Print Preview button will allow you to
295. enna Individual Attendance Report Configurator Meeting Absentee Report Configurator 0 Meeting Attendance Report Configurator csesssssseneseseeesseeseesseesenesnseneseeeseessesseeeseaseneseeseeesseeseesseasenennees Meeting Statistics Report Configurator cccccsesesseseeseeseeesseeseeseeesenssaseneseeeneesseeseessenseneseesenesseeseenseaseneneaees Meeting Summary Report Configurator 0 Percentage Attendance Report Configurator 383 Roll Call Report Configurator cscceseeseseeeeeee 384 X Time Attendance Report Configurator ccscesssensecseesseeseeseneseesseeseeeseeeseaseeeseesenesenssasseeseeeseesseesenssensenenees 385 Connection based Output cccseeeceeeeeeeeeeeeeneeeeseeeeseaesaseeeeeneeeeseaessenneeeneeeessaaesaneaeeneeeeeseaeseneeeeeseeanas Connection Detail Report Configurator Connections Output Configurator sessseseeees Connections Statistics Report Configurator sscsssseceesseeesseeseessenseneseeseneseeeseesseeseeesuseneseeseeeeseeseesseasenesenees 389 Reminder based Outputs r r ss ch etic eech 390 Reminders Report Configurator cccsceccesseesseeseeesessseeseesenesensneeseeeseeeseeseneseeseneseeeseassesseneseeseneseesneesseeseensenten 391 Church Health amp Statistics based Outputs ccccccescesseeeeeeeeeseeeeeneeeeneeeesseaeseneeeeneeeeessaeseneeneeeenanss 392 Church Health amp Statistics Weekly Snapshot Report Configurator ccscss
296. ent enables multiple users to run the Church Helpmate program from their own computer allowing access to the common CH2010 data file simultaneously with other users There are 2 main categories of network systems Client Server and Peer to Peer These 2 systems are depicted in the diagrams below In either system you must choose a location for a common CH2010 data file to be shared by all computers running the Church Helpmate program The computer or server which stores the common CH2010 data file will be referred to as the CH2010 Data Server In the Client Server System the Server should be utilized as the CH2010 Data Server In the case of a Peer to Peer system any client computer can be used as the CH2010 Data Server We normally recommend selecting the client computer which will most often use the Church Helpmate program as the CH2010 Data Server in a Peer to Peer system To setup Church Helpmate to function in a Client Server system Client Server System Stores the common Ae Church Helpmate data file Server The Church Helpmate program on the Client Computers link to the Server for the Church Helpmate data file a4 Install the Church Helpmate program onto each of the client computers 2 From any of the client computers copy the CH2010 data file onto the server The default CH2010 data file filename is CH2010data mdb and it is located in the CH2010 folder on the client computer s hard drive default location is
297. ent absent at the Meeting Once the roll call report has been marked with the attendance values the barcodes on the roll call report can be scanned by the barcode scanner through the Meeting Detail Form and attendance values updated automatically The attendance barcode scanner feature of Church Helpmate has been designed and tested around the following barcode scanner Unitech MS100 4G hand held wand barcode scanner w USB interface Additional information about this barcode scanner including recommended vendors can be found on the add on s page on our website www helomate com addons NOTE Other brand amp model barcode scanners MAY work with Church Helpmate though we strongly recommend our customers utilize the barcode scanner mentioned above To Enter attendance data using the Barcode Scanner 1 The first step is to print the desired Roll Call report for the desired Meeting using the Roll Call Report Configurator Here you will want to use the option to include Barcodes on the roll call report as shown below S 5 Roll Call Report Configurator GG Create Roll call Report for a specific Meeting L Yoa CC Name x C Create Roll call Reports for all Meetings on a specified date For all Your Church Somewhere TX AChrist centered church with a Christ cei Groups of the selected Group Folder below Meeting Roll Call Report C Create Quarterly Roll call Report for a specific Group 01 11 2009 Children s Sunday School Attendan
298. ents and automatically assign consecutive number values based on a user specified Starting Options Assign s to Contributor Type Household records Assign s to Contributor Type Individual records Assign s to Contributor Type Contact records Starting 1 To use this tool use the 3 checkboxes found in the Options section of the form to indicate whether or not Household Individual and or Contact records should be included in the assignment Only Contributor Type records will be included in the assignment Therefore make certain that you have correctly setup each of your Household Individual and Contact records to indicate this The Starting field allows you to specify a starting envelope number The Assign button to perform the Envelope number assignments TIP If necessary you can modify the assignments made by this tool by editing the Env field manually for the desired Household Individual or Contact record through the appropriate Detail form TIP The env auto assignment starts assigning env s consecutively beginning at the value indicated by the Starting value c Copyright 2003 2009 Helpmate Technology Solutions LLC 412 Church Helpmate 2010 15 9 Find Replace Wizard To reach the Find Replace Wizard tool select Tools Find Replace Wizard from the program s top main menubar This tool will enable you to perform global mass updates on your Church Helpmate data with a
299. enubar The Memorized Connection Outputs option is also displayed in the list This option will open the Memorized Outputs form and limit the form to showing only Connection based Memorized Outputs Double click to Open w Pe Memorized Connection Outputs 5 Connections Output Configurator 2 Connection Detail Report Configurator Pe Connections Statistics Report The following Connection based report configurators are provided e Connection Detail Report Configurator e Connections Report Configurator e Connections Statistics Report Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 14 19 1 Connection Detail Report Configurator gt J Connection Detail Report Configurator ConnectID 2146328471 Header Text Primary Header Logo No logo 7 BASED ON Connection records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a detail report of a specific Connection record 387 c Copyright 2003 2009 Helpmate Technology Solutions LLC 388 Church Helpmate 2010 14 19 2 Connections Output Configurator Report Title Connection Report Grouped by Date Sorted by Toi Display Options Font Selector O Date Time M Connection Status O Household Directions M To M Method CO Household Address By Purpose Home Phone Location CO Household Email Address O Connection Notes CO Ho
300. eport configurators In the lower right hand section both a Print Preview and a Print button are c Copyright 2003 2009 Helpmate Technology Solutions LLC 322 Church Helpmate 2010 provided The Print Preview button will allow you to preview the report on screen before sending to the printer while the Print button allows you to send the report directly to your computer s default printer c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 323 Print Preview Toolbar When using the Print Preview option the report will be generated and displayed on screen In the Print Preview window a top header toolbar is provided giving you additional options This toolbar is displayed below Close print preview Send to printer Convert to PDF file Page view controls pi report as PDF file ES setup options EJ close Report Print ven PDF 7 EmailPDF Page Setup 2 38 3 Wy Q Zoom Fit e UO Send to MS Word d Send to MS Excel Zoom controls Send to Notepad Send other Memorized Outputs Most of the Church Helpmate output configurators have the ability to memorize your settings so that you can quickly recall a report and re run it in the future without having to remember any of your settings or even which output configurator is used For more information on Memorized Outputs see the Memorized Outputs section of this chapter TI
301. er as shown on the following page m z Church Checking Account LL lz ZS Goto en Print g Edit Transaction QuickReport G Download Bank Statement Payee B Deposit Type 06 29 2008 Blog Juzaug Contribution Import we fPyment S feao f 8 230 00 dbe fas La Batch 06292008mbo Ct CC fh Contribution Income Building 6 300 00 Batch 06292008mbp CH2010 Contribution Import Contribution Income General 1 780 00 Batch 06292008mbp CH2010 Contribution Import Contribution Income Missions 150 00 Batch 06292008mbp CH2010 Contribution Import Ending balance 8 230 00 E iine Sortby Date Type Number v Restore As you can see from the example above the contribution fund totals are handled in QuickBooks as splits to a single deposit transaction The deposit transaction is identified as a CH2010 Contribution Import and the Church Helpmate Batch is included in the deposit transaction s memo line The date of the deposit transaction will be the date of the Batch record If this is not the desired date it can be easily modified in the QuickBooks register The contribution funds that you ve setup in Church Helpmate i e General Offerings Building Missions etc should be represented in QuickBooks as Income accounts If your Church Helpmate exported IIF file contains contributions to a Fund that does not already exist in QuickBooks as an Income account an Income account will be automatically created
302. er computers which might be running Church Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC 32 Church Helpmate 2010 Households amp Individuals Preferences Local Settings Groups Contributions Pledges Attendance Reminders OneCallNow Z General File amp Folder Paths Color Theme Households amp Individuals Contacts Households Default Status Visitor Active Show photo sidebar by default when opening Household Detail Form Enable prompt to enter new household individuals after saving new household Enable Postal Zip Code Lookup feature Individuals Default Status Use Household s Status O Show photo sidebar by default when opening Individual Detail Form Default Household Position assignment when creating new Individual records ist Individual in Household Adult Main Contact Primary 2nd Individual in Household Adult Main Contact Secondary Additional Individuals in Household Child Enable duplicate name checking as new individuals are being entered in the database When changing an Individual s Membership Status value From an active value to an inactive value display prompt with option to have Individual removed From all Groups that they are a member of The Households amp Individuals tab allows the user to specify default settings with regard to the
303. er money management software packages Simply choose the Quicken QIF file option during the Church Helpmate export process rather than the IIF file option NOTE The 2004 and newer versions of Quicken no longer support the QIF import function this was a feature that was removed by Intuit in the 2004 version of Quicken If your accounting software package does not support either the IIF or QIF file formats then you will need to enter the Batch fund summary totals into your accounting software manually Really this is very simple When you are finished with a Church Helpmate contribution Batch generate a Batch summary report This will display the summary totals of the Batch grouped by funds for example 7512 towards the Building Fund 5560 towards the Missions fund etc In your accounting software you would then enter a deposit transaction for each of the funds listed on this report and their summary totals The number of manual entries necessary would therefore be the c Copyright 2003 2009 Helpmate Technology Solutions LLC 200 Church Helpmate 2010 number of funds contributed to in the Batch For an average church this would entail only a half dozen or so entries to process in your accounting package each week Q Aren t there advantages to having an all in one church management software system that contains both a membership AND an accounting module A Yes and no An all in one system would essenti
304. er the year as 9999 for example 11 14 9999 Church Helpmate will recognize this as a date where the year is not known The first 6 milestones Birth Wedding Membership Added Membership Removed Date of 1st Attendance and Deceased are pre defined in the Church Helpmate system The remaining 10 milestones are user definable meaning that the user can specify the label for the milestone The user defined labels for these milestones will then be utilized in the various screens and reports where the milestone information is displayed You can enable and configure these user defined milestones through the User Defined Fields tab of the Individuals Setup screen TIP There are a total of 10 possible user definable milestone fields on this screen However only the user defined milestone fields that have been enabled through the Individuals Setup Form will be shown on this screen c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals TIP None of the fields on this tab are required fields 109 c Copyright 2003 2009 Helpmate Technology Solutions LLC 110 4 6 5 Church Helpmate 2010 Individual Detail Form Connections Tab General Household Contact Info Milestones Connections Groups Attendance Notes User Defined P 10 6 2008 gt Blanchard Marvin amp Elizabe Bob Angstrom Genera In Person Meeting Open n 8 12 2009 Aa
305. eria on the date field based on a specific date value ie Nov 30 2009 or you may choose to base the criteria on a dynamic date or date range such as Last Weekend Next Month Today etc To utilize a dynamic date range select Dynamic Date Range from the Operator pull down control available when working with date type fields c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 409 15 6 Grade Auto Promoter To reach the Grade Auto Promoter select Tools Grade Auto Promoter from the program s top main menubar The Grade Auto Promoter enables you to automatically have the Grade Level values for your Individual records promoted advanced to the next highest level You can use the Individuals Setup form to manage the various Grade Levels ie set the names and ordering of Grade Levels Brae At roe B Grade Auto Promoter To automatically promote each individual s Grade level to the next higher Grade level dick the Promote button below Individuals who are currently at the highest Grade level will have their Grade level field deared during this process NOTE This process CANNOT be undone TIP Individuals who are currently at the highest Grade Level will have their Grade Level field cleared during this process TIP The Auto Promote process cannot be undone TIP If you are using the Church Helpmate Group s module to track grade levels as opposed to the Grade Level field
306. ering in a Contact named James just type in james for the first name without worrying about capitalizing the j CH2010 will automatically convert your entry to James once you move to another field on the form or save the record c Copyright 2003 2009 Helpmate Technology Solutions LLC 142 Church Helpmate 2010 5 3 2 Contact Detail Form Contact Info Tab amp Contact Detail Form to e ze P f gt AMODIOA eil PF QOOCL Be QOCA HE Edit First Prev Next Find Photo Help more ec This form is currently LOCKED General Contact Info Notes User Defined Mailing Address Phone Address1 900 Main St Address2 Suite 105 City Out There State TX Zip 99999 H Country USA g Private Phone 1 555 999 1234 Phone 999 555 1324 Fax Cell Ph 555 999 5678 u OD Private Pager CT Private H Carrier Route e Internet Email jfranxman franxmanassociates net ma o Private Never send bulk email Web Site www franxmanassociates net Record 4 of 12 Created 06 Nov 2007 Last Modified 07 Nov 2007 Last Modified By CH2008 Filter Off Last Contrib Mailing Address Section This is where you record the Contact s postal address information If your computer is connected to the Internet you can use the Show Map button to activate our built in interface with Google s Internet web site to provide online mapping of the current Contact s address Phone Se
307. ership Position Participant The Groups tab allows the user to specify default settings with regard to the data entry of Group records e Use the Default Membership Position field to specify the default value for the Position role field when adding individuals to a Group NOTE This Membership Position refers to the membership position or role for an individual in a particular Group and is not the same as the individual s church Membership Status field TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Other computers which might be running Church Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC 36 Church Helpmate 2010 3 1 7 Contributions y Preferences Local Settings Z General File amp Folder Paths Color Theme Households amp Individuals Contacts i Pledges Attendance Reminders OneCallNow Groups Contribution Batch Detail Form Batch Format Date Entry Initials Display Contributors Only Default Pmt Type Check Enable Contributor Type prompt when entering contributions From non Contributor Types Default Method of Selecting Contributors Enable Has Pledge indicator Name C Envelope Check Reader Include Type field in Tab sequence Inclu
308. ervices section of our website or call our toll free sales line at 888 858 3247 Questions amp Answers Q read in the Church Helpmate 2010 literature that it has a built in Import Utility to import my existing data If this is true why do need to hire you to handle the data transfer if this functionality is built into the program A Church Helpmate 2010 has the built in ability to import household and individual information provided that the following are true e Your source data file is in Comma Separated Variable CSV file format e Your source CSV data file has its field rows arranged exactly as required by the Church Helpmate 2010 import routine see Importing Data for more details The import functionality of the Church Helpmate 2010 is not able to automatically associate the imported Individual records with their corresponding imported Household records This assignment matching Individual records with their Household record must be done manually for each imported Individual record So the answer to the question is yes the Church Helpmate program does have the built in capability to import data from external files However depending on your particular situation you could spend many many hours just getting your data files into a format that will be usable by the import function of Church Helpmate Then add to that the requirement of manually assigning imported Individual records to their imported Household record and you can
309. es O User Defined Text Fields O Incl Private O Incl Private O User Defined CheckBox Fields Other Options Display Filter Details on Report Display section header at the beginning of each letter 4 B C etc Display page footer O Force page break at the beginning of letter sections 4 B C etc M Display record count in Footer Header Text Primary Header Logo No logo BASED ON Contact records OUTPUT OPTIONS GENERAL DESCRIPTION Used to generate desired output for Contact records Allows for filtering to include only a subset of Contact records c Copyright 2003 2009 Helpmate Technology Solutions LLC 356 Church Helpmate 2010 14 14 2 Contacts Profile Report Configurator Contact Profile Report Configurator Save Settings on Exit Specific Contact X Delaplane Industries e Contribution Summary Do Not Include Contribution Data All Contributions Contributions from Pledges Do Not Include Pledge Data Include Pledges Header Text Primary ei Header Logo Small e oe Print Preview BASED ON Contact records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate detailed printed reports on 1 or more Contact records Report includes all data fields associated with Contact records Also allows options to include the Contact s Contribution and Pledge records c Copyright 2003 2009 Helpmate Technology Solutions LLC Ch
310. esent Attendance Values If this method is chosen the auto fill logic will populate the Attendance field with the total number of Individuals who have been marked Present in the Meeting Detail Form for at least 1 Sunday School Meeting that occurred during the week Only Meetings that are based on Sunday School Class type Groups will be included in this count Meeting Head count Values f this method is chosen the auto fill logic will populate the Attendance field with sum of the Total Head count field values located on the Manual Counts tab of the Meeting Detail form for Sunday School Meetings that occurred during the week Only Meetings that are based on Sunday School Class type Groups will be included in this count Enrollment Total Field Description This field is used to record the total count of Individuals who are enrolled in and regularly attend at least 1 Sunday School class Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who are active group members to at least 1 Sunday School Class type Group Active group membership means that the Individual has been added to the Group and given a Group Membership Position c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 303 value that indicates an active position based on the Group Membership Position under Groups Setup Enrollmen
311. esseeeeeeeeeseeeseseeeeenseeeseaeseeseeeeneeaessaaesaaeeeenseaeessaeseaeeneeseeaeas 3 License Agreemenl ee Ee Zeie aea dee AA D eg Ce EASE EAA ra ed 4 Product Re uirementS 22 c 05ceedscccteecdccncecenesecteceeezceteecesscettecesccbetecesecudesneccetiveednbetesseGutterescustieevenctuerrescctee 7 mMstalatom egene E AE AAE E 8 Licensing Ordering amp Registration ssssnsseunsenneennnnunnnunnnnnnnnunnnunnnnnnnnunnnunnnunnnnunnnnnnnunnnnunnnnnnnnnnnnnn nnmnnn 9 RETTEN 11 Chapter 2 Quick Start 13 General Concepts What You Need To KNOW u ccccesceceseeeeeeeeeeeeeeeeneeeeneeeeeeaeseneeeenseeeeseesaseaeeneeeeeneas 14 Explorer Views What You Need To KNOW ccssccccceeeeeeeeeseeeeeeenseeeseeenseaeeeeesneaeeeenseaeeesenseeeeeesseeeeeeenss 18 Detail Views What You Need To KNOW sccccecseeceeeeeeeeeeeeseeeeeeenseeeseeenseeeseensneaeeeenseaeseeenseeeeeenseeeeeeenss 19 Sample Data Set R E 22 Configuring For Your Organization cccesccesseeeeeeeeeeeeee seen eeeeeeeeeaeeeaneeeenseeeeeaeseseeeenseeeeseesaseaeeneeeeeneas 23 Chapter 3 Setup amp Preferences 25 General Program Preferences s sssesseesseesseeeseeesseeeseeeseeessnensnenseeesanesauenseeesanedsnenseeesanesanenanensanenanes 26 Le C DEE 27 File amp Folder E 29 C lor TE 31 Households amp Individual cccscsssssseesneesseesseesseeeesseesseeessneessnessneseenseseessaeeesneesenesesneeesneesaeseseeeseeeesessenens 32 LC CS 34 Groupe
312. ever when you might wish to exclude an adult s name from their household s automatic Label Name amp Greeting fields For example there may be a husband and wife in a household where the wife is a member of the church but the husband does not attend at all By assigning the husband s Individual record to a Membership Status that has this checkbox checked you would in effect exclude his name from the Household s Label Name amp Greeting fields Ghost gray out individuals names in Explorer Views For certain Membership Status values that represent a non active relationship between the church and the Individual you could use this checkbox to have these type of Individuals and Households grayed out or ghosted when they are listed in the Household Explorer and Individuals Explorer This allows the user to see clearly which records are inactive c Copyright 2003 2009 Helpmate Technology Solutions LLC 50 Church Helpmate 2010 There is also a symbol field provided for each Membership Status value This symbol can be displayed on directory reports next to Individuals names to indicate their Membership Status value in a compact manner Use the New button to add a new Membership Status value Use the Delete button to delete a value only values that are not in use may be deleted TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyrig
313. ew value to be added This is helpful because it allows you to enter in new values on the fly during your normal data entry process TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC 78 Church Helpmate 2010 3 15 Regional Settings KR To reach the Regional Settings Setup screen select Setup amp Preferences Regional Settings from the Church Helpmate main menubar Setup Regional Settings Address Label Definitions City City State State Zip Postal Code Zip Date Format Desired Format mmjdd yyyy Phone Input Format Desired Format A4 20422 The settings found on the Regional Setting screen allow the user to configure the Church Helpmate product to conform to their regional formatting and display of various data For example in the U S the term Zip Code is utilized In Canada the term Postal Code is used instead TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 79 3 16 Network Multi User Setup Church Helpmate can be used in a stand alone single computer environment or in a networked multi computer environment Using Church Helpmate in a multi computer environm
314. f operating in Household Mode The Household Mode is active when the Meeting Detail Form s Household Mode checkbox is checked When in Household Mode the pull down list in the Attendance Entry section is changed from a listing of Individuals to a listing of Households The buttons in the Attendance Entry section will set attendance values for all Household member Individuals of the selected Household who have attendance records in the ListView control To enter attendance using a barcode reader see the following topic Entering Attendance using a Barcode Scanner TIP For fastest data entry use your keyboard s Tab key to navigate between the data fields and buttons in the Attendance Entry section To activate a highlighted button press the Enter key To open expand a pull down list from the keyboard press the Alt key and Down Arrow key together when the pull down list is highlighted is the active control Use the arrow keys to move between items in the pull down list s list Use the Enter key to select the highlighted value from a pull down list c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 258 Church Helpmate 2010 10 Chapter 10 Connections Chapter 10 Sections Connections Introduction Connections Explorer Connection Detail Form Connection Procedures c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 10 Connections 259 10 1 Connections Intro
315. f the Contributor s check will automatically identify them as the corresponding Contributor In addition to automatically identifying the Contributor after a check is scanned the Type field is automatically set to Check and the Ref field is populated with the check read off of the check The user must then choose the desired Fund distribution and Amount and optionally the Pay Date For more information regarding using the Check Reader option please see the following topic Using a Check Reader to Enter Contributions Entering the Contribution Details Once the Contributor has been selected you may proceed with entering the details about their contribution The Contribution Batch Detail form provides 2 means to enter Contribution records based on whether the contribution being entered is a single fund or multi fund contribution c Copyright 2003 2009 Helpmate Technology Solutions LLC 184 Church Helpmate 2010 Single Fund Contributions Quick Entry Fields If you are entering a simple single fund Contribution record for example Mary contributes 300 to the Building fund then you can utilize the Quick Entry Fields of the Contribution Batch Detail form Just select the contributor from the Contributor or Env pull down lists and then tab over to the Quick Entry Fields When you are finished and ready to save the Contribution record click the Enter button Multi Fund Contributions Splits Wizard
316. facturer who must also handle the complex and demanding issues associated with designing developing and supporting a proprietary accounting software system e Anindustry leading accounting software system that requires very little accounting knowledge yet is powerful enough to handle demanding needs of thousands of businesses and non profit organizations worldwide e In many churches today a volunteer or other individual who is remote from the church office handles the accounting system Utilizing separate membership Church Helpmate and accounting QuickBooks systems supports this distributed system For example the church secretary who enters the Church Helpmate contribution data at the church office can easily email or deliver the Church Helpmate contribution export files IIF files to their treasurer who maintains the church s financial records in QuickBooks from their home office e Reduces chance of error by automating the contribution deposit process into QuickBooks potentially saving many hours of tedious error locating procedures Questions amp Answers Q As a church was told that need a fund accounting system and that QuickBooks was not a fund accounting program Is this true A As a church you undoubtedly have several funds that you keep track of for example your Building fund your Missions fund your General Operating fund etc In most cases you do not have a separate bank account i e
317. fund falls under This is used for the QuickBooks IIF export function c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 61 TIP A fund cannot be deleted if there are Contribution records associated with the fund In this case you would need to either first delete the Contribution records made to the fund or move the Contribution records to another fund TIP Care should be taken when renaming an existing fund name Renaming a fund which has existing Contribution records associated with it will change the fund name for all of these existing Contributions made to that fund For example let s say on Monday you had a fund named General and you entered in 10 Contribution records and assigned them to this fund Then on Tuesday you renamed this fund to the Building Fund The 10 Contribution records you entered on Monday now appear on the screen and in reports to be assigned to the Building Fund To prevent this confusion you should typically always create new fund records when introducing a new fund rather than renaming an existing one TIP If you are using the Church Helpmate QuickBooks export import functionality you ll need to be certain that the spelling of your Church Helpmate funds matches the spelling of your associated income accounts in QuickBooks TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file CHECK READER
318. g Attender Drop Out v Reg Attender Drop Out wl m Other Show Active Member Count Show Active Attender Count c Copyright 2003 2009 Helpmate Technology Solutions LLC 402 Church Helpmate 2010 15 2 Quick Search The Church Helpmate Quick Search feature is a great way to quickly find Household Individual and or Contact records in your database You can open the Quick Search tool using the following methods Select Tools Quick Search from the program s top main menubar Press the lt F12 gt button on your keyboard Click the Quick Start button on the program s top main menubar Quick Search Search For Match Start of Field Search Type Ce Name C Street Address C Phone C Email Address Include in Search CO Households Individuals Contacts To use the Quick Search feature Open the Quick Search screen using one of the methods above Enter the search phrase that you want to find in the Search for field Select the desired match mode for your search using the Match control Available options for Match are Exact Match Start of Field End of Field and Any Part of Field Use the Search Type option control to select which type of field you want to search in Use the Include in Search checkboxes to control which type of records you want to include in your search Click the Search button oof on If
319. g Data Church Helpmate provides an mport Utility to import Household Individual and Contact data records from external text files This Import Utility can be accessed from the Church Helpmate 2010 program group under the Windows Start button Start All Programs Church Helpmate 2010 Utilities Import Utility The Import Utility consists of a single form interface which is displayed below Church Helpmate Import Utility CH2010 Data File to Import data into C ProgramData CH2010 CH2010Data mdb Households Individuals Contacts Groups Locate File To Import Household Data From The Import Utility form includes 4 separate tabs for each of the 4 import areas Households Individuals Contacts and Groups This Import Utility requires that your source file the file containing the data you wish to import into Church Helpmate be in a specific data format and file format Required File Format The required file format is Comma Separated Variable more commonly known as simply CSV Files of this type have a csv file extension The data fields in a CSV file are separated by comma s hence the name CSV files can be generated from most database and spreadsheet applications such as Access FoxPro Paradox Excel Lotus 123 and many more Refer to your database or spreadsheet application s literature for generating a file in CSV format Required Data Format In addition to the required file format CSV t
320. g G erd M Display section header at the beginning of each letter 4 B C etc O Force page break at the beginning of letter sections 4 B C etc Header Text Primary e Header Logo No logo e OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate desired output for Individual records based on their Group Membership to a particular Group Allows for filtering to include only a subset of Group members c Copyright 2003 2009 Helpmate Technology Solutions LLC 360 Church Helpmate 2010 14 15 2 Groups Utility Report Configurator Individuals With No Membership to Group Category Group Structure OneCallNow GroupID List OneCallNow Roster Report Title Empty Groups Header Text Primary e Header Logo Ho logo CH BASED ON Group and Group Membership records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate utility type reports such as a report of all Individuals that have no membership to a particular Group category c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 361 14 16 Contribution based Outputs Ar The Contribution based output options are provided by the Contribution based report configurators These report configurators are available from the Outputs Explorer by selecting Outputs Contribution Outputs from the Navigation Menu or from the top main menubar The Memorized Contribution Outpu
321. ges that have been made in the different data files are synchronized or merged into a single inclusive data file This feature is great for allowing for instance your treasurer to enter contributions from home and then synchronize the information periodically daily weekly monthly etc with the main data file at the church office There are many other useful examples as well This data file synchronization capability is a feature that is built into the Church Helpmate software According to a recent survey about 1 3 of our Church Helpmate customers currently utilize it For more information about this feature please see Chapter 16 of the Church Helpmate user s manual and or help system OPTION 2 Remote Access Software There are several companies today that offer what is generally known as remote access software These products allow you to gain access to your office computer from any Internet enabled computer For example you could very easily connect to your office computer from home from the library or from any computer connected to the Internet This software allows you to do more than just connect to the office computer Rather it actually allows you to see and use your office computer just as though you were sitting right in front of it Your remote computer s i e your home computer s monitor screen will look just like your office computer s monitor screen Essentially it s like having REALLY long cables for your moni
322. ges that have been made to the record and will place the form into locked mode Cancel Will cancel discard current changes that have been made to the record and will place the form back into locked mode Delete Will delete the current record by sending it to the Church Helpmate recycle bin New Will create a new record Clone Will copy the current Group record and members to a new Group record First Will move the Detail Form to display the first record in the database Prev Will move the Detail Form to display the previous record in the database Next Will move the Detail Form to display the next record in the database Last Will move the Detail Form to display the last record in the database Find Will open the Find dialog box to assist with searching for specific records based on user specified criteria Help Will active the product s help file and display the topic associated with the displayed Detail Form More menu This menu includes the following items Group Membership Output Configurator Activates the Group Membership Output Configurator to generate outputs for the current Group Group Profile Report Generates a profile report for the currently displayed record Group Lookup Will display a drop down listing of all Group records in the database from which the user can select a Group to display c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 6 Group Membership 161 NOTE Se
323. h Blanchard O Manual ormal Label Name Elizabeth Blanchard O Manual Formal Greeting Mrs Blanchard O Manual Informal Greeting Elizabeth O Manual Grade l c Copyright 2003 2009 Helpmate Technology Solutions LLC 118 Church Helpmate 2010 IMPORTANT NOTES e When assigning a photo to an Individual record the Church Helpmate database only stores a link to the photo file it does not import the actual photograph into the Church Helpmate database Therefore once a photo file has been assigned to an Individual record the actual photo file must remain in its original location otherwise the Church Helpmate program will not be able to locate and display the photograph All of the photo files that you want to use in conjunction with the Church Helpmate software must be located in a single folder on your computer s hard drive or another computer s shared hard drive on your network such as a file server You have complete control over the location of this folder however in order for the photo functionality in Church Helpmate to work properly the location of this photo folder must be specified in the Church Helpmate s General Program Preferences screen in the Folder containing your photo files field See screen shot below To reach this screen select Setup amp Preferences General Program Preferences from the program s top menubar the select the File amp Folder Paths tab
324. h Helpmate 2010 12 4 8 Church Health amp Statistics Other Statistics SZ The Other Statistics portion of the Church Health amp Statistics Detail Form provides tracking for additional miscellaneous items A screen shot of this section is shown below Other Statistics of Parking Spaces Available of Cars Parked Full Time Staff Count User Defined 1 User Defined 2 User Defined 3 of Parking Spaces Available Field Description This field is used to record the current total count of available parking spaces Auto fill Logic The auto fill process will populate this field with the Default of Parking Spaces Available value as defined in the Church Health amp Statistics Setup form of Cars Parked Field Description This field is used to record the highest number of vehicles that were parked on the church s property at any one time during this week Auto fill Logic The auto fill process will populate this field by calculating the sum of the Vehicle Count field on the Manual Counts tab of the Meeting Detail Form of all Meeting records that occurred during this week Full time Staff Count Field Description This field is used to record the current total number of people who are employed in a full time position by the church Auto fill Logic The auto fill process will populate this field with the Default Full time Staff Count value as defined in the Church Health amp Statistics Setup form
325. h for a specific value in one of the data fields on the form To use this feature place the cursor in the desired data field on the form click the Find button or press lt Ctrl gt lt F gt on your keyboard and specify the find parameters Example Let s suppose you wanted to search through your Contact records to find all of the records that have a first name of John To do so you would click your mouse in the First Name field to place the cursor in this data field You would then click the Find button to open the Find dialog box and you would type John into the Find What parameter Then click the Find Next button The program will search through your Contact records and locate the first record that has a first name value of John The Find dialog box will remain open allowing you to use the Find Next button to locate additional Contact records that meet this criteria Using the Quick Search feature i e bh From the top menubar click Quick Search Specify the text that you d like to search for in the Search For field Set the Match pull down to the desired value i e Exact Match Start of Field etc Set the Search Type option to the indicate the field s that you are searching on i e Name Address Phone etc c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 151 5 Make sure the Contacts checkbox is checked and then click the Search button The scr
326. h of the 2 different values is the correct value Unfortunately using the Conflict Viewer is a manual process that will require you to review and correct every conflict that exists However this method provides you the ability to see the detail for each conflict so that you can make your own best decision for resolution Microsoft Replication Conflict Viewer ox Database CH2010Data mdb Select a table then click view to see its conflicts Tables in CH2010Data mdb with conflicts A screen shot of the Conflict Viewer is shown above To resolve the conflict s in each table shown highlight the desired table and then click the View button Doing so will open a screen that displays details about each conflict see screen shot below Microsoft Replication Conflict Viewer tbIHOUSE OI Reason for conflict Show Fields Updatefupdate conflict Another replica also updated this Show only fields with conflicts record This record lost the conflict Either resubmit your c update or delete this conflict record Show all fields Existing Data and Conflicting Data e Keep existing data C Overwrite with conflicting data Keep revised data C Overwrite with revised data House 164838801 164838801 HouseFullName The ADAMS1 Household The ADAMS2 Household HouseLastName Japan ADAMS2 s_GUID 20C47587 CBD8 41CA 9903 53A9 20C47587 CBDS 41CA 9903 53A9 Log the details of this conflict For later reference Conflict 1 of
327. he Show photo sidebar checkbox controls whether or not the Photo Sidebar of the Individual Detail Form is automatically shown when the Individual Detail Form is opened e The Default Household Position assignment section controls the default Household Position value given to Individuals as they are added to a Household e The Enable duplicate name checking checkbox controls whether or not a duplicate name check process will run as the user is entering data into the name fields on the Individual Detail Form Normally this feature should be enabled to assist with preventing duplicate individuals from being entered into the database On older computers and very large databases this check can potentially slow down the data entry process as the user many have to wait for the process to complete before proceeding with the entry of an individual In this case the user can disable this process by unchecking the Enable checkbox e The When changing an Individual s Membership Status value from an active value to an inactive value checkbox controls whether or not the program will prompt the user about whether they d like to have the individual automatically removed from all Groups if the individual s Membership Status value is being changed from an active to an inactive value TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Other computers which might be running Chu
328. he Contribution Batch Detail form s ListBox control and select Edit from the pop up menu This will open the Contribution Detail Edit dialog box Here you can edit the contributor the reference the fund the amount etc NOTE Editing of the Batch s information or editing of any contributions within the Batch cannot be done if the Batch is Posted If a Posted Batch must be modified it must be Unposted first c Copyright 2003 2009 Helpmate Technology Solutions LLC 216 Church Helpmate 2010 7 8 3 Adding A New Contribution Batch You can begin the creation of a new Contribution Batch in 3 ways e Contributions Explorer From the Contributions Explorer s toolbar click the New button This will open the New Batch dialog box Here you can enter in the basic information about the Batch record Date initials of the data entry person etc only the Date value is required e Contribution Batch Detail Form From the Contribution Batch Detail Form s toolbar click the New Batch button This will open the New Batch dialog box Here you can enter in the basic information about the Batch record Date initials of the data entry person etc only the Date value is required e File Menu From the Church Helpmate top main menubar select File New Contribution Batch This will open the New Batch dialog box Here you can enter in the basic information about the Batch record Date initials of the data entry person
329. he Import Utility also requires the data in the file to be organized in a certain fashion Essentially this requirement states that the data fields have to be ina particular order as outlined If data for a particular field is blank it must still be represented by including a comma as a placeholder For details see Households Import File Requirements Individuals Import File Requirements Contacts Import File Requirements Group Import File Requirements TIP Helpmate Technology Solutions specializes in assisting our clients with transferring their existing data whatever format it may be in into our products The fees involved for these services are typically much less than you might expect Contact us today for a no cost no obligation quotation for our data transfer services c Copyright 2003 2009 Helpmate Technology Solutions LLC 466 Church Helpmate 2010 19 3 1 Households Import File Requirements Before being able to import Household records from a source text file using the Import Utility the file must meet the format requirements shown below Failure to format the source file in the required format will likely result in errors during the import process and could jeopardize the integrity and accuracy of the existing and imported CH2010 data Sample source text files are included with the installation of CH2010 for your reference when preparing your source files The sample household import file is named Impor
330. he Search Type option to the indicate the field s that you are searching on i e Name Address Phone etc 5 Make sure the Individuals checkbox is checked and then click the Search button The screen shot below shows how you could search for any individual who s name is Susan Quick Search Search For Susan Match Exact Match S Search Type Ce Name C Street Address C Phone Email Address Include in Search Households Individuals O Contacts Cancel 6 If more than one Individual record matches your search criteria you will be shown a list of these Individuals and you can double click on the desired record to open it in the Individual Detail Form If only one Individual record meets your search criteria that Individual will be automatically opened in the Individual Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC 130 Church Helpmate 2010 4 7 9 Adding A New Individual Record Ki When entering Individual records we strongly recommend that you ensure that the Individual s Household record has already been entered into the database that is for data entry start with the Household first then move to Individuals You can begin the entry of a new Individual record in one of 3 ways e Household Detail Form From the Household Detail Form s General tab click the Add New Individual To This Household button near the middle of the
331. he toolbar This will open the Edit Meeting dialog box Here you can edit the Date for the Meeting and or the Meeting s name When done editing click the OK button to return to the Meeting Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC 254 Church Helpmate 2010 9 6 3 Adding A New Meeting Record ic You can begin the creation of a new Meeting in 3 ways e Meetings Explorer From the Meetings Explorer s toolbar click the New This will open the New Meeting dialog box Here you can enter in the basic information about the Meeting record Date associated Group etc e Meeting Detail Form From the Meeting Detail Form s toolbar select the New Meeting button This will open the New Meeting dialog box Here you can enter in the basic information about the Meeting record Date associated Group etc File Menu From the Church Helpmate top main menubar select File New Meeting This will open the New Meeting dialog box Here you can enter in the basic information about the Meeting record Date associated Group etc c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 9 Meetings amp Attendance 255 9 6 4 Deleting A Meeting Record ic 1 Open the desired Meeting record in the Meeting Detail Form by double clicking it from the ListView control of the Meetings Explorer 2 To delete the Meeting record click the Delete Meeting button at the
332. hers will find that maintaining multiple Batches for each date one for each individual service meeting and or data entry person best meets their organizational needs TIP By default each contribution you enter into a Batch will have a Payment Date equal the date of the Batch You can adjust this Payment Date value if it needs to be a date other than the date of the Batch TIP For most efficient data entry you should configure your Household Individual and Contact records to indicate which of these records are Contributor Types The Contributor and Env pull down controls can be configured using the Display Contributors Only checkbox to included only Contributor Type Household Individual and Contact records TIP The Quid Pro Quo amount of a Contribution is the good faith estimate of the value of the goods or services that the contributor received in return for their contribution In the United States the IRS does not consider the Quid Pro Quo portion of a contribution to be tax deductible For example let s suppose the youth group at your church sponsored a Valentine s Day dinner dance and sold ticket s for 50 per couple The ticket sales from the dance is going to be used to help with the construction costs of the your church s youth center If you estimate the value of the dinner to actually be 30 the Quid Pro Quo value then the actual tax deductible amount that the contributor could claim as a charitable contribution on
333. his her tax return would be 50 30 20 total contribution Quid Pro Quo value If you are outside the United States the Quid Pro Quo fields can be disabled hidden through c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 187 Contributions Setup TIP When entering contribution records you can specify a Pledge Month and Pledge Year If you are utilizing Pledges in Church Helpmate these fields provides flexibility in terms of apply the contribution against a contributor s Pledge The Pledge Month and Pledge Year fields default to the Month and Year of the date of the Batch However you can alter these default values to indicate that the contributor would like the contribution applied to a different month year pledge Take for example a contribution of 100 towards the Building fund received from John Smith on Dec 15 2009 John has indicated that his contribution should be applied to his Jan 2010 Building fund pledge However John wants to pre pay his pledge payment in December 2009 to receive income tax benefits for his 2009 tax return You would want to record John s contribution in a Dec 15 2009 Batch but you would want to adjust the Pledge Month Year value to 01 2010 When Pledge variance reports are generated by Church Helpmate the program uses the Pledge Month and Pledge Year fields of each contribution record to determine the contributions applied to the pledge So in our example John
334. hnology Solutions LLC 452 Church Helpmate 2010 17 11 ListView Controls ListView controls are essentially elegant List Box controls ListView controls consist of data presented in rows and columns Each row will generally have an icon in the first left hand column ListView controls are extremely flexible in how they display data and provide the following functionality You can adjust the width of any column by clicking and dragging the column in the column header section You can select which field is used to sort the rows of data by clicking on the desired column s header Subsequent clicking on the column s header will toggle between ascending and descending sort order When selecting an item row use the mouse to click either the item s icon or the text in the first column Using the Up and Down arrow keys on the keyboard will move the cursor s position from row to row Right clicking an item will enable a pop up menu if one exists for the ListView control Shown below is an example of the ListView control used by the Household Detail form to display the household s individuals Bob Angstrom Adult Main Contact Primary 42 Member Active ai d Sue Angstrom Adult Main Contact Secondary 41 Member Active ot Le Missy Angstrom Child 15 Child of Member ai S Bobby Angstrom Jr Child 6 Child of Member a Ek Nate Angstrom Child 2 Child of Member a c Copyright 2003 2009 Helpmate Technology Solut
335. ho have an active attender type Membership Status value and who have an adult type Household Position value c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 299 Active Attender Enrollment Children Field Description This field is used to record the total count of individuals for that particular week who are classified as active attenders of your church and who are considered to be children This doesn t necessarily mean however that they were in attendance this particular week Auto fill Logic The auto fill process will populate this field with the current total number of Individual records in the CH2010 database who have an active attender type Membership Status value and who have a child type Household Position value Active Attender Enrollment Male Field Description This field is used to record the total count of male individuals for that particular week who are classified as active attenders of your church This doesn t necessarily mean however that they were in attendance this particular week Auto fill Logic The auto fill process will populate this field with the current total number of Individual records in the CH2010 database who have an active attender type Membership Status value and who have a Gender value of Male Active Attender Enrollment Female Field Description This field is used to record the total count of female individuals for that particul
336. ht 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 51 3 4 Contacts Setup PB To reach the Contacts Setup screen select Setup amp Preferences Contacts Setup from the Church Helpmate main menubar GENERAL TAB up Contacts General User Defined Fields EI Ga Pull down List Data Prefix Category Pastor Prof Rep Rev Sec Sen Vv Pres Add Edit Delete Pull down List Data Section Use this section to manage the values contained in the various pull down lists associated with Individual records c Copyright 2003 2009 Helpmate Technology Solutions LLC 52 Church Helpmate 2010 USER DEFINED FIELDS TAB Setup Contacts General User Defined Fields Contacts Setup SS Date Field Labels Text Field Labels Checkbox Field Labels Note Labels Datel some important Test a text field Oo Note1 Note General O LI O Note2 Note Other O O LI Note Note Private LI O 0 Enable LI O O O 0 0 Enable a Enable ze Enable ma Pull down Lists Pul down1 fa list of items Edit List Data Add Item test2 Edit Item Delete Item Eat bata Eat bata Edit List Data Delete All Items Etti bats Etios Enable Date Field Labels Section This is where you specify the names of the user defined Contact date fields The name you specify will be utilize
337. hurch Helpmate 2010 QuickLabel Setup e Use the QuickLabel Printer Name pull down to choose the label printer you want to be associated with the QuickLabel feature of Church Helpmate used for printing a mailing label for a single record e Use the QuickLabel LabelName pull down to choose the desired label name to use when generating labels using the QuickLabel feature Other Section e Use the Default Report Header pull down to choose whether the Primary or Secondary report header should be used or no header at all as the default e Use the Default Report Logo pull down to choose whether the Large or Small report logo should be used or no logo at all as the default logo Use the Email Address Separator field to specify the separator character to be used when generating bulk emails Use the Automatically refresh Explorer views checkbox to control whether or not the CH2010 Explorer views are automatically refreshed as the user makes data modifications in the Detail View forms With this option off the user may need to use the Explorer View s Refresh button to ensure that the Explorer View is displaying the most recent data Turning this option off may improve performance when sharing a CH2010 data file with several users over a network Use the Populate Detail Views will all records from table to control how the Detail Views are populated with records With this checkbox checked the Detail View Forms are load
338. ic switching between Primary and Secondary Address sets based on the Start Secondary Address and End Secondary Address date fields as shown below c Copyright 2003 2009 Helpmate Technology Solutions LLC 92 Church Helpmate 2010 Mailing Address amp Phone Display Secondary Address M Active Address Secondary Address L Address 123 Secondary Lane Home Phone Is CT Private Address2 Home Phone O Private City Round Rock Home Fax is State TX Zip 78682 0987 Country USA g Private Directions Region zl Carrier Route Sub Region MM To alternate automatically between Primary amp Secondary sets specify below the start end timeframe for the Secondary set Start Secondary Address Month Day Sep 1 e End Secondary Address Month Day Apr Bi Phone Section This is where you record the Household s phone numbers Here you can also specify whether or not the phone numbers should be considered as Private unlisted and hidden in directory type reports If your computer is equipped with a modem connected to an active phone line you can use the Dial buttons next to the Household s phone numbers to auto dial the phone number If you computer is connected to the Internet you can use the Whitepages com lookup button to look up the name and address associated with the number when listed Directions Section This is where you can record driving directions to location the Household s
339. icates Present Absent Vacation Sick 5 Use the barcode scanner to scan the Meeting barcode found in the top right hand corner of the Roll Call Report show below Your Church Somewhere TX AChrist centered church with a Christ centered mission Meeting Roll Call Report 01 11 2009 Children s Sunday School Attendance Values P Present A dbsent Vacation S Sick Aime enke Aine Attendawe ane Atendas e This will move the Meeting Detail Form to the correct Meeting record corresponding to the Roll Call Report 6 Next set the Scanned barcode indicates option at the top of the Meeting Detail Form as desired If more Individuals on the roll call report are Absent then are Present it would be less work to set this value to Present and scan the barcodes for Individuals who were Present at the Meeting If the opposite is true i e more Present than Absent it would be quicker to use the Meeting Detail Form s Set All Present button to initially set all of the Individuals attendances as Present switch the Scanned barcode indicates option to Absent and then scan the barcodes for the Individuals who were Absent from the Meeting 7 Once all desired barcodes have been scanned from the Roll Call Report close the Meeting Detail Form NOTE If you attempt to scan a barcode from a Roll Call Report that does not match the Meeting record displayed in the Meeting Detail Form you will receive a
340. ick and choose which Individuals are to be members of a Group Once an Individual has been given membership to a Group they will be a member of the Group until the user specifically removes them from the Group In this way membership is static in that once an Individual is a member of a Group they will stay in the Group regardless of what other changes occur to their record Church Helpmate however does provide a convenient Auto Update feature that can automatically manage the membership to a Group based on the results of a Custom Filter The user can select a Custom Filter to be stored with the Group record and can choose to have Individuals automatically given membership to the Group and or removed from the Group depending on whether or not they meet the Custom Eltere criteria To utilize this feature click the Auto Update button found on the Membership tab of the Group Detail Form form must first be in Edit Mode This will open the Group Membership Auto Update form as shown below Group Membership Auto Update Tech Team This Feature allows you to add and or remove individuals to from this Group by selecting a Filter Individuals will then be added and or removed from the Group based on whether or not they meet the Filter criteria PLEASE NOTE that this process cannot be undone so proceed with care Auto Update FILTER Members amp Reg Attender Adults SAMPLE Select Filter g Remove Filter ADD all individua
341. ided by Church Helpmate The Outputs Explorer is activated by selecting any of the reporting menu options available under the Outputs menu of the top main menubar The following is a screen shot of the Outputs Explorer displaying Household based output configurators The left hand section of the Outputs Explorer contains a ListView control displaying all of the report configurators available for the specified type of Church Helpmate records For example the screen shot below shows the Outputs Explorer after the user select Outputs Household Outputs from the top main menubar The right hand section of the Outputs Explorer displays properties of the selected output configurator For example the screen shot below shows details about the selected output configurator Household Output Configurator Double click to Open w A Memorized Household Outputs vi a Household Output Configurator Gi Household Profile Report Configurator A Household Utility Report Configurator To activate open any of the output configurators listed in the Outputs Explorer s ListView control simply double click on the name of the desired output configurator Alternately you can click on any of the output icons displayed in the right hand section of the Outputs Explorer to open the selected output configurator and automatically set it for the desired output type c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Rep
342. idered to be members of your church and who are considered to be children This field basically represents the number of Individuals from the Membership Enrollment Total value who are Children Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who have a member type Membership Status value and who have a child type Household Position value Member Households Field Description This field is used to record the total count of Households families for that particular week who are formally considered to be members of your church Although membership is typically thought of as being individual based something that is associated with a particular person not a family it can be helpful to c Copyright 2003 2009 Helpmate Technology Solutions LLC 296 Church Helpmate 2010 also classify your Households in terms of membership In most cases if at least one member Individual exists in the Household then that Household is considered to be a member Household Auto fill Logic The auto fill process will populate this field with the total number of Household records in the CH2010 database who have a member type Membership Status value as defined in the Household Detail Form for more information on defining which Membership Status values are member type values see the Individuals Setup section of Chapter 3 Members Added Total F
343. ield Description This field is used to record the number of membership additions that occurred for this week that is the number of Individuals who became formal members of the church this week Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who have a Membership Added milestone date value that falls within the date range of this week Members Added By Conversion Field Description This field is used to record the number of membership additions that occurred for this week that is the number of Individuals who became formal members of the church this week and whose addition came as a result of conversion to Christ formerly a non Christian who is now a Christian Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who have a Membership Added milestone date value that falls within the date range of this week AND whose Added By value is equal to Conversion Baptism or Conversion Profession of Faith Members Removed Field Description This field is used to record the number of membership removals that occurred for this week that is the number of Individuals who were removed this week from the active member listing roll Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who have a M
344. ier ef let eg let ES e e T YP SSCS ComboBoxe Sixt s CCS SSCS ComboBoxs fa Jl c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 19 Advanced Topics 471 FieldName DataType MaxSize comments Value Required ComboBoxa iret PCr ComboBoxS fret Js Ci S ES ComboBoxs fret fess SSS TS Boem meras Sid SS Boolean TwelFalse Sid S Boolean meras __ Bien Beater Sid S Boolean meras __ Boreas meras Sid S Gee a b o oS o o S TSS S School__frext so Cr E Semy Number SSS SS a E E Specanses foa jo ContribTypelD Number 0 Not a Contributor 1 Individual based Contributor TIP For each individual record in your Individual CSV file the HouselD field shown above must indicate an existing HouselD value in the current CH2010 database If you have both Household and Individual CSV files to import into CH2010 you ll need to 1 Import the Households CSV file This will automatically assign each imported Household record a HouselD value 2 Modify your Individuals CSV file so that the HouselD values match the appropriate Household record in the CH2010 database 3 Import the Individuals CSV file c Copyright 2003 2009 Helpmate Technology Solutions LLC 472 Church Helpmate 2010 19 3 3 Contacts Import File Requirements Before being able to import Contact records from a source text file using the Import Utility the file must
345. ight 2003 2009 Helpmate Technology Solutions LLC Chapter 2 Quick Start 19 2 3 Detail Views What You Need To Know While the Church Helpmate Explorer Views allow you to explore and browse your church s data the Church Helpmate Detail views are used to focus in on a specific record s detailed information Detail views provide much greater detail than the Explorer views In addition the Detail views are where you will create edit and delete records in the database Explorer views can be considered as a read only views while the Detail views offer both read and write modify capability Each of the main CH2010 modules i e households individuals contacts etc have their own unique Detail view form though they maintain a consistent look and feel Shown below is a sample screen shot of the Household Detail Form view General Contact Info Connections Notes User Defined Name Other Last Name Angstrom Membership Status Member Active Formal Label Name Mr amp Mrs Robert Angstrom CT Manual Informal Label Name Bob amp Sue Angstrom O Manual Formal Greeting Mr amp Mrs Angstrom Cl Manual Env Informal Greeting Bob amp Sue Cl Manual Contributor Household based Statement Delivery Pref Add a new individual to Bob Angstrom Adult Main Contact Primary Member Active Missy Angstrom Child Child of Member Bobby Angstrom Jr Child Child of Member a Nate
346. ightful reports statements maps and charts as well as provide a very powerful communication engine to keep in touch with your people Church Helpmate includes nearly 40 user friendly output configurators to assist you Plus with the Memorized Outputs feature you can have Church Helpmate memorize all the settings you make as you configure your output through these output configurators enabling you to re run your output by simply selecting the desired output from a list We have also provided a Custom Report Generator as well NOTE When we use the term output we are referring to any of the following reports charts labels envelopes form letters statements directories bulk emails maps and exported files Chapter 14 Sections Outputs Explorer Reports Directories and Statements Mailing Labels amp Envelopes Form Letters Email Maps Exports Filtering Options Memorized Outputs QuickLetters QuickLabels Household based Outputs Individual based Outputs Contact based Outputs Group based Outputs Contribution based Outputs Pledge based Outputs Meeting amp Attendance based Outputs Connection based Outputs Reminder based Outputs Church Health amp Statistics based Outputs c Copyright 2003 2009 Helpmate Technology Solutions LLC 320 Church Helpmate 2010 14 1 Outputs Explorer a The Outputs Explorer enables you to browse through the nearly 40 output configurators prov
347. ignment see the Individual Detail Form Household Tab section of Chapter 4 c Copyright 2003 2009 Helpmate Technology Solutions LLC 290 Church Helpmate 2010 5 Group Records Group Type Assignments The Church Health amp Statistics module pulls several pieces of information from the CH2010 Groups module The Church Health amp Statistics module categorizes this Group data based on 4 different types of Groups Worship Services Sunday School Classes Small Groups and Ministry Teams These Group types are based on the Group Type field found on the General tab of the Group Detail Form It is very important that you assign the Groups in your database to the appropriate Group Type value for example that you assign all of your Sunday School Class groups to the Sunday School Class Group Type For more information about Group Types see the Group Detail Form General Tab section of Chapter 6 6 Group Records Start Date Assignments The Church Health amp Statistics module also uses the Start Date value for Group records in order to identify when Groups such as Small Groups and Ministry Teams become active It is important that you record the start date of each of your Group records using the Start Date field found on the Group Detail Form 7 Group Setup Group Membership Position Configuration When calculating the active enrollment figures for the various Group Types the Church Health amp
348. igured use the Test button to test the settings to confirm Email Setup User Email Settings For Admin The settings below allow you to override the global default email settings for the current logged in user To override the global default value for any setting check the Override checkbox and then specify the desired value To edit the global default settings rather than just the settings For the current user click the Edit Global Default Email Settings button below Edit Global Default Email Settings Email Setup Email Options These settings are used to configure how email is sent out of the Church Helpmate program Please contact your email service provide For details on these settings User Information Test Settings After filling out the information on this screen we recommend you test your account by clicking the Test button below Your Name O Override Email Address O Override Server Information O Override Outgoing email server SMTP Outgoing email server Port O Override Server Timeout seconds O Override O Override O Override c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 75 The Email Options tab Here you will configure several options on how Church Helpmate behaves when sending out bulk and single emails These settings can be used to override the Global Default
349. ile will not be affected by these Preference settings To reach the Preferences screen select Setup amp Preferences General Program Preferences from the Church Helpmate main menubar Preferences Local Setti General Tab File amp Folder Paths Tab Color Theme Tab Households amp Individuals Tab Contacts Tab Groups Tab Contributions Tab Pledges Tab Attendance Tab Reminders Tab OneCallNow Tab c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 27 3 1 1 General Groups Contributions Pledges Attendance Reminders Z General File amp Folder Paths Color Theme Households amp Individuals Misc Default Address For Data Entry Enable Sounds City Indude Data File in Titebar State Validate Email Addresses after entry Postal Code Enable program s close confirmation pop up Enable Data File Backup Reminder Reminder Freq days 5 H Map It CO Show MS Word mail merge tab on output configurators obsoleted feature Style Simple Map E QuickLabel Setup Other QuickLabel Printer Name Default Report Header Primary 4 Wri Giel eer ee Default Report Logo No Logo Quick abel LabelName Email Address Separator Informal Label Name Unchecking the following 2 options may improve performance Automatically refresh Explorer views Populate Detail Views with all records from table Misc Section Use the
350. ile displaying the actual contribution details for the selected Contributor in a ListView control on the right hand side Contributors E Contributors by Name D _Anonymous Offerings 8 Angstrom Bob amp Sue Baker Robert Blanchard Marvin amp Elizabeth Clark Michael amp Jennifer Delaplane Industries Dubois Pete amp Gigi Giordano Juan amp Kate Hammond Ted Lawson Jim amp Cinda McCabe James Batch 06212009mbp 05242009 07122009mbp 06212009mbp 07192009mbp 07122009mbp 06072009mbp 06282009mbp 07262009prs 07262009prs 06142009mbp 05032009 By Contributor z Contributor Name Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue Angstrom Bob amp Sue P2009 J Env Amount 20 00 140 00 150 00 150 00 150 00 20 00 150 00 150 00 150 00 114 00 150 00 2 075 00 c Copyright 2003 2009 Helpmate Technology Solutions LLC 180 Church Helpmate 2010 Normally the Contributions Explorer will default to only displaying Contribution records for the current calendar year However the Year control field and All Years checkbox can be used to alter this TIP You can designate the default value for the Contribution Explorer s Display
351. ill be able to save these changes to a Memorized Output To save the changes to a new Memorized Output use the Save As button To save the changes to the currently selected Memorized Output use the Save button To rename the currently displayed Memorized Output use the Rename button To delete the currently selected Memorized Output use the Delete button Memorized Outputs will record all of the configuration controls displayed on the screen In the case of the Group Membership Output Configurator example above all of the settings made on the Directory Reports tab would be saved plus all of the settings in the top header portion of the configurator ie the selection of the Worship Ministry group Memorized Outputs also record any filter settings that have been applied on the Filter tab In this example none of the settings in the other output tabs ie Labels amp Envelopes Form Letters etc would be saved only the controls in the current tab ie the Directory Reports tab the Filter tab and the configurator s header section are saved Memorized Output controls are typically located on the Directory Reports Labels amp Envelopes Form Letters Email and Statements tabs Public amp Private Memorized Outputs If you are utilizing the Church Helpmate security system when you use the Save As button Church Helpmate will ask you if you want to share this Memorized Output with other Church Helpmate users f
352. include the name of the desired field above and surround the field name with brackets that is and So for example if you wanted to include the FormalLabelName field in the QuickLetter just include the text FormalLabelName in your MS Word template file and when the QuickLetter is generated this text will be replaced with the recipient s FormalLabelName value for example Mr amp Mrs John Smith TIP The QuickLetter feature in Church Helpmate requires the Microsoft Word program c Copyright 2003 2009 Helpmate Technology Solutions LLC 344 Church Helpmate 2010 14 11 QuickLabels The QuickLabel feature in Church Helpmate provides a quick and convenient way to generate a single mailing label for a specific Household Individual or Contact record from your database While the output configurators in Church Helpmate are great for creating multiple mailing labels all at once the QuickLabel feature is perfect for generating one up mailing labels Setup Before you can being using the QuickLabel feature you must first designate a printer to be used in conjunction with this feature To do so select Setup amp Preferences General Program Preferences from the program s top menubar and then choose the desired printer for the QuickLabel Printer Name setting The QuickLabel feature of Church Helpmate has been designed to work with single label printers such as the Dymo LabelWriter 400 see Dymo s websit
353. ing A Contact s RCO 22uegesdeeereeeu dE d e deus EE gue dee Searching For A Contact s Record ssscsessseceeeseeesensseeseeeseeeseesenesnesueseesseaeseeseeeseeseeeseesseasneeseeeseessneseneseneeeeses Adding A New Contact ReCOId cssscssscsesseeseesseesercsneeseeneeeseesenenenseeeseneneessnsseneneeseneseneneeeseeseneneesseenenseseenensees Deleting A Contact s Record Chapter 6 Group Membership Groups Introduction Groups Exploren 2 eege eege ne tcc ede Ai cused saad eee Sa EE Group Detail Form ccseceseeessseeeeeeeeeeseeeesneeeeeeens Group Detail Form General Tab ws 162 Group Detail Form Membership Tabb ccscessssncsessseesseesesseesenseeesseeseeeseeseneneeseeeseesseneseeseeeseeseneseneseasenssaees 164 Group Detail Form Add Mem DE S sssscsscsscesercseesseeseeeseesenenensenesenensesseeseneneesseesensseeeseeseeeseesenesenssaeeenensees 167 Group Detail Form Notes Tab Eege Seege EENG 169 Group daolo o T r T a EE EES E EE 170 Viewing Groups and Group Membership ccesssecsecseesseeseeseeseesseeseeeseesseaseeeseeseuesensseasseeseneseessnesenssensensnees 171 Editing A Group Record we 172 Adding A New Group Record 173 Deleting A Group RECOM eessen eege 174 Chapter 7 Contributions 176 Contributions INtrOCUCTION seie eea a aae seas senaneeeneeeeseaeesanneeeneeeessaaesaaeeeenseeeeseaesaseeneeseneeas 177 Contributions Explorer ra err ear
354. ing and modifying Group records The Group Folders listing lists the folders found under the currently selected Group Category from the Group Categories list So to manage the folders under a specific Group Category first select that Group Category from the Group Categories list The Group Folders list will then display all Group Folders under that Group Category NOTE You will not be able to delete a Group Folder if there are Groups in the Group Folder In this case you must either delete these Groups or move them to another Group Folder by editing the Group records in the Group Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 55 GROUP MEMBERSHIP POSITIONS TAB Setup Groups General Group Membership Positions Group Membership Positions Individuals with this Individuals with this Individuals with this membership position are membership position are membership position are 3 SS considered active included in roll call considered leaders of Group Membership Position members of the group reports the group Apprentice o Former Participant E O Former Teacher O O O Graduate Oo O O 0j O Leader K K Participant K K Prospect LI Oo 0O LI LI Student K K Teacher KI 0 KI KI KI L Group Membership Positions Section Use this section to manage the list of available membership
355. ing many hours of tedious error locating procedures Questions amp Answers Q Aren t there advantages to having an all in one church management software system that contains both a membership AND an accounting module A Yes and no An all in one system would essentially eliminate the Step 4 in the Church Helpmate Peachtree integration process which is the import process into Peachtree Since the Church Helpmate program cannot itself write to the Peachtree data file this simple import step is necessary An all in one system is able to write or post the data directly from the contribution module to the accounting module While this may at first seem like an advantage you may really be putting yourself and your church at a disadvantage in terms of flexibility and overall cost as compared to the Church Helpmate PeachTree system Why Because this system empowers your church with 2 state of the art tools designed specifically to be the best at their specific purpose Church Helpmate for membership and contribution and Peachtree for accounting In our experience all in one solutions that provide the necessary power and flexibility are extremely expensive while affordable all in one solutions are disappointing in terms of their ease of use power and flexibility especially in the areas of payroll receivables payables and online banking capabilities c Copyright 2003 2009 Helpmate Technology Solutions
356. ings that occurred during the week Only Meetings that are based on Worship Service type Groups will be included in this count Enrollment Field Description This field is used to record the total count of Individuals who make up the known population for attending Worship Services That is all known Individuals who potentially might attend one of the weekly Worship Services held by your church Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who are active group members to at least 1 Worship Service type Group Active group membership means that the Individual has been added to the Group and given a Group Membership Position value that indicates an active position based on the Group Membership Position under Groups Setup c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 301 First Time Attendances Field Description This field is used to record the total count of Individuals whose 1st time attendance to a Worship Service occurred this week This is the first record that you have of these Individuals ever having attended one of your church s Worship Services Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database whose Date of 1st Attendance milestone value as defined on the Milestones tab of the Individual
357. ion is also displayed in the list This option will open the Memorized Outputs form and limit the form to showing only Church Health amp Statistics based Memorized Outputs Double click to Open wT Memorized Health amp Statistics Outputs vi hx Church Health amp Statistics Weekly Snapshot DA wa The following Church Health amp Statistics based report configurators are provided e Church Health amp Statistics Weekly Snapshot Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 393 14 21 1 Church Health amp Statistics Weekly Snapshot Report Configurator 5 Church Health amp Statistics Weekly Snapshot Configurator X Presets Year Week 41 OctO5 Oct11 Report P seve save asu terane Les Display Options Style with Charts Include Membership Data Include Sunday School Data Include Contribution Data Include Active Attender Data Include Small Group Data Include Other Data Include Worship Data Include Ministry Team Data Title amp Header Options Header Text Primary e Header Logo No logo e Title Health amp Statistics Weekly Snapshot Year 2009 Week 41 Oct05 Oct11 BASED ON Church Health amp Statistics records OUTPUT OPTIONS GENERAL DESCRIPTION Used to generate a Church Health amp Statistics snapshot report for a specified week This report includes detailed info
358. ion the text on your label using the Page Setup button when the report is in Print Preview mode Since each printer is slightly different in its printing mechanisms this page margin alignment may be necessary though it should be a one time adjustment TIP The settings and controls found on the Labels amp Envelopes tab have no effect on the other tabs of the output configurator such as the Export tab c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 327 14 4 Form Letters lt a he tal Church Helpmate provides the ability to easily generate professional looking form letters to send to your Household Individual and Contact records These form letters are personalized so that each letter uses actual names and addresses from your database The following Church Helpmate 2010 output configurators have the ability to generate Form Letters Household Output Configurator Individuals Output Configurator Individuals Milestone Output Configurator Contacts Output Configurator Group Membership Output Configurator Contributor Output Configurator Pledge Statement Configurator Meeting Absentee Output Configurator X Time Attendance Output Configurator Connections Output Configurator The output configurators listed above include a Form Letters tab to facilitate form letter generation The controls and functionality found on the Form Letters tab are very simi
359. ions LLC Chapter 17 Reference Information 453 17 12 TreeView Controls A TreeView control displays a hierarchical list of Node objects each of which consists of a label and an icon CH2010 utilizes TreeView controls in several areas where it provides the most effective means of displaying and organizing data records as a hierarchy You can navigate through a TreeView control using the mouse or the keyboard Mouse To select a TreeView node object click the node s text or icon You can expand a TreeView node by clicking on the plus sign to the left of the node or by double clicking the node To collapse an expanded node click the minus sign to the left of the node or double click the node Right clicking a node will enable a pop up menu if one exists for the TreeView Keyboard UP ARROW and DOWN ARROW keys cycle downward through all expanded Node objects Node objects are selected from left to right and top to bottom At the bottom of a tree the selection jumps back to the top of the tree scrolling the window if necessary RIGHT ARROW and LEFT ARROW keys also tab through expanded Node objects but if the RIGHT ARROW key is pressed while an unexpanded Node is selected the Node expands a second press will move the selection to the next Node Conversely pressing the LEFT ARROW key while an expanded Node has the focus collapses the Node If you press one of the letter keys the focus will jump to the nearest Node that begins with that
360. ip over this field during data entry reducing the number of steps you ll need to take e Use the Remember last Pay Type and Fund checkbox to control whether when entering contributions the program remembers the Pay Type and Fund of the last contribution entered or instead always reverts back to the Default settings for these fields upon beginning a new contribution entry e Use the Check for duplicates during entry checkbox to control whether or not a duplicate contribution check will be performed during data entry This check will look for an existing contribution from the same contributor with the same amount fund pay date and reference values If a duplicate is found the user is shown a prompt about the potential duplicate but can continue to enter the new contribution if desired Contribution Explorer Defaults Section In this section you can specify default settings related to the Contributions Explorer e Use the Default Display field to specify the default setting for the Display option in the Contributions Explorer s toolbar QuickBooks Quicken PeachTree Interface Section In this section you can specify settings regarding the interfacing with the QuickBooks Quicken or PeachTree accounting products e Use the QuickBooks Quicken PeachTree Folder Path to specify the location where you have QuickBooks Quicken or PeachTree installed on your computer This folder path is used as the export path when exporting a QuickBo
361. iption This field is used to represent the total number of Contact records and non member type Households that gave Contributions during this week Auto fill Logic The auto fill process will populate this field with the total number of CH2010 Contact records and non member type Household records that meeting any of the following criteria e For Contact records Have at least 1 Contribution record in a Batch having a Batch Date within this week s date rage e For Household records For Household based Contributions have at least 1 Contribution record in a Batch having a Batch Date within this week s date range e For Household records For Individual based Contributions have an Individual within the Household that has at least 1 Contribution record in a Batch having a Batch Date within this week s date range ie that is individual based contribution and associated with any Individual from the Household Example1 Let s suppose the Smith Household has a non member type Membership Status value and that there exists 1 household based contribution associated with the Smith Household in this week s Batch The Smith Household would then be included in this count Example2 Let s suppose the Smith Household has a non member type Membership Status value and that there exists 1 individual based contribution associated with John Smith a member of the Smith household in this week s Batch The Smith Household would then be included in this count
362. ir expenses One of these cost cutting measures is to allow some or all of their staff to work from home eliminating the travel time and expense Moreover many of today s churches are finding the traditional church office model is not the most efficient solution for them They are discovering that a more distributed model fits them better and are seeing the benefits of allowing key volunteers non staff leaders to play an active role in some of the basic administrative tasks One of the complexities in the non traditional church office scenario is providing a way for church staff and key volunteers to access and share a common church membership database from each of their remote locations In a traditional church office there would typically be a local area network LAN that connected all of the computer workstations together allowing for easy sharing of files including their church management database system In a distributed scenario you have multiple people from multiple remote locations all of whom need to access and share a common database This section discusses a couple of simple cost effective solutions for allowing remote users to use and share the Church Helpmate database from remote locations OPTION 1 Data File Synchronization Feature Church Helpmate includes a unique feature that allows multiple Church Helpmate data files to be synchronized merged together When this synchronization utility is run the chan
363. ir values are not affected by the 247 individual based attendance settings you make on the Individual Attendance tab These are manual count fields c Copyright 2003 2009 Helpmate Technology Solutions LLC 248 Church Helpmate 2010 9 4 3 Meeting Detail Form Notes Tab The Notes tab of the Meeting Detail Form is designed to allow you to record notes about the Meeting Individual Attendance Notes Here you could record any important notes or comments about the meeting that was held c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 9 Meetings amp Attendance 249 9 5 Entering Attendance using a Barcode Scanner The Attendance Barcode entry feature of Church Helpmate provides a convenient and time saving method of entering attendance data into the database While Church Helpmate allows attendance data to be manually entered into the Meeting Detail Form by selecting Individuals by their name the barcode entry method can be a great time saver as well as an added assurance of data entry accuracy A barcode scanner is a device that scans reads a printed barcode and transfers the number represented by the barcode to a computer The Roll Call Report Configurator in Church Helpmate provides an option to include printed barcodes next to each Individual when generating roll call reports These roll call reports are used to indicate which Individuals are pres
364. irectories To the right of each phone field is a Dial button which can be used to auto dial the phone number if your computer is equipped with a modem connected to an active phone line There is alsoa Whitepage com lookup button next to each phone field If you computer is connected to the Internet this button can be used to look up the name and address associated with the number when listed NOTE The first 3 phone fields are household based they are taken from the Individual s Household record These Household based phone fields cannot be modified here through the Individual Detail Form they must be entered from the Household Detail Form Household Mailing Address Section This section displays the active address for the Individual s Household record This section is for display purposes only editing of this household data must be performed through the Household Detail Form If your computer is connected to the Internet you can use the Show Map button to activate our built in interface with Google s Internet web site to provide online mapping of the Individual s Household address Email amp Web Section This is where you can view amp record a Email addresses and websites for the Individual You can also specify whether or not Email addresses should be considered private using the Private checkboxes and whether an Email address should c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Hous
365. is Options Reports Services Window Help Open Company Ctrl 0 Open Previous Company New Company Ctrl h Open Start Screen Print Ctrl P Print Preview Ctrl Page Setup Back Up Ctrl B Restore Ctrl R Online Backup Restore Select Import Export X Data Verification Payroll Tax Tables D Exit 4 2 This will open the Select Import Export screen From this screen choose Accounts Receivable from the left hand list and Cash Receipts Journal from the right hand list as shown below Select Import Export DE Cio Delete Import ad Accounts Receivable Accounts Receivable Accounts Payable Sales Journal EI Cash Receipts Journal Payroll Customer List General Ledger Sales Order Journal Inventory Jobs EE Recondiiatin Description of Import Export Template Receipts Transactions Time Expense All Files lt K e E to E 4 3 Then click the Import button c Copyright 2003 2009 Helpmate Technology Solutions LLC 206 Church Helpmate 2010 4 4 The Import screen will be presented and the Fields tab shown Click the Show None button to uncheck all of the Show checkboxes on this screen Then check the Show checkbox for the following fields Customer Name Number of Distributions Reference Invoice Paid Date Description Cash Account G L Account Cash Amount Amount CH2010 Import IF Deposit TicketID GA IT Cus
366. is option will open the Memorized Outputs form and limit the form to showing only household based Memorized Outputs Double click to Open w 8 Memorized Household Outputs 5 Household Output Configurator 8 Household Profile Report Configurator Ad Household Utility Report Configurator The following Household based report configurators are provided e Household Output Configurator e Household Profile Report Configurator e Household Utility Report Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC 346 Church Helpmate 2010 14 12 1 Household Output Configurator 5 Household Output Configurator X Directory Reports Labels amp Envelopes Form Letters Email Map Statistical Reports Export SY Filter no filter ER seve save as renane bette Title Household Directory Layout Font Selector Household Directory Custom 1 Column Single Line Landscape Household Directory Custom 1 Column w Member Detail Landscape Select Font Household Directory Custom 2 Column Portrait Household Directory Custom 2 Column w Member Detail Portrait Times New Roman Household Directory Custom 3 Column Portrait Size 10 Household Photo Director 1 Column Portrait hd Household Data Fields Household Phone s O Main Contact Phone s O Incl Private Phone s CO Household Email Address O Main Contact Email Addresses O Incl Private
367. ithout first evaluating the product You always have protection of our full money back guarantee for 30 days after your purchase c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 1 Introduction 11 1 6 Technical Support Before you contact us for technical support please e Refer to the Online Help the Church Helpmate 2010 User s Manual and the README txt file supplied with the software for possible solutions e Refer to the Helpmate Technology Solutions website www helpmate com for latest service releases frequently asked questions FAQ and Technical Support Knowledgebase At Helpmate our mission is to develop a positive lasting relationship with our clients We don t want to simply sell software to our clients we want to grow with them as a business partner By offering our Support Services we can maintain such a relationship through the finest in support training and product development We are committed to our clients long term success This commitment not only drives the research and development behind our church management software products but is also the motivation for the quality technical support services we offer Our first priority and measure of our success is client satisfaction To address a wide range of technical support needs and user skill levels Helpmate offers several support plan offerings allowing our clients to select a plan that best meets their needs SUPPORT PLAN
368. ity value is Manchester Since this is the value we want to filter on we could just select the Filter By Selection pop up menu item rather than typing Manchester into the Filter For field Once you have applied the filter browsing through the records using the record navigation arrow buttons at the top of the form will only show those records meeting the applied filter criteria You can apply multiple filters by repeating this process with another field For example you could filter the form to display only Households whose City value Manchester and whose Membership Status value Member To do so you would first right click on the City field and set the filter value for this field Then right click the Membership Status field and set the filter for this field Using multiple filters has an additive effect That is each time you add a filter criteria you are adding it to any filter criteria which may already be applied To remove all filters applied to the form right click anywhere on the form to display the pop up menu and select Remove Filter Sort The form will then revert to displaying all records e User Defined Fields The Household Detail Form the Individual Detail Form and the Contact Detail Form all provide user defined fields for you to utilize however you like In each case there are 6 user defined date fields 6 user defined text fields 6 user defined pull down lists and 6 user definable checkboxes The label
369. ivate the Meetings Explorer by clicking Explorer from the Meetings list in the left hand Navigation Menu The Meetings Explorer provides you a powerful visual representation of the Group Meeting records contained within your database The Meetings Explorer view is made up of 2 parts the filter TreeView control on the left and the ListView data control on the right as shown below The TreeView control displays Group names in a Group Category Group Folder Group hierarchy structure just like the Groups Explorer does Only Groups who have been enabled for attendance tracking will be shown The ListView data control displays Meeting records of the selected Group the Group selected in the TreeView control Meeting Name and attendance statistics are shown in the ListView control for each Meeting record Normally the Meetings Explorer will default to only displaying Meeting records for the current calendar year However the Year control found in the Explorer s toolbar section can be used to alter the displayed year 7 Meetings Explorer l z Oo E 2009 Meeting Name Present Absent vacation amp By Category Folder Group 01 04 2009 Sunday First Service 9 B Giftings Skills Interests 01 04 2009 Sunday Second Ser 8 B Ministry Teams 01 11 2009 Sunday First Service 13 Services amp Clakses 01 11 2009 Sunday Second Ser 14 01 18 2009 Sunday First Service 16 01 18 2009 Sunday Second Ser a Weekend Services Se
370. ividual records with basic information name address phone number etc For more detailed information about a particular Individual record double click the Individual s name or right click it and select Open Individual from the pop up menu Doing so will open the Individual record using the Individual Detail Form Using the Individual Detail Form 1 Open the Individual Detail Form by opening an Individual s record from the Individuals Explorer see above or by selecting Detail Views Individual Detail from the Church Helpmate top main menubar 2 Once you ve opened the Individual Detail Form you can navigate to other Individual records using the record navigation buttons arrow buttons at the top of the form or by selecting an Individual from the Name Lookup pull down list You can use the Ctrl W shortcut key to activate this Name Lookup pull down list to select an Individual s name The Individual Detail Form also provides 2 additional features to aid with searching e Filtering You can filter the Individual Detail Form to limit it to displaying on records meeting a specified criteria if you wish To filter the form on a particular value right click the desired field and select one of the filtering options from the pop up menu Once you have set the filtering criteria from the pop up menu you can use the form s top navigation buttons arrow buttons to browse through the records that meet the filter criteria you specified e Find
371. k s in Batch and displays Batch totals by check and by cash c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 363 14 16 2 Contribution Batch Report Configurator AT Coni tribution Batch Report Co eet gehen Report Export Display Detail Expanded Format Entry Order o Small 4 Contribution Batch Detail Report Specific Batch Save settings on close BASED ON Contribution records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate Contribution reports or exports for a specific or range of Contribution Batch records Report can include detail for all contribution records contained in batch or summary totals only no detail c Copyright 2003 2009 Helpmate Technology Solutions LLC 364 Church Helpmate 2010 14 16 3 Contribution Receipt Configurator Contribution Receipt Configura Receipt Text Thank you for your contributions Please check this statement carefully If you have any questions please feel free to call the church office at 555 1122 Footer Text No goods or services were provided other than intangible religious benefits for the Tax Deductible value shown above Indude signature line Authorized Signature Indude Tax ID Indude Unique Receipt Indude Contribution Notes BASED ON Contribution records OUTP
372. l Detail Form Contact Info Tab gt Individual Detail Form kel CH Elie fei E II Gei OOOH OOOOH HO gt Ede Save Delete Els cl ad First Prey Next Last Find Photo Help More amp Angstrom Bob This form is currently LOCKED General Household Contact Info Milestones Connections Groups Attendance Notes User Defined Phone s Home Ph 859 384 0000 fe Ea Kl Private Home Ph2 OD Private Home Fax Household Mailing Address Active Bob amp Sue Angstrom 123 Main St Union KY 41091 Cell Ph 222 456 9875 CT Private Pager Private Other Phi Work Ph 859 555 7532 Work Fax Internet Individual Email bob123 somewhere123 com CT Private Never send bulk email Individual Email2 O Private Never send bulk email Household Email Sangs somewhere com O Private Never send bulk email Individual Web Site Household Web Site www angstromfamily123400 com Emergency Contact Name Relationship Phone Private Record 2 of 40 Created 06 Nov 2007 Last Mo eeng 13 Oct 2009 Last Modified By Admin Filter OFF Last Contrib Last Attend 31 May 2009 Last Connection 11 Aug 2008 Phone s Section This is where you can view amp record the phone s associated with this Individual You can also indicate which phone s are to be considered private ie unlisted using the Private checkboxes Private phone s can be easily excluded from public type reports such as d
373. l Member Active 07 26 2009 Transfer From Local Chur Giordano Kate Member Active 07 14 2009 Conversion Baptism Angstrom Bob Member Active 01 25 Mon Jan 25 Clark Billy Child of Member 01 12 Mon Jan 12 Dubois Frank Child of Member 12 13 Sat Dec 13 McCabe James Member Active 01 25 Wed Jan 25 McCabe Marguerite Member Active 01 25 Wed Jan 25 Active Member Count 13 Active Attender Count 32 NOTE If the Church Helpmate security system is enabled the current user must have Browse permission for the Households amp Individuals module in order to view the Membership tab otherwise this tab will not be visible c Copyright 2003 2009 Helpmate Technology Solutions LLC 398 Church Helpmate 2010 Contributions Tab The Contributions tab shown below includes 2 bar charts one showing a 13 week history for all contributions received and a second showing a 13 week history for contributions received towards the default fund You can configure which of these bar charts should be shown and or hidden as well as disable this tab altogether through the Dashboard Preferences screen see the Dashboard Preferences section below for more details The Print button at the top of the tab can be used to print the bar charts e Helpmate Dashboard la Ey X Membership Contributions Connections Reminders Announcements Weekly Contribution Totals All Funds 13 W
374. l on the left hand side of the Connections Explorer to display a desired filter set of Connection records in the right hand side ListView control 3 The ListView control displays Connection records with basic information date status etc For more detailed information about a particular Connection record or to edit the record double click the Connection record Doing so will open the Connection record using the Connection Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC 270 Church Helpmate 2010 10 4 2 Editing A Connection Record 2 1 Open the desired Connection record in the Connection Detail Form by double clicking it from the Connections Explorer 2 Click the Edit button in the top left hand corner of the Connection Detail Form to enable editing of the form 3 Make the desired changes to the Connection s record 4 When editing is complete click the Save button to save the changes you ve made c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 10 Connections 271 10 4 3 Adding A New Connection Record P 1 You can begin the creation of a new Connection record from several places in the Church Helpmate program e Connections Explorer click the New button in the Explorer s toolbar section e Connection Detail Form click the New button from the top toolbar e File Menu select File New Connection from the top main menubar to create a new Co
375. lank Pledge record ready for your data entry When you are finished entering the Pledge data click the Pledge Detail Form s Save button to save the new record e File Menu From the Church Helpmate top main menubar select File New Pledge This will open the Pledge Detail Form and display a new blank Pledge record ready for your data entry When you are finished entering the Pledge data click the Pledge Detail Form s Save button to save the new record TIP Any data fields with an asterisk next to them are required fields and must be filled in before you can save the record c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 8 Pledges 233 8 4 4 Deleting A Pledge Record ei 1 Activate the Pledges Explorer by selecting Explorer Views Pledges Explorer from the Church Helpmate top main menubar 2 Select desired value from the Display pull down list located in the Explorer s menubar 3 Locate the desired Pledge record to be deleted and double click it This will open the Pledge record in the Pledge Detail Form 4 Click the Edit button in the top left hand corner of the Pledge Detail Form to enable editing of the form 5 Click the Delete button to delete the Pledge record 6 Choose Yes to the deletion confirmation prompt c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter Chapter 9 Meetings amp Attendance 235 e Chapter 9 Meetings amp
376. lar regardless of which output configurator is being used A screen shot of the Household Output Configurator s Form Letters tab is shown below c Copyright 2003 2009 Helpmate Technology Solutions LLC 328 Church Helpmate 2010 5 Household Output Configurator E Directory Reports Labels amp Envelopes Form Letters Email Map Statistical Reports Export VY Filter Simple el Form Letter For Visitors Active SAMPLE D save Save As Insert Data Fields lt CURRENT_DATE FORMAL LABEL NAME gt ADDRESS_BLOCK gt Dear lt FORM AL GREETING Hello This is my sample forrr fetter This really doesn t say much but it is a nice sample form letter for instructional purposes It can be used to show the user how a form letter could be created and formatted exactly how they d like With its full Rich Text Editor formatting isa SI D e Item 1 Item 2 e Item 3 Sincerely Helpmate Technology Solutions LLC Rich Text Editor Paper Size Letter 8 5x11in Sort by Household Name e amp Print Preview ml e You can use the buttons in the Insert Data Fields section to indicate which Church Helpmate data files you d like to include in your form letter and their exact placement To insert a data field use the mouse or your keyboard s arrow keys to position the cursor to the desired location and then click the button indicating the desired field When the for
377. ld records which consist of the traditional family members mom dad brother and sister all with the same last name or more complex cases like mom dad brother sister dad s aunt mom s sister mom s sister s foster child well you get the idea By organizing these individuals into a common household record Church Helpmate s relational database reduces the amount of required data entry For example you ll only need to enter in the household s home phone number once rather than having to enter it into each household member s individual record Below are some important concepts to know about Household records e There is no limit to the number of individuals that you can assign to a household e Church Helpmate allows you the ability to store 2 addresses for each household record a primary and secondary address You have the ability to specify which of these 2 addresses should be the active address when generating directories mailing labels letters etc Every individual assigned to a particular household will share that household s address c Copyright 2003 2009 Helpmate Technology Solutions LLC 84 Church Helpmate 2010 4 2 Individuals Introduction d i Church Helpmate utilizes Individual records to identify the various individuals who you wish to record and maintain in your church s database You can choose to maintain individual records for individuals who ve never even attended your church
378. lds The labels can be defined in c Copyright 2003 2009 Helpmate Technology Solutions LLC 116 Church Helpmate 2010 Individuals Setup TIP Your church may or may not have use for these user defined fields Discuss the possibilities with those in administrative positions in your church to see what data fields might be useful for your church to record and maintain Of course you do not have to utilize any of the user defined fields if they are not necessary for your particular situation It may very well be that we ve provided everything you need to track through the pre defined fields already built into the program c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 117 4 6 10 Assigning amp Viewing Individual Photos In Church Helpmate you can assign a photograph to any Individual record in your database by following the steps below 1 2 3 5 6 Open the desired Individual record in the Individual Detail Form Click the Individual Detail Form s Edit button to unlock the form for editing If necessary click the Photo button from the Individual Detail Form s toolbar to show the Photo sidebar along the right hand side of the form Clicking the Photo button will toggle the display of this photo sidebar on and off to show and hide the sidebar The screen shot below shows the Photo button depressed and the photo sidebar visible this is w
379. leaders Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who have a leader type group membership position in at least 1 Small Group type Group Leader type Group Membership Position values are configured in Groups Setup TIP The Church Health amp Statistics data fields provided here are held in a totally separate table from the data in the other CH2010 modules This means that the Church Health amp Statistics data is only changed through the Church Health amp Statistics Detail Form For example adding an Individual to a Small Group in your CH2010 database through the Group Detail Form will not by itself have any affect on the Church Health amp Statistics module s Small Group Enrollment Total value The data fields of the Church Health amp Statistics module are modified only through the Church Health amp Statistics Detail Form either by manually entering data into the data fields provided or by using the auto fill feature TIP You can run the auto fill process on a single data field if desired without affecting any of the other data fields in the week To do so either double click in the desired field or right click the desired field and select Auto fill value from the pop up menu must be in edit mode c Copyright 2003 2009 Helpmate Technology Solutions LLC 308 Church Helpmate 2010 12 4 6 Church Health A Stati
380. lect Auto fill value from the pop up menu must be in edit mode c Copyright 2003 2009 Helpmate Technology Solutions LLC 310 Church Helpmate 2010 12 4 7 Church Health amp Statistics Contribution Statistics The Contribution Statistics portion of the Church Health amp Statistics Detail Form provides tracking for items related to the Contributions received by your church A screen shot of this section is shown below Contribution Statistics Received Non Designated Received Designated Per Capita Giving Received From Members Received From Non Members of Member Households Contributing of Contacts amp Non Member Households Contributing Received Non Designated Field Description This field is used to record the total amount of non designatea or unrestricted Contributions that were received during this week Non designated contributions are those contributions that have been given without any designation or purpose in mind by the donor and can be used by the church for any purpose as determined by the church Unless the donor specifically denotes a specific purpose for their Contribution for example the Building Fund the Contribution can be assumed to be non designated Auto fill Logic The auto fill process will populate this field with the total amount of CH2010 Contribution records that meets both of the following conditions e The Contribution record exists in a B
381. licts must be resolved in order to complete the process During the synchronization process if data from one of the CH2010 data file conflicts with data from the other CH2010 data file you will be notified of this through the Synchronization Conflict screen as shown below amp Synchronization Conflict Synchronization completed successfully but conflicts exist in the table s shown below Click Conflict Viewer to open the Replication Conflict viewer to review amp resolve each of these conflicts or choose Automatic Resolution to have these conflicts automatically resolved HOUSE Please note that with Automatic Resolution you will not see any details about the conflicts or about how they were resolved Automatic Resolution The list in the middle of the Synchronization Conflict screen displays the tables where conflicts have been found CH2010 provides 2 methods for resolving data file synchronization conflicts the Conflict Viewer and Automatic Resolution c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 16 Data File Synchronization 437 Conflict Viewer The Conflict Viewer is a tool that will step you through each conflict so that you can resolve each conflict Resolving a conflict typically means making a decision about which CH2010 data file holds the winning data In our example above with the home ph for the Adams household you would need to make a decision about whic
382. lipboard for example in MS Word you would highlight the desired text and then select Edit Copy from Word s menu Then open the Church Helpmate Rich Text Editor for the form letter you are working on and select Edit Paste Special and then choose Unformatted Text We recommend using the Paste Special option as opposed to the standard Paste function This is because certain hidden formatting characters can get embedded into your Church Helpmate form letter when using the standard Paste function and this can cause abnormal results such as blank pages between each of your Church Helpmate form letters TIP The Church Helpmate Form Letter tool is limited to creating form letters of 1 page only If your form letter spans over more than 1 page additional blank pages may be created and text may get cut off If you need your form letter to be more than 1 page we suggest splitting the letter into 2 parts the first part being the 1st page which you can generate using the Church Helpmate form letter and the second part being a standard document without any merge fields created in your word processor This way the first page of your form letter will include the personalized merge data for example the recipients name and address while the additional pages are simple non personalized pages TIP The settings and controls found on the Form Letters tab have no effect on the other tabs of the report configurator such as the Export tab
383. ll down control which has been opened or expanded by clicking on its down arrow button Cn noer Child of Reg Attender Friend of the Church Member Active Member Deceased Member Transferred Out Member Transferred Out Prospect not yet attended Reg Attender Active Reg Attender Deceased Reg Attender Drop Out Staff Visitor Active Visitor Drop Out c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 17 Reference Information 451 17 10 List Boxes The List Box control allows you to select a value from a list of available values In many cases it s quicker and easier to select a value from a list than to remember a value to type A list of choices also helps to ensure that the value that s entered in a field is correct The list in a list box consists of rows of data Rows can have one or more columns which can appear with or without headings You can select a value from a list box control by clicking the desired value with the mouse or by using the arrow buttons to move the currently selected value An example of a list box control is shown below Layout Household Directory Custom 1 Column Single Line Household Directory Custom 1 Column w Member Detail Household Directory Custom 2 Column Landscape Landscape Portrait Household Directory Custom 2 Column w Member Detail Portrait Juror Portrait c Copyright 2003 2009 Helpmate Tec
384. llNow upload From the Tools menu Use the Enable checkbox to enable disable the Church Helpmate One Call Now integration One Call Now is an optional automated phone message delivery service that can be interfaced directly with the Church Helpmate software For more information about the One Call Now service contact Helpmate sales or visit the following page of our website www helpmate com products ocn Use the Options section to determine if you wish the Church Helpmate program to trigger a data upload from the CH2010 database to the One Call Now online database when closing the Church Helpmate program after you ve made changes that need to be reflected in the One Call Now database You can have Church Helpmate remind you with a prompt upon closing when this upload is needed or you can have the upload take place automatically if needed when you close Church Helpmate You can also choose to do neither You can manually trigger the upload to your One Call Now database at any time by selecting Tools One Call Now Upload from the Church Helpmate main menubar NOTE For more information about the One Call Now service and integration with Church Helpmate 2010 please see the One Call Now Upload section of Chapter 14 c Copyright 2003 2009 Helpmate Technology Solutions LLC 42 Church Helpmate 2010 3 2 Households Setup To reach the Households Setup screen select Setup amp Preferences Households Setup fr
385. lment Total Field Description This field is used to record the total count of individuals for that particular week who are formally considered to be members of your church These people have indicated to your church s leadership that they consider your church their home church and have agreed to any requirements that may exist to be considered a formal member Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who have a member type Membership Status value as defined in the Individual Detail Form for more information on defining which Membership Status values are member type values see the Individuals Setup section of Chapter 3 Membership Enrollment Adults Field Description This field is used to record the total count of individuals for that particular week who are formally considered to be members of your church and who are considered to be adults This field basically represents the number of Individuals from the Membership Enrollment Total value who are Adults Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who have a member type Membership Status value and who have an adult type Household Position value Membership Enrollment Children Field Description This field is used to record the total count of individuals for that particular week who are formally cons
386. lpmate Technology Solutions LLC Chapter 20 Upgrading from Previous Version 483 After installation you will notice a new Church Helpmate 2010 icon on your Windows Desktop This icon will be your typical method for starting the Church Helpmate 2010 program A Church Helpmate 2010 program group will also have been created for you under the Windows START button as shown below START button All Programs Church Helpmate 2010 Within this Church Helpmate 2010 program group you will find several additional related items such as utilities and documentation IMPORTANT NOTE Initially after installation the Church Helpmate 2010 program will use a sample data set In order for Church Helpmate 2010 to be loaded with the data contained in your previous version you must run the Church Helpmate 2010 Upgrade Utility as explained below in Step 3 of this section STEP 2 USER NAME amp REGISTRATION CODE ENTRY Initially after installing Church Helpmate 2010 it will operate in Demo mode Upon program startup while in Demo mode you will be presented with an initial startup screen that will include a button labeled Enter User Name amp Registration Code You will want to click this button and then enter the User Name amp Registration Code supplied to you by Helpmate Technology Solutions After successful entry of your User Name amp Registration Code the Demo mode of operation will be terminated You will need to perform
387. ls that meet the above filter criteria to this Group Group Membership Position Participant REMOVE all individuals From this Group that do not meet the above filter criteria Here you can use the Select Filter button to select an existing Custom Filter to be used Check the ADD checkbox if you want to have Individuals who meeting the filter s criteria to be automatically added to the Group Check the REMOVE checkbox if you want to have existing Group members automatically removed from the Group if they do not meet the filter s criteria Once you have run this Auto Update process on a Group the settings here will be saved with the Group At any time in the future you can update the Group Membership of the Group by clicking on the Auto Update button We have also provided a global update option that will run the Auto Update process on all Group records that have been configured with an Auto Update custom filter instead of having to open each Group individually to run the Auto Update process To run this process on all Groups select Tools Database Utilities Run Group Membership Auto Update All Groups from the program s top main menubar c Copyright 2003 2009 Helpmate Technology Solutions LLC 166 Church Helpmate 2010 TIP Group membership assignments can only be performed after the Group Detail Form s Edit button has been clicked TIP To add or remove multiple Individuals to from a
388. ltiple Individuals to a particular Group use the Group Detail Form for example adding 5 Individuals to a single Group If you are going to assigning a specific Individual s membership to multiple Groups for example adding a single Individual to 5 different Groups use the Individual Detail Form Groups Tab Membership to Groups in Church Helpmate are static That is if you give an Individual record membership to a particular Group they will remain in that Group until you remove them from the Group Modifying an Individual s record through the Individual Detail Form such as altering their membership status value their address their name etc does not in and of itself modify the Individuals membership to any Groups c Copyright 2003 2009 Helpmate Technology Solutions LLC 158 Church Helpmate 2010 6 2 Groups Explorer gt To reach the Groups Explorer select Explorer Views Groups Explorer from the program s main menubar Alternately you can activate the Groups Explorer by clicking Explorer from the Groups list in the left hand Navigation Menu The Groups Explorer provides you a powerful visual representation of the Group and Group Membership records contained within your database The Groups Explorer view is made up of 2 parts the filter TreeView control on the left and the ListView data control on the right as shown below The TreeView control displays Group names organized in their hierarchy str
389. lumn type fashion The header section of the form includes navigational controls to change the displayed year and the specific 6 week range selection The header also contains buttons to used to edit save auto fill and print a particular week s data A screen shot of the form s header section is shown below atistics Detai YEAR 2010 Week 9 Week 10 Edit print eo print W ca Weer H co Heer H co Heer Jif co Ho Year selector rear El 0 IS The Year selector is used to control which calendar year is displayed You can use the previous year and next year J arrow buttons to move from one calendar year to another or you can simply type the desired year into the control and press the lt ENTER gt key on your keyboard If a desired calendar year is not available it means that a data set does not exist in the database for that year For example if the display currently reads 2010 and you click the right arrow button but the display stays at 2010 it means that 2010 is the last year for which there is a Church Health amp Statistics data set To create a data set use the New Data Set button and provide the desired calendar year A new Church Health amp Statistics data set will be created for the desired year and from that point will be available from the Year selector c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 293 Week selector
390. m letters are generated the data field names will be replaced with actual data from your Church Helpmate database In the lower right hand section both a Print Preview and a Print button are provided The Print Preview button will allow you to preview the Form Letter report on screen before sending to the printer while the Print button allows you to send the Form Letter report directly to your computer s default printer c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 329 Print Preview Toolbar When using the Print Preview option the form letters will be generated and displayed on screen In the Print Preview window a top header toolbar is provided giving you additional options This toolbar is displayed below Close print preview Send to printer Convert to PDF file Page view controls Email report as PDF file PS setup options Eg Close Report Print ViewPDF EmailPDF Page Setup 3 38 4 Wy C Zoom Fit e IO Send to MS Word J Send to MS Excel Zoom controls Send to Notepad Send other Memorized Outputs Most of the Church Helpmate output configurators have the ability to memorize your settings so that you can quickly recall a form letter report and re run it in the future without having to remember any of your settings or even which output configurator is used For more information on Memorized Outputs see the Memorized Outputs secti
391. m the Household Explorer s right click pop up menu The Household Detail Form is used to manage Household records This form will enable you to Add new Household records Edit Update Household records View Household details Delete Household records Search find Household records The Household Detail Form s toolbar is shown below gt Household Detail Form X OIK Photo Help A QOQO BOOO Edit Save Cancel Delete Flag Unflag New First Prev Next Last Find The ANGSTROM Household Y MOPE The following is a general summary of each of the buttons and controls found in this form s toolbar Edit Will place form into unlocked mode allowing modification to the record s data Save Will save current changes that have been made to the record and will place the form into locked mode Cancel Will cancel discard current changes that have been made to the record and will place the form back into locked mode Delete Will delete the current record by sending it to the Church Helpmate recycle bin Flag Unflag Will either flag or unflag the record toggle s current flag state New Will create a new record First Will move the Detail Form to display the first record in the database Prev Will move the Detail Form to display the previous record in the database Next Will move the Detail Form to display the next record in the database Last Will move the Detail Form to display the la
392. m the Navigation Menu or from the top main menubar The Memorized Contact Outputs option is also displayed in the list This option will open the Memorized Outputs form and limit the form to showing only Contact based Memorized Outputs Double click to Open w ea Memorized Contact Outputs 5 Contacts Output Configurator ea Contacts Profile Report Configurator ea Contacts Utility Report Configurator The following Contact based report configurators are provided e Contacts Output Configurator e Contacts Profile Report Configurator e Contacts Utility Report Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 355 14 14 1 Contacts Output Configurator 5 Contacts Output Configurator E Directory Reports Labels amp Envelopes Form Letters Email Map Statistical Reports Export V7 Filter no filter a e s LTS arra Title Contact Directory Layout Font Selector Contact Directory Custom 1 Column Landscape Contact Directory Custom 2 Column Portrait Contact Directory Custom 3 Column Portrait Contact Photo Directory Custom 1 Column Portrait Times New Roman Contact Photo Directory Custom 2 Column Portrait Size 9 Contact Data Fields Organization Phone s Web Site O User Defined Pull Down Fields Category O Incl Private Env O User Defined Date Fields Address Email Address
393. mary data entry for each of the main modules of the program ie membership groups contributions pledges etc For example Mary might handle all of the data entry and modification for household amp individual records Jerry might handle all of the group amp group membership assignments Susan might handle all of the contribution amp pledge work Bill might handle all of the Connection work and so on This way you ll reduce the chances of 2 different people modifying the same record thus reducing the chances of data file sync conflicts when each of these person s data file is synchronized TIP When synchronizing 2 data files deleted records always take precedence For example if Susan modifies the Adams household s record in her data file but Bill deletes the Adams household in his data file when the 2 files c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 16 Data File Synchronization 439 are merged the deletion of the Adams household record will be the winning action Therefore in the resulting CH2010 data file after the synchronization the Adams household record will have been deleted You can utilize the CH2010 Security System to specify exactly which users can and cannot delete records c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter Chapter 17 Reference Information 441 17 Chapter 17 Reference Information Chapter 17 Sections Data Entry Procedures
394. meet the format requirements shown below Failure to format the source file in the required format will likely result in errors during the import process and could jeopardize the integrity and accuracy of the existing and imported CH2010 data Sample source text files are included with the installation of CH2010 for your reference when preparing your source files The sample Contact import file is named ImportUtilitySample_Contact csv sample Contacts import file This and other sample file is located in the Templates folder which is located on your hard drive where the CH2010 program was installed The default location for this folder is C ProgramData CH2010 Templates when running Windows Vista or C Program Files CH2010 Templates when running older versions of Windows CONTACTS IMPORT FILE REQUIREMENTS Feann Bata Type Max Size Comments Value Required EES CR ER E LS E Pages Ell mamme fa ER E ERC p T Osoa fee o o Oemma fer Ell C E Ell e S LL moman fret o o oS o FornatGresing Ell momar Ell e Pl e fet OPC E CC E w fja p ER E EEN BEE EEN PostaGode ite ER E EC ER E em fja p ooo oS e e C a a e BERCHER E BESSERES E GC a a C ie PC E D st P Ell EC ER E c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 19 Advanced Topics 473 Feann Bata Type Max Size Comments Value Requiea Boe frere o oo T Emainacress CR ER SS c Pap wesens f o SSCS SS ProieNoie item GS CR CSR Ro
395. n Data File from the program s main menubar and specify the CH2010 data file located on the CH2010 Data Server Computer 1 TIP When choosing a CH2010 Data Server in a Peer to Peer system the general rule is to select the computer which will be most often used to run the Church Helpmate program Church Helpmate performance will be best on the CH2010 Data Server computer since the data file is local to that computer Accessing the CH2010 data file across the network is slower than accessing it from a local hard drive There may be other factors involved in the selection of the CH2010 Data Server computer such as free hard drive space to store the data file performance speed of the computer etc TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC 82 Church Helpmate 2010 4 Chapter 4 Households amp Individuals L Chapter 4 Sections Households Introduction Individuals Introduction Households Explorer Household Detail Form Individuals Explorer Individual Detail Form Household amp Individual Procedures c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 83 4 1 Households Introduction 2 Church Helpmate utilizes Household records to identify various individuals who share a common address You can setup househo
396. n Individual to a Sunday School Class group in your CH2010 database through the Group Detail Form will not by itself have any affect on the Church Health amp Statistics module s Sunday School Enrollment Total value The data fields of the Church Health amp Statistics module are modified only through the Church Health amp Statistics Detail Form either by manually entering data into the data fields provided or by using the auto fill feature c Copyright 2003 2009 Helpmate Technology Solutions LLC 304 Church Helpmate 2010 TIP You can run the auto fill process on a single data field if desired without affecting any of the other data fields in the week To do so either double click in the desired field or right click the desired field and select Auto fill value from the pop up menu must be in edit mode c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 305 12 4 5 Church Health amp Statistics Small Group Statistics The Small Group Statistics portion of the Church Health amp Statistics Detail Form provides tracking for items related to your church s Small Groups A screen shot of this section is shown below Small Groups Statistics Group Count Groups Started This Week Groups Started Within Past 2yrs Attendance Enrollment Total Enrollment Adult Members Enrollment Adult Active Attenders Enrollment Joined Lea
397. n Single Line Landscape Household Directory Custom 1 Column w Member Detail Landscape Household Directory Custom 2 Column Portrait Font Selector Select Font Times New Roman Size 10 Household Directory Custom 2 Column w Member Detail Portrait Household Directory Custom 3 Column Portrait Portrait Household Data Fields Household Phone s O Main Contact Phone s O Incl Private Phone s O Household Email Address O Main Contact Email Addresses O Incl Private Email Addresses O User Defined Pull Down Fields O User Defined Date Fields O User Defined Text Fields O User Defined CheckBox Fields Main Contact Names CO Other Adult Names Children Names CO Membership Status O Web Site O Envi Address O Incl Private Addresses Other Options Display Filter Details on Report O Display Membership Status symbols next to each individual s name Display page Footer O Include cross reference listings For main contact individuals that have Display record count in Footer different last names than their household s last name Header Text Primary O Force page break at the beginning of letter sections 4 B C etc Header Logo Large 4 Display section header at the beginning of each letter 4 B C etc wo Interested in printing booklet style directories D print Previ gt Get ClickBook Click for more details e Print Preview In most cases these r
398. n menubar select File New Contact This will open the Contact Detail Form to a new Contact record ready for your data entry When you are finished entering the Contact s data click the Contact Detail Form s Save button to save the new record TIP Any data fields with an asterisk next to them are required fields and must be filled in before you can save the record c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 153 5 4 5 Deleting A Contact s Record 1 Open the desired Contact record in the Contact Detail Form 2 Click the Edit button at the top left hand corner of the Contact Detail Form to enable editing of the form 3 Delete the Contact record by clicking the Delete button 4 Select Yes at the delete confirmation prompt TIP Deleting a record will cause the record to be sent to the Church Helpmate Recycle Bin The record will not be permanently deleted until purged from the Recycle Bin c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter Chapter 6 Group Membership 6 Chapter 6 Group Membership Chapter 6 Sections Groups Introduction Groups Explorer Group Detail Form Group Procedures 155 c Copyright 2003 2009 Helpmate Technology Solutions LLC 156 Church Helpmate 2010 6 1 Groups Introduction C Church Helpmate provides Group records to help you organize and assign Individuals to the
399. n or Restore Company ployee Center Report Center Open Previous Company gt Save Copy or Backup Company Close Company Switch to Multi user Mode Utilities gt Import Excel Files E Accountant s Copy B Synchronize Contacts Web 9nnect Files Print Ctrl P EE D Timer Activities Save as PDF l Ke Copy Company File for QuickBooks Mac EE k Copy Company File for QuickBooks Online Edition Printer Setup GA Send Borne Convert Accountants Copy to Company File QBW Marketir Shipping Host Multi User Access Kam Update Web Services Verify Data Banking Exit Alt F4 Rebuild Data Clean Up Company Data gl E Estimates Create Remote Access Recorc Invoices Deposil Selecting Import will open an Import dialog box where you ll choose the desired IIF file to import as shown below Lookin Export ji Name Date modif E my 06292008mbp IF Recent Places o Desktop Paul Schuster A Computer A e File name 06292008mbp IF etwork Files of type IIF Files C HEI Z Once the import process is complete you will see the following confirmation message c Copyright 2003 2009 Helpmate Technology Solutions LLC 198 Church Helpmate 2010 QuickBooks Information i Your data has been imported aS The imported data will appear as a deposit entry in your QuickBooks regist
400. n then be used to perform the Restore action Restore 1 Specify Location of Backup File to Restore From Restore From C ProgramData CH2010 CH2010Backup zip E Z Verify Contents of Selected Backup File Filename CH2010Data mdb Last Modified 12 10 2009 11 26 37 AM Uncompressed size 7 04 MB Compressed size 60 MB Compression ratio 91 3 Process Restore Current Active data file E C ProgramData CH2010 CH2010Data mdb_ i By dicking the Restore button below the currently active data file shown above will be deleted and replaced by the data file contained within the Backup File you selected in Step 1 Proceed only if this is the action you wish to take This process cannot be undone In order for this restore process to complete successfully the current active data file cannot be in use by this computer or any other computer running Church Helpmate If the main Church Helpmate program is open on this computer please close it now c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 18 Backup amp Restore Functions 459 If the restore process was successful the following message will be displayed Ci Restore completed successfully c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter Chapter 19 Advanced Topics 19 Chapter 19 Advanced Topics Chapter 19 Sections Recycle Bin Using Church Helpmate from Remot
401. neral Contact Info Notes User Defined User Defined Date Fields 4 Date you want to track User Defined Pull Down Lists some list of items something else User Defined Text Fields some thing important User Defined Checkboxes Receive Newsletter TIP To enable additional user defined fields select Setup amp Preferences Contacts Setup from the top menubar Created 06 Nov 2007 Last Modified 07 Nov 2007 Last Contrib Record 4 of 12 Filter OFF Last Modified By CH2008 User Defined Pull Down Lists Section This is where you can assign the Contact s user defined pull down list fields User Defined Text Fields Section This is where you can assign the Contact s user defined text fields User Defined Date Fields Section This is where you can assign the Contact s user defined date fields User Defined Checkboxes Section This is where you can assign the Contact s user defined checkbox fields TIP Only the user defined fields that have been enabled through the Contacts Setup Form will be shown on this screen TIP TIP None of the fields on this tab are required fields By User Defined we mean that the user can define the label of the data field This label is then utilized throughout the program on the various screens and reports displaying these fields The labels can be defined in Contacts Setup TIP Your church may or may not have use for these user defined Ho
402. nes that the flag is set and reports that the database is corrupted In most cases the data in the database is not actually corrupted but the set flag alerts Jet that corruption may have occurred In cases such as this compacting and or repairing the database can typically restore the database 2 Faulty Networking Hardware In this case the file corruption does not involve the Jet database engine rather the file is literally corrupted by some outside cause The cause can be one or more links in the hardware chain between the computer that the Church Helpmate program application file resides on and the computer that is holding the main CH2010 data file This list includes but is not limited to network interface cards network cabling routers and hubs Hardware based corruption is typically indicated by mdb files that cannot be restored through the use of compacting or repairing Hardware corruption will typically recur until the responsible hardware is repaired or replaced c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 429 15 14 CASS Import Export Church Helpmate provides a simple interface through which you can have the Household and Contact address information CASS Certified CASS Coding Accuracy Support System certification is a process designed in cooperation with the mailing industry to improve the accuracy of postal codes i e carrier route 5 digit ZIP ZIP 4 and delivery point
403. new insight on the progress of your ministry as well as identify potential church health problems you may not have been aware of c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 289 12 2 Church Health amp Statistics Preparation f Z It is very important that certain configuration and preparation steps be completed before using the Church Health amp Statistics module 1 Church Health amp Statistics Setup The Church Health amp Statistics Setup screen contains important configuration settings for this module All of the settings on this setup screen should be reviewed and adjusted as desired This setup screen is discussed further in Chapter 3 under the Church Health amp Statistics Setup section 2 Individual Setup Membership Status Values The Church Health amp Statistics module identifies members and active attenders of the church through the Membership Status value assignment given to each individual record in CH2010 Since the listing of Membership Status values that can be assigned to Individual records is user definable the Individuals Setup screen allows the user to configure exactly which of the Membership Status values should be treated as members of the church and which should be treated as active attenders It is critical for the Church Health amp Statistics module for the Membership Status values to be configured properly in terms of
404. ning modifying or clearing the One Call Now ID for a Group through the Group Detail Form e Modifying group membership ie adding to or removing from for a Group that has been assigned a OneCallNow ID value e Modifying the home phone number for an individual who belongs to at least 1 Group that has been assigned a OneCallNow ID value As these types of changes are made Church Helpmate knows that the One Call Now online database needs to be updated Depending on your Church Helpmate Preference settings for the One Call Now interface your Church Helpmate changes will be uploaded to your One Call Now online database upon closing the Church Helpmate program You can also manually run this update at any time by selecting Tools One Call Now Upload During the One Call Now upload process a progress meter will be shown letting you know the status When the upload is complete a confirmation window will be displayed giving you details about how many individuals and groups were uploaded NOTE Your computer must have an active Internet connection for the One Call Now upload process to function correctly Delivering your Phone Messages with One Call Now e Dial 1 877 698 3261 e You will be prompted as a Group Leader to enter the pound sign followed by your GroupID amp Pin Enter your GroupID and Pin as an 11 digit string For example 1234567890 e If you have not recorded your introduction you will be prompted to do so no
405. nistry Team AND whose Group Start Date value from the Group Detail Form is within this week s date range Enrollment Total Field Description This field is used to record the total count of Individuals who are enrolled in and actively participate in at least 1 Ministry Team Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who are active group members to at least 1 Ministry Team type Group Active group membership means that the Individual has been added to the Group and given a Group Membership Position value that indicates an active position based on the Group Membership Position under Groups Setup Enrollment Adult Members Field Description This field is used to record the total count of Individuals who are formal members of the church and who are enrolled in and actively participate in at least 1 Ministry Team Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who e Have an adult type Household Position value as defined in the Individual Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 12 Church Health amp Statistics 309 e Have a member type Membership Status value as defined in the Individual Detail Form e Are active group members to at least 1 Ministry Team type Group Active group membership means that the
406. nnection record Using these methods will open the Connection Detail Form to a new blank Connection record 2 Enter data for the new Connection record 3 Click the Save button to save the new record TIP Any data fields with an asterisk next to them are required fields and must be filled in before you can save the record c Copyright 2003 2009 Helpmate Technology Solutions LLC 272 Church Helpmate 2010 10 4 4 Deleting A Connection Record P 1 Open the desired Connection record in the Connection Detail Form by double clicking it from the Connections Explorer 2 Click the Edit button in the top left hand corner of the Connection Detail Form to enable editing of the form 3 Click the Delete button located in the toolbar section 4 Select Yes at the deletion confirmation prompt c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 274 Church Helpmate 2010 11 Chapter 11 Reminders Chapter 11 Sections Reminders Introduction Reminders Explorer Reminder Detail Form Reminder Procedures c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 11 Reminders 275 11 1 Reminders Introduction Church Helpmate utilizes Reminder records to allow the user to store important reminders in the Church Helpmate database Reminders might be used for many reasons For example to remind the user to backup the Church Helpmate database file t
407. nt on the right as shown below sos WEN Member Names Men Status Home Phone 1 Bob Sue Missy Bobby Nate 555 123 4567 Michael Jennifer Tricia Danielle 555 986 3214 Pete Gigi Frank Sammy 513 569 6321 Kate Juan Marty Lizzy 859 632 1477 Ted 555 555 5555 James Marguerite 513 999 6666 Sean Jansie Cynthia 987 987 9879 c Copyright 2003 2009 Helpmate Technology Solutions LLC 86 Church Helpmate 2010 You can use the TreeView filter to filter exactly which Household records are displayed in the ListView Data display The image above shows how the display can be filtered to include only Households with Membership Status of Member Active Right clicking a Household s record from the ListView Data control will display a useful menu as shown below fy Clark Michael Jenniter Tricia Danielle Member Active 555 9 Open Household Household Profile Report Copy Household s Contact Info to Clipboard Flag UnFlag Household Map Address Send QuickLetter Print QuickLabel Send Email Message Go To Web Site Auto Dial Phone Number Contribution Statement Configurator Pledge Statement Configurator New Household Connection New Household Member Individual New Household p ftive 859 6 ftive 555 5 ftive 513 9 ftive 987 9 TIP Double clicking a Household item will open the Household s record in the Household Detail Form which is equivalent to the menu i
408. ntribution Batch Detail 07262009prs SAX EN e TS CN A ay AN KN ee QO On 2 OO ei Unpost Batch Edit Petch Clone Batch Delete Batch New Batch First Prev Next Last Help Tore Batch 07262009prs Date 7 26 2009 Entry Initials prs Posted on 10 13 2009 Edits Locked Contribution Entry Ei x NOTE ABOUT MULTI USER DATA ENTRY The Church Helpmate system is designed to allow multiple users to share a common Church Helpmate data file through a local area network In this way multiple users from multiple computers can all link to the same data file Users can be browsing data entering data modifying data etc all at the same time However with respect to contribution data only 1 user at a time can be entering data into a particular Batch If more than 1 user attempts to enter contributions into the same Batch error messages will be displayed and unexpected results are possible For this reason we encourage you to institute a policy that ensures only 1 contribution data entry personnel be entering data into a particular Batch If you wish to have multiple users entering contribution data into Church Helpmate at the same time ensure that each user is entering data into a different Batch TIP A Batch is simply a collection of Contribution records You can utilize Batch records however works best for you and your church Some churches will find that creating a Batch for each contribution date fits their needs Ot
409. ntrol and Insert button to insert a personalized greeting which will appear for the recipient for example Dear John amp Amy so that it appears that each email message was personally written to each recipient This option takes longer to process than the Generic option as a separate email must be processed for each recipient When building the text for your email message you can use the formatting toolbar to format your text The emails generated from Church Helpmate are HTML formatted emails so if the recipient is using a HTML format capable email reader they will see the formatting exactly as you have specified You can attach up to 3 file attachments to your email message s by using the Attachments section use the Browse buttons to select the desired files If you d like to see a listing of the email addresses that will be receiving a copy of the email before sending out the emails click the View Recipients button Clicking the Send button will process the creation and sending of the email messages without any interaction from the user Upon completion you will receive a message indicating that the process has completed Memorized Outputs c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 333 Most of the Church Helpmate output configurators have the ability to memorize your settings so that you can quickly recall a bulk email and re r
410. nxman amp Associates 555 999 1234 200 Main St TE pencon OOOO O Contact Profile Report Copy Contact s Contact Info to Clipboard W Flag UnFlag Contact s Map Address WY Send QuickLetter Print QuickLabel Send Email Message GoTo Web Site 7 Auto Dial Phone Number Contribution Statement Configurator A Pledge Statement Configurator gt TIP Double clicking a Contact item will open the Contact s record in the Contact Detail Form which is equivalent to the menu item Open Contact from the right click pop up menu TIP As with all of the Church Helpmate Explorer Views the Contacts Explorer view is a Read Only view This means that you can t edit the data displayed Editing must be done from the Contact Detail Form TIP The Quick Find pull down control in the toolbar section of the Explorer provides a method of locating a Contact in the Contact Explorer s ListView control Select the desired Contact from the Quick Find pull down either by using the mouse or by simply beginning to enter in the Contact s name into the pull down control and then pressing the lt ENTER gt key on your keyboard To quickly place the cursor in the Quick Find control simply press the F key for Find from anywhere in the Contacts Explorer c Copyright 2003 2009 Helpmate Technology Solutions LLC 138 Church Helpmate 2010 5 3 Contact Detail Form 3 You can open the Contact Detail Form by any of
411. o MS Outlook Individual records title first name middle name last name suffix work phone work fax home address home phone home fax cell mobile phone pager alternate phone primary email address secondary email address children names gender occupation membership status birthdate optional wedding anniversary optional Contact records title first name middle name last name phone 1 phone 2 fax mailing address cell mobile phone pager email address website contact category Purge Function If at any time you wish to delete all Church Helpmate Individual records and Contact records that have been created in your MS Outlook database by this utility you can use the purge function available from the top menubar Purge Purge previously exported contact records from MS Outlook This function will search through the Contact records in MS Outlook and delete the records that have been created by the Church Helpmate MS Outlook Export Utility c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 423 15 12 Custom Report Generator The Church Helpmate Custom Report Generator is a tool which enables you to create custom reports Church Helpmate reports and save them for later use In addition to generation of reports this tool also allows you to output the report results to Mailing Labels amp Envelopes and exported files To open the Church Helpmate Custom Report Generato
412. o name them exactly as you desire and you can organize your Groups within the 3 tier structure Group Category Group Folder Group however you wish TIP As with all of the CH2010 Explorer Views the Groups Explorer view is a Read Only view This means that you can t edit the data displayed Editing must be done from the Group Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC 160 Church Helpmate 2010 6 3 Group Detail Form To reach the Group Detail Form e Select Detail Views Group Detail Form from the program s top main menubar OR e From the Groups Explorer either double click on an individual from the right hand side ListView control or choose Open Group from the Groups Explorer s right click pop up menu The Group Detail Form is used to manage Group and Group Membership records This form will enable you to Add new Group records Edit Update Group records View Group details Delete Group records Assign View Group Membership The Group Detail Forme toolbar is shown below amp Group Detail Form Lal zl e fea C Po p E d i er em IO OC BB OOO O Edt Save Z A First Prev Last Find Help more Musicians amp Vocalists The following is a general summary of each of the buttons and controls found in this form s toolbar Edit Will place form into unlocked mode allowing modification to the record s data Save Will save current chan
413. o remind the user to send out letters to all 1st time visitors from last Sunday s services to remind the user to distribute the prayer request list to the church staff and so on Below are some important concepts to know about Reminder records e A Reminder record is associated with a specific date e A Reminder record can be configured as a one time reminder or as a recurring reminder with specified frequency e Acknowledging a one time Reminder will delete the reminder record Acknowledging a recurring Reminder will increment the remind c Copyright 2003 2009 Helpmate Technology Solutions LLC 276 Church Helpmate 2010 11 2 Reminders Explorer To reach the Reminders Explorer select Explorer Views Reminders Explorer from the program s main menubar Alternately you can activate the Reminders Explorer by clicking Explorer from the Reminders list in the left hand Navigation Menu The Reminders Explorer provides you a powerful visual representation of the Reminder records contained within your database e 7 Reminders Explorer LGT ni Frequency or reated By Reminder 12 11 2009 i i Deposit weekend contributions 12 12 2009 1 00 00 PM Weekly i i Distribute weekly prayer chain list The toolbar section of the Reminders Explorer contains 2 pull down controls For User This pull down allows you to select a user name from the Church Helpmate s security system This will filte
414. o the left in a text box LEFT ARROW To move one word to the left in a text box CTRL LEFT ARROW To move to the end of the value in a text box END To move to the beginning of the value in a text box HOME To copy a selected text to the Clipboard CTRL C To paste the contents of the Clipboard at the cursor position CTRL V To delete the selection or character to the left of the cursor position DEL c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 17 Reference Information 445 17 4 Mouse Operations Most program options can be selected using either the keyboard or a mouse Because most Windows users tend to use a mouse we emphasize mouse operation in the CH2010 documentation If you are new to mouse operations please refer to your Windows manual for assistance When using the mouse buttons it is important not to forget about the right button While the left button is used in most cases to select screen items the right button can be used to activate context sensitive pop up menus which can be helpful in navigating through the application and can speed up data entry The list of items available in these pop up menus are appropriate to your location in the application the context If you are not sure whether a certain object has a pop up context menu option just click the right mouse button to find out In the CH2010 documentation a mouse click is understood to be a left mouse button click A mouse
415. ocedures NOTE The procedures included here assume that you are already familiar with the basic concepts of the Pledge module of Church Helpmate as covered in the previous sections of this chapter Viewing Pledge Records Editing A Pledge Record Adding A New Pledge Record Deleting A Pledge Record 229 c Copyright 2003 2009 Helpmate Technology Solutions LLC 230 Church Helpmate 2010 8 4 1 Viewing Pledge Records ei 1 Activate the Pledges Explorer by selecting Explorer Views Pledges Explorer from the Church Helpmate top main menubar 2 Select a desired item from the Display pull down list located in the Explorer s menubar The value selected here will affect what is displayed in the Explorer s left hand ListView control 3 Select an item from the left hand ListView control by clicking it Once an item has been selected here the right hand ListView control will display all related Pledge records for the selected item To open a Pledge record for editing double click the Pledge record from the right hand ListView control Example View all recorded Pledge records for John Smith Open the Pledges Explorer Select By Contributor from the Display pull down list in the Explorer s toolbar section Click on Smith John from the left hand ListView control The right hand ListView control will now display the all Pledge records associated with John Smith TIP You can specify the default settings
416. oined value that exists within the date range of this week Leaders Field Description This field is used to record the total count of Individuals who are considered to be Ministry Team leaders Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who have a leader type group membership position in at least 1 Ministry Team type Group Leader type Group Membership Position values are configured in Groups Setup TIP The Church Health amp Statistics data fields provided here are held in a totally separate table from the data in the other CH2010 modules This means that the Church Health amp Statistics data is only changed through the Church Health amp Statistics Detail Form For example adding an Individual to a Ministry Team group in your CH2010 database through the Group Detail Form will not by itself have any affect on the Church Health amp Statistics module s Ministry Team Enrollment Total value The data fields of the Church Health amp Statistics module are modified only through the Church Health amp Statistics Detail Form either by manually entering data into the data fields provided or by using the auto fill feature TIP You can run the auto fill process on a single data field if desired without affecting any of the other data fields in the week To do so either double click in the desired field or right click the desired field and se
417. oks IIF file a Quicken QIF file or a PeachTree CSV file out of Church Helpmate Other Section e Use the first checkbox in this section to control whether or not Church Helpmate sets the record Individual Household or Contact as a contributor when the user assigns the record an Envelope e Use the second checkbox in this section to control whether or not Church Helpmate will maintain keep a copy of the PDF statement files when sending contribution statements via email With this unchecked the PDF files are removed from the hard drive once the emails have been generated TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Other computers which might be running Church Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC 38 Church Helpmate 2010 3 1 8 Pledges q RE Uu A E ea Z General File amp Folder Paths Color Theme Households amp Individuals Groups Contributions Pledges Attendance Reminders Pledge Entry Defaults Default Payment Frequency Monthly H Pledges Explorer Defaults Default Display By Fund z Other CO When emailing pledge statements as PDF file attachments maintain a copy of these PDF files on this machine s hard drive Pledge Entry Defaults Section In this section you can specify default se
418. om the Church Helpmate main menubar GENERAL TAB Region Subregion Add Edit Delete Pull down List Data Section e Use this section to manage the values contained in the various pull down lists associated with Household records c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 43 USER DEFINED FIELDS TAB Setup Households Households General Households User Defined Fields Membership Status a Households Setup le lt 3 Date Field Labels Datel Date you want to tra O Note Labels Note1 Note General Note2 Note Other Note3 Note Private Enable Text Field Labels Checkbox Field Labels Checkbox1 Receive Newsletter Text2 HText2 Oo DDR Pull down Lists Pull down1 Deacon Shepherd Edit List Data Add Item Edit Item Delete Item Delete All Items Enable Date Field Labels Section This is where you specify the names of the user defined Household date fields The name you specify for these fields will be utilized for all reports and forms where the user defined date fields are displayed Text Field Labels Section This is where you specify the names of the user defined Household text fields The name you specify will be utilized for all reports and forms where the user defined text fields are displayed Checkbox Field La
419. on is not important but you do need to know this information From the CH2010 program s File menu select Synchronize Data Files The main machine s data file will automatically be selected for the Data File 1 parameter Use the Browse button next to the Data File 2 parameter to select the remote computer s data file you ll need to know the information from step 1 above Click the Synchronize Now button to start the merge process between the main computer s data file and the remote computer s data file Once this completes the main machine s data file should now show the modifications that were performed on the remote machine 2 Create backup From the main machine create a data file backup under the program s File menu File Backup amp Restore Functions 3 Restore backup on remote machine Take the backup to the remote computer running CH2010 and on that machine use the Restore function to load the data from the backup onto that computer Once this has been completed the remote computer s data file is now updated with all of the modifications that have been made on the main computer At this point the main and remote computers are showing the same data in CH2010 As the CH2010 data file is then further modified at the main and remote computers the process above steps 1 3 is repeated c Copyright 2003 2009 Helpmate Technology Solutions LLC 434 Church Helpmate
420. on of this chapter c Copyright 2003 2009 Helpmate Technology Solutions LLC 330 Church Helpmate 2010 Rich Text Editor The Church Helpmate 2010 form letter capability includes a full Rich Text Format RTF editor Although simple text editing may be done right from the large white window provided on the Form Letters tab clicking the Rich Text Editor button opens a powerful editor where you can configure all sorts of aspects of your form letter including font sizes colors bolding margins alignment and more A screen shot of the Rich Text Editor is shown below File Edit View Insert Format Tools Help D Ge la a Times New Roman lt CURRENT_DATE gt lt FORMAL LABEL NAME gt lt ADDRESS_BLOCK gt Dear lt FORMAL_GREETING gt Hello This is my sample form letter This really doesn t say much but it is a nice sample form letter for instructional purposes It can be used to show the user how a form letter could be created and formatted exactly how they d like With its full Rich Text Editor formatting is a shap H Item 1 Item 2 H Item 3 Sincerely Helpmate Technology Solutions LLC For Help press Fl For specific help with using the Rich Text Editor select Help Help Topics from the editor s top menubar TIP If you have text from another program that you would like to copy into your Church Helpmate form letter first copy the desired content to the Windows C
421. onding income account numbers in Peachtree and the Peachtree bank account where you want the Fund s money deposited into 2 In Church Helpmate enter into a Batch all of the contribution details for a particular date for example on November 26 2009 John Smith contributed 200 to the Building Fund 3 In Church Helpmate export the contribution fund summary totals for the contributions entered into the Church Helpmate batch for example on November 26 2009 the church received 8200 towards the General Operating Fund 7512 towards the Building Fund and 2900 towards the Missions Fund Church Helpmate will export this data to a special CSV comma separated variable file compatible with the Peachtree product s import function 4 In Peachtree import the CSV file created by Church Helpmate to add the fund summary totals as a single receipt deposit transaction in your Peachtree back account register Using this method you will be recording the detail in Church Helpmate i e on Nov 26 2009 John Smith contributed 200 to the Building Fund and the fund summary totals in Peachtree i e on Nov 26 2009 the church received 7512 towards the Building Fund c Copyright 2003 2009 Helpmate Technology Solutions LLC 202 Church Helpmate 2010 Details of the Church Helpmate Peachtreee Integration Outlined below are the detailed steps involved in integrating the Church Helpmate contribution data into
422. one3 Class 201 Complete UD Milestone4 Another important Pull down1 Blood Type Edit List Data e Add Item Edit List Data Edit Item RH K Pull down2 some list of items Delete Item 3 Delete All Items Elise Data Eats oaa poo0oo0o0p0KgaKgg OoOdod Enable S Enable SI User Defined Milestone Labels Section This is where you define the labels of the 10 user definable milestone events found on the Milestone tab of the Individual Detail form These labels will be utilized where the milestone information is displayed ie forms reports etc Date Field Labels Section This is where you specify the names of the user defined Individual date fields The name you specify will be utilized for all reports and forms where the user defined date fields are displayed Text Field Labels Section This is where you specify the names of the user defined Individual text fields The name you specify will be utilized for all reports and forms where the user defined text fields are displayed Checkbox Field Labels Section This is where you specify the names of the user defined Individual checkbox fields The name you specify will be utilized for all reports and forms where the user defined checkbox fields are displayed Note Labels Section This is where you specify the names of the 3 Individual based note fields Pull Down Lists Section This is where you specify the names of the user defined
423. only 1 record is found that meets your search criteria that record will be opened and displayed in the appropriate Detail View form If however more than one record meets your criteria the Quick Search Results screen will display these records Double click on one of the records shown to open it in the appropriate Detail View form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 403 Quick Search Results Your search Found multiple records that meet your search criteria these are shown below Name OT E Angstrom Bob Baker Robert Individual Contact E ut La c Copyright 2003 2009 Helpmate Technology Solutions LLC 404 Church Helpmate 2010 15 3 Flag Wizard To reach the Flag Wizard select Tools Flag Wizard from the program s top main menubar The Flag Wizard enables you to easily set the Flag for multiple Household Individual and Contact records It also provides a quick and easy way to unflag these records as well tom ii SS SC k Flag Wizard Households Individuals Contacts To automatically flag a group of Household records select using the Select Filter button the appropriate filter to include the desired subset of Household records and then dick the Flag button To unflag all Household records dick the Unflag all Households button Selected Filter Name aa The Flag Wizard form is divided
424. opyright 2003 2009 Helpmate Technology Solutions LLC Chapter 16 Data File Synchronization 435 At this point both data files as indicated by the Data File 1 and Data File 2 parameters are identical In our example the Treasurer would need to copy his her data file from the church s computer and take it to their home computer overwriting their existing version with the newly synchronized version If conflicts were encountered during the synchronization process the Synchronization Conflict screen will be displayed so that the user can resolve these conflicts Refer to the next section Data File Sync Conflicts for more on synchronization conflicts For additional help in getting started with using the Data File Synchronization feature of CH2010 please see Implementing the Data File Sync Feature TIP If the CH2010 security system is enabled the synchronization process can only be performed by users who have been given Data File Restore amp Synchronize permission c Copyright 2003 2009 Helpmate Technology Solutions LLC 436 Church Helpmate 2010 16 3 Data Sync Conflicts When two users change the same information in their own CH2010 data file but enter different values this is known as a conflict For example if each user modified the home phone number for the Adams household but each entered a different value this would constitute a conflict During the Data File Sync process conf
425. or 7 Individual Milestone Output Configurator ae Milestone Birth Birthday 5 Start Month O Include only Individuals who are active O Include had Rae End Month members of a selected Group Deceased Milestone Reports Labels amp Envelopes Form Letters Email Map Export SY Filter no filter Individuals F Default save save as Rename Display amp Sorting Options Font Selector Display Address Display Phone s O Display milestone Year Display milestone comment O Display milestone Age Years since occurred Display Filter Details on Report O Display Membership Status symbols next to each individual s name Title amp Header Options Header Text Primary e Header Logo No logo e Title Birth Birthday Report Jan Jan BASED ON Individual records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate desired output for Individual records based on the Individual Milestone events such as Birthdate Baptism 1st Visit Wedding Date and more c Copyright 2003 2009 Helpmate Technology Solutions LLC 352 Church Helpmate 2010 14 13 3 Individuals Profile Report Configurator Individual Profile Report Configurator Specific Individual e Save Settings on Exit Angstrom Bob e Group Membership Jh Group Membership Connections Contribution Summary Ge Do Not Include Contribution Data All Contributions Contributions from
426. or Batch Deposit Slip Report This bank account number if provided will be included in the Contribution Batch Deposit Slip Report Quid Pro Quo Descriptions Allows the user to manage the values found in the Quid Pro Quo Description pull down control on the Contribution Batch Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 59 FUNDS TAB Setup Contributions Contributions General Contributions Other Funds Check Reader Bank Account Lookup SE Fund List Benevolence Selected Fund Fund Name General Missions Active O Designated Restricted Fund Tax Deductible Default Pledge End Default Fund for Contributions O Default Fund for Pledges CO Enable Has Pledge Indicator Default Pledge Start Pledge Goal QuickBooks Bank Account Name or Peachtree Bank Account QuickBooks Major Income Account Name or Peachtree Income Account QuickBooks Class New Delete Print This is where you can define the Contribution Funds for Contribution and Pledge record designation Church Helpmate includes several sample funds These funds can be utilized modified and or deleted by the user To view and configure settings for a specific fund select the fund from left hand Funds List Details about the selected fund will then be displayed in the Selected Fund section Fund Name Use this field to specify the name of the fund
427. or Contact record in the database If you need to enter a contribution from a contributor who does not currently yet exist in the database use the Create new contributor record button oP This button will allow you to create a new Household Individual or Contact record while leaving the Contribution Detail Form in its current state ready for you to continue once the new contributor record has been entered into the database To open the contributor s detail form for example the Household Detail Form if the currently selected contributor is a Household record click the Open selected contributor button P Selecting by Check Reader Church Helpmate provides a convenient check reading scanning feature that allows the user to scan a contributor s check through a check reader to determine their identity With the Select by option set to Check Reader the user simply slides a check through the check reader and the corresponding Contributor is automatically selected based on the routing and account printed on the check The identification is based on a lookup table that relates check routing and account numbers with a Contributor a Household Individual or Contact record in the database If a routing account scanned from a check does not exist in this lookup table the user is presented with a screen that allows them to select the corresponding Contributor for the check From that point on the linkage is established so that future scans o
428. or not you wish to have these Individuals birthdates and wedding anniversaries brought over into MS Outlook with their record If you would like Contact records from your Church Helpmate database to be included in the export to MS Outlook check the Include Contact records checkbox With this checkbox checked you will then want to indicate whether you want all of your Contact records included in the export or only a subset based on some filter criteria If you choose Filtered subset you will need to specify the desired Contact based Custom Filter to apply For more information about custom filters see the Custom Filters section of this chapter Once you have set the desired options click the Export button to process this export to MS Outlook When finished a Completed dialog box will be displayed confirming the export was successful You may re run this MS Outlook Export Utility as often as desired Re running the utility will not generate duplicate records in MS Outlook If the utility sees a Church Helpmate Individual or Contact record in MS Outlook that was created by a previous export it will update the MS Outlook record with the data in Church Helpmate but it will not create a duplicate Once you have your Church Helpmate data in MS Outlook you can then sync your PDA with MS Outlook to transfer this Church Helpmate data to your PDA Export Details The following Church Helpmate data fields are included in the export t
429. or this purpose The restore process will completely over write the currently active CH2010 data file with the version contained in a selected CH2010 data file backup set Before attempting to run the restore process you should 1 Verify that you wish to wipe out the current CH2010 data file ie the file indicated on the Data File field on the General Program Preferences screen and replace it with a data file from a previously made backup set 2 Verify that no other users are accessing the current CH2010 data file if you are setup in a multi user network usage scenario From the Backup Restore screen s main menu click the I would like to RESTORE by replacing my current Data File with a previously backed up version button to begin the Restore process The Restore function involves a 3 step process IMPORTANT NOTE Before proceeding with the 3 step Restore process below ensure that the current CH2010 data file is not in use If the main Church Helpmate program is open and running on your computer you will need to close it before proceeding The Backup amp Restore Utility opens as a totally separate program from the main CH2010 program If you are using CH2010 in a multi user networked scenario you will also need to ensure that all other users have closed their Church Helpmate program If the Church Helpmate program is running on any of these computers more than likely the Restore function will fail Step 1 The first step is
430. ord the actual physical count of people who attended the meeting which might be avery different value than your individual based attendance values indicate cs Meeting Detail Form 05 31 2009 Sunday Second Service gt Edit Meeting Delete Meeting New Meeting First Prey Next Last e Help Date 05 31 2009 Start Time Individual Attendance Manual Counts Total Head Count visitor Count vehicle Count Children Count Adult Count Group Sunday Second Service Notes 535 179 112 423 Mores ales Other Misc Count 0 Head Count this field can be used to record the actual physical head count for the Meeting Visitor Count this field can be used to record the number of visitors who attended the Meeting for example those who filled out visitor cards Vehicle Count this field can be used to store the number of vehicles parked in your church s parking lot Children Count this field can be used to record the total number of children present Adult Count this field can be used to record the total number of adults present Other Misc Count this field is an extra count field for you to utilize if desired c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 9 Meetings amp Attendance These fields can be viewed from the Meetings Explorer and through the Meeting Summary Report TIP The fields here all default to 0 when a new Meeting is created The
431. orer The ListView control displays Reminder records with basic read only information For more detailed information about a particular Reminder record or to edit the record double click the Reminder record Doing so will open the Reminder record using the Reminder Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC 282 Church Helpmate 2010 11 4 2 Acknowledging A Reminder 1 Activate the Reminders Explorer by selecting Explorer Views Reminders Explorer from the Church Helpmate top main menubar 2 Use the Reminders Explorer s Reminder For pull down list to display the desired date range for the Explorer 3 To acknowledge a Reminder right click Reminder record in the ListView control and then select Acknowledge from the pop up menu TIP A one time Reminder when acknowledged will be deleted from the database A recurring Reminder when acknowledged will be modified so that its date value is moved to the next occurring date dependent on the Frequency value c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 11 Reminders 11 4 3 Editing A Reminder Record 283 1 Open the desired Reminder record in the Reminder Detail Form by double clicking it from the Reminders Explorer 2 Make the desired changes to the Reminder s record 3 When editing is complete click the Save button to save the changes you ve made c Copyright 2003 2009 Helpm
432. orting amp Other Output Options 321 14 2 Reports Directories and Statements Reports are the most common output type Reports can be used to effectively communicate the Church Helpmate data to the leaders of your organization or to your congregation as well Reports can either be previewed on the screen known as print preview or sent to your printer for a hard copy All of the Church Helpmate output configurators have the ability to generate at least 1 of the 4 report types General Reports provided on a tab named Reports Directory Reports provided on a tab named Directory Reports Statement Reports provided on a tab named Statements Charts amp Graphs provided on a tab named Charts amp Graphs The reporting options and capabilities of each of the output configurators varies These output configurators will typically allow you to indicate through checkboxes which data fields you wish to be included in the output as well as other settings such as font settings title neader options sort options layout options etc As an example a screen shot of the Household Output Configurator is shown below E KH 5 Household Output Configurator Directory Reports Labels amp Envelopes Form Letters Email Map Statistical Reports Export SY Elter no filter Memorized Household Directory Reports E z CS Title Household Directory Layout Household Directory Custom 1 Colum
433. ow Ell Pascos Ell Pascoa Ell Pascos Ell ouseComboboe Ell Poseo Pap ll Fasso Pen Ell Poseo Pepe Ell Fasso Pen Ell ouseBooleans Pepe Ell HouseContribTypelD Integer si 0 Not a contributor 2 Contributor c Copyright 2003 2009 Helpmate Technology Solutions LLC 468 Church Helpmate 2010 19 3 2 Individuals Import File Requirements Before being able to import Individual records from a source text file using the Import Utility the file must meet the format requirements shown below Failure to format the source file in the required format will likely result in errors during the import process and could jeopardize the integrity and accuracy of the existing and imported CH2010 data Sample source text files are included with the installation of CH2010 for your reference when preparing your source files The sample individual import file is named ImportUtilitySample_Ind csv sample Individuals import file This and other sample file is located in the Templates folder which is located on your hard drive where the CH2010 program was installed The default location for this folder is C ProgramData CH2010 Templates when running Windows Vista or C Program Files CH2010 Templates when running older versions of Windows INDIVIDUALS IMPORT FILE REQUIREMENTS Field Name Data Type _ Max Size Comments Value Required from the current CH2010 database of Household records DESCH ERC REECH ERR ERR CS EL
434. ow to 119 147 170 213 251 280 iif 192 import 211 465 475 include only 338 individuals 45 82 98 100 119 individuals basics 84 install 8 installation 8 Internet 331 introduction 2 K keyboard shortcuts keys 443 elt labels 319 324 344 423 legal 4 letters 327 342 license 4 license level 4 licensing 9 limit 338 link 477 listbox 451 lists 451 listview 452 local area network 79 login 69 logos 67 mail merge 423 mail merges 319 mailing discounts 444 429 2003 2009 Helpmate Technology Solutions LLC Index 489 mailing labels 319 324 344 managing group membership 164 mapping 334 maps 334 mass delete 479 mass update 412 mdb 476 meetings 235 237 239 240 251 meetings amp attendance basics 236 membership 295 memorized 340 menubar 14 menubars 446 menus 446 merge 482 433 merge data files 433 434 Microsoft Access 476 ministries 308 ministry 308 ministry teams 308 mouse 445 move contributions 410 ms access 476 477 MS Outlook 421 msword 319 342 multi user 79 N name badges 324 navigation menu 14 navigator 14 network 79 new meetings 239 new version 481 482 numerical analysis 287 288 289 291 292 295 298 300 302 305 308 310 314 392 O ODBC 477 One CallNow 414 OneCalINow 41 414 option buttons 449 order 9 Outlook 421 output 320 outputs 319 320 P Palm 421 Pastor s Helpmate 481 P
435. p Statistics Detail Form provides tracking for items related to the Sunday School or other religious education classes that are held at your church A screen shot of this section is shown below 7 Sunday School Group Statistics Group Count Attendance Enrollment Total Enrollment Adult Members Enrollment Adult Active Attenders Enrollment Joined Leaders Group Count Field Description This field is used to record the total count of Sunday School groups classes held at your church Auto fill Logic The auto fill process will populate this field with the total number of Group records in the CH2010 database that have a Group Type setting equal to Sunday School Class for more information on assigning Group Type values for Group records see the Group Detail Form General Tab section of Chapter 6 Attendance Field Description This field is used to record the total count of Individuals who attended at least 1 Sunday School class during the week Auto fill Logic The auto fill logic for this field is dependent on the Auto fill Attendance Method setting as defined on the Church Health amp Statistics Setup form see Chapter 3 This setup setting will determine if the auto fill process uses Present Attendance Values from the actual Individual based attendance records for the calculation or if it will use Meeting Head count Values from the Manual Counts tab of the Meeting Detail form instead Pr
436. p up menu The Pledge Detail Form is used to manage Pledge records This form will enable you to Add new Pledge records Edit Update Pledge records View Pledge details Delete Pledge records The Pledge Detail Form s toolbar is shown below Help more Pledge Detail Soe T QOOXES COCCOs e Edit Save Cancel Delete New Sc Prev Mee Last The following is a general summary of each of the buttons and controls found in this form s toolbar v Edit Will place form into unlocked mode allowing modification to the record s data Save Will save current changes that have been made to the record and will place the form into locked mode Cancel Will cancel discard current changes that have been made to the record and will place the form back into locked mode Delete Will delete the current record by sending it to the Church Helpmate recycle bin New Will create a new record First Will move the Detail Form to display the first record in the database Prev Will move the Detail Form to display the previous record in the database Next Will move the Detail Form to display the next record in the database Last Will move the Detail Form to display the last record in the database Help Will active the product s help file and display the topic associated with the displayed Detail Form More menu This menu includes the following items Pledge Receipt Configurator Generates a Pledge receipt for the current Pledge
437. part to maintain health all of the purposes of the church must be balanced for church health to occur When a church emphasizes any one purpose to the neglect of others that produces imbalance it s unhealthy How can Church Helpmate assist with Church Health Just like when you go to the doctor and he checks all of your vital signs in many ways the health of a church in quantifiable For example knowing how many more members are involved in a small group or a ministry team this month over last month is something that can be measured and tracked In his recent book titled Breakout Churches Dr Thom Rainer wrote the few church leaders are in touch with the reality of what is taking place in their congregations According to Rainer church health erosion is often a slow but steady process As a result he writes it is incredibly easy to be oblivious to negative trends During Rainer s extensive research for his book he writes we discovered along the way how many churches have poor data and records At Helpmate we believe that your church management software system should play an important role in helping church leaders stay in touch with the heartbeat of their church being keenly aware of the state of their church s health While there are certainly many elements to a healthy church that are outside the scope of a software program the Church Health amp Statistics module of Church Helpmate provides the tools to track several key church
438. pmate c Copyright 2003 2009 Helpmate Technology Solutions LLC 30 Church Helpmate 2010 e The External MS Access MDB file location field displays the actual MS Access database file mdb file that will be opened using the Open External MS Access database menu option Use the Browse button to select the desired MDB file TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Other computers which might be running Church Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 31 3 1 3 Color Themes 7 nn EE Z General _ File amp Folder Paths Color Theme Households amp Individuals Contacts Color Theme Helpmate Blue Background Image Helpmate e Use the Color Theme pull down control to select from over 30 different color themes such as Chocolate Coffee The 70 s Radioactive and more The color theme setting affects the coloring of objects and controls throughout the Church Helpmate program e Use the Background Image field and its Browse button to select a bitmap image to be displayed in the background area of the CH2010 main workspace TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Oth
439. pmate Technology Solutions LLC 478 Church Helpmate 2010 5 6 From the Link Tables dialog box use your mouse to select the desired tables in your Helpmate software s data file to link to or use the Select All button to quickly select all of the tables Then click the OK button tblIOCCUPATION You will then return to the MS Access Database Window The tables that you selected to link to will be shown in the Tables tab of the Database Window Linked tables will be depicted with a black arrow indicating that these tables aren t actually held within the open mdb file but rather they exist in a separate mdb file You can use linked tables read write delete etc just as you can normal tables a GE dbl Database Access 2000 file format Le LS ze F Open DE Design en X Ze EE Objects SI Create table by using wizard Create table by entering data E tbIHOUSE Forms ap tblIND Reports ay E Queries Pages Macros amp De oo D Modules Groups IMPORTANT NOTES Although you will be able to modify your Helpmate software s data through this linkage ie edit records add new records etc Helpmate Technology Solutions strongly recommends that you utilize the ability to link to your Helpmate data for look up read purposes only Improper modification of the Helpmate data may create unforeseen problems in other areas of the Helpmate d
440. pop up menu as displayed below allowing editing options for the individual s membership to the Group Ki Angstrom Missy 1234 Somewhere Ave Participant 11 E Clark Jennifer 2358 Robin s NestLn Participant 11 Clark Michael 2358 Robin s Nest Ln Participant 11 11 1 Edit member s Position Edit member s Date Joined Value Edit member s Withdraw Date Value Edit member s Comment 7 Open Individual s record These editing options are also available as buttons along the bottom of the Membership tab when the form is in Edit Mode ie unlocked c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 6 Group Membership 165 When using the right click pop up menu or the buttons along the bottom of the screen multiple Individual s can be edited at once by using the lt Ctrl gt button on the computer keyboard while selecting names with the left mouse button Doing so will cause multiple Individual names to become highlighted When multiple names are highlighted the editing of the membership options for example Position will be applied to all highlighted Individuals To add additional Individuals to the Group use the Add Members button which is located along the bottom of the screen Doing so will open the Group Membership Add Members form Using Custom Filters to automatically add remove Individuals to from a Group Normally membership to a Group is a static thing meaning that the user can specifically p
441. port click the Export button in the lower right hand corner of the form Once the export process has been completed a confirmation dialog box will be displayed c Copyright 2003 2009 Helpmate Technology Solutions LLC 196 CSV Comma Separated Variable HTML Format Da C Quicken QIF file Quicken Interchange Format also compatible with KE Microsoft Money ES QuickBooks IIF file Intuit Interchange Format Peachtree CSV import file OS ee ee es Filename C ProgramData CH201 0 Export 06292008mbp IF NOTE If you have not specified the QuickBooks Bank Account Name for each of your Church Helpmate Funds as discussed in Step 1 above you will receive a notification message of this The export process will only complete successfully if the QuickBooks Bank Account Name setup has been completed within Church Helpmate 3 In QuickBooks import the IIF file From the QuickBooks menubar select File Utilities Import as shown below NOTE Some versions of QuickBooks have this function found under the following menu File Import IIF Files c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 197 Your Church QuickBooks Pro Edit View Lists Company Customers Vendors Employees Banking Reports Window Help A IW a B B e Help Reminders Search Feedback Services Payroll Credit C New Company Te F Ope
442. prietary accounting program we would have to train and hire accounting specialists to assist us This would lead to increased overhead and ultimately higher costs for our current software products and services and it would drain our resources away from our core competencies The QuickBooks accounting program has long been a leader in this area chosen by thousands upon thousands of businesses and non profit organizations It is a mature proven product that is used supported and maintained by accounting professionals worldwide Overview of the Church Helpmate QuickBooks Integration Shown below is the 4 step process involved in the Church Helpmate QuickBooks integration for more detailed steps see the next section 1 In Church Helpmate set up and configure the necessary contribution Funds to match your income accounts bank accounts and classes in QuickBooks 2 In Church Helpmate enter into a Batch all of the contribution details for a particular date for example on November 26 2009 John Smith contributed 200 to the Building Fund 3 In Church Helpmate export the contribution fund summary totals for the contributions entered into the Church Helpmate batch for example on November 26 2009 the church received 8200 towards the General Operating Fund 7512 towards the Building Fund and 2900 towards the Missions Fund Church Helpmate will export this data to an Intuit Interchange Format file IIF 4 In Q
443. process you will want to ensure that The Envelope Number values you enter into the Excel file match existing Env s in your Church Helpmate database The Fund Name values you enter into the Excel file match existing Fund Name values in your Church Helpmate database 3 Open the Contribution Batch Detail Form to the desired batch record that you wish to import into and select Import from MS Excel from the form s more toolbar menu Select the MS Excel file that you prepared in Step 2 TIP This import feature is very useful since it allows entry of contribution data on a computer that does not have Church Helpmate installed only requires MS Excel The MS Excel file can then be taken to a computer running Church Helpmate to perform the import process TIP Since the MS Excel contribution import file utilizes Env s and not names to link to the appropriate contributor in your Church Helpmate database this might be a way for you to allow data entry personnel to enter contributions without knowing the identities on the contributors since they ll only be keying in Env s into the MS Excel file TIP Any entries rows in your MS Excel file that contain Envelope Number or Fund Name values that do not currently exist in your Church Helpmate data file will be skipped not imported during the import process c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 213 7 8 Contribution Procedu
444. prompts to change your calling times c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 419 Designating Which Phone to Call By default the phone messages sent by the One Call Now service will be sent to each Individual s main Household phone as stored in the Church Helpmate database However the One Call Now Deliver To parameter found on the Contact Info tab of the Individual Detail Form allows you to change this when desired see screen shot below Along with Home Phone available options are Home Phone2 Cell Phone Other Phone Work Phone and None Selecting None here will exclude the Individual from all One Call Now phone messages even if they are part of a Group that has been assigned a OneCallNow ID Soo Seye Gera DB Fg Uniisg General Household Contact Info milestones Connections Groups Attendance Notes User Defined Household Mailing Address Active Bob amp Sue Angstrom 1234 Somewhere Ave Suite 400 Wherever KY 34343 0995 USA OO Private Never send bulk email OO Private Never send bulk email O Private Never send bulk email Record 2 of 32 Created 06 Nov 2007 Last Modified 08 Dec 200 Last Modified By CH2008 Filter Off Last Contrib Last Attend 28 Feb 2008 Last Connection c Copyright 2003 2009 Helpmate Technology Solutions LLC 420 Church Helpmate
445. ption This field is used to represent the total number of member type Households that gave Contributions during this week These Contributions can either have come from the household itself household based contribution or from any individual from the household individual based contribution Auto fill Logic The auto fill process will populate this field with the total number of member type Household records that either e Have at least 1 Contribution record in a Batch having a Batch Date within this week s date rage ie that is a household based contribution and associated with this Household record e Have an Individual within the Household that has at least 1 Contribution record in a Batch having a Batch Date within this week s date range ie that is individual based contribution and associated with any Individual from the Household Example1 Let s suppose the Smith Household has a member type Membership Status value and that there exists 1 household based contribution associated with the Smith Household in this week s Batch The Smith Household would then be included in this count Example2 Let s suppose the Smith Household has a member type Membership Status value and that there exists 1 individual based contribution associated with John Smith a member of the Smith household in this week s Batch The Smith Household would then be included in this count of Contacts amp Non Member Households Contributing Field Descr
446. pull down control on the Church Helpmate General Program Preferences Contributions Tab TIP As with all of the Church Helpmate Explorer Views the Contributions Explorer view is a Read Only view This means that you can t edit the data displayed Editing must be done from the Contribution Batch Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 7 3 Contribution Batch Detail Form To reach the Contribution Batch Detail Form e Select Detail Views Contribution Batch Detail Form from the program s main menubar OR 181 e From the Contributions Explorer right click on a Batch and choose Open from the right click pop up menu The Contribution Batch Detail Form is used to manage Contribution records This form will enable you to Add new Contribution Batch records Edit Update Contribution Batch records View Contribution Batch details Delete Contribution Batch records Assign View Batch Contribution Records Import Contributions from an MS Excel file A screen shot of the Contribution Batch Detail Form is shown below Contribution Entry Select by Name o Ent Check Reader he for multi Fund contributions Quick Entry Fields For single fund eee E Display Contributors Only emt E i CT Auto complete based on contributor s past history Contribution Batch Detail Angstrom Bob amp Sue Building Check 7 26 2009 Baker Robert Building
447. pull down list includes all Household records in the database Every Individual record must be assigned to a Household record before being able to be saved in the database When creating new Individual records using the Add New Individual to this Household button either from the Household Detail Form or the Individual Detail Form this field is automatically configured for you that is you don t need to worry about selecting the correct household However there may be cases where you want to move an existing Individual from one Household record to another This field makes this very easy allowing you to simply select the Household that you wish to move the Individual to When moving Individuals from one household to another all individual based data such as group membership attendance contributions etc are left unaffected c Copyright 2003 2009 Helpmate Technology Solutions LLC 105 Chapter 4 Households amp Individuals Household Individuals The ListView control at the bottom of the form displays the Individuals which have been assigned to the Household You can double click on an Individual s name to open the Individual s detail information or right click a name for additional options The Add New Individual to this Household button can be used to add a new Individual record to this Household c Copyright 2003 2009 Helpmate Technology Solutions LLC 106 Church Helpmate 2010 4 6 3 Individua
448. pyright 2003 2009 Helpmate Technology Solutions LLC 378 Church Helpmate 2010 14 18 1 Individual Attendance Report Configurator gt etine endance Report Configurate For Multiple Individuals Category All Year Start Date 01 01 2009 Jakes 12 31 2009 Report Export YY Filter no fiter F Default Style amp Display Options Report Style Summary Monthly Attendance Count for Year e Title amp Header Options Header Text Primary wi Header Logo No logo e Report Title Individual Attendance Monthly Summary For Year All Individuals Sub Title Al Group Categories Year Current Year 01 01 2009 12 31 2009 ET dicasi BASED ON Attendance records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a printed report or export of Attendance records for one or more Individuals c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 379 14 18 2 Meeting Absentee Report Configurator Category Services amp Classes Report General Absentee Report Includes individuals who have been absent from the Group consecutively for the last Level Group Folder of Consecutive Meeting Dates Absent 3 specified number of Group Meetings or more der Weekend Services oa Title Report Title Consecutive Absentee Report Last 3 Meeting Dates Sub Title Weekend Services
449. r Clark Michael amp Jennifer z Env 4 X Pledge 10 2007 thru 9 2009 Building 4 000 00 Receipt Text OUTPUT OPTIONS Bebo GENERAL DESCRIPTION Use to generate a detailed receipt for a single pledge Report is intended to be given to contributors for their record keeping purposes c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 373 14 17 2 Pledge Report Configurator e Report Configurator Mode All Funds e Date Range This Calendar Year Pledges Active Between 01 01 2009 And 12 31 2009 Reports Style amp Layout Report Type Itemized Display Options Contributor s Name Show Current To Date Pledge and Contributions Applied as Thru O Contributor s Envi O Fund Name Sorting amp Grouping Options Group By Fund Sort By Contributor Name Header amp Title Options Header Text Primary e Header Logo No logo e Title Pledge Itemized Report Grouped By Fund Sorted By Contributor s Name Sub Title Pledges Active During This Calendar Year Current Pledge and Payments Rec d as of 12 2009 BASED ON Pledge records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a printed report of all pledge records for the specified year Can include all funds or only a specified fund Can include information on contributions applie
450. r select Tools Custom Report Generator from Church Helpmate s top main menubar Alternately you can start up the Custom Report Generator by selecting its icon found under the Windows Start button Start All Programs Church Helpmate 2010 Custom Report Generator The Custom Report Generator provides 3 steps or stages in the report generator process STEP 1 The Step 1 of the Custom Report Generator is where you ll initially begin The first thing you ll need to do is specify the Data Source from the list on the left hand side of the form After choosing a Data Source the Report Query Name list will be populated with the custom reports which have been saved for the selected Data Source Here you can use the New Rename Copy and Delete buttons to maintain the listing of custom reports Custom Report Generator Wizard fo SS School Grade Report Grouped By Grade Sample Step1 ai Select a data source and then choose an item from the list of reports queries You can use the New button to create a new report query Data Source Report Query Name Individuals Individuals Export Sample wen _ Households Individuals Report Sample Contacts Missing Birthdates Members amp Regulars Sample Groups School Gra Grouped By Grade Sample Group Membership School Grade Report Grouped By School Sample Copy Contributions Pledges Attendance Connections Meetings Reminders Health amp Statisti
451. r the Reminders Explorer to display only Reminder records for the selected user For example the screen shot above is only displaying Reminders that are for the user Admin since that is the user name selected in the For User pull down control Due This pull down allows you to select a Reminder due date period to control which Reminders are displayed Available options include Over due Today This Week This Month etc Right clicking a Reminder record from the ListView control will display a useful menu as shown below 12 11 2007 oe Acknowledge zi Print TIP Double clicking a Reminder record in the ListView control will open the Reminder record in theReminder Detail c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 11 Reminders Form which is equivalent to the menu item Open Reminder from the right click pop up menu 277 TIP As with all of the Church Helpmate Explorer Views the Reminders Explorer view is a Read Only view This means that you can t edit the data displayed Editing must be done from the Reminder Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC 278 Church Helpmate 2010 11 3 Reminder Detail Form 2 To reach the Reminder Detail Form e Select Detail Views Reminder Detail Form from the program s main menubar OR e From the Reminders Explorer right click on a Reminder record and choose Open
452. r the user can check the appropriate Manual checkbox and specify the exact wording of each these fields Other Section Category Use this field to classify the Contact record as belonging to one of the Contact Category values The listing of Contact Categories can be managed through the Contact Setup form Every Contact record must be assigned to a Category Env if your church uses Envelope s to identify contributors use this field to denote the Contact s env Typically you would only assign an Env to a Contact if the Contact is an active contributor You can assign the Contact the next available env by clicking on the button just to the right of the Env field button with the dots on it Contributor use this field to denote whether or not the Contact record should be considered an active contributor Selecting Yes here will include the Contact s name in the list of available contributors during contribution data entry Statement Delivery Pref use this field to denote the contributor s preferred delivery method for receiving their contribution and pledge statements TIP Only fields marked with an asterisk are required fields TIP When entering the Contact s First and Last names you don t need to worry about capitalizing the first character c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 141 this will automatically be taken care of for you For example when ent
453. ra a eae a aeaa aa Oa ap a ane Eeer 178 Contribution Batch Detail Form eaaa aa e a aaar aaa aa aaia aa eaaa a aa Si aaia anande ana ada aaide idae daia ain iai ini 181 Contribution Bateh Edit Form saonenn a eaaa a Aasaa aaas Ea aE AERE 188 Contribution Detail Edit FOM ea t EENEG 189 Using a Check Reader to Enter Contributions ssnsssnsssnnneunnnunnnunnnnunnnunnnunnnnunnnunnnunnnnunnnnnnnnnnnnnn nnmnnn 190 Church Helpmate A QUICKBOOKS s assnsssnnsuunnuunnunnnununnunnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnn ennn nnnn nunne annn nnnn nnmnnn nnna Church Helpmate A Peachtree scccceececeseeeseeeeneeeeeseaeeeseneeeneeeeseaeeseaneeeneeeessaaesaaeeeseeeeeeseaesanneneeeenanas Importing Contributions from Excel sssssssnssennsennnnunneunnnnnnnnunnnnnnnunnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mannanna Contribution Procedures s sessereunenrrunennrennnnrnnnen Viewing Contribution Records see Editing A Contribution Batch eg egegeeeeerEA EENEG EES EELER Adding A New Contribution Batch sccsssccsessessensseeseeeseeeseeseneseesseeseeeseaeseeseeeseeseneseeesasneeseeeseesenesenssensenenaees 216 Deleting A Contribution Batch scsccsscssscesseeseesseesseeseesenesensneesseeneasseeseneseeseneseneneessesseaeseeseneseesneessneseessensene 217 Editing A Contribution Record csscssssssscesseseesseeseeeseesenenensneesseeneesseeseneseeseneseneneessnsseaeeeeseneseesnueseneseersentees 218 Adding A New Contribution Record
454. ration Explorer views and throughout the Church Helpmate program The initial screen of the Custom Filters form shown below enables you to select and manage your custom filters Changing the Data Source value will display the available filters for the selected source in the ListBox control The buttons on the right hand side of the form enable you to edit rename copy or delete the selected filter You can use the Create New Filter to create a new custom filter If the Custom Filter screen was displayed by selecting one of the various Filter buttons found throughout the program the Select Filter button will be enabled and would be used to select and apply the highlighted filter Custom Filter Seet i _ gt Custom Filters Data Source Individuals Lo Filter Name 1950 s Birthdates SAMPLE Active Member Adult Female SAMPLE Active Members with No Attendance SAMPLE Active Members Reg Attenders 18 and Over w out Occupations SAMPLE Create New Filter Child of Member or Regular Attender Members amp Reg Attender Adults SAMP Edit Filter Filter Description Individuals who have a membership status of Member Active or Reg Attender Active and whose Household Position field is set to an adult type position Fle HI Filter Design HousePosition LIKE Adult AND Status Member Active OR Status Reg Attender Active c Copyright 2003 2009 Helpmate Technology Solutions LL
455. rch Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC 34 Church Helpmate 2010 3 1 5 Contacts f A Groups Contributions Pledges Attendance Reminders Z General File amp Folder Paths Color Theme Households amp Individuals Default Category Vendor H C Show photo sidebar by default when opening Contact Detail Form The Contacts tab allows the user to specify default settings with regard to the data entry of Contact records e The Default Category field specifies the default Contact Category value automatically assigned to new Contact records when they are initially created in the database e The Show photo sidebar checkbox controls whether or not the Photo Sidebar of the Contact Detail Form is automatically shown when the Contact Detail Form is opened TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Other computers which might be running Church Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 35 3 1 6 Groups of Di generd pe fsiier Gan ColorTheme Households amp Individuals Groups Contributions Pledges Attendance Reminders Default Group Memb
456. rd Apply to Revenues 2 318 00 Quantity Description Unit Price Amount Job ax EE EE 7 EET Cl leed last BER S E E ot Ee Sales Rep ee Sales Tax Code O0 N Sales Tax Order Peachtree compatible Checks and Forms The receipt transaction is identified by a Payee name of CH2010Contributions and the Church Helpmate Batch is recorded in the Reference field of the transaction The date of the receipt transaction will be the date of the Batch record If this is not the desired date it can be easily modified in the Peachtree register For all future Church Helpmate CSV file imports you will be able to select the CH2010 Import import specification you saved in Step 4 5 above After selecting File Select Import Export from the Peachtree menu the Select Import Export screen will include your CH2010 Import import specification in the right hand list c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 209 Select Import Export Cio lhe oe St 2 Texan Reon Accounts Payable E CH2010 Import Sales Journal Payroll Cash Receipts Journal Customer List Sales Order Journal General Ledger Inventory Jobs Account Heconchation Description of Import Export Template Time Expense All Files This will eliminate the need for you to repeat steps 4 4 and 4 5 above each time you import a Church Helpmate CSV file c Copyright 2003 2009 Helpmate Technology Solutions
457. reader method can be a great time saver as well as an added assurance of data entry accuracy A check reader is a device that reads the MICR information printed along the bottom side of a check You insert the check into the reader and it scans reads these numbers and passes the information on to Church Helpmate The check reading feature of Church Helpmate has been designed and tested around the following check reader Magtek Mini MICR check reader w USB interface and keyboard emulation p n 22523009 Cc Additional information about this check reader including recommended vendors can be found on the add on s page on our website www helomate com addons le NOTE Other brand amp model check readers MAY work with Church Helpmate though we strongly WS recommend our customers utilize the reader mentioned above To enter a contribution record using the Check Reader 1 From the Contribution Batch Detail Form the Select by option should be set to Check Reader to enable the check reading feature You will see a Status indicator This Status line should read Ready to scan check If it does not use the Reset button to reset the form you should now see Ready to scan check on the Status line Contribution Entry Selectby Name om Check Reader Status Ready to scan check Contributor Unassigned Hanra 2 Scan the check through the check reader If the scan was successful and the routing and account
458. record contributions from each Household and Individual unit that is you can mix and match Household and Individual based contributors to best fit the particular Household Individual situation You can define as many contribution Funds as you desire see Contributions Setup Each contribution record must be designated to a specific fund purpose Church Helpmate utilizes Contribution Batches to organize contribution records A Contribution Batch simply a set or group of contribution records A Contribution Batch is associated with a particular date All contributions in a particular batch have a Payment Date field which defaults to the date of the Batch However this Payment Date can be adjusted if necessary for each contribution in the Batch Batches allow you to group your contribution records in many ways making handling contributions more manageable for you and your church For example you may want to maintain separate batches for each of your church services i e 9 30am service and 11 00am service and or for each of your contribution data entry personnel Church Helpmate does not require that Contribution records be removed as an end of year process The program is able to record and maintain data for multiple years with no issues However a Purge utility is provided to easily remove historical contribution and or pledge data if the user wishes to do so c Copyright 2003 2009 Helpmate Technology Solutions LLC 1
459. references Contributions Setup from the Church Helpmate main menubar CONTRIBUTIONS GENERAL TAB Setup Contributions Contributions General Contributions Other Funds Check Reader Bank Account Lookup KE Z Contribution Statements Contribution Statement Email Email subject text Last Receipt Used 0000000000 Your contribution statement Email body text Please find attached to this email your most recent contribution statement Statement Signature Graphic S A d R Insert _ A oom BR Clear NOTE The attached file is a PDF file so you will need the free PDF reader installed on your computer to open view your statement Most likely you already have this PDF reader installed on your system IF not it is available at no cost from Adobe s website at www adobe com 3 1 8 W x 75 H Other Show Quid Pro Quo fields CO Remember each contributor s last contribution and auto complete data entry You can use the Configure for U S Use and Configure for Canadian Use buttons in the upper left hand section of the General tab to have the program automatically set the various contribution related settings to match the standard configurations for usage in the United States or Canada Contribution Statement section Use this section to configure several fields related to the Contributor Output Configurator Default Thank You text Thi
460. rer by selecting Outputs Individual Outputs from the Navigation Menu or from the top main menubar The Memorized Individual Outputs option is also displayed in the list This option will open the Memorized Outputs form and limit the form to showing only Individual based Memorized Outputs Double click to Open w Aa Memorized Individual Outputs 5 Aa Individuals Milestone Output Configurator Individuals Output Configurator 1y Individuals Profile Report Configurator Aa Individuals Utility Report Configurator The following Individual based report configurators are provided e Individuals Output Configurator e Individuals Milestone Output Configurator e Individuals Profile Report Configurator e Individuals Utility Report Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC 350 Church Helpmate 2010 14 13 1 Individuals Output Configurator Individual Output Configurator Directory Reports Labels amp Envelopes Form Letters Email Map Statistical Reports Export SY Filter no filter save eave as Rename Lost Title Individual Directory Layout Individual Directory Custom 1 Column Individual Directory Custom 2 Column Individual Directory Custom 3 Column Individual Photo Directory Custom 1 Column Individual Photo Directory Custom 2 Column Individual Directory Style 1 Individual Data Fields Phone
461. res A NOTE The procedures included here assume that you are already familiar with the basic concepts of the Contributions module of Church Helpmate as covered in the previous sections of this chapter Viewing Contribution Records Editing A Contribution Batch Adding A New Contribution Batch Deleting A Contribution Batch Editing A Contribution Record Adding A New Contribution Record Deleting A Contribution Record c Copyright 2003 2009 Helpmate Technology Solutions LLC 214 Church Helpmate 2010 7 8 1 Viewing Contribution Records 1 Activate the Contributions Explorer by selecting Explorer Views Contributions Explorer from the Church Helpmate top main menubar 2 Select a desired item from the Display pull down list located in the Explorer s toolbar The value selected here will affect what is displayed in the Explorer s left hand ListView control 3 Select an item from the left hand ListView control by clicking it Once an item has been selected here the right hand ListView control will display all related Contribution records for the selected item To open the Contribution Batch for editing and or viewing right click on any Contribution record and select Open Contribution s Batch from the pop up menu or double click a Batch when displayed in the left hand ListView control Example View all recorded Contribution records which were given during 2010 towards the Building Fund 1
462. ress lt Ctrl gt lt F gt on your keyboard and specify the find parameters Example Let s suppose you wanted to search through your Household records to find all of the Household records who are located in the city of Niceville To do so you would click your mouse in the City field to place the cursor in this data field You would then click the Find button to open the Find dialog box and you would type Niceville into the Find What parameter Then click the Find Next button The program will search through your Household records and locate the first Household record that has a city value of Niceville The Find dialog box will remain open allowing you to use the Find Next button to locate additional Household records that meet this criteria Using the Quick Search feature 1 From the top menubar click Quick Search 2 Specify the text that you d like to search for in the Search For field 3 Set the Match pull down to the desired value i e Exact Match Start of Field etc c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 123 4 Set the Search Type option to the indicate the field s that you are searching on i e Name Address Phone etc 5 Make sure the Households checkbox is checked and then click the Search button The screen shot below shows how you could search for a Household who s last name begins with Smith Quick Search
463. right 2003 2009 Helpmate Technology Solutions LLC Chapter 6 Group Membership 6 3 4 Group Detail Form Notes Tab 169 This tab contains a single Notes field which can be used to record additional information about the Group if desired c Copyright 2003 2009 Helpmate Technology Solutions LLC 170 Church Helpmate 2010 6 4 Group Procedures C NOTE The procedures included here assume that you are already familiar with the basic concepts of the Groups module of Church Helpmate as covered in the previous sections of this chapter Viewing Groups and Group Membershi Editing A Group Record Adding A New Group Record Deleting A Group Record c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 6 Group Membership 171 6 4 1 Viewing Groups and Group Membership C Using the Groups Explorer 1 Activate the Groups Explorer by selecting Explorer Views Groups Explorer from the Church Helpmate top main menubar Use the TreeView control on the left hand side of the Groups Explorer to select the desired Group The ListView control displays Group Membership records associated with the selected Group i e the names of the Individuals who are members of the Group in the TreeView control To view details about the selected Group right click on the Group s name and select Open Group from the pop up menu Doing so will open the Group record
464. riteria statements logically the way you intend the filter to be interpreted Once a criteria statement has been added to the filter and is displayed in the Filter ListView control you can edit the criteria statement by 1 Selecting the desired criteria statement by clicking with the left mouse button from the Filter ListView control Doing so will populate the bottom controls ie the AND OR Operator Filter Value and controls with the selected criteria statement 2 Modifying the criteria statement as desired using the AND OR Operator Filter Value and controls 3 Clicking the Replace button to apply the changes The process above could be used for example to edit our filter s 1st criteria statement from HousePosition Like Adult to HousePosition Like Child c Copyright 2003 2009 Helpmate Technology Solutions LLC 408 Church Helpmate 2010 The Up and Down arrow buttons on the right hand side of the form enable you to re order the criteria statements in the Filter ListBox control When the design of your filter is complete you can use the Verify Filter button to have the program validate the design and let you know if there are any problems The Close button will save the design and return you to the Custom Filter Select form Dynamic Date Ranges for Date Fields If a date field is selected from the Available Fields list you can choose to place a filter crit
465. rmation about the selected week also includes comparison data from previous week and from same week of previous calendar year The report also includes analysis of target ratios and percentages as defined under the Church Health amp Statistics Setup form c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter Chapter 15 Tools 15 Chapter 15 Tools Chapter 15 Sections Dashboard Quick Search Flag Wizard Calendar Creator Custom Filters Grade Auto Promoter Contribution Transfer Wizard Envelope Auto Assign Find Replace Wizard One Call Now Upload MS Outlook Export Utility Custom Report Generator Database Repair Utility CASS Import Export 395 c Copyright 2003 2009 Helpmate Technology Solutions LLC 396 Church Helpmate 2010 15 1 Dashboard The Helpmate Dashboard screen is a helpful tool to keep you up to date about important pieces of information such as upcoming birthdays and wedding anniversaries new member additions reminders upcoming scheduled connections contribution summaries etc To view the Dashboard screen select Tools Dashboard from Church Helpmate s top main menubar You can also have the Dashboard automatically displayed when Church Helpmate starts up see the Dashboard Preferences section below It s configurable so that you can control the information presented The Dashboard includes 5 tabs as shown below 8 Membership Contributions
466. rom your church If the Memorized Output is something that you feel would be helpful for others from your church using Church Helpmate then select Yes to make the Memorized Output available for them to run otherwise select No and the Memorized Output will only be viewable under your CH2010 login user name Note about Filter settings Since filter settings are included as part of the Memorized Output be aware that selecting a Memorized Output from the pull down control will therefore automatically affect the settings on the Filter tab For example let s suppose you open an output configurator select the Filter tab and make some filter selections on this tab Then let s suppose you change to the Form Letters tab and select a Memorized Output from the Memorized Form Letters pull down list In doing so the filter settings of the selected memorized form letter will be loaded into the Filter tab overwriting the changes you manually made on the Filter tab c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 341 MEMORIZED OUTPUTS FORM The Memorized Outputs Form provides a listing of all of the Memorized Outputs that have been saved in the Church Helpmate database The Based On control at the top of the form allows you to display all of the Memorized Outputs or only those that pertain to a certain type of Church Helpmate record for example Contribution records
467. rrow key together when the pull down list is highlighted is the active control Use the arrow keys to move between items in the pull down list s list Use the Enter key to select the highlighted value from a pull down list TIP Contribution data can also be added to a batch through an import process from an Excel file For more details about this import feature please see the Importing Contribution from Excel section of this chapter c Copyright 2003 2009 Helpmate Technology Solutions LLC 220 Church Helpmate 2010 7 8 7 Deleting A Contribution Record p 1 Activate the Contributions Explorer by selecting Explorer Views Contributions Explorer from the Church Helpmate top main menubar 2 Select desired value from the Display pull down list located in the Explorer s menubar 3 Select the appropriate value from the Year pull down list located in the Explorer s menubar 4 Double click the desired Batch record containing the Contribution record you would like to delete This will open the selected Batch record in the Contribution Batch Detail form 5 Locate the desired Contribution in the Contribution Batch Detail form s ListBox control and right click it Select Delete from the pop up menu 6 Select Yes to the deletion confirmation prompt c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 222 Church Helpmate 2010 8 Chapter 8 Pledges Chapter 8 Sections Ple
468. rsion of the Helpmate church management software system Paul s God given passion for equipping churches with technology solutions drove him to further mature the product designing it to be adaptable to suit a vast array of church sizes shapes and denominations In early 1997 he began marketing the Church Helpmate product originally under the product name Pastor s Helpmate exclusively through our website Churches from across the nation and worldwide as well began discovering the quality church management software and related services being offered by Helpmate MISSION STATEMENT To discover create support and promote innovative church management software and web based solutions that minimize the administrative burdens facing today s church administrators by empowering them with leadership amp administrative tools to build foster and maintain healthy growing and impactful church communities CLIENT BASE As of December 2009 Helpmate s growing client base exceeded 2 000 churches This client base is dispersed throughout the nation in all 50 U S States and world wide as well in 20 countries The company s church clients represent more than 50 different church denominations and range in membership size from 40 to over 6 000 individuals PRODUCT amp SERVICE OFFERING Church Helpmate church management software Product Support Services Event Helpmate event management software Product Training Services Dat
469. s 2009 Contribution Statement report would include his 100 contribution since it was entered into a Dec 2009 Batch and his 2010 Building Fund Pledge statement indicates that 100 was applied to his Pledge in Jan 2010 TIP If you ever need to copy a batch including all of the contributions in the batch to a new batch use the Clone Batch button in the upper right hand corner of the form This can be especially useful when many of the contributors give exactly the same amount every batch You could then open the newly cloned batch and adjust as necessary c Copyright 2003 2009 Helpmate Technology Solutions LLC 188 Church Helpmate 2010 7 3 1 Contribution Batch Edit Form Batch Date 06 29 2008 Enik Entry Initials mbp TIP Batch 06292008mbp The Batch will be automatically crested for you based on the Batch Date and Entry Initials you specify above The Contribution Batch Edit Form is used to edit basic details about a Contribution Batch record Date entry initials Batch number and Batch comment This form will allow you to Add new Contribution Batch records Edit Update Contribution Batch records You can reach this form in 2 ways by editing an existing Batch record or by creating a new Batch record To edit an existing Batch record you can reach this form by selecting the Edit Batch button in the top toolbar section of the Contribution Batch Detail Form TIP Only fields marke
470. s Present for Services amp Classes S Report Connections Rpt This Qtr SAMPLE Report Contrib Statements Active Members amp Reg Attenders Statement Contribution Summary Rpt Building Fund YTD SAMPLE Report Contributions Report Missions Fund Quarterly Itemiz Report Contributor Totals by Name and Fund SAMPLE Report Current Week Members amp Active Attenders with Che Report Individuals Output Configurator Group Membership Output Configurator Individual Attendance Report Configurator Connections Output Configurator Contribution Statement Configurator Contribution records Contributions Summary Report Configurato Contribution records Contributions Report Configurator Contribution records Contributions Report Configurator Contribution records Church Health amp Statistics Weekly Snapsho Stat records 7 The Print Preview Print and Generate buttons at the bottom of the form allow you to generate the output right from this form without having to open the corresponding output configurator The Edit button will open the corresponding output configurator and display the selected Memorized Output allowing you to view and modify the output configurator s settings if desired NOTE If you are utilizing the Church Helpmate security system Memorized Outputs that were saved as Private will only be displayed for the CH2010 user login name that they were created by For more details about Private amp Public Memorize
471. s is a required field Env use this field if your church uses Envelope s to identify Contributors Simply select the desired Env value and the Contributor field will automatically be populated with the corresponding Contributor Household Individual or Contact Only Env s associated with Contributor type Household Individual and Contact records will be included in the list Fund use this field to denote which Contribution Fund is to be associated with this Pledge This is required field The listing of Funds can be configured under Contributions amp Pledges Setup Start Month Year use these fields to specify the pledge s starting month amp year When entering new pledge records these fields will default to the Default Start Date value specified under Funds Setup for the selected Fund These are required fields End Month Year use these fields to specify the pledge s ending month amp year When entering new pledge records these fields will default to the Default End Date value specified under Funds Setup for the selected Fund These are required fields Payment Frequency use this section to select the Contributor s desired payment frequency when making their pledge payments Options are weekly monthly quarterly semi annually annually and one time Amount per Payment use this field to specify the expected amount of each pledge payment If you know the total amount of the pledge enter it into the Total Pledge
472. s not exactly match a Fund Name in Church Helpmate the contribution will not be imported E F 6th Enter payment reference number such as check number credit card etc G 7th QuidProQuo Non tax deductible portion of donation If 0 leave blank Amount I i ee H 8th QuidProQuo Desc Description on non tax deductible portion Additional comments about contribution J 10th Pledge Month Use Month 1 Jan 2 Feb etc to indicate month If left blank it will No automatically be set to the month of the Payment Date during the import process K 11th Pledge Year If left blank it will automatically be set to the Year of the Payment Date No during the import process The first top row of the Excel file should be a field header row containing the names of the fields above Field Name column In most cases it is best to just use the xlt template file that we ve provided since this configuration setup work has already been performed 3rd 5th Payment Type Select payment type If left blank the value Other will be used during No the import process 7th c Copyright 2003 2009 Helpmate Technology Solutions LLC 212 Church Helpmate 2010 The general process for this feature is 1 Use the ContributionslmportTemplate xIt file to create a new MS Excel file based on this template 2 Populate the rows of the Excel file with the contribution data During this
473. s operating system The other file formats may require additional software installed on your computer to function properly Also regarding the size of your photo files Church Helpmate will display photos on screen and on reports in roughly a 200x200 pixel size 2 x 2 at 96dpi Although you are not required to resize your photo files to this size using very large photo files for example a 3648x2736 pixel file created by a 10MP digital camera can cause a dramatic increase in processing time when generating photo directories e You can control the default state Shown or hidden of the Contact Detail Form s photo sidebar through a preference setting To reach this preference setting select Setup amp Preferences General Program Preferences then select the Contacts tab Here you will find the Show photo sidebar by default when opening the Contact Detail Form checkbox c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 147 5 4 Contact Procedures Si NOTE The procedures included here assume that you are already familiar with the basic concepts of the Contacts module of Church Helpmate as covered in the previous sections of this chapter Viewing Contact Records Editing A Contact s Record Searching For A Contact s Record Adding A New Contact Record Deleting A Contact s Record c Copyright 2003 2009 Helpmate Technology Solutions LLC 148 Church Helpmate 2010 5
474. s provides a place for you to store a default or typical Thank You text for contribution statements This is the text that is used for the statement s Thank You text area when the Contributor Output Configurator s Use Default Thank You Text button is pressed Default Footer Note This provides a place for you to store a default or typical Footer Note text for contribution statements This is the text that is used for the statement s footer text area when the Contributor Output Configurator s Use Default Footer Text button is pressed You can use the Use U S IRS Default button to ensure that the proper statement is included for compliance with IRS guidelines Last Receipt Used f you choose to include receipt s when generating contribution statements this field will display the last receipt used If necessary you can adjust this number to force the next batch of statements to start with a particular number Statement Signature Graphic Here you can insert a signature graphic to be automatically inserted into c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 57 contribution statements that you generate from Church Helpmate Contribution Statement Email section Use this section to configure the subject and body text used when sending contribution statements via email using the Contributor Output Configurator Other section Show Quid Pro Quo fields
475. sde EENS SE RE 259 Connections DA olol K aE EEEE E A E ee 260 Connection Detail Form ere aeara aidaa sea adanan ehao cn cedetbececeusewshucecndcedesscveeansdetbeueuscethessereenteedes 262 Connection Detail Form Connection Tab sscessseeeseseeeeseeseessessensseseneseesseesseeseesseuseneseeseeeseeeseesseaseneseees 264 Connection Detail Form Followup Tab cseseeeesseeseeseeeeseeseeesenseneseaseneseeseeseeeseesseaseneseeenesseeseeeseasenesenees 266 Connection Detail Form Notes Tab Connection ProCeGures a ra eegen Viewing Connection RecordS ssssscssesesseeseeseeesercseeceneseecseesenensnseuesenenseeseeseneneeseeesensnessneseeeseasenenenseeeeenensees Editing A C nnection Record egtrgiggregrrgreeEeeeeuEEEEEENEEEE CCS Eaire ea Ea Saera aaas eneh ae neS HESR Nrin Adding A New Connection Record Deleting A Connection Record Chapter 11 Reminders Reminders JotrogductHon desse heel eee ed ae reece cece sea aoe Anann ann ne iiaia Reminders Explore tt nniciecceccsccccecencecece ct cennettececeeecetecbee EEE aara a aa ste cee ener ceendeduenperdesstgidenethenuertertennens Reminder Detail FOr sieeve saccdicasicnccca Ee ege ca decasdcceesvascandeea e da suuecua da Ananahi ak ana ai Nina noni Rahan Reminder Procedures icici icsccteicessicceeccacdecivadcadsccscua sce ctasbeceeucaccanuewdacdauegsusa stueccuescoudsaecedusccaceadvecdsasedensa Viewing Reminder Records 281 Acknowledging A Reminder 282 Editing A R
476. se this field to indicate the default start date for new Pledge records that are assigned to this fund Default Pledge End use this field to indicate the default end date for new Pledge records that are assigned to this fund Pledge Goal use this field to record the total pledge target goal to be collected for the fund QuickBooks Bank Account Name or Peachtree Bank Account f you are using QuickBooks or Peachtree in conjunction with Church Helpmate use this field to denote the bank account in your QuickBooks or Peachtree software that this fund should be associated with If even if monies from all funds are deposited into a single bank account make sure that this bank account is indicated for each Fund QuickBooks Major Account Name or PeachTree Income Account Number H you are using QuickBooks or Peachtree in conjunction with Church Helpmate use this field to configure how your Church Helpmate funds related to your accounting software If you are using QuickBooks use this field to indicate the name of the Major Account in QuickBooks under which the Fund is located This is used for the QuickBooks IIF export function If you are using Peachtree use this field to indicate the Income Account representing the fund in your PeachTree chart of accounts This is used for the PeachTree CSV export function QuickBooks Class f you are using QuickBooks in conjunction with Church Helpmate use this field to indicate which class in QuickBooks the
477. seesseasenennees Individual based Outputs ceccceeeceeeeeeeeeeeeseneseneeeeeeeeesaesenseeeeeeessaaeseseeeeeaesesnaesaseaeeseeeseseeesneeeeeeeas Individuals Output Configurator cceecsscseesseeseesseessneseeeeeesseeneesseesensseeeenenseeneesseeneesseeseneseeeeeesseeseesseesensnaneas Individuals Milestone Output Configurator ecsesceeseeeseeeeesseesessenseneseeseneseeeseeseeeseesseuseneseeseeeseeesesseasenesnees Individuals Profile Report Configurator csccsecsecseseeeseeeeeesseeseesseeseeeseeseneseeeseeseeeseesseaseneseeseeeseeeseesseamenesnees Individual Utility Report Configurator te igts Contact based Outputs eege ar ne a aaa e Ea a Aeae Eeer Contacts Output Configurator ccsecessceeesseceeeseeeseesseeseneseeeseeeseeseeseesseesseeseeeseesseesseeseesseaseneseeseeeseeesesseasenennees Contacts Profile Report Configurator cseceeceeseesseeseeseeeseeseneseessessesseesseeseeeseeseeeseneseaseeeseeeseesseeseneseeaeeesees Contacts Utility Report Configurator cscceesseseesseeseeesenseeesseeseeeseeseeeseaseneseesseeseneseesseuseneseeseeesseeseesseasenenenees Group based OUtpUUS suerge eege EEN does Group Membership Directory Configurator csccssceesseeseesseeseeseenseeeseecseeseneseesseesenssnsseeseeeseeseueseneseesensnaees Groups Utility Report Configurator a rar rae eree aeaa aAa AEAEE Aea EEEa AL PESE AA EEA PEENE EA EEE TEENETE EET Contribution based Outputs ccccceseesssee
478. ser will be prompted to specify a date for the new Batch Delete Batch Will delete the currently displayed Batch by sending it to the Church Helpmate recycle bin New Batch Will create a new Batch record First Will move the Detail Form to display the first Batch record in the database Prev Will move the Detail Form to display the previous Batch record in the database Next Will move the Detail Form to display the next Batch record in the database Last Will move the Detail Form to display the last Batch record in the database Help Will active the product s help file and display the topic associated with the displayed Detail Form More menu This menu includes the following items Batch Detail Report Opens the Contribution Batch Report Configurator and selects the currently displayed Batch Batch Deposit Slip Opens the Contribution Batch Deposit Slip Configurator and selects the currently displayed Batch Export to QuickBooks Opens the Contribution Batch Report Configurator to export a QuickBooks IIF file Import from MS Excel File Allows for importing of contribution data from a Church Helpmate Contribution Import File See Importing Contributions from Excel for more details on this feature The Contribution Batch Detail Form is divided into 2 sections a Contribution Entry section top section and a Contribution Batch Detail section bottom section c Copyright 2003 2009 Helpmate Technology Solutions LLC
479. single Group the Group Detail Form is the form to use However to edit a single Individual s Group Membership to multiple Groups the Individual Detail Form Groups Tab should be used instead c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 6 Group Membership 167 6 3 3 Group Detail Form Add Members Group Membership Add Children s Sunday School m 5 The following individuals are NOT currently members of the Group Quick Find M E D a Individual Position Date Joined Comments Angstrom Bob a Angstrom Missy Angstrom Sue Blanchard Elizabeth Blanchard Marvin Clark Billy Clark Jennifer Clark Michael Dubois Gigi Dubois Pete Giordano Juan Giordano Kate Hamamoto Aiko Hamamoto Mariska Hammond Ted Lawson Cinda Lawson Jim McCabe James McCabe Marquerite Messing Marilyn Montoya Allison Montoya Duane Montoya Ginger Montoya Richard Tester2 Billy Tester2 Billy Tester2 Timmy DOOOOOOO OO 00000 Little 4 RR 4 CHIC P This screen is reached by clicking the Add Members button at the bottom of the Group Detail Form Membership Tab The individuals shown are currently NOT members of the Group To add one or more of these individuals to the Group check their Add checkbox and then click the Add button at the bottom of the form You can also specify
480. ss Upgrade 2 Use the Upgrade From Version pull down control to select the version of Church Helpmate that you are upgrading from available options are Church Helpmate 2006 and Church Helpmate 2008 NOTE To upgrade from versions prior to CH2006 please contact Helpmate sales we will transfer your existing data to CH2010 free of charge 3 Next use the Browse button to select the Previous Version s Data File Here you will be selecting the current data file being used by your previous ie older version of Church Helpmate Identifying the location and filename of your previous version s data file was Item 3 from the Pre Upgrade Checklist Step 1 above Itis crucial here that you select the correct data file 4 From the Meeting amp Attendance Data pull down select the desired setting Available options are Include all meeting amp attendance data Exclude meeting amp attendance data prior to year 2004 Exclude meeting amp attendance data prior to year 2005 Exclude meeting amp attendance data prior to year 2006 Exclude meeting amp attendance data prior to year 2007 Exclude meeting amp attendance data prior to year 2008 Exclude meeting amp attendance data prior to year 2009 5 Click the Process Upgrade button to begin the upgrade process This process will read all of the data from your specified older version s data file and import this data into a new CH2010 data file Once this process is complete
481. sseeseneseeseesseeneesseenenenaeees 472 Groups Import File Requirement sscsssesssesercseesseeseeeseeseneneeseneseneneeesneseneneeseeeseesseesseeseeeneesenesenseeeenensees 474 Helpmate Data Transfer Services csccsscsscseesseeseesseeseneseeseeesseesnersessensseeeenesseeseesseeseesseesenesaeeeeesseeaeerseeseeeneeeas 475 Church Helpmate A Microsoft ACCESS ccsccsseceecseeeeeeeeeseeeeeeeeeeneesseneeeenseeesscaeseneeeenseeeeseaeseseeneeennanas 476 Connecting to Church Helpmate from MS ACCESS s csssseesssesseeseensenesenseeeseeeseesseesenssenseneseeseeesseeseeeseaseneeaeees 477 Purging Datar Lee EE EEN 479 Chapter 20 Upgrading from Previous Version 481 Upgrading to Church Helpmate 2010 c cccsscssseeeeeeeeeseeeeenseeeeeeeeesnaaesnseeeeeeaesesaeeaseeeeseeseseaeenseeaeeeas 482 c Copyright 2003 2009 Helpmate Technology Solutions LLC 2 Church Helpmate 2010 1 Chapter 1 Introduction aa Welcome to Church Helpmate a powerful church management software system for Microsoft Windows Whether you are an experienced user of Church Helpmate or a new user evaluating this application for use in your ministry your support and interest is greatly appreciated Our honest prayer is that Church Helpmate will truly be a helpmate for your ministry thus allowing you to spend more time ministering to your congregation and spreading the saving knowledge of Jesus Christ to all nations It is our
482. sseseereeseeseeeseesseeseensenseeesenees 393 Chapter 15 Tools 395 Dashboard Age eege 396 QUICK Search EEN Eege ENEE cent le teneeentsneasteresteetens 402 Flag OUER 404 Calendar Creator EE 405 CUSTOM Ee 406 Grade Auto Promotel 2i c2cccc 0cctee tik ee eee edt rei as ee eaa 409 Contribution Transfer Wizard ccccccccecesceeeeeeeecceeeeeeceeeeeneseeesesesaeenseseneeeseeseseeeeeseseeensessecenseeseesanes 410 Envelope Auto ASS gNn EE ENEE EEGENEN 411 Find Replace Wizard EE 412 OneCallINOw Upload Ae e EEEE EEE EE SEEEe ee EET 414 MS Outlook Export Utility s sies ainiin sees eeneeeeeeeeee iaa aaan ea eire aiia aeniea a aa aa aira E Saaainaae 421 Custom Report Generator ccsccsseceeseeeeeeseeeseeeeneeeeeseaeseseeeeeeeeeseaessanneeeneeeesacaeseseaeeneeeeessaeseseeneeeenaeas 423 Database Compact amp Repair Utility ccccsesccssseeeeeeeeeeneeseneeeeeeeeeessaaeenseeeeesaeseseaesqseeeeseaeseseaeeneeeeeneas 427 CASS Import Export E EE EEE E A E E E Ee 429 Chapter 16 Data File Synchronization 432 Implementing the Data File Sync Feature cccesecesseeceeeeeeeeeneesseeeenseeeeesaesesaeeeeeeeeseeeseseaeeneeeeeeeas 433 Data Sync Process EE 434 Data Syne Korfltte e rrr a ee ae ar cules sce EE voce Or Eaa araa ama aa anaE Eai deae SEPEren EERE 436 Chapter 17 Reference Information 441 c Copyright 2003 2009 Helpmate Technology Solutions LLC Vil Church Helpmate 2010 Data Entry Procedur s
483. st below then dick the Generate button QuickLetter Sample 1 dot QuickLetter Sample2 dot NOTE The list above has been automatically populated with all MS Word template dot files found in the QuickLetter Folder Path as defined under Setup amp Preferences General Program Preferences File amp Folder Paths From the QuickLetter Manager form you will want to click on the desired QuickLetter template file and then click the Generate button to produce the letter and view it in Microsoft Word The listing of QuickLetters is automatically populated with all of the Microsoft Word template dot files found in the QuickLetter Folder Path The QuickLetter Folder Path is a folder that you define under the File amp Folder Paths tab of the General Program Preferences screen You can create and store as many MS Word template files in this folder as you like You might include a template here that is a blank template that you can use for one time letters that typically would not be re used as well as templates for common letters that you re use from time to time We have included 2 sample QuickLetter template do files with the installation of CH2010 These files are located in a folder named QuickLetterTemplates which is located within the CH2010 program s main installation folder The default location for this folder is C ProgramData CH201 0 QuickLetterTemplates for Windows Vista computers and c Copyright 2003
484. st record in the database Find Will open the Find dialog box to assist with searching for specific records based on user specified criteria Photo Will open or close the form s Photo Sidebar toggle s the current state Help Will active the product s help file and display the topic associated with the displayed Detail Form More menu This menu includes the following items QuickLetier Activates the QuickLetter feature by displaying the QuickLetter Manager form QuickLabel Activates the QuickLabel feature by printing a label for the current record Profile Report Generates a profile report for the currently displayed record Copy to Clipboard Copies the name and mailing address info for the current record to the Windows Clipboard Contribution Statement Generates a contribution statement for the current record Pledge Statement Generates a pledge statement for the current record c Copyright 2003 2009 Helpmate Technology Solutions LLC 88 Church Helpmate 2010 Name Lookup Will display a drop down listing of all records in the database from which the user can select a record to display NOTE Several of these buttons are enabled disabled depending on whether or not the form is in locked or unlocked mode Form Tabs General Contact Info Connections Notes _ User Defined c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 89 4 4
485. stics Ministry Team Group Statistics The Ministry Team Group Statistics portion of the Church Health amp Statistics Detail Form provides tracking for items related to the various Ministry teams that exist and function within your church Ministry Teams are specific ministries of your church where Individuals are utilizing their God given skills and giftings in service to others in your church your community and our world A screen shot of this section is shown below 7 Ministry Team Group Statistics Group Count Groups Started This Week Enrollment Total Enrollment Adult Members Enrollment Adult Active Attenders Enrollment Joined Leaders Group Count Field Description This field is used to record the total count of Ministry Team groups that exist and function within your church Auto fill Logic The auto fill process will populate this field with the total number of Group records in the CH2010 database that have a Group Type setting equal to Ministry Team for more information on assigning Group Type values for Group records see the Group Detail Form General Tab section of Chapter 6 Groups Started This Week Field Description This field is used to record the total number of new Ministry Team Groups that were started during this week Auto fill Logic The auto fill process will populate this field with the total number of Group records in the CH2010 database that have a Group Type setting equal to Mi
486. t Adult Members Field Description This field is used to record the total count of Individuals who are formal members of the church and who are enrolled in and regularly attend at least 1 Sunday School class Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who e Have an adult type Household Position value as defined in the Individual Detail Form e Have a member type Membership Status value as defined in the Individual Detail Form e Are active group members to at least 1 Sunday School Class type Group Active group membership means that the Individual has been added to the Group and given a Group Membership Position value that indicates an active position based on the Group Membership Position under Groups Setup Enrollment Adult Active Attenders Field Description This field is used to record the total count of adult Individuals who are considered active attenders of the church and who are enrolled in and regularly attend at least 1 Sunday School class Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who e Have an adult type Household Position value as defined in the Individual Detail Form e Have an active attender type Membership Status value as defined in the Individual Detail Form e Are active group members to at least 1 Sunday School Class type Gro
487. t By Entry order There are 3 buttons provided at the bottom of this section P w Edit button this button will open the selected contribution in the Contribution Detail Edit form This allows you to edit a contribution record after it has been entered into a Batch A G Print button this button will open the Contribution Receipt Configurator allowing you to quickly generate a receipt for a single contribution This report will print details about 1 contribution If you want to generate contribution statements which include multiple contributions for a contributor all in 1 statement use the Contributor Output Configurator instead ai Delete button this button will delete the selected contribution from the Batch These 3 actions are also available from a pop up menu by right clicking on the desired contribution record c Copyright 2003 2009 Helpmate Technology Solutions LLC 186 Church Helpmate 2010 Posting Batches Batches can be Posted using the Post UnPost button in the form s toolbar area A Batch that is posted cannot be deleted or modified in any way that is new contributions cannot be added to it and existing contributions cannot be modified or deleted from it However a Batch can be unposted to re enable modification If a Batch is posted a large Posted graphic will appear in the Contribution Entry portion of the form and all data entry controls are hidden as shown below Co
488. t Configurator Directory Reports Labels amp Envelopes Form Letters Email Mon Statistical Reports Export VW Filter Simple Memorized Household Emails K Bulk E mail to Active Members amp Regular Attenderz SAMPLE e Subject Line Email Settings Generic non personalized Merge Field Upcoming Church Wide Event Personalized insert 2 g asBeeepas use ler e Awe E oS Dear HouselnformalGreeting This is a sample email that can be sent out to each Active Member amp Active Regular Attender Household regarding an upcoming church wide event This is a personalized email that will address each household based on their informal greeting field You can format this email however you like P Attachments Browse Le e B a The Church Helpmate bulk email functionality provides 2 different types of email processing a Generic non personalized option and a Personalized option 1 Generic non personalized option when using this option a single new email message is created and all email addresses output by the output configurator are inserted together into an email message This option requires less processing time than the Personalized option Personalized option when using this option a new email message will be created for each email address output by the report configurator Within the body of each email message you can use the Merge Field pull down co
489. t Reminder record c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 11 Reminders 279 A full screen shot of the Reminder Detail Form is displayed below Oo B SH SEINIIN E Date 12 11 2009 ES Time For Admin z Created By Admin Deposit weekend contributions TIP Reminder records can either by one time or recurring A one time Reminder when acknowledged will be deleted from the database A recurring Reminder when acknowledged will be modified so that its date value is moved to the next occurring date dependent on the Frequency value c Copyright 2003 2009 Helpmate Technology Solutions LLC 280 Church Helpmate 2010 11 4 Reminder Procedures NOTE The procedures included here assume that you are already familiar with the basic concepts of the Reminders module of Church Helpmate as covered in the previous sections of this chapter Viewing Reminder Records Acknowledging A Reminder Editing A Reminder Record Adding A New Reminder Record Deleting A Reminder Record c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 11 Reminders 281 11 4 1 Viewing Reminder Records 1 Activate the Reminders Explorer by selecting Explorer Views Reminders Explorer from the Church Helpmate top main menubar Use the Reminders Explorer s Due pull down list to display the desired date range for the Expl
490. tUtilitySample_House csv sample Households import file This and other sample file is located in the Templates folder which is located on your hard drive where the CH2010 program was installed The default location for this folder is C ProgramData CH2010 Templates when running Windows Vista or C Program Files CH2010 Templates when running older versions of Windows HOUSEHOLDS IMPORT FILE REQUIREMENTS FieldName Bata Type Max Size Comments Value Required potert eo ouseFormalabonane ret o o ouseivormaltabenane fret gt Sid o ouseFormalGresing fret oo Sd o ouseinormatGresing Ell assas fo o ER ECRS Posem fret fo Sid o CC E DES e C a E w fja p o Too o se fjae p ES E e ite iC em fe p T AddressUL True False Lt ERR EC e SSCS SCS EES LEES RRE BSG ERR CCS SSCS DEER RRE KE ERR RRE BEER LEE RRE Deeg EE EELER RRE Fose feer SSCS SSCS eege Jill Fose fer E S o ESCHER RRE EELER RRE c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 19 Advanced Topics 467 Feann Datatype Max Size Comments Value Required Poseen ferae oo T ousewerste CR ER SS Faso e S E Faso e o Cd ege ME ousePhooFe fret ER E openee Res Passe f p SSCS CSCS ouseDatet Joas EE E Dose bas Leien i HouseDates Das eiweg isd SSS HouseDatea bae Leien HouseDates bae eiweg SSCS HouseDates ae Leien _ ect ite OTC ESCHER ER E owseTens ill ESCHER ER E ect ill ect RL eebe Ell ouseCombob
491. ta Section Use this section to manage the values contained in the various pull down lists associated with Connection records Note Labels Section Use this section to configure the labels for the user definable Connection note fields Use the Enable checkbox to control whether or note each note field is displayed on the Connection Detail Form TIP These settings are global settings in that they affect ALL computers sharing the same Church Helpmate data file c Copyright 2003 2009 Helpmate Technology Solutions LLC 64 Church Helpmate 2010 3 9 Church Health amp Statistics Setup To reach the Church Health amp Statistics Setup screen select Setup amp Preferences Church Health amp Statistics Setup from the Church Helpmate main menubar Health amp Statistics Targets amp Ratios TAB Health amp Statistics Other Ratio Targets Other Targets Small Active Annual Membership Enrollment Growth Rate Groups Members ap of Adult Members in Attendance Small Group Ratio 1 d 14 Annual Active Attender Enrollment Growth Rate Worship Full time Service Worship Attendance Annual Growth Rate Staff Attendance Staff Minimum Ratio 1 H 125 Default of Adult Members enrolled in Sunday School a of Adult Active Attenders enrolled in Sunday School To Mamei Beie of Small Groups that are less than 2 yrs old Conversion Growth Ratio 1 2 ECKER of A
492. ta file to be used by the Church Helpmate program use the Change button The Folder containing your photo files field is used to tell the Church Helpmate program the location where the photo image files for Households Individuals and Contacts are located You can use the Browse button to select the desired folder or the Default button to assign the default location The Folder containing your MS Word QuickLetter template files field is used to tell the Church Helpmate program the location where the MS Word template files for the QuickLetter feature are located You can use the Browse button to select the desired folder or the Default button to assign the default location External MS Access Database Setup Section These are advanced optional settings to configure the Open External MS Access database menu option found under the Tools menu of CH2010 For more information about using MS Access to extend the Church Helpmate program see the CH2010 amp Microsoft Access section of Chapter 19 e The Microsoft Access EXE program location field displays the folder path and filename of the desired MS Access executable file to used by the Open External MS Access database menu option Use the Browse button to locate the MS Access main EXE file if you have MS Access installed on your computer or use the Use Built in Runtime to populate the line with the EXE for the run time version of MS Access that is installed with Church Hel
493. tabase Prev Will move the Detail Form to display the previous record in the database Next Will move the Detail Form to display the next record in the database Last Will move the Detail Form to display the last record in the database Find Will open the Find dialog box to assist with searching for specific records based on user specified criteria Photo Will open or close the form s Photo Sidebar toggle s the current state Help Will active the product s help file and display the topic associated with the displayed Detail Form More menu This menu includes the following items QuickLetier Activates the QuickLetter feature by displaying the QuickLetter Manager form QuickLabel Activates the QuickLabel feature by printing a label for the current record Profile Report Generates a profile report for the currently displayed record Copy to Clipboard Copies the name and mailing address info for the current record to the Windows Clipboard Contribution Statement Generates a contribution statement for the current record c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 139 Pledge Statement Generates a pledge statement for the current record Name Lookup Will display a drop down listing of all records in the database from which the user can select a record to display NOTE Several of these buttons are enabled disabled depending on whether or not the form is in locked or unlocked mode
494. tail Form to a new Group record ready for your data entry When you are finished entering the Group s data click the Group Detail Form s Save button to save the new record e Group Detail Form From the Group Detail Form s toolbar click the New button This will place the form at a new blank Group record ready for your data entry When you are finished entering the Group s data click the Group Detail Form s Save button to save the new record e File Menu From the Church Helpmate top main menubar select File New Group This will open the Group Detail Form to a new Group record ready for your data entry When you are finished entering the Group s data click the Group Detail Form s Save button to save the new record TIP Any data fields with an asterisk next to them are required fields and must be filled in before you can save the record c Copyright 2003 2009 Helpmate Technology Solutions LLC 174 Church Helpmate 2010 6 4 4 Deleting A Group Record C 1 Open the desired Group record in the Group Detail Form 2 Click the Edit button at the top left hand corner of the Group Detail Form to enable editing of the form 3 Delete the Group record by clicking the Delete button 4 Select Yes at the delete confirmation prompt TIP Deleting a Group record will also delete any Group Membership Meeting and Attendance records associated with the Group c Copyright 2003 2009 Helpmate T
495. target of adult members who are in attendance during any particular week Annual Active Attender Enrollment Growth Rate used to record your church s target annual growth rate for Individuals classified as active attenders Worship Attendance Annual Growth Rate used to record your church s target annual growth rate for worship attendance of Adult Members enrolled in Sunday School used to record your church s target for of adult members who are actively enrolled in a Sunday School class of Adult Active Attenders enrolled in Sunday School used to record your church s target for of adult active attenders who are actively enrolled in a Sunday School class of Small Groups that are less then 2 yrs old used to record your church s target of Small Groups that are newer groups ie less than 2 yrs old of Adult Members enrolled in a Small Group used to record your church s target for of adult members who are actively enrolled in a Small Group of Adult Active Attenders enrolled in a Small Group used to record your church s target for of adult active attenders who are actively enrolled in a Small Group of Adult Members enrolled in a Ministry Team used to record your church s target for of adult members who are active participants in a Ministry Team group of Adult Active Attenders enrolled in a Ministry Team used to record your church s target for of adult active attenders who are activ
496. te selected record Restore selected record Da Here you can view records that have been deleted If desired you can view only specific types of records i e Household records Group records etc by using the option control provided in the Show Deleted section near the top of the form Restoring records If a record has been deleted by mistake you can undo the deletion by using the Restore selected record button Just highlight the desired record and click the restore button The record will be removed from the Recycle Bin and will then be viewable from within the normal areas of the Church Helpmate program ie Explorer Views Detail forms reports etc Permanently deleting records If you would like to permanently delete a record from the database highlight the record and then click the Permanently delete selected record button This will purge the record from your Church Helpmate data file This action cannot be undone Once a record has been permanently deleted using this button it cannot be recovered To permanently delete ALL of the records currently in the Recycle Bin click the Empty recycle bin button This should be used with caution as this action cannot be reversed c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 19 Advanced Topics 463 19 2 Using from Remote Locations With the soaring cost of gas more and more churches today are looking for ways to reduce the
497. tem Open Household from the right click pop up menu TIP As with all of the Church Helpmate Explorer Views the Households Explorer view is a Read Only view This means that you can t edit the data displayed Editing must be done from the Household Detail Form TIP The Quick Find pull down control in the toolbar section of the Explorer provides a method of locating a household in the Household Explorer s ListView control Select the desired household from the Quick Find pull down either by using the mouse or by simply beginning to enter in the Household s last name into the pull down control and then pressing the lt ENTER gt key on your keyboard To quickly place the cursor in the Quick Find control simply press the F key for Find from anywhere in the Households Explorer TIP Clicking on the header portion of any of the columns in the right hand ListView control will cause the data to be sorted on that column s data c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 87 4 4 Household Detail Form You can open the Household Detail Form by any of the following methods e Select Detail Views Household Detail Form from the program s main menubar e Click Detail Form under the Households list from the left hand Navigation Menu e From the Households Explorer either double click on a household from the right hand side ListView control or choose Open Household fro
498. teps below Click the Windows Start button then select Run On the Open line type x autorun EXE where x represents the letter of your CD drive Click the OK button Follow the on screen instructions to proceed with the installation process 5 Atthe final completion screen you will have the option to View the ReadMe file You are encouraged to read the ReadMe file as it contains additional information regarding the product and late breaking details that may not have been included in this startup guide or in the product s User s Manual Un Installation Instructions 1 With the Windows operating system running close all unnecessary applications including the CH2010 application 2 Select the following from the Windows Start button Start All Programs Church Helpmate 2010 Uninstall 3 Follow the on screen instructions on uninstalling the product c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 1 Introduction 9 1 5 Licensing Ordering amp Registration LICENSING Like most other software applications the Church Helpmate 2010 product is licensed not sold This means that aside from evaluation purposes users must purchase and obtain a license to use the product There are 5 available license levels for the CH2010 product These are 1 Level 1 CH2010 100 This license level provides storage capacity of up to 100 Household records and 100 Contact records 2
499. than the actual CH2010 mdb data file it contains You can expect a backup set zip file size to be about 20 to 30 of the size of the actual CH2010 mdb data file The CH2010 backup function can create a backup set on any currently active drive on your computer for example main hard drive floppy drive flash drive Zip drive shared network drive etc If you desire to send the backup set to floppy disk the backup function supports multiple floppy disk spanning This means that if the backup set is larger than can fit ona single floppy disk you will be prompted to insert additional disks as needed The zip file created by the CH2010 backup feature is created with a password to protect and secure the backup file This is helpful when sending CH2010 backup files using unsecured methods such as email CH2010 has a reminder option which when enabled will periodically prompt you when closing the CH2010 program and ask whether or not you wish to backup the CH2010 data file This reminder enable and the reminder frequency is selectable through the General Program Preferences screen Setup amp Preferences General Program Preferences c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 18 Backup amp Restore Functions 457 18 2 Restore D In the event that you wish to over write the current CH2010 data file with a data file from a previously created backup set the CH2010 program provides a Restore function f
500. the Household Detail Form to a new Household record ready for your data entry When you are finished entering the Household s data click the Household Detail Form s Save button to save the new record TIP Any data fields with an asterisk next to them are required fields and must be filled in before you can save the record TIP After saving a new Household record a dialog box will be displayed asking you whether or not you wish to create new Individual records for the new Household record you ve just created If at this time you would like to enter in the new Individual records click the Yes button If not choose the No button You can always add new Individual records and assign them to the Household record at a later time if you wish c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 4 7 5 Deleting A Household s Record is 1 Open the desired Household record in the Household Detail Form 2 Click the Edit button at the top left hand corner of the Household Detail Form to enable editing of the form 3 Delete the Household record by clicking the Delete button 4 Select Yes at the delete confirmation prompt 125 TIP Deleting a record will cause the record to be sent to the Church Helpmate Recycle Bin The record will not be permanently deleted until purged from the Recycle Bin c Copyright 2003 2009 Helpmate Technology Solutions LLC 126 Chur
501. the r Church Helpmate will automatically convert your entry to Robert once you move to another field on the form or save the record c Copyright 2003 2009 Helpmate Technology Solutions LLC 4 6 2 Chapter 4 Households amp Individuals 103 Individual Detail Form Household Tab CG Individual Detail Form General Household Contact Info Milestones Connections Groups Attendance Notes User Defined Individual s Household Position NOTE Main Contacts will automatically be included in their household s S A label name and greeting fields with the Primary main contact appearing Adult Main Contact Primary Ce Individual s Household Assignment Angstrom Bob amp Sue D Ou Ze Open Household Bob Angstrom Adult Main Contact Primary 44 Member Active Missy Angstrom Child Child of Member Bobby Angstrom Jr Child Child of Member L Sue Angstrom Adult Main Contact Secondary Member Active 3 A 8 Nate Angstrom Child Child of Member Aan Add a new individual to fac fa this Household Record 2 of 40 Created 06 Nov 2007 Last Modified 29 Sep 2009 Last Modified By Admin Filter OFF Last Contrib Last Attend 31 May 2009 Last Connection 11 Aug 2008 This tab is used to display and configure the Individual s household information Individual s Household Position This is a very important field when configuring your Individual records There are 5 avail
502. the following methods e Select Detail Views Contact Detail Form from the program s main menubar e Click Detail Form under the Contacts list from the left hand Navigation Menu e From the Contacts Explorer either double click on an individual from the right hand side ListView control or choose Open Contact from the Contacts Explorer s right click pop up menu The Contact Detail Form is used to manage Contact records This form will enable you to Add new Contact records Edit Update Contact records View Contact details Delete Contact records Search find Contact records The Contact Detail Form s toolbar is shown below amp Contact Detail Form Lol SI zl SN CR Pa Fh D reg es ELE Franxman James Name Lookup The following is a general summary of each of the buttons and controls found in this form s toolbar Edit Will place form into unlocked mode allowing modification to the record s data Save Will save current changes that have been made to the record and will place the form into locked mode Cancel Will cancel discard current changes that have been made to the record and will place the form back into locked mode Delete Will delete the current record by sending it to the Church Helpmate recycle bin Flag Unflag Will either flag or unflag the record toggle s current flag state New Will create a new record First Will move the Detail Form to display the first record in the da
503. the lookup table c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 143 5 3 3 Contact Detail Form Notes Tab orm Il Ex I a e y y 2 D X a 4 A ee Geng ECH SEYE e FE James is a sample Contact record You can record here in these note fields additional information about James that might be helpful to you and others viewing this database Filter Off Last Contrib The Notes tab of the Contact Detail Form provides extensive storage capability to record detailed notes about the Contact There are 3 separate note fields provided Each of these note fields has its own security level setting Also the note field labels are user definable For example the screen shot above shows the first note field as General Notes however this can be modified in Contacts Setup by the user to whatever might be appropriate for their usage The notes data is displayed in the right hand section of the screen The user can select which of the 3 note fields to display by selecting the desired note option selector on the left hand side of the screen c Copyright 2003 2009 Helpmate Technology Solutions LLC 144 Church Helpmate 2010 5 3 4 Contact Detail Form User Defined Tab amp Contact Detail Form lA e VY few ha PQOOX s Edit Seve nel Hee egunea New First Welle This form is currently LOCKED re Ge
504. the top of the form s window Using Toolbars To activate a toolbar button you can either click the button using the mouse or position the cursor onto the button using the Tab key and then press the lt Enter gt key Most CH2010 toolbar buttons have an associated tool tip which is a short description of the button which is displayed on the screen when the mouse cursor is positioned over the button Tool tips are very helpful when first learning the application since they will tell you about the button without having to activate it Any toolbar buttons that appear dimmed are disabled and not currently available c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 17 Reference Information 447 17 6 Status Bars The status bar appears at the bottom of the CH2010 window It provides important information as you work in the program such as general program information and hints for operating the program In addition to the main status bar most of the CH2010 Detail Forms have their own status bar as well These Detail Form status bars display various status information about the current record such as the record creation and modification dates An example Detail View status bar is shown below c Copyright 2003 2009 Helpmate Technology Solutions LLC 448 Church Helpmate 2010 17 7 Check Boxes Some dialog boxes and forms in the program contain check boxes you can use to mark options
505. this entry of your User Name amp Registration Code on each computer running Church Helpmate 2010 c Copyright 2003 2009 Helpmate Technology Solutions LLC 484 Church Helpmate 2010 STEP 3 UPGRADE UTILITY Church Helpmate 2010 includes an Upgrade Utility which you will want to use in order to bring your previous version s data into CH2010 Until you run the Upgrade Utility your Church Helpmate 2010 software will display only a sample data set The CH2010 Upgrade Utility will perform the following actions e Create a new empty CH2010 data file e Import all of the records that currently exist in your previous version s data file into this new CH2010 data file The Church Helpmate 2010 Upgrade Utility will not alter the data in your previous version s data file in any way it only reads the data 1 Ensure that the main Church Helpmate 2010 program is closed Then open the CH2010 Upgrade Utility by selecting Upgrade Utility under the Church Helpmate 2010 program group as shown below START button All Programs Church Helpmate 2010 Utilities Upgrade Utility Upon opening the CH2010 Upgrade Utility you will be presented with a Pre Upgrade Checklist screen as shown below There are 4 steps to this pre upgrade checklist Follow the instructions on screen to complete the checklist Once all 4 checklist items have been completed you will be able to click the Proceed with Upgrade button to continu
506. ticular Contact record double click the Contact s name or right click it and select Open Contact from the pop up menu Doing so will open the Contact record using the Contact Detail Form Using the Contact Detail Form 1 Open the Contact Detail Form by opening a Contact s record from the Contacts Explorer see above or by selecting Detail Views Contact Detail from the Church Helpmate top main menubar Once you ve opened the Contact Detail Form you can navigate to other Contact records using the record navigation buttons arrow buttons at the top of the Contact Detail Form or by selecting a Contact from the Contact Detail Form s Name Lookup pull down list You can use the Ctrl W shortcut key to activate this Name Lookup pull down list to select a Contact name The Contact Detail Form also provides 2 additional features to aid with searching e Filtering You can filter the Contact Detail Form to limit it to displaying on records meeting a specified criteria if you wish To filter the form on a particular value right click the desired field and select one of the filtering options from the pop up menu Once you have set the filtering criteria from the pop up menu you can use the form s top navigation buttons arrow buttons to browse through the records that meet the filter criteria you specified e Find A Find button is provided in the top toolbar section of the Contact Detail Form This Find button provides an easy way to searc
507. timi PO E a E Notes eme te Baa pa ERC ER E Das ae eiweg SiS CS Das pae f mooom i Daa ae moyo S CS Bas date mmo Dates ae eigent SiS CS RRC ERR ES E ERC p o T o me fja p ER E ERC ERR A me fja p ER me fja p T ERC PSS SS EC E ERC ER E ERC ER E ERC ER E ESCHER E EE ERR ER E Bo Seiesg e ll Booleans muetalee ET BooleanS meigeleg ET Booleans muetalee ET Flag imueitalee ET ContribTypelD Number 0 Notacontributor 3 Contributor Yes category ioe iid c Copyright 2003 2009 Helpmate Technology Solutions LLC 474 Church Helpmate 2010 19 3 4 Groups Import File Requirements Before being able to import Group records from a source text file using the Import Utility the file must meet the format requirements shown below Failure to format the source file in the required format will likely result in errors during the import process and could jeopardize the integrity and accuracy of the existing and imported CH2010 data Sample source text files are included with the installation of CH2010 for your reference when preparing your source files The sample Group import file is named ImportUtilitySample_Group csv sample Group import file This and other sample file is located in the Templates folder which is located on your hard drive where the CH2010 program was installed The default location for this folder is C ProgramData CH2010 Templates when running Windows Vist
508. tion This section provides a streamlined method of setting attendance values for the current Meeting record There are actually 2 methods of entry provided by name and by barcode scanner Attendance Entry by Name With the Enter By option set to Name an Individual pull down list will be provided This pull down list includes all Individual s who have an Attendance record for the current Meeting Individual Attendance Manual Counts Notes Attendance Entry Enter by Ge Name Barcode Scanner Individual Present Absent Vacation Sick O Household Mode Once an Individual name has been selected in this pull down list the attendance buttons Present Absent Vacation and Sick are enabled allowing the user to designate the selected Individual s attendance value The Household Mode checkbox causes the Meeting Detail Form to operate in a Household attendance mode When in Household Mode the pull down list displays Households whose Individuals have Attendance records for the current Meeting Selecting a Household name from the pull down list and choosing from one of the attendance value buttons will set all of the selected Household Individual s attendance values to this value For example if the Smith Household is selected and then the Present button is activated all Individuals in the ListView control from the Smith Household will have their attendance values set to Present The user may over ride this using
509. tion from the right click pop up menu TIP As with all of the Church Helpmate Explorer Views the Connections Explorer view is a Read Only view This c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 10 Connections means that you can t edit the data displayed Editing must be done from the Connection Detail Form 261 c Copyright 2003 2009 Helpmate Technology Solutions LLC 262 Church Helpmate 2010 10 3 Connection Detail Form 2 To reach the Connection Detail Form e Select Detail Views Connection Detail from the program s main menubar OR e From the Connections Explorer right click on a Connection record and choose Open Connection from the right click pop up menu The Connection Detail Form is used to manage Connection records This form will enable you to Add new Connection records Edit Update Connection records View Browse Connection details Delete Connection records The Connection Detail Form s toolbar is shown below 52 Connection Detail Form oe AVF ONDO 1 EI Di A A QOO2 OOO O4 O _ Se Save First Prev Net Last Find Help more LH Vie The following is a general summary of each of the buttons and controls found in this form s toolbar Edit Will place form into unlocked mode allowing modification to the record s data Save Will save current changes that have been made to the record and will place the form into locke
510. tions LLC Chapter 12 Church Health amp Statistics 291 12 3 Church Health A Statistics Explorer To reach the Church Health amp Statistics Explorer select Explorer Views Church Health amp Statistics Explorer from the program s main menubar Alternately you can activate the Church Health amp Statistics Explorer by clicking Explorer from the Health amp Statistics list in the left hand Navigation Menu The Church Health amp Statistics Explorer provides you a powerful week by week visual representation of many important church health related data items A TreeView control is provided on the left hand side of the Explorer view to select the desired calendar year When initially opening the Church Health amp Statistics Explorer the current year will be selected by default The ListView control on the right hand side of the Explorer view displays each week s details for the selected year Health amp Statistics Explorer LI o IS Week Date Range Membership Enrol Members Added Active AttenderE First Time Attend Per Capita D Year 2004 Jan03 Jan09 DI Year 2005 Jan10 Jani6 Year 2006 Jani Jan23 Year 2007 Jan24 Jan30 Year 2008 Jan31 Feb06 vr O0 U U O U Year 2009 Feb07 Feb13 Feb14 Feb20 Feb21 Feb27 Feb28 Mar06 Mart Mar13 Mar14 Mar20 Mar21 Mar27 Mar2 AprO3 AA 0 OO fF HN Oh Oo A amp A d o OH wD oN oO o Ff N O U Apr04 Aprio Double clicking on any ro
511. tomer A A o Zeen El See DEE teal EE e CSC lp ng EE CSC o GH 7 Sales Representative ID GA 7 Sales Tax Code oA 4 5 When finished checking the Show checkbox for the listed fields click the Save button This will open the Save As screen as shown below On the Name line type CH2010 Import without the quotes and then click the Save button This will save your import configurations above so that you won t need to repeat the configuration of the Show checkboxes again Save As Name CH2010 Import Description Cash Receipts Journal Customer List Sales Order Journal Cancel Help c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 207 4 6 Next select the Options tab of the Import screen and click the arrow button to select the location and filename for the CSV file you wish to import Here you will want to select the CSV file you created out of the Church Helpmate Contribution Batch Report Configurator CH2006 Import Import Export File BEER St KR Cancel Import Options Save First Row Contains Headings Help M Warn lf Duplicate Reference 4 7 Then click the OK button to process the import You ll receive a confirmation pop up box as shown below reminding you that it is always a good idea to make a backup of your data before importing data If you have a current backup of your Peachtree data click the Yes b
512. top of the form 3 Select Yes at the deletion confirmation prompt TIP Deleting a Meeting record will also delete all Attendance records associated with the Meeting record c Copyright 2003 2009 Helpmate Technology Solutions LLC 256 Church Helpmate 2010 9 6 5 Entering Attendance For A Meeting Record ic 1 Open the desired Meeting record in the Meeting Detail Form by double clicking it from the ListView control of the Meetings Explorer 2 The ListView control of the Meeting Detail Form displays the Attendance records associated with the current Meeting record Attendance values can be set either using the ListView control in the Attendance Detail section or by using the pull down list and attendance buttons located in the Attendance Entry section of the Meeting Detail Form Using the ListView control The first step is to select an Attendance record by clicking on the desired record Once a record has been selected from the ListView control you can either use your keyboard s Spacebar to toggle through the attendance values or right click the Attendance record to display a pop up menu for available attendance values Using the Attendance Entry section Use the pull down list to select an Individual Once an Individual has been chosen from the pull down list use the Present Absent Vacation and Sick buttons to set the desired attendance value The Meeting Detail Form has the option o
513. tor mouse and keyboard Remote access software allows you to run any program on your office computer just as if you were actually in front of your office computer which means that you would actually NOT have to install any of the programs you want to run on your home remote computer Your remote home computer is only providing a communication channel to your office computer which is where all of the actual processing is done and the speed performance of these services is surprisingly good on par with what it would be if you were actually in front of the office computer We actually have some great first hand experience with one of these remote access products here at Helpmate Technology Solutions namely LogMeln www logmein com What is really incredible here is that the basic version of LogMeln is totally FREE They also offer a pro version that adds c Copyright 2003 2009 Helpmate Technology Solutions LLC 464 Church Helpmate 2010 some additional features for about 70 yr but the free basic version provides all of the capabilities you d need How s THAT for affordable For more details on the free basic version of LogMelin check out the following link to their website https secure logmein com products free NOTE Helpmate is not affiliated with the LogMeIn company in any way c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 19 Advanced Topics 465 19 3 Importin
514. tribution records from one contributor to another contributor Extreme care should be taken when using this tool It should be used in limited cases such as where contributions were originally assigned incorrectly during data entry Transfer Contribution Records FROM Transfer Contribution Records TO Type Household Type Household Indude in Transfer All Contributions H Starting Date Ending Date i To use this tool select the desired FROM contributor from the left hand side of the form Then select the desired TO contributor If necessary select the desired Starting and Ending dates or choose All Contributions The Transfer button will transfer contributions from the FROM contributor to the TO contributor NOTE Contribution transfers performed by the Contribution Transfer Wizard CANNOT be undone Use this tool with caution and ensure that a recent backup of your Church Helpmate data file has been made c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 15 Tools 411 15 8 Envelope Auto Assign To reach the Envelope Auto Assign tool select Tools Envelope Auto Assign from the program s top main menubar This tool will enable you to have Household Individual and Contact based Envelope s automatically assigned Envelope Number Auto Assign eg _ Envelope Auto Assign This process will dear all current Household Individual and Contact record Envelope field assignm
515. ts Export W Filter Simple C Custom Filter Ce Simple Filter r Household Membership Status User Defined all Pull Down Value Equals Child of Member Child of MemberTest Text z Value Equals Child of Reg Attender Equal T e Member Active Date D TAUS D Member Deceased Checkbox E Value Equals Member Transferred Out Member Transferred Out Reg Attender Active Flagged Reg Attender Deceased Reg Attender Drop Out Flagged Either visitor Active visitor Drop Out Use lt Ctrl gt button while selecting items with mouse to select multiple items For example if you only wanted Households with a membership Status of Member Active or Reg Attender Active to be included in your directory you could select these values from Household Membership Status listbox as shown above to indicate this c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options CUSTOM FILTER OPTION Let s you utilize the Custom Filters to apply more complex filtering criteria Household Output Configurator 339 Directory Reports Labels amp Envelopes Form Letters Email Map Statistical Reports Export W Filter Custom Custom Filter Filter ABC Households w Household E mail SAMPLE Select Filter Ge Remove Filter C Simple Filter c Copyright 2003 2009 Helpmate
516. ts option is also displayed in the list This option will open the Memorized Outputs form and limit the form to showing only Contribution based Memorized Outputs Double click to Open t Memorized Contribution Outputs Contributions Report Configurator vi fr Contributor Output Configurator Contributions Summary Report Configurator Contribution Batch Report Configurator Contribution Receipt Configurator Batch Deposit Slip Configurator Contribution Statistics Report Contributions Utility Report Configurator The following Contribution based report configurators are provided e Contributions Report Configurator e Contributor Output Configurator e Contributions Summary Report Configurator e Contribution Batch Report Configurator e Contribution Receipt Configurator e Batch Deposit Slip Configurator e Contribution Statistics Report Configurator e Contributions Utility Report Configurator c Copyright 2003 2009 Helpmate Technology Solutions LLC 362 Church Helpmate 2010 14 16 1 Batch Deposit Slip Configurator gt J Contribution Batch Deposit Slip Ce O EE s Primary X No logo Display Contributors names Contribution Batch Deposit Slip Report Batch 01202008mbp BASED ON Contribution records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate a deposit slip for a selected Batch record Deposit slip lists chec
517. ttendance data by Name Entry The Attendance tab allows the user to specify default settings with regard to the data entry of Attendance records e Use the Default Method of Entering Attendance section to specify the default mode of setting attendance values in the Meeting Detail Form e Use the Default to Household Mode when entering attendance checkbox to configure the default value for the Household Mode checkbox on the Meeting Detail Form TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Other computers which might be running Church Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC 40 Church Helpmate 2010 3 1 n Reminders OE Preferences Local Setting EI General eeoa SNe e Contacts Groups Contributions Pledges Attendance Reminders OneCallNow Reminder Entry Defaults Frequency for new Reminders Weekly BH Reminders Explorer Defaults Explorer Format a H Other Show pop up when Reminders are acknowledged The Reminders tab allows the user to specify default settings with regard to the data entry and display of Reminder records Reminder Entry Defaults Section In this section you can specify default settings related to Reminder entry Reminder Detail Form e Use the Frequency for new
518. ttings related to the Pledge Detail Form e Use the Default Payment Frequency setting to configure the default value for the Payment Frequency field when entering new Pledge records Pledges Explorer Defaults Section In this section you can specify default settings related to the Pledges Explorer Pledges Explorer e Use the Default Display setting to configure the default value for the Pledges Explorer s Display value Other Section e Use the checkbox in this section to control whether or not Church Helpmate will maintain keep a copy of the PDF statement files when sending pledge statements via email With this unchecked the PDF files are removed from the hard drive once the emails have been generated TIP These preference settings are localized settings which affect only the computer on which the preference setting was made Other computers which might be running Church Helpmate and linked to the same data file will NOT be affected by preference settings c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 39 3 1 9 Attendance 4 gt 7 Preferences Local Settings LZ General File amp Folder Paths Color Theme Households amp Individuals Contacts Groups Contributions Pledges Reminders OneCallNow Default Method of Entering Attendance CS Name Entry Barcode Scanner O Default to Household Mode when entering a
519. u can use the Name Lookup button or the navigation buttons the arrow buttons at the top of the form to browse these Household records Several of the Detail View forms have the ability to filter their record set Filtering is defining a sub set of records from the full set For example you could filter the Individual Detail form to include only records with membership status Visitor Filtering does not modify any records It simply limits the number of records displayed to only those meeting a criteria you specify To filter one of the Detail View forms right click on the field you wish to use as the filter criteria For example if you wish to filter the Household Detail form based on the City field then right click in the data entry portion of the City field A pop up menu will be displayed as shown below Find Sort Ascending Sort Descending Filter By Selection Filter Excluding Selection Filter For Remove Filter Sort If you type Manchester into the Filter For field and then press the lt Enter gt key the Household Detail form will display only those Households whose City value Manchester Alternately if the current record s value of the field is equal to your desired filter value you can just use the Filter By Selection pop up menu selection In our example c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 2 Quick Start 21 shown above the current record s C
520. ucture The ListView data control displays the Group members of the selected Group the Group selected in the TreeView control Last First Name amp L A E A The CH2010 Group hierarchy structure consists of the following Group Category Group Folder Group From the example screen shot above we see as an example Ministry Teams Worship Ministry Musicians amp Vocalists Group Category Group Folder Group where Ministry Teams is the Group Category Worship Ministry is the Group Folder and Musicians amp Vocalists is the Group c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 6 Group Membership 159 Right clicking a Group Folder from the TreeView control for example Worship Ministry will display a useful menu as shown below Hi Lap Prayer Ministry Group Profile Report Group Membership Output Configurator New Group under this Group Folder Manage Group Categories amp Folders i H Di Right clicking a Group from the TreeView control for example Musicians amp Vocalists will display a slightly different pop up menu as shown below Open Group a icicles Group Profile Report Group Membership Output Configurator Manage Group Categories amp Folders TIP Keep in mind that all of the names of the Group Categories Group Folders and Groups shown here are only examples You have complete control over these items t
521. ude all Group Folders in the database Group Categories and Group Folders are configured under Groups Setup Category This field displays which Group Category the Group is located under The Group Category displayed will be defined by which Group Folder has been selected The Category field here is for display purposes only ie it is read only Group Categories and Group Folders are configured under Groups Setup Group Type This field categorizes the Group based on types that are used by the Church Health amp Statistics module Available types are Small Group Sunday School Class Worship Service Board Committee Ministry Team SHAPE Tracking and Other Although this is not a required field it is important that this field be correctly set in order for the Church Health amp Statistics module to function properly Location This field can be used to specify the location where the Group meets if applicable Frequency This field can be used to specify the frequency with which the Group meets if applicable Start Time This field can be used to record the starting time when the Group meets if applicable End Time This field can be used to record the ending time for Group meetings if applicable c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 6 Group Membership 163 Start Date This field can be used to record the date that the Group was formed or began If the Group has Group Type of Sm
522. uestingMembershipData doc and is located in the Templates folder under the main CH2010 program folder The default location for this folder is C ProgramData CH2010 for computers running Windows Vista and newer and C Program Files CH2010 for all previous version of Windows c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 3 Setup amp Preferences 25 3 Chapter 3 Setup amp Preferences bc Before entering your church s data into the Church Helpmate database you ll want to configure certain aspects of the database for your church This Chapter will discuss this process in detail Chapter 3 Sections General Program Preferences Network Multi user Setup Households Setup Individuals Setup Contacts Setup Groups Setup Contributions Setup Connections Setup User Information Setup Security System Setup Postal Code Lookup Table Setup Regional Settings c Copyright 2003 2009 Helpmate Technology Solutions LLC 26 Church Helpmate 2010 3 1 General Program Preferences BE P Church Helpmate 2010 utilizes many Preference settings to allow the user to specify options such as color themes data entry default values etc Preference settings are local to the computer running Church Helpmate meaning that the settings only affect the user s particular computer Any other computers running Church Helpmate on the network even though they might be sharing the same CH2010 data f
523. uickBooks import the IIF file created by Church Helpmate to automatically create a deposit transaction with the fund total splits into your QuickBooks bank register Using this method you will be recording the detail in Church Helpmate i e on November 26 2009 John Smith contributed 200 to the Building Fund and the fund summary totals in QuickBooks i e on November 26 2009 the church received 7512 towards the Building Fund The identities of your contributors ie John Smith will NOT exist in your QuickBooks database Church Helpmate will provide all of the individualize contribution reporting such as donor statements c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 7 Contributions 193 Details of the Church Helpmate QuickBooks Integration Outlined below are the detailed steps involved in integrating the Church Helpmate contribution data into your QuickBooks register 1 In Church Helpmate setup your contribution funds to match your income accounts bank accounts and classes in QuickBooks Church Helpmate utilizes Funds to help you keep track of designated or restricted contributions from your donors Funds help you record and track the purpose for which the contributor wishes his her money to be used by the church If the donor does not designate their money for a specific purpose these contributions are typically known as non designated or non restricted funds and can be used by
524. un it in the future without having to remember any of your settings or even which output configurator is used For more information on Memorized Outputs see the Memorized Outputs section of this chapter TIP Before being able to send out emails from the Church Helpmate program you must have configured your email settings To do so click the Email Settings located just above the Subject line c Copyright 2003 2009 Helpmate Technology Solutions LLC 334 Church Helpmate 2010 14 6 Maps w Church Helpmate provides the ability to easily generate geographical maps of your the addresses in your Church Helpmate database The mapping feature here is driven by Google Maps This feature provides a great way to visualize the locations of members visitor and other people that interact with your church The following Church Helpmate 2010 output configurators have the ability to generate Form Letters Household Output Configurator Individuals Output Configurator Individuals Milestone Output Configurator Contacts Output Configurator Group Membership Output Configurator Contributor Output Configurator Meeting Absentee Output Configurator X Time Attendance Output Configurator Connections Output Configurator The output configurators listed above include a Map tab to facilitate mapping feature The controls and functionality found on the Map tab are identical regardless of which output configurator is being us
525. up Active group membership means that the Individual has been added to the Group and given a Group Membership Position value that indicates an active position based on the Group Membership Position under Groups Setup Enrollment Joined Field Description This field is used to record the number of Individuals who became enrolled as an active member of a Sunday School Class during this week Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who are an active member of a Sunday School Class type Group and whose group membership assignment to this Group has a Date Joined value that exists within the date range of this week Leaders Field Description This field is used to record the total count of Individuals who are considered to be Sunday School class leaders Auto fill Logic The auto fill process will populate this field with the total number of Individual records in the CH2010 database who have a leader type group membership position in at least 1 Sunday School Class type Group Leader type Group Membership Position values are configured in Groups Setup TIP The Church Health amp Statistics data fields provided here are held in a totally separate table from the data in the other CH2010 modules This means that the Church Health amp Statistics data is only changed through the Church Health amp Statistics Detail Form For example adding a
526. usehold Member Names O Followup Information Household Main Contact Phone s CO Connection ID CO Household Main Contact Email Addresses Sorting amp Grouping Options Group By Date O Force page break after each unique grouping value Sort By To Other Options Header Text Primary Display Filter Details on Report Header Logo No logo BASED ON Connection records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate desired output for Connection records Call include all or a sub set of Connection records c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 14 Reporting amp Other Output Options 389 14 19 3 Connections Statistics Report Configurator Report Title Connections By Month Chart 1 1 2007 12 31 2007 Beginning Date 01 01 2007 Ending Date 12 31 2007 Fii BASED ON Connection records OUTPUT OPTIONS GENERAL DESCRIPTION Use to generate statistical type Connection based reports such as bar graph displaying the number of Connections performed by month within a specified date range c Copyright 2003 2009 Helpmate Technology Solutions LLC 390 Church Helpmate 2010 14 20 Reminder based Outputs The Reminder based output options are provided by the Reminder based report configurators These report configurators are available from the Outputs Explorer by selecting Outputs Reminder Outputs from the Navigation
527. usehold fields Discuss the possibilities with those in administrative positions in your church to see what date fields might be useful for your church to record and maintain Of course you do not have to utilize any of the user defined fields if they are not necessary for your particular situation c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 5 Contacts 145 5 3 5 Assigning amp Viewing Contact Photos In Church Helpmate you can assign a photograph to any Contact record in your database by following the steps below 1 2 3 5 6 Open the desired Contact record in the Contact Detail Form Click the Contact Detail Form s Edit button to unlock the form for editing If necessary click the Photo button from the Contact Detail Form s toolbar to show the Photo sidebar along the right hand side of the form Clicking the Photo button will toggle the display of this photo sidebar on and off to show and hide the sidebar The screen shot below shows the Photo button depressed and the photo sidebar visible this is want you want Photo sidebar Cindy Nelson O Manual y Nelson O Manual Yelson O Manual Y O Manual TIP se in Formal Label Name Label Name amp Greeting fields will be automatically populated sed on the Title First Last and Organization fields se in Informal Label Name se in General Name Click the Select Photo button from the
528. using the Group Detail Form Using the Group Detail Form 1 Once you ve opened the Group Detail Form by opening a Group s detail through the Groups Explorer see above you can navigate to other Group records using the record navigation buttons arrow buttons at the top of the Group Detail Form or by selecting a Group from the Group Detail Form s Group Lookup pull down list You can use the Ctrl W shortcut key to activate this Lookup pull down list to select a Group name Select the Membership tab of the Group Detail Form to view the names and details of the current Group members c Copyright 2003 2009 Helpmate Technology Solutions LLC 172 Church Helpmate 2010 6 4 2 Editing A Group Record C 1 Open the desired Group record in the Group Detail Form 2 Click the Edit button at the top left hand corner of the Group Detail Form to enable editing of the form 3 Make the desired changes to the Group s record Use the Group Detail Form s Membership tab to view and assign Individuals membership to the Group 4 When editing is complete click the Save button to save the changes you ve made c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 6 Group Membership 173 6 4 3 Adding A New Group Record S You can begin the creation of a new Group record in 3 ways e Groups Explorer From the Groups Explorer s toolbar click the New button This will open the Group De
529. utomatic membership to this Group as they are entered into the database If this checkbox is checked new individuals as they are entered and saved into the database are added as members of the Group automatically When this checkbox is checked you will be able to select a default Group Membership Position value that is utilized when these new Individuals are added to the Group Website You can use this field to record the Group s website if one exists TIP Only fields marked with an asterisk are required fields c Copyright 2003 2009 Helpmate Technology Solutions LLC 164 Church Helpmate 2010 6 3 2 Group Detail Form Membership Tab General Membership Angstrom Missy 1312 Fireside Ct Participant 11 07 2007 Clark Jennifer 7684 Banklick St Participant 11 07 2007 Clark Michael 7684 Banklick St Participant 11 06 2007 Giordano Kate 1839 Whispering Trl Participant 11 07 2007 Messing Marilyn 7045 Royale Dr Participant 11 06 2007 van der Muessen Sean 4961 Pumpkin Patch Way Participant 11 07 2007 l a 15 Edt ow Remove Members Add Members Auto Update 6 Active Members k on O Inactive Members On the Membership tab a ListView control displays the current members of the Group with their membership parameters i e date joined position etc When the Group Detail form is in Edit Mode unlocked using the top Edit button right clicking an individual s name will display a
530. utton to choose the desired Members filter If no filter were used then ALL individuals in the database with a Birthday in the selected month would be included 3 Use the controls at the top of the Calendar to set the desired month and year 4 Click the Generate Calendar Text button to populate the Calendar with the selected calendar data 5 Click the Print button to print the Calendar NOTE After changing the Display parameters or changing the displayed month year you will need to click the Generate Calendar Text button to populate the calendar with the selected data c Copyright 2003 2009 Helpmate Technology Solutions LLC 406 Church Helpmate 2010 15 5 Custom Filters dE Te To reach the Custom Filters tool select Tools Custom Filters from program s top main menubar This Custom Filters screen is also accessed by clicking on any of the Filter buttons which exist on various forms within the Church Helpmate program The Custom Filter screen enables you to create save and reuse very powerful filters for your Church Helpmate data Filters define a sub set of records from the full set For example you could create a filter based on Individual records that results in a sub set of Individual records with membership Status Visitor Filtering does not modify any records It simply limits the number of records included to only those meeting a criteria you specify Filters can be utilized in report gene
531. utton to continue with the import Peachtree Accounting 2 You should make a backup before attempting to import Would you like to continue No If any errors are encountered during the process a message will be displayed describing the problem If the import was successful no message will be displayed c Copyright 2003 2009 Helpmate Technology Solutions LLC 208 Church Helpmate 2010 The imported data will appear as a single receipt deposit entry in your Peachtree account register as shown on the following page Account Register B Close New Select M Refresh Cash Account 10200 om A QAJ Regular Checking Account Show transactions for This Month e aN TEN MO Dame Grand zs eass Jul22 2008 Receipt 07222008PH cHz010Contiby Detal Le 23s0 153255 Elei zs Fest E TE Sort By Date X Total 15 962 55 Upon opening this receipt transaction by double clicking it you will see that the transaction is split among the various income accounts to represent the fund total splits from the Church Helpmate Batch This way you ll be able to keep track of how much from the deposit should be designated towards each income account Receipts Ass Ka z S Delete E Si vent 2 Receipt e gt Reference 07222008PRS Cash Accourk Receipt Number Regular Checking Account Date Jul22 2008 E GENEE Cash Account Balance 5 Process Credit Ca
532. various groups and activities that exist within your church community Basically a Church Helpmate Group record could represent any collection of Individuals with whom you might want to e communicate with as a group through bulk emails form letters mailing labels etc e track attendance for meetings e create directories and other reports For example you can create a group called Worship Team Then you can assign membership to the group to all of the individuals who participate in or are members of the Worship Team Once you ve created a group and assigned membership to it you can easily generate mailing labels form letters bulk emails and directories for your groups as well as track group meetings and attendance Below are some important concepts to know about Group records e The Church Helpmate program provides a 3 tier structure for organizing your Group records This 3 level tiered structure consists of Group Categories as the top level You can fully manage the Group Categories as needed ie you can add delete rename etc these Categories as desired Below the Group Categories are Group Folders Below Group Folders are Groups A unlimited number of Group Folders can be assigned to a Group Category Similarly an unlimited number of Groups can be assigned to a Group Folder e Below is an example of the Category Group Folder and Group structure Groups Explorer Group Category SS Group Folders Lab
533. ve failed of its essential purpose Some states do not allow the limitation and or exclusion of liability for incidental or consequential damages so the above limitation or exclusion may not apply to you The limitations of damages or liability set forth in this Agreement are fundamental elements of the basis of the bargain between HTS and you You acknowledge and agree that HTS would not be able to provide this product on an economic basis without such limitations MISCELLANEOUS This Agreement sets forth HTS s and its representatives entire liability and your exclusive remedy with respect to the SOFTWARE and related services and is a complete statement of the agreement between you and HTS Headings are included for convenience only and shall not be considered in interpreting this Agreement This Agreement does not limit any rights that HTS may have under trade secret copyright patent or other laws The agents employees distributors or dealers of HTS are not authorized to make modifications to this Agreement or to make any additional representations commitments or warranties binding on HTS If any provision of this Agreement is invalid or unenforceable under applicable law then it shall be to that extent deemed omitted and the remaining provisions will continue in full force and effect The validity and performance of this Agreement shall be governed by Kentucky law without reference to choice of law principles and applicable federal la
534. veral of these buttons are enabled disabled depending on whether or not the form is in locked or unlocked mode Form Tabs As shown above the Group Detail Form is divided into the following tabs sections General Tab Membership Tab Notes Tab c Copyright 2003 2009 Helpmate Technology Solutions LLC 162 Church Helpmate 2010 6 3 1 Group Detail Form General Tab Z Group Detail Form BOO 008 CCOSD JAE Musicians amp Vocalists Ee General Membership Notes General Group Name Musicians amp Vocalists Group Folder Worship Ministry Category Ministry Teams Purposes O Teaching Bible Study Service Prayer O Evangelism Worship O Accountability Fellowship Group Type Ministry Team Purpose Statement Location Frequency Start Time End Time Start Date oO S g Group is full Child care available Indude Group on directory reports that show group membership details for individuals Enable attendance tracking for this group Give new individuals automatic membership to this group as they are entered into the database ONWOO Record 19 of 37 Created 11 06 2007 Modified 11 07 2007 Modified By CH2008 General Section Group Name Use this field to specify the name of the Group This is a required field Group Folder This field specifies which Group Folder the current Group is attached to or linked under The pull down control here will incl
535. vidual Detail Form to enable editing of the form 3 Delete the Individual record by clicking the Delete button 4 Select Yes at the delete confirmation prompt 131 TIP Deleting a record will cause the record to be sent to the Church Helpmate Recycle Bin The record will not be permanently deleted until purged from the Recycle Bin c Copyright 2003 2009 Helpmate Technology Solutions LLC 132 Church Helpmate 2010 4 7 11 Move An Individual From One Household To Another Ki 1 First ensure that the Household where you want to move the Individual to actually exists in the database if it does not create the Household record Open the individual who you d like to move to a different household in the Individual Detail Form Click the Edit button at the top left hand corner of the Individual Detail Form to enable editing of the form Select the Household tab of the Individual Detail Form a A O ND Use the Individual s Household Assignment pull down control to select the Household you d like to move the individual to 6 When editing is complete click the Save button to save the changes you ve made TIP When moving an individual from one household to another all records associated with the individual group membership attendance Connections etc remain unchanged c Copyright 2003 2009 Helpmate Technology Solutions LLC 134 Church Helpmate 2010 5 Chapter
536. w This Agreement is deemed entered into at Union Kentucky U S A and shall be construed as to its fair meaning and not strictly for or against either party This agreement supercedes any previous version of this Agreement included in HTS s printed documentation COPYRIGHT All title and copyrights in and to the SOFTWARE the accompanying printed materials and any copies of the SOFTWARE are owned by Helpmate Technology Solutions LLC The SOFTWARE is protected by copyright laws and international treaty provisions All Rights Reserved c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 1 Introduction 7 1 3 Product Requirements Minimum Requirements In order to install Church Helpmate 2010 onto your computer it must meet or exceed the following minimum system requirements IBM compatible PC running Windows 98 NT Me 2000 XP Vista Windows7 64MB RAM Super VGA monitor running at 1024x768 resolution CD ROM drive for installation 100MB disk space for initial installation additional storage space should be allocated for your data files at the rate of approximately 20MB per year Mouse or equivalent pointing device Recommended Requirements To ensure the most efficient operation and best user experience it is recommended but not necessary that your computer meet or exceed the following recommended system requirements Pentium 4 or equivalent processor PC Windows XP Windows Vista or Windows 7
537. w You will only do this step one time This will be the standard generic greeting played at the beginning of all your messages i e Hi this is an important message from Pastor Bruce of the First Baptist Church Record and accept your introduction NOTE You may change this introduction at any time later if you want e Press 1 to send a message to your group You will be prompted whether or not you want to record a touch tone response You may ask your members questions during your message and they will be able to respond by pressing the appropriate keys For example If you d prefer the church picnic be held on July 10th press 1 If you prefer July 17th press 2 Press 1 to designate a touch tone response or press if you do not need a touch tone response e Record your message At the tone you will have 30 45 seconds depending upon your account to record your message Press to end recording Listen to your message and make sure it is clear and complete Press 1 to accept or press 2 to re record your message e To send a message to every person in your One Call Now database press zero zero or enter the 2 digit OneCallNow ID for the desired Group see Step 3 above Configuring Your Church Helpmate Groups Press 1 to accept To send the message to an additional Group enter the 2 digit Group s number Or press if you are finished e Press to send now or Press 1 to modify your delivery options Follow the voice
538. w control on the left hand side of the Households Explorer to display a desired filter set of Household records in the right hand side ListView control The ListView control displays Household records with basic information name address phone number etc For more detailed information about a particular Household record double click the Household name or right click it and select Open Household from the pop up menu Doing so will open the Household record using the Household Detail Form Using the Household Detail Form 1 You can open the Household Detail Form by opening a Household s detail through the Households Explorer see above or by selecting Detail Views Household Detail from the CH2010 top main menubar From within the Household Detail Form you can navigate to other Household records using the record navigation buttons arrow buttons at the top of the Household Detail Form or by selecting a Household from the Household Detail Form s Name Lookup pull down list You can use the Ctrl W shortcut key to activate this Name Lookup pull down list to select a Household name c Copyright 2003 2009 Helpmate Technology Solutions LLC Chapter 4 Households amp Individuals 4 7 2 Editing A Household s Record E 1 Open the desired Household record in the Household Detail Form 2 Click the Edit button at the top left hand corner of the Household Detail Form to enable editing of the form 3 Make the
539. w of the ListView control will open the selected week in the Church Health amp Statistics Detail Form The Field Chooser button can be used to select up to 12 fields to be displayed by the ListView control of the Church Health amp Statistics Explorer TIP As with all of the Church Helpmate Explorer Views the Church Health amp Statistics Explorer view is a Read Only view This means that you can t edit the data displayed and not all data fields are viewable For more information and to edit data use the Church Health amp Statistics Detail Form c Copyright 2003 2009 Helpmate Technology Solutions LLC 292 Church Helpmate 2010 12 4 Church Health amp Statistics Detail Form 2 The Church Health amp Statistics Detail Form provides a tool for week by week data entry and viewing of over 60 important data fields such as Membership Enrollment of Members Added Worship Service attendance Contributions received and more Most of these fields can be auto filled by pulling from the data already in your CH2010 database though all fields can be manually over ridden if desired To reach the Church Health amp Statistics Detail Form e Select Detail Views Church Health amp Statistics Detail Form from the program s main menubar OR e From the Church Health amp Statistics Explorer double click on a desired week The Church Health amp Statistics Detail Form presents 6 weeks of data in a co
540. which of the Dashboard tabs is selected by default using the Default Dashboard tab to display control The Dashboard Preferences screen includes a tab for each tab of the Dashboard screen The Membership tab is displayed below Dashboard Preferences O Show Dashboard on program start up Default Dashboard tab to display Membership E Membership Contributions Connections Reminders Announcements m New Households Membership Additions Show New Household Listing Show Membership Additions Listing Show households created within the past 15 days Show new Membership Additions within the past 15 days m Birthdays Wedding Anniversaries Show Upcoming Birthdays Show Upcoming Wedding Anniversaries Show birthdays occurring within the next 15 days Show anniversaries occurring within the next 15 days Membership Status values to include Membership Status values to include D all DN Child of Member i Child of Member Child of Reg Attender TIP Use lt Ctrl gt Child of Reg Attender TIP Use lt Ctrl gt Member Active button while Member Active button while Member Deceased selecting items with Member Deceased selecting items with Member Transferred Out mouse to select Member Transferred Out mouse to select Member Transferred Out multiple items Member Transferred Out multiple items Reg Attender Active Reg Attender Active Reg Attender Deceased Reg Attender Deceased Re
541. wse 1st Note field Browse 2nd Note field Demuen Qed Blaka Field Ca From the Security System Setup screen you can Enable disable the security system Logon to or logoff of the system Define user names and set passwords Define the security permissions for each user name Current User Section The Name field will display the name of the current logged on user If you would like to logon as a different user use the Logon as different user button If no user is currently logged on this will be indicated and the logon button will be shown as simply Logon If the currently logged in user has Administrative permissions they will be able to change other users passwords in addition to their own using the Administer Passwords button If the current user does not have Administrative permission this button will show Change My Password enabling them to change their own password only Enable Section e Use the Enable Security System checkbox to enable or disable the Church Helpmate Security System Only logged on users with Administrate permissions will be allowed to change the state of this checkbox e When this checkbox is checked the Church Helpmate Security System will be active When the system is active security checks will be implemented to administrate access to the various modules of the application For example if the current logged on user only has Browse permissions to the Groups module
542. y Ministry Teams O Nursery Volunteers Children Youth Ministry Ministry Teams Q Painting Abilities amp Skills _Giftings Skills Interests TT Paul s Test Group 1 You can completely customize these Ministry Teams 7 When clicking the Add checkbox to add the Individual to a Group you also want to configure the Position field as well A default Position value will be assigned based on the Default Membership Position preference value from Group Preferences The Group Membership Position value will determine such as things as whether or not the Individual is considered to be an active member of the Group is a leader of the Group is included in roll call reports for the Group etc You will also want to record the Date Joined value This is the date on which the Individual joined the Group The Date Joined value will default to the current date but you can adjust this as desired TIP Group Membership editing is only enabled when the Individual Detail Form is in Edit Mode TIP To edit a single Individual s Group Membership to multiple Groups for example to add Bob to 5 different Groups the Individual Detail Form Groups Tab shown above should be used However to add or remove multiple Individuals to from a single Group for example to add 5 different people to 1 Group the Group Detail Form Add Members form should be used instead c Copyright 2003 2009 Helpmate Technology Solutions LLC
543. y of the data file you created in step 1 above Click the Synchronize Now button to start the merge process between the current data file and the data file copy The purpose of this synch is to reset all modification flags on the records that currently exist in the database This will make future synchronization processes much quicker and dramatically reduce the chances of any synchronization conflicts from occurring Create backup Create a data file backup under the program s File menu File Backup amp Restore Functions 4 Restore backup on remote machine Take the backup to the remote computer running CH2010 and on that machine use the Restore function to load the data from the backup onto that computer Once this has been completed the 2 machines are now seeing the same identical data even though they re actually using 2 separate and disconnected data files Once the initial steps have been taken steps 1 4 above the 2 different data files can then be modified as desired at each location As desired the changes that have been made to the data files can be merged together using the Synchronize Data Files utility Below are the steps for this process 1 Bring remote data file to main machine and run Synch tool As desired bring a copy of the CH2010 data file from the remote computer to the main computer Copy the data file from the remote computer somewhere onto the main computer s hard drive The exact locati
544. you This warranty gives you specific legal rights and you may have other rights which vary from state to state All warranties or guarantees given or made by HTS with respect to the SOFTWARE or related services 1 are for the benefit of the original purchaser licensee of the SOFTWARE only and are not transferable and 2 shall be null and void if a purchaser licensee breaches any terms or conditions of this Agreement HTS is not responsible for the performance of services or products provided by third parties in connection with the marketing and distribution of the SOFTWARE c Copyright 2003 2009 Helpmate Technology Solutions LLC 6 Church Helpmate 2010 LIMITATION OF LIABILITY AND DAMAGES The entire liability of HTS and its representatives for any reason shall be limited to the amount paid by the customer for the SOFTWARE or related services as applicable purchased from HTS or its authorized reseller To the maximum extent permitted by applicable law HTS and its licensors distributors dealers or suppliers are not liable for any indirect special incidental or consequential damages including damages for loss of business loss of profits or investment or the like whether based on breach of contract breach of warranty tort including negligence product liability or otherwise even if HTS or its representatives have been advised of the possibility of such damages and even if a remedy set forth herein is found to ha
545. your Peachtree account register 1 In Church Helpmate set up your contribution funds to match your income accounts in your Peachtree chart of accounts Church Helpmate utilizes Funds to help you keep track of designated or restricted contributions from your donors Funds help you record and track the purpose for which the contributor wishes his her money to be used by the church If the donor does not designate their money for a specific purpose these contributions are typically known as non designated or non restricted funds and can be used by the church however it deems best For designated contributions it s very important that the church track how much money is being given for each purpose so that they can keep a balance on each fund making sure for example that they don t spend more on a particular purpose fund than they have received One of the first setup procedures you ll need to complete in Church Helpmate is to create the necessary Funds This can be accomplished using the Church Helpmate Funds Setup form You can reach this screen by selecting Setup amp Preferences Contributions Setup and then selecting the Funds tab You ll want to create a Church Helpmate Fund record for each Fund purpose you would like to track You don t need to know all of the Funds you are ever going to need you can always add Funds later as needed To integrate properly with Peachtree it is very important that you specify the Pea

Church Helpmate 2010 User`s Manual

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