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1. Structure for table M LIST NAMES DBF Field Field Name Type 1 LIST ID Numeric 2 NAME Character 3 DESCRIPT Memo 4 TYPE Character Structure for table SGS DBF PROPRIETARY Structure for table STATUS DBF Field Field Name Type 1 STATUS Character Structure for table NAMETAGS DBF Field Field Name Type 1 TAG ID Numeric 2 ITLE Character 3 EXT1 Character 4 EXT2 Character 5 EXT3 Character 6 LABELINDEX Numeric 7 OTES Memo Structure for table NETWORK DBF eee PROPRIETARY Structure for table ND_TYPE DBF Field Field Name Type al EED ID Numeric 2 AME Character 3 DATE CREAT Date 4 COMMENT Character Structure for table NEEDS DBF Field Field Name Type 1 NEED ID Numeric 2 PER ID Numeric ChurchWatch User s Guide Appendix A Meeting minutes Attendance Manager Width Dec Description 8 Active Event ID 4 Meeting minutes Data for lists stored in Mail Manager Width Dec Description 10 Unique List ID 6 Person ID if people list 5 Family ID if family list Names of lists stored in Mail Manager Width Dec Description 10 Unique List ID 60 List name 4 Description of the list 4 F family list P people list Marital status types Width Dec Description 10 Marital Status Saved name tags Widt Dec Description li Name tag ID Tag title Text line 1 Text line 2 Text line 3 Index of label sto
2. DateTime DateTime Logical Numeric Numeric Date Memo Logical Numeric Logical FAC TYPE DBF Type Numeric Character Date Character FACILITY DBF Type Numeric Numeric FONEBOOK DBF Type Character Character Character Character Width 5 50 2 ho OF CO Nr AO Dec Appendix A Event descriptions Description Event ID Event name Occurs type 1 occurs once Every lt day of week gt 3 Every x days 4 Once a month on day x 5 Every xth lt day gt 6 xth lt day gt of the month Event s start date time Event s end date time True if reminder required Remind minutes before event Recurring parameter for type Typel N A Type2 day of week Sunday 1 l ype3 number of days Type4 day of month Date event recurs until Description of event T to publish in calendars Recurring parameter for type Type5 day of week ype6 day of week T to exclude from conflict checking N Facility type names Width 5 50 8 0 5 Width 5 5 Dec Dec Description Facility ID Facility name Date created Comments Facilities assigned to events Description Event ID Facility ID Phone dialer phone books Width 75 15 30 50 Dec Description Person or business name Type of entry Phone number User ID A 3 Structure for table Field Field Name ENVELOPE N FAMILY ID PER ID FIRST NAME IDDLE NA FAMILY NA
3. 0 0 cee hr 7 1 What Parts of the Program Are Protected cece es 7 1 Turing Secut On or Off ius eese Re ROMER ROMER ARR EERE 7 1 The radmin ACCOUN sov eat ket EXC SERT Ree Ret XT NIC eas NU ESSE SES 7 2 User Names and Passwords 0 00 cece hr 7 8 Adding or Editing a User Account 00 000 rr 7 3 Modifying Access Privileges lilii 7 4 Deleting a User Account 00 0000 rr 7 4 Clearing the Online Flags 0000 m eee 7 5 Changing Your Password ssssseeee hn 7 5 Checking Who s Online liliis hn 7 5 What If Forget My Password sssssslleeeeee hn 7 5 V Chapter 8 The Membership Manager l eelr nee hh hh hh 8 1 Keeping Track of Your Membership Contacts and Vendors 0000eeeeeee 8 1 Selecting Levels sir saaie e a Nek tel uL IRI RANAS 8 1 The Input Formis aa aa a a a aaa a aa eaa aa a a i a 8 2 Family IDo aii Moa ae eee eed R S S E E igi R S Ads 8 2 Household Level Main Address Page 0 ccc tee eens 8 2 Household Level Alternate Address Page 0 ccc tenes 8 3 Household Level Notes Page 0 ccc ete teenies 8 3 Household Level User Defined Page llle 8 3 Household Level Family Photo Page 0 cece eee 8 4 Church Directones iii anata ae oe oe eee ee ee ARE CERE CET Etat 8 5 Typo Contat si Rx hs gc Dor heheh ae dn ee a ion Dt dha ttn Datta handles oat tab peres dialed 8
4. Checkbox Fields Three logical true false checkbox fields are supported Enter the All Users titles here Two additional phone numbers are supported Enter the titles All Users here Table 4 7 User Defined Fields People Page ChurchWatch User s Guide 4 8 Setup and Maintenance SETUP PAGE 6 Security Security is discussed in more detail in Chapter 7 Here is a summary of the security page on the SETUP form This list shows all currently defined user names Click ADD to add a new user name a user Click DELETE to delete a user name Disable All Security When this box is checked security is turned off but this is definitely not recommended When security is turned off you will not be required to login when ChurchWatch starts In addition certain features of ChurchWatch such as the Message Manager will not be accessible Note White Mountain Software strongly recommends that you leave security turned on Your government s laws may in fact require that church records are protected Clear Online Flags If the list of user s online in FILE WHOS ON shows more users than you know are logged on click this button to clear ChurchWatch s records of who is online This will be required in the event of a power outage or PC crash while ChurchWatch is in use Table 4 8 Security Page ChurchWatch User s Guide 4 9 Setup and Maintenance SETUP PAGE 9 Behavior You can change the behavior of ChurchWatch using the items on
5. Default Postal Code Zip This item is useful for reducing the amount of data entry you need All Users to do when entering addresses You can enter the first few characters of the zip code or postal code for your area ChurchWatch will automatically enter these prefix characters whenever you create a new church family in the MEMBERSHIP MANAGER Currency Symbol ChurchWatch uses a default currency symbol of which may not All Users be correct for your country You can set a single character currency symbol in this field Auto Formatting This box contains several options for auto formatting names and All Users list items To keep your data tidy we highly recommend selecting an auto format style for each of the items listed You have three choices No Auto Formatting Entered items are left as is e g smith Initial Caps Entered items are auto converted to initial capital letters e g Smith All Caps Entered items are auto converted to all capitals e g SMITH Note that there are FORMAT ALL NOW buttons for each Click this button to cause ChurchWatch to reformat all stored data immediately Tip If you have a name or list item that ChurchWatch has trouble auto formatting you can set this option to No Auto Formatting enter the name or list item and then reset this setup item to the desired format Your entered name or list item will remain as entered as long as you do not re select the entry field Register d
6. Table 12 2 Pledge Manager Main Page Items ChurchWatch User s Guide 12 3 The Pledge Manager Form Buttons Table 12 3 explains the form buttons Buon scription O Click this button to open the Report Manager Pledge reports Click this button to open the Giving Account editor to edit or define new accounts Browse Click this to view Pledge records in a spreadsheet format The records shown depend on the current filter by default there is no filter Click this to exit the Pledge Manager Table 12 3 Pledge Manager Buttons Adding POSTing New Records To add pledge records simply enter data in the Data Entry Area and then click the POST button The record will be added to the table grid Faster Data Entry When you begin adding your first pledge records you may find that the process is a bit awkward and slow The trick to making the data entry go faster is to avoid using the mouse Practice these steps and you will soon become quite proficient at data entry We ll assume that the cursor is already located in the envelope number or name field Step 1 Enter an envelope number or name Press the TAB key If you entered an envelope number you will need to confirm the name and then press TAB again If you are not using an envelope number press the TAB key to move to the name field Step 2 Enter the amount to post Press the TAB key Step 3 You are now positioned in the account field If the account selected is corr
7. A zZ amp 3 oO H p Q haracter haracter haracter haracter haracter haracter ate ate haracter haracter haracter haracter ate haracter QU CX QUO O O30 O0 RG BORN LIST RG BURY LIST DBF DBF DBF Wid Wid Wid Wid Appendix A Resources assigned to events th 5 5 Dec Description Event ID Resource ID Baptism Register t jos O10101010101 l2 C 4 cO0000000CO OOo OoOoOooO0265 Place o Cn 50 O1 O1 O1 IN C 4 P ct aun ul Cc coocccco0o0occcc0coc0o00207 Place o Widt Dec Dec Dec Dec birth burial Description Register ID Family name First name iddle name ame on Certificate Father s name other s name Sponser s name Sponser s name Pastor s name Date of birth Date of baptism Date of confirmation Date of marriage Place of birth Place of baptism Home location Confirmation notes arriage notes Other notes Local notes baptism list Description Place of baptism ion baptism Descrip Place o Fh ct ion burial Descrip Place o Confirmation Register Description Register ID Family name First name iddle name ame on Certificate Father s name other s name Date of birth Date of baptism Place of baptism Sponser s name Sponser s name Pastor s name Date of confirmation Church where confirmed Confirmation notes Local notes A 11 Structure for ta
8. Details Description ll Enrollment Teachers li Facilities Resources 2005 10 31 07 00 PM Support Gr 7 Class ID 3 H C Exclude in Conflict Checks Dates and Times of First Occurence From 2005 11 07 07 30 PM 8J To 2005 11 07 07 30 PM Monday Monday Frequency O Occurs Once Recurs Until 2005 12 12 8J Every Monday O Every 8 days Once a Month on Day B Ore i T O p of the month esi cor Joe ema 1 DoD me 08 Figure 14 1 Class Manager Details Page The Class Manager form consists of a list of classes on the left side a set of pages for defining the class and a set of buttons to manipulate the selected class The form always works on the class that is selected in the QuickSearch list The name of the current class also appears in blue near the top of the form Table 14 1 describes the form buttons and the sections following explain each page in detail ChurchWatch User s Guide 14 2 The Sunday School and Class Manager Buon Desmpion O O Click this button to create a new class Copy Click this button to copy a class to a new name All attributes of the current class are also copied Saves data entry time Click this button to rename the selected class Click this button to delete the selected class all occurrences and all associated data such as attendance If you don t want to lose attendance data you simply need to stop this class from recurring an
9. How Offerings are Grouped An offering is defined by ChurchWatch as any amount s given on one particular date This is an important concept to understand for USA customers For tax reporting purposes offerings gt 250 must be substantiated In the rare case where two or more offerings are given on the same day by one person they will be treated as a single offering If the total amount for the day is gt 250 it will appear on the Substantiation of Contributions Report A Word or Two About Envelope Numbers Envelope numbers are optional in ChurchWatch If you intend to use them they are entered in the Membership Manager at the person level on the GIVING page You can enter offerings by envelope number or by name Tax receipts are issued to single persons not families or even envelope numbers although spouse name can optionally be shown on the receipt also The same envelope number can be assigned to more than one person in the same family If you use the envelope number when entering the giving data and if the envelope number is shared by more than one person in the family the offering will always be credited to the main contact of the household This is of no consequence at least in Canada since either the husband or wife can claim the receipt regardless of who s name appears on it The exception to this would be if a child in the family or any person who is not the husband or wife shared the same envelope number Again the offe
10. JOHNSON Peter JOHNSON Sally PETERS Bil Address2 O Temporary Giver a SMITH Joe aan O Vendor i Country v Swap Copy Copy All d SMITH Joe SMITH Anne PCade Zip ur ii Church Mailbox Publish in Directories El wea foes E S No Restrictions Phonez DB Oruish Name and actress District Area Lakeridge Publish Name Only Include Spouse Name on Tax Receipts For This Family Publish Email Auto Expand C Inactive Family m cr Joa ema Jra J 4 4 JCM ome J aures Figure 8 1 The Membership Manager Input Form example shows person level Family ID The family ID field is used internally by ChurchWatch It cannot be modified but is sometimes a handy unique reference Household Level Main Address Page The Household Level has five 5 pages The first is labeled Main Address and displays the primary address for the contact or family This is the address that will appear in all reports and church mailings To make a change simply click the mouse in one of the data entry windows e g City and begin to type On this page you can also set the type of household church family temporary giver contact or vendor You can set the publishing level for church directories and whether or not the email address should be published in directories There is also a checkbox for including spouse name on tax receipts for this family Tip Set the Countr
11. The Facilities and Resource pages work exactly as they do in the Event Manager Refer to chapter 13 for more detailed information Membership Manager Classes Page The Membership Manager has a Classes page which gives a full view of all class related information for a single person Wemberehipuunuper EE FulName Bill PETERS JOHNSON Peter m EXE JOHNSON Peter ser duds 3 xa Ls e Em amp JOHNSON Sally F 3 JOHNSON Avery PETERS Bill r M E Current S Classes Achieved Classes Taught SMITH Joe I Main Church Contact I T amp T Giving li Groups Attend Needs User Notes Classes Photo E EE amp SMITH Joe SMITH Anne i MITH Am P Delete Selected Selected Add LE Wwe eem Delete Selected Selected Auto Expand z NOTE Double click items for dates For more detailed maintenance use the Sunday School Manager Add Family C roeren Os Fra rmames OOOD Figure 14 4 Membership Manager Classes Page The buttons below each list allow you to do some simple manipulation and clean up of data The data shown in the achieved awards and classes taught lists will be remembered even after you delete the class Tip You can get the date information for any item except current classes by double clicking on an item in a list ChurchWatch User s Guide 14 8 The Attendance Manager Chapter 15 The Attendance Manager
12. True if email notification True if person notified A 10 Structure for table Field Field Name 1 EVENT ID 2 RES ID Structure for table Field Field Name 1 RG ID 2 FAMILY NA 3 FIRST NAME 4 IDDLE NA 5 CERT NAME 6 FATHER 7 OTHER 8 SPONSERL 9 SPONSER2 10 REVEREND Tl BIRTHDATE 12 BAPTDATE 13 CONFDATE 14 AARRDATE 15 BIRTHPLACE 16 BAPTPLACE 17 HOME LOC 18 CONF NOTES 19 ARR NOTES 20 OTHR NOTES 2 LOCL NOTES Structure for table Field Field Name BAPTPLACE Structure for table Field Field Name BIRTHPLACE Structure for table Field Field Name BURYPLACE Structure for table Field Field Name 1 RG ID 2 FAMILY NA 3 FIRST NAME 4 IDDLE NA 5 CERT NAME 6 FATHER 7 OTHER 8 BIRTHDATE 9 BAPTDATE 10 BAPTPLACE 11 SPONSER1 12 SPONSER2 T3 REVEREND 14 CONFDATE 15 PARISH 16 CONF NOTES 17 LOCL NOTES ChurchWatch User s Guide RESOURCE DBF Type Numeric Numeric RG BAPT DBF Type Numeric haracter haracter haracter haracter haracter haracter haracter haracter haracter Date Date Date Date Character Character Character emo emo emo emo CCLEC CCLC RG_BAPT_LIST ype Character ype Character ype Character RG_CONF DBF ype
13. h information Description Batch ID Batch date Batch name Batch pre calculated total Free form comment True if this batch is locked Bible translations Dialer call log Width Dec Description 50 Internal user ID 8 Date of the call 40 Who was called 30 Phone number called User defined date values Width Dec Description 6 Person ID 5 Date ID 8 Date value User defined date names Width Dec Description 5 Date ID 50 Name for the date type Deposit account names Width Dec Description 50 Deposit account name Areas and district names Width Dec Description 6 Area ID 50 ame for the area district Widt h 8 6 1 4 Event tasks Dec assigned to people Description Event ID Person ID True if tasks completed Tasks assigned to person A 2 Structure for table Field Field Name T EVENT ID 2 EVENT NAME 3 OCCURS O DAT ROM DATE E E ER E T REMIND R R ooN 0U eA EMINDTIME EOCCUR_P1 9 OCCURUNTIL 10 DESCRIP 11 PUBLISH 12 REOCCUR_P2 13 EXCLUD Structure for Field Field Name 1 FAC ID 2 NAME 3 DATE CREAT 4 COMMENT Structure for table Field Field Name 1 EVENT ID 2 FAC ID Structure for table Field Field Name T NAME 2 TYPE 3 PHONE NUM 4 UID ChurchWatch User s Guide table EVENTS DBF Type Numeric Character Numeric
14. 20 00 hh 1 4 Importing Data From Previous Versions or From perSEY 000 cee eee eae 1 8 Using ChurchWatch in Multi User Environments Network 00000 eee eaee 1 8 Uninstalling ChurchWatch 00 0 000 tees 1 9 Re Installing ChurchWatch 0 06 eee ee 1 9 Important File Types 000 tees 1 9 Setting Screen Resolution 000 cc hn 1 9 Starting ChurchWatch liisileelsell eh 1 10 Readme File 2 0 0 hr hr 1 10 Handling Multiple Churches sslleseeeelll nh 1 10 Chapter 2 Menus Toolbars and Shoricuts leeeeeeee eene 2 1 Top of Screen Menu 0000 hh s 2 1 MainodMVenn s cos ete er en M C M MM Iv 2 4 ChurchWatch Shortcut Toolbar 0 000 es 2 5 ChurchWatch Data Context Toolbar l lilislsselle es 2 5 Undocking and Moving the Toolbars llssllleeleeell ee 2 5 Docking the Toolbar aireta e o eA A EAEE eee 2 5 ShOHNCHIS c come AE ETNE AAE E A E sce Me Mo Me s ams 2 6 Super Search 1 0 ehh 2 10 Chapter 3 ChurchWatch Today 20 0c cee eee eee 3 1 Chapter 4 Setup and Maintenance 200 cece eee 4 1 SETUP PAGE1 Church Info 2 3 2 n Sock Bee Ee Seth Bey Hedy Be ee Deke Hedy Re Hedy Meade Heh ety Miche hee 4 2 SETUP PAGE 2 Maintenance ilsssllell ehh 4 3 SETUP PAGE 3 User Preferences 0000 cece ett 4 4 SETUP PAG EAS GIVIDO 5 si SA LEA el dy Sed EAS ELA SEE A Ea e Rd 4
15. 4 Z 2005 11 06 10 00 AM Sunday Am Details Description People Required i Facilities Resources Event ID C Set a Reminder Minutes Before the Event l i Exclude in Conflict Checks Dates and Times of First Occurence From 2005 11 06 10 00 AM e 2005 11 06 11 00 AM 8J Sunday Sunday Frequency Occurs Once Recurs Until a 8J SEvery Sunday Once a Month on Day Oe E O p D of the month e em Jen meme TRE Com me Figure 13 1 Event Manager Details Page The Event Manager form consists of a QuickSearch list a set of pages for defining the event and a set of buttons to manipulate the selected event The form always works on the event that is selected in the QuickSearch list The name of the current event also appears in blue near the top of the form Table 13 1 describes the form buttons and the sections following explain each page in detail ChurchWatch User s Guide 13 2 The Event Manager Buon Desmpion i O Click this button to create a new event Copy Click this button to copy an event to a new name All attributes of the current event are also copied Saves data entry time Click this button to rename the selected event Click this button to delete the selected event all occurrences and all associated data such as attendance If you don t want to lose attendance data you simply need to stop this event from recurring any further Set the recurs until
16. Date Character QUERIES DBF Type Character Memo Memo RECEIPT DBE Type Numeric REP FAVS DBF REP_USER DBE REPORTS DBF RES TYPE DBE Type Numeric haracter te haracter haracter haracter haracter haracter haracter te urrency emo Date Date Currency emo Numeric Date w CX ELC CL CECL CNTD C w RESERVES DBE Type Numeric Numeric DateTime Logical Logical Pledges Width 8 5 6 od C 00 LP CO oo 5 Dec 2 Appendix A Description Pledge start date Family ID Person ID Amount Account Frequency Pledge end date Comment Saved queries from Query Manager Width 50 4 4 Dec Description Query name Description of query Query SQL command Last receipt number Width 10 Dec Description Last receipt number Resource names Widt 5 NrRPRPWR UO ADF 000000 O0 C0 CO U101 DO F2 OO CO 01 IS Dec Description Resource ID Resource name Date created Comments Asset number anufacturer odel number Serial number Purchased by name Purchase date Purchase price Vendor name and address Date warranty expires Sale date Sale price if sold Who sold to name and address Person ID who borrowed Date resource borrowed People reserving a library item Width 7 6 Dec Description Unique Item ID Person ID if people list Date of reservation
17. Detailed attendance Type Width Dec Description umeric 8 Active event ID umeric 5 Person ID Logical T True if person present Logical 1 True if person excused Logical 1 True if person sick ChurchWatch User s Guide A 1 Structure for table Field Field Name qi BATCH ID 2 DATE GIVEN 3 DESIGNATOR 4 PRE_TOTAL 5 COMMEN 6 LOCKED Structure for table PROPRIETARY Structure for table Field Field Name T UID 2 CALL DATE 3 CALLED 4 UMBER Structure for table Ree PROPRIETARY Structure for table Field Field Name T PER_ID 2 DATE ID 3 DATE Structure for table Field Field Name ag DATE_ID 2 NAME Structure for table Field Field Name 1 DEPOSIT Structure for table Field Field Name 1 AREA ID 2 AME Structure for table Field Field Name T EVENT ID 2 PER ID 3 COMPLETE 4 TASK ChurchWatch User s Guide BATCH DBF Type Character Date Character Currency Character Logical BIBLES DBF CALL _ Type Character DateTime Character Character jOG DBF C NOTES DBF DATES DBF Type Numeric Numeric Date DATENAME DBE Type Numeric Character DEPOSIT DBF ype haracter DISTRICT DBF ype Numeric Character EV TASKS DBF Type Numeric Numeric Logical Memo Giving batc Width 6 8 50 8 40 Dec Appendix A
18. Digital photos are stored in the PHOTOS folder and digital signatures are stored in the SIGS folder Using this information you can create your own backups Setting Screen Resolution If your display resolution is set to 640x480 you may notice that many of the ChurchWatch forms do not fit properly on the screen During the design of ChurchWatch we have made a conscious decision to support screen resolutions of 800x600 or higher only This allows ChurchWatch to take advantage of the extra screen space to fit more information onto each form Set your screen resolution to a resolution of at least 800x600 with a color depth of at least 256 colors Note that ChurchWatch looks much better and runs slightly faster if you set your color depth to Hi Color 16 bit or better To set your screen properties Right click your mouse anywhere on the Windows desktop Choose Properties Choose the Settings tab Set the Desktop Area to at least 800x600 Set the Color Palette to at least 256 colors 16 bit color is highly recommended Click OK ooBfom If you cannot achieve these settings it probably means your video card does not have enough memory It is better to have a larger Desktop Area with less colors ChurchWatch User s Guide 1 9 Installation and Overview Starting ChurchWatch Simply double click on the ChurchWatch desktop icon or choose ChurchWatch from Windows START gt PROGRAMS gt CHURCHWATCH 4 OR START gt ALL PROGRAMS gt CHURCHWATCH 4 t
19. Example SELECT first name family nam birthdate FROM people WHERE birthdate gt 1959 01 01 The above example will find all people who where born in 1959 or later Note that the curly brackets are used to indicate a date The date format must be in the format you have selected on the SETUP form More on this later Finally you can add some options to the query such as storing the results in a cursor for use on a Subsequent query Sometimes queries take more than one statement You could also specify the sort order or group order Again a book on SQL will cover this in more detail Here is a partial list of options you can use ORDER BY lt fieldname gt lt fieldname gt Specifies a sort order for the results GROUP BY lt fieldname gt lt fieldname gt Specifies a data grouping HAVING lt filter condition gt Sets a filter condition for the results UNION lt another SQL query gt Combines two or more query results INTO lt TABLE table or cursor name gt Specifies that the results should be placed in a table or cursor A cursor is just a temporary table storage area ChurchWatch User s Guide 21 4 The Query Manager Technical Syntax Here is the complete technical description of the SQL SELECT syntax that the Query Manager will support SELECT ALL DISTINCT TOP nExpr PERCENT Alias Select Item AS Column Name Alias Select Item AS Column Name FROM FORCE Table Local Alias INNE
20. Find Person Find Next Set a Filter Clear Filters QuickReport Copy Name to Clipboard Figure 2 6 Example Right Click Shortcut Menu ChurchWatch User s Guide 2 6 Menus Toolbars and Shortcuts d QuickSearch Lists All main ChurchWatch forms have a QuickSearch list located at the left side of the form The QuickSearch list is a quick way to locate items of interest The QuickSearch lists have a keyboard search feature built in You can quickly search the list by first selecting it click on an item in the list and then by typing the first few letters of the item you are looking for In addition the Quick Search list is horizontally sizable Click on the area between the right side of the list and the form and then drag to resize Refer to the example below In many cases you can delete the selected item in the QuickSearch list by pressing the DELETE key on your keyboard B SMembereiipywanasen Full Name Amy Ei SMITH Joe SMITH Joe acra E SMITH Anne pee Main Church Names Title El Preferr SMITH Peter SMITH Sally Marital Status Click and drag this area to resize Figure 2 7 Resizing QuickSearch List e Column Width Sizing Many of the ChurchWatch forms have grids or tables in them Each of the columns within the grid are sizeable The ChurchWatch SmartForms will remember the size of the columns and restore them automatically next time you open the form
21. Get Latest Report Files Also if you want to update your report files 2 Click the UPDATE NOW button Quick Update for ChurchWatch Network Users 1 Follow this procedure on your network server ONLY 2 Set up paths to your network workstation s ChurchWatch folder s if you have not already done so more detailed information follows 3 Make sure Update Network Workstations Automatically is checked Check Get Latest Report Files Also if you want to update your report files 4 Click the UPDATE NOW button Network Setup For ChurchWatch Network users only amp Suit Uus ChurchWatch Software Update Utility STEP 1 Make sure ChurchWatch is not running STEP 2 Connect to the Internet STEP 3 Click the Update Now button below Update Status Network Setup Enter Path to a Network Workstation Path Must Be Relative to this Computer yl Network Workstations to be Automatically Updated Update Now Figure 33 2 Network Setup Page ChurchWatch User s Guide 33 2 The Online Software Update Utility Refer to figure 33 2 This procedure is done at your network server only This procedure only needs to be done once or any time you change your network configuration since the list of workstations will be remembered for next time For each network workstation you must create a path to the workstation s ChurchWatch folder relative to the server This may require setting up permanent drive mappings to
22. If the installation screen does not appear you can run the setup program manually as follows Click the Windows Start button Choose Run type d setup exe you may need to replace the d with the drive letter of your CD ROM drive and click the OK button 2 Follow the instructions to install on the local workstation 3 Now you need to connect this workstation to the file server and this is done as follows 4 First create a permanent drive mapping to the server s ChurchWatch folder In the Windows File Explorer choose TOOLS from the main menu and then choose MAP NETWORK DRIVE Browse to the ChurchWatch folder on your server and select it Make sure that the Reconnect at Logon checkbox is checked and then click OK You should now have a new drive letter connected to the server s ChurchWatch folder TIP Choose the same drive letter on all your workstations ChurchWatch User s Guide 1 5 Installation and Overview siu tyris Uriy2 Windows can help you connect to a shared network Folder and assign a drive letter to the connection so that you can access the folder using My Computer e p Specify the drive letter For the connection and the Folder that you want to connect to Drive W g Folder Wservertchurchwatch Iv Example Vserverlshare Reconnect at logon Connect using a different user name Sign up For online storage or connect to a network server Figure 1 3 Mapping a Network Drive 5 Find the Chur
23. In ChurchWatch giving records are always entered in sessions or batches Before entering records you must create a batch date Each record entered from that point on will contain the current batch date as the date given The batch date should be set to the date that the offerings were collected To create a batch click the NEW button under Batch Control To edit an existing batch date click the EDIT button The form in figure 11 3 will be displayed xA rater Mona Batch ID TIP Give batch a designator name for easier tracking Designator unday Service Batch Date 2005 10 30 N Pre Calculated Total Optional Used to determine entry balance Figure 11 3 Creating or Editing a Batch Date In this form you can set the batch date and optionally enter a designator name and a pre calculated batch total The Designator name is optional but is a handy way to quickly find important batches The pre calculated total is also optional but is a handy way to make sure that the data entry balances to the actual teller sheet or known collected totals Locking a Batch You can lock a batch to protect it from any further modifications To do this click the LOCK ChurchWatch User s Guide 11 4 The Giving and Tax Receipt Managers button in the Batch Information form or in the Giving Manager A lock icon indicates that the batch is locked To unlock a batch click the UNLOCK button The Giving Manager Form ising MAIA Batch Contri
24. L Person is a prospect C Person is a visitor Visitor Information F al Arba Mcm amal Figure 9 1 People Must Be Marked As a Visitor In The Membership Manager The VISITOR INFORMATION button found on this page will launch the Visitor Manager You can also launch the Visitor Manager from the Main Menu or from the top of screen menu under the FORMS selection ChurchWatch User s Guide 9 1 The Visitor Manager Form Fields This section describes the Visitor Manager form Refer to figure 9 2 throughout AMizituy sybase Sees EN Figure 9 2 Visitor Manager Form ChurchWatch User s Guide 9 2 The Visitor Manager Table 9 1 lists all form items fumum emen ee ea NCC NN semen eo qee Peete OOo Request a Visit Check this box if person requests a visit Click the SCHEDULE A VISIT NOW button to schedule a visit Membership Check this box if person is interested in membership Interest No Contact Click this button to note that person desires no contact When checked this visitor will be Please excluded from mailings in the Mail Manager and from phone lists in the PhoneTree export Needs Prayer Check this box if person needs prayer You can use the notes area to note the specifics about the prayer need Click the ZOOM button to expand the notes into a larger window Appearance This grid lists all appearances recorded for this visitor Click the EDIT button in the grid to History to view and or c
25. NEXT button Select the name of the field you are going to change and then click the NEXT button Enter the new value to change to and then click the NEXT button Decide if the change will apply to all records or just a subset Set a Condition Click the FINISH button to perform the change Changing a Field From A Specific Value to a New Value Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 ChurchWatch User s Guide Do a backup using the Backup Manager On page 1 select Change a table field from one value to another and then click the NEXT button Select the name of the table you are going to change and then click the NEXT button Select the name of the field you are going to change and then click the NEXT button Enter the value you are changing FROM and then click the NEXT button Enter the new value to change to and then click the NEXT button Decide if the change will search all records or just a subset Set a Condition Note that setting a condition will allow you to change from one value to another but only if the condition is true It can be used to create more sophisticated updates Click the FINISH button to perform the change 28 2 The PhoneTree Export Chapter 29 The PhoneTree Export PhoneTree tm is a popular system for doing cold calling or for broadcasting announcements by phone White Mountain Software is a PhoneTree partner The basic idea of cold cal
26. Numeric Fields Two numeric fields are supported Enter the titles here All Users Checkbox Fields Two logical true false checkbox fields are supported Enter the All Users titles here Table 4 11 User Defined Fields Household Page ChurchWatch User s Guide 4 11 Setup and Maintenance SETUP PAGE 12 Reports This page allows you to modify ChurchWatch report files that don t appear in the Report Manager Open Report File Outputs ChurchWatch is capable of outputting reports to several formats One User in the Appropriate Check this box to have the report open in the appropriate external External Program viewer for example Adobe PDF Reader Microsoft Word etc When Viewing On ChurchWatch has two report viewers The default viewer runs One User Screen Use Report faster but has no search capabilities Check this box to get a Viewer With Search report viewer with search capabilities Capabilities Report List Select the report you want to modify or restore from this list All Users Modify Layout Click this button to modify the layout of the selected report For All Users information on modifying reports refer to the Report Manager chapter Restore Original Whenever you modify the layout of a report a backup copy of the All Users original is automatically saved for you in the folder Original Report Backups If you create errors during the modification of the report you can always restore the original backup by clicking
27. People l Security Giving Fiscal Year End Charity Registration CEJ Last Receipt Assigned Reset to Zero NOTE Year portion of x fiscal date is ignored Default Giving Account Budget CCRA Website Canada www cra qc ca charities Include CCRA Website Canada on Tax Receipts Auto Load Prior Giving Patterns Master Enable See Memb Mgr Tax Receipt Digitized Signature Printed Name G J Reimer Set Signature File Figure 11 1 Giving Setups ChurchWatch User s Guide 11 1 The Giving and Tax Receipt Managers Charity Registration Charitable organizations such as churches need to be registered with the Government s tax department in most countries Your tax department will assign a charity registration Enter it here for use on tax receipts and reports Last Receipt Assigned Tax receipting is covered in detail later in this chapter This is the last tax receipt number that has been assigned You can reset the number to zero by pressing the RESET TO ZERO button but this should only be done before any receipts are issued if at all If receipts already exist ChurchWatch will not allow this operation Default Giving Account To speed up data entry set a default giving account here This account will always be auto selected by default when adding giving or pledge records You will need to create giving accounts first refer to the next section To clear the default giving account click the de
28. Sunday Am Sunday Am Sunday Am Servic c Sunday Am Servic Attendance Summary Attendance Details Meeting Minutes Sunday Am Servic Sunday Am Servic Sunday Am Servi Sunday Am Servic Sunday Am Servic Smith Wedding Board Meeting AM AM AM AM AM AM AM AM AM PM m Advanced Filters Purge By Date Figure 15 6 Attendance Manager Meeting Minutes Page The Attendance Manager allows you to record the minutes from meetings on the Meeting Minutes page You could also record general notes here First select a class or event from the QuickSearch list then select the Meeting Minutes page There are no font or other formatting capabilities in the edit window Table 15 3 explains the buttons on this page Buon O Desenpion O Create If the meeting minutes window is grey in color it means that a notepad has not been created yet Click this button to create and open the meeting minutes Zoom Click this button to open an edit window to permit easier editing of the minutes Delete Click this button to delete the meeting minutes for the selected event Table 15 3 The Meeting Minutes Page Buttons Click this button to print the meeting minutes to a printer ChurchWatch User s Guide 15 9 The Attendance Manager ChurchWatch User s Guide 15 10 Chapter 16 The Mail Manager The Mail Manager ZS The Mail Manager is used to quickly and easily manage church mailings including form letters mail merges to popul
29. User character field 45 User character field 46 Person s title Mr Mrs Preferred name True if person is prospect True if person in directory Person ID of father Person ID of mother Proprietary field Personal web page URL Driver for QuickSearch list True to publish work email True to publish home email True to publish age True to load last giving True if person is a visitor Last year s envelope Next year s envelope A 9 Structure for table Field Field Name 1 PLEDGEDATE 2 FAMILY_ID 3 PER ID 4 AMOUNT 5 ACCOUNT 6 FREQUENCY 7 END DATE 8 COMMEN Structure for table Field Field Name T NAME 2 DESCRIPT 3 QUERY Structure for table Field Field Name 1 LAST RECPT Structure for table PROPRIETARY Structure for table PROPRIETARY Structure for table c PROPRIETARY Structure for table Field Field Name 1 RES ID 2 AME 3 DATE CREAT 4 COMMENT 5 ASSET NO 6 AKER 7 ODEL 8 SERIAL NO 9 PUR BY 10 PUR DATE 11 PUR PRICE 12 VENDOR 13 WARRANTY 14 SALE DATE 15 SALE PRICE 16 SOLD TO TT BORROWEDBY 18 BORROWDATE Structure for table Field Field Name qd ITEM ID 2 PER ID 3 R DATE 4 SEND EMAIL 5 NOTIFIED ChurchWatch User s Guide PLEDGES DBF Type Date Numeric Numeric Currency Character Numeric
30. and password These can only be created by the ChurchWatch administrator ChurchWatch User s Guide 7 1 Security and User Name Maintenance Please log in Figure 7 1 The Login Form The admin Account ChurchWatch is shipped with an admin user name already defined The default password is lion The first time you login you will need to use the admin user name The user name and password are case sensitive so admin and lion should be typed into the login form in lowercase and without the quotes Press the Enter key once you have entered the password You will need to designate one person as the ChurchWatch administrator The person you choose should be very trustworthy since he she will have unlimited access to ChurchWatch and all user accounts As the administrator your first job should be to change the password from lion to something secret that only you know Never write your password down where someone could find it and never use simple passwords such as the names of your children Once you have changed your login password you are ready to create user accounts if other users will require access to ChurchWatch Tip Do not forget your password If you forget the password to the admin account there is no way to modify user accounts in ChurchWatch or to perform maintenance functions Refer to the section What if Forget My Password later on in this chapter ChurchWatch User s Guide
31. can set the number of days that ChurchWatch looks ahead here The lower this number the faster ChurchWatch will perform the look ahead and other event based operations You can also cause an immediate look ahead if you change the number by clicking the LOOK AHEAD NOW button Data Integrity When this box is checked ChurchWatch will check your Facility All Users Resource and People schedules for schedule conflicts whenever an event or class is created or changed Note that on slower computers this may be a slow operation Uncheck this box to turn off the schedule check and speed up the operation of ChurchWatch when creating or changing events The CHECK NOW button can be used to force a manual check at any time regardless of whether the checkbox is checked or not Attendance Data By default ChurchWatch never deletes attendance data You must All Users manually purge the attendance data to free up disk space Enter a date and click the PURGE button Finally go to the SETUP MAINTENANCE page and click the PACK button Table 4 10 Events Page SETUP PAGE 11 User Defined Fields Membership Manager Household Level This page allows you to set the titles used for user defined fields in the Membership Manager Household level These field names will be used in the Membership Manager in data filters and in ChurchWatch reports Character Fields Two user defined character text fields are supported Enter the All Users titles here
32. file as the input source the date fields should not be in quotes Blank lines in the input file cause blank records to be imported Do not use header records in the input file Spreadsheet output files should be checked for a header record and if one exists it should be deleted ChurchWatch User s Guide 5 7 Import and Export Managers Copying Data Out of ChurchWatch The Export Manager You can easily export your data into many different file formats using the Export Manager You can export Household People or Giving data The Export Manager can also export your giving data into a QuickBooks Quicken or Simply Accounting file This is an excellent way to extract your giving information for use in many different accounting software packages since most will read QuickBooks files Step 1 Choose the Data to Export To start the Export Manager select FILE EXPORT from the top of screen menu The following page will be displayed 2 Export Manager BAX STEP 1 Select the type of data you wish to export B You may also set a filter to select a specific set of data O House Addresses Set Filter Ditis S House amp People Clear Fiter O Giving Test Browse Cancel Figure5 6 Choosing the Data to Export Select the type of data you want to export You may also set a data filter refer to Chapter 30 by clicking the SET FILTER button Use the TEST BROWSE button to review the data you have selected note you will ha
33. mw 0 30 00 Refer to your Simply Accounting documentation for information on importing the file ChurchWatch User s Guide 5 16 Lists Chapter 6 Lists S enmrenwaten ril alley pull Gugual File Edit Forms os Window Help ni valley Full Gos Account Names E Church Group Names 3 t Church Facilities s E Church Resources Tm Date Mames Deposit Account Names Districts Areas Marital Status Membership Types Special Awards Special Needs Time amp Talents Titles TW OUS OU OO I Ue ChurchWatch Today Figure 6 1 ChurchWatch Lists ChurchWatch maintains several user editable lists in order to make the program as flexible as possible Before entering data into ChurchWatch you will need to review and possibly add items to some of the lists shown in figure 6 1 excluding the ChurchWatch Today item You will have to decide which lists need to be created For example if you plan to group people you will need to create some church group names in the Church Groups Names list If you are using the Giving Manager to track offerings you will need to create items in the Accounts Names list The following sections describe each of the ChurchWatch lists Tip Youcanhave ChurchWatch auto format your list names by selecting an auto format method for lists on the FORMATS page of the SETUP form ChurchWatch User s Guide 6 1 Lists Account Names If you intend to use the Giving Manager to
34. people you can use the SET JOHNSON Avery A FILTER button refer to JOHNSON Meter James chapter 30 brany Cur PETERS Bill Used cards on the first page SMITH Amy can be skipped by entering SMITH Anne the number of used cards to SMITH Joe skip This feature allows SMITH Peter you to use card sheets that SMITH Sally a partially used up TIP Shift Click or Ctrl Click For Multiple Items Click the PREVIEW PRINT button to view and or print the library card s Figure 19 3 Library Card Creation Form To scan a library card position your cursor in the scanner box field on the CHECK OUT page and then scan the barcode on the library card This will set the Borrower Name field Scanner Place Cursor In This Field First Figure 19 4 Scanning the Library Card ChurchWatch User s Guide 19 5 The Library Manager The second way that barcodes can be used in the Library Manager is to place a barcode label on each library item This can greatly reduce check out and check in times since each item can be scanned by barcode A sample barcode label is shown in figure 19 5 Evidence Of The One MI Figure 19 5 Barcode Label The barcode label uses item id to create the unique barcode To create a barcode label or set of labels click the PRINT LIBRARY ITEM LABEL S button on the SETUP page The following form will be displayed amp Fury Ian bugs From the list shown select the library item or Select o
35. the earth 1 2 And the earth was waste and void and darkness was upon the face of the deep and the Spirit of God moved upon the face of the waters 1 3 And Figure 22 1 The Bible Manager ChurchWatch User s Guide 22 1 The Bible Manager Selecting a Translation and Changing the Format Use the pulldown list to select a translation You can change the size of the window as desired You can also change the font to something comfortable by clicking the FONT button You can also open more than one copy of the Bible Manager in order to compare translations Searching Copy and Paste The edit window containing the bible s text is read only but you can click and drag your mouse to select a passage Then use the EDIT menu at the top of the screen to select COPY CTRL C also works as a shortcut You can copy and paste the text into any other Windows application such as a sermon in a word processor To search for a character string in the text first click inside the edit window to make sure it s active and then select the EDIT menu at the top of the screen and select FIND or just press CTRL F as a shortcut Then enter the text you want to find and click the FIND NEXT button Note that the usual Windows operations such as SHIFT CLICK to quickly select a block of text work inside the edit window You can also select all text by choosing EDIT SELECT ALL from the menu at the top of the screen Tip Your insertion point must b
36. 0 Help Click this to view the ChurchWatch table and field definitions You will need this detailed information to formulate a query You can also refer to Appendix A of this manual Template Click this button to paste a helpful query template into the edit window Click this button to clear the edit window Table 21 1 Query Manager Buttons Running a Query To run a query simply type the query command into the edit window and then click the RUN QUERY button Runaway Queries If you make a mistake in your query you can cause a query that runs away and creates MASSIVE amounts of data You can in fact run out of disk space if this occurs ChurchWatch uses an extremely fast database engine and most queries will complete and be displayed as quick as you can click the RUN QUERY button If your query runs for more than a few seconds you may be able to cancel it by pressing the ESC key although ChurchWatch will likely shutdown ChurchWatch User s Guide 21 2 The Query Manager Tables With Protected Access The Query Manager respects the administrator set security levels for each user You cannot query data from tables you are not permitted access to Contact your ChurchWatch administrator if you need increased access rights Storing and Retrieving Queries Once you have your query working properly you can save it for later use You can also retrieve or delete saved queries using the buttons already explained When you click on th
37. 1 mong MR n 9 2 What Happens When a Person is No Longer a Visitor 000 cece eee eae 9 3 Attendance Manager Automatic Appearance Tracking lllllslselllssn 9 3 Chapter 10 The Visitation Manager rli hh h 10 1 Visitation Manager Forme i At ati aiaa aa na a a a a hr 10 1 Follow Up Closed and Open States 0 0 0 ccc eee 10 2 IEOrm Items x AA ttt DM Da do ea EE aret rete rere rere erre a erre aer rr are 10 2 Vi Chapter 11 The Giving and Tax Receipt Managers liil nnn 11 1 The Giving Manager 55 ener aret eure eee eee E uet E tetur 11 1 Seung Dec torte E to thet ee oe ee oe oe oe ELLE S 11 1 GUrtency SVITiDOL esee oerte fecha it ce tete ten euentu due e ie dte e ioe Erico e 11 3 GIVING ACCOUNNGS vs cxtaze TEM 11 3 How Offerings are Grouped 000 cc eee ee 11 3 A Word or Two About Envelope Numbers 0000 cee eee eens 11 3 Batclhi ss o mue ase tata eaten NM DEM UNT MEM LENIN E LESTIE IRE 11 4 HOCKING 1a ACI eta t rcu as ee ate eae ee ag a MIEL IIT DEI E 11 4 The Giving Manager Form 000 cee eee 11 5 Batch Statistics Area and Envelope Hashing silii 11 5 Data Entty AGA sic secte ce ata teehee haat aan IM NES aati ane ahaha NE ayaa mane 11 5 SpIIPOTfermgEditolr es tec acetate a he cena nee yen le een ee aaa 11 7 Viewing a Person s Address nauau c cee eens 11 8 Batch COnuOlVAleat ofr tct eae aa eae ae ae a h
38. 2 you have been able to upgrade ChurchWatch for free via the internet with the built in update utility Version 4 enhances this utility by improving the way that reports are updated There are two ways to launch the update utility 1 From the HELP menu of ChurchWatch HELP gt UPDATE YOUR SOFTWARE ONLINE 2 From the Windows Start Menu Start gt All Programs gt ChurchWatch 4 gt ChurchWatch Online Update You must have a live connection to the internet for the update utility to work White Mountain Software recommends updating often If your software is up to date you will be notified when you attempt to upgrade Software Update Utility Form Figure 33 1 shows the main page of the update utility form A Sojo Uus ChurchWatch Software Update Utility STEP 1 Make sure ChurchWatch is not running STEP 2 Connect to the Internet STEP 3 Click the Update Now button below Update Status Network Setup Update Network Workstations Automatically Get Latest Report Files Also Your Version 4 0000 Mew Version Current Operation Total Bytes Received Last Error Updater Version 4 0 Copyright c 2003 2005 By White Mountain Software Update Now i Figure 33 1 Software Update Utility Form Main Page ChurchWatch User s Guide 33 1 The Online Software Update Utility Quick Update for Non Network Users Single User Version of ChurchWatch 1 Uncheck Update Network Workstations Automatically Check
39. 3 of this form Lem eel List The list is a treeview control that shows group folder names and group names within each folder There is a root folder called All Groups that cannot be deleted Click on a group name in this list to select it for editting Create New Folder Click this button to create a new group folder The folder is created in under the currently selected folder or the parent folder of the currently select group Move Folder or First select the group or folder you want to move then click this button In the Group list that appears select the folder name that you want to move the item s to You may move a single group or an entire folder tree including all sub folders Group ID Used internally by ChurchWatch The date the group was created Name of the Group Name of the group This will be auto formatted if list auto formatting is turned on This field indicates the current group that most buttons on this form will operate on A list of all people assigned to this group Add People Click this button to add people to the current group Add By Filter This button provides a handy way to add a large number of people to the group by using a people filter For more information on filters refer to chapter 30 Remove Select a person in the group and then click this button to remove him her from the current group Remove All Click this to remove all people from the current group Similar to Remove All except this
40. 4 The Attendance Manager is used to enter attendance and or meeting minutes for a specific occurrence of an event or class hereafter referred to simply as events You can also use the Attendance Manager to view the list of event occurrences both in the past and in the future Some simple manipulation of event occurrences is also possible Recording Methods The Attendance Manager provides several waysto record Attendance information You can record a simple attendance summary which is just the number of people attending an event m an attendance summary by membership types This allows you to record the number of people in each membership category to provide slightly deeper statistics m detailed attendance by person You can record in detail each person that was present excused sick or absent from the event a combination of the above You can record both details and summary if you want In fact ChurchWatch will keep the summary information up to date automatically if you wish ChurchWatch User s Guide 15 1 The Attendance Manager The Attendance Manager Form tendance Manager Filtered Servic Servic Zr 2872 c H 2 Servic Attendance Summary Attendance Details Meeting Minutes Servic mH t Servic 1 Choose attendance category General Summary Servic 2 Enter the attendance 349 Servic n i Sunday Servi 3 Save Smith Wedding Board Meeting Sunday Sunday Sunday Sunday Sunda
41. 5 SETUP PAGE 5 Formats saiti aa irii ai i Ten ten Dei ERES eb EE el e e Edd E Ei it 4 7 SETUP PAGE 6 Appearance lsssllelleees hh 4 8 SETUP PAGE 7 User Defined Fields Membership Manager People Level 4 8 SETUP PAGE 8 SecUFily x 4 pr hed baht Ree Fere Heth eet Deep ek cy ee e a eb eR d 4 9 SETUP PAGE 9 Behavior 4504 TAE TAA EE NEA ARATRI ves EAD EB 4 10 SETUP PAGE TO EVENS iuo poer rbd der eed e trea t 4 11 SETUP PAGE 11 User Defined Fields Membership Manager Household Level 4 11 SETUP PAGE 12 REPOS aia ii eiin a ai ia a Bee Uraa hh nn 4 12 SETUP PAGE TS EmMa p95 0525 2h a ELSE IAN Pid Med Pod died E T a Reh Rabe 4 13 iV Chapter 5 Import and Export Managers slllll hii 5 1 Loading Data Into ChurchWatch The Import Manager ssssllleseesne 5 1 Planning and Preparing for the Import liliis 5 1 Step 1 Choose the Import Type 0000 eren 5 3 Step 2 Choose the Fields 000 0 c cette 5 4 Step 3 Select File Type and Name 00000 c eee ee 5 5 Step 4 Review the Results and Commit the Data 2000050 5 6 Summary and Items of Note 000 ccc hn 5 7 Copying Data Out of ChurchWatch The Export Manager 0 02000 cee eee 5 8 Step 1 Choose the Data to Export 0 000 eres 5 8 Step 2 Choose Specific Fields llli 5 9 Step 3 Choose a File Type 0 0 0 cece
42. Envelope numbers are entered on the Giving page of this form Full Name You can tell who the current person is that you are editing by looking at the top of the form The full name of the individual is always displayed here In the example shown in figure 8 3 the current person s name is Peter James Johnson ChurchWatch User s Guide 8 9 The Membership Manager Person Level Main Page This page contains general personal information about the current individual This is the only page that contains information that you must enter specifically the name gender and authority fields We also recommend that you enter the title field but it is optional The COPY button inside the Names box is used to copy the full name and address of the current person to the Windows clipboard You can then paste the information into any other Windows application such as word processors spreadsheets etc As an example we have used the COPY button to copy the information from figure 8 3 above into this User s Guide Peter James JOHNSON 123 Elm Street Anytown ON L1L 1L1 CANADA If you enter a birthday or anniversary date ChurchWatch will automatically calculate the age or years married and print this information under the field ChurchWatch always uses 4 digit years and is Year 2000 compliant If the person doesn t want their age published uncheck the Publish Age checkbox The Free Form Notes box is used to enter any textual information or notes
43. Gift In Kind 10 Check if check 8 Date record was exported using the Export Manager 6 Batch ID Date tax receipt created 5 Split ID if split offering People interested in a group Width Dec Description 5 Person ID 5 Group ID See GRP_TYP table Group folder names Width Dec Description 10 Group Folder ID 0 Folder name Church group names h Dec Description 5 Group ID 50 Group name 8 Date created 50 Comments 10 Group Folder ID Free form notes minutes People assigned to a group Width Dec Description 5 Group ID 5 Person ID A 4 Structure for table Field n C 000 10 01 5 CO ho ES 11 12 13 14 15 16 17 18 19 20 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 Structure for c PROPRIETARY ChurchWatch User s Guide Field Name FAMILY ID FAMILY NAM ADDRESS1 ADDRESS2 CITY PROV POSTAL COD HOUSPHONE1 DIRECTORY PCAPTION COUNTRY ALT ADDR1 AL TIY ALT PROV AL NTRY ALT POSTAL AL HON ALT ADDR HOUSPHON _PHON H USR C1 H USR C2 H USR CHK1 H USR CHK2 H USR N1 H USR N2 PUBLISH QP U UO U D U U pd pd NO x NN TYP s AIL EMAIL D LEVEL AILBOX ICKSRCH OTES UB EMAIL C SPOUSI HP L3 H H W O mc Fl AREA_ID INACTIVE table HOUSE DBF ype umeric haracter haracter haracter haracter haracter ha
44. In this case you will get two receipts both addressed to the couple If this behavior is not desired make sure to always credit contributions to the main contact of the household Canadian Tax Receipt Generation Tax receipts are intended mainly for Canadian churches but may be suitable in other countries as well ChurchWatch will attempt to place all contributions made by a single individual onto a single tax receipt depending of course on the data filter you have selected Once a receipt has been generated ChurchWatch will not automatically add any further amounts to the receipt since it is assumed the receipt has been issued If it is absolutely necessary that a tax receipt be modified you can use the Tax Receipt Editor to modify the receipt or delete the receipt then use the Tax Receipt Manager to recreate a new one Here are some guidelines and tips for creating tax receipts d Before proceeding make sure your giving data is clean Double check all batch totals using the Batch Summary 2 report in the Report Manager or the YTD statistics page in the Giving Manager 2 Do a backup We cannot stress this point enough This will allow you to restore the starting state of your database tables if necessary and will allow you to proceed with confidence and re start if need be 3 Use a digitized signature if possible so that you won t have to hand sign all the receipts 4 Remember to set your charity registration number on th
45. Joel Adams Marriage Date Father Mother Enim commen Other certs Sponsor a Sponsor2 buds aida E Marriage ees Local ees Place of Birth Chicago Ga FJ Place of Baptism 5t Mary s Church Chicago BE Gg Family Name First Name Middle Name 5j Pieu 27 1 CHEER Manager Form ChurchWatch User s Guide 27 1 The Registers Manager Registers Manager Form Items Each of the 6 Registers pages are organized into a details area and a summary grid Records are selected from the summary grid near the bottom of the form Record details will appear in the details area of the form Click the LOCK or UNLOCK buttons to lock protect or unlock all detail fields for editing Fomtm scription i O Detail Fields Details about the selected record will appear here records are selected in the summary grid All editing is done in the detail fields select it for viewing or editting ost OkkmeDatetontdieePecrenysoeiund Cert Click the Cert Certificate button to view and or print a register certificate for the person currently selected in the summary grid Certificates are available in both French and English Report Click the Report button to view and or print a register report To reduce the records on the report use the Filter button first Click the Filter button to create a filter and reduce the size of the summary list Clear Filter Click this button to clear any filter and display al
46. QuickSearch List 0 000 re 12 1 Pledge Data EMU etek ek T4 eU eode se cL Set ri RM LS ei ET DOSE LSU PRSE red 12 2 Pledge Manager Main Pages sssssleseeee rr 12 3 Form BOONS cC eed oso seeders tont niet erster rs ert erar rs era rs ee o ee oro 12 4 Adding POSTing New Records 0 000 c cece eee 12 4 Faster Data EMY slit ee coctus ee deste Tt ote ete Deine nie Deite loc 12 4 Preparing for a New Year Pledge Archive 0 00 cece eee 12 5 Using Data From Previous Years 000 cee rr 12 5 Pledge Reports and Potential Giving 12 5 vii Chapter 13 The Event Manager leeiir hh hh hh hn 13 1 Whatis am EVOnt o e EE EY REESE ERE EE MEE RE MEE RM RES 13 1 Event Erequerncy 5e ostio ctos reto ser etti Sr co crt o cs ctio orte s 13 1 ChurchWatch Today and Event Reminders 0 000 cece eee eee 13 1 Changing the Date or Recurring Information 0 00 ccs 13 2 The Event Manager Form 00 ccc cette ee 13 2 QuickSearch List iuba cues sede d dh aged shad Aoad Ahad ded dcad dhad aa 13 3 Details Page and Recurring Events 0 00 e cee tees 13 4 Setting Recurring Events Look Ahead 0 00 cee ee eee 13 4 Description Pages d monec ndis esuriens ine uu nee cag awe 13 5 People Required Page 000 c ce lh nn 13 5 Assigning and Completing Tasks lsssssesll eee 13 5 gelu mr T EU a a a a r aa A AA EAE EEA 13 6 Hesou
47. RTF Ov Microsoft Excel File O HTML File HINT Don t use carriage returns except on new paragraphs z 3 eise O Plain Text File Figure 16 4 Mail Manager Form Letters Page Once you have chosen recipients the include list you can create a form letter A copy of the form letter will be printed and addressed to each person or family you have selected The form letters you create are stored and can be re used at a later date Table 16 3 explains each item on this page ChurchWatch User s Guide 16 8 The Mail Manager Fomhem Desrpion oo Do Form Letters Check this box to select the form letter for processing Choose a Form Letter This box lists all form letters you have defined If you want to use one of these just select it here New Click this button to create a new form letter You will be prompted to give it a unique name Click ZOOM to open a larger edit window for working on the form letter s text Click Edit to edit the form letter s text Options Click options to set a form letter header and or a digitized signature Each of these must be a BMP JPG or GIF graphics file Click this button to delete the selected form letter Edit Window The Edit Window is used to edit the form letter s text You can also click ZOOM to open a larger window Last Modified Shows the last time you modified this form letter Letter Destination Choose a destination for the form letter Table 16 3 Form Letter Page Items Note that
48. Report Manager is opened the form shown in figure 20 1 will be displayed This is the main page of the Report Manager and it allows you to select the report you would like to run or modify There is atext description of each report as well as a filename to help you locate the report file should that be necessary If you have questions or problems with a report always be sure to quote the filename to technical support To Select and Run a Report Begin by selecting a report category using the list at the left side of the form The main list of reports will change as you select a new category Next select a report from the list of ChurchWatch User s Guide 20 2 The Report Manager reports and finally click the RUN REPORT button to print the report to the screen Review each of the following paragraphs for information on how to modify some of the report options limit the records included and change the destination from the screen to the printer Data Filtering To a limited extent you can alter the records included on some reports using the Filter Builder page The Filter Builder page is the second page of the Report Manager form This can be a useful feature to greatly extend the actual number of reports you can produce For example suppose you want a phone listing of all men in the church ChurchWatch does not provide such a report and could not possibly provide every combination of every report as there would be thousands of reports require
49. SOFTWARE CHURCHWATCH 41PHOTOSIP2 BMP Auto Expand Ds mem rnd Jresnes J 4 4 BIOL nme JL asinos ea Figure 8 2 Displaying the Family Photo Under the QuickSearch List ChurchWatch User s Guide 8 4 The Membership Manager Church Directories ChurchWatch provides several church directory and photo directory reports Occasionally families do not wish to be published in the church directory In addition you probably do not want to list casual visitors contacts and vendors in the church directory The Publish in Directories checkbox is used to indicate if this family household should be published or not Check the box to publish a family or uncheck it to hide the family from church directory reports You can also specify the level of detail that you want published Choices are No Restrictions Publish Name and Address Publish Name and Phone and Publish Name Only You can also publish or hide the email address in any directory that contains email addresses by checking or unchecking the publish email checkbox Type of Contact The Membership Manager can keep track of several types of contacts The type is selected on the Main Address page Church Family refers to a family that either attends regularly or isa casual visitor Temporary Giver refers to someone who gives an offering and must therefore be tracked for tax purposes but does not attend church regularly Temporary Givers can be automatically deleted at year en
50. Setup and Maintenance SETUP PAGE 3 User Preferences This page allows each user to customize ChurchWatch to their personal preferences Desktop Window Size on You have three choices for the startup size of the ChurchWatch One User Startup desktop Normal Window is sized normal Minimize Window is minimized onto the Windows Task Bar Maximize Window is maximized to use full screen Tip Put ChurchWatch in your START PROGRAMS STARTUP folder and set the window size to minimized to have ChurchWatch auto start and sit on the Windows Task Bar whenever you turn on your computer Change Your Password Use this button to change your login password This button only One User appears if security is turned on Show Family Photos on If you are not using family photos you can uncheck this box One User Household Form Show Person Photos on If you are not using person photos you can uncheck this box One User People Form Sound Effects Check this box to turn on sound effects Button Help Text When this box is checked ChurchWatch shows help text whenever One User you hover your mouse over a button Notify on New Messages When this box is checked ChurchWatch will notify you when you One User receive a new inter office message Applicable only when security is turned on Display Backup Reminder When this box is checked ChurchWatch will remind you to do a One User on Shutdown backup whenever you exit the program Prompt on Deletes When th
51. To resize the width of a column click on the vertical bar between the columns and drag the column to a new size Refer to the example below Comment Batch Statistics List in Data Entry Order Sha 2 entries in this batch Pre Total 0 00 Entry Total 130 00 JOHNSON Peter PETERS Bill Click and drag between columns to resize Figure 2 8 Resizing Grid Columns ChurchWatch User s Guide 2 7 T Batch Control S 9 Batch Statistics Menus Toolbars and Shortcuts Grid Sort Order The sort order of most grids can also be changed simply by clicking on a column header to sort by that column The mouse pointer will change to a down arrow when you are correctly positioned over the header SmartForms will remember your sort orders Refer to the example below 2 entries in this batch Pre Total 0 00 Entry Total 130 00 Balance 130 00 Envelope Total Hash 0 Envelope Count 0 Loose Cash Total 0 00 List in Data Entry Order 5how Deleted Records Record Env amp 4 Name Amount JOHNSON Peter 30 00 PE JERS Bill 100 00 Click on a header to sort by that column Figure 2 9 Changing the Sort Order Multiple Selection Lists Many of the lists in ChurchWatch are multiple selection capable To select several items click once on the first item then press and hold the SHIFT key while clicking on the last item To select items one at a time click once on the first item then press and
52. are associated with giving accounts in the Account Names Editor already described Deposit Account Names are created in the Deposit Account Names editor Select Deposit Account Names from the Lists menu Description Lists all defined deposit account names Click this button to add a new deposit account name Select a deposit account name then click this button to delete it Click this to exit the Deposit Account Names Editor Table 6 6 Date Names Editor Form Items Select a deposit account name then click this button to rename it ChurchWatch User s Guide 6 13 Lists District Area Names SA Ujstrietz Ar di Briarwood PE College Park Lakeridge Nutana Rename Delete Figure 6 9 District and Area Names Editor You can create a list of districts or areas using this form Districts areas are selected in the Membership Manager There are also several related reports in the Report Manager You can also filter on a specific district area in the Mail Manager Drm Bewphn E Select a deposit account name then click this button to delete it Click this to exit the Deposit Account Names Editor Table 6 7 District Area Names Editor Form Items ChurchWatch User s Guide 6 14 Lists Marital Status You can enter your own marital status names for use in the Membership Manager by using the Marital Status Editor Select Marital Status from the Lists menu MA nri 3ttus Common Law Divorced M
53. change context accordingly You can search the QuickSearch list by clicking inside the list and then by typing the first few characters of the family name Incremental searching in the QuickSearch list is available for family names only To expand a household to view the people in the household click on the sign beside the family name Click the sign to collapse the family list again Add Family Click this button to create a new household You will be prompted for the family name This is usually the last name of the main contact Add Person Click this button to add a person to the currently selected household You will be prompted for the first name Click this button to move the currently selected person PAGE 1 PAGE 2 Swap Click this button to swap the main and alternate addresses for the current family Handy when families move out to the cottage for the summer formatted addresses into word processors and spreadsheet applications Copy All Click this button to copy ALL addresses to the Windows clipboard This operation obeys the current filter in effect You can then paste the data into any other Windows application The paste operation in most Windows applications is CTRL V You may also find it under EDIT PASTE in the top of screen menu for the application of interest This feature is very handy for exporting all addresses into word processors and spreadsheet applications for example Copy Click this button to c
54. circumstances you should always abandon your changes and then re edit the record ChurchWatch WARNING Another user on the network has modified this record Y ou have the choice of discarding your changes or overwriting the other user s changes We strongly recommend that you discard and then re do your changes answer YES This applies even if vou have not made any changes Do you want to discard your changes Figure 1 6 Record Update Conflict Warning In very rare cases it is possible to receive this warning even when you have not yet made a change to the record because ChurchWatch sometimes modifies records or moves the record pointer without the user being aware of this fact ChurchWatch User s Guide 1 8 Installation and Overview Uninstalling ChurchWatch To uninstall ChurchWatch follow this procedure 1 Click on START SETTINGS CONTROL PANEL or in Windows XP START CONTROL PANEL 2 Double click the Add Remove Programs icon 3 Select ChurchWatch in the list and then click the Add Remove button Re Installing ChurchWatch CAUTION Re installing ChurchWatch will install empty database tables You will need to make a backup before uninstalling or re installing ChurchWatch Be sure to protect your data Important File Types Your data is contained in three different types of files DBF CDX and FPT These files are found in the ChurchWatch root folder the ARCHIVE folder and in any sub church folders
55. contains all fields that you can choose from You will probably need to refer to Appendix A for table and field information Items in the list that are greyed out are titles that indicate the name of the table the fields that follow are from Knowing the name of the table will a help when you refer to Appendix A The second main form item is the Operator field This field allows you to choose a comparison operator which is one of Any field type matches is the same does not equal Any field type does not match not the same begins with Character fields Character field begins with the text string you provide e g Begins with Sm ChurchWatch User s Guide 30 3 Data Filtering contains Character fields Fields chosen from the table must contain the text string you provide and it can be found anywhere does not contain Character fields Fields chosen from the table must NOT contain the text string you provide and it can be found anywhere Is blank Any field Field is empty blank nothing entered Is not blank Any field Field has something entered in it non blank is greater than Any field except logical Field is greater than the value you provide For character fields B is greater than A is greater than or equal to Any field except logical Field is greater than or equal to the value you provide For character fields B is greater than A is less than Any field except logical Field is less than the value you provide
56. each of these folders so that the path can be referenced by drive letter In addition all workstations to be updated must be powered on and connected to the network Enter a path in the path field or click the button to browse for a path to the workstation s ChurchWatch folder Click the ADD button to add the path to the list of workstations to be automatically updated Continue doing so until all workstations are accounted for If you make a mistake or remove a computer from your network first select the workstation path to remove and then click the REMOVE button The UPDATE button can be used to manually update one or more workstations immediately This is handy in the case where you forgot to turn on one or more workstations or some other problem occurred Begin by selecting one or more workstation paths from the list tip Use CTRL Click to select multiple items Next click the UPDATE button to update the selected workstations Form Items P romdom D Desrplon O O Check this box only if you have the network version of ChurchWatch and one or Workstations Automatically more workstations defined on the Network Setup page Update Report Files Also Check this box if you want to update your report files ChurchWatch will detect if you have made changes to the non Report Manager reports and will warn you before overwriting Click this button to browse your hard drives and network for a path to a network workstation s ChurchWatch root fold
57. facilities change the names and other operations The SCHEDULE button will display a schedule for the facility selected in the left list The schedule is useful to manually determine if a scheduling conflict will be created Refer to chapter 4 for information on the SETUP form and chapter 6 for more information on facilities and resources Resources Page The Resources page works in exactly the same manner as the Facilities page ChurchWatch User s Guide 13 6 The Event Manager Church Calendars Several church calendar formats can be created in the Report Manager Events ChurchWatch User s Guide 13 7 The Event Manager ChurchWatch User s Guide 13 8 The Sunday School and Class Manager Chapter 14 The Sunday School and Class Manager b This Manager is intended for Sunday School or any class training or education setting For here on in we ll call it the Class Manager The Class Manager looks and works very similar to the Event Manager but it allows you to track Classes in your church Class enrollment Teachers Past teachers Facilities and resource bookings for classes Promotions and special awards There are many different types of reports associated with this manager and you can find them in the Report Manager Class Frequency The Class Manager makes it easy to define recurring classes to greatly reduce the number of unique classes you will need to create For example to track attendance at the kindergar
58. for the units of measure to display on the form This form allows you to retrieve a number from the operator The number is returned in the public variable public_num ChurchWatch User s Guide 20 9 The Report Manager Call Syntax and Description GET PAST GET REG GET SKIL GET STAT GET STR GET2DATE ChurchWatch User s Guide PUBLIC public past AS STRING DO FORM GET PAST RELEASE public past This form allows you to retrieve a name from the Visited By field in the Membership Manager The name of the chosen person is returned in the public variable public past DO FORM GET REG WITH lt title gt TO nRegister lt title gt Text for title or blank for default title lt nRegister gt A numeric value is returned to this variable This form returns a numeric value represting a register 1 Baptism 2 Profession of Faith 3 Confirmation 4 Marriage 5 Death 6 First Communion PUBLIC public_skill AS STRING DO FORM GET_SKIL RELEASE public_skill This form allows you to retrieve a time and talent name The name of the time or talent is returned in the public variable public_skill PUBLIC public_status AS STRING DO FORM GET_STAT RELEASE public_status This form allows you to retrieve a marital status name The name of the marital status is returned in the public variable public_status PUBLIC public_str AS INTEGER PUBLIC public_case_sensitive AS BOOLEAN DO FORM GET STR WITH lt title gt RELEASE public case se
59. is a summary of each persons ministry skills general skills spiritual gifts interests hobbies etc Giving The Giving page is a summary of a person s giving and pledges year to date The page is viewable only if you have been given giving access privileges and the information is read only This is also where you assign an envelope number This page is a summary of all church groups the current person belongs to Attend This page gives an attendance summary for the current person You cannot enter data on this page This page is a summary of all special needs the current person has User If you need to store a specific item of interest and ChurchWatch does not provide a field you can create several user defined fields The User Def page is where you would enter your user defined data You can also set the field titles in the SETUP form on the USER DEFINED FIELDS PEOPLE page Notes This page holds confidential pastor s and Class notes for the current person You must have access privileges to be allowed to view this page Classes This page contains summary information pertaining to classes The information here is quite extensive but most of it must be modified in the Sunday School Class Manager not here Use this page to specify and view a photo file for the current person Table 8 3 Person Level Page Summary Family ID Person ID and Envelope Fields These fields are used internally by ChurchWatch and cannot be modified
60. is free form text Value Monetary value of the item Due You can view and or alter the Due Date for a borrowed item here Keywords You can enter a set of keywords to help you find the item at a later date Keywords should be separated by commas and should contain no spaces For example Parenting Children Discipline Status Loan status of the item Description Enter any free form notes or comments in this text box Scanner box For more information see paragraphs below concerning barcode use You can scan library cards AND library item barcodes here ChurchWatch will automatically tell the difference Manual Check Out For more information see paragraphs below concerning checkout Clear List Click this button to clear the check out list This should be done before beginning checkouts for a new person Print On Loan List Click this button to print the check out list This is a handy report to give to the borrower for easy reminder of what was borrowed and what needs to be returned ChurchWatch User s Guide 19 2 The Library Manager D Formitem scription O OOOO O For more information see paragraphs below concerning barcode use Scan Library Item s Here Check In Manually If not using barcodes click this button to check in the currently selected item manually Clear List Click this button to clear the check in list Check In List This list shows all items that have been checked back in since the list was last cleared Def
61. lengths alphanumeric text and numbers Em cct alphanumeric text and numbers wooo e Char Field 1 Char Field 2 Num Field 1 Num Field 2 Check 1 Check 2 E IS logical true false logical true false Table 8 1 User Defined Fields Household Level ChurchWatch User s Guide 8 3 The Membership Manager Household Level Family Photo Page The fifth page is labeled Family Photo Use this page to store and maintain a family photo You can also enter caption text here to describe the people in the photo and the order they appear in The caption will appear in photo directory reports You can use this feature to create color or black and white photo directories BMP JPG and GIF files are allowed You can create a church photo directory by using the Report Manager Directories You can also display the family photo in the Membership Manager under the QuickSearch list To turn on this behavior click the Show family photos on household form checkbox in SETUP gt USER PREFERENCES An example of this behavior is shown in figure 8 2 SMEMDETS Np Managen fany nane m a JOHNSON Peter Main Address Alternate Address Notes User Defined Family Photo d JOHNSON Sally JOHNSON Avery J gt PETERS Bil n tom PETERS Bill I SMITH Joe e Q SMITH Joe i SMITH Anne Delete Photo m File Name C PROGRAM FILES WHITE MOUNTAIN
62. name and the total offering then click the SPLITS EDITOR button The following form will be displayed amp Sue Orfaring Editon Total Offering 100 00 Remaining 50 00 TIP You can edit records directly in the grid Figure 11 5 Split Offering Editor ChurchWatch User s Guide 11 7 The Giving and Tax Receipt Managers Enter the amount and account as a minimum then click the SAVE button Be sure to double check the receiptable status of the offering In addition you can optionally enter the offering type and the check number if it s a check The bottom window shows all components of the split Note that you can modify the information in this window if a change is needed As you enter the splits the total offering will be reduced until it is zero shown in the remaining field near the top of the form Once the remain offering is zero you have balanced the offering The DELETE button deletes the selected split record The POST ALL button posts all your changes and entries Be sure to click the POST ALL button to save your entries Viewing a Person s Address Hover your mouse over the name or envelope number fields to view the address of the currently selected person This can help to verify the person selected when you have several people with the same name Batch Control Area The boxed area at lower left of the Giving Manager form is used to create and maintain batch information Formitem scription O New Click t
63. newly entered data may not appear in the table grid on page 1 Return the filter to Batch Date Filter Normal when finished working with filters More sophisticated custom filters can be created by clicking Advanced Filtering Refer to chapter 30 Move Deceased Click this button to move all of the offerings credited to a now deceased person to Person s Offerings another person such as the spouse Move All Offerings Click this button to move all offerings from one person to another This button is From One Person to handy when you want to print a tax receipt for a family but then find out that you have Another offerings in the database that are credited to several people in the family This situation will produce multiple tax receipts If you desire only one receipt move all of the offerings to the main contact in the family THIS MUST BE DONE BEFORE TAX RECEIPT SERIAL NUMBERS ARE CREATED Table 11 4 Giving Manager Main Page Items ChurchWatch User s Guide 11 10 The Giving and Tax Receipt Managers Form Buttons Table 11 5 explains the form buttons Buon o0 Desonpton O P A R stands for Pre Authorized Remittance Click this button to import a PAR file This feature is intended mainly for United churches but the file format is somewhat flexible and can be adopted and used by most churches Refer to the section on P A R later in this chapter Click this button to open the Report Manager Giving reports New Year C
64. on the SETUP SECURITY page the ChurchWatch Today page will treat all entered to do items as public and not assigned to any specific user In this case anyone using ChurchWatch will see the same list In addition no mail notices will be displayed Tip Ifyou don t want the ChurchWatch Today page to be displayed on startup you can turn off this feature in the SETUP form on the USER PREFERENCES page ChurchWatch User s Guide 3 1 ChurchWatch Today ChurchWatch User s Guide 3 2 Setup and Maintenance i Chapter 4 Setup and Maintenance E Before using ChurchWatch for the first time you will need to enter your church s name and address and review some of the ChurchWatch setups For convenience all ChurchWatch setups are done on one form You can access the SETUP form from the main menu from the top of screen menu under EDIT gt PREFERENCES or from the Shortcut Toolbar The SETUP form also allows you to setup other preferences Some of these are user specific One User while others will apply to all users All Users of ChurchWatch The SETUP form is organized into a series of pages The following tables explain each of these pages SSPiipalnienanie Church Info Maintenance User Preferences Giving l Formats l Appearance l User Def Fields People l Security Behavior User Def Fields House Reports Email Pastor Priest Name Other Churches Setup or Edi Other Churches Ch
65. people stored in the church membership database When the Phone Dialer is first displayed the phone book may be hidden Click the PHONE BOOK button to display it and once it is open you can click the CLOSE button to close it again The phone dialer form is sizable if you need to see more phone book entries You can also double click any entry in the phone book to make it the current number then click the dial button ChurchWatch User s Guide 26 4 Chapter 27 The Registers Manager EI amp The Registers Manager The Registers Manager is intended mainly for Catholic churches but may be useful for other denominations as well The purpose of the Registers Manager is to store long term information about individuals There are 6 registers Baptism Profession of Faith Confirmation Marriage Death First Communion The Registers Manager differs from other ChurchWatch Managers in that the data is long term and duplicated Registers and not integrated into the other ChurchWatch data tables as is the norm throughout ChurchWatch For example deleting a person from your membership will not affect any data stored for that person in the Registers Manager Data in the Registers remains forever until you delete it a Baptism Profession of Faith Confirmation Marriage Death First Communion Options Home Location Last Name Birth Date First Name Baptism Date Middle Name Confirm Date Certificate Name Peter
66. shall be the replacement of any CD and or diskette or program documentation not meeting with such warranty which is returned to the party from whom you purchased together with a copy of your paid receipt In no event shall White Mountain Software be liable to you or any third party in tort contract or otherwise for lost money time data or information of any kind or for consequential special indirect incidental punitive or other damages that may arise through the use of the product licensed thereunder This warranty gives you specific legal rights and you may also have other rights under the law of your jurisdiction Support After the initial free support period the duration of which is at the full discretion of White Mountain Software White Mountain Software has no support obligation to the end user unless the optional support contract has been purchased and is active If you have a problem with a defective CD and or diskettes or with the installation or operation of the program contact White Mountain Software directly U S Government Restricted Rights The software and documentation are provided with restricted rights Use duplication or disclosure by any of the state local or federal government in or of the United States of America is subject to restriction as set forth in subparagraph c I iii of the Rights in Technical Data and Software Restricted Rights at 48 CFR 52 227 19 as applicable Governing Law This license agreement sh
67. simply clicking on a record of interest and then by closing the browse window Columns in the browse window are temporarily sizeable using the same method as described in item E above In addition you can change the order of columns temporarily by clicking on a column header and then by dragging the column to the left or right k Moving Between Form Items The TAB key is used to move between fields and items on forms l Super Search The Super Search form warrants its own section and is described in the next paragraph ChurchWatch User s Guide 2 9 Menus Toolbars and Shortcuts Super Search ChurchWatch has a handy Super Search form that allows you to search for anything anywhere To activate the Super Search form right click your mouse on any text box or drop down list box The following form will be displayed B Suey Seane Table house Field postal cod Type Character Search For What O Equals Sa 12340 Values Greater Than CO Begins With O Contains Is Between Options Ianore Empty Values Match Upper Lower Case C Display Search String Cancel Figure 2 12 Super Search Form For Type Character The top line of the Super Search shows the name of the table and field you are searching on refer to Appendix A and the type of the field will be one of character numeric or date In the Search For What box choose the type of search you would like to perform In the above example we ar
68. since many people follow a tithing pattern that repeats week to week Use this feature to reduce data entry This is the master enable switch In addition the auto load status for EACH PERSON can be set on the GIVING page of the Membership Manager Unchecking this box disables the auto load feature entirely regardless of the auto load setting of each person Fiscal Year End Enter the last date of your churches fiscal year here This valueis All Users used in the fiscal year reports ChurchWatch User s Guide 4 5 Setup and Maintenance Tax Receipt Digitized Signature Table 4 4 Giving Page ChurchWatch User s Guide Tax receipts Canada and the Substantiation of Contributions All Users report USA both permit a digitized signature to simplify the tax reporting process Three buttons are provided here SET SIGNATURE FILE Click this to select a BMP file that contains your digitized signature CLEAR Click this to clear the signature file TEST Click this to see what the signature would look like on a tax receipt Tip When creating your signature file use a dark thick felt pen and then scan at high quality White Mountain Software would be pleased to assist you in scanning your signature Setup and Maintenance SETUP PAGE 5 Formats This page allows you to setup ChurchWatch s auto formatting features Date Format Select the date format you would prefer to use Examples are All Users given with each
69. that if you are sending to a lot of addresses the bulk email feature in the Mail Manager might be more suitable Finally enter a subject and the body of the message and click the SEND button ChurchWatch User s Guide 17 5 The Message Manager ChurchWatch User s Guide 17 6 The Sermon Manager Chapter 18 The Sermon Manager a The Sermon Manager is a handy way to keep close track of sermon texts Sermon text is not actually stored within ChurchWatch Instead ChurchWatch manages the locations of the files and helps you to find the proper sermon more quickly This way you can use your favorite word processor to edit the sermon text ChurchWatch can even launch your word processor for you Setup The only setup required is to set the path to your favorite word processor This is done in the SETUP form on the USER PREFERENCES page The Sermon Manager Form Semon Managen Easter Sunday Sermon Title Easter Sunday pemaes E ernn earen rar ae SC Keywords Enter keywords seperated by commas as esee J me Jen O eee Le Figure 18 1 The Sermon Manager The Sermon Manager consists of the usual QuickSearch list and 3 pages on which you can enter information about the sermon The Sermon Manager has a sophisticated FIND command that can search by keyword title or creation date ChurchWatch User s Guide 18 1 The Sermon Manager a a O Date Created The date the sermon entry was created You can search on
70. this button Never delete the Original Reports Backup folder Table 4 12 Reports Page ChurchWatch User s Guide 4 12 Setup and Maintenance SETUP PAGE 13 Email This page allows you to select an email method and setup the details Two different email protocols are supported SMTP and MAPI Each has its own pros and cons MAPI uses your email program such as Outlook Express to send email The advantage is simplicity you have already set up your email program and ChurchWatch simply uses the services of it There are several disadvantages MAPI will leave messages in the outbox of your email program when using bulk email for example this could be hundreds of copies of the same message MAPI is not always reliable depending on the settings of your Windows installation and you email program Some email programs have to be MAPI enabled with an internal setup otherwise MAPI requests are blocked Outlook for example MAPI does not allow good error checking from within ChurchWatch Despite these disadvantages MAPI is simple and requires no additional setup The other protocol is SMTP SMTP is more complicated but is capable of sending email transparently without the use of an external email program This allows ChurchWatch to send email on its own The advantages are reliability no messages in your outbox and good error checking and reporting The disadvantage is that SMTP requires more setup The rest of the item
71. this date Sermon ID Unique ID used internally by ChurchWatch Sermon Title The sermon title Can be any text File Name Path and file name of the sermon file Sermons are typically created in a word processor and stored somewhere on your hard disk This field informs ChurchWatch where the file is Choose a permanent location for your sermons before using the Sermon Manager because moving the files will break the link between the file and the Sermon Manager Click this button to help find and set the sermon file Edit Click this button to launch your word processor to edit the sermon file Written By Name of the person or persons who wrote the sermon Keywords You can enter a set of keywords to help you find the sermon at a later date Keywords should be separated by commas and should contain no spaces For example Jesus cross Easter Risen Lord Notes and Enter any free form notes or comments in this text box Comments Enter the date the sermon was given Enter the name of the person giving the sermon Click this button to save the Date Given and Given By fields to the table grid Table Grid Shows a list of dates the sermon was given and who gave it Click this button to add a new sermon file ChurchWatch User s Guide 18 2 Select a table row and click this button to delete the record The Sermon Manager Fomhm Description 0 Click this to view all sermons in a spreadsheet format Click this to exit the Sermon Manager Table
72. thus restoring ChurchWatch to the state it was in at the time of the Backup You should carefully follow the backup strategies discussed in chapter 24 You can only restore to the current church ChurchWatch will warn you if you try to restore data from one church to another Note The Restore Manager copies ALL files from the specified source folder The Restore Manager Form SRPSTOnE nius y o backups have previously been performed CAUTION Restore is performed on current church only Where do you want to retrieve your backed up files from a Overwrite files withaut warning leave checked normally Restore database tables Restore past giving years archives if Found Restore photos and digital signature files if Found Figure 25 1 The Restore Manager To Perform a Restore STEP 1 Set the source folder Use the button to browse If using floppy disks make sure disk 1 is in the drive STEP2 Set the options They are self explanatory STEP 3 Click the RESTORE button to copy all files from the source folder you specified into the current church s folder ChurchWatch User s Guide 25 1 The Restore Manager ChurchWatch User s Guide 25 2 The Phone Dialer Chapter 26 The Phone Dialer The Phone Dialer form is a handy phone book and auto dialer This is a very powerful ChurchWatch feature that most users miss To use the phone dialer all you need is an analog phone line and a TA
73. to export name and phone information to a PhoneTree compatible file For more information on PhoneTree and cold calling refer to www phonetree com Launches the Backup Manager to perform a backup of all your ChurchWatch data for the current church only Launches the Restore Manager to restore data that was previously backed up with the Backup Manager to the current church only Shows a calendar Archives all giving data and all expired pledge data and clears the giving table Should be used at year end or in a new year only Gives access to printer properties Useful mainly when modifying or creating new reports A simple puzzle game Exits ChurchWatch Used to recall deleted text or correct a mistake Useful only in data field entries Undo does not recall deleted records You may also use the CTRL and Z keys at the same time as a shortcut Used to undo the undo replace the previous item You may also use the CTRL and R keys at the same time as a shortcut Copies the highlighted text to the clipboard and deletes the highlighted text You may also use the CTRL and X keys at the same time as a shortcut Copies the highlighted text to the clipboard You may also use the CTRL and C keys at the same time as a shortcut Pastes the Windows clipboard contents into the current data field or edit window You may also use the CTRL and V keys at the same time as a shortcut Highlights selects all text in a data field o
74. track offerings or pledges you will need to create a list of giving accounts that each offering or pledge can be assigned to ChurchWatch provides a Giving Account Editor for this purpose Note that once an account is used in the Giving Manager it cannot be deleted until either the record s in the Giving Manager are deleted or have their account altered or the giving data is archived at year end The Giving Account Editor is also where you associate deposit accounts with giving accounts for use in the Export Manager when exporting to an external Accounting software package To access this form select Accounts Names from the Lists menu OT EESLA L TIE di TE Dari WT Dela EE OX rene oH M Ee qe Building Furi pecan Date createc B Azza nt t m ETs Fs7epec he Account ena mm 1 Euzket Gceli un un m flea s fee yeat L acosrt s rzt cet Iv EJ x Corre t ees Figure 6 2 Giving Account Editor ChurchWatch User s Guide 6 2 Lists Ps rom em Description Date Created Date the giving account was created Account You can assign a numeric account number to the account Tax Receiptable Check this box if the giving account is tax receiptable The receiptable status of any transaction in the Giving Manager can be altered at any time The value of this will be the default used at initial entry time Important Only records marked receiptable will be included on tax receipts and on the Substantia
75. will need to know about You can create a list of special needs and then assign them to people Some examples of special needs might be Asthma Wheel Chair Access or Allergic to Bee Stings There are several reports pertaining to special needs and you can target a group of people with one special need in the Mail Manager to create mailings mailing labels etc Select Special Needs from the Lists menu A Suaciabir as Saintes Data Entry People With This Need Wheelchair Access Need ID 3 Date Created 2005 10 91 Special Need Name lmeeichair Access Comment eee Co pos CK CA i mom f mJ Figure 6 13 Special Needs Editor You can add a person to one or more special needs groups in the Membership Manager Needs page Perhaps a more convenient way is to add people to the group directly in the Special Needs Editor since many people can be added at once here Special Need maintenance is also much easier in the Special Needs Editor since you can see all people in the group at once making it easier to remove a set of people or all people from the group ChurchWatch User s Guide 6 20 Lists omen Cn Special Need Name Name of the special need This will be auto formatted if list auto formatting is turned on This field indicates the current need that most buttons on this form will operate on Remove Select a person in the needs group and then click this button to remove him her from the c
76. you desire The ZOOM NOTES button directly below the notes is used to open an edit window and give you more room to work on the notes You can also track family history and family trees by setting the Father and or Mother fields on this page Use the SET buttons to set the Father or Mother or the CLR buttons to clear the field Use the GO TO button to go to the Father s or Mother s record The data displayed in the Father and Mother fields is the person ID of the Father or Mother respectively Defining Titles and Marital Status Types To keep ChurchWatch as flexible as possible we have allowed you to enter your own titles and marital status types You can find more information about this in chapter 6 To access the defined titles or to create a new one click the button to the immediate left of the title box To create a new marital status or view the existing list click on the button to the immediate right of the marital status box Person Level Church Page Key Dates Visitors and Prospects The Church page contains all information specific to the church This includes key dates such as baptism confirmation commitment etc You can create your own key date names by clicking the EDIT DATE NAMES button You can enter or modify the actual dates directly on this page Note that these dates are independent from the dates used in the Registers Manager ChurchWatch User s Guide 8 10 The Membership Manager You can use this page to set a per
77. 0 00 cece eee eee 15 4 Attendance Details Page 0 0 0 ccc eens 15 5 AbSentees ices voce Sega wins aaa aAA a EE PIED DIO perpe pup mars 15 7 Using Barcodes to Track Attendance llssslss es 15 7 Meeting Minutes Page lssseleeseeeer hh hn 15 9 viii Chapter 16 The Mail Manager slllrhih rh hinh hh hh 16 1 Choosing People and Families llis 16 1 Filtering the People List 0 00 cee I 16 2 Choosing a Salutation Format 000 cee ee 16 4 WSINQULMICS iso iid de ae ie beau heli a deb ea aie 16 5 Setting the Output Order 0 0 tee 16 5 Selecting People For Mailings leslie 16 6 Saving and Restoring Lists 0 000 e ete 16 6 Form Meters sls ep d dil ed el Pee dede bed ag 16 8 Mailing Label 53 2 iiil4ebibls Ribbon a ea dul 16 10 Mall Merges i dlledededddubbd bia biu bia be bab b ba dd 16 11 B lk E Mails S sos tka dl elle does Aled Dah d 2h dels Se a 16 14 Troubleshooting Email 0 000 hr 16 15 Name T39S 5 4 E elblil4duubedgdeduidgeduq ld bb d dle 16 16 Name Tag Options sillslssesslee hr 16 17 Chapter 17 The Message Manager 20000cce cece ene hir hh hh nn 17 1 PPresBeqiiisit6S x Sc LA SL decere ead tcs tea ete et e te E tu eti e tots des 17 1 The Message Manager Form lsluulleeseell hen 17 1 Reading Messages tat CI s et ett EE EE ELLEN ERA ERES ee ee ee eet 17 2 Sendinga Mess
78. 0 Father s name 0 other s name 0 Pastor s name 8 Date of birth 8 Date of baptism 8 Date of first communion 50 Place of birth 50 Place of baptism 50 Church name First Communion notes Local notes O1010101 hN2 C0 4S Registers home location list Width Dec Description 50 Home location A 12 Structure for table Field 000 1001 4 CO ho ES 10 11 12 T3 14 15 16 17 18 19 20 21 22 23 24 25 Structure for table Field 000 1001 4 CO ho ES 10 11 12 T3 14 15 17 18 19 20 21 21 22 23 Structure for table Field 1 ChurchWatch User s Guide Field Name RG_ID HFAMILYNA HFIRSTNAM HMIDDLENA HFATHER HMOTHER HBIRTHDATE HBAPTDATE HBAPTPLACE Fl nj nj FE 1 Z D ti Hj Omm E H mim oOo pd D UJ H A BAP p H E zu ON JHH ZB p E F R_ ISH VSTA ARR NO LOCL NO D D JOJ Jg D gt A ECU UIEAUZXZEZZzZzZzZIZn2iZz w D 5 Qu gugutt D Q Ed pd Dr S S Field Name RG ID FAMILY NA FIRST NA IDDLE NA CERT NAME FATHER OTHER WITNESS1 WITNESS2 REVEREND BIRTHDAT BAPTDATE CONFDATE ARRDATE BIRTHPLACE HOME LOC CO E p E OTHR NOTES U W O rj Jg D H ti go o hj av
79. 1 The Query Manager Formater tex e EE ae DEREN ER E 21 1 H nningia OUepVcss CA Le ee eee ce toe iu cR DUIS eS IUIS eee de LEER 21 2 R naway QUSH Soit eres se es ie ee ee eee 21 2 Tables With Protected Access 000 ccc eee eee 21 3 Storing and Retrieving Queries asuaan aeea 21 3 SQL Queri8S 2 hae dd bed A bud bue bs ee ee ed 21 3 Technical OV MAX aca oras dade uda d uuu ud cau cae 21 5 Visual FOXPRO Built In Functions and Operators 0 cece eee 21 5 Example Queries uuu cy ee is ebd add d ades 21 8 Complex Queries Using JOINS 6 en 21 10 Chapter 22 The Bible Manager illlllelel hh hh hh hn 22 1 The Bible Manager Form sssselleeeeeee hen 22 1 Selecting a Translation and Changing the Format liliis 22 2 Searching Gopy and Paste s 2v iis 245 ooh E RR E EE RE EE 22 2 Printingrociected Tex oso eres eee sep EE UP UU UP IUD op sott 22 2 Chapter 23 The Hymn Manager llelll ahhh hh hh hn 23 1 The Hymn Manager Forms uer Rx EEG BERS EEG BERRY EE BEY ESS 23 1 orm Items es vv A Cee eee ney eee ey oe ees eee NEM AR M al ead eee oe 23 2 Searching Copy and Paste 0 2 cee tee 23 2 Chapter 24 The Backup Manager 0000 0c cee e ene nee eee eee 24 1 Back p Strategy o e sedeat etate teta acto det acta a ia ieia iah 24 1 What the Backup Manager DoeS 000 c eee 24 1 Using Floppies sssleseeeelll RR RR rrr 2
80. 18 1 Sermon Manager Form Items ChurchWatch User s Guide 18 3 The Sermon Manager ChurchWatch User s Guide 18 4 The Library Manager Chapter 19 The Library Manager Lt The Library Manager is designed as a simple way to keep track of items in a church library The Library Manager can keep track of books magazines cassettes videos etc and can keep track of borrow status on all items The Library Manager Form Jibran Managen DataEntry Description Hl Check Out Check In Setup li History i Reserve f s Evidence Of The One Left Behind tps Date Created Item ID ca Too Busy Not To Pray i Title Evidence Of The One C Part of a Series Author s Janice Peters Publisher White Mountain Publishing Publish Date 8J Media Type Book Owner ISBN Loan Period days Keywords Enter keywords seperated by commas Due 8 STATUS AVAILABLE cues Jose rea mn J lt gt nome JLo Figure 19 1 The Library Manager The Library Manager consists of the usual QuickSearch list and 3 pages on which you can enter information about a library item The Library Manager has a sophisticated FIND command that can search by title identifier keywords or author You can also create library cards and check in check out items using barcode scans ChurchWatch User s Guide 19 1 The Library Manager eS cC OI PAGE 1 Location Location of this item within your church library This field
81. 23 1 lists the form items on the Hymn Manager form Find and select a hymn of interest in this list Check this box to show only user added lyrics in the QuickSearch This window shows the lyrics Click this button to add a new hymn or song Click this button to delete the current hymn or song Click this button to change the font in the edit window Click this button to print the selected text in the edit window Tip To print an entire hymn quickly select EDIT SELECT ALL and then click the PRINT button Click this button to go to the first hymn Click this button to go back one hymn Click this button to go forward one hymn Click this button to go to the last hymn Click this button to exit the Hymn Manager Table 23 1 Hymn Manager Form Items Searching Copy and Paste The edit window containing the hymn s text is read only but you can click and drag your mouse to select text Then use the EDIT menu at the top of the screen to select COPY CTRL C also works as a shortcut You can copy and paste the text into any other Windows application a great way to create overheads To search for a character string in the text first click inside the edit window to make sure it s active and then select the EDIT menu at the top of the screen and select FIND or just press CTRL F as a shortcut Then enter the text you want to find and click the FIND NEXT button Note that the usual Windows operations such as SHIFT CLIC
82. 3 Budget Elizabeth Evans 35 00 N DEP 10 13 03 Credit Union Adam Johnson 20 00 EP 10 13 03 Budget Adam Johnson 20 00 J M U mW A u W S o D A z E 05 9g mu WUE MU A vm i E DEP 10 13 03 Royal Bank Leanne Johnson 30 00 EP 10 13 03 Missions Leanne Johnson 30 00 MU z NUE EP 10 13 03 Credit Union Loose Cash 30 00 EP 10 13 03 Budget Loose Cash 30 00 ro E U n O Refer to your QuickBooks documentation for information on importing the file ChurchWatch User s Guide 5 14 Import and Export Managers Here is a sample Quicken file D2001 11 15 D stands for deposit date T30 00 T stands for transaction amount DEP N stands for transaction type DEP deposit M stands for memo and holds your comment PEldon Peters P stands for payee Lbudget L stands for catagory account D2001 11 15 T40 00 DEP PHelen Smith issions E D2001 11 15 T5 00 DEP PShiela Peters LKidz Club D2001 11 15 T50 00 DEP PJoe Smith LMissions Refer to your Quicken documentation for information on importing the file ChurchWatch User s Guide 5 15 Import and Export Managers Here is a sample Simply Accounting file 10 14 03 10 0 35 00 10 14 03 nq Ns mw 0 20 00 10 14 03 a mw 0 30 00 10 14 03 mot
83. 4 2 The Backup Manager Form 0 000 en 24 3 To Perform a Backup sssssesseel eee ee 24 3 Setting the Default Backup Folder 0000 c eee 24 3 Chapter 25 The Restore Manager 2 2 0 2 cece nee nee 25 1 The Restore Manager Form 000 cece eee eee 25 1 To Perform a Restore 00 tees 25 1 Chapter 26 The Phone Dialer 000 cece enue eee eee ees 26 1 Hardware Connections 000 cette 26 1 The Phone Dialer Form 2 0 lisse hrs 26 2 Dialing A NUMBER Treaa e A A tette rere o e e ee 26 4 The Phone BOOK tec ete ro Tte E ATA LAINE ATE Au Pr 26 4 Chapter 27 The Registers Manager rrlrhhhhhr hh hh hn 27 1 Registers Manager Form Items 00 0c ete 27 2 Chapter 28 The Mass Editor 00 ccc eee 28 1 Setting a Field To a New Value 0 0 en 28 1 Changing a Field From A Specific Value to a New Value 0 00 cece eee eee 28 2 Chapter 29 The PhoneTree Export lille eee nents 29 1 Creating a PhoneTree File 0 tee ee 29 2 Chapter 30 Data Filtering iilii 30 1 Stonetield QUOPyze ees etree tha sete box eet bet o bet e bet et boots 30 1 Creating a DataiFilter pm px Rata atit realiter ha hate a eet 30 3 QUICK REDON rote borse Mu eue enc eae nee ee LI UELLE LEE LIE tue 30 5 Compound Filters lsslllleeeeeelle lh hr 30 5 Saving and Restoring Filters 1 2 2 2 0 cee eee 30 7 Example F
84. 5 Include Spouse Name on Tax Receipts lilii eres 8 5 Inactive Famlll amp S 3 232 2 2 4 22 2 tt tet eto e ette e dete e i ete tele t ee te eite aa 8 5 Ho sehold Eevel Form Buttons i roe eeepc exe 8 6 Family ID Person ID and Envelope Fields 00 000 eee eee 8 9 FURNAS ias dern ath ch we E bon ed code odori Ads Ack Ads rit 8 9 Person Level Main Page sss 8 10 Defining Titles and Marital Status Types 0 000 erre 8 10 Person Level Church Page Key Dates Visitors and Prospects 055 8 10 Person Level Contact Page Contact and Work Related Information 8 11 Person Level T amp T Time and Talents Page 0 0 c eee eee ee 8 11 Person Level Giving Page 0c cect n 8 11 Envelope Numbers 00 0 cette rn 8 11 Envelope Number Shifting 000 c cece eee 8 12 Person Level Groups Page issssseleleee eee 8 14 Person Level Attend Page 5 eater ri riri els 8 14 Person Level Needs Page eae dedere hehe ehe ehe eR ecd 8 14 Person Level User Def Page oae rhe rre hber Rer Pips 8 15 Person Level Notes Page ai ede dere rhe heh he ke ehe ehe each 8 15 Person Level Classes Page 5 oee ere rre br anre RR bre bray d 8 16 Person Level Photo Page llsl teen eee a 8 17 Person Level Form Buttons seleeeee ee eee eee ees 8 18 Chapter 9 The Visitor Manager 0 000s eee eee 9
85. 6 AND HOUSE FAMILY ID PEOPLE FAMILY ID The part underlined above is called the join condition since it sets the condition that joins the two tables together In this case the family id field must be the same in both tables in order to combine the records You can join as many tables as you like As you can see from the above examples the possibilities are limited only by your imagination Experiment with the Query Manager and see what you can come up with ChurchWatch User s Guide 21 10 The Bible Manager Chapter 22 The Bible Manager The Bible Manager is included in ChurchWatch at no extra cost The Bible Manager can t compete with true Bible Management Software but it does give you several translations and the ability to search and copy text into other Windows applications You can also open multiple copies of the Bible Manager in order to compare translations Several public domain bible translations are included American Standard Version 1901 Darby King James Version Webster Young s Literal Translation Warning Each of these translations have been taken from the public domain and no attempt has been made to authenticate them Please use them at your own risk The Bible Manager Form uiulz Managen indov For searches copy cut paste use EDIT menu Bible Translation American Standard Version 1901 The First Book of Moses called Genesis 1 1 In the beginning God created the heavens and
86. 7 2 Security and User Name Maintenance User Names and Passwords SO jstiu oisiliit2titiea Behavior User Def Fields House Reports Church Info Maintenance User Preferences Giving Formats Appearance User Def Fields People E sers and Security Only the administrator user has access to this page To ensure the security of your information make sure as Few people as possible know the administrator password Set this IF you do not want to have C Disable all security logins and do not need security Use this button only if the Who s On Clear Online Flags Form shows users who you know are not online Figure 7 2 Security Page of the Setup Form Only the admin user has access Adding deleting and editing of user accounts can only be performed if you are logged in as admin or if security is turned off First find the SECURITY page of the SETUP form as shown in figure 7 2 Adding or Editing a User Account To create a new ChurchWatch user name click the ADD button You will be prompted for the name of the user Note that user names are case sensitive meaning that the user name is sensitive to upper and lower case letters It will have to be typed in at login time exactly the way you create the name here Once you have entered the name the form shown in figure 7 3 will be displayed The default password is exactly the same as the user s name but at this point you have the opportunity
87. ACCOUNT OUNT ATE GIVEN ECEIPTABL ECEIPT PR OMMEN ECEIPTN TYPE Fl bh C 000 10 0145 Co ho ES 11 12 13 14 QAQADDVP 15 CHECK_NO 16 EXPORTDATE 17 BATCH ID 18 RCPT DATE 19 SPLIT ID Structure for table Field Field Name 1 PER ID 2 GRP ID Structure for table Field Field Name 1 GGID 2 NAME Structure for table Field Field Name GRP ID NAME DATE C COMMEN REAT T OO 0 POrP NOTES Structure for table Field Field Name Ag GRP_ID 2 PER_ID ChurchWatch User s Guide GIVING DBF Type Numeric Numeric Numeric Character Character Character Character Currency Date Logical Logical Character Numeric Numeric Character Date Character Date Numeric GROUP_INTEREST DBE Type Numeric Numeric GRP FOLDERS DBF Type Numeric Character GRP_TYPE DBF Type Numeric Character Date Character Numeric Memo GROUPS DBF Type Numeric Numeric 10 Widt Appendix A Giving and pledge records Width Dec Description 5 Emvelope number 5 Family ID 6 Person ID 15 First name 20 iddle name 40 Family name 40 Giving account name 8 2 Amount of offering pledge 8 Date offering was given 1 True if receiptable 1 True if receipt printed 40 Comments 6 Tax Receipt number 1 Giving Type 1 Check 2 Cash 3 Credit Card 4
88. AKESALU This procedure makes a table called SALU which contains salutation strings for all families Table fields and formats are FAMILY ID Numeric family id assigned by ChurchWatch FAMILY NAM Family name Smith SALUTATION Salutation string Smith Joe and Helen ANNIV Couples anniversary date FIRSTNAME First name of main contact of household Joe LASTNLAST Salutation in last name last format Mr Joe and Mrs Helen Smith BYTITLE Salutation with titles Mr and Mrs Joe MKSALU2 DO MKSALU2 This procedure is exactly the same as the MAKESALU procedure by MKSALU2 strips all titles from all strings PICTFAM PICTFAM FAMILY ID AS INTEGER Returns a string representing the full path to the photo file for the given family specified by family id PICTPEOP PICTPEOP PER ID AS INTEGER Returns a string representing the full path to the photo file for the given person specified by per id PICTRES PICTRES RES ID AS INTEGER Returns a string representing the full path to the photo file for the given resource specified by res id Table 20 3 ChurchWatch Procedure Calls In addition to the ChurchWatch procedure calls listed above there are some Visual Foxpro procedure calls listed in the next chapter Query Manager However for exact syntax and explanations you will need the Visual Foxpro Developer s Reference or a good book on Visual Foxpro There are also internet web sites and newsgroups dedicated to Visual Foxpro and lots of good inform
89. As you can see from the following table you can control the formatting of names in a variety of ways Selected What would appear on a What would appear on a What would appear on a Format mailing label with titles mailing label with titles mailing label with no titles defined in the Membership defined in the Membership defined in the Membership Manager and Use Titles Manager and Use Titles Manager checked NOT checked Families Smith Mr Joe amp Mrs Helen Smith Joe amp Helen Smith Joe amp Helen Salutation LNF Families Mr Joe amp Mrs Helen Smith Joe amp Helen Smith Joe amp Helen Smith Salutation FNF Families The Smith Family The Smith Family The Smith Family Head LNF Families The Smith Family The Smith Family The Smith Family Head FNF Families Smith Mr amp Mrs Joe Smith Joe amp Helen Smith Joe amp Helen Titles LNF Families Mr amp Mrs Joe Smith Joe amp Helen Smith Joe amp Helen Smith Titles FNF Table 16 2 Salutation Formats Using Titles If a title Mr Mrs etc has been defined for a person ChurchWatch will use it if you check the Use Titles Where Available box Preferred names are also used if available Setting the Output Order You can choose the sort order for the Mail Manager s output by using the pulldown list near the bottom of the main page The default order is by family name ChurchWatch User s Guide 16 5 The Mail Manager Selecting People For Mailin
90. ChurchWaich CHURCH MANAGEMENT SOFTWARE FOR WINDOWS Y White Le USER GUIDE ChurchWatch Version 4 User s Guide Productivity Plus Second Edition December 2005 White Mountain Software White Mountain Software 610 Bronson Cres Saskatoon SK Canada S7J 5E5 E MAIL admin churchwatch com WEBSITE http Awww churchwatch com Software End User License Agreement IMPORTANT Read this carefully before using your copy of ChurchWatch This is a legal agreement between you either an individual or single entity and White Mountain Software for the use of the ChurchWatch software Acceptance Use of your copy of ChurchWatch indicates your acceptance of and agreement to be bound by all of the following terms and conditions If you do not agree to these terms and conditions promptly return the intact ChurchWatch package containing the CD and or diskettes together with the other components of the product to the place of purchase for a full refund Proprietary Rights This program and any accompanying documentation are proprietary products of White Mountain Software and are protected under international copyright laws Title to the program or any copy modification or merged portion shall at all times remain with White Mountain Software Permitted Uses You may use the enclosed software on a single computer that you own or use Under no circumstances may you use it on more than one machine at a time You may
91. ChurchWatch User s Guide 15 3 The Attendance Manager Attendance Summary Page The Attendance Summary page is the main page of the Attendance Manager Use this page if you are not interested in recording the details of WHO attended This page simply records the number s of people attending the event There are two possible ways to record the summary data Step 1 Referto figure 15 1 Select the attendance summary category If you just want to record the number of people attending the event choose General Summary If you would like to record the attendance data in a slightly more detailed way you can set the membership level to record how many people of a specific level attended For example you could pick Full Member Of course this second method will require several entries to complete the attendance for a single event because you likely have several membership levels to keep track of Step 2 Enter the attendance how many people attended Step 3 Click the SAVE button to save the attendance The record will be shown in the summary list beside the SAVE button To correct a record select the category again and enter a new attendance number Click SAVE and the record will be automatically updated Use the DELETE button to delete a record ChurchWatch User s Guide 15 4 The Attendance Manager Attendance Details Page A nina Managen 2005 10 02 10 00 AM Sunday Am Service rx 2 i M M
92. D Q xj Field Name REVEREND RG MARR DBF Type Numeric haracter haracter haracter haracter haracter ate ate haracter haracter haracter haracter haracter haracter w ct 0 ate haracter haracter haracter haracter haracter haracter haracter AO 0c QU CXY GOO 0903009 OO OVO RG PROF DBF Type Numeric haracter haracter haracter haracter haracter haracter haracter haracter haracter Date Date Date Date Character Character emo emo emo emo emo Date Character CLE CQ OOO CLCI RG_PRST_LIST DBF Type Character Appendix A Marriage Register Widt 1 OUT OCN 00 O1 O1 P2 C0 iS O1 C Cc ccc cco000occcccco0o0coccoc0oco0o07 O1 O1 O1 O1 O1 O1 O1 Dec Description Register ID Husband s Family name Husband s First name Husband s Middle name Husband s Father s name Husband s Mother s name Husband s Date of birth S Husband s Date of baptism Husband s Place of baptism Wife s Family name Wife s First name Wife s Middle name Wife s Father s name Wife s Mother s name Wife s Date of birth Wife s Date of baptism Wife s Place of baptism Witness name Witness name Pastor s name Marriage date Church name Province or state Marriage notes Local notes Profession of Faith Register Widt jd Q1O0101010101 I2 ww C Cc 00000 00cOoco coc c0 ccc 0025 ou 8 50 Dec Description Register ID Fami
93. D B etc The _A fields are from the HOUSE table and the B fields are from the PEOPLE table Take care when selecting these fields ChurchWatch User s Guide 5 9 Import and Export Managers Step 3 Choose a File Type Finally you must choose the type of file you would like to export the data to The Export Manager supports many different file types 2 Export Manager Sex STEP 3 Select the file format you would like to export to then click FINISH Export File Format Separator Character Delimited Text File TXT Comma O FoxPro 2 x Table DBF O Blank O Excel V5 V XLS O Semi Colen O Excel V2 N4 LS TAB CO Lotus Symphony V1 AVRK CO Lotus Symphony V1 1 V1 2 WR1 O Lotus 1 2 3 V1 WKS O Lotus 1 2 3 V2 x WKL O Symbolic Link SLK System Data Format SDF Microsoft Muliplan V4 01 MOD CO Nlisicale DIF Figure 5 8 Choosing the Export File Type When choosing a delimited text file you must also choose the separator character which can be one of a comma a blank a semi colon or a tab Choose the file type and then click the FINISH button In our example we have chosen a comma delimited text file as the output destination Finally you will be prompted for a file name and drive folder location Enter a file name At this point the export will occur and indicate successful completion Here is the comma delimited text file created by our example El
94. DF files are considered the same way as a printer in that you will get an already printed warning if you attempt to print or send the tax receipts to a PDF file a second time If you are printing hard copy receipts it is not advisable to issue duplicates Check this box to prevent ChurchWatch from printing tax receipts that have already been printed Fill this field in to limit generated receipts to amounts greater than this For example you may not want to issue tax receipts for amounts less than 5 This refers to the receipt total not individual offerings So for example if an individual gave seven 1 contributions this would exceed the limit and he she would receive a receipt for 7 This field shows the last tax receipt number that was generated The next receipt generated will carry a serial number of one 1 higher Use the RESET TO ZERO button to reset the serial numbers if you are sure no other serial numbers exist in the database however this practice is not recommended Note If there are tax receipt numbers already generated for the current giving year ChurchWatch will not allow you to reset the last receipt number ChurchWatch User s Guide 11 21 The Giving and Tax Receipt Managers Options Page hoe Hac2iut sisuar Label Stock Left Label Margin spaces Substantiation Text Only Include Amounts gt C Double Spaced Reports O1 Copy 1 receipt per page One Donation Per Receipt O1 Copy 3 receipts pe
95. FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 AND DATE GIVEN gt 1999 07 01 ORDER BY DATE GIVEN DESCENDING Find all people born on a Sunday SELECT FIRST NAME FAMILY NAM FROM PEOPLE WHERE DOW BIRTHDATE 1 Get the average offering amount for each giving account and sort by account SELECT ACCOUNT AVG AMOUNT FROM GIVING GROUP BY ACCOUNT ORDER BY ACCOUNT ChurchWatch User s Guide 21 9 The Query Manager When searching for character strings an exact match is not necessary To find all families whose last name starts with Sm do this use the UPPER function to ignore case SELECT FROM HOUSE WHERE UPPER FAMILY NAM SM If an exact match is needed in the character string use two equal signs and the ALLT trim all blanks function SELECT FROM HOUSE WHERE UPPER ALLT FAMILY NAM SMITH Single or double quotes can be used SELECT FROM HOUSE WHERE UPPER ALLT FAMILY NAM SMITH Complex Queries Using Joins Suppose you have to find all people with a birthday in June and retrieve only their address information This is a complex query that requires us to join two tables House and People since the birthday information is in the People table but the address information is in the House table To join two tables you must find a field that is the same in both in this case the family id field Here s how it works SELECT HOUSE FROM PEOPLE HOUSE WHERE MONTH BIRTHDATE
96. For character fields A is less than B is less than or equal to Any field except logical Field is less than or equal to the value you provide For character fields A is less than B is between Any field except logical Field is between two values you supply is one of Any field Field must match one of a set of values you provide Table 30 2 Operators What you see on the rest of the form depends on which operator you choose Here s an example Suppose you are in the Membership Manager and you want to build a filter that includes all family names that begin with the letter W To build the filter follow these steps STEP 1 Looking in Appendix A you would find that the People table has a field called family nam In the above example you would find the greyed out title People which would indicate the People Table and then find the family nam field and choose it STEP2 Now you need to decide on an operator Looking at table 30 2 you would choose the begins with operator because you want all people with family names that begin with the letter W STEP 3 When you choose the begins with operator the form will change and show a button labeled VALUE and a blank field You can either click the VALUE button or simply enter a value In this case you would probably enter a W in the blank field At this point the form should look like the one in figure 30 4 ChurchWatch User s Guide 30 4 Data Filtering X Fila Curliti
97. Groups of interest Giving Manager shows window total Mail merge now includes phone numbers Church name check CCRA website modifiable Name on tax receipts can now be longer Fixed sort order on QuickReport labels Ability to copy ALL addresses to the clipboard Email Tables To Support XV Its easier than ever to create new ChurchWatch user accounts based on existing account information ChurchWatch now protects against filenames with bad characters like single quotes double quotes etc Ability to track groups of interest This is a group that a person has expressed interest in and may join in the future but is not officially part of the group The giving manager now shows the total of all offerings in the grid window When creating another database the filename is now checked for bad characters The Canada Customs and Revenue Agency website is now editable in the SETUP form to future proof the software This new feature also obeys the current filter in effect It s a great way to create a quick directory for pasting into any Windows application You can now email your data tables to 42 43 44 45 46 48 49 50 51 52 53 54 55 Improved Giving Manger People Filter Added copy button to registers Improved the Quick Receipt tax receipting New non giver reports New Pledge reports Better warning when archiving Inactive Families Giving window imp
98. Johnson Sally Johnson Cindy Peters Ep Totor Filter All Females 9 Samantha Smith Cindy Peters Andrew Peters Samantha Smith Filtered Data Original Data The original data is not lost just hidden from view Figure 30 1 An Example of a Data Filter Stonefield Query ChurchWatch uses a product called Stonefield Query to present an easy to use interface for building data filters Most of the main forms in ChurchWatch have a SET FILTER button Click this button to display the filter builder shown in Figure 30 2 ChurchWatch User s Guide 30 1 Data Filtering S rluusa Filia Cancel Figure 30 2 The Filter Builder The filter builder form has a window showing the current filter you have built and are using In the example in figure 30 2 the window is blank because no filter has yet been built Table 30 1 explains each of the buttons on this form on the current data filter you have built Refer to the paragraph on saving data filters the form Table 30 1 Data Filter Builder Form Buttons ChurchWatch User s Guide 30 2 Data Filtering Creating a Data Filter To begin building a data filter click the ADD button The form shown in figure 30 3 will be displayed Xf Filia Condition Field Operator Fow ees Figure 30 3 Filter Condition Builder The Filter Condition builder form has two main fields both found at the top of the form The Field pulldown list
99. K to quickly select a block of text work inside the edit window You can also select all text by choosing EDIT SELECT ALL from the menu at the top of the screen Tip Your insertion point must be inside the edit window for search and copy operations to work Click inside the edit window to set the cursor ChurchWatch User s Guide 23 2 The Backup Manager Chapter 24 The Backup Manager ChurchWatch provides a Backup Manager which manages saving a copy of your ChurchWatch data to a safe location You can backup to any writeable destination such as floppy disks hard drives removeable hard drives tape backup systems etc Any writeable device which has been assigned a drive letter e g A in Windows can be used as a backup device Since the tables in ChurchWatch are inter related the Backup Manager makes a snapshot of all your tables You cannot backup or restore selected tables the entire database system must be saved and restored if necessary The Backup Manager backs up the current church only If you have a multi church installation you will need to backup each church individually In addition you should do all church backups at the same time since the sub churches use some tables from the main church Backing up all churches at the same time is necessary to avoid missing important data Backup Strategy Why do backups The answer is obvious yet somewhere every day data is lost because someone neglected to do
100. M Servi CO List S S Classes Filtered Servic Servic m RU ral T I a LETT sa i dg AF Attendance Summary i Meeting Minutes Wee j servic Servic sunday Barcode Report Sunday Am Servii EB a X amp c yp XE Jte Y X JG JG XJ XM Barcode Report gram Said WOMWRISMWWWKIWIZ Sev Cl Show Colors _ Show Grid Lines Keep attendance summary up to date Board Meeting Alphabetical Order Family Order C Exclude Inactive Families Name Present Excused Sick a Sunday Sunday An An jn An An An An An JOHNSON Avery JOHNSON Peter James JOHNSON Sally PETERS Bill SMITH Amy F F1 Iv Shortcuts Select name then A Absent P Present E Excused S Sick Advanced Filters Purge By Date Figure 15 3 Attendance Manager Details Page Use the Attendance Details Page to record specifically who attended or did not attend an event You can also check the Keep Summary Up To Date checkbox to have ChurchWatch automatically keep the summary information up to date while you enter the detailed attendance Table 15 2 explains each item on this page ChurchWatch User s Guide 15 5 The Attendance Manager Formitem Description O List Filter If you would like to reduce the list of people in the attendance list to something more manageable such as people enrolled in a class you can select a filter here Using a filter along with one of the Mark All buttons can m
101. Mountain Software NOTE Email options must be properly setup in ChurchWatch Setup Form STEP 1 Choose a database Hill Valley Full Gospel STEP 2 What do you want to email Email the main data files _ Email the archive data from year 1996 STEP 3 Send the email Figure 34 1 The Data Send Utility Form Begin by choosing a database This will already be filled out with the name of your home church database and for most users this will suffice Next decide if you want to email the main data files or email a specific archived data year In most cases you will be sending the main data files Finally click the SEND button to compress and email the data to White Mountain Software If necessary you can click the SETUP EMAIL button to adjust your email properties ChurchWatch User s Guide 34 1 The Data Send Utility The CLOSE button will close this form ChurchWatch User s Guide 34 2 Appendix A Appendix A Table Structures This appendix lists each database table used in ChurchWatch and the corresponding field names and types The type is one of Numeric Numbers only Character Character text or numbers text string Logical True T Or False F Date Date DateTime Date and Time Currency Monetary Numbers only with 2 decimal places Memo Character text or numbers text string of any length Width is the number of characters allowed in the field and Dec is the number of places right of a decimal p
102. PI compliant analog modem most are TAPI compliant Check with your phone company to make sure your phone system is not digital You will also need an analog phone ChurchWatch uses TAPI compliant dialing to be compatible with a wide range of modems and Windows operating systems The Phone Dialer permits you to quickly dial any phone number stored in ChurchWatch In addition you can add new phone numbers to the phone book as well as set up to six speed dials Hardware Connections To effectively use the phone dialer you will need to connect a phone to your modem Any analog phone will do The phone is not required for dialing only for speaking Connections should be made as follows Line Out To Phone PC Analog Modem Line In To Wall Phone Jack Figure 26 1 Modem and Phone Connections ChurchWatch User s Guide 26 1 The Phone Dialer The Phone Dialer Form E nU Bienes Diaa nd Mona ugs goes Speed Dials rd EB a J amp Jc Xp Je C Jes Y JGr Ja m N Xo Xe Jo X amp Gs Jcr Xu Joy Jw X JC Cz Type Phone Number E User Def 555 1212 Clear Call Log Properties Ph Book P ai Exit Figure 26 2 Phone Dialer Form HAG 9 C E j You can display the Phone Dialer by clicking one of the DIAL buttons on the Membership Manager form You can also access the Phone Dialer from the main menu under FORMS or from the main ChurchWatch toolbar Table 26 1 explains each item on the Phone Di
103. R LEFT OUTER RIGHT OUTER FULL OUTER JOIN DatabaseName Table Local Alias ON JoinCondition PREFERENCE PreferenceName WHERE JoinCondition AND JoinCondition AND OR FilterCondition AND OR FilterCondition GROUP BY GroupColumn GroupColumn HAVING FilterCondition UNION ALL SELECTCommang ORDER BY Order Item ASC DESC Order Item ASC DESC INTO CURSOR TABLE alias Where Indicates an optional item Means or Any one of the items can be used Alias Table or cursor name Visual FOXPRO Built In Functions and Operators You can combine the built in functions and operators of Visual Foxpro into the queries you create A book on Visual Foxpro will give a complete list of the functions built into foxpro but here are some of the more useful ones P Function scription Logical Functions pe PEmelmabes OO O E a ChurchWatch User s Guide 21 5 The Query Manager a REN BETWEEN expr1 expr2 Returns TRUE if field is between the two expressions given For example WHERE AMOUNT BETWEEN 250 300 DELETED Returns TRUE if a record is marked deleted Date Functions 1999 01 01 This is how you specify a date for a field of type date You will need to use the date format chosen in the SETUP form BETWEEN date1 date2 Returns TRUE if the date is between the dates given inclusive For example WHERE BIRTHDATE BETWEEN 1963 01 01 1973 01 01 CDOW dat
104. S NAME Character 3 ACHEV_DATE Date Structure for table SS AWARD DBF Field Field Name Type 1 PER ID Numeric 2 AWARD ID Numeric 3 AWARD DATE Date ChurchWatch User s Guide Widt Widt Widt Widt Widt Widt Width Dec Appendix A Sermons Dec Description Sermon ID Date created Sermon title Sermon filename Sermon keywords Sermon notes Person who wrote the sermon ol OBRODOADD Sermon dates h Dec Description 6 Sermon ID 8 Date given 4 Comments and notes 0 Who gave the sermon Time and talents assigned to people Dec Description Person ID Family ID ime Talent type see below ime Talent name OrRWO D Time and talent names Dec Description ime Talent type ime Talent name Date created od coco ns Dec Description Name Phone number Internal user ID il 3 5 ooup Achieved classes assigned to people Dec Description Person ID Class name Date class achieved 4 coco o2 Awards assigned to people Description 6 Person ID 4 Award ID 8 Date awarded A 14 Structure for table SS AWTYP DBF Field Field Name Type 1 AWARD ID Numeric 2 AWARD NAME Character 3 DATE CREAT Date 4 COMMENT Character Structure for table SS CLASS DBF Field Field Name Type 1 CLASS ID Numeric 2 CLASS NAME Character 3 START TIME DateTime 4 END TIME DateTime 5 OCCURS N
105. When the export completes you will be given the opportunity to view the exported data Refer to your PhoneTree documentation and import this data file into PhoneTree to begin the cold calls ChurchWatch User s Guide 29 2 Data Filtering Chapter 30 Data Filtering Data filtering is probably the single most powerful feature of ChurchWatch once you understand how to build a data filter Data filters can be as simple or as complex as you want Carefully read and study this chapter To put it simply the purpose of a data filter is to reduce the view of a set of data For example instead of having a view of all people in the church database perhaps all you are interested in is men who were born this month Or suppose the pastor walks into your office and asks you for a simple listing of all women who gave an offering last month You could do it with a ChurchWatch report but you might have to sift through alot of data that also includes men By using a data filter and a QuickReport in the Membership Manager you could retrieve this information before the pastor can leave your office Data filters are used in the Membership Manager the Giving Manager the Report Manager the Export Manager and in many other places throughout ChurchWatch For this reason understanding how data filters work and how to build one will make you a much more efficient ChurchWatch user Figure 30 1 gives a simple example of a data filter Joe Johnson Sally
106. Word and Corel WordPerfect will accept a file of this type for use in a mail merge To create the mail merge file Click the Create a Mail Merge File checkbox 2 Click the browse button to set the file name for the output file Take note of where you store the file so that you will be able to find it when its time to perform the mail merge with your word processor 3 Click the BEGIN button ChurchWatch User s Guide 16 11 The Mail Manager WordPerfect Versions 7 through 11 1 Create a mail merge data file using the ChurchWatch Mail Manager Follow the instructions above 2 In WordPerfect click FILE OPEN Enter the name of the data file you created in step 1 3 When prompted for file type choose ANSI WINDOWS Delimited Text File 4 An Import Data Form is displayed Set up the following attributes Choose Import As Merge Data File Delimiter or Field Record CR LF Encapsulated Strip lt leave blank gt 5 Check off First Record Contains Field Names 6 Click OK 7 The file will be created and shown in the main document window Click FILE SAVE AS and save your data file as lt filename gt DAT Then close the window To do the merge 8 Click TOOLS MERGE 9 Click CREATE DOCUMENT or FORM DOCUMENT or FORM button In WordPerfect 10 and 11 click FORM DOCUMENT gt CREATE FORM DOCUMENT 10 If prompted Click Use File in Active Window to use existing document or New Document Win
107. a backup Computers and disk drives are not immortal they WILL fail at some point Your data represents a significant time investment and should be protected accordingly You should assign one or more people to be responsible for making daily backups You should also put a policy in place to rotate your backup media disks tapes etc A good strategy is to have a different media for each day covering two weeks At the end of two weeks you would begin again and so on Another important strategy is to store some backups off site in case of fire or other disaster Still another good idea is to do a monthly backup that is never erased and store it off site We cannot stress enough how important it is to have a good backup policy in place and to stick to it it s your responsibility Important Rotate your backup media and store at least some of them off site What the Backup Manager Does The Backup Manager is simply a copy manager although it also has the capability to compress files It copies all database files with the following type extensions from the main or sub church folder DBF Database tables CDX Index files FPT Memo text files Sub church folders are found directly under the main ChurchWatch folder The Backup Manager also copies ALL files from the following folders found under the main or sub church folder ChurchWatch User s Guide 24 1 The Backup Manager ARCHIVE Past giving years archived data PHOTOS P
108. able check box Finally click the RESERVE button to manually reserve the item You can remove a reservation by finding the reservation in the list at the bottom of this page and then by clicking the REMOVE button Email Notifications For Reserved Items ChurchWatch can send manual or automatic email notifications for reserved items Options are set in the SETUP page of this form Select a notification option You can choose one of the following Auto Email Prompt First Never Auto Email ChurchWatch User s Guide This option sends automatic email notices without prompting you This will be done completely transparently An live internet connection is required at all times This option is a semi automatic option ChurchWatch will prompt you first before sending the email notification This option is useful when you have a dial up connection and need to connect to the internet first This option turns off email notification for reservered items 19 7 The Library Manager ChurchWatch User s Guide 19 8 The Report Manager Chapter 20 The Report Manager io ChurchWatch provides over 400 pre defined reports These are found in the Report Manager a handy feature for finding modifying attributes and printing reports In addition you can modify any of the existing reports or create new ones Here are some of the features of the Report Manager Report Categories Reports are organized into 19 different categories fo
109. age to ChurchWatch support Your internet connection must be live first 2 3 Menus Toolbars and Shortcuts E Email Tables to Customer Support This item compresses your church data tables and emails them to ChurchWatch support You have the option of adding a comment to explain the problem and we recommend that you do so Your internet connection must be live first You can also perform this operation outside of ChurchWatch from START gt PROGRAMS gt CHURCHWATCH4 gt EMAIL TABLES TO SUPPORT m About Information about your software versions Main Menu The main menu is a form that is displayed on the ChurchWatch desktop If you do not wish to use this form you can set it to auto minimize in SETUP USER PREFERENCES A sin se Usar Ip E Your Church Name Here F To Do List wey aeria EE cede E MA atk at Qi Visitation Manager LI Library Manager F sticky Notes Visitor Manager a Message Manager a Bible Manager Giving Manager Je Hymn Manager El R gisters 2n t Pledge Manager 2 Gye dex E HA m 2 Mail Manager e g Event Manager n Report Manager E Y S S Class Manager mt Query Manager A Attendance Mgr 2 f Your To Do List Saturday October 29 2005 Figure 2 2 Main Menu Form Tip You will find that the main menu operates faster if you set your video display to 16 bit color or Hi Color or better Enter your church name in the SETUP form to have it displayed at the top of the main m
110. aged ra obese iste o randy D eet D eot D e 17 3 Chapter 18 The Sermon Manager iilllleeell hh hh hh hn 18 1 Dm 18 1 The Sermon Manager Form lsslsllleese eee 18 1 Chapter 19 The Library Manager leli hh hh hh hn 19 1 The Library Manager Form lsssssesel hn 19 1 Using Barcodes In the Library Manager siiis rh 19 4 FlGSenvallOlS Meester cud mene EI MEE IN E LM PIE ELE I NUPIE EN EDD 19 7 Email Notifications For Reserved Items 00 0 cee eee eee eee 19 7 Chapter 20 The Report Manager 00 2 cece eens 20 1 Report Categories 0 eee eee 20 1 Getting a Complete List of Available Reports cece eee 20 2 Selecting a Report 00 eee 20 2 To Select and Run a Report 0 00 ees 20 2 Data Filtering cs mue SEIREEWEERRSREREENRERLRZLAREBRARSRARSRARSRARSRLACSES 20 3 Report Options 0 hh hrs 20 4 Saving Favorite Reports 000 ccc hn 20 5 User Defined Reports 0000 cee eee 20 5 Importing a Report 0 eee 20 6 Modifying Existing Reports 0000 cee ee 20 6 Creating a New Report 000 ete 20 8 ChurchWatch Procedure Calls 0000 cette ee 20 9 Deleting a User Defined Report 0 000 cece ee 20 13 What To Do If The Report You Need Is Not Listed 2 0 0 0 000 ee 20 14 ix Chapter 21 The Query Manager and SQL Queries llle 21
111. ail Manager Bulk E Mail amp sib Managen P Choose Recipients Form Letters Mail Merge Labels Bulk E Mail Name Tags Options Send to Family s home E Mail Send To One Address at a Time Send to person s home E Mail Send to Several Addresses at Once Using To addresses at a time Send to person s work E Mail O Send to Several Addresses at Once Using BCC C Send a copy to the church E mail address NOTE When using To Field email addresses are visible to all Message Subject Christmas Choir Reminder File Attachments O Use Existing Form Letter Text Enter Message Text Manually Hi Folks Just a quick email reminder concerning the Christmas Choir concert practice at 7 30 pm on Monday night See you there Figure 16 6 Mail Manager Bulk E Mail Page This page allows you to send e mail to the people or families you have selected on the Choose Recipients page provided that each person or family has an e mail address entered You must have setup your email selections in the SETUP EMAIL page before using bulk email Begin by selecting one or more of the send to options in the top left corner of this page Next decide if you want to send one email at a time or send to several people at once You can also choose between CC carbon copy and BCC blind carbon copy BCC is recommended if you don t want anyone to see everyone else s email address You can specify the number of addresses to batch up in ea
112. ake attendance entry much easier The possible selections are All People All people in the database People Required Only those people required at an event Not valid for classes Class Enrollment Only those people enrolled in a class Not valid for an event Directory Only those people marked for the church directory All Men Men only All Women Women only All Children Children only Main Contacts Main contacts of households only Spouses Spouses only Others People with authority set to other only Specific Group Only those people in a specific group Specific Membership Only those people with a specific membership level Specific Need Only those people with a specific need Specific Talent or Ministry Only those people with a specific time amp talent Specific Marital Status Only those people with a specific marital status Custom Filter Any filter of your choice Refer to Chapter 24 All and letter Click the ALL button to set the filter condition to All People Click a letter button to buttons reduce the list to people with last names that begin with the letter selected Barcode Report See Using Barcodes to Track Attendance below Button and Scan Show Colors Click this to show colors in the table grid This can assist in data entry Show Grid Lines Click this to show grid lines in the table grid This can assist in data entry Keep Summary Up Check this box to cause ChurchWatch to automatic
113. aler Form Fomtm jo Deenpion 0 Fields in Top Left These fields display the current name and current number being or about to be dialed Numeric keypad Click the numbers on the phone pad to enter a phone number directly Note that you can also place the mouse cursor in the top field and type in a new number from your keyboard Click this button to clear the current name and number ChurchWatch User s Guide 26 2 The Phone Dialer Formitem jo Benin 00 Call Log Click this button to access your call log The present version of ChurchWatch is not capable of storing call times but does record who you called and when Date Time YouCaled 9 2005 11 08 07 53 PM HENSON J 508 555 1212 iv oacte decom ee Properties Click this button to setup your dialing properties such as location call waiting dialing prefixes etc Click this button to select and setup your modem Phone Book Click this button to display your phone book Each user of ChurchWatch has their own personal phone book You cannot see the phone numbers stored for other users Click this to exit the Phone Dialer Click this button to dial the current number Speed Dials Click any of the speed dial buttons to immediately dial the number stored for the speed dial Edit Speeds Click this button to edit the names and numbers stored under each speed dial button Click this to clear the current phone
114. all be governed and determined by the laws of the Province of Saskatchewan Canada and shall be subject to the exclusive jurisdiction of the Courts of the Province of Saskatchewan Canada to which you agree to attorn and submit White Mountain Software 610 Bronson Cres Saskatoon SK Canada S7J 5E5 Copyright Notices and Trademarks This software and documentation is protected by Canadian and United States copyright laws and by international treaty provisions ChurchWatch and this User s Guide are Copyright c 1999 2006 by White Mountain Software All Rights Reserved Microsoft and Foxpro are registered trademarks of Microsoft Corporation Windows and Windows NT are trademarks of Microsoft Corporation Eudora is a registered trademark of QUALCOMM Incorporated Outlook is a registered trademark of Microsoft Corporation Word is a registered trademark of Microsoft Corporation Excel is a registered trademark of Microsoft Corporation WordPerfect is a registered trademark of Corel Corporation Quicken and QuickBooks are registered trademarks of Intuit Inc Simply Accounting is a registered trademark of ACCPAK International PhoneTree is a trademark of PCS Inc This manual uses American spelling Printed in Canada Table of Contents Chapter 1 Installation and Overview cir hh hh hn 1 1 i i E Mm 1 1 R guire ments iE RE 1 3 Single User Installation 0 0 0 0 llli I n 1 3 Network Installation
115. all records for one specific person You will Ei be prompted for the person s name v ChurchWatch User s Guide 5 12 Import and Export Managers FomWm scription O Check all single Click this button to check off all records for one specific envelope Cx envelope number number You will be prompted for the envelope number v Fi Check all Click this button to check off all records listed Uncheck all Click this button to uncheck all records listed Exclude Transactions Already To avoid duplicate accounting entries this box should normally be Exported Check Box checked to exclude data you have already exported If you would like to view records that have already been exported and even export them again if you wish uncheck this box NOTE This is a fairly dangerous operation with respect to keeping your accounting records up to date and for this reason leave this check box checked whenever possible Table 5 1 Accounting Export Features Sizing the Form Changing the Sort order and Some Other Useful Features You can resize the form to any size you are comfortable with You can also change the sort order of the list simply by clicking on the column header The width of the fields in the grid can be resized left and right by clicking between the column headers and then dragging either left or right You can also change the row height by clicking between the rows and then dragging up or down To reduce the list of recor
116. ally keep the attendance summary To Date checkbox correct and up to date based on the attendance details ChurchWatch will record summary information by membership level Exclude Inactive Check this box to filter out inactive families from the list Inactive families are marked so Families in the Membership Manager Sort Orders Choose between alphabetical order or family order Affects attendance list Attendance List Use the attendance list to enter detailed attendance information You may check one of Present Excused or Sick or leave all three unchecked for Absent Table 15 2 The Attendance Details Page Items ChurchWatch User s Guide 15 6 The Attendance Manager Absentees To mark a person absent from the event simply do not check any of the Present Excused or Sick checkboxes Using Barcodes to Track Attendance To reduce data entry time you can enter data by barcode scan This feature requires the use of barcode scanner with a keyboard wedge interface This type of interface inserts keycodes directly into the keyboard buffer of your PC just as if you had typed them yourself ChurchWatch uses the Code 3 of 9 barcode font and your barcode scanner must be enabled to read this type of barcode Set your barcode scanner to strip any leading or trailing checksum digits Begin by clicking the Barcode Report button in the Attendance Manager to create a barcode report of all people currently in the Attendance list A partial example rep
117. and news You can use the automatic online update feature of ChurchWatch to check for new software at any time and you should do so from time to time Contact Information White Mountain Software 610 Bronson Cres Saskatoon SK CANADA S7J5E5 306 955 3657 EMAIL support churchwatch com sales churchwatch com Support Hours White Mountain Software is a home based business Sales Office hours are 9 00AM to 11 30AM and 1 00PM to 5 00PM Central Standard Time Monday through Friday Technical support is available between the hours of 6 00PM and 9 00PM Central Standard Time Monday through Friday and 9 00AM to 9 00PM on Saturdays E mail is recommended and e mails will be answered by the next business morning Whenever possible please use e mail to forward your questions and comments New Reports If the report you need is missing from ChurchWatch White Mountain Software may be able to add the report you require for a small hourly fee Contact us for current pricing ChurchWatch User s Guide 31 1 Support ChurchWatch User s Group The ChurchWatch User s Group is a group that exists outside the control and participation of White Mountain Software As such the continued existence of the group cannot be guaranteed by White Mountain Software The user s group exchanges discussions and information via an internet email list To participate and subscribe to the email list send an email to churchwatchusers subscribe yahoogrou
118. ar End ChurchWatch includes several fiscal year end reports Enter the fiscal year end here Note that the year is unimportant and is not used Printed Name This is the printed name that matches the digitized signature lt will appear under the signature on tax receipts and reports Use of a digitized signature is optional but recommended to save time ChurchWatch User s Guide 11 2 The Giving and Tax Receipt Managers Digitized Signature To reduce your work load at tax time you may enter a digitized signature file The digitized signature is used on tax receipts and tax reports The signature file must be a BMP JPG or GIF graphics file Click the SET SIGNATURE FILE button to select the signature file Click the CLEAR button to remove the signature file Click the TEST button to view a sample tax receipt with your signature We recommend testing your signature before printing any receipts Tip Use a thick dark felt marker to create your signature Then scan it into a BMP GIF or JPG file In addition eliminate as much white space as possible before importing into ChurchWatch Table 10 1 Giving Setups Currency Symbol You can set the currency symbol used by ChurchWatch on the FORMATS page of the SETUP form The default symbol is Giving Accounts You will need to plan and setup your giving accounts before entering giving or pledge records Refer to Chapter 6 for information on creating and maintaining giving accounts
119. ar word processing programs mailing labels in many different formats bulk e mail and even name tags for special events This chapter explains how to use the mail manager Choosing People and Families stib stsmiay STEP 1 Choose the Families People to be included in letters labels merge email tags Filter List Format S Families O People Families Salutation O Contact O Titles Name Order SLNF OFNF Use Titles Where Available Mr Mrs Output Order Form Letters 4 Mail Merge Labels l Bulk E Mail i Name Tags le All People Choose From This List JOHNSON Dr Pete amp Sally Fami PETERS Bill Family x SMITH Joe amp Anne Family Click name to see a sample label Family Name Figure 16 1 The Mail Manager The first step before creating any mailings is to choose the families or people that will be included in the mailing The Choose Recipients page of the Mail Manager is used for this purpose Refer to figure 16 1 The main list at the left lists all the people or families that you can choose from You can change who is listed by selecting a filter from the Filter List pulldown You can also change the format of the salutation by selecting one of the format radio buttons This is all explained in more detail in the following paragraphs ChurchWatch User s Guide 16 1 The Mail Manager Filtering the People List Generally the initial list of people you can choose
120. arried Separated Rename Single Figure 6 10 Marital Status Editor Formitem Description O The list at the left of the form lists all currently defined marital status names The first item in the list is always a blank item and it cannot be deleted Click inside this list to select a marital status type for renaming or deletion Click this to create a new marital status type Click this button to rename the current selected marital status type First select an item from the list and then click this to delete the marital status Table 6 8 Marital Status Editor Form Items ChurchWatch User s Guide 6 15 Lists Membership Types You can enter your own church membership types for use in the Membership Manager by using the Membership Type Editor Example membership types might be Full Youth No etc Select Membership Types from the Lists menu Members MIP T7025 Data Entry Membership Roll 5 Membership ID Es Date Created 2005 10 91 Name Comment Po 73 pw or TK ej gt Figure 6 11 Membership Types Editor ChurchWatch User s Guide 6 16 Lists Membership ID Used internally by ChurchWatch Date Created Date this membership type was created Name Name of the membership type This item will be auto formatted if list auto formatting is turned on This field indicates the current type that most buttons on this form will operate on r J Formitem Descrip
121. as resources that need to be managed A Resource is another name for an Asset Resources are assets that the church owns and needs to track for insurance booking lending scheduling or other reasons ChurchWatch provides a Resource Editor to allow you to create and maintain a list of resources and even store a photo of the resource The resources you define can be booked in the Event and Sunday School Managers You can view the booking schedule for any given resource from several places in ChurchWatch ChurchWatch can also warn you if you over book a resource Before any of this can happen you need to create a list of resources specific to your church Select Church Resources from the Lists menu amp Chien 230623 and 33205 Samiaa Details Purchase Sale Borrowed In Use By BAE Microphone And Amp Paper Cutter m Projector Resource ID Asset 234 Screen White Board Date Created Resource Name Projector Manufacturer Model LT180 e n LT180 Comment s J v J M f gt 0 J mw Figure 6 6 Resource Editor Tip Ifyou decide to track your church resources using the Resource Editor remember to keep a backup of your ChurchWatch data off site in case of a fire This listing would be useful for insurance purposes ChurchWatch User s Guide 6 9 Lists Lem eel Resource ID Used internally by ChurchWatch Date Created Date resource name was created Asset If y
122. ata amp Data Import 4 im STEP 4 Save the imported data Use the Browse button to check the import CAREFULLY Then click the Commit button to save the data into ChurchWatch to see how Families have been structured NOTE Be sure to double check the Family id and per id person id Fields Figure 5 4 Final Steps The Import will be performed and the page shown above will be displayed Click the BROWSE CHECK button to view the results of your import Be sure to double check the way that the Import Manager has grouped the families in the input file Per id Family id Family nam First name Record lev Address City Housphonel Directory l Figure 5 5 Results of the Import Study the results in Figure 5 5 Notice that the data has been correctly imported Also notice that the family ID fields from our example input file have been changed ChurchWatch assigns its own family IDs Tip Blank records in the import are caused by blank lines in the input file or by a carriage return at the end of the file You have a choice of correcting the input file and redoing the import or leaving the import results as is and deleting the blank family in the Membership Manager later ChurchWatch User s Guide 5 6 Import and Export Managers Although the data in the import results shows many repeated fields such as the address field ChurchWatch actually stores the data much more efficiently In
123. ata is not affected by auto formatting Table 4 5 Formats Page ChurchWatch User s Guide 4 7 Setup and Maintenance SETUP PAGE 6 Appearance This page allows you to setup the overall look and feel of the ChurchWatch program itself Begin by selecting an item in the list on the left Detail Window Change settings using the prompts in the panel at the right Themes Themes are pre defined sets of ChurchWatch appearance One User settings ChurchWatch provides several themes that you can select from using the pull down list box in this window In addition you can create and maintain you own themes using the buttons SAVE AS SAVE and DELETE SAVE AS Use the SAVE AS button to save your current settings under a new theme name SAVE Use the SAVE button to save your current settings under the current theme name This modifies the current theme DELETE Use the DELETE button to delete a user defined theme You cannot delete the default ChurchWatch theme Table 4 6 Appearance Page SETUP PAGE 7 User Defined Fields Membership Manager People Level This page allows you to set the titles used for user defined fields in the Membership Manager These field names will be used in the Membership Manager in data filters and in ChurchWatch reports Character Fields Six user defined character text fields are supported Enter the All Users titles here Numeric Fields Three numeric fields are supported Enter the titles here All Users
124. atabases The Query Manager is not intended for new users or those not comfortable with SQL However the language is fairly simple to learn and understand so if you like a challenge try some experimentation in the Query Manager You cannot damage any data by using the Query Manager so experimentation is safe SQL is a broad topic that covers entire books If you would like to learn more about SQL your local bookstore will have many books related to this subject This chapter covers SQL only in minimal detail A book covering Microsoft Visual Foxpro would also be useful since SQL queries can be combined with Visual Foxpro functions The Query Manager Form Byes iue Quar Enter any valid SOL statement starting with SELECT SELECT FROM PEOPLH To Screen C To Printer O To File To Spreadsheet Figure 21 1 The Query Manager The Query Manager form is fairly straight forward There is an edit window to type queries into buttons for running and clearing the query and buttons related to saving restoring and deleting queries ChurchWatch User s Guide 21 1 The Query Manager In addition several report destinations can be selected Note that if you chose the FILE destination ChurchWatch will create an ASCII text file TXT with your query results Text files are handy for cutting and pasting the query results into another Windows tm application Table 21 1 explains each of the buttons on the form mun o BDeenpin
125. ation is available there Deleting a User Defined Report Only user defined reports can be deleted Select the report you want to delete and then click the DELETE button ChurchWatch User s Guide 20 13 The Report Manager What To Do If The Report You Need Is Not Listed Naturally we didn t think of every report that might be useful to you If you need a report that is not listed and you are not comfortable or able to create your own reports White Mountain Software can create the report for you for a small hourly fee New reports typically take less than one hour to create so the costs can be quite reasonable for important reports you need Ownership of new reports remains with White Mountain Software and will be included in future versions of the software Contact White Mountain Software for current labor pricing ChurchWatch User s Guide 20 14 The Query Manager Chapter 21 The Query Manager and SQL Queries ui The power and speed of the Query Manager to retrieve data from your ChurchWatch databases is rather astounding Queries are a way to specify in a general way what you want to retrieve from the database tables Virtually any combination of data can be retrieved making this a great way to retrieve data that is not covered in the existing reports and to create interesting reports and statistics The Query Manager is included for advanced users who understand the Structured Query Language SQL used by most relational d
126. ault Loan Set the default loan period here This is the loan period that seeds the loan period on the Period first page Each item can have a different loan period if desired Print Library Cards Click this button to display the library card form that assists you in creating library cards with barcode Library cards are printed on standard business card stock Print Library Item Click this button to display the library item label form that assists you in creating library Labels item labels that contain a barcode ChurchWatch uses the Item ID to create the barcode Reservation Email See paragraph below concerning reservations Notifications Overdue Email If an item is overdue you can click the Send Email Now This One Item button to send Notifications an email notice to the offender You can also click the Send Email Now All Items to send notifications for all overdue items Delete History Click this button to delete history for the current library item Delete All History Click this button to delete all history records for all library items Delete Prior To A Click this button to delete all history records prior to a given date Date Item History Grid The history grid shows borrow return history for the current item Scanner box You can scan a library card here to reserve the current item Refer to the paragraph below concerning reservations Manual You can use this box to manually reserve the current item Refer to the paragraph bel
127. ay between two All people who don t have a birthday in the given dates given date range All people of specific age s All people not of the specific age s All people with an anniversary between All people who do not have an anniversary two given dates between the two given dates All families marked as a temporary giver All families not marked as a temporary giver All people who have given All people who have not given All people giving x or more All people giving less than x AND including non givers All people giving something but x or less All people giving more than x AND all non givers All givers who gave to a specific account All people who have not given to the specific account All givers who gave in a specific batch All people who did not give to the specific batch All givers who gave something between All people who did not give anything two given dates between two given dates ChurchWatch User s Guide 16 3 The Mail Manager All Envelope All people who have an envelope this All people who do not have an envelope Holders year s envelope All Envelope All envelope holders who have given All envelope holders who have not given Holders Who Have something this year anything this year AND all non envelope Given holders All Envelope All envelope holders who have not given All envelope holders who have given Holders Who Have anything this year something this year AND all non envelope NOT Given holders The
128. ay form you have the option of changing the report name the report description and the security level To change the layout of the report including font type font size and colors click the LAYOUT button Figure 20 4 shows the resulting report writer and associated windows DE FW RPL Ys TCU Ge OB Trap f UO c Me BRA bu gt Late Waras Ads rma Peper CHO alice wm iB mmi N NEN ESNNIZNNS i Ag C CIO M a Pelt u ave 2 STB Kaa ranm Fh Wark Hhnme Ext etl Mhnmne Pays vas Repart Controls Toalbar Layout Wind ow Color Palette Toolbar Layout Toolbar Figure 20 4 Report Designer NOTE The report toobars may appear undocked and floating over top of the layout window In addition to the Report Designer window two new main menu items will appear on the top of screen menu FORMAT and REPORT These two menus contain items related to report modification ChurchWatch uses the Microsoft Visual Foxpro Report Designer Use of the Report Designer is a very large topic that goes well beyond the scope of this manual There are many excellent books available on the topic of Visual Foxpro and these should be available at a local bookstore or from www amazon com You can also review online documentation at Microsoft s website The Foxpro Report Designer has been drastically changed in Visual Foxpro Version 9 used by ChurchWatch Version 4 and so a book specific to Visual Foxpro 9 is recommended However there are simpl
129. ay terminate this agreement if you fail to comply with any of its terms or conditions Upon any termination of this license you agree to destroy the licensed software and its documentation together with all copies modifications or portions of them in any form You must provide us on our request written certification of such destruction Limited Warranty White Mountain Software warrants that for a period or ninety 90 days of normal use from the date of original purchase as evidenced by your receipt the CD and or diskettes on which the software is recorded will be free from defects in materials and faulty workmanship and the software will function substantially as described in the enclosed program documentation Except for the aforesaid warranty all products delivered pursuant to this Agreement are delivered on an as is basis and White Mountain Software expressly disclaims any and all other warranties expressed or implied including without limitation implied warranties or conditions of merchantable quality or fitness for a particular purpose No verbal or written information or advice given by White Mountain Software or its employees or representatives shall increase the scope of the above Limited Warranty or create any new warranties Limitation on Liability White Mountain Software s entire liability in tort contract or otherwise and your exclusive remedy for breach of the limited ninety 90 day warranty herein before provided for
130. based on pledge data for any given time period The reports of course assume that all pledges will be honored in full and on time ChurchWatch User s Guide 12 5 The Pledge Manager ChurchWatch User s Guide 12 6 The Event Manager Chapter 13 The Event Manager Q What is an Event The Event Manager is a powerful tool used to define church events for the purpose of tracking attendance tracking the use of church facilities and resources tracking the schedules of people printing church calendars and setting up reminders An event can be anything that happens at your church but should not include Sunday School or other classes as these are handled by the Sunday School Class Manager in a similar way Example of church events are Services Meetings Weddings Baptisms Funerals Examples of items that should NOT be placed in the Event Manager are A doctor s appointment m Evangelism class It would be better to place the above items in your To Do list or the Sunday School Class Manager There are a number of event setups available on the SETUP gt EVENTS page Event Frequency The Event Manager makes it easy to define recurring events to greatly reduce the number of unique events you will need to create For example to track attendance at Sunday Services you could define an event titled Sunday AM Service set the initial date to the next Sunday and then set it to recur each Sunday thereafter When it s time to enter attenda
131. ble Field Field Name 1 RG ID 2 FAMILY NA 3 FIRST NAME 4 IDDLE NA 9 PARENTS SP 6 BIRTHDATE 7 DEATHDATE 8 BURYDATE 9 BURYPLACE 10 REVEREND Td PARISH 12 DEATHNOTES 13 LOCL NOTES Structure for table Field Field Name 1 RG ID 2 FAMILY NA 3 FIRST NAME 4 IDDLE NA 5 CERT NAME 6 FATHER 7 OTHER 8 REVEREND 9 BIRTHDATE 10 BAPTDATE T1 FCDATE 12 BIRTHPLACE T3 BAPTPLACE 14 PARISH 15 FC NOTES 16 LOCL NOTES Structure for table Field Field Name 1 HOME LOC ChurchWatch User s Guide RG DEATH DBF Type Numeric haracter haracter haracter haracter ate ate haracter haracter haracter emo emo C36 CY OIG 666 62 o ct oO RG_FC DBF Type Numeric haracter haracter haracter haracter haracter haracter haracter ate ate w ct 0 haracter haracter haracter emo emo Cr Cr Cr DJ UJ C 0 03 Cr CECCI RG_HOME_LIST DBF Type Character Appendix A Death Register Width Dec Description 10 Register ID 40 Family name 30 First name 20 iddle name 50 Parents or spouse name 8 Date of birth 8 Date of death 8 Date of burial 50 Place of burial 50 Pastor s name 50 Church name Death notes Local notes First Communion Register Width Dec Description 10 Register ID 0 Family name 0 First name 0 iddle name 0 ame on Certificate
132. book filter and display all stored numbers Click a letter button to reduce the visible phone book entries to only those that start with the selected letter Click this button to add the current name and number to your phone book To create a new entry use the NEW button instead Select a row in the phone book and then click this button to make the entry the current name and number Double clicking an entry in the phone book has the same effect Click this button to create a new phone book entry from scratch After entering the name for the phone book entry click on the phone number field and enter a phone number ChurchWatch User s Guide 26 3 The Phone Dialer Fomtm jo Denon 0 Delete Select a row in the phone book and then click this button to delete it Pressing the delete key on your keyboard has the same effect Click this button to close the phone book Table 26 1 Phone Dialer Form Items Dialing a Number Once you have dialed a number you need to pick up the phone and wait for the party to answer Don t pick up the phone until the modem has finished dialing Tip The DIAL buttons in the Membership Manager will simply display the Phone Dialer Click DIAL in the Phone Dialer to dial the phone The Phone Book Each user of ChurchWatch has a phone book You can store personal numbers here and then quickly dial them with the phone dialer The people and phone numbers in your phone book do not have to be
133. bution Data Batch Summary YTD Statistics I YTD Givers i Filters Solutions 2005 10 30 Sunday Serv E71 E Env Or Name C Exclude Inactive Families All People O Main Contacts Env amp t Holders Amount Receiptable Set Auto Load Account Budget C tock Account Name Comment Splits Editor Batch Statistics V List in Data Entry Order Show Deleted Records Records shown in red are Ugetec rate Amount Account Type Chk 4 S batch Z 1 JOHNSON Peter 20 00 Budget Pre Total 0 00 il Entry Total 160 00 PETERS Bill 100 00 Budget Balance 160 00 1 JOHNSON Peter 15 00 Budget Envelope Total Hash 3 1 JOHNSON Peter 15 00 Missions Envelope Count 3 iv Loose Cash Total 0 00 ep wm B Window Total 160 00 8 Ce Ern Ce C oni frs cce sien fcrc Post F5 Batch Statistics Area and Envelope Hashing The Batch Statistics Area is used to display statistics about the batch Most are self explanatory but some explanation is required for the concept of Envelope Hashing The hash total for any batch is the sum of all envelope numbers In addition to the batch balance the hash total is another way to verify your data entry Calculate the total sum of all envelope numbers on your teller sheet for the batch then compare it to the hash total in ChurchWatch If they match you can be reasonably confident of good data entry Note that this concept only works if you w
134. button to access or create class notes Promoting People and Classes You can promote and optionally move a single person or the entire class to a new class by clicking the PROMOTE or PROMOTE CLASS buttons When you click one of these buttons you will be prompted with two choices You can choose to just promote move ChurchWatch User s Guide 14 5 The Sunday School and Class Manager people to a new class or you can choose to mark the class as achieved without moving people to a new class When you promote a person or class ChurchWatch records the class as achieved in each person s class data Classes achieved can be viewed in the Membership Manager under the CLASSES page A MEMBERSHIP MANAGER button is provided here on the Class Manager form for convenience When promoting a person or class you will also be given the opportunity to assign a special award Refer to the next paragraph for more information Assigning Special Awards Special Awards can be assigned when a person or class is promoted or by clicking the AWARD button Before doing so you will need to create some award names refer to Chapter 6 Lists for more information An example of a special award might be Gold Star Attendance Award You can name the awards anything you like There are also several reports available in the Report Manager pertaining to awards ChurchWatch User s Guide 14 6 The Sunday School and Class Manager Teachers Page The teachers page is use
135. c 4 Smarter online update for In the past updating reports may have reports erased some of you user defined changes for reports found in SETUP gt REPORTS page This is no longer the case The reports are also kept in a separate file online so you can decide if you want to upgrade or not 5 Improved online update We now have the ability to issue much longer messages when you do an online update of the software 6 Report filters improved The Report Manager now only allows filters that are applicable to the report you choose After running a report it correctly restores the filters so they can be used again Fi Brand new email system The email capabilities of ChurchWatch throughout have been completely redesigned using a reliable third party software add on Bulk email is beefed up and you can now send internet email from within ChurchWatch s Message Manager system 8 Ability to save Mail Manager You can now save and recall the lists you lists create in the Mail Manager 9 Improved Database Rescue The Database Rescue Utility is now even Utility more powerful and can solve a wider variety of problems 10 Salutation creation dramatically ChurchWatch creates the salutation faster strings automatically eg Mr and Mrs Ted Smith This is now done dramatically faster 11 New Mail Manager A huge list of Mail Manager filter options has been added making the ability to create mailing labels mail merges etc much much mo
136. case letters Step 1 Choose the Accounting File Type Export Manager Bex STEP 1 Select the type of data you wish to export You may also set a filter to select a specific set of data O House Addresses Set Filter CD RR O House amp People geata 9 Giving Test Browse You can quickly export financial transactions to a Quickeri Em or QuickBooks tm import File or choose other to export to some other type of File Format NOTE Most Accounting Dackooois itm ME File software packages can Quicken tm QIF File import QuickBooks files O simply V SAT For Windows NOTE As of Quicken 2004 Q Simply Accounting For DOS you will not be able to import CO Other type of export file IIF files Figure 5 9 Choosing the Accounting File Type Choose either a QuickBooks IIF file a Quicken QIF file Simply Accounting for Windows Simply Accounting for DOS or other type of export file Click the NEXT button to move to the next step If you choose other follow the directions under STEP 2 Choose Specific Fields in the previous section ChurchWatch User s Guide 5 11 Import and Export Managers Step 2 Choose the Giving Records to Export Now you need to choose which giving records you are going to export Simply clicking on the record will check the check box on that row and mark the record for export Records that have already been exported are not listed to avoid exporting the
137. ch SETUP FORMATS In addition if you are using a text file as the input source the date fields should not be in quotes ChurchWatch User s Guide 5 2 Import and Export Managers As already mentioned using a family ID code is a better method for import so lets add a numeric family ID to the start of each record Smith Joe 1 123 Elm Street Anytown 555 1212 T Smith Helen 2 123 Elm Street Anytown 555 1212 T Smith Johnny 3 123 Elm Street Anytown 555 1212 T Smith Cindy 3 123 Elm Street Anytown 555 1212 T Smith Amanda 3 123 Elm Street Anytown 555 1212 T Peters Eldon 1 123 Any Street Anytown 111 2222 F Peters Shiela 2 123 Any Street Anytown 111 2222 F Peters Tommy 3 123 Any Street Anytown 111 2222 F NNPKN PPPAe eHPOp oN Nw NS SUN Now that the input file is complete and has been checked we are ready to begin the import Step 1 Choose the Import Type Data Import la m p STEP 1 Do a backup before attempting to import data If not done properly this can cause significant damage to your databases If you have done a backup select the table s you wish to import data to zz House Addresses Assumes each record O House and People Details contains a unique Family Figure 5 1 Choosing the Import Type You have two choices for the import type If you are simply importing famil
138. ch send using the XX addresses at a time setup to the right of this option list Next enter a subject for the email A subject should always be entered or some Internet servers may reject the email as junk mail If desired you can even include file attachments Click the button to browse for a file or files to attach to the email Now you need a message body You can two choices You can use the text body of an existing form letter or you can enter text manually on this page Choose one of these two options If you chose to enter the text manually on this page enter your message body in the box provided at the bottom of this page ChurchWatch User s Guide 16 14 The Mail Manager Finally click the BEGIN button to send the emails If you have chosen MAPI based email in SETUP EMAIL your email program will have copies of the email sends in your outbox For this reason we recommend using SMTP based email when using the bulk email feature Troubleshooting Email Problems sending e mail are usually related to not having a MAPI enabled e mail client or by not entering correct user and password information when using SMTP email If you are using MAPI try this simple test Click on the Windows START button and choose RUN Enter mailto admin churchwatch com and click OK Your email client should start If using SMTP email and you are not sure of your user name and or password or you are not sure if SMTP Authentication is in use
139. chWatch icon in your START gt PROGRAMS or START gt ALL PROGRAMS list and right click your mouse on it Choose PROPERTIES 6 Click the Shortcut tab Finally change the Start In folder to the drive letter you created in step 4 above LOSFITLEIL ES SUIS eu OL pl bz Less Siue Co Loy SI ciloul lo evadit Tagrilpe An devia apel kudsi Una sich 3 Tace Herriei Sclleaare Irc nz ocvamch eos Sivil ev yan Caxuan amp m None Fon Ariel Since Cen v ie lags tras lari J ibara Ce JD ee JD an Figure 1 4 Setting the Start In Folder ChurchWatch User s Guide 1 6 Installation and Overview Updating the Desktop Shortcut on Each Workstation The ChurchWatch install program creates a desktop shortcut for you but you will need to connect the Workstation to your server as follows 1 Right click on the ChurchWatch desktop icon Choose PROPERTIES 2 Click the Shortcut tab Change the Start In folder to the drive letter you created in step 4 above iurieut tu utei 2c MIUUSITSS General Shortcut Compatibility A Shortcut to cwatch exe Targettype Application Target location Churchw atch 4 Target Mountain SoftwareChurchw atch 4 cwatch exe Start in AUAM Shortcut key None Run Normal window Comment Figure 1 5 Setting the Start In Folder ChurchWatch User s Guide 1 7 I
140. ck used Free form notes ow uu NOOOoO00725 Special need names Width Dec Description 5 Special need ID 50 Special need name 8 Date created 50 Comments Special needs assigned to people Width Dec Description 5 Special need ID 5 Person ID A 7 Structure for table Field Field Name 1 C NAME 2 FOLDER 3 ADDRESS1 4 ADDRESS2 5 CITY 6 PROV 7 COUNTRY 8 ZIP 9 PHONE 10 FAX 11 EMAIL 12 WEB PAGE 13 CHARITY 14 LOGO FILE 15 DEF CAT 16 SIG FILE 17 SIG TEXT 18 DEF ZIP 19 BACKUPPATH 20 LAST BACK 21 F YEAR END 22 PASTOR Structure for table Field Field Name 1 EVENT ID 2 PER ID ChurchWatch User s Guide PARISH DBF H M Oo 0 haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter teTime te haracter w Qn OOOO QO C CE CCL Q0 OQ CL CEC CEC w PEOP_REQ DBE Type Numeric Numeric Church Names Description Widt 5 Le Ul Q HP U1 O1 iS O1 2 O1 O1 C0 C0 I2 O1 C Oo OC E ae DE D AE ED AE E AE e AE c0 o0o0oP oPooococ x 5 Widt 5 h 5 5 pec pec hurch older hurch hruch hurch hurch DLE of hurch hurch hurch hurch QOQOQOQOQQPnuoOoUuvuooQomuo nurcn Appendix A Name containing data address address city rovince or State c
141. concepts when assigning envelope numbers Very Important Only offerings marked receiptable are included on tax receipts When creating giving accounts make sure the default receiptable status is set correctly USA Substantiation of Contributions Report The Substantiation of Contributions Report is intended mainly for USA churches but may be suitable in other countries as well To make this report as flexible as possible you can change the limiting amount which is defaulted to 250 for USA churches You may want to double check the amount entered on the Options page before generating the report The purpose of the report is to satisfy the IRS requirement that all contributions over 250 be substantiated The definition of an offering or contribution was given earlier in this chapter but we will repeat it here An offering is defined by ChurchWatch as any amount s given on one particular date This is an important concept to understand for USA customers For tax reporting purposes offerings gt 250 must be substantiated In the rare case where two or more offerings are given on the same day by one person they will be treated as a single offering If the total amount for the day is gt 250 it will appear on the Substantiation of Contributions Report Very Important Only offerings marked receiptable are included on the Substantiation of Contributions report When creating giving accounts make sure the default receiptab
142. contact your Internet Service Provider Important Especially when using MAPI ChurchWatch has no control of the e mail process once you click the BEGIN button If an error occurs a message will be displayed explaining the error and ChurchWatch may shutdown If this occurs double check that you are connected to the internet and make sure you have a MAPI aware e mail program When using SMTP much better error reporting is possible For this reason we recommend using SMTP email protocol when sending Bulk Email ChurchWatch User s Guide 16 15 The Mail Manager Name Tags Mu anger Choose Recipients Form Letters l Mail Merge Labels l Bulk E Mail Name Tags 7 Print Name Tags Name Tag Destination Name Tag Header 3 Lines Max Bees O Printer Lo 3 OOF Fie OMS Word DOC File OMS Word RTF File OMS Word Flow DOC OMS Word Flow RTF O Microsoft Excel File O HTML File O Plain Text File Tag Style Avery 5160 1 x 2 5 8 Options Skip Include Attendance Barcodes NOTE Barcodes work for people Format only Figure 16 7 Mail Manager Name Tags Page While not really a mail function name tag generation fits nicely into the Mail Manager since it also uses the recipients you selected on the Choose Recipients page ChurchWatch prints name tag sizes to fit standard name tag stock you can purchase at any stationary store ChurchWatch User s Guide 16 16 The Mail Manage
143. copy the 2 report files you received lt filename gt FRT and lt filename gt FRX into the main ChurchWatch folder If you have a network system copy the files to your ChurchWatch server only Next follow these steps to import 1 Click the IMPORT button in the Report Manager You will be prompted for a FRX file 2 Locate the new lt filename gt FRX file and select it Click OK to continue 3 On the form that follows enter a descriptive report name a description and a security code if security protection is desired 4 Click SAVE to complete the import Modifying Existing Reports You can modify the existing report layouts and even the underlying code Begin by selecting the report you want to modify You can select a user defined report or an original ChurchWatch report In the latter case a copy will be made first before any modifications can be done Click the MODIFY button to begin the modification process The form shown in figure 20 3 will be displayed SA judi dating fagon SSS User defined report name ll Phones Report description listing of people with all phone numbers stored in the database tables This report includes all people not just those families marked for the church directory Use a House filter directory Yes if you only want people in the directory Security Level Membership Manager Figure 20 3 Modify Report ChurchWatch User s Guide 20 6 The Report Manager On the displ
144. d The solution is to use a data filter In this example you could choose the All Phones report under the Directories category and then create a data filter to include only men Refer to chapter Introduction of this manual for detailed information on data filtering Filters are not recommended for new users since you should have a good understanding of the information presented in chapter You should also be aware that data filters do not work on all reports and that some experimentation will be required To assist you ChurchWatch only allows filters that apply to the report you have chosen Tip You can produce reports for past giving years and even for membership data that was archived simply by changing the giving year on the ChurchWatch toolbar To create a filter you will need the information presented in appendix A table formats To create a data filter click any of the SET FILTER buttons You can then use the BROWSE TEST button to see if your data filter has collected the records you were interested in If you see lines of stars in the browse window do not be alarmed this is quite normal and is simply showing you records that have been hidden by the filter The CLEAR FILTER button is used to remove the data filter Note The word Filtered shown on the main Report Manager page is provided to remind you that you have a filter in effect ChurchWatch User s Guide 20 3 The Report Manager Report Option
145. d and then re enable the Auto Formatting using this toolbar Hil Valley Full Gospel v 2005 ao Datalizze Name Giving Year Auto Formatting Enable Figure 2 4 Data Context Toolbar Undocking and Moving the Toolbars To move and or undock either toolbar simply click your mouse on the vertical bar at the far left While continuing to hold the mouse button down drag the toolbar to the desired position If dragged onto the ChurchWatch desktop it will float there as a window until you move it When floating the toolbar is always on top and may cover up parts of forms Note that when the toolbar is located on the ChurchWatch desktop its shape may change automatically The toolbars are sizeable so you can resize them as desired when they are floating Docking the Toolbar To dock lock in place at the top bottom left or right of the screen the toolbar use the move procedure above and move the toolbar to the top bottom left or right of the screen until it locks in place The toolbar will remain docked until you move it again When docked forms will not be allowed to use the space occupied by the toolbar ChurchWatch User s Guide 2 5 Shortcuts Menus Toolbars and Shortcuts ChurchWatch includes many shortcuts to help make you more productive 8 Sticky Notes Sticky notes are simply temporary windows where you can place reminders to yourself Sticky note windows always remain on top regardless of the state of
146. d for deletion This is done so that you can undelete the record if desired Choose Pack Databases to physically delete records and free up disk space Fix Corrupted Memo Files Very rarely usually after a power disruption you may receive a All Users corrupted memo file error while using ChurchWatch To correct the problem click this button Zap All Tables CAUTION This button deletes all data in all database tables All Users Note that the data cannot be recovered once zapped unless you have a good backup Reset SmartForms Data Use this button to reset all SmartForms data All sizes positions All Users and states of forms will be forgotten so that all forms revert back to original defaults This is especially useful if a form is off screen due to a change in screen resolution Repair House and People The QuickSearch lists in the Membership Manager are derived All Users QuickSearch Lists fields You can regenerate and repair them at any time if necessary by clicking this button Normally this is not necessary Mass Edit Launches the Mass Edit Wizard to change large amounts of All Users database data from one value to another Default Backup Path Use this field to set a default backup directory The Backup All Users Manager will always load this as the default disk drive and directory Use the Browse button beside the field to choose a disk drive and directory Table 4 2 Maintenance Page ChurchWatch User s Guide 4 3
147. d that the process is a bit awkward and slow The trick to making the data entry go faster is to avoid using the mouse at all costs Practice these steps and you will soon become quite proficient at data entry We ll assume that the cursor is already located in the envelope number or name field Step 1 Enter an envelope number or name Press the TAB key If you entered an envelope number you will need to confirm the name and then press TAB again If there is no envelope number press the TAB key to move to the name field When in the name field there is no need to pull down the list You can enter the first few ChurchWatch User s Guide 11 11 The Giving and Tax Receipt Managers letters of the last name then use the up and down arrow keys to browse further to the correct name Step 2 Enter the amount to post Press the TAB key Step 3 The cursor is now on the receiptable field If you wish to change it press the SPACE bar Then press the TAB key Step 4 You are now positioned in the account field If the account selected is correct just press the TAB key Otherwise type the first few letters of the account name until you find the account you need Press the TAB key Step 5 If you wish to enter a comment do it now Otherwise press the TAB key again Step 6 To enter a transaction type enter the first few letters of the type Note that cash check and C C Credit Card all begin with the letter C Keep typing C until you see the i
148. d to as the S C Report This report is intended mainly for the USA to substantiate contributions of 250 00 or more to the IRS In addition the Tax Receipt Manager is capable of printing mailing labels for mailing the tax receipts or S C reports Two other reports are available 1 The Giving Details report This report contains all offerings made by each person You may want to mail this out along with the receipts or S C report The Tax Year Audit report This report is useful after printing tax receipts lt contains a list of all receipt numbers the amount on the receipt and who the receipt was issued to There are also many options available to you such as Set report destination screen or printer Set filters Set receipt and report options Tip In addition to printing mailing labels the Tax Receipts and S C report are designed for 10 windowed envelopes when folded twice A folding machine and 10 windowed envelopes can greatly reduce your work load at year end ChurchWatch User s Guide 11 18 The Giving and Tax Receipt Managers The Tax Receipt Manager Form Actions Page Se Uhperacaiut nita C Generate Receipt Serial Number s Current Giving Record Only E Print Tax Receipt s O All Giving Records year end Print Giving Details report s Custom Criteria custom filter C Print Mailing Label s O One Person Print Tax Year Audit report O One Envelope Print substantiation
149. d to optionally assign teachers to a class if this is something you want to keep track of ChurchWatch will remember who has taught which classes and this can be quite useful in the future when trying to remember who has experience teaching specific classes Sunday 3eiuul sd Class Managen Maturity Class 2005 11 07 07 30 PM Maturity GA zz 2 1 2005 10 02 10 00 AM Power Hour Details Description l Enrollment Teachers Facilities Resources 2005 10 31 07 00 PM Support Gr Who Teaches This Class JOHNSON Avery JOHNSON Peter James JOHNSON Sally PETERS Bill Peter Sally L 77 j Ce coor oe reran Jt e Jerone ee Figure 14 3 Class Manager Teachers Page To mark a person as teacher select a person from the left list and then click the right facing arrow button You may add as many teachers as required To remove a teacher or all teachers click the left facing arrow or the broken left facing arrow It is important to note however that once a person has been placed in the right list even for just a moment he she has been remembered as a teacher of this class When you remove the teacher from the list you will be asked if you want to remove this class from the person s list of taught classes You can also use the Membership Manager CLASSES page Refer to a later paragraph in this Chapter ChurchWatch User s Guide 14 7 The Sunday School and Class Manager Facilities and Resource Pages
150. d when the giving and pledge data is archived This item is discussed in more detail in the Giving Manager chapter 11 Contact refers to a person or family outside of the church that you need to store contact information about Vendor refers to a business that the church works with or any business for which you want to store contact information about Tip Anyone stored in the Membership Manager can give an offering regardless of the type of contact Include Spouse Name on Tax Receipts In ChurchWatch offerings are credited to people not families at data entry time This is described in more detail in Chapter 11 However it is possible to include a spouse name on the tax receipt thereby giving the appearance that the offering is credited to the couple To select this behavior for the current household check the include spouse name on tax receipt checkbox on the Main Address page Inactive Families A family can be marked inactive on the Main Address page At this time this feature is used only as a list filtering option in the Giving and Attendance Managers ChurchWatch User s Guide 8 5 The Membership Manager Household Level Form Buttons This section describes each of the buttons at the household level QuickSearch List Use the QuickSearch list to browse find and select either a household or a person Selecting a household selects household level while selecting a person selects person level The form will
151. date to todays date Click this to go to the first event Click this to go back one event Table 13 1 The Event Manager Buttons Click this to go forward one event QuickSearch List Click on an event in the QuickSearch list to make it the current event If the event of interest is not displayed click the scroll bar to move the list and view more events There are a number of options available to you if you right click on a QuickSearch list item or on the QuickSearch title ChurchWatch User s Guide 13 3 The Event Manager Details Page and Recurring Events The details page is the main page of the Events Manager Use this page to set the dates and times for the event You can specify if you would like a reminder and if the event is to occur more than once and optionally when it stops recurring Table 13 2 lists the items on the Details page Formitem scription O The Event ID is used internally by ChurchWatch and cannot be modified Set a Reminder Check this box if you would like ChurchWatch to remind you before the event occurs You can also set when you would like the reminder to occur by setting the number of minutes or hours in minutes before the event Note that ChurchWatch must be running in order to receive the reminder Publish in Calendars Check this box to allow the event name dates and times to appear in church calendars Exclude in Conflict Check this box to exclude all occurrences of this event from schedule c
152. dd the second condition This time you will notice that the filter condition form has changed It now includes a Connection field YW rilizr Condition Connection Field Operator and 3 Postal Cod E begins with Value Case sensitive 123 Figure 30 5 Filter Condition Form Compound Filter STEP 3 Choose a connection type This is where things get more difficult Refer to table 30 3 for help Connection Description Logical AND A AND B means that both A and B must be true In the filter example below gender must be male AND family name must begin with W This is the filter you would use for the example we are working on e g sex M and family nam begins with W This would give a list of all males whose last name begins with the letter W Logical OR A OR B means that if either A or B is true the field is accepted in the filter For example if we wanted all males OR people with a family name beginning with W the filter would be e g sex M or family nam begins with W This would give a list of all males AND any person whose last name begins with W ChurchWatch User s Guide 30 6 Data Filtering Filter conditions always work from left to right If you would like to override the order you need to use brackets Brackets are usually only required for compound filters that contain more than two 2 conditions Items in brackets are always checked first To
153. deletes all people in the group from your Membership data as well Use this button with caution Add By Filter This button provides a handy way to add a large number of people to the interest group by using a people filter For more information on filters refer to chapter 30 Remove Select a person in the interest group and then click this button to remove him her from the current interest group ChurchWatch User s Guide 6 5 Lists Formitem Description O Remove All Click this to remove all people from the current interest group Delete All Similar to Remove All m this deletes all people in the interest group from your Membership data as well Use this button with caution PAGE 4 Notes You can keep free form notes meeting minutes or anything else of interest in the notes window for each group BUTTONS oa okmem mewenmegnp Table 6 2 Group Editor Form Items ChurchWatch User s Guide 6 6 Lists Church Facilities Every church has facilities that need to be managed Facilities are usually rooms in the church such as meeting rooms class rooms the sanctuary a gym etc ChurchWatch provides a Church Facilities Editor to allow you to create and maintain a list of facilities The facilities you define can be booked in the Event and Sunday School Managers You can view the booking schedule for any given facility from several places in ChurchWatch ChurchWatch can also warn you if you over book a facili
154. don Peters 123 Any Street Anytown 111 2222 1953 03 04 Shiela Peters 123 Any Street Anytown 111 2222 1954 03 08 Tommy Peters 123 Any Street Anytown 111 2222 1996 07 06 Amanda Smith 123 Elm Street Anytown 555 1212 1968 04 07 Cindy Smith 123 Elm Street Anytown 555 1212 1967 01 15 Helen Smith 123 Elm Street Anytown 555 1212 1945 12 18 Joe Smith 123 Elm Street Anytown 555 1212 1942 09 23 Johnny Smith 123 Elm Street Anytown 555 1212 1965 03 04 Tip If you export to one of the non text formats and have trouble reading the file try creating a comma delimited text file instead Most software packages are able to import comma delimited text files ChurchWatch User s Guide 5 10 Import and Export Managers Exporting to Popular Accounting Packages You can export your giving data directly to a native accounting package file ChurchWatch supports QuickBooks IIF files Quicken QIF files Simply Accounting for Windows Simply Accounting for DOS When you select Giving Data in step one of the export you are given several options as shown in Figure 5 9 NOTE As of Quicken 2004 QIF files are no longer supported IMPORTANT Before beginning you will need to create accounts in your accounting package that exactly match the accounts in ChurchWatch including spelling and upper lower
155. dow to create a new document 11 Click Associate Data File and set the file to the file you saved in step 7 Click OK 12 Near the top left corner of the screen click on Insert Field to insert a field from your merge data file Continue this process to create your merge document template Be sure to save your template document when done 13 When done click the MERGE button on the toolbar In the form that apears click MERGE to complete the merge This will create a new document window with all the merges TIP For up to date mail merge instructions see your WordPerfect User s Manual or the built in help ChurchWatch User s Guide 16 12 The Mail Manager MAIL MERGE USING MICROSOFT WORD 2002 and 2003 1 Create a mail merge data file using the ChurchWatch Mail Manager Follow the instructions found earlier in this chapter 2 In Word launch the mail merge wizard by selecting Tools gt Letters and Mailings gt Mail Merge Wizard The Wizard will appear in a pane on the right 3 Follow the Wizard instructions clicking NEXT at each step 4 Onthe Select Recipients page select use an existing list and then click the BROWSE button Locate the file that was exported from ChurchWatch in step 1 and select it 5 n the dialog box that appears you can choose the records you want to keep or just click OK to use all records in the file 6 Compose your letter or fax To insert merge fields into your document click the mo
156. ds you are dealing with you can set a data filter in step one refer to Chapter 30 for information on data filters ChurchWatch User s Guide 5 13 Import and Export Managers Step 3 Performing the Export You can specify the deposit account that transactions will be credited to Each Account Name is associated with one Deposit Account Name The association is made in the Accounts Editor LISTS ACCOUNT NAMES j 5 Data Entry YTD Statistics Monthly Statistics Date Created 2005 10 31 Account Tax Receiptable Deposit Account conne bins Account in the Account Budget Goal Goal is per year Names Form Deposit Acct Comment Figure 5 11 Setting the Deposit Account Name Inthe Export Manager once all desired records have been checked click the FINISH button to begin the export When prompted enter the file name of the file you want to place the export data in You may enter a file extension but it will be replaced with IIF QuickBooks or QIF Quicken For our example above here is the sample QuickBooks file created The first 3 lines are header information telling QuickBooks what is in this file The following is an example QuickBooks file note the deposit account names Credit Union and Royal Bank ITRNS TRNSTYPE DATE ACCNT NAME AMOUNT MEMO SPL TRNSTYPE DATE ACCNT NAME AMOUNT MEMO ENDTRNS NS DEP 10 13 03 Credit Union Elizabeth Evans 35 00 EP 10 13 0
157. e Returns the character day of the week from a date or datetime field e g cn as or CMONTH dMe date Returns the character month e g July from a date or datetime field CTOD cDate Converts a character to a date e g CTOD 1999 01 01 CTOT cDateTime Converts a character to a datetime e g CTOT 1999 01 01 12 30 PM SEC datetime Returns the seconds portion from a datetime field ChurchWatch User s Guide 21 6 The Query Manager Poot E TERES Math Functions AVG Return the average value of a field e g SELECT AVG AMOUNT FROM SUM fieldname Returns the sum of a field e g SELECT SUM AMOUNT FROM VAL fieldname Returns the numeric value of a character string String Text Functions ASC cExpression Returns the ASCII code of a character ALLT cExpression Remove all leading and trailing blanks from a string AT cSearchExpression Returns the position of the first occurrence of a character expression within cExpressionSearched another character expression or field counting from the leftmost character You nOccurrence can also optionally specify which occurrence AT cSearchExpression cExpressionSearched nOccurrence ATC cSearchExpression Same as AT but without respect to case cExpressionSearched nOccurrence CHR num Returns as character based on an ASCII code LEN fieldname Returns the length of the specified field LOWER fieldname Converts a field to lo
158. e GIVING page of the SETUP form 5 Decide if you will be generating a single tax receipt or all tax receipts for year end and set the data filter accordingly It s a common mistake to leave the data filter set to Current Record Only at year end 6 Check the Generate Receipt Numbers and the Print Tax Receipts checkboxes in the Tax Receipt Manager Make sure you select the screen as your destination so you can review the receipt s before printing 7 If desired you can change the thank you message printed on the receipt 8 Use a paper folding machine and 10 windowed envelopes to further reduce your workload at year end Tax receipts are issued to single persons not families or even envelope numbers The same envelope number can be assigned to more than one person in the same family If you use the envelope number when entering the giving data and if the envelope number is shared by more than one person in the family the offering will always be credited to the main contact person This is of no consequence at least in Canada since either the husband or wife can claim the receipt regardless of who s name appears on it The ChurchWatch User s Guide 11 25 The Giving and Tax Receipt Managers exception to this would be if a child in the family or any person who is not the husband or wife shared the same envelope number Again the offering would be credited to the main contact person in the household You need to understand these
159. e STORE button the form shown in figure 21 2 is displayed Enter a descriptive name for the query and a description of what it does Finally click the SAVE button amp ry turus Mame All Givers Description list of all people who have given this year and their total amount of giving Save Cancel Figure 21 2 Storing a Query SQL Queries So what is SQL anyway and what does a query look like SQL stands for Structured Query Language and is a standard query language used in most relational databases The details of SQL are beyond the scope of this user s manual but the basic syntax of a query is as follows SELECT lt fields gt FROM lt tables gt WHERE lt conditions gt lt options gt The query begins with the SELECT keyword followed by the fields you want to retrieve from the database tables You will need to refer to Appendix A of this manual to get the exact field names for use in the query You can also use the asterisk character as a wildcard to indicate retrieve all fields ChurchWatch User s Guide 21 3 The Query Manager Example SELECT FROM PEOPLE Retrieves all fields from PEOPLE table Now you can add specific field names Example SELECT first name family nam birthdate FROM people Now you can filter the results of the query with an optional WHERE keyword and conditions The WHERE conditions are optional and need only be used if you want to reduce the query results
160. e changes that most people can make to reports without knowing much about Foxpro Table 20 2 lists some simple changes that almost anyone can make ChurchWatch User s Guide 20 7 The Report Manager borders have labels like Page Header Detail Page Footer etc Resizing fields Click on a field to select it Several anchors squares will appear around the field Click on an anchor and drag to resize the field Changing font Click on a field to select it On the top of screen menu select REPORT and then FONT Change the font in the dialog box that appears Changing field contents To change the contents and format of a field simply double click on it A dialog box will open to allow you to change the table field the report field is tied to You can also change format in this dialog Again we recommend any book that explains the Foxpro Report Designer Adding objects To add an object select one of the Report Controls toolbar items and then click Adding fields and drag to desired size on the report Aligning fields Select the fields you want to align and then use one of the toolbar buttons on the Report Layout toolbar Changing colors Select a field or report object then select a color from the color palette toolbar Table 20 2 Report Operations To exit and save the report close the Report Designer window Churchwatch will ask if you want to save your report changes Advanced users can also change the software cod
161. e eae a eee ene 11 8 Giving Manager Main Pages 0c cece n 11 9 Form Buttons Ree epebiliedespibriliedegiieiedeqpeieiedeqgelejiess 11 11 Adding POSTing New Records 0 00 c eects 11 11 Easter Dalavemtby eeccatraceaiahe ne Aah cat haath aaa Geen aah ean naka ean ae 11 11 Editing Existing Records isis pee aes o ESE HE PE ESSE PE RR Re a Ee eS 11 12 Preparing for a New Year Giving Archive 0 000 c cee eee eee 11 12 Using Data From Previous Years 0 00 hn 11 13 P A R Import Pre Authorized Remittance 0002 eee 11 14 Proceeding With the PAR Import 0000 eee eee eee 11 15 The Tax Receipt Editor suus hy ee eee EOE OU PE GRRE OY ESE OE EEE RG Od GEM 11 16 The Tax Receipt Manager 00 cece ete eee 11 18 The Tax Receipt Manager Form 00 0 c eee tees 11 19 Actions Page gt aoise uae ee Daa ee ama ae edna ete etna eee 11 19 Options Paget aaee Dac MISMO 11 22 Forni Buttons iisisti aaa a a a dn a a d deg a a a a id heed Sa a kei s 11 24 Including Spouse Name on Receipt 00000 cee eee ee 11 25 Canadian Tax Receipt Generation 00 00 ccs 11 25 USA Substantiation of Contributions Report 020 ee 11 26 Using Data From Previous Years 0 00 cece eee 11 26 Chapter 12 The Pledge Manager 2000cceee eee e nen hh 12 1 S r jidoro do RATE ERE NE C 12 1 The Pledge Manager Form 00 cece en 12 1 Filtering and The
162. e inside the edit window for search and copy operations to work Click inside the edit window to move the insertion point Printing Selected Text You can send passages to the printer by first selecting the text you want to print click and drag the mouse and then by clicking the PRINT button ChurchWatch User s Guide 22 2 The Hymn Manager Chapter 23 The Hymn Manager Ja The Hymn Manager is very unique to ChurchWatch and nearly 700 hymns are included The Hymn Manager gives you the ability to search copy and add hymns into other Windows applications You can also open multiple copies of the Hymn Manager You can even add your own lyrics Warning All hymns have been taken from the public domain and no attempt has been made to authenticate or proof read them Use them at your own risk The Hymn Manager Form Hym Managen window For searches copy cut paste use EDIT menu C Show User Added Lyrics Only All Ye Who on This Eart I Was My sing Father Bless Father Heaver God Thy Word Lord before IT 4m I a Solder of the Cr Amazing grace how sweet the sound Amazing Grace That saved a wretch like me An Awe Full Mystery Is I once was lost but now am found And Wilt Thou Pardon I Was blind but now I see 4nd will the Judge Desc ippreach Ry Seal the R Figure 23 1 The Hymn Manager AMAZING GRACE VERSE 1 ChurchWatch User s Guide 23 1 The Hymn Manager Form Items Table
163. e looking for a postal or zip code that is between 12340 and 12349 The VALUES buttons can be used to select from all values currently defined in your database although this is not necessary The items that appear in the Options box depend on the type of field you are searching and are usually self explanatory ChurchWatch User s Guide 2 10 ChurchWatch Today Chapter 3 ChurchWatch Today ChurchWatch Today is a summary page that is displayed on startup and when selected from the LISTS menu Today is Monday October 31 2005 DueDate Task S From To 2005 11 05 File Board Reports 02 00 PM 03 00 PM Smith Wedding Birthdate To 07 00 PM 08 00 PM Support Group Cl Just show today s birthdays f Please don t show this form on startup Lise color in the grids Figure 3 1 ChurchWatch Today Form This page is handy to determine the current day and date whether or not you have any inter office messages waiting your personal list of to do items and today s church events and birthdays The ChurchWatch Today page is user specific That is the inter office mail reminder and the to do items reflect those of the user who is currently logged into ChurchWatch You cannot see the to do items or mail messages for other ChurchWatch users since these are treated as private You can modify what s viewed on this form by checking or unchecking the check boxes on this form Note If security is turned off
164. e underneath the report Again this is a complex operation that requires a good understanding of programming Visual Foxpro or xbase languages and the table formats listed in Appendix A of this manual Programming in Visual Foxpro is a topic that also goes well beyond the scope of this manual However with the Report Designer and access to the code there are no limits to the reports you can create when an experienced programmer is at the helm Literally any report that White Mountain Software can create you can also create in the Report Writer Feel free to browse the report code to get some idea of how the reports work When finished with the report modifications click the SAVE button on the form shown in figure 20 3 Creating a New Report Creating new reports is almost exactly the same process as modifying existing reports The only difference is that you begin by clicking the NEW button on the Report Manager form Typically a report consists of some code in the INIT procedure to load data and a report layout to display the results on screen or on paper You can also add code to the DESTROY procedure in the code window if there are clean up items to take care of such as releasing public variables ChurchWatch User s Guide 20 8 The Report Manager ChurchWatch Procedure Calls There are many procedure calls build into ChurchWatch that can assist you when designing and running new reports For example sometimes it is necessary to retrieve s
165. ect just press the TAB key Otherwise type the first few letters of the account name until you find the account you need Press the TAB key Step 4 To enter a frequency use the RIGHT ARROW key then press the SPACE bar to select Press the TAB key Step 5 Enter a start date and press the TAB key Step 6 Enter an end date and press the TAB key Step 7 Enter a comment if desired then press the TAB key otherwise just press the TAB key Step 8 Press the ENTER key to press the POST button ChurchWatch User s Guide 12 4 The Pledge Manager Preparing for a New Year Pledge Archive Refer to chapter 11 for information on preparing for a new giving year In the case of Giving records all records are archived then deleted The Pledge Manager is treated differently When you archive data the Pledge Manager table is copied to the archive folder but only those records with expired end dates are deleted With this method you can have pledge promises that stretch over several years without having to worry about re entering any data at year end Using Data From Previous Years To view and edit data from archived pledge years simply use the year pull down box on the ChurchWatch Data Context toolbar Pledge Reports and Potential Giving There are many pledge reports available in the Reports Manager Some of these reports introduce a concept called potential giving These are sophisticated reports that allow you to predict your future giving
166. ed of the person the receipt was issued to Items On This Receipt This table shows the date account and amount of each contribution that was included on the current receipt Move Entry Click this button to move an offering from one receipt to another This is useful to correct data entry errors after receipts are generated Click this button to delete the current tax receipt This will cause ChurchWatch to clear the tax receipt number from each of the contribution records listed in the table No giving data is actually deleted Deleting a receipt is of questionable use unless you have not given a hard copy of the receipt to the individual listed If you have deleting a receipt is obviously not recommended and will have implications with your government s tax office Click the FIND button to find a person by family name or envelope number or to find a specific receipt number This will find the first matching record Use FIND NEXT to search again Table 11 6 Tax Receipt Editor Form Items ChurchWatch User s Guide 11 17 The Giving and Tax Receipt Managers The Tax Receipt Manager The Tax Receipt Manager is an excellent tool for streamlining end of the year tax preparations There are two main uses 1 Tax Receipts Tax receipts are used mainly in Canada for the reporting of charitable donations to the Canada Customs and Revenue Agency but can be used in other countries as well Substantiation of Contributions hereafter referre
167. ed to the current family To create a new family with new members use the Add Family button Wemberetipuunuper FulName Peter James JOHNSON Family ID BE Person ID 4 Env df ERES Main Church Contact li Tar ros li Groups Attend Needs user i Notes Classes Photo EE r Names Title First Middle Last JOHNSON Sally JOHNSON Avery PETERS Bill z MTH oe i Wposs atio Maken Nove EH SMITH Anne Marital Status Gender Authority Free Form Notes Male Contact Brother to Anne Smith Birthday O Female Spouse ises 04 09 5 Eine Ochi 42 years O Other Anniversary V Auto Expand 1956 04 26 7 19 years 4 Zoom Notes TV ORO TCI eo oe Figure 8 3 The Person Level Pages ChurchWatch User s Guide 8 8 The Membership Manager The person level is made up of twelve 12 pages Personal information such as names gender authority marital status free form notes Information that is church related such as membership level key dates etc Contact ChurchWatch is capable of storing extensive contact information for a person including several phone numbers work related information and e mail addresses There are also two user defined phone numbers on this page or any other form of information you might want to store T amp T T amp T stands for Time and Talents This page
168. eee eee 5 10 Exporting to Popular Accounting Packages 0 00 ccc cece teenies 5 11 Step 1 Choose the Accounting File Type 0000 e eee eee 5 11 Step 2 Choose the Giving Records to Export 0 00 eee 5 12 Step 3 Performing the Export 0 00 ee 5 14 Chapter 6 Lists 2222222222222 22 bee Le REEL bee Be bee ARIES 6 1 PACCOUME NEMS erties crise Tero ene Mert feres fron re eroe ee dence Secus 6 2 Church Group Names esee eie 9s tether tn Pede ede he er te Uer En dee seiten ee 6 4 Church fsacilitlS s om ooo Roten ete Y ete a ett rien toute dtes teuer ae rR e 6 7 Church RESOURCES ote roe Teri ede eroe he tege ese te pede eife ete eere e 6 9 D te Names mt M IE 6 12 Deposit Account Names 99 9 36 9e Pa ee deed aee de oe dele denn dele tie e esee 6 13 DistricUAreaiNamess oi nnana o te eroe tetra oerte bare arte bare tert berto ent 6 14 M ritalbStat s i EEUU ENT 6 15 Membership TYPES terr rre aro ers tta aar cata e etia ade aat doe 6 16 SDSOCIal AWAIOIS cc cott t ce uU IINE INN UNE IM Ue LS ee eee 6 18 SpeclaliNG8dS conce oor en etes Nune in Fete Keno teens a uer ce esca Kern esca ete Roten 6 20 Time amp Talents oett eter ata uerit ata utet ata utet orba ur ertet 6 22 IEEE 6 24 REPONS Co Cases aset od eate soda tese o e ose etos ee raha 6 24 er DOMASE Ee E E 6 25 Chapter 7 Security and User Name Maintenance eene 7 1 Why Do You Need Security
169. elope numbers you can start data entry by entering the envelope number here The person name will automatically be filled in Check it to make sure you have the correct envelope number Or Name You can also directly enter a name instead of an envelope number in this box If the person has an envelope number assigned the envelope number will be automatically filled in Enter the amount of the pledge here In this field enter the name of the giving account the funds are pledged to Frequency You have a choice of 4 frequencies Weekly Bi Weekly Monthly and Yearly Bi Weekly is every 14 days Start Date Enter the date on which the first contribution will be made ChurchWatch has many potential giving type reports For most accurate reporting it is important to enter the date of the first contribution rather than the date the pledge was made on If the first contribution date is unknown use the date of the pledge but recognize that potential giving reports will not be 100 accurate Enter the date when the pledge promise expires A comment can be entered in this field Post Click this button to POST save your data entry All fields will be checked before posting and you will be warned of any errors Click this button to clear all data entry fields Table 12 1 Data Entry Area Items ChurchWatch User s Guide 12 2 The Pledge Manager Pledge Manager Main Pages Table 12 2 explains the form items and buttons on each of the Pledge Mana
170. email True if spouse name is to be included on tax receipts Area ID see district table True if family is inactive Hymn lyrics Structure for table Field Field Name 1 PER ID 2 ITEM ID 3 BORROWED 4 RETURNED Structure for table Field Field Name 1 ITEM ID 2 DATE CREAT 3 TITLE 4 AUTHOR 9 IDE IFIER 6 LOCATION 7 PUB_DATE 8 TYPE 9 KEYWORDS 10 DESCRIPT 11 ON_LOAN 12 ON LOAN TO 13 DUE BACK 14 PUBLISHE T5 OWNER 16 VALUE TT CALL NU 18 ISB 19 SERIES 20 B PERIOD 21 NOTIFIED 22 B COUNT Structure for table Field Field Name Td LAST MOD 2 AME 3 LETTER 4 HEAD FILE 2 SIG FILE 6 PRINT NAME 7 ENABLE HD 8 ENABLE SIG 9 SUBJECT Structure for table Field Field Name 1 MEMB ID 2 NAME 3 DATE CREAT 4 COMMENT ChurchWatch User s Guide LIB HIST Type Numeric Numeric Date Date pe meric te haracter haracter haracter haracter ate haracter et e OO Qs O OZ x Character Memo Logical Numeric Date Character Character Currency Character Character Logical Numeric Logical Numeric Type ateTime haracter emo Character Character Character Logical Logical Character QU DBF IBRARY DBF AIL M DBF EMBTYPE ype umeric haracter ate haracter T N C D C DBE Appendi
171. emo Appendix A All current teachers Width Dec Description 4 Class ID 6 Person ID Title types Width Dec Description 15 Title Mr Mrs etc To Do List Width Dec Description 50 User ID 50 Description of to do item 4 Notes 8 Due Date 8 Date to do item completed 1 True if to do item completed Visitation Width Dec Description 10 Visit ID 10 Person ID 50 Name of person doing visit Time visit is to did start Time visit is to did end 50 Purpose of the visit 3 Visitation Method 1 In Person 2 Phone 3 Fax 4 Mail 5 Email 6 Other 20 Where visit occurred 3 State of visit 1 Scheduled 2 Needs follow up 3 Closed 3 Visitation type 1 First Time 2 Followup Visitation notes Visitors Width Dec Description 7 Person ID 1 True if person needs visit T True if membership interest 1 True if needs prayer 1 True if does not want contact Details about prayer request s A 16 Appendix A Structure for table VISITOR HISTORY DBF Visitation History Field Field Name Type Width Dec Description 1 VISIT ID Numeric 10 Visit ID 2 PER ID Numeric 10 Person ID 3 VISIT DATE Date 8 Visit Date 4 CLASSEVENT Character 50 Class or event name 5 COMMENTS MEMO Comments Structure for table WIN DATA DBF eee PROPRIETARY ChurchWatch User s Guide A 17 Appendix A ChurchWatch User s Guide A 18
172. enu ChurchWatch User s Guide 2 4 Menus Toolbars and Shortcuts ChurchWatch Shortcut Toolbar The ChurchWatch Shortcut Toolbar is normally found near the top of the screen and contains buttons that allow access to most of the main forms The toolbar is moveable and dockable and for each user ChurchWatch will remember where you last located the toolbar ati OLIS DOdquwdowZi M Figure 2 3 Shortcut Toolbar ChurchWatch Data Context Toolbar ChurchWatch easily manages the data from multiple churches and from archived giving years The ChurchWatch Data Context toolbar is a simple way to select the database or Church data you want to work on The left list selects the Church name and the right list selects the giving year current year or archived years This toolbar is normally found near the top of the screen The toolbar is moveable and dockable and for each user ChurchWatch will remember where you last located the toolbar Caution should be exercised when editing past giving years don t forget that you have a past year selected As a warning indication the right list will turn red when a past giving year is selected In addition this toolbar contains a button for disabling the auto formatting features of ChurchWatch temporarily Auto format rules are set in SETUP gt FORMATS However for some names the auto formatting rules may not apply properly for example deHaan Simply disable Auto Formatting enter the name tab off the fiel
173. ep for awhile but don t want cluttering up the in and out boxes Delete Select a message in one of the mail boxes and then click this button to delete it Exit Click this button to exit the Message Manager Table 17 1 Message Manager Buttons Reading Messages To read a message just double click on it or click on it to select it and then click the READ button The form shown in figure 17 2 will be displayed and at this point you have several options m Forward Click the FORWARD button to forward a copy of this message to another ChurchWatch user Reply Click the REPLY button to send a reply message to the originator of the message m Reply All Click the REPLY ALL button to send a reply message to the originator of the message and to all other users that received the original message Print Click the PRINT button to print this message m Exit Click the EXIT button to exit ChurchWatch User s Guide 17 2 The Message Manager METOE Massa Li Figure 17 2 Reading a Message Sending a Message To create and send anew message click the SEND NEW button on the Message Manager form The following form will be displayed Sand assu Internet To Internet CC Internet BCC Figure 17 3 Sending a New Message ChurchWatch User s Guide 17 3 The Message Manager First click the TO button to select which ChurchWatch users you are going to send the message to You can also send internet email by enterin
174. er Click this button to remove one or more selected workstation paths Update Click this button to manually update one or more selected workstation paths immediately This button will not update or affect the software on your server Add Click this button to add the path in the path field to the list of workstation paths ChurchWatch User s Guide 33 3 The Online Software Update Utility Formitem Been 0 Workstation List This list contains the paths that will be updated each time you do a software update This list is remembered for the next time you launch the update utility Table 33 1 Software Update Utility Form Items ChurchWatch User s Guide 33 4 The Data Send Utility Chapter 34 The Data Send Utility From time to time especially as the result of a computer crash it may be necessary to send your data to support for repair or examination In previous versions of ChurchWatch this capability was built into the program However if your data was corrupted such that ChurchWatch will not launch properly the data had to be sent manually a time consuming and complex operation ChurchWatch version 4 now includes a handy external utility for emailing your data to support To launch the utility choose START gt PROGRAMS gt CHURCHWATCH 4 gt EMAIL TABLES UTILITY from your Windows Start menu Data Send Utility Form amp ruri aulas ChurchWatch Data Send Utility Version 4 0 Copyright c 2005 By White
175. er The Backup Manager Form Mes Madey m backups have previously CAUTION Backup is performed on current church only Store backups off site Rotate media regularly Backup Control Options Where do you want to save your database files to Mew folders will automatically be created Lo TA C Save this backup path as the default if successful Backup What Backup database tables Backup past giving year Folders archives Backup photos and signatures Folders Backup Bibles Hymns SmartForms tables Figure 24 1 The Backup Manager To Perform a Backup STEP 1 Select the destination folder for the backup if the default is not suitable You can use the button to browse STEP2 Set the options Refer to table 24 1 STEP 3 Click the BACKUP button to start the backup Setting the Default Backup Folder To save time you can set a default backup folder in the SETUP form under the MAINTENANCE page Each time the Backup Manager is opened this default folder is loaded as the backup destination You can change it on the Backup Manager form as required ChurchWatch User s Guide 24 3 The Backup Manager Table 24 1 lists the form items on the Backup Manager form EN NEM COO Backup Past Giving Year Check this if you want to backup the ARCHIVE folder Folders Backup Photos and Check this if you want to backup the PHOTOS and SIGS folders Signatures Files Backup Bibles Hymns Check this
176. essed with the rich feature set and flexibility of ChurchWatch as well as its ease of use Before using ChurchWatch you should fully read this User s Guide to become familiar with the functions and features now available to your church office ChurchWatch is written in Microsoft Visual Foxpro tm and uses industry standard xbase database file formats Xbase files are compatible with many other third party programs such as Seagate s Crystal Reports tm This User s Guide assumes that you have basic familiarity with the Microsoft Windows tm operating system ChurchWatch is organized as a set of Managers which make up a comprehensive software suite Each Manager can access the ChurchWatch tables independently and several or all Managers can be open simultaneously The ChurchWatch Managers are r r f r ChurchWatch User s Guide 1 1 Installation and Overview Bible Manager Several public domain Bible translations Hymn Manager Lyrics to nearly 700 hymns Restore Manager Restore your backed up data in the event of loss of data Catholic registers for Baptism Confirmation Marriage Profession of Faith Death and First Communion ChurchWatch User s Guide 1 2 Requirements Installation and Overview Minimum requirements for running ChurchWatch are Pentium class computer 64 Megabytes of RAM 20 Megabytes of hard disk space Microsoft Windows 32 bit operating system 98 ME XP 2000 etc ChurchWatch does not r
177. f church group names using the Church Group Names Editor Examples of church groups might be cell groups prayer groups small groups board members missions group members People who like pizza etc Select Church Group Names from the Lists menu Grouping people is very useful in the Mail Manager where you can send a form letter print mailing labels or do a mail merge to all members of a group Many reports are also group based You can add a person to a group or set of groups in the Membership Manager Groups page Perhaps a more convenient way is to add people to the group directly in the Church Group Names Editor since many people can be added here at once to the same group Group maintenance is also much easier in the Group Names Editor since you can see all people in the group at once making it easier to remove a set of people or all people from the group The Group Names Editor allows you to create folders and sub folders to help organize your groups more efficiently Table 6 2 lists the form items with their descriptions Renaming a Group or Folder To rename a group or folder click on the name in the list pause and then click it a second time When a selection box appears around the item make any edits you require and then press the ENTER key ChurchWatch User s Guide 6 4 Lists People Interested in the Group You can also keep track of a list of people interested in the group but not formally included in the group on page
178. fer you can use the person s name when entering giving data in the Giving Manager Envelope Number Shifting ChurchWatch always uses this year s envelope numbers in all operations However you can enter next year s envelope numbers in the Next Year field When you are ready you can do an envelope shift An envelope shift moves the Next Year envelope number into the This Year field The This Year field is moved to the Last Year field and the old Last Year value is shifted out deleted You can enter the Next Year envelope numbers at any time An envelope shift would likely be done in a new giving year after archiving your giving data A powerful envelope shift wizard is provided to assist you in this operation Click the shift button up arrow below the envelope numbers to display the Envelope Number Shift form Refer to figure 8 4 The Envelope Number Shift form is powerful but complex Study it and this user s manual carefully before attempting a shift IMPORTANT Be sure to do a backup before attempting any operations found on this form The envelope shift cannot be undone This operation shifts envelope numbers and or assigns new envelope numbers to the next year field If shift is chosen last year s is set to this year s and this year s is set to next year s number Print Notification letters for current person only For all people post shift C Print Only 1 Letter Per Household 9 For all people
179. filters are Current Giving Record Only apply actions to the current record only Refer to the note at the top of the Tax Receipt Manager form to verify the current record the field in yellow All Giving Records this would be used at year end in a church to apply actions to all records Custom Criteria choose this to create your own custom data filter One Person click this to choose one person by name One Envelope Number click this to choose one person by envelope number One Receipt Number click this to choose one receipt number This can be quite useful to reprint or view a single receipt that has already been issued One Account click this to choose all records for a single giving account This filter can be useful when receipting for a single special event One Batch click this to choose all records in one batch date Specific Receipt Range click this to choose a specific receipt range Tip Use the BROWSE TEST FILTER button to check the results of your data filter and to see what giving records will be included in the tax receipt or report generation ChurchWatch User s Guide 11 20 The Giving and Tax Receipt Managers Formitem Deseription O Report Destination Don t print receipts already printed Don t print receipts for amounts less than Last Tax Receipt Table 11 7 Actions Page Items Reports can be sent to the screen printer or PDF file PDF files are suitable for emailing P
180. from all people in the database is too large to manage effectively Several filters are provided to help reduce the size of the list to make selection simpler Use the Filter List pulldown and the Negative Filter checkbox to select one of the following NOTE When using a person based filter AND selecting FORMAT Families only the main contact of each household is considered Fwerame Beeipio Mee Me All people in the database no filter N A All Adult Men All males who are not marked as a child or All adult females are 18 years old or older All Male Children All males who are marked as a child or are All female children under 18 years old All Females All females All males All Adult Females All females who are not marked as achild All adult males or are 18 years old or older All Female All females who are marked as a child or All male children Children are under 18 years old All Children All people marked as a child or under the All people not marked as a child or any age of 18 person who is 18 years old or older Main Contacts All people not marked as a main contact Visitors Permitting All visitors who are permitting contact All visitors not permitting contact Contact Families With a All families who have a mailbox All families who don t have a mailbox Mailbox Specific All families in a specific district area All families not in a specific district area District Area Specific Zip Posta
181. g an email address or by clicking one of the browse buttons The browse buttons will allow you to select an Internet email address from the ChurchWatch databases If you click the TO button the following form will be displayed MA ianua TU Select the users you want to send Esc to Available Users Message To Figure 17 4 Selecting Users All ChurchWatch users will be shown in the selection list on the left Select one user by clicking on a name or select several users by holding the SHIFT or CTRL keys while clicking Then click the appropriate arrow button to move the user names to the right list The message will be sent to the users listed in the right list Click EXIT when you are satisfied with your selections You can either manually enter Internet email address es or gather up email addresses from the ChurchWatch databases When you click one of the browse buttons for internet email the following form will be displayed i Gar enrsiibisdir23525 Select the users you want to send this message to Available Email Addresses JOHNSON Peter Family Email People Home Email People Work Email Figure 17 5 Get Email Addresses Form for Internet Email ChurchWatch User s Guide 17 4 The Message Manager Select the people or families you want to send email to You can filter on family email people home email and people work email addresses using the options at the bottom of the form Note
182. ge uds solana C555 Managen Maturity Class 2005 11 07 07 30 PM Maturity qa 2 2005 10 02 10 00 AM Power Hour Details Description Enrollment Teachers Facilities Resources 2005 10 31 07 00 PM Support Gr Whois Enrolled in this Class Enrollment JOHNSON Avery JOHNSON Avery JOHNSON Peter James JOHNSON Sally JOHNSON Sally SMITH Anne PETERS Bill SMITH Sally SMITH Amy Anne Joe Peter Sally lt lt DD ee Figure 14 2 Class Manager Enrollment Page The Enrollment page is provided to record the people enrolled in the class for the purpose of tracking detailed attendance Entering class enrollment is optional To add a person to the enrollment list select the person from the left list and then click the right facing arrow button You can also move all people to the enrollment list by clicking the broken right facing arrow button To remove a person from the enrollment list select the person from the right list and then click the left facing arrow button You can also remove all people from the enrollment list by clicking the broken left facing arrow button Class Notes You can record confidential class notes for each person enrolled in a class The class notes are protected by ChurchWatch s security measures and only those users who have access to class notes may view and create them The class notes are free form and any amount of information can be entered Click the NOTES
183. ger page tabs Show Deleted Check this box to show deleted records in the table grid Deleted records are shown in Records red Used primarily to undelete records Note that once the data is PACKED in SETUP MAINTENANCE the deleted records are physically removed and cannot be recalled List In Data Entry You can change the sort order of the table grid by clicking on a column header Check Order this box to list in data entry order Table Grid Pledge records are shown in this table The records shown are controlled by the current filter which is by default all records Find Click this button to find a specific record An important thing to note is that only records within the current filter those shown in the table grid will be searched Only the first occurrence matching the search conditions is found Find Next Click this button to repeat the last find and find the next occurrence Edit Click this button to edit the selected record in the table grid The Data Entry area will turn green when editing an existing record If you change you mind about editing the record click the CLEAR button Click this button to delete the currently selected record Undelete Select a red deleted record and click this button to undelete it QuickReport Click this to get a quick report of all pledge records shown in the table grid Table Grid Shows a simple summary of pledge data This report does not show potential giving just a summary of entered pledge data
184. gs To choose a person for a mailing click on the name in the left list and then click the right facing arrow You may select more than one person at a time by pressing the SHIFT key while clicking You can move all people in the left list to the right list by clicking the right facing broken arrow Use the left facing arrows to remove people from the mailing selection list Tip To see a sample label format click on a name from those you have selected in the list on the right Note Deceased people cannot be included on mailings Saving and Restoring Lists Once you are satisfied with your include list you can save it for later recall This feature is useful when the included list filters are insufficient or when you add additional names to a filtered list In any case you can save the include list any time you wish and you can store an unlimited number of lists Two buttons are included on the form for saving and restoring lists Click this button to recall a stored list You can also delete lists in the form that is displayed when you click this button Click this button to save an include list You can also rename and delete lists in the form that is displayed when you click this button dA sil sings List 3tuyua Save New List Replace Selected List Modify Rename Delete Close Description Figure 16 2 Mail Manager List Storage Form ChurchWatch User s Guide 16 6 The Mail Manager The f
185. hange comments Addi 000 Click the ADD button to add an appearance for the current visitor Click the DELETE button to delete the currently selected appearance Edit Click the EDIT button to edit the currently selected appearance to change details or comments Click this to exit the Visitor Manager Table 9 1 Visitor Manager Form Items What Happens When a Person is No Longer a Visitor There are two ways to remove a visitor One is to delete the person in the Membership Manager This will remove all traces of the person from your databases The second option is to simply uncheck the Person Is A Visitor checkbox in the Membership Manager If the person has appearance history in the Visitor Manager you will be asked if you want to delete it Attendance Manager Automatic Appearance Tracking When detailed attendance is tracked for a visitor in the Attendance Manager the appearance history in the Visitor Manager is automatically updated ChurchWatch User s Guide 9 3 The Visitor Manager ChurchWatch User s Guide 9 4 The Visitation Manager Chapter 10 The Visitation Manager gU The Visitation Manager is used to keep track of details of your visits to church members visitors or anyone for that matter You can schedule visits here then keep track of details about the visit or any follow ups later Vizicitiur Managen Purpose 2005 11 01 01 00 PM Bill PETERS Pastor John Counselling I lt Deta
186. hat If Forget My Password If you forget your password you will need to see the ChurchWatch Administrator The administrator will be able to change your password If you are the admin user and you have forgotten your password you will need to contact White Mountain Software Note that we will only give out access information to the contact person that purchased the software If your contact person leaves the church you should contact White Mountain Software so that we can update our records ChurchWatch User s Guide 7 5 Security and User Name Maintenance ChurchWatch User s Guide 7 6 The Membership Manager 9 Chapter 8 The Membership Manager Keeping Track of Your Membership Contacts and Vendors Most churches purchase Church Management Software to at least keep track of names and addresses of people attending and visiting their church ChurchWatch has a sophisticated Membership Manager to keep track of family or household groupings not all people in a household have to be related or even have the same last name addresses primary and alternate family photo details about each person person photo church casual contacts and vendors suppliers Tip People are always added to the current family To create a new family create the household first then add people to the household Tip When adding family members people add them in authority order Main contact first then spouse children
187. hat the archived giving data is moved to the Archive folder under the main ChurchWatch folder You can always go back and view or edit past giving years by selecting v Delete Temporaries Visitors the yearin the Data Context Toolbar at the top of 5 the screen Figure 11 6 Archiving Form option of deleting the temporary visitor records in the people databases ChurchWatch User s Guide 11 12 The Giving and Tax Receipt Managers The process is simple and is described in the following paragraphs Note Archived datais stored in the ARCHIVE folder under the ChurchWatch folder Important Be sure to do a backup first since the Archive process affects many ChurchWatch tables Step 1 Step 2 Step 3 Step 4 Step 5 Do a backup first Click the NEW YEAR button in the Giving Manager The form shown in figure 11 6 will be displayed Recall from chapter 8 that the Membership Manager has a type field that allows you to indicate if a family is temporarily entered for giving purposes only see figure 11 7 Check the Delete Temporaries Visitors checkbox on the Archive form if you wish to purge all temporary families from the Membership Manager You can also wait until another year if you so wish UH ieee aes Figure 11 7 You can call up the Envelope Shift form AFTER the archive is complete by checking the checkbox in this form This will allow you to shift your envelope numbers fr
188. he FIND button to find a person by last name When doing a find only the first few letters of the last name of interest need to be entered The find will locate and show the first occurrence of the last name you entered You can also right click your mouse in any field to do a SuperSearch name since the FIND button will only find the first occurrence Set Filter Click this button to set a data filter Refer to chapter 30 Clear Filter Click this button to clear the current data filter Click this to view all people in a spreadsheet format Click this to exit the Membership Manager Table 8 5 Person Level Button Summary QuickReport Click this to get a quick report of all people in the current data filter or if no filter is in effect all people ChurchWatch User s Guide 8 18 The Visitor Manager Chapter 9 The Visitor Manager The Visitor Manager is used to track details about your church visitors Visitors are stored in the Membership Manager just like any other person and must be marked as a visitor there Refer to figure 9 1 Only people marked as a visitor will show up in the Visitor Manager VM EDEN EHP MUSS El JOHNSON Peter L GEN Person ID 4 JOHNSON Sally 4 JOHNSON Avery PETERS Bill P ID Membership PETERS Bill SMITH Joe ED ce amp SMITH Joe members B 4 SMITH Anne Visitor Contact T amp T ll Giving l Groups Attend
189. his button to create a new batch Click this button to lock the batch to protect it from any further modifications Click this button to edit the name date and pre calculated total of the currently selected batch Click this button to unlock a locked batch Click this button to delete a batch and all contribution data entered in this batch Dep Slip Click this button to print a deposit slip for the batch Table 11 3 Batch Control Area Items ChurchWatch User s Guide 11 8 The Giving and Tax Receipt Managers Giving Manager Main Pages Table 11 4 explains the form items and buttons on each of the Giving Manager page tabs for those items that have not already been discussed Show Deleted Check this box to show deleted records in the table grid Delete records are shown in Records red Used primarily to undelete records Note that once the data is PACKED in SETUP gt MAINTENANCE the deleted records are physically removed and cannot be recalled List In Data Entry You can change the sort order of the table grid by clicking on a column header Order However for giving batches this is normally not convenient for comparing data entries to a teller sheet Check this box to list in data entry order Table Grid Giving records are shown in this table The records shown are controlled by the current filter which is by default the current batch date Find Click this button to find a specific record An important thing to note is that only reco
190. his report is marked as a favorite These reports can then be quickly located in the Favorites category To remove a report from this category go to your favorites list select the item of interest and then click the FORGET button User Defined Reports You can modify the existing reports or create new ones One thing to note is that ChurchWatch does not actually allow you to modify the pre defined reports Instead a copy is made and renamed under a new file name This way you can modify reports with ChurchWatch User s Guide 20 5 The Report Manager confidence and always have the ability to go back to the original report layouts and code There are several buttons associated with user defined reports IMPORT NEW MODIFY DELETE Each of these functions are discussed in detail below Importing a Report Your user defined reports can be shared with other users or sister churches by using the import feature If you have a report you want to share you are the exporter first select the user defined report and take note of the file name shown on the main page of the Report Manager Next copy or email the following 2 files filename FRT and filename FRX Replace filename with the actual name of your file These two files make up the user defined report file and are found in the main ChurchWatch folder If you have a network system the files are found on your server only If you have received files to import you are the importer
191. hold the CTRL key while clicking on each of the remaining items An example of a multi selection is shown below j qmi Main Church Contact T amp T Giving Groups zi All Groups ZE Care Ministry j m NS Church Boar Prayer Chain Smith Small Group Figure 2 10 Selecting Multiple List Items ChurchWatch User s Guide 2 8 Menus Toolbars and Shortcuts h Menu Shortcuts Most ChurchWatch main menu items have keyboard shortcuts The keys are listed in the top of form menu at the right side of each item Chive nate rib valley ull Gosust File Edit S955 Lists Window Help Hi vales Mf Attendance CTRL N Bible Text CIRL4B E e g Events CTRL E C 1 Giving CTRL G ga Hymn Lyrics CTRL Y LE Library Manager CTRL L 3 Mail Manager CTRL M 3 Phone Dialer LE TRL D Queries CTRL Q j Registers CTRL W Reports CTRL O g Sermon Manager CTRL D 5 5 amp Class Manager CTRL 5 C Sticky Notes F3 fW To Do List CTRL T 4 Visitation Manager CTRL U Visitor Manager CTRL K Figure 2 11 Keyboard Shortcuts i Working Without a Mouse You can work with ChurchWatch even if your mouse is not functioning Use the TAB key to move between items and use the ENTER key to activate items j Browse Windows All the main ChurchWatch forms have a Browse button to view the data in rough spreadsheet style format You can change the current record being viewed by
192. hoto files SIGS Digital Signatures In fact you could do your own backup by simply copying the above files to a safe location or you could write your own backup software You could also use third party backup software and schedule the above files for back up each night The Backup Manager will remember the date and time of the last backup In addition it can backup the giving archive folder and gives you the option of skipping system files Note Because the Backup Manager just copies files if a single file does not fit on the destination media the Backup Manager will display an error and stop This problem would likely show up in large churches that backup to a floppy drive Using Floppies The Backup Manager will support copying files to a floppy disk but we do not recommend this practice for several reasons 1 Floppies are notoriously unreliable 2 Backing up to floppy drives is very slow 3 If a single file is too large to fit on a single floppy the Backup will fail The Backup Manager will not split files across disks 4 You will probably need several floppies and must keep them in order We recommend the purchase of a tape backup or removable disk system as these can be purchased at a reasonable price and are far more reliable much faster and can store an entire backup on one disk or tape USB Memory Sticks are a convenient fast and cheap method of backup ChurchWatch User s Guide 24 2 The Backup Manag
193. hurch computer s and therefore ChurchWatch only the people you give user names and passwords to will actually be able to enter the program Passwords used in ChurchWatch are stored encrypted to minimize chances that someone would be able to crack the security system As well when passwords are typed in the characters are not shown on the screen You will need to designate one person to be the ChurchWatch administrator and an admin user account is supplied for this purpose The admin account cannot be deleted or modified It is HIGHLY recommended that you turn on security as soon as you are comfortable with ChurchWatch What Parts of the Program Are Protected All areas of the program can be protected in detail with View Modify and or Delete access privileges Turning Security On or Off Security is turned on by unchecking the Disable All Security checkbox on the SECURITY page of the SETUP form refer to figure 7 2 Once security is turned on only the admin user will have access to the SECURITY page from that point on Only the admin user has permission to add or delete user accounts To turn off security not recommended login as admin and check the Disable All Security checkbox on the SECURITY page of the SETUP form Once security is turned on a login form will appear each time you start ChurchWatch as shown in figure 7 1 In order to gain entry into ChurchWatch you will need a user account
194. hurch events or classes Date Borrowed Date the resource was borrowed Set Click this to select the name of the person borrowing the resource Click this to clear the borrower s name A list of events and classes that are using this resource Schedule Click this to view the detailed schedule listing for the resource Figure 6 4 shows an example schedule Table 6 4 Resource Editor Form Items ChurchWatch User s Guide 6 11 Lists Date Names SRE Names Baptism Commitment Confirmation First Communion McCready Add McCready Change x McCready Delete Other Date 1 Other Date 2 perSEY Datel perSEY Datez Rename j Figure 6 7 Church Dates Editor You can store any number of special dates for every person in your database Each date can be given a name of your choosing refer to the example in figure 6 7 Use the Date Names Editor to edit the names of the dates you want to keep track of Table 6 5 lists the form items with their descriptions Fomhem Desplon O Lists all defined date names Add Click this button to add a new date name Select a date name then click this button to rename it Select a date name then click this button to delete it Click this to exit the Date Names Editor Table 6 5 Date Names Editor Form Items ChurchWatch User s Guide 6 12 Lists Deposit Account Names B Usposit eeu unity rss Bet Credit Union Figure 6 8 Deposit Account Names Deposit account names
195. hurchwatch 4 Expand Explore Open Search Find using QuickFinder Figure 1 1 Selecting Sharing ChurchWatch User s Guide F 1 4 Installation and Overview 8 Indicate that the folder is shared and give it a name such as ChurchWatch CITED E PIOPET E General QuickFinder Sharing Customize Local sharing and security a To share this folder with other users of this computer 8 only drag it to the Shared Documents folder To make this folder and its subfolders private so that only you have access select the following check box Network sharing and security J To share this folder with both network users and other 122353 users of this computer select the first check box below 7 and type a share name v Share this folder on the network Share name ChurchwW atch v Allow network users to change my files Learn more about sharing and security Cancel Apply Figure 1 2 Network Share Properties 9 Depending on your operating system and security levels you may need to add any network users and give them full access permissions to the shared folder Note that on NT 2000 and XP operating systems you will require administrator privileges to perform this action To install a workstation copy 1 Place the Workstation Install CD into the workstation s CD ROM drive or into any accessible CD ROM drive on your network After a few seconds an installation screen will appear
196. icate the file name of your logo file or use the CLEAR button to clear the logo from ChurchWatch Your logo file must be in BMP GIF or JPG format Tip White Mountain Software would be pleased to assist you in converting your church logo from paper to digital format Table 4 1 Church Info Page ChurchWatch User s Guide 4 2 Setup and Maintenance SETUP PAGE 2 Maintenance Before selecting any maintenance functions you should perform a backup to protect your data In addition you should make sure that no one else is using ChurchWatch click FILE WHOS ON since all database tables must be closed during maintenance ChurchWatch will warn you if other users are online Note f you have security turned on only the admin account is permitted access to the Maintenance page Perform a Backup Launches the Backup Manager so you can do a backup before All Users performing any maintenance functions Always do a backup before selecting a maintenance function Re Index Databases Occasionally recommend once per week minimum you should re index your database tables to optimize the performance of ChurchWatch This function can also fix certain errors If you notice odd behavior missing data etc a database re index can often solve the problem Before calling for support try clicking this button Pack Databases When you delete a record on any of the ChurchWatch forms the All Users record is not physically deleted only marke
197. if you want to backup system tables Normally this is not SmartForms Tables necessary since these tables can be reinstalled or rebuilt PAGE2 Compress Files Check this to compress all files into a single ZIP file This can save considerable disk space but will not work well with floppy disk backups since the backup will not split files across disks Delete Contents of Backup Check this to delete the backup folder contents before copying any new files Folder into the folder Erase Floppy Disks Check this to erase floppy disks before copying any files Works only on drives Completely A and B Display Information Messages Check this if you want the Backup Manager to warn you of problems When and Warnings doing automatic or timed backups this should be unchecked Shut Program Down When Check this if you want ChurchWatch to shut down automatically when the Backup is Complete backup is complete Initially Delay Backup For You can set an initial backup delay with this item This is useful to doing automatic backups at night or after hours Repeat Backup Every You can also setup the Backup Manager to do periodic automatic updates Set the timing with this item Table 24 1 Backup Manager Form Items ChurchWatch Users Guide S AA The Restore Manager Chapter 25 The Restore Manager ChurchWatch provides a Restore Manager to complement the Backup Manager The Restore Manager is used to copy all files from a previously stored backup
198. illustrate how the use of brackets can change a filter refer to the following three examples sex M and family name begins with S or family nam begins with W The above filter gives all males whose last name begins with S AND any person whose last name begins with W because the filter works from left to right sex M and family name begins with S or family nam begins with W The above filter gives all males whose last name begins with S or W because we have given preference to the items in brackets sex M and family name begins with S or family nam begins with W The above filter gives all males whose last name begins with S AND any person whose last name begins with W You can see that by moving the brackets or not using brackets at all can produce quite different results Table 26 3 Connections STEP 4 After choosing a connection finish the filter by selecting the appropriate field of interest another operator and the appropriate value s STEP 5 Click OK Check the filter displayed for correctness Click OK again to put the filter into effect Saving and Restoring Filters Once you have a filter working properly you can save it for use at a later date To save a filter do this STEP 1 Click the SET FILTER button to display the filter builder STEP 2 Click the MORE button to display the STORE RETRIEVE and REMOVE buttons Refer to figure 30 6 STEP 3 Click the STORE button In the fo
199. ils of Current Record Who Bill PETERS Sooo oe Purpose Type Visit ID Figure 10 1 Visitation Manager Form Visitation Manager Form The Visitation Manager Form is split into two sections The top section is the Summary Area and displays summary information about all visits currently stored in your database You can filter the list to make it easier to find specific visits by using the buttons near the bottom of the Summary Area No edits can be made in the Summary Area The bottom section of the form is the Detail Area and displays details about the current record Click on a record in the Summary Area to call up the details Edits may be made in the Details Area and any changes you make will be reflected in the Summary Area when you leave the current field by pressing the TAB key or by clicking your mouse in another field ChurchWatch User s Guide 10 1 The Visitation Manager Follow Up Closed and Open States When visits are scheduled they are automatically in an open or unresolved state In the open state the SCHEDULED radio button will be selected If a follow up is a required click the NEEDS FOLLOW UP radio button Click the CLOSED radio button to close a visit This feature is quite useful because you can create reports in the Report Manager to show all open or scheduled follow up and closed visitations Some explanation of follow up visits is required When you change the state of a visit to NEEDS FOLLOW UP no follo
200. ilters iR b RR RA a d cb ed Lbs 30 9 Chapter 31 Suppor 2 222 22 2 222 22 2 49 4r rry eee eee 31 1 The Support Contract ore eae e oa eG eh ee eG eh ee eG thet ae eee eS 31 1 Web Page and Periodic Software Updates 0 000 eens 31 1 Contact INfOnmMatlGn v e ee Pe Be BG BG ee Ee ee Sg ee 31 1 INGWIRODOMS aM PE D MC 31 1 ChurchWatch Users Group 1 hen 31 2 Chapter 32 The Database Rescue Utility lille 32 1 Database Rescue Utility Form 0000 cc nh 32 1 Chapter 33 The Online Software Update Utility ees 33 1 Software Update Utility Form lslsslleeeeeer eh 33 1 Quick Update for Non Network Users Single User Version of ChurchWatch 33 2 Quick Update for ChurchWatch Network Users lille 33 2 Network Setup For ChurchWatch Network users only lille eee eee eee 33 2 Form Items reenn d wm 33 3 Chapter 34 The Data Send Utility 00 000s 34 1 Data Send Utility Form 0 0 20 0 nh 34 1 Appendix A Table Structures silii hhhhrr hh eee A 1 xi What s New in Version 4 Items are listed in random order ITEM NEW FEATURE AND OR COMMENTS CHANGE 1 Database system upgrade Database has been upgraded to Microsoft Visual Foxpro 9 the latest version 2 New Report Engine Microsoft Visual Foxpro 9 implements a powerful new reporting engine allowing for much more sophisticated reports with multiple detail bands et
201. in order to produce the report Summary Lines Only Check this to remove the detail lines leaving only a summary This feature does not work on all reports but will work on most giving reports Some experimentation will be required Print Envelope Hash Select this option to print the envelope hash total on batch summary Totals reports The envelope hash is the total of all envelope numbers in the batch Open Report File Outputs Check this box to launch an appropriate viewer once the report In Appropriate External generation is complete For example Adobe Acrobat Reader for PDF Program files or Microsoft Word for Word files etc When Viewing On Screen ChurchWatch includes two report viewers Check this box to use a Use Report Viewer With report viewer with search capabilities You can actually search for text Report Capabilities in your on screen reports when using this viewer The disadvantage of this viewer is that it renders reports slower than the default report viewer Table 20 1 Report Options Saving Favorite Reports Sorting through 400 reports can be difficult even when they are already organized into categories for you Once you find a report that is useful and that you plan to use again you can mark it as a favorite to make finding it easier next time To mark a report as a favorite first select it in the main list and then click the FAVORITE button Note that the FAVORITE button then turns grey to indicate that t
202. is box is checked ChurchWatch will always ask if its ok to One User delete a record We recommend leaving this checked Show ChurchWatch When this box is checked the ChurchWatch Today page is always One User Today on Startup loaded when the program starts Minimize Main Menu If you don t use the main menu window check this box to have it One User Form on Startup automatically minimized on startup Auto Re Index Tables On When this box is checked ChurchWatch will automatically reindex One User Exit your database tables when you exit if no other users are online Favorite Word Processor Enter the path to your word processor s EXE file This item is One User used by the Sermon Manager when editing a sermon file Table 4 3 User Preferences Page ChurchWatch Users Guide S A Setup and Maintenance SETUP PAGE 4 Giving This page is used to setup preferences related to the Giving Pledge and Tax Receipt Managers Note If security is turned on only users with access to the Giving Manager will be able to view this setup page Charity Registration Certain countries particularly Canada require that churches and All Users charities be registered for tax purposes Enter your church s charity registration number here This number is printed on income tax receipts and on Substantiation of Contributions reports USA Last Receipt 4 Assigned Each tax receipt printed by ChurchWatch has a serial number for A
203. is box is intended for Canadian churches only Canadian churches are required to include the CCRA website on all tax receipts If your church is located outside Canada uncheck this box One Receipt Per Page With Select this item to include only one copy of the receipt per page complete Substan Text with the Substantiation of Contributions text This is intended mainly for churches in the USA and for charities Thank you message for receipts Use this field to change the thank you message printed on the tax receipts Table 11 8 Option Page Items ChurchWatch User s Guide 11 23 The Giving and Tax Receipt Managers Form Buttons Table 11 9 lists and explains the Tax Receipt Manager form buttons Buon O Besmpio O Click this button to perform the actions you have selected Receipt Editor Click this button to view the Tax Receipt Editor Refer to the Tax Receipt Editor section above for more information Click this button to exit the Tax Receipt Manager Table 11 9 Tax Receipt Manager Buttons ChurchWatch User s Guide 11 24 The Giving and Tax Receipt Managers Including Spouse Name on Receipt The selection to include spouse name on the tax receipt is done in the Membership Manager per family IMPORTANT When checked if both persons have made donations the receipt amounts will NOT be combined into a single receipt Receipts in ChurchWatch are always attributed to the individual that made the contribution
204. it in person by phone etc If desired enter where the meeting took place Select first time or follow up to describe the visit type An internal ID created and used by ChurchWatch Cannot be changed ChurchWatch User s Guide 10 2 The Visitation Manager Fomtem Description O Enter any free form notes here Click the ZOOM button to expand the notes into a larger window Scheduled Visit state Described above Needs Follow Up Closed Add Click the ADD button to schedule a visit Table 10 1 Visitation Manager Form Items ChurchWatch User s Guide 10 3 The Visitation Manager ChurchWatch User s Guide 10 4 The Giving and Tax Receipt Managers Chapter 11 The Giving and Tax Receipt Managers 3 One of the most useful features in ChurchWatch is the sophisticated Giving Manager for keeping track of contributions A companion Tax Receipt Manager is also included for creating tax receipts and IRS reports at tax time The Giving Manager This section describes the Giving Manager form Setting Up Before using the Giving Manager you must review some of the setups on the SETUP form As well you will need to create your giving accounts Figure 11 1 shows the Giving page of the SETUP form and Table 11 1 explains the fields on this page SETIP Enae Behavior J Events User Def Fields House Reports Email Church Info I Maintenance User Preferences Giving Formats ll Appearance ll User Def Fields
205. k the appropriate ZOOM NOTES button Use DELETE NOTES to delete the notes ChurchWatch User s Guide 8 15 The Membership Manager Person Level Classes Page The Classes page contains all class related information for an individual There is a list for each of a Current Classes all classes the current individual is enrolled in m Classes Achieved all classes the current individual has graduated from a Special Awards all awards the individual has acquired a Classes Taught all classes the current individual has taught or is teaching There are also several buttons on this page To delete an achieved class first select one from the list and then click the DELETE SELECTED button The ADD EDIT identified by a list icon and DELETE buttons perform operations on the Special Awards list The ADD button adds a special award to the current individual The EDIT button displays the Special Awards list so you can add or remove special award names The DELETE button deletes the selected award from the current individual You can delete a class taught by selecting one and then clicking the DELETE SELECTED button under the list ChurchWatch User s Guide 8 16 The Membership Manager Person Level Photo Page The Another useful feature of ChurchWatch is the handling of personal photos The Personal Profile report includes a color or black and white photo if you have one entered BMP JPG and GIF files are allowed To add a photo c
206. ken left facing arrow button Assigning and Completing Tasks Each person required at the event can be assigned a task or set of tasks by clicking the ASSIGN EDIT TASKS button You can also mark the task s complete on the form that is displayed Several reports are available that will allow you to track task completion ChurchWatch User s Guide 13 5 The Event Manager Facilities Page SEVP badger Board Meeting 2005 11 03 09 08 PM Board Meet 2 1 meum L 2005 10 31 02 00 PM Smith Wedc Details i Description People Required Facilities Resources 2005 11 06 10 00 AM Sunday Am What Facilities are Required by the Event DD me 8 Figure 13 3 Event Manager Facilities Page The Facilities page is used to optionally assign facilities to the event If you have facility and resource checking turned on on the EVENTS page of the SETUP form ChurchWatch will check your facility and resource bookings for schedule conflicts whenever an event is created or changed Note that on slower computers this may be a slow operation Turn off facility resource checking to speed up the operation of ChurchWatch when creating or changing events You can always check for schedule conflicts manually using the button the EVENTS page of the SETUP form The arrow buttons work similar to the arrow buttons on the People Required page The EDIT button will display the Facilities Editor to allow you to create new
207. l All families with a specific zip postal code All families that do not have the specific Code prefix zip postal code prefix ChurchWatch User s Guide 16 2 The Mail Manager Specific Group Specific Membership Specific Need Specific Talent Specific Marital Status Required an Event Required an Event But Absent All People Attending an Event Class Enrollment All Teachers Birthday Between 2 Dates Birthdate Between 2 Dates age Anniversary Between 2 Dates Temp Givers All Givers All Givers Giving x or More All Givers Giving x or Less All Givers Giving to a Specific Account All Givers Giving to a Specific Batch All Givers Giving Between 2 Dates All people in a specific group All people not in the specific group All people of a specific membership level All people not of the specific membership level All people with a specific need All people who do not have the specific need All people with a specific talent All people who do not have a specific talent All people with a specific marital status All people who do not have a specific marital status All people required at an event All people not required at the event All people required at a specific event but N A absent All people attending a specific event All people absent from a specific event All people enrolled in a class All people not enrolled in the class All teachers All non teachers All people with a birthd
208. l Set the type of transaction here None not used Check Cash Credit Card Gift In Kind etc Check Number If a check was given you can record the check number in this field If you plan to print deposit slips you should enter the check number here Loose C Loose Cash button For loose cash entries click this button first to have the name and envelope numbers filled in Envelope 0 is reserved for loose cash Post Click this button to POST save your data entry All fields will be checked before posting and you will be warned of any errors As a shortcut you can just press the F5 function key on your keyboard to post data A word of caution though F5 works even when the Giving Manager is open but is not being viewed ChurchWatch User s Guide 11 6 The Giving and Tax Receipt Managers Formitem Description O Splits Editor This button is used for split offerings Split offerings occur when a single offering is to be split up and directed to several accounts Click this button to open the split offering editor The Splits Editor will be discussed in a following section Click this button to clear all data entry fields Table 11 2 Data Entry Area Items Split Offering Editor The split offering editor allows you to quickly split up an offering into several accounts All Giving reports then give you the option of showing the split details or just showing the total of the offering Begin by entering an envelope number or a
209. l be imported into a temporary table and displayed as shown in figure 11 9 Dnm nmurt Review your data and either post or cancel NOTE Red records indicate invalid envelope 3 REC NUM FIRST NAME LAST MAME Budget Missions Building Fund ENV_NUM aZ l Peter JOHNSON 300 00 20 00 50 00 2 Sally JOHNSON 0 00 400 00 0 00 Figure 11 9 Completing the PAR Import Review the data and if satisfied click the POST button to commit and save the data Otherwise click the CANCEL button ChurchWatch User s Guide 11 15 The Giving and Tax Receipt Managers The Tax Receipt Editor The Tax Receipt Editor gives you a much better view and control of the offering amounts included on any given tax receipt There are also some simple operations you can perform fine Haueaiut Pjg 2005 10 30 Missions 200510 30 Budget 2005 10 30 Missions Figure 11 10 The Tax Receipt Editor To display the Tax Receipt Editor click the EDIT RECEIPT button on the Giving Manager form or the RECEIPT EDITOR button on the Tax Receipt Manager form Table 11 6 lists and explains the items and buttons on the form ChurchWatch User s Guide 11 16 The Giving and Tax Receipt Managers Formiem scription O Receipt The serial number of the current receipt you are viewing is displayed in this box The tax year the receipt is from is displayed in this box Individual This box shows the name address and envelope number if assign
210. l records in the database Browse data in spreadsheet format Exit the Registers Manager Table 27 1 Register Manager Form Items ChurchWatch User s Guide 27 2 The Mass Editor Chapter 28 The Mass Editor The Mass Editor is a handy utility for changing large numbers of records all at once However if you do not take care it can also be a very dangerous utility since changes cannot be undone For this reason only the admin account has access to the Mass Editor The purpose of the Mass Editor is to make massive changes to your databases For example suppose from some reason that zip code 12345 has been changed to 54321 Instead of reviewing your entire membership database and making the change repeatedly you could use the Mass Editor to change all records with zip code 12345 to 54321 at once Mass Edit Wizard Search and Replace Utility STEP 1 Select the type of edit you are going to do Backup Manager TIP Refer ta Appendix A of the users manual or the online help for lists of table names and Field descriptions Figure 28 1 The Mass Editor Form Setting a Field To a New Value Step 1 Do a backup using the Backup Manager Step 2 On page 1 select Set a field in all records in a table to one specific value and then click the NEXT button Step 3 Select the name of the table you are going to change and then click the ChurchWatch User s Guide 28 1 Step 4 Step 5 Step 6 Step 7 The Mass Editor
211. lace If Dec is blank no decimals are allowed in the field Structure for table Field 1 1 O0 015 WN Structure for table Field O10 PN r P Structure for table Field 1 2 3 Structure for table Field T 2 3 4 5 Tip To explore a table and see example entries use the Query Manager and do a Select From table name For example SELECT FROM HOUSE Field Name ACCOUNT ECEIPTABL ATE CREAT R D COMMEN NUMBER G D EPOSI Field Name ACTIVE EID EVENT I CLASS I FROM DATE TO DATE J J Field Name ACTIVE_EID ATTENDANCE MEMBTYPE Field Name ACTIVE_EID PER_ID PRESENT EXCUSED SICK ACCOUNT DBF Giving Account names Type Width Dec Description Character 40 Account name Logical 1 True if receiptable account Date 8 Date created Character 59 Comments Numeric 7 Account Number Currency 8 2 Target or goal Character 50 Deposit name ACTIVE E DBF Active Events and classes Type Width Dec Description Numeric 8 Active Event ID Numeric 2 Event ID Numeric 4 Class ID DateTime 8 From date time DateTime 8 To date time ATND SUM DBF Attendance summary records Type Width Dec Description Numeric 8 Active Event ID Numeric 7 Attendance summary total Character 20 For this membership type ATTEND DBF
212. le status is set correctly Using Data From Previous Years You can work on receipt data from previous archived giving years simply by selecting the giving year on the ChurchWatch toolbar You can even edit membership data edit giving records and generate receipts when in a past year context When you select an archived year the year pull down list will turn red to remind you that you are editing in past year s data Some ChurchWatch functions are not available when viewing and editing an archived year Note that a snapshot of current membership data is archived along with the giving data As such if a person changes address and you need it in a past year you will have to edit the address in the past year s data as well ChurchWatch User s Guide 11 26 The Pledge Manager Chapter 12 The Pledge Manager In The Pledge Manager is useful for keeping track of pledges towards your giving accounts The Pledge Manager is very similar to the Giving Manager and we recommend you read and understand Chapter 11 first Setting Up You will need plan and setup your giving accounts before entering giving or pledge records Refer to Chapter 6 for information on creating and maintaining giving accounts The Pledge Manager Form amp ulus Managen 1 Osee _Onbmeniraning Orokor oma JOHNSON Peter Jena O Selected Person in QuickSearch Advanced Filtering No Filter normal JOHNSON Sally ledge Data Entry JOHNSON A
213. lete button X beside the account name CCRA Website Useful only for Canadian churches CCRA guidelines require Canadian charities to place the CCRA website on all tax receipts This field is provided in case the website changes It is factory defaulted to the correct website address Include CCRA Website on Check this box to include the CCRA website on tax receipts Churches outside of Tax Receipts Canada should uncheck this box Auto Load Person s Last In the Membership Manager Person Level Giving page you may select auto Contribution Master load When this box is checked the Giving Manager will search for and Enable automatically enter a person s last giving amount and account when you select the person or envelope number This behavior can help speed up data entry for people who tithe or give the same amount regularly Auto Load O Check this box to auto load this person s last offering patterns in the Giving Manager during data entry Ero Figure 11 2 Auto Load Selection in the Membership Manager The Auto Load master enable must also be turned on to enable this behavior You can temporarily disable this feature by turning off the master enable without affecting the setup for each person Note that you can also quickly set or clear a person s auto load attribute by selecting the person in the Giving Manager s data entry area and then by clicking the SET AUTO LOAD or CLEAR AUTO LOAD button Fiscal Ye
214. lick the ADD button Select the photo file that contains the photo for the current individual Click the DELETE button to delete the photo or click the VIEW button to view a larger copy of the photo The view window can be resized as needed You can also display the family photo in the Membership Manager under the QuickSearch list To turn on this behavior click the Show family photos on household form checkbox in SETUP gt USER PREFERENCES An example of this behavior is shown in figure 8 5 embers Mp undper Full Name Peter James JOHNSON m JOFNSON Peter cli Family ID Person ID Ls Env L3 JOHNSON Sally mem mmm E PEIR qf mem e Pr ie JOHNSON Avery Main Church Contact li T amp T Giving li Groups li Attend Needs User Notes Classes J PETERS Bil d PETERS Bill SMITH Joe j SMITH Joe SMITH Anne a 7 Auto Expand File Name C PROGRAM FILES WHITE MOUNTAIN SOFTWAREYCHURCHWATCH 41PHOTOSIPP6 BMP TJOD Serie Jen rte irure Jem 6 Figure 8 4 Displaying a Person Photo Under the QuickSearch List ChurchWatch User s Guide 8 17 The Membership Manager Person Level Form Buttons Table 8 5 lists all form buttons not already explained Click the DEL button to delete the current person If the person has made giving contributions ChurchWatch will not permit you to delete the record Find Click t
215. lick this button to start a new giving year This will allow you to archive all Giving Household and People data This will also delete all giving records in the Giving table to prepare for the new year s data entry Refer to the section titled Preparing for a New Year Giving Archive Accounts Click this button to open the Giving Account editor to edit or define new accounts Tax Receipt Mgr Click this to use the Tax Receipt Manager for creating tax receipts or Substantiation of Contribution reports Refer to the Tax Receipt Manager description later in this chapter Browse Click this to view Giving records in a spreadsheet format The records shown depend on the current filter by default the filter is the current batch date Exit Click this to exit the Giving Manager Table 11 5 Giving Manager Buttons Adding POSTing New Records To add giving records begin by creating a new batch date or by selecting an existing batch date from the QuickSearch list Next enter data in the Data Entry Area at the top of the form on page 1 When satisfied with the entry click POST to post the data Split offerings can also be entered refer to the previous section on splitting offerings When you POST or SPLIT an entry a record or set of records will be added to the table grid on the tab labeled Batch Contribution Data assuming the current filter allows it Faster Data Entry When you begin adding your first giving records you may fin
216. ling is that you record an important message and then have the PhoneTree equipment call everyone you d like to hear the message all done automatically For more information on PhoneTree visit their web site at www phonetree com The PhoneTree Export utility in ChurchWatch is used to select a list of people or families from your Membership database The utility will then create a PhoneTree compatible import file that you can load into your PhoneTree equipment to make the calls A PnunzIra2 Benue Wy PhoneTree Export Wizard PhoneTree is Copyright 2003 PCS Inc All rights reserved STEP 1 Select the phone number field to export 1 Household Phone 2 Household Alternate Phone 1 Household Alternate Phone 2 O Person Work Phone Includes Extension Person Fax Person Cellular Phone O Person Phone 1 Person Phone 2 Figure 29 1 PhoneTree Export Wizard ChurchWatch User s Guide 29 1 The PhoneTree Export Creating a PhoneTree File Step 1 On page 1 select the specific phone number field you want to use and then click the NEXT button Step 2 If a filter is desired refer to chapter 30 to select specific records create it at step 2 Click the NEXT button Step 3 Click the FINISH button When prompted enter the path and name of the file you wish to place the exported data into This is the file that you will pass to the PhoneTree equipment and software The file extension should be CSV
217. list but take note that they will be added back at the bottom of the left hand list Click the NEXT button to move to the next step ChurchWatch User s Guide 5 4 Step 3 Select File Type and Name Import and Export Managers gg amp Data Import STEP 3 Select the file Format you are importing from Delimited Text File TXT O FoxPro 2 x Table DBF O Excel v5 V7 XLS O Excel V2 V4 XLS O Lotus Symphony V1 WRK CO Lotus Symphony V1 1 O Lotus 1 2 3 Via WK O Lotus 1 2 3 V2 x WK1 O Symbolic Link GSLKY O System Data Format 5DF O Microsoft Muliplan V4 C Viisicale DIF Framework II Fw2 O Paradox Database DB O RapidFile V1 2 RPD Separator Character Comma ii C Blank Semi Colon TAB MIp2QWRI c 5 01 MOD Figure 5 3 Setting File Type and Name Next set the file type for your input file If the input file is a text file as it is in this example you must also choose the delimiter type The delimiter is the character used to separate input fields Choose one of comma blank semi colon or tab Our example is a comma delimited text file Click the FINISH button to move to the next step The Import Manager will prompt you for the name of the file you are using for an input file Use the displayed dialog box to select your file ChurchWatch User s Guide 5 5 Import and Export Managers Step 4 Review the Results and Commit the D
218. ll Users auditing purposes This setup field is the last tax receipt number printed It cannot be altered although you can reset the number to zero by clicking the RESET TO ZERO button We recommend you do not reset the last receipt number but if necessary it should not be done more than once per tax year or duplicate serial numbers will result Default Giving Account Most churches have a giving account that is used more commonly All Users than others For example Budget First setup your giving account names refer to chapter 6 and then set the default giving account here When adding offering data the Giving Manager will always pick this account by default in an attempt to minimize your data entry effort To clear the default account click the delete button beside the field CCRA Website Canada If your church is located in Canada you are required by CCRA All Users guidelines to include the CCRA website on all tax receipts The CCRA website is defaulted to www cra gc ca charities but you can modify the website in this field if necessary Include CCRA Website Check this box to include the CCRA website on tax receipts If All Users on Tax Receipts your church is not located in Canada uncheck this box Auto Load Prior Giving Check this box to have the Giving Manager seek and automatically All Users Patterns Master Enable set the account and amount boxes based on a person s last giving when doing postings This is very useful
219. lude an envelope and or mailbox on the labels When choosing to include envelope numbers you can even specify if you want last year s this year s or next year s envelope s 4 Choose a label destination and click the BEGIN button at the bottom of the form If more left margin is required you can set it before clicking the BEGIN button This will move the text on each label the specified number of spaces to the right In addition if you need to skip labels to use stock that is partially used enter the number of labels to skip Labels are skipped on the first page only ChurchWatch User s Guide 16 10 The Mail Manager Mail Merges When you select to create a mail merge ChurchWatch will create an ASCII comma delimited text file with the names and addresses of the people you have selected ChurchWatch normally adds a header record to the file to assist WordPerfect and Word in the mail merge Normally you will want to leave the Add a Field Name Header checkbox checked Here is some example output First Names Last Name Salutation Addressl Address2 City State or Prov Zip Code Country Wes amp Amanda DRURY DRURY Wes amp Amanda 123 Any Street Saskatoon SK CANADA Milton PETERS PETERS Milton 456 Apple Street Saskatoon SK CANADA This type of format can be used by popular word processors as a mail merge data file or you can use it anywhere this type of a file would be useful Both Microsoft
220. ly name First name iddle name ame on Certificate Father s name other s name Witness name Witness name Pastor s name Date of birth Date of baptism Date of confirmation Date of marriage Place of birth Home location Confirmation notes arriage notes Other notes Local notes Baptism notes Date of profession of faith Place of profession of faith Registers priest list Width 50 Dec Description Pastor name A 13 Structure for table SERMON DBF Field Field Name Type 1 SERMON ID Numeric 2 DATE CREAT Date 3 TITLE Character 4 FILENAME Character 5 KEYWORDS Character 6 NOTES Memo 7 WRITTEN_BY Character Structure for table SERMON_DATES DBF Field Field Name Type 1 SERMON_ID Numeric 2 DATE GIVEN Date 3 COMMENT Memo 4 GIVEN BY Character Structure for table SETUP DBF x PROPRIETARY Structure for table SKILLS DBF Field Field Name Type 1 PER ID Numeric 2 FAMILY ID Numeric 3 TYPE Character 4 SKILL Character Structure for table SKILTYPE DBF Field Field Name Type 1 TYPE Character 2 SKILL Character 3 DATE CREAT Date Structure for table SL DBF x PROPRIETARY Structure for table SPD DIAL DBF Field Field Name Type 1 NAME Character 2 PHONE NUM Character 3 UID Character Structure for table SS ACHEV DBF Field Field Name Type 1 PER ID Numeric 2 CLAS
221. make a copy of the software for backup purposes provided that you reproduce and place our copyright notice on the backup copy You may transfer this program and documentation together with this license to another party but only if the other party agrees to accept wholly the terms and conditions of this license and you notify White Mountain Software of the name and address of the other party All copies must be transferred to the same party or you must destroy those copies not transferred Any such transfer terminates your license Non permitted Uses Without the express permission of White Mountain Software you may not 1 Usethe software in a computer service business including rental networking or timesharing software nor may you use it for multiple user networks or on multiple computer system applications in the absence of individual licenses with White Mountain Software 2 Use copy modify alter or transfer electronically or otherwise the software or documentation except as expressly allowed in this agreement 3 Translate reverse program de assemble decompile or otherwise reverse engineer the software 4 Sub license or lease this program or its documentation Term This license is effective from your date of purchase and shall remain in force until terminated You may terminate the license and this agreement any time by destroying the program and its documentation together with all copies in any form White Mountain Software m
222. manually enter the next years envelopes You can either click the COPY THIS YEAR S TO NEXT YEAR S or use the auto assign feature to seed next year s envelope numbers For that reason we will discuss these features first Copying This Year s Envelope Numbers to Next Year Click the button in the bottom left of the form to copy this year s envelope numbers into the next year field This operation is performed for ALL people This operation is a quick way to seed the next year s envelope numbers This would likely only be used once because if the envelope numbers truly aren t changing there is no reason to use the envelope number shift in the first place Auto Assigning Next Year s Envelope Numbers To auto assign next year s envelope numbers begin by checking the auto assign checkbox This will enable the options underneath this checkbox Next decide if you want to limit the auto assign to a specific set of records and select one of the items below the checkbox Next decide how you want the program to decide on the new envelope numbers You can chose one of restart at envelope number 1 continue the envelope numbers first envelope number generated will be one more than the largest number used this year specify a start number or just copy keep the existing number When you are satisfied with all sections click the OK button to perform the operation s Shifting Envelope Numbers Toshift envelope numbers begin by checking the Shift Envelo
223. n ID enrolled Facilities assigned to classes Width Dec Description 4 Class ID 5 Facility ID Resources assigned to classes Width Dec Description 4 Class ID 5 Resource ID Classes people have taught Width Dec Description 6 Person ID 40 Class name 8 Date person assigned teacher A 15 Structure for table Field Field Name 1 CLASS ID 2 PER ID Structure for table PROPRIETARY Structure fo Field Field Name T TITLE Structure for table Field Field Name UID DESCRIP NOTES DUE DATE DONE DATE DO OO 0 PO E AE Structure for table PROPRIETARY Structure for table Field Field Name io MISIT ID 2 PER ID 3 VISITED BY 4 VISITSTART 5 VISITEND 6 PURPOSE 7 METHOD 8 WHERE 9 STATE 10 TYPE TL OTES Structure for table Field Field Name PER_ID ED_VISIT EM_INTRS EDPRAYER O_CONTAC PRAYE E m OO 0 Pr rj E ChurchWatch User s Guide r table TEACHERS DBE Type Numeric Numeric HEMES DBF ITLES DBF ype Character TO DO DBF ype Character Character Memo Date Date Logical USERS DBF VISIT DBF Type Numeric Numeric Character DateTime DateTime Character Numeric Character Numeric Numeric Memo VISITOR DBF Type Numeric Logical Logical Logical Logical M
224. n awhile to preserve disk space A complete purge for all events prior to and including a date that you specify can be performed in the SETUP form under the EVENTS page Click this button to delete ALL attendance information for the selected event occurrence only This deletes attendance and meeting minutes data for a single selected event occurrence only Click this button to delete the selected event occurrence This operation is of limited use and requires some explanation ChurchWatch looks ahead to recreate future event occurrences every time you start ChurchWatch For this reason deleting a future event occurrence will have no lasting effect since ChurchWatch will just recreate it Deleting past event occurrences will work as expected This button is provided to remove event occurrences that do not match the current schedule Refer to the paragraph titled Changing the Date or Recurring Information in Chapters 13 and 14 for more detailed information on how this situation can occur Click this button to exit the Attendance Manager Table 15 1 The Attendance Manager Buttons QuickSearch List Click on an event in the QuickSearch list to make it the current event If the event of interest is not displayed click the scroll bar to move the list and view more events You can also click the ADVANCED button to change what is displayed in the list You can also right click on a list item or on the QuickSearch title for more options
225. n character field nStartPosition nCharactersRetrieved SUBSTR cE xpression nStartPosition nCharactersRetrieved UPPER cExpression Converts a character field to upper case Table 21 2 Microsoft Visual Foxpro Functions Partial Listing Example Queries Here are some example queries you can experiment with Select everyone from the people database SELECT FROM PEOPLE Select any offering record greater than or equal to 250 SELECT FROM GIVING WHERE AMOUNT gt 250 Do it again but only select the person s name the account and the amount SELECT FIRST NAME FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 ChurchWatch User s Guide 21 8 The Query Manager Now remove dates prior to July 1 SELECT FIRST NAME FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 AND DATE GIVEN gt 1999 07 01 Repeat the last two queries using an intermediate cursor SELECT FIRST NAME FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 INTO CURSOR TEMP CURSOR SELECT FROM TEMP CURSOR WHERE DATE GIVEN gt 1999 07 01 Note To do 2 queries you must type in one at a time and run each separately Now do it again but sort on the giving date date given field in ascending order SELECT FIRST NAME FAMILY NAM ACCOUNT AMOUNT FROM GIVING WHERE AMOUNT gt 250 AND DATE GIVEN gt 1999 07 01 ORDER BY DATE GIVEN Descending order would be done like this SELECT FIRST NAME
226. nce the event of interest will be found in the Attendance Manager without having to enter it again Important Concept The Event Manager does not define event occurrences only event attributes Actual occurrences of the events with dates appear in the Attendance Manager and on calendar and event reports ChurchWatch Today and Event Reminders The ChurchWatch Today page will list all events scheduled for the current day You can also set a reminder and ChurchWatch will notify you at the specified time ChurchWatch must be running for the reminder to occur ChurchWatch User s Guide 13 1 The Event Manager Changing the Date or Recurring Information When you make a change to the scheduling of an event ChurchWatch will ask you if you want to delete all occurrences of the event including attendance that may have been recorded for past occurrences before recreating the event and any future events if the event is recurring Normally you should answer YES to remove false occurrences of the event unless you have some attendance data entered for a past occurrence ChurchWatch ALWAYS deletes future occurrences of the event before recreating and adjusting the future schedule Answering NO to the prompt may lead to some confusion since old and possibly incorrect occurrence dates will show up in the Attendance Manager The Event Manager Form A Fysrt niiusr Sunday Am Service 2005 10 31 02 00 PM Smith Wedel qu Po 6
227. ne or more items then click PRINT items you wish to create barcode labels for To reduce the size of the list and assist in Label Stack Avery 4145 15 16 in Hx 3 1 2 in W 1 col HE finding specific items you can use the SET A FILTER button refer to chapter 30 Used labels on the first page can be skipped by entering the number of used labels to POR Busy Not To Pray skip This feature allows you to use label Evidence 0f The One sheets that a partially used up Left Behind Click the PREVIEW PRINT button to view and or print the barcode label s To scan a library item position your cursor in the scanner box field on the CHECK IN or CHECK OUT pages and then scan the TIP Shift Click or Ctrl Click For Multiple Items barcode on the library card This will check AE in or check out the item Be sure to set the Preview Print borrower name first Figure 19 6 Library Card Creation Form Figure 19 7 Scanning the Library Card ChurchWatch User s Guide 19 6 Reservations The Library Manager You can reserve items in the Library Manager using the RESERVE page Begin by placing the mouse cursor in the scanner box Scan a library card to reserve the current item Alternatively you can manually reserve an item by entering a person id or by clicking the Select Person From a List button If you want to send an automatic email notification when the item becomes available click the Send Email When Item Avail
228. no formatting or font options are available on the form letter If more formatting options are required a mail merge using a popular Word Processor is suggested Tip When editing the form letter do not use carriage returns since the printed form letter will auto wrap words at the margins ChurchWatch User s Guide 16 9 The Mail Manager Mailing Labels Sanden A Choose Recipients Form Letters Mail Merge Labels Bulk E Mail Name Tags Mailing Labels Label Destination Print Mailing Labels Min el Envelope C Include Mailbox on Label O Last years This years Screen Preview Label Stock Printer Avery 4144 15 16 in Hx 2 1 2 in W 3 col Bst vos OPOF File O m5 Word DOC File Left Label Margin spaces Skip labels OMs Word RTF File OMS Word Flow DOC OMS Word Flow RTF Mailing Merge C Create a Mail Merge File O Microsoft Excel File HTML File QUEEN 3 O Plain Txt Fie Add a Field Name Header to the File Normal For Word and WordPerfect Mail Merges Figure 16 5 Mail Manager Mail Merge Labels Page Mailing labels are created using the recipients and the salutation format you chose on the Choose Recipients page Printing the mailing labels is as simple as this 1 Check the Print Mailing Labels checkbox 2 Choose a label stock that matches your labels If your label stock is not listed choose one that is similar in size 3 You can optionally choose to inc
229. nsitive RELEASE public str lt title gt Text for the prompt on the form This form allows you to retrieve a string from the operator The string is returned in the public variable public str Case sensitive T or F is returned in public case sensitive PUBLIC public date1 AS DATE PUBLIC public date2 AS DATE PUBLIC public order by date AS BOOLEAN DO FORM GET2DATE RELEASE public date1 RELEASE public date2 RELEASE public order by date This form allows you to retrieve two dates from the operator The dates are returned in the public variables public date1 and public date2 In addition there is a checkbox on the form for Order By Date The value of this checkbox T or F is returned in the public variable public order by date 20 10 The Report Manager Call Syntax and Description GETACCT GETAMOUNT GETAWARD ChurchWatch User s Guide PUBLIC public acct AS STRING DO FORM GETACCT RELEASE public acct This form allows you to retrieve a giving account name The name of the account is returned in the public variable public acct DO FORM GETAMOUNT WITH lt title gt lt units gt lt initial value TO lt nAmount gt lt title gt Text for the title lt units gt Text for the units or blank if none initial value Initial numeric value lt nAmount gt The amount passed back from the form This form retrieves a numeric value PUBLIC public_award_id AS INTEGER DO FORM GETAWARD RELEASE p
230. nstallation and Overview Importing Data From Previous Versions or From perSEY You can easily import your existing ChurchWatch or perSEY data tables using a special import program called UPGRADE EXE This program is found in the main ChurchWatch folder usually C Program Files White Mountain Software ChurchWatch4 Make sure ChurchWatch is not running then find the program UPGRADE EXE and double click the icon to run the program Follow the instructions and answer the prompts to import your existing data The UPGRADE EXE program can only be run after a fresh installation of ChurchWatch 4 If you have added any data to ChurchWatch since installation UPGRADE EXE will delete it When asked where your existing ChurchWatch or perSEY data exists it is very important that you give the root folder location NOT a backup folder Using a backup folder will not work Using ChurchWatch in Multi User Environments Network ChurchWatch uses Optimistic Record Buffering which is the preferred method in database systems This simply means that two or more user s on the network will be able to view and edit the same record at the same time The first user to save the record by moving to anew record or by closing the form will be the winner Any other user attempting to change the same record will receive a warning as shown in figure 1 6 ChurchWatch gives you the option of overwriting the first user s changes or abandoning your changes Except in exceptional
231. nu item or button File Menu i Statistics This item displays statistical information about your database tables including the number of records in each table and the number of deleted records in each table m Who s On This item is available only if security is enabled and is useful only if you are operating on a network Who s On lists all users currently logged into ChurchWatch If the list is in error due to a power outage or software crash you may have to clear the user flags found on the SETUP SECURITY page i Message Manager Loads and displays the Message Manager for sending inter office user to user and internet email m Set Password This item is available only if security is enabled Allows you to change your ChurchWatch login password m Import Data Launches the Import Manager to allow you to import data from several formats into ChurchWatch m Export Data Launches the Export Manager to allow you to export data from ChurchWatch to one of several different formats Also includes detailed contribution data export into formats ChurchWatch User s Guide 2 1 PhoneTree Export Backup Manager Restore Manager Calendar New Giving Year Page Setup Puzzle Exit Edit Menu Undo Redo Cut Copy Paste Select All ChurchWatch User s Guide Menus Toolbars and Shortcuts understood by many standard accounting software packages Launches the Phonetree tm Export Wizard that allows you
232. o Do list form Click To Do List from the main menu or select it from the Forms menu The to do list is not considered to be a ChurchWatch list since it is not a setup type of list SOOT Siero US Date Due Description Notes Done Date Done l 2005 11 05 File Board Reports 2005 11 15 Dentist Appointment Figure 6 16 Personal To Do List Each user has his her own private and personal to do list Items entered here cannot be seen by other users Click the ADD button to add an item and then fill in the blanks Select an item and click DELETE to remove it You can also keep free form notes for each item by clicking the EDIT button When the item is done check the done checkbox and the item will be struck from the list Note Items shown in red are past due ChurchWatch User s Guide 6 25 Lists ChurchWatch User s Guide 6 26 Security and User Name Maintenance Chapter 7 Security and User Name Maintenance Why Do You Need Security ChurchWatch has several layers of security built into it The product is shipped with security turned off to make it easier for first time users When security is turned on you will be required to log in to gain access to ChurchWatch That means you will need a login name and a password Not only is the use of the security features recommended your government s laws may actually require that your church records be protected Although many people may have access to the c
233. o start ChurchWatch A title window will appear giving the name of the program and the software version you are running Note that you can click on the title window or press any key to remove it from the screen more quickly Readme File Be sure to check the contents of the README TXT file on your CD for any information that was not available at the time this manual was written Handling Multiple Churches ChurchWatch easily handles multiple databases or multiple churches More information follows in chapter 2 and chapter 4 ChurchWatch User s Guide 1 10 Menus Toolbars and Shortcuts Chapter 2 Menus Toolbars and Shortcuts ChurchWatch provides three different main menus to give different forms of access to the ChurchWatch Managers and other features This chapter describes the menus and ChurchWatch toolbars in detail Top of Screen Menu The main menu found at the top of the screen is the usual Windows pull down type of menu There are menu items for File Edit Forms Lists Window and Help For more detailed information on the sub menu items in these menus refer to the applicable chapter in this user s guide A summary follows E 3 PITT cir rine P File Edit Forms Lists Window Help Figure 2 1 Top of Screen Main Menu and ChurchWatch Toolbars Tip The underlined items in the menus and on buttons indicate keyboard shortcuts Press the ALT key at the same time as the indicated letter to activate the me
234. of Contr USA O One Receipt O One Account C One Batch To Screen Dont print receipts O A Specific Receipt Range already printed To Print O To Printer Browse Test Filter O To PDF File Don t print receipts for amounts Ge Recept Eao a AS Figure 11 11 Tax Receipt Manager Actions Page ChurchWatch User s Guide 11 19 The Giving and Tax Receipt Managers Formitem Desorption O Generate Receipt Numbers Check this box to generate the serial numbers for receipts A tax receipt does not exist until it has a serial number so normally this box is left checked If all records already have a tax receipt number leaving this box checked will do no harm but no new receipt numbers will be generated Print Tax Receipts Check this box to print the tax receipt s to screen or printer Print Giving Details Reports Check this box to produce a giving details report for each person Print Mailing Labels Check this box if you need mailing labels Be sure to pick label stock on the D a page Print Tax Year Audit Print Tax Year Audit Report Check this box to Check this box to print an audit report 0000000000 an audit report Print Substantiation of Cont USA Check this box to print the S C report Apply Actions To Data Filter You have many convenient options for creating a filter Tax Receipt Options Manager operations will apply to the filtered records only very handy The available
235. of the actions and the folder choices ChurchWatch User s Guide 32 1 The Database Rescue Utility Rebuild Index Files This selection is much stronger than a table reindex It will actually delete all index files L CDX and recreate them from scratch Fix Corrupted Memo Fields Rarely ever needed there is no need to check this selection unless directed to do so by White Mountain Software Reindex All Tables This is a normal reindex of index files and should be done fairly often Compact All Tables Deleted records in ChurchWatch are never physically deleted until you compact pack your database tables Select this item to reduce the disk space required to store your files ie records marked for deletion are physically removed Delete Unused Files Stray database files that are no longer used by ChurchWatch are deleted if you choose this option Do Home Folder This item would normally be selected This is the home church folder ie the ChurchWatch root Do Sub Church Folders If you have setup multiple databases check this to repair tables in the other database folders Do Archived Giving Folders Check this to repair data under the folder ARCHIVE for each church or database The ARCHIVE folder contains archived giving and pledge data Table 32 1 Database Rescue Form Items ChurchWatch User s Guide 32 2 The Online Software Update Utility Chapter 33 The Online Software Update Utility Since ChurchWatch version
236. ollowing table describes the Mail Manager List Storage Form List Box The list box lists all currently stored lists by name Names prefixed with F indicate a family list Names prefixed with a P indicate a person list Description The description box gives a brief description of the list Save New List Button Click this button to save the current include list as a new list You will be prompted for a name and a description Replace Selected List Button Select the list by name in the list box and then click this button Close Button Table 16 2 Mail Manager List Storage Form Form Items To Restore a saved list click the restore button The following form will be displayed SX aiU oanagsar Dan amazi F Board Members Figure 16 3 Mail Manager List Retrieval Form Select a list from the list box and then click the LOAD button to load it You can also delete the selected list with the DELETE button ChurchWatch User s Guide 16 7 The Mail Manager Form Letters Mur inge Choose Recipients Form Letters Mail Merge Labels il Bulk E Mail i Name Tags i L Do Form Letters Choose a Form Letter Building Fund Reminder Text Only Preview Last Modified Greetings from the Church Board We would like to 2005 11 07 07 18 PM remind you of the upcoming il eat Letter Destination orea Screen Preview Printer O PDF File OMS Word DOC File OMS Word RTF File OMS Word Flow DOC OMS Word Flow
237. om the Next Year field to the This Year field and so on Finally click the ARCHIVE button to complete the archive You are now ready to being entering the current year s giving and pledge data Using Data From Previous Years To view and edit data from archived giving years simply use the year pull down box on the ChurchWatch Data Context toolbar Archived data includes giving pledges accounts batches membership and last receipt number ChurchWatch User s Guide 11 13 The Giving and Tax Receipt Managers P A R Import Pre Authorized Remittance P A R stands for Pre Authorized Remittance The PAR import can also be used for other types of giving data imports of your design Click the PAR button in the Giving Manager to launch the PAR Import form This feature is intended mainly for United churches but the file format is somewhat flexible and can be adopted and used by most churches When you click the PAR button the form shown in figure 11 8 will be displayed EA uut POT Set the order of the fields in the Import File Import File ti t Envelope Number Person ID lt Unused Field Budget Building Fund Missions CO Blank delimited Comma Delimited Figure 11 8 PAR Import Form The PAR Import Form is used to define and perform the PAR import Once you have described your file format ChurchWatch will remember it so that it will not have to be described again PAR files must be organized into records
238. ome input or a selection from the operator before proceeding with the report Table 20 3 lists the procedure calls available to you Call Syntax and Description GET AREA DO FORM GET AREA TO nArealD This form allows you to retrieve an area district ID GET DEAD PUBLIC public per id AS INTEGER DO FORM GET DEAD RELEASE public per id This form allows you to retrieve a person id for a deceased person The numeric person id is returned in the public variable public per id GET DTNM DO FORM GET DTNM TO varname lt varname gt a variable name of your chosing The date ID will be placed into this variable This form allows you to retrieve a date ID from the operator The operator selects from the user defined date names GET_EVNT PUBLIC public_event AS INTEGER DO FORM GET_EVNT WITH type future RELEASE public event type 1 for events or 0 for classes future T if you want to include future event dates F otherwise This form allows you to retrieve an event ID from the operator The numeric event ID is returned in the public variable public event GET NEED PUBLIC public need id AS INTEGER DO FORM GET NEED RELEASE public need id This form allows you to retrieve a need ID from the operator The numeric need ID is returned in the public variable public need id GET NUM PUBLIC public num AS INTEGER DO FORM GET NUM WITH title units RELEASE public num lt title gt Text for the prompt on the form lt units gt Text
239. onflict checks Checks From To Set the initial from and to dates and times using these fields You can also click the CALENDAR button beside each field to display a calendar for more easily selecting a date You will still need to set the time properly Frequency Use the frequency options to set whether the event occurs only once or recurs several times There are several sophisticated options available to you here If you have a more complex event schedule you will need to manually create each event as a one time occurring event However the options available in ChurchWatch will allow you to setup most event schedules that you will encounter Recurs Until If the event stops recurring on a specific date you can set it here If this is not set the event will recur forever You can use this field to stop an event from recurring further without worrying about deleting the event and losing any attendance data Table 13 2 Details Page Form Items Setting Recurring Events Look Ahead When you define a recurring event or class ChurchWatch looks ahead a specific number of days to auto define future events for you You can set the number of days that ChurchWatch looks ahead on the EVENTS page of the SETUP form The lower this number the faster ChurchWatch will perform the look ahead and other event based operations and the less data that will be stored on your hard drive However if you need to create a calendar for a month that is not incl
240. opy the address presently in view to the Windows clipboard You can then paste the address into any other Windows application The paste operation in most Windows applications is CTRL V You may also find it under EDIT PASTE in the top of screen menu for the application of interest This feature is very handy for copying Pcode Zip Globe Click the globe button to have ChurchWatch access the internet to produce a map showing the location of the address based on the street address and or postal code or zip code At the very least the postal zip code must be valid and you must have a live connection to the internet Click the phone buttons to open the phone dialer E Mail Click the email button to open your email program with the email address of this family already filled in for you Be sure to setup your email options on the SETUP gt EMAIL page first PAGE 5 Add Photo Click this button to specify the filename of the family photo BMP JPG and GIF files are supported ChurchWatch User s Guide 8 6 The Membership Manager Copy Click the COPY button to copy an entire household family to another church database You must have the destination database already defined created in SETUP CHURCH INFO gt SETUP OR EDIT OTHER CHURCHES Click the DEL button to delete the current family or contact and all people within the family or contact If the family or members of the family have made giving contributions ChurchWatch will not permit yo
241. ork 10096 with envelope numbers since ChurchWatch will auto complete the envelope number when you enter by name and in this case the envelope number may not be present on your teller sheet Data Entry Area The area at the top of the Batch Contribution Data page is used for posting new offerings or editing existing offerings It has no other purpose When the background color of this page grey you will be posting new data When the background color is green it indicates that an existing record has been loaded for modification this will be explained later Table ChurchWatch User s Guide 11 5 The Giving and Tax Receipt Managers 11 2 examines each item in this box in detail Formitem Description O Env If you are using envelope numbers you can start data entry by entering the envelope number here The person name will automatically be filled in Check it to make sure you have the correct envelope number Or Name You can also directly enter a name instead of an envelope number in this box If the person has an envelope number assigned the envelope number will be automatically filled in Exclude Inactive The list of names can be quite long its all people in your database You can reduce Families the list by excluding inactive families Inactive families are marked so in the Membership Manager Note that if you edit an existing record ChurchWatch may automatically uncheck this box so that the person that gave the offering appear
242. ort is shown below Report Preview barcode frx Tx 1 Baom W amp I4 4 T b DI al r 2uurt Brasas Uu EU fT Hill Valley Full Gospel ATTENDANCEBARCODES l UNIDO JEU Print Date 2005 17 03 Name Person ID Code39 JomiSON AVERY AMI g JOHNSON PETER JAMES AMARI 6 JOHNSON SALLY INIA t ki TES TAE NUM Figure 15 4 Example Attendance Barcode Report ChurchWatch User s Guide 15 7 The Attendance Manager Next position your mouse in the Scan field on the Attendance Details page Attendance Details Meeting Minutes E Mark All Present Mark All Sick Mark All Excused Unmark All CEXEXEXSJEJGOGDGEYLRRD ada Dapa ORS Ea n Ea CD F3 C2 ER d J Show Grid Lines Keep attei r Family Order C Exclude Inactive Families Mame Present Excused Sick O O O lames F1 F1 F1 Figure 15 5 Scan Field At this point you may begin scanning barcodes on the report for all people present If you make a mistake simply scan the UNDO barcode near the top of each page of the report to mark the last person absent You may scan the UNDO barcode as many times as necessary to roll back your data entry The cursor will remain in the scan field during barcode scanning ChurchWatch User s Guide 15 8 The Attendance Manager Meeting Minutes Page nitens Managen 2005 11 03 09 08 PM Board Meeting Servi i i ervid i E OUS S S Classes Filtered Servic
243. others ChurchWatch will attempt to guess the gender and authority level as you enter the members This feature reduces data entry time There are also user defined fields to allow you to keep track of anything else you can think of The Membership Manager has a one generation family tree view to allow you to quickly find and select a family or a person As such there are two levels in the Membership Manager household and person A household defines the common address and phone numbers for a family or a contact Typically you create a family first and then you enter the names of the people belonging to the family Note that family members can have different last names handled in the person details but only one common family name is entered as a reference at the household level this is usually the last name of the main contact person of the household You can also use the Membership Manager as a simple way to keep track of contacts and vendors Contacts are generally people outside of the church for which you need to store contact information Vendors can be businesses that the church uses on a casual or frequent basis such as a local print shop Selecting Level Select household level by clicking on a family name in the QuickSearch list Select person level by clicking on a person name in the QuickSearch list ChurchWatch User s Guide 8 1 The Membership Manager The Input Form embers Np nisiiu2y Petre s
244. ountry postal code phone fax email web page haritable Registration 4 logo filename Default catagory Signature filename Text for digital signature Default postal code Default backup path Last ba Fiscal Person ckup date year end date Pastor Reverand name People required at an event Description Event ID ID A 8 Structure for table Field Field Name T FAMILY ID 2 PER ID 3 FAMILY NA 4 FIRST NAME 2 IDDLE NA 6 SEX ji BIRTHDATE 8 OCCUPATION 9 EMBERDATE 10 RECORD LEV 11 ENVELOPE N 12 WORKPHONE r3 EMPLOYER 14 FAX 15 EMAIL 16 OTES TT EXTENSION 18 CELLULAR T9 PHONE 20 PHONE 21 EMAIL_WORK 22 ANNIV 23 DEATH 24 EMBER 25 YN MEMB 26 YN DEATH 27 AIDENNAME 28 STATUS 29 SER Cl 30 USER C2 31 USER C3 32 USER CHK1 33 USER CHK2 34 USER CHK3 35 USER N1 36 USER N2 37 USER_N3 38 USER_C4 39 USER_C5 40 USER_C6 41 TITLE 42 PREFERRED 43 PROSPECT 44 PDIRECTORY 45 FATHER 46 OTHER 47 ID LEVEL 48 WEB PAGE 49 QUICKSRCH 50 PUB WEMAIL 51 PUB HEMAIL 52 PUB AGE 53 LOAD LAST 54 VISITOR 55 LAST ENV 56 EX ENV ChurchWatch User s Guide PEOPLE DBE Type Numeric Numeric Character Character Character Character Date Character Date Numeric Numeric haracter haracte
245. our church keeps asset numbers enter it here ChurchWatch will not use it except to print it on reports Resource Name Name of the resource NOTE If the name of the resource has a red background it indicates that the resource is currently lent out check the Borrow Page to see who has it This item will be auto formatted if list auto formatting is turned on This field indicates the current resource that most buttons on this form will operate on Purchased By Person who purchased the resource item Purchase Date Date the resource was purchased Purchase Price Amount paid for the resource Warranty Expires Warranty expiry date Vendor Contact Info Name address phone free form notes etc of the company organization or individual and Notes that the resource was purchased from You can enter anything you want in this edit box Date Sold Date the resource was sold Sold To and Contact Name address phone free form notes etc of the company organization or individual Information the resource was sold to You can enter anything you want in this edit box ChurchWatch User s Guide 6 10 Lists Formitem Description O Borrowed By Name of person who currently has the resource borrowed Can only be borrowed by a person listed in the Membership Manager NOTE The present version of ChurchWatch does not consider borrowed items when checking for resource conflicts Keep this in mind when lending out items that may be required by c
246. our example only two 2 family records will be created with five 5 People records in the Smith family and three 8 People records in the Peters family Finally close the browse window and click the COMMIT button to commit the imported data into ChurchWatch Once you have successfully imported data into ChurchWatch you should go to the SETUP gt FORMATS page and format all data as desired using the FORMAT ALL NOW buttons Summary and Items of Note Note the following Giving data cannot be imported into ChurchWatch since there is a complex relationship between giving records and household address information Use the BACK buttons if you make a mistake during the import process and need to redo a step Blanks are not allowed in TXT input files unless between quotes You must use a family id or family name to group families Field order is critical You cannot skip fields in the input file unless they are at the end of the record Never import data to the PDIRECTORY field of the PEOPLE table Choose the DIRECTORY field in the HOUSE table instead ChurchWatch will automatically fill in the PDIRECTORY field for you Importing marital status or title fields will update the appropriate lists in ChurchWatch ChurchWatch logical fields must be imported as T or F with no quotes Date fields must have 4 digit years and be in exactly the same format as you have chosen for ChurchWatch SETUP gt FORMATS In addition if you are using a text
247. ow Reservation concerning reservations Current This window shows all current reservations for the currently selected library item Reservations Click this button to add a new library item Click this button to delete the current item ChurchWatch User s Guide 19 3 The Library Manager Fomhem Dern o Click this button to find an item Click this button to find the next occurrence of an item matching your search criteria Click this to exit the Library Manager Table 19 1 Library Manager Form Items Using Barcodes In the Library Manager There are two ways to use barcodes in the Library Manager The first is to create library cards for all borrowers This can speed data entry when checking items out since the library card can be scanned on the check out page to set the name of the borrower A sample library card is shown in Figure 19 2 CHURCH LIBRARY CARD Hill Valley Full Gospel Anytown JOHNSON Avery 8 Figure 19 2 Sample Library Card ChurchWatch User s Guide 19 4 The Library Manager The library card uses person id to create the unique barcode To create a library card or set of library cards click the PRINT LIBRARY CARDS button on the SETUP page The following form will be displayed From the list shown select the person or persons you i wish to create cards for To Select one or more people then click PRINT cei E c ET Number of Used Cards To Skip and assist in finding specific
248. pe Numbers checkbox This will enable the options underneath this checkbox Choose one of the options This operation will shift the envelope numbers back one year Next Year gets moved to This Year etc Click the OK button when you are satisfied with the options to perform the shift Sending Notification of the New Envelope Numbers This form even includes a handy way to notify families people of their new envelope numbers by sending out letters To perform this operation click the Print Notification Letters checkbox Next decide if you want to print for the current person only or for all people You can also decide if you want one letter per household or one letter per person A word of caution though When selecting one letter per family the program will do exactly that even if members of the family have different envelope numbers Also choose an output destination Then click the OK button to perform the operation Tip Note that you can send emails or print mailing labels complete with the envelope number by using the Mail Manager The Mail Manager provides much more flexible notification options than are provided here ChurchWatch User s Guide 8 13 The Membership Manager Person Level Groups Page The Groups page is a summary of groups an individual belongs to This is an excellent way to track small groups cell groups church board members etc To add the person to a group select a group from the list at the lef
249. per and lower case letters are significant If you are having trouble logging on check your CAPS LOCK key Clearing the Online Flags ChurchWatch keeps track of who is logged on at any given time In the event of a power outage or PC crash this information will be left corrupted When this happens you may see more users logged in under FILE WHOS ON than are actually logged in In addition the maintenance functions in the program such as re indexing the database may return errors indicating that other users are logged on when in fact this is not the case To correct this situation simply click the CLEAR ONLINE FLAGS button You should only do this if you know you are the only user logged into ChurchWatch Changing Your Password Once you are logged into ChurchWatch you can change your password either by selecting FILE SET PASSWORD or by using the CHANGE YOUR PASSWORD button on the USER PREFERENCES Page of the SETUP form You will need to enter your existing password and the new one Remember that passwords and user names are case sensitive Your password will be stored encrypted for further protection This feature is only available when security is turned on Checking Who s Online You can see who is currently logged into ChurchW atch by selecting FILE gt WHOS ON This feature is only available when security is turned on If the same user is logged in more than once not recommended you will only see one instance here W
250. pients do not need to be logged in at the time since they will be notified of new mail the next time they log in Send messages to any other user of ChurchWatch or to yourself Send Internet email Notification when a new message arrives Easily review received sent and saved messages Pre Requisites If you are going to use the Message Manager to send Internet email you need to setup your email options in the SETUP form EMAIL page The Message Manager Form Message Managen Outbox savebos TIP Click on header to change sort order Bold items are unread Time Received Subject 2005 11 07 07 50 PM admin Board Meeting RE es Figure 17 1 The Message Manager ChurchWatch User s Guide 17 1 The Message Manager The Message Manager form has 3 pages or mail boxes received mail Inbox sent mail Outbox and saved mail Savebox Table 17 1 explains the buttons at the bottom of the Message Manager Button o Dessin O Send New Click this button to compose a new message and select the ChurchWatch users or Internet email addresses you want to send it to Refer to the paragraph below on sending new messages Click this button to read the message selected in the current mail box You can also just double click on a message description to read it Select a message in either the inbox or the outbox and then click this button to move it to your savebox This is useful for messages you want to ke
251. ping with the flexible design of ChurchWatch this page contains a block of user defined data entry fields You can make these fields anything you want The titles for these fields can be set on the SETUP form under the page USER DEFINED FIELDS gt PEOPLE Table 8 4 lists the data types and lengths of each of the user defined fields Character 1 alphanumeric text and numbers Character 2 alphanumeric text and numbers Character 3 alphanumeric text and numbers Character 4 alphanumeric text and numbers Character 5 alphanumeric text and numbers Character 6 alphanumeric text and numbers Checkbox 1 logical true false Checkbox 2 logical true false Checkbox 3 logical true false Table 8 4 User Defined Fields Membership Manager Person Level Person Level Notes Page This page contains Pastor s confidential notes and Class notes This page is treated as confidential and only those users who have been given access rights to the page are allowed to view it Each edit window contains free form notes and may contain any text There is no limit to the amount of text you can enter If the edit window is grey in color it indicates that you have not created a note pad for this person Click the appropriate CREATE NOTES button to open a notepad When a note pad has been created the window will be shown in white Whenever the window is white you can type text directly into the window To expand the window for easier editing clic
252. ps com ChurchWatch User s Guide 31 2 The Database Rescue Utility Chapter 32 The Database Rescue Utility ChurchWatch includes a handy Database Rescue Utility After a computer crash your database tables may need minor repair In the past this has been done from within ChurchWatch But what if you cannot launch the ChurchWatch program due to corrupted tables This is where the Database Rescue Utility comes in handy The Database Rescue Utility is a program that is external to ChurchWatch and can be launched successfully regardless of the state of your database tables To launch the form choose START gt ALL PROGRAMS gt CHURCHWATCH 4 gt DATABASE RESCUE UTILITY from your Windows Start Menu Database Rescue Utility Form ChurchWatch Database Rescue Utility Version 4 0 Copyright c 2003 2005 By White Mountain Software Folders Do Home Folder C Fix corrupted memo fields Do Sub Church Folders Reindex all tables Do Archived Giving Folders C Compact all tables Delete Unused Files Overall Progress Current Operation SS Rescue Figure 32 1 Database Rescue Utility Form Use of the Rescue Utility is fairly straightforward Select one or more actions from the Actions box on the left Then decide which folders to apply the actions to and select one or more in the Folders box on the right Finally click the RESCUE button to repair all database tables in the selected folders Table 32 1 explains each
253. r To create name tags 1 Check the Print Name Tags checkbox 2 Enter up to three lines of text to be printed at the top of each name tag 3 Select the tag stock you have If your stock is not listed choose one that is similar in size 4 Select a tag destination Print to screen first to preview the results 5 Finally click the BEGIN button Tip When choosing the name tag style the Avery formats usually work better Tip For all operations in the Mail Manager always print to screen first to preview the results before committing to the printer Name Tag Options There are several options on the name tag page You can save and restore name tag formats by clicking either the save or restore buttons respectively You can skip used labels to finish using up a sheet by entering the number of labels to Skip Labels are always skipped at the beginning of the report If you selected people instead of families you can also include a barcode font on each name tag suitable for use in the Attendance Manager by checking the Include Attendance Barcodes ChurchWatch User s Guide 16 17 The Mail Manager ChurchWatch User s Guide 16 18 The Message Manager Chapter 17 The Message Manager a The Message Manager provides a convenient way to send inter ChurchWatch messages from one user of ChurchWatch to another New in version 4 now you can also send Internet email When sending inter ChurchWatch email reci
254. r haracter haracter 0 3 Oo haracter haracter haracter haracter haracter ate ate haracter ogical ogical haracter haracter haracter haracter haracter Logical Logical Logical Numeric Numeric Numeric Character Character Character Character Character Logical Logical Numeric Numeric Character Character Character Logical Logical Logical Logical Logical Numeric Numeric QoU toC Qc 9 OY dS C0 Ore E 3 09 CQUCQ CX E Appendix A People details Widt Poe A N Q100 0 00r 0100 01 ID BWW CO BWW CO N sles EEAO OO OGO OIM RA OOTO OO OOO OGO Ur OOO O UV C0 CO C0 ES A OoOrPrRRE Dec Description Family ID Person ID Family name First name iddle name Gender M or F Birthdate Occupation embership date Authority 1 Main Contact 2 Spouse 3 Child 4 Other Envelope number Work phone Employer name Fax number E Mail address home Person s notes Work phone extension Cellular phone number User phone 1 User phone 2 Email address work Anniversary date Date of death embership level rue if member True if deceased aiden name arital status User character field 1 User character field 42 User character field 43 User checkbox 1 True False User checkbox 2 True False User checkbox 3 True False User numeric field 1 User numeric field 2 User numeric field 43 User character field 4
255. r easy location Descriptions to help find the report you need Save favorite reports to make locating them much faster Ability to modify some simple report options on the fly Ability to modify the existing report layouts and even the underlying software code Ability to create new reports Ability to send reports to a wide variety of output options There are 19 pre defined report categories to choose from to make locating the report you need easier Click on the radio button beside each to change the list of reports you can select from Attendance Directories Events and To Do Giving Households People Phone Dialer Pledges ChurchWatch Special Needs Time and Talents Sunday School Fac amp Res Sermons Library User Defined Favorites Visitation Visitors ChurchWatch User s Guide Reports related to attendance at events and classes Several church directory formats and phone listings Reports related to events and your to do list Reports related to contributions and giving statistics Reports related to families and the Memb Manager Reports related to people details and the Memb Mgr Reports related to the phone dialer Reports related to pledging pledge statistics and pledges vs giving System manager reports Reports related to people s special needs Reports related to people s time talents skills giftings interests etc Reports related to Sunday School and classes in general Reports related to facilities and
256. r in the Bible 2 2 Find s Mass Edit m Preferences Forms Menu Menus Toolbars and Shortcuts and Hymn Managers Note that your cursor must be inside the edit window for this item to be active Launches the find text dialog box to allow you to search for some text of interest Launches the Mass Edit Wizard which allows you to perform massive changes to your databases For example you could change anyone with a zip code of 12345 to 12346 Launches the SETUP form This menu gives quick access to all the ChurchWatch high level forms Lists Menu This menu gives quick access to all the ChurchWatch forms dealing with lists Window Menu This menu gives you quick access to all open forms and windows In addition it allows you to auto arrange all open windows Help Menu This menu gives you access several important items ChurchWatch Help Topics The ChurchWatch online help system The entire contents of this manual can be found here m Update Your Software Online With your purchase of ChurchWatch you are entitled to free software upgrades within the current version If you have an internet connection simply select this item to have your software automatically updated via the internet m ChurchWatch On The Web Email to Support ChurchWatch User s Guide A quick link to the ChurchWatch web page Your internet connection must be live first This item launches your mail program to send an email mess
257. r page Include CCRA Website Canada O2 Copies 2 receipts per page v Include Titles 3 Copies 3 receipts per page O1 Receipt Per page w Substan Text USA Thank you for your donation Figure 11 12 Tax Receipt Manager Options Page ChurchWatch User s Guide 11 22 The Giving and Tax Receipt Managers Formitem Deseription O Label Stock If you are printing mailing labels you must choose a label stock Many different label stocks are supported If yours is not listed choose one of similar size If you are printing to printer ChurchWatch will prompt you to load the printer with the label stock Left Label Margin If you would like more margin on the left side of the labels enter a number of spaces in this field Skip x Labels To finish using label sheets that are partially used enter the number of labels to skip in this field Labels are skipped at the start of the job Substantiation Text Click this button to edit the text that appears on the Substantiation of Contributions Report Only Include Amounts The Substantiation of Contributions report includes any amount greater or equal to this value The default is 250 00 Double Spaced Reports Check this box for double spaced reports One Donation Per Receipt Includes only one donation amount per receipt This is not particularly useful in a church but is intended mainly for charities that must give a receipt for every transaction Include CCRA Website on Receipts Th
258. racter haracter ogical haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter haracter Logical Logical Numeric Numeric Numeric 3 30 03 CA CLEA 09 03 CLC CLET CE C 090000997283 Numeric Character Character Character Character Character Memo Logical Logical Numeric Logical HYMNS DBF Widt Appendix A House table address information CO uS GS a bh WwW PYANFFODDODODOONDONDODOOFONNDACVOCUD Wit Bo C0 CO CO CO iS C0 S S 40 40 40 55 Description Family ID Family name Address field 41 Address field 42 City State or province Zip or postal code Main household phone 1 True if family in directory Photo caption Country name Alternate address field 1 Alternate city Alternate state or province Alternate country name Alternate zip or pcode Alternate phone 1 Alternate address field 2 ain household phone 2 Alternate phone 2 User character field 1 User character field 2 User checkbox 1 User checkbox 2 User numeric field 1 User numeric field 2 Publishing levels 1 No restrictions 2 Name and Address 3 Name and Phone 4 Publish Name Only Type of record 1 Church Family 2 Temporary Giver 3 Contact 4 Vendor Email Alternate Email Proprietary field Church mail box Driver for QuickSearch list Family Notes True if OK to publish
259. rces Page sns mette uu a ee awe ue Powe ea awa Chua aye audes 13 6 Church Calendarsuscs222tusaae gated see ane auper I PEDE 13 7 Chapter 14 The Sunday School and Class Manager l l leeren 14 1 Glass Frequency usus ettet os testet au trot crus eros dba re Lu elm 14 1 Changing the Date or Recurring Information liiis 14 1 The Class Manager Form slssssesleeee hh 14 2 QuickSearch List eod scs dotato oat be ust erste raid arse eain an S oet 14 3 Details Page and Recurring Classes 0 0 ccc tte eee 14 4 Setting Recurring Classes Look Ahead 0 0 es 14 4 Description Page moros Stew eru Tree SM SUM nee Di cei eS ee 14 4 Enroll Ment Pages eso eerie eu rend ee iter ie te elucet defense 14 5 Glass NOLES i b eat segetes iier De fee sede De eae Fe inte te he De ife ee oe 14 5 Promoting People and Classes liliis 14 5 Assigning Special Awards 00 0000 nh 14 6 Teacliers Pages Sc in c Morse tus ett atte tata athe tartar a a A a A a 14 7 Facilities and Resource Pages 00 cece eee nh 14 8 Membership Manager Classes Page 0 0 c cece tenes 14 8 Chapter 15 The Attendance Manager 0000seee cen e nent nee 15 1 Recording Methods c eee VAS EE TS EM ve EE ER wena fc 15 1 The Attendance Manager Form 0 0 c cee eee 15 2 QuickSearch iSt v eevee ete Ae ERE RE EERE RE RE RE EE NS EE EE EE ERE ES EE RE ees 15 3 Attendance Summary Page
260. rds within the current filter those shown in the table grid will be searched Only the first occurrence matching the search conditions is found Find Next Click this button to repeat the last find and find the next occurrence Edit Click this button to edit the selected record in the table grid The Data Entry area will turn green when editing an existing record If you change you mind about editing the record click the CLEAR button You can also double click a record to edit it QuickReceipt Click this button to create an instant receipt for the current giving record This is very handy for non profit organizations Only the one single offering will be included on the receipt The receipt will be displayed on screen Click the printer button on the Report Toolbar to send the receipt to a printer Table Grid Shows a distribution summary for the current batch PAGE 3 Table Grid Shows year to date statistics for each defined batch Red records indicate non zero balances PAGE 4 ChurchWatch User s Guide 11 9 The Giving and Tax Receipt Managers Table Grid Shows a list of all givers in descending order of giving totals Filters This page contains a list of handy filters you can apply to the data to assist in finding and working with your giving data Caution should be exercised when entering data with a filter in effect Remember that new postings are always posted to the current batch date Depending on the current filter in effort
261. re involved with this time talent Add People Click this to add people to the list of people who have or are involved with the current time talent Remove Select a person and then click this to remove him her from the group of people that have the current time talent Remove All Click this to remove all people from the group of people who have this time talent Add i Q Click this to create a new time talent Click this to delete the current time talent Table 6 12 Time and Talents Editor Form Items ChurchWatch User s Guide 6 23 Lists Titles You have the option of entering titles for people such as Mr Mrs Ms etc in the Membership Manager Doing so will give you the option of creating more formal mailing labels in the Mail Manager For example Mr and Mrs Joe Smith rather than Joe and Helen Smith Before you can do so you will need to create the titles using the Titles Editor Select Titles from the Lists menu The list at the left of the form lists all currently defined titles The first item in the list is always a blank item and it cannot be deleted Table 6 13 Titles Editor Form Items Reports There are many reports available relating to all of the different ChurchWatch lists Refer to Chapter 17 for information about the Report Manager ChurchWatch User s Guide 6 24 To Do List Lists You can keep a simple personal checklist of things to do using the To Do List Figure 6 16 shows the T
262. re items selection in the merge wizard it will be showing in the pane at the right Then in the dialog box that appears select Database Fields and then select the field from the ChurchWatch export in the list and then click the INSERT button Finish your letter and then click NEXT to preview your merge MAIL MERGE USING MICROSOFT WORD 97 1 Create a mail merge data file using the ChurchWatch Mail Manager You need software version 1 0007 or later Follow the instructions in the ChurchWatch User s Guide 2 In Word click on TOOLS MAIL MERGE 3 Under Main Document click CREATE and then choose what you wish to create form letter labels etc 4 Click Active Window to use existing document or New Main Document to create a new document 5 Under Data Source click GET DATA Choose OPEN DATA SOURCE 6 Choose the merge output data file you created in step 1 7 You may get a message at this point and if so click on Edit Main Document 8 Near the top left corner of the screen click on Insert Merge Field to insert a field from the merge data file Continue this process to create your merge document template 9 When done Click on TOOLS MAIL MERGE again Under item 3 click the merge button to perform the merge 10 Follow the Word instructions to complete the merge to a new document TIP For up to date mail merge instructions refer to your Word User s Manual or built in help ChurchWatch User s Guide 16 13 The M
263. re powerful and much easier For example you can now quickly create a list of all non givers all envelope holders who have not given and A LOT MORE The list is very long 12 Mail Manager List Negation You can now negate the filter option in the Mail Manager So you can choose all people who have given then negate it to get all people who have not given This instantly doubles the power of the filtering list 13 French Language All Registers certificates are now Certificates available in French Language and have been improved for better format readability and include the pastor priest s name 14 Batches now have comments You can add a comment to each giving batch 15 Direct Deposit giving type You can now select direct deposit offering type along with cash cheque etc 16 More Library Labels ALL label formats are now supported in the Library Manager N 18 Ability to store notes and xiii 19 20 21 22 23 24 25 26 27 committee minutes in the Group Editor Attendance Manager Sort By Date Include Titles option in Tax Receipt Mgr Tax receipts now have a creation date Receipt number reset protection Giving Manager Improvements xiv You can now ask the Tax Receipt Manager to include titles Mr Mrs etc 28 29 30 31 32 33 34 35 36 37 38 39 40 41 User accounts can now be copied Picture file filename protection
264. resources Reports related to the Sermon Manager Reports related to the Library Manager A list of all reports you have modified or created All reports you have marked as favorite Reports related to the Visitation Manager Reports related to the Visitor Manager 20 1 The Report Manager Getting a Complete List of Available Reports You can print a listing of all ChurchWatch reports including descriptions by selecting the Report Listing By Name or Report Listing Grouped By Type reports under the ChurchWatch category Note that only the ChurchWatch administrator has access to reports under the ChurchWatch category See your administrator for help Selecting a Report To Report manapen Report Selection uada Filter Builder Directories Events amp To Do Directory Giving Directory Style 1 All Families Households Families Directory Style 1 Person Based People Directory Style 1 With Household Email Phone Dialer Directory Style 2 Pledges Directory Style 2 All Families Churchilat ch Directory Style Special Needs Time amp Talents Description Classes This is the standard church directory format in 3 Facilities amp Resources columns with names child names address and phone number sorted alphabetically Includes only those families sehat are supposed to be included in the Sermons Library User Defined Your Favorites Figure 20 1 The Report Manager Report Selection Page When the
265. ring would be credited to the main contact of the house You need to understand these concepts if you decide to use envelope numbers ChurchWatch User s Guide 11 3 Batches The Giving and Tax Receipt Managers Although envelope numbers are always issued to persons not families you can still get ChurchWatch to issue receipts to couples and can print family based labels for envelope boxes in the Mail Manager The trick is to always make sure that offerings are credited to the main contact in the family There are several ways to do this You could assign the same envelope numberto all people in the family then enter offerings by envelope number In this case offerings will always be credited to the main contact in the family Alternatively you can assign the envelope number to the main contact only and still enter by envelope number Or you can enter offerings by name At tax time you can produce receipts for a couple rather than for a single person refer to the Tax Receipt Manager later in this chapter Mailing labels that include the envelope number can be produced in the Mail Manager If you choose family based labels the label will be issued to the family and will include a single envelope number the envelope number of the main contact is used IMPORTANT f you enter offerings by name and two or more people in the family have been credited with offerings the Tax Receipt Manager will produce multiple receipts for the family
266. rm displayed enter a descriptive name and detailed description of the filter Then click OK The filter will be saved with the name you entered ChurchWatch User s Guide 30 7 Data Filtering Xf rluusa Filia Im Family Nam begins with V EJ and Postal Cod begins with 123 Figure 30 6 Storage and Retrieval of Filters To Retrieve a filter STEP 1 Click the SET FILTER button to display the filter builder STEP 2 Click the MORE button to display the STORE RETRIEVE and REMOVE buttons Refer to figure 30 6 STEP 3 Click the RETRIEVE button In the form displayed select a filter from the list Then click OK to exit the form At this point you can click the REMOVE button to delete the filter or click OK a second time to put the filter into effect Note All data filters are stored in the same place All users of ChurchWatch use the same set of saved filters Keep this in mind if you create a filter you do not want other users to have access to Tip To remove a filter first retrieve it and then click the REMOVE button ChurchWatch User s Guide 30 8 Example Filters Data Filtering From these filter examples you can see how useful data filters can be 1 All people with a birthday this month July From the Membership Manager Month of birth equals July All people with a birthday between January and April From the Membership Manager Month of birth is one of January Februar
267. rovement Disabled backgrounds are now lighter Ability to lock account name in Giving Manager Numerous report improvements XVi customer support from OUTSIDE the ChurchWatch program So if you cannot launch ChurchWatch you can still email your data for inspection You can now filter the people list in the Giving Manager to main contacts only envelope holders only etc There is now a First Communion Register certificate and accompanying reports Makes for easier data entry Quick Receipts can now include titles and obey the include spouse setting There are new non giver reports and envelope holder with no giving reports Added reports for pledge versus giving between 2 dates and all people who did not pledge When you archive data there is nowa popup message explaining what is going to happen You now have the ability to cancel the archive process Mainly for use in the Attendance Manager and Giving Manager you can now mark a family inactive The Giving Manger data window now shows most recent data entry Disabled fields now have a lighter background for easier viewing When you have several entries to the same account and the account is not the default account you can now lock the account name in the Giving Manager Data Entry Area Very convienient Xvii Installation and Overview Chapter 1 Installation and Overview Features Thank you for purchasing ChurchWatch We trust you will be impr
268. s Re Haunupt whee Report Selection Filter Builder A Screen Preview C Double Spaced not all reports can be double spaced O Printer O PDF File OMS Word DOC File OMS Word RTF File C Print Envelope Hash Totals on Batch Summary Reports OMS Word Flow DOC OMS Word Flow RTF Report Previewer Options O Microsoft Excel File O HTML File O Plain Text File C Include Deceased Reports normally exclude C Summary Lines Only Fi Open Report File Outputs In Appropriate External Program when Viewing On Screen Use Report Viewer with Search Capabilities De T A HT AVETI ARER a e dE ze at AP EMIT v ade 2 Delete RunReport f e P The Report Options page allows you to do some simple modification of the appearance of the selected report Table 20 1 explains each of the report options ChurchWatch User s Guide 20 4 The Report Manager Destination Choose the destination for the report A wide variety of options are available Note that the Flow versions of the Microsoft Word documents will sometimes create a more editable file Some experimentation with the output formats may be required Double Spaced Check this to double space the detail lines of the report Include Deceased ChurchWatch does not normally include the deceased in reports but you can override this feature by checking this box Important On reports related to deceased people under the People category this box MUST be checked
269. s in the list All People The list of names can be quite long its all people in your database You can reduce Main Contacts the list by selecting Main Contacts or Envelope Holders This will make finding a person Envelope Holders of interest easier Note that if you edit an existing record ChurchWatch may automatically remove the filter and reset back to all people so that the person that gave the offering appears in the list Enter the amount of the offering here Receiptable The receiptable status of the account can be overridden for this ONE RECORD ONLY by checking or unchecking this box It is automatically filled in when the account is selected The receiptable status is normally pulled from the account s default Set Auto Load This button is a convenient way to change the auto load attribute for the person you Clear Auto Load have selected in the name or envelope number fields Refer to table 11 1 fora description of the auto load feature Account In this field enter the name of the giving account the funds are to be directed to You can Click the list button beside the field to launch the Giving Account Editor Lock Account Name Sometimes you will have several entries against the same account Check this box to lock the account name so that it is not cleared when posting and so that the default account set on the SETUP form is not loaded A comment can be entered in this field Type Entry of the offering type is optiona
270. s on this setup page apply directly to the SMTP selection refer to table 4 13 Based on this information select one of the protocols If your selection is causing problems or it is not possible to send email try the other protocol Automatically call up the Check this box if you use a dial up internet connection It will One User Windows Internet Dialer cause the dialer dialog to be displayed automatically when needed Internet Mail Server Name of your ISP s mail server One User Name for Outgoing Email Your Email Address Enter your full email address in this field Sender Name Enter the name you want the receiver of the email to see in the One User from field Typically this is just your name eg Jane Doe Use SMTP Authentication Check this box only if your ISP Internet Service Provider requires One User ISP Login Name SMTP authentication Normally this will not be required If your ISP Password ISP requires it check this box and also enter your ISP login name and password You can acquire this information from your ISP if you are not sure Table 4 13 Email Page ChurchWatch User s Guide 4 13 Setup and Maintenance ChurchWatch Users Guide S 444 Import and Export Managers Chapter 5 Import and Export Managers Data can easily be imported from your existing database system into ChurchWatch You can also export data stored in ChurchWatch Many popular file formats are supported The Export Manager is also u
271. same data more than once e Export Manager Joey STEP 2 Select the giving records you wish to export then click FINISH Check off the transactions you want to export click anywhere on a raw Click header to change sort order Drag header to change column width NOTE This may change sortorder Set a filter in step 1 to reduce records shown Date Env Last Name First Name Account Amount Exp Date A J 2003 10 13 Evans Elizabeth Budget 35 00 J 2003 10 13 Johnson Adam Budget 20 00 ep C1 2003 10 13 Johnson Leanne Missions 30 00 aay 2003 10 13 Loose Cash Budget 30 00 Sue vi m gt Exclude transactions already exported VA Figure 5 10 Selecting the Giving Records to Export Since there are usually many records needing export to your accounting package there are several powerful features on this page to assist you in selecting the correct records Table 5 1 lists these features Fomtem scription Clicking on a row Click either on a row or in the check box to check or uncheck the individual record for export Only checked records are exported Check all single batch Click this button to check off all records for one batch date You will be Si date prompted for the batch date Check all single account Click this button to check off all records for one specific giving account s name name You will be prompted for the account name Check all single person Click this button to check off
272. sed to export giving data into popular accounting packages such as QuickBooks Quicken and Simply Accounting Loading Data Into ChurchWatch The Import Manager You must proceed carefully when importing data into ChurchWatch and careful planning is important ChurchWatch uses Microsoft Visual Foxpro s Import facility and no data validation is done As such you can create problems if you attempt to load a field that is of the wrong data type e g a text field loaded into a numeric field for example White Mountain Software intends to correct this limitation in future versions of ChurchWatch Even with this limitation the Import Manager is an extremely powerful tool to easily and quickly load your existing data into ChurchWatch Note that data you import is always appended to the existing ChurchWatch tables That means that you can add data using the Import Manager at any time without disrupting the data you already have stored in ChurchWatch but you cannot add data to existing records Planning and Preparing for the Import This is a very important step Carefully plan your import by doing four things d Examine your existing data and the ChurchWatch table structures listed in Appendix A to determine which of your fields can be properly imported into ChurchWatch Take note of the type of field ChurchWatch can accept numeric character logical etc m Choose the file type you want to import from ChurchWatch supports Comma delimited
273. ship name The name of the membership is returned in the public variable public memb PUBLIC public month AS INTEGER DO FORM GETMON 1 RELEASE public month This form allows you to retrieve a numeric month from the operator The numeric month is returned in the public variable public month PUBLIC public calendar date AS DATE PUBLIC public calendar text AS STRING DO FORM GETMONTH RELEASE public calendar date RELEASE public calendar text This form allows you to retrieve a date and some text from the operator This information is normally used on church calendars The date is returned in the public variable public calendar date and the text is returned in the public variable public calendar text PUBLIC public per id AS INTEGER DO FORM GETPERID RELEASE public per id This form allows you to retrieve a person id from the operator The numeric person id is returned in the public variable public per id PUBLIC selected quarter AS INTEGER DO FORM GETQUART RELEASE selected quarter This form allows you to retrieve a numeric date quarter 1 4 from the operator The numeric quarter is returned in the public variable selected quarter DO MAKEKIDS This procedure makes a table containing a string of child names for each family Table fields and formats are FAMILY ID Numeric family id assigned by ChurchWatch KIDS A string listing children Sally Tommy Peter 20 12 The Report Manager Call Syntax and Description MAKESALU DO M
274. son s membership level Click the button to the right of the membership field to edit the list of membership types available You can also indicate if a person is a prospect by checking the prospect box There are reports in the Report Manager pertaining to prospect tracking Although ChurchWatch has a Visitor Manager visitors are actually created in the Membership Manager on this page Check the Person is A Visitor checkbox to indicate that the current person is a visitor Once marked as a visitor this person will also show up in the Visitor Manager Person Level Contact Page Contact and Work Related Information Use this page to enter extensive contact information for the individual including phone numbers work related information e mail addresses and personal web page There are also two 2 user defined phone numbers on this page You can set the titles for these fields in the SETUP form on the USER DEFINED FIELDS PEOPLE page Each field contains 30 characters and can actually be set to anything you want not just phone numbers This page also contains a sample mailing label with address and phone numbers for convenience so that you can view a person s address and household phone numbers without flipping back and forth to the Membership Manager Person Level T amp T Time and Talents Page The Time and Talents T amp T page is a summary of an individual s ministry skills general skills spiritual gifts interests hobbies e
275. t and move it to the list at the right using the right facing arrow button Similarly you can remove the person from a group by selecting a group from the list at the right and then clicking the left facing arrow button To modify the list of available groups click the GROUP EDITOR button on this page Person Level Attend Page The Attendance page is a read only page that gives a summary of a person s schedule and past attendance history for both church events and Sunday school The list at the left labeled Schedule is a list of the church events the person is required at Sunday school classes the person is enrolled in and classes the person is teaching rows shown in light blue indicate a class the person is teaching The list at the right labeled Attendance History is a list of all events and classes that the current person has attended in the past Person Level Needs Page The Needs page is a summary of an individual s special needs such as allergies and disabilities To add a special need to a person select an item from the list at the left and move it to the list at the right using the right facing arrow button Similarly you can remove a special need from a person by selecting one from the list at the right and then clicking the left facing arrow button To modify the list of available needs click the NEED EDITOR button on this page ChurchWatch User s Guide 8 14 The Membership Manager Person Level User Def Page In kee
276. tabases if you are using the multi church features of ChurchWatch With this list you can allow or disallow complete access to the data of the specified church The second list labeled Access Privileges allows you to control the user s access to various parts of the ChurchWatch program Find the item s of interest at the left side of the list and then check or uncheck the checkboxes at the right You have a choice of View Modify and Delete access View access means that the user can view data Modify means that the user can change what he or she sees Delete means that the user can also delete records for the selected access item For example if you select the item Giving Manager and then check View but uncheck Modify and Delete the user will have access to the Giving Manager but will not be able to modify or delete any of the data he or she sees there Tip To reduce data entry time use the COPY button to copy all privileges from another user then make any necessary modifications Deleting a User Account To delete a user name first select it from the list on the left side of the SECURITY page on the SETUP form Then click the DELETE button Deleting a user will also delete all the ChurchWatch User s Guide 7 4 Security and User Name Maintenance user s messages from the Message Manager Note The admin account can never be deleted Tip Usernames and passwords are case sensitive meaning that up
277. table First name first name of PEOPLE table Authority record lev of PEOPLE table where 1 Contact 2 Spouse 3 Child Address1 address of HOUSE table City city of HOUSE table Phone housphone1 of HOUSE table Directory directory of HOUSE table nBoeomseom Here is the sample data we are going to use We want to import two families The Smith family will be placed into the church directory while the Peters family will not Smith Joe 1 123 Elm Street Anytown 555 1212 T Smith Helen 2 123 Elm Street Anytown 555 1212 T Smith Johnny 3 123 Elm Street Anytown 555 1212 T Smith Cindy 3 123 Elm Street Anytown 555 1212 T Smith Amanda 3 123 Elm Street Anytown 555 1212 T Peters Eldon 1 123 Any Street Anytown 111 2222 F Peters Shiela 2 123 Any Street Anytown 111 2222 F Peters Tommy 3 123 Any Street Anytown 111 2222 F Tip Notice that blanks are not allowed in the input file unless inside quotations Notice the T and F indicators with no quotes at the end of each record T stands for TRUE and F stands for FALSE and they will be used to set the directory field which is a logical field has a value of TRUE or FALSE only For ChurchWatch logical fields you MUST use T or F with no quotes in order for the import to be successful Tip Date fields must have 4 digit years and be in exactly the same format as you have chosen for ChurchWat
278. tc To add a Time and Talent to a person select an item from the list at the left and move it to the list at the right using the right facing arrow button Similarly you can remove a Time and Talent from a person by selecting one from the list at the right and then clicking the left facing arrow button To modify the list of available Time and Talents click the TIME AND TALENT EDITOR button on this page Person Level Giving Page The Giving page is viewable only if you have been given access to the Giving Manager and tables The Giving page gives a summary of a person s giving and pledging year to date Note that the data in the table cannot be modified on this page If there is more data than can be shown on one page you can use the scroll bar to scroll down or click the BROWSE button under the table to open a spreadsheet style window Envelope Numbers Envelope numbers are optional but if you want to use them they can be assigned on the Giving page ChurchWatch keeps track of last year s this year s and next year s envelope numbers You have the choice of either entering the envelope number yourself or clicking ChurchWatch User s Guide 8 11 The Membership Manager the SET button to have ChurchWatch select the next available number for you The SET button affects this year s envelope number only Envelope numbers are numeric and cannot contain letters You should note that envelope numbers are completely optional in ChurchWatch If you pre
279. tem you want Press the TAB key to move on Step 7 If you selected check you are now in the check number field Enter the check number and press the TAB key If you did not select check move to step 8 Step 8 Press the ENTER key to press the POST button or just press the F5 function key on your keyboard a shortcut key Editing Existing Records To edit a giving record double click on it in the table grid You can also select the record and click the EDIT button In either case the record s data will be loaded into the data entry area and page 1 will turn green Modify the data and then click the POST button To cancel the edit just click the CLEAR button Preparing for a New Year Giving Archive ChurchWatch works on a tax year of January 1 to December 31 After December 31 you will not be permitted to enter new records for the new year since Giving years cannot be mixed you can still enter records for the past year Once your tax obligations are complete and you are ready to start a new year the giving data needs to be archived Archiving also gives you an opportunity to delete all temporary household and people records and removes all giving data so that you are ready for the new year Be sure to do a backup before archiving Saving year 2005 the giving data This operation prepares for a new giving year This will archive the current giving Files and create empty ones for the new year You also have the Note t
280. ten class each Sunday morning you could define a class titled Sunday AM Kindergarten set the initial date to the next Sunday and set it to recurring each Sunday When it s time to enter attendance the class of interest will be found in the Attendance Manager without having to enter it again Important Concept The Class Manager does not define class occurrences only class attributes Actual occurrences of the classes with dates appear in the Attendance Manager and on class reports Changing the Date or Recurring Information When you make a change to the scheduling of a class ChurchWatch will ask you if you want to delete all occurrences of the class including attendance that may have been recorded for past occurrences before recreating the class and any future classes if the class is recurring Normally you should answer YES to remove false occurrences of the class unless you have some attendance data entered for a past occurrence ChurchWatch ALWAYS deletes future occurrences of the class before recreating and adjusting the future schedule Answering NO to the prompt may lead to some confusion since old and possibly incorrect occurrence dates will show up in the Attendance Manager ChurchWatch User s Guide 14 1 The Sunday School and Class Manager The Class Manager Form sunday soo sid Cliss Managen 2005 11 07 07 30 PM Maturity f ERT EAE eS os PEE VLET CLOE OD os A LEL SLE y 2005 10 02 10 00 AM Power Hour
281. text file TXT BEST CHOICE Blank delimited text file TXT Semi Colon delimited text file TXT Tab delimited text file TXT Foxpro and Xbase DBF file DBF Microsoft Excel files V2 V4 V5 V7 XLS Lotus Symphony file WRK WR1 Lotus 1 2 3 file WKS WK1 Symbolic link SLK System Data Format SDF Microsoft Multiplan MOD Visicalc DIF Framework II FW2 Paradox DB Rapidfile RPD e Decide on how to uniquely define each family You can use a numeric family id or ChurchWatch User s Guide 5 1 Import and Export Managers a family name but since many families have the same last name and since members of the same family may have different last names we recommend assigning a temporary family id code to each family Each person in the family should have the same numeric family ID code Note that ChurchWatch will replace these temporary family IDs with new ones of its own choosing 4 Create a file of the chosen file type using your existing Church Management software database or some other software Use only the fields you chose in step 1 and take note of the order of the fields in the file Append your temporary family ID code if necessary during this step In our example we are going to use a comma delimited text file to import two families Refer to Appendix A and study the fields we have chosen We have chosen the following fields in the following order Family name family nam of HOUSE
282. the main ChurchWatch window Even when you exit ChurchWatch the sticky notes will remain on your desktop Sticky Notes are accessible from the main menu or under FORMS STICKY NOTES A quicker way is to press the F3 function key shortcut SmartForms All forms in ChurchWatch are smart For each user they will remember their size and position as well as other state information such as sort orders and column sizes in grids Most forms are sizeable To change the size of a form click on the border of the form and drag it to a new size You can also maximize and minimize most forms using the sizing buttons on the title bar of the form window see below Minimize Maximize Close CSS Pip Maintenance Figure 2 5 Form Title Bar Buttons c Right Clicks Many of the lists and grids in ChurchWatch have mouse right click shortcut menus To access the menu position your mouse over the list or grid and then click the right mouse button A shortcut menu will pop up Select the shortcut menu item of interest In the case of lists only list items are right clickable unused areas of the list are not If the list is empty the short cut menu is not accessible except in the case of QuickSearch lists where you can click on the QuickSearch title to access the shortcut menu Refer to the example menu in Figure 2 6 E WMPITDPTEHTBHMnaepn amp SMITH Joe Expand All Collapse All Add Person Delete Person
283. this page Auto Set City When Check this box to have the Membership Manager automatically set All Users Adding New Families the city for you when new families are added The church s city is used Auto Set State Province Check this box to have the Membership Manager automatically set All Users When Adding New the state or province for you when new families are added The Families church s state or province is used Print Child s Last Name Check this box to modify directory reports as described All Users in Directories if Different From Contact s Last Name When Entering Report Check this box to have each user s favorite reports list shown when All Users Manager Auto Select the Report Manager is started When unchecked the Report Favorites Manager starts with the attendance reports list showing When Adding People Try Check this box to have the Membership Manager auto set the All Users to Guess the Gender gender of each individual entered First person is male second is female and all following are male Table 4 9 Behavior Page ChurchWatch User s Guide 4 10 Setup and Maintenance SETUP PAGE 10 Events ChurchWatch permits recurring events to be defined You can adjust some of the parameters of this feature to optimize the performance of ChurchWatch Recurring Events Classes When you define a recurring event or class ChurchWatch looks All Users ahead a specific number of days to auto define future events You
284. times There are several sophisticated options available to you here If you have a more complex class schedule you will need to manually create each class as a one time occurring class However the options available in ChurchWatch will allow you to setup most class schedules that you will encounter Recurs Until If the class stops recurring on a specific date you can set it here If this is not set the class will recur forever You can use this field to stop a class from recurring further without worrying about deleting the class and losing any attendance data Table 14 2 Details Page Form Items Setting Recurring Classes Look Ahead When you define a recurring class ChurchWatch looks ahead a specific number of days to auto define future classes for you You can set the number of days that ChurchWatch looks ahead on the EVENTS page of the SETUP form The lower this number the faster ChurchWatch will perform the look ahead and other event based operations and the less data that will be stored on your hard drive However if you need to create a calendar for a month that is not included in the look ahead not all events will appear on the calendar Based on this information you will need to decide what is the best look ahead value for your church Description Page You can enter a description of the class or any other comments on the description page ChurchWatch Users Guide S A The Sunday School and Class Manager Enrollment Pa
285. tion a V Click this to go to the last membership type Click this to view all membership types in a spreadsheet format Click this to exit the Membership Types Editor Table 6 9 Membership Types Editor Form Items ChurchWatch User s Guide 6 17 Lists Special Awards From the Sunday School Manager you can assign special awards to people Awards are defined in the Award Editor Award handling is unique since deleting an award from the awards list will not remove copies of the award already assigned to people Select Special Awards from the Lists menu Suse liye Maimtenante Data Entry Awarded To n Award ID s Date Created 2005 10 91 ll Star Attendance Bible Bucks CE gt n Figure 6 12 Special Awards Editor ChurchWatch User s Guide 6 18 Lists Award ID Used internally by ChurchWatch Date Created Date the award was created Award Name Name of the award This item will be auto formatted if list auto formatting is turned on This field indicates the current award that most buttons on this form will operate on J Formitem Description V M UA Click this to go to the last award Click this to view all awards in a spreadsheet format Click this to exit the Special Awards Editor Table 6 10 Special Awards Editor Form Items ChurchWatch User s Guide 6 19 Lists Special Needs Adults and children in your church may have special needs that Sunday School teachers and others
286. tion and Overview Network installation requires the purchase of additional licenses and a separate special workstation installation CD for each workstation on the network The single user copy of ChurchWatch is installed on the network file server and the workstation installation copies are installed at each workstation ChurchWatch can operate on any network that supports peer to peer file sharing under Microsoft Windows If you can see the server s drives under Network Neighborhood or My Network Places in the Windows Explorer you can likely run ChurchWatch on your network To install the server copy 1 Choose one computer to be a file server This should be your most powerful computer and one that will be powered on at all times At your chosen network file server follow the installation instructions described in Single User Installation to install the software on the server Use the CD labeled Single User or Server The installation will create a ChurchWatch folder and install the software there the default is c Program Files White Mountain Software ChurchWatch4 Mark the ChurchWatch folder you just created as shared and add all network users who will be using ChurchWatch This is done as follows Right Click the Windows Start button Choose Explore In the Explorer window find the folder you just created and right click on it Choose Sharing or Sharing and Security white Mountain Software amp C
287. tion of Contributions Report Account Name Name of the account This item will be auto formatted if list auto format is turned on Budget Set a yearly budget goal for this account by filling in this field Deposit Acct If you intend to export giving data and import it into an external accounting package you will need to define a deposit account name for each giving account The deposit account name must exactly match the deposit account name in your accounting package This is the deposit account that offerings to this giving account will be credited to in a double entry bookkeeping system Items in read show goals that have not been met BUTTONS Click this to delete the current giving account name You cannot delete accounts that are in use Click this to go to the first account Table 6 1 Giving Account Editor Form Items Click this to go back one account Click this to create a new giving account ChurchWatch User s Guide 6 3 Lists Church Group Names S Circi Grudus PER Data Entry People In This Group People Interested In This Group Notes E All Groups Hg Care Ministry Sig Church Board Group ID Wig Johnson Small Group E Missions Group Date Created 2005 10 91 Wis Prayer Chain WW Pray Name of the Group iiS Smith Small Group Comment Ca o T amp T 4 gt 8 Imm I ox Figure 6 3 Church Group Names Editor You can create a list o
288. to change the password and set the access privileges for the user It s probably best to just leave the password the same as the login name for now and let the user select their own password after they have logged into ChurchWatch for the first time You can decide now or later on the user s access privileges To Edit the users name password or access privileges at a later time you can click the EDIT button refer to figure 7 2 The same form shown in figure 7 3 will be displayed The COPY button in this form allows you to copy the privileges from another user to speed data entry ChurchWatch User s Guide 7 8 Security and User Name Maintenance BU say Sacie fur Usar IU gal Church Access Privileges Home church not included Church Name Access Access Privileges Secure Area View Modify Attendance Manager Backup Manager Church Groups List Churchw atch Today JARAK JISISIISIISII TIP Right click the arid For more options Figure 7 3 User Name Attributes Modifying Access Privileges ChurchWatch provides the ability the modify the access rights of each user to a very detailed level This allows certain parts of the program to be marked off limits for the user in question Refer to figures 7 2 and 7 3 above Select a user and click the EDIT button to edit the user s access rights The form shown in figure 7 3 will be displayed The first list allows you to control a users access to other church da
289. top x givers All people not in the top x giver list Top x Givers to The top x givers to one account All people not in the list of top x givers to One Account one account Home Email Anyone who has a home email address Anyone who does not have a home email address Work Email Anyone who has a work email address Anyone who does not have a work email address House User All families whose user defined checkbox Checkbox not checked Checkbox 1 1 is checked House User All families whose user defined checkbox Checkbox not checked Checkbox 2 2 is checked People User All people whose user defined checkbox 1 Checkbox not checked Checkbox 1 is checked People User All people whose user defined checkbox 2 Checkbox not checked Checkbox 2 is checked People User All people whose user defined checkbox 3 Checkbox not checked Checkbox 3 is checked Table 16 1 Mail Manager List Filters When you select one of the above filters the left list will be refreshed and the list on the right will be cleared Note that choosing a filter does not actually select any people for the mailing you will still have to make the people selections Choosing a Salutation Format ChurchWatch will automatically create a salutation based on one of the formats you choose Table 16 1 lists all possible salutation combinations Note that LNF stands for Last Name First and FNF stands for First Name First ChurchWatch User s Guide 16 4 The Mail Manager
290. ty Before any of this can happen you need to create a list of facilities specific to your church Select Church Facilities from the Lists menu Data Entry In Use By Facility ID 3 Room 202 Sanctuary Date Created 2005 10 91 Name of the Facility Comment COL deme ee Figure 6 4 Church Facilities Editor L xem Been Facility ID Used internally by ChurchWatch Date Created The date the facility name was created Name of the Facility Name of the facility This will be auto formatted if list auto formatting is turned on This field indicates the current facility that most buttons on this form will operate on A list of all events and classes that use this facility ChurchWatch User s Guide 6 7 Lists Fomtem Description O Schedule Click this to view the detailed schedule listing for the facility Figure 6 6 shows an example schedule Schede Schedule for Room 202 From Date Time To Date Time Event Type Event Name 2005 10 31 02 00 PM 2005 10 31 03 00 PM EVENT Figure 6 5 Sample Schedule Display From button on page 2 Remove Select an event or class and then click this button to remove the facility from the event or class BUTTONS a ee oe Tonsen smmesseemewsmaymmem smmessekmend tisogoionardore toi OO b mmm Table 6 3 Facilities Editor Form Items ChurchWatch User s Guide 6 8 Lists Church Resources Every church h
291. u to delete Find Click the FIND button to find a family or contact by name When doing a find only the first few letters of the name of interest need to be entered The find will locate and show the first occurrence found name since the FIND button will only find the first occurrence QuickReport Click this to get a quick report of all households in the current data filter or if no filter is in effect all households Click this to exit the Membership Manager Table 8 2 Household Level Button Summary ChurchWatch User s Guide 8 7 The Membership Manager Person Level Keeping Track of Your Greatest Resource People ChurchWatch is capable of storing almost limitless information about the People in or associated with your church through use of the person level in the Membership Manager The person level is organized as a series of pages or file cards with logically grouped information on each page Refer to figure 8 3 for an example of the person level pages You can also refer to the same figure throughout th chapter as a reference Although the amount of data you can store with the Membership Manager might seem a bit daunting at first most data entry fields in the are optional Use only what you need Asa rule you should fill in the first and last name the gender and the authority fields We also recommend setting the title but this is not necessary Note Every person you add in the Membership Manager is automatically assign
292. ublic_award_id This form allows you to retrieve a need ID from the operator The numeric need ID is returned in the public variable public_need_id PUBLIC public_class_id AS INTEGER DO FORM GETCLASS RELEASE public class id This form allows you to retrieve a class ID from the operator The numeric class ID is returned in the public variable public class id PUBLIC public date1 AS DATE DO FORM GETDATE3 RELEASE public date1 This form allows you to retrieve a date from the operator The date is returned in the public variable public date1 PUBLIC public env num AS INTEGER DO FORM GETENVNO RELEASE public env num This form allows you to retrieve an envelope number from the operator The numeric envelope number is returned in the public variable public env num PUBLIC public event id AS INTEGER DO FORM GETEVENT RELEASE public event id This form allows you to retrieve an event id from the operator The numeric event id is returned in the public variable public event id 20 11 The Report Manager Call Syntax and Description GETGROUP GETMEMB GETMON1 GETMONTH GETPERID GETQUART MAKEKIDS ChurchWatch User s Guide PUBLIC public group AS STRING DO FORM GETGROUP RELEASE public group This form allows you to retrieve a church group name The name of the group is returned in the public variable public group PUBLIC public memb AS STRING DO FORM GETMEMB RELEASE public memb This form allows you to retrieve a member
293. uded in the look ahead not all events will appear Based on this information you will need to decide what is the best look ahead value for your church ChurchWatch User s Guide 13 4 The Event Manager Description Page You can enter a description of the event or any other comments on the description page People Required Page AbppHe dE Board Meeting 2005 11 03 09 08 PM Board Neef A R ETE 2005 10 31 02 00 PM Smith Wedc Details Description People Required Facilities Resources 2005 11 06 10 00 AM Sunday m Are any specific people required at this event People Required JOHNSON Avery JOHNSON Sally JOHNSON Peter James PETERS Bill JOHNSON Sally SMITH Peter PETERS Bill SMITH Amy SMITH Anne SMITH Joe SMITH Peter SMITH Sally Figure 13 2 Event Manager People Required Page The People Required page is provided to record the people required at the event for the purpose of tracking and checking their schedules Recording people required at the event is optional To add a person to the People Required list select the person from the left list and then click the right facing arrow button You can also move all people to the required list by clicking the broken right facing arrow button To remove a person from the required list select the person from the right list and then click the left facing arrow button You can also remove all people from the required list by clicking the bro
294. umeric 6 REOCCUR P1 Numeric 7 OCCURUNTIL Date 8 DESCRIP Memo 9 PUBLISH Logical 10 REOCCUR_P2 Numeric 11 EXCLUDE Logical Structure for table SS_ENROL DBF Field Field Name Type 1 CLASS ID Numeric 2 PER ID Numeric Structure for table SS FAC DBF Field Field Name Type 1 CLASS ID Numeric 2 FAC ID Numeric Structure for table SS NOTES DBF PROPRIETARY Structure for table SS RES DBF Field Field Name Type 1 CLASS ID Numeric 2 RES ID Numeric Structure for table SSTAUGHT DBF Field Field Name Type 1 PER ID Numeric 2 CLASS NAME Character 3 TEACH DATE Date ChurchWatch User s Guide Appendix A Class award names Widt Dec Description Award ID Award name Date created Comments 4 OoO0 05 5 Class descriptions Widt Dec Description Class ID Class name Class start time and date Class end time and date Occurs type 1 occurs once 2 Every day of week 3 Every x days 4 Once a month on day x 5 Every xth day 6 xth day of the month 2 Recurring parameter for type Typel N A Type2 day of week Sunday 1 l ype3 number of days Type4 day of month Date recurring stops Description of class T to publish in calendars Recurring parameter Type5 day of week ype6 day of week il T to exclude from conflict checking 5 r0 0 0 57 Dr 4 Co People enrolled in classes Width Dec Description 4 Class ID 6 Perso
295. un in Windows 3 1 or Windows 95 800x600 video display results and performance may vary on your computer hardware White Mountain Software Recommends Pentium 4 computer 512 Megabytes of RAM 100 Megabytes of hard disk space Microsoft Windows XP operating system 1024x768 or higher video display Sound card and speakers Analog Modem for phone dialing Backup disk drive NOTE When installing on Windows XP Pro systems make sure you are logged on as an administrator account when using ChurchWatch ChurchWatch must be permitted to have read write delete create privileges in the ChurchWatch root folder and in all subfolders underneath the ChurchWatch root folder Otherwise access denied type file errors can occur Single User Installation To install ChurchWatch simply insert the program CD into your CD ROM drive and close the door After a few seconds an installation screen will appear If the installation screen does not appear you can run the setup program manually as follows 1 2 3 4 Click the Windows Start button Choose Run Type d setup exe you may need to replace the d with the drive letter of your CD ROM drive Click the OK button Follow the instructions to install ChurchWatch We recommend installing to the directory C Program Files White Mountain Software ChurchWatch4 but you may choose any directory on any drive ChurchWatch User s Guide 1 3 Network Installation Installa
296. ur Field Operator Family Nam begins with Value VW Figure 30 4 Example Filter Condition STEP 4 Click the OK button to Exit The filter builder will be showing the current filter you have built In this example family nam begins with W STEP 5 Click OK again The Membership Manager will now only show people with a family name that begins with W The word Filtered will be displayed near the top of the Membership Manager to remind you that you have a filter in effect You can clear the filter by clicking the CLEAR FILTER button in the Membership Manager or by going back into the filter builder SET FILTER button and clicking the DELETE button Quick Report Some forms have a Quick Report button Once you have your filter built you can do a Quick Report to send the data to the printer or to mailing labels Click the QUICK REPORT button in the form you are using Membership or Giving Compound Filters Suppose you need to expand the above filter example to include only men whose last name begins with W This type of filter is called a compound filter because more than one condition is required to complete it Assuming the original filter is still in effect ChurchWatch User s Guide 30 5 Data Filtering here is how you would add a second condition to create a compound filter STEP 1 Click the SET FILTER button again to edit the filter STEP2 Click the ADD button in the filter builder to a
297. urch Address Church Name Hill Valley Full Gospel Address Address2 City Zip Postal Cd Phone 306 955 3657 E Mail www churchwat ch com Web Page admin churchwatch com Figure 4 1 Setup and Maintenance Form ChurchWatch User s Guide 4 1 Setup and Maintenance SETUP PAGE 1 Church Info Pastor Priest Name Name of your pastor or priest Presently this is used only on All Users Registers Certificates Setup or Edit Other Click this button to create another database You can use this All Users Churches feature to handle data from multiple churches or just to create separate databases within your church for Sunday School for example Church Name The name of your church Your church name will be printed on All Users reports Address1 The address of your church All Users Address2 City City or town that your church is located in All Users State Prov US State or Canadian Province If this does not apply in your All Users country you may simply enter 2 character text in this box as required Zip Postal Cd Zip code or postal code of your church All Users Country The country your church resides in You can choose from the All Users countries in the list or enter a new country name if yours is not listed The selection of this field affects the State Prov field so enter this first Church Logo If you have a church logo you can set it here for use on reports All Users Use the SET button to ind
298. urrent needs group Remove All Click this to remove all people from the current need group This will not actually delete any people records just remove the need Table 6 11 Special Needs Editor Form Items gt Qa V ChurchWatch User s Guide 6 21 Lists Time amp Talents Finding volunteers for various jobs that need doing around the church can be a challenge The Time and Talents List and T amp T Page in the Membership Manager can help you find the people you need The Time and Talents Editor is the method by which you can create a list of hobbies interests skills spiritual gifts ministries and any other item you can think of Select Time amp Talents from the Lists menu i Pine id Tala Data Entry People With This Time Talent Carpentry Computers Prophesy Date Created 2005 10 91 Teaching Type Activity A R O Gifting G by or Interest H Other 0 a a e Cuf TK TC gt Figure 6 14 Time and Talents Editor ChurchWatch User s Guide 6 22 Lists Formitem Desorption O Date Created Date the time talent was created Name of Time Talent Name of the time talent This will be auto formatted if list auto formatting is turned on This field indicates the current time talent that most buttons on this form will operate on Type Type One of Activity Gifting Hobby or Interest Skill Ministry Other List Box A list of all people who have or a
299. using either a person id or envelope number to define the person to credit the offering s to Following the person id or envelope number a list of numbers representing offerings to each account must be given Data in the PAR import file must be comma or blank delimited ASCII text According to the example in figure 11 8 the PAR import file format is ENVELOPE NUMBER unused field BUDGET MISSIONS BUILDING FUND and some example data might be 300 00 20 00 50 00 10 0 0 400 00 0 00 0 00 0 12 0 0 So in this example envelope 10 has given 300 to Budget 20 to Missions and 50 to the Building Fund Envelope 12 has given 400 to Budget To describe the file format select fields from the left most list in the PAR Import Form and move them to the right most list The right most list describes the file format You can skip fields in the import file by using the Unused Field marker in the PAR Import Form ChurchWatch User s Guide 11 14 The Giving and Tax Receipt Managers Some rules regarding PAR imports 1 All data in the file must be numeric 2 The data file must be ASCII delimited text 3 Do not use a header record in the file 4 All data goes to the current batch date note the header at the top of the PAR Import Form Proceeding With the PAR Import Click the IMPORT button in the PAR Import form to perform the import You will be prompted for a file Locate and select your import file name The data wil
300. ve an opportunity to select specific fields in the next step Once you are satisfied with what you have selected click the NEXT button In the example above we have chosen to export House and People fields The Giving export selection is a special case and will be covered later in this chapter ChurchWatch User s Guide 5 8 Import and Export Managers Step 2 Choose Specific Fields amp Export Manager Jot STEP 2 Select the database fields you wish to export This wil also set the order of the field columns Choose From These Fields Figure 5 7 Choosing the Fields to Export In this step you need to choose the specific data fields you are interested in exporting The fields will be placed in the output field in the exact order that you select them Use the arrow buttons to move fields from the master list at the left to the selection list at the right In the example above we have chosen person s first name the family name from the House table see note below the person s address and birthdate You can reorder your selections by clicking and dragging on the square buttons in the right list box When you are satisfied with your selections and their order click the NEXT button NOTE When House amp People is selected in step 1 there are several data fields with the same name in the HOUSE and PEOPLE tables These will show up in the master field listas FAMILY NAM A FAMILY NAM B FAMILY ID A FAMILY I
301. very PETERS Bill Env Or Name SMITH Joe mont kem uis Dern ay Frequency Weekly OBi Weeky Monthly O Yearly Peter KOTHBIATA TIRE EA All Pledge Data Pledge Summary HET EEUU IE g C Show Deleted Records Records shown in red are deleted Amount Account Frequency PETERS Bill 30 00 Budget Weekly SMITH Amy 100 00 Budget Monthly B LE ES nv nal Ut EI x lcs RUD Find Next UnDelete QuickReport cc Figure 12 1 The Pledge Manager Form Filtering and The QuickSearch List By default the Pledge Manager uses no filtering on your data all records are shown and the QuickSearch list is disabled in this state You can view the pledges for a single person and therefore enable the QuickSearch list by clicking the Selected Person radio button Then select a person from the QuickSearch List The Advanced Filtering radio button can be used to create a more detailed data filter refer to chapter 30 ChurchWatch User s Guide 12 1 The Pledge Manager Pledge Data Entry The area below the filtering box is used for posting new pledges or editing existing records When the background color of this boxed area is grey you will be posting new data When the background color is green it indicates that an existing record has been loaded for modification this will be explained later Table 12 1 examines each item in this box in detail Fomtem Description O If you are using env
302. w up visit is actually scheduled This state serves as a reminder until you have time to manually schedule another visit When the follow up visit is scheduled you should move the state of the original visitto CLOSED You can continue this process for as many visits as a required Form Items Table 10 1 lists and describes all form items Formem Description Summary Grid Choose the visitor you want to work with from this drop down list Filter button Click this to view visitation data for a single person Filter button Click this to view visitation data for one pastor Filter button Click this to view only scheduled visits Filter button Click this to view only follow up visits Filter button Click this to view only closed visits Check this box if person is interested in membership Click this button to note that person desires no contact When checked this visitor will be excluded from mailings in the Mail Manager and from phone lists in the PhoneTree export Check this box if person needs prayer You can use the notes area to note the specifics about the prayer need Click the ZOOM button to expand the notes into a larger window Start This grid lists all appearances recorded for this visitor Click the EDIT button in the grid to to view and or change comments I h Click the ADD button to add an appearance for the current visitor Click the DELETE button to delete the currently selected appearance Choose the type of vis
303. wer case MAX string1 string2 Returns the maximum or minimum string e g A is less than B MIN string1 string2 OCCURS cSearchExpression Returns the number of times a character expression occurs in the given field cExpressionSearched OCCURS cSearchExpression cExpressionSearched ChurchWatch User s Guide 21 7 The Query Manager Function 0 o Bewnpion 0 PADL PADR Returns a string padded with blanks on the left PADL right PADR or both PADC eExpression sides PADC You can also specify the padding character default is space nResultSize cPadCharacter PADL eExpression nResultSize cPadCharacter SOUNDEX cExpression Returns a phonetic representation of the specified character field SPACE num Returns a character string of the specified length filled with spaces STR num Converts a numerical value to a string STRTRAN cSearched Searches a character field for occurrences of a second character expression cSearchFor cReplacement and then replaces each occurrence with a third character expression STRTRAN cSearched cSearchFor cReplacement STUFF cExpression Returns a character string created by replacing a specified number of nStartReplacement characters in a character expression with another character expression nCharactersReplaced cReplacement STUFF cExpression nStartReplacement nCharactersReplaced cReplacement SUBSTR cExpression Returns a portion of a string from a give
304. where next year s envelope is non blank CO for all people where this year s envelope is non blank CO for all people where either this year s or next year s envelope is non blank for all people regardless of current envelope numbers Letter Destination O for all envelope holders who have given this year Screen Preview Auto assign new envelope numbers to next year field AFTER the shift Printer for the people specified in the shift instructions above O PDF File OMS Word DOC File OMS Word RTF File OMS Word Flow DOC OMS Word Flow RTF O Microsoft Excel File O HTML File Plain Text File for all people in the database including visitors and temporaries O for all people who currently have an envelope number For people of a specific membership level O Restart at envelope number 1 Continue the envelope number sequence no reset Start at this number Just keep old number i e Copy Figure 8 4 Envelope Number Shift Form There are several operations available to you here ChurchWatch User s Guide 8 12 The Membership Manager Shifting the envelope numbers Auto assigning new envelope numbers into the Next Year field Printing notification letters Copy this year s envelope numbers to next year Ao If this is the first time you have used the envelope shift you will likely want to seed the next years envelope numbers first Otherwise there is nothing to shift or you will have to
305. x A Library item history Width 6 CO N Desc Pers Item Borr Retu Dec ription on ID ID ow date rn date Library Manager items Widt NNA CM DDVDOVOAOAND 6 Form letters and bulk e mails Widt 4 20 20 4 OFPFDODOOKROOD 10 Widt 2 OOo O00 5 5 Desc Item Date Titl Auth Iden Loca Publ Typ Dec cO 10Y 014 00 F5 S Keyw Desc TRUE On 1 Date Publ Owne one Call ISBN True Borr True umb Desc Last Name Dec Form letter body ription ID created e or tifier eg ISBN tion of item ication date of item Book Cassette CD DVD agazine ewspaper Video Other ords for search ription if on loan oan to who due back isher name r name tary value number number if this is in a series ow period in days if notified of overdue er of times item borrowed ription time form let of form letter modified Path to header BMP file Path to footer BMP file Name to print for signature True if header enabled True if footer enabled Subject for e mail Membership type names Dec Description Membership Type ID Membership name Date created Comments A 6 Structure for table MINUTES DBF Field Field Name Type 1 ACTIVE EID Numeric 2 MINUTES Memo Structure for table MM LIST DATA DBF Field Field Name Type 1 TLISI ID Numeric 2 PER ID Numeric 3 FAMILY ID Numeric
306. y March April All people who gave an offering last month January From the Membership Manager date given is between 1999 01 01 and 1999 01 31 or from the Giving Manager giving month equals January All people in the Smith small group From the Membership Manager under Grp Type Name equals Smith Small Group All families that live in an area with a zip code prefix 849 From the Membership Manager postal cod begins with 849 Tip After creating your data filter use the Quick Report to create a report Combining a data filter with a Quick Report is a great way to create your own reports ChurchWatch User s Guide 30 9 Data Filtering ChurchWatch User s Guide 30 10 Support Chapter 31 Support The Support Contract In order to receive telephone and e mail support beyond the 30 day free period you will need to purchase the optional support contract The support contract is highly recommended Please contact White Mountain Software for current pricing The support contract is valid for a period of twelve months from activation The support contract costs go toward paying for support time and ongoing improvements to ChurchW atch Web Page and Periodic Software Updates The home page of ChurchWatch is http www churchwatch com The home page of White Mountain Software is http www whitemountainsoftware com Watch the churchwatch com page for periodic software updates and for other support information
307. y Sunday Sunday EEEEEEEE Summary of Attendance for this Event Membtype Attendance a General Summary AM AM AM AM AM AM AM AM AM PM PM Iv Total Attendance Advanced Filters Purge By Date Figure 15 1 The Attendance Manager The Attendance Manager form consists of a list of events on the left side a set of pages for entering attendance information and a set of buttons to manipulate the selected event The form always works on the event that is selected in the QuickSearch list The name of the current event also appears in blue near the top of the form Always make sure you have chosen the correct event and date combination before entering any attendance data Table 15 1 describes the form buttons and the sections following explain each page in detail ChurchWatch User s Guide 15 2 The Attendance Manager Buon scription O Advanced Filters Purge By Date Delete Click this button to change what is displayed in the event list The following options will be displayed Advanced Filters ri Between 2 dates C List Future Dates Figure 15 2 Advanced Options Click this button to delete ALL attendance information for the selected event prior to and including a date that you provide This deletes attendance and meeting minutes data for the selected event only Note Since ChurchWatch never automatically deletes attendance data you should purge your data once i
308. y field before setting the State Province field since the country defines the list of states or provinces ChurchWatch User s Guide 8 2 The Membership Manager Household Level Alternate Address Page The second page displays the secondary or alternate address for the contact or family This is an excellent place to store seasonal addresses such as the summer cottage or winter get away Select this page by clicking on the page header To make a change simply click the mouse in one of the data entry windows e g City and begin to type Note that the alternate page header will be shown in bold as a reminder whenever there is data entered for the alternate address Tip Set the Country field before setting the State Province field since the country defines the list of states or provinces Household Level Notes Page The third page is used to enter unlimited free form notes about the family There is a security level for this page so you can lock out certain users from accessing this page thereby making the notes confidential if desired Household Level User Defined Page The fourth page is labeled User Defined and it contains several fields that you can setup to be anything you want To access this page click on the page header The titles for these fields can be set on the SETUP form on the USER DEFINED FIELDS HOUSE page refer to Chapter 4 Table 8 1 lists the user defined fields their types and allowable field
309. y further Set the recurs until date to todays date Table 14 1 The Class Manager Buttons QuickSearch List Click on a class in the QuickSearch list to make it the current class If the class of interest is not displayed click the scroll bar to move the list and view more classes There are a number of options available to you if you right click on a QuickSearch list item or on the QuickSearch title ChurchWatch User s Guide 14 3 The Sunday School and Class Manager Details Page and Recurring Classes The details page is the main page of the Class Manager Use this page to set the dates and times for the class You can specify if you would like a reminder and if the class is to occur more than once and optionally when it stops recurring Table 14 2 lists the items on the Details page Formitem scription O Class ID The Class ID is used internally by ChurchWatch and cannot be modified Publish in Calendars Check this box to allow the class name dates and times to appear in church calendars Exclude in Conflict Check this box to exclude all occurrences of this class from schedule conflict checks Checks From To Set the initial from and to dates and times using these fields You can also click the CALENDAR button beside each field to display a calendar for more easily selecting a date You will still need to set the time properly Frequency Use the frequency options to set whether the class occurs only once or recurs several
310. y names and addresses choose the House option If you are importing any fields that are contained in the PEOPLE table choose the House and People Details option In this example we are importing fields that are contained in the PEOPLE table so we choose House and People Details Since we are using a Family ID instead of Family Name as the key we need to check the Use Family ID in Import File as Key checkbox Click the NEXT button to move to the next step ChurchWatch User s Guide 5 3 Import and Export Managers Step 2 Choose the Fields Data Import 4 m STEP 2 Select the database fields that match the import data Note that Field order is critical and fields From your data File cannot be skipped Figure 5 2 Choosing Import Fields Next choose the fields you are going to import into ChurchWatch from the list at the left Move your chosen fields to the list on the right using the arrow buttons Note that the order is very important and must exactly match the order of the fields in your input data file If you make a mistake in the ordering you can click and drag on the square boxes on the left side of the right hand list to reorder the items You may not skip fields in the input data file The above figure shows the fields in our example input file in the correct order with no skipped fields If you choose an incorrect field name you can use the left facing arrows to move fields back to the main
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