Home

the Complete User Manual Here

Contents

1. phone details will appear as greyed text in the appropriate fields of the individual record reminding you of information already available for the household Only over type it if the individual s details are different to that of their household details Field Description Active Tick this box to make this person record active Only active records will be automatically placed into a schedule by the Automatic Scheduler Last name Usual Surname this person uses This does not have to be the same as the household selected in Required the Household drop down box below Preferred name An individual s preferred first name Required Initials An individual s middle initial Use this if two people have the same first and preferred names DOB Date of Birth This can be entered in any format Year is not required Used by the Birthday report function and also reports date of birth in the address book Household Select an existing Household record You can create a new household record on the fly by clicking the lookup button A person can only belong to one household Family status Select either Father Mother Son Daughter Grandmother Grandfather Adult male Adult female Start Date Enter the date a person starts SmartRoster will know not to schedule them before this date and will adjust automatic usage targets accordingly SmartRoster uses different tabs to store the different kinds of information J
2. HouseholdName Last name or surname for individual or household name for household PreferredName Person s preferred first name leave blank if a household Initials Person s middle initial leave blank if a household Household ID The numeric ID of the household record this person belongs to Only valid for records where PersonType 0 see below PersonType This defines the record type numeric 0 zero Person record 1 one Household record 2 two Group record DateOfBirth Person s date of b irth AddressLine1 AddressLine2 Eg the street number and name or the post office box number Town State Postcode Town State and Postcode or ZIP code Email Person s email address or household email address HomePhone HomeFax is the household s home numbers If a Person then the persons home phone numbers if a Household then this WorkPhone WorkFax Households If a Person then the persons normal work phone numbers Not valid for PersonalMobile Person s mobile phone number HomeMobile A shared household mobile 50 Managing People i A list of roles for this person eg pianist door greeter song leader separated by the pipe character Optionally you can enter the Event that the role applies to in square brackets eg Pianist AM Service Reader PM Service Events A list of events f
3. You can also export schedules in SmartRoster SRP Acrobat PDF format and Windows WMF and into MS Word 2000 or above via the reporting function See page 97 This provides considerably more options regarding layout Importing an html file into MS Word To import an HTML file into MS Word use the Insert File menu Importing a Tab delimited file into MS Word The following is a guide to importing a Tab delimited file into MS Word the following commands apply to MS Word 1 Start a new document in Word Select menu File New Document 2 Optionally select menu File Page Setup and set the margins to one inch or less page layout landscape 3 Select menu Insert File and select the txt file you exported in tab delimited format 4 Select all text and do Table Convert Text to Table In the dialog select Auto fit to contents and Separate text at Tabs and OK 5 Optionally change the font as desired eg Arial 8 point fits more on the page Select menu Edit Replace and replace with 1 without the quotes select All in Search options and click Replace All Creating and Using Schedules E Attendance monitoring and reporting Attendance allows you to define historic attendance status flags and to set and report how the persons scheduled performed according to the published scheduled Defining Attendance status flags To define your Attendance flags select File Options and select the Other
4. In practice it is best to put the most critical roles important roles or those with the most constraints or least role members higher in the list Note AutoFill order does not effect the order in which roles display or print out AutoFill Role Order besse Use the up and down arrows to change fhe order in which Auto Fill fills the roster Speaker Service Leader Song Leader Vocals Sops Vocals Harm ony Keyboard Set Up Sound Overhead Creche M Tea i Door Greeter Remember best random order E Use random role order The display order can be changed by drag and dropping the columns in the schedule grid Tick Use random role order to tell the scheduler to randomise the role order You may wish to do this if you are unsure which role order will generate the best schedules If you also tick Remember best random order then SmartRoster will save the order of the roles for those schedules it keeps Advanced AutoFill settings In general you should not need to alter any of these settings to obtain an acceptable schedule However some users will have different needs that the settings out of the box do not meet adequately In this case you may find changing these settings produces a better match for your organization Advanced settings gives the user access to parameters that effect the way SmartRoster selects role members for a timeslot from those available to fill th
5. n Displays the minute without a leading zero 0 59 nn Displays the minute with a leading zero 00 59 S Displays the second without a leading zero 0 59 SS Displays the second with a leading zero 00 59 z Displays the millisecond without a leading zero 0 999 ZZZ Displays the millisecond with a leading zero 000 999 t Displays the time using the format given by the ShortTimeFormat global variable tt Displays the time using the format given by the LongTimeFormat global variable am pm Uses the 12 hour clock for the preceding h or hh specifier and displays am for any hour before noon and pm for any hour after noon The am pm specifier can use lower upper or mixed case and the result is displayed accordingly a p Uses the 12 hour clock for the preceding h or hh specifier and displays a for any hour before noon and p for any hour after noon The a p specifier can use lower upper or mixed case and the result is displayed accordingly ampm Uses the 12 hour clock for the preceding h or hh specifier and displays the contents of the TimeAMString global variable for any hour before noon and the contents of the TimePMString global variable for any hour after noon Displays the date separator character given by the DateSeparator global variable Displays the time separator character given by the TimeSeparator global variable XX XX Characters enclosed in single or double quotes are displayed as is a
6. r gt Edit Usage Target 1 Select the number and Times Hours or Days 2 Select the period in which the number of times hours days applies Note Scheduling Period sets a limit for the current schedule not including any look back period Times d Times gm Ges HI How many Over what timespan every 1 H Scheduling Period e E Select the usage target interpretation See below How will SmartRoster interpret that As an average over the whole period including any lookback _ As the maximum allowable in each consecutive timespan 1 03 2012 D As the maximum in ANY possible period of that timespan 4 z i h h elect the roles this applies to You can select a Role group or tick select All roles if this limit applies across all roles To create or edit a role group click on the Edit button For which Roles does this limit apply All Roles Selected Roles Select a role group below 6 Tick this box if the target is to apply only to the members of this group or household and not the group itself For which Events does this limit apply All Events Selected Events Select an event group bala 5 Gite applies to You can select an Event group or tick All Events To create or edit an event group click on the Edit button E Apply this target to each m
7. Recently edited SmartRoster file An existing SmartRoster file Sample SmartRoster file SA ene Each time you open SmartRoster the Welcome to SmartRoster window will appear giving you the option to create a new SmartRoster file with or without the New File Wizard or open an existing file This screen only appears when you open SmartRoster However you can always create a new file or select an existing file from within SmartRoster by using the file menu Opening an existing SmartRoster file Opening the sample file If you are using SmartRoster for the first time you may want to open the sample file which you can use to get a better feel for the program before you start to create your own file To open the sample file 1 From the Welcome dialog or from the File gt Open menu choose Sample SmartRositer File 2 Click OK This will open the file Sample ros which is installed in your program directory Use the sample file to explore SmartRoster You can do anything you want in the sample file enter data run reports and try all the features When you re ready to set up your own SmartRoster file simply choose the File gt New menu Opening an existing file If you ve already created a SmartRoster file and you want to keep working on it just select Recently edited SmartRoster file and click OK If you want to open a different file select An existing SmartRoster file and click OK Then se
8. D Have you added Household association preferences See page 48 D Have you set usage targets for Role Members where this is known See page 59 Q Have you added fixed schedule entries and locked these in See page 71 Scheduler Quality Measures The quality of a generated schedule depends on a number of factors including how many associations it satisfies how close it comes to meeting usage targets how evenly it distributes roles to role members how many vacancies are filled and sometimes overall how many people are able to be scheduled SmartRoster uses a number of quality measures which are shown for the current schedule in the status bar on the bottom of the SmartRoster window Which quality measure is important depends on your specific circumstances 75 CHAPTER 5 Creating and Using Schedules 76 Vacant slots are the difference between the number of people required in a role event and the number scheduled in a given timeslot Bottom line Try increasing the Cannot exceed property if there are too many vacant slots Non Fixed Usage Weight allocation by the events a person can serve Cannot exceed calculated role member target by more than 1 0 AutoFill Options Increasing Cannot exceed number will reduce Vacant Slots at the expense of increased average usage error This is the average error between each person s usage target and the actual usage percent atta
9. Enable file sharing protocol check box which is located under the File Options menu and the Open amp Save tab Once file sharing is active SmartRoster controls who may have read write access to a SmartRoster file The first person to open the file will automatically be granted read write access to the file While the file is still open by that user any subsequent user attempting to open the file will be granted read only access and will not be able to over write that file although they will be able to Save As any changes they make to another file They will know this is the case because the words READONLY will be appended to the filename in the SmartRoster title bar When the original user closes the file the next least recent user to open the file will be informed that they can have read write access to the file if they re load it to pick up any changes made by the original user If they accept then they will then have full read write access If they decline then read write access will be offered to the next least recent user to open the file until someone accepts read write access or no one is left SmartRoster WebShare File sharing over the internet To enable file sharing over the Internet you need to tick the J Enable WebShare for file sharing over the internet check box which is located under the File Options menu and the WebShare tab This will only be available if you have purchased at l
10. How do I set up and manage my schedules Once you have set up your SmartRoster file your people individuals households groups roles and events you can begin the actual process of scheduling SmartRoster makes scheduling easy but even more importantly it can automatically do most of the scheduling work for you The Automatic Scheduler is SmartRoster s most powerful feature the one that really sets it apart from the competition You won t believe how easy scheduling can be with SmartRoster 69 CHAPTER 5 Creating and Using Schedules Setting Scheduling Period and Look back days 70 You will construct your schedules in the Schedules panel See page 17 for a summary of the features of this panel The first step in creating schedules is to set the time period to be covered by the schedules 1 Open the Schedules panel if it is not currently visible Toate d AAA AAA Speaker Service Leader Song Leader Vocals Sops Vocals Harm ony Keyboard Fleur Jones Andrew Bettles Kirsten Rudd Florence Smart Lynley Cooper Millie Kasper Alex Nile Fleur Jones Abraham Kaspe Jennifer Reddy David Anstey Florence Smar Kirsten Rudd Holly Pinkington Aviola Weston Bill Armstrong Andrew Bettles Kirsten Rudd Kristoff Rudd 2 Click on the down arrow next to Scheduling Choose Period Period box Then choose the dates in the Start End Choose Period dialog by settings the Start Emomz 31 05
11. Vocals Sops Sunday AM Service Sunday PM Service Vocals Harm ony Vocals Harm ony Keyboard Keyboard SetUp Set Un Sound Sound Overhead Creche Creche M Tea 1 M Tea 1 Door Greeter Door Greeter Unscheduled ag fh tll A 9 d a Finally you can restrict what a login user can see and edit by role and event Typically a user may want to schedule only a subset of Roles but take into account the personnel absences and association preferences already entered In this case you can make all roles viewable but restrict which roles they can edit You can also restrict which events can be viewed and which edited See note above under SysAdmin for further restrictions applied to NON SysAdmins A logged in user will also only be able to edit the personal details for persons who are members or role which they are able to edit The SysAdmin can of course view and edit any details Saving the User Credentials Once you have created this template save it by clicking Save You can at this point create more user credentials for all the other users who will be logged into the Smartroster database You can come back later if you wish to finish creating user credentials You can also edit user credentials at any time if you are logged in as a SysAdmin Don t forget to save all your changes with File gt Save or clicking on the Save icon on the toolbar Guest Credentials You can define a set of c
12. period limits the number or times scheduled in any period of the given length regardless of when the period begins Starting date is therefore not required In this case the actual usage averaged over the whole schedule will be less than the usage target set here Hence this is the most restrictive interpretation Usage targets for Households or groups When adding a usage target for a household or group you will also see a tick box Applies to Members only This tick box allows you to easily apply a usage target to each member of the household or group as if you went in to each member individually and created the same usage target for them rather than the household or group itself If you tick this box then you will see the usage target in the list with Members Only appended This usage target will then limit the number of times each member individually can be scheduled but NOT limit the household or group specifically If you have not ticked this box then the usage target will apply to this group or household as a whole That is this usage target will limit the sum total timeslots in which its members are scheduled It will NOT put a specific limit on any single member alone Enforced Break Setting Enforced Break for a person household or group instructs AutoFill to guarantee a break of the specified hours between successive timeslots for that entity If specified for a group or household then the enforced break will apply to
13. Alternatively simply double click into any blank area in a cell You cannot enter comments while editing in the Dates by Names grid format 74 Creating and Using Schedules Schedules panel Date and Name format You can specify the format of the names or dates that appear on either axis by choosing the Schedules gt Name format or Schedules gt Date format menu respectively By selecting Date format you can specify how SmartRoster displays the Event Date Time label This string can contain lt EVENT gt A literal token that is replaced by the event name lt COMMENT gt A literal token that is replaced by the event comment if it exists for this event occurrence A single pipe character which indicate a new line at this place in the event specifier Format string Strings of characters that substitute for date and time values See Date time format strings on page 120 Automatic Schedule Generation The previous sections discussed how to assign people one at a time and how to make changes as you go along The best way to assign people to schedules is to use the powerful SmartRoster Automatic Scheduler This feature really is what makes SmartRoster stand out from other scheduling methods Pre Auto Fill Check List Before you use the Automatic Scheduler check that you have all necessary information Have you added all absences See page 47 D Have you added association preferences See page 46
14. The New File Wizard shows you how to enter details such as Step 1 Name your SmartRoster File Sten Set Your Oraanizatian Name e Organization name e People Households or Groups e Events and Roles In addition you can import the details about your people from another source Setting up a new file Step 1 Name your SmartRoster File Save your file before you continue any further 1 Select the File gt Save as menu 2 Type in the file name to save it as 3 Click on the Save button It is recommended that you save your work at regular intervals SmartRoster can do this for you To activate automatic file saves 1 Select the File gt Options menu and click on the Open amp Save tab Save options Save Compressed Auto Save an d 2 Tick the Auto Save check box 3 Inthe Every Minutes box type in the number of minutes to save your work and Click OK 29 CHAPTER 2 GETTING STARTED 30 Step 2 Set Your Organization Name Set the name of your organization This name will appear in the header of most reports generated by SmartRoster 1 To set your organization s name select the File gt Options menu Options Droanizatio E Nene Open and Save Le stephens Angiican 2 Fill in your organization name in the box called Name 3 Click on the OK button Step 3 Define Roles 1 Select the Role gt New menu 2 Type in the name of the new Role and press th
15. Usage Target Interpreta tion Managing Roles and Events D Role Member Parameters To edit role members select all the members you wish to edit hold down the control key to select multiple names in the Role Members panel Then right click and select edit Role wes gt Role Speaker Start Date Unknown gt Members Alex Nile EI Usage Target 7 S Times every 1 I Scheduling Period Avgover whole schedule staring 1 03 2012 E m Event Sunday AM Service D Next Event lt Not Specified gt gt Spare E Only use this person as last resort to fill empty slot Trainee E Cannot be scheduled alone or only with trainees Report groups households as fist of members Use pre assigned schedule Con Pre assigned and manual scheduling only To add a usage target Tick Usage Target gt Indicate the usage number of Times or Hours or Days the period over which this applies If you select Scheduling Period this does NOT include any look back period Set the usage interpretation see below See also Personal Usage Targets page 43 Overcommitted Usage Target At times you may see the word Overcommitted show in the Role Members panel title bar This means that you have set usage targets for that role which added together exceed the total number of timeslots available to people in that role However you can still use AutoFill with overcommitt
16. c sccccsecceseeeeesecesseeseseeeeeseeeseaesenaaesesneeeneeseseaesesueesaseeaessaeseseaesaseaeeeseaeenees 8 SmartR st r BIC 8 What Can SmartRoster DO cccsccsseceeseeeesseeeeseeeneneeseaeeesaeseseeeeeeeeessaeseseaesnseeeseseeeseaeseseaeenseeeeees 8 SmantRoster Kelte eege 10 Windows Cette ee eebe See 10 lu Lg E KU 12 SmartRoster Panel Sisinnius rinaire aaora iiaaaeaoe neiden daia 13 Running Smart ostel iisaciiesiciinenioniinneienaa aunen iaai ia stuesateneveneoentueed ecrecuteestuecdeeceseaneestuneve 19 Exiting SmarntRoster oein aea a eaaa aeaaea cule a eena aa aeaa ust of aana aasan aaaea enai 20 File Ed ue seoser ent eenean acces Sa ee aaaeeeaa eaaa a aa aKa ae Aaaa a aaaea a aaea a aaaeeeaa 21 SmartRoster Webzzhare 2 ege EES EENEG 21 Automatic Updates ege EEN NEEN NEE EES 23 e BREET 24 System REQuireMe UC 25 Installing SmartROSte ics eege 26 Registering SmartROsterl cccccccssccesseeeeeeeseeseeeseeeenseeeesaeeesaeeseseeeeneeaescaeseseaeenseaeeeaesessaesasaeenenaes 27 Getting Started with SmartROste r ccccsccsseeeesseeeeseeeeeeeeesnaeeeseeeeeeeeeseaesaseeesneeeaeseaeseseeesnseeeeses 28 Setting Up A New SmartRoster File ccccscccsseeceeeeeseeeeesneeenseeeeneeeeseaesaseaeenseeeseseeesnaeseseenenseeeees 29 CHAPTER3 MANAGING PEOPLE ssccccccesnsesececeenensssesseeenenees 40 Juttel He te LEE 41 The People Menu ccccccsceeceesseeeeeeensneeeenseeeeensueeeeensuaeeeensuaeeesnsueeeeseseaeeeseaseecee
17. each member of the group or household For instance to prevent a person being scheduled at more than one event during a weekend enter an Enforced Break of 48 hours If applies between members as well as to each member is ticked then if anyone in the group assuming this is a group or household is scheduled then no one else in the group will be scheduled within the enforced break period of this person They may still be scheduled to the SAME event same time period regardless of role This is useful for insuring for example family members do not serve on different services on the same weekend if they serve at all Note The usage target 2 times every 4 weeks tells AutoFill to try to schedule the role member so that over the whole period including the Look back period if set the person will be scheduled in that role AN AVERAGE OF 2 times per 4 week interval ie if the period is three months then it will try to schedule the person about 6 5 times over the whole period 2x13 4 Although SmartRoster will try to even out this usage these times could be all in the first two months and they could in the worst case be consecutively So 2 times every 4 weeks does not mean every other week IF you want to skip every other week for instance then you should also use the enforced break for that role member and set it to say 13 days This will guarantee the break as desired See also Global Enforced Break page
18. enter the details in these fields SMTP default only Atach Adobe Accrobat torr pdf Rigas asi Adobe Accrobat format pdf Email Folder C Wserz JohniDocumes Set the format for attaching reports to email messages Using pdf format requires the This is your email account Reminders or reports will be sent from this account UL Auto Send _ Hostname is the SMTP server name provided by your Internet Service Provider Sets how long SmartRoster men secs 60 should continue to try to senda og 25 SES message SSL Les og e Encoding Set the attachment encoding format Leave as the default if unsure Select a folder on your PC for recipient to have Adobe Acrobat Reader installed Using srp format requires the recipient to have the SmartRoster viewer saving queued and sent email messages Email account account This is your email account Reminders or reports will be sent from this Admin name recipients This is your email name This is how the from account will appear to Auto Send 100 When creating emails by any method when you click Send they go to the Email Queue Outbox If Auto Send is ticked then they will immediately begin sending If Auto Send is NOT ticked then you have the opportunity to review edit them before they are sent MAIL PROTOCOL Email amp SMS D Use Extern
19. for Internet updates and for accessing Internet information sites such as SmartRoster s website www smartroster net 25 CHAPTER 2 GETTING STARTED Installing SmartRoster 26 How do install SmartRoster Installation of SmartRoster is easy In most cases all you have to do is insert the SmartRoster installation CD in your CD ROM drive and follow the onscreen instructions 1 Before you start the installation process you should shut down all running programs You may want to shut down your virus protection program because some virus protection programs can interfere with installation Place the SmartRoster CD into your computer s CD ROM drive and close the tray In most cases the installation should start automatically If it doesn t then 1 Double click on the My Computer icon on the Windows desktop 2 Double click on CD ROM drive icon this may be D or E drive 3 Double click on the file that is called Setup or Setup exe Windows will start the installation and display the Davallia Technology Software License Agreement Click Yes to accept this and continue When the Choose Destination Location window is displayed make sure that the drive and path are correct and that there is enough space on the hard drive to install SmartRoster By default SmartRoster creates a folder named C Program Files Davallia SmartRoster and installs the program to that folder In most cases you dont need to change t
20. if the planning horizon is say three months the person should be scheduled three times in that period This could be three times in the first month and nothing in the other two or once in each calendar period While SmartRoster will try to space it out as evenly as possible availability of other role members may mean that SmartRoster has to choose this person twice in a short period Satisfying association preferences is another common reason why this happens If you actually mean that this person should be scheduled a Maximum of 1 time per each calendar month with the first month starting on a given date then you should select Maximum for each month in the appropriate drop down box when setting that person s Usage Target under the Update Person Details dialog not the role member dialog In this case don t use a role member usage target for this person They may still be scheduled back to back if they are scheduled at the last week in one month and first week of the next Another option is to use the enforced break feature for them If you define an enforced break for a role member then this guarantees the break between timeslots within that role for that role member If you use an enforced break for an individual not a role member then the enforced break will be guaranteed between timeslots for that person regardless of the role Finally to determine a regular repeating pattern at which a person is scheduled you can use a p
21. selected in the Associate with whom drop down box 7 Click the OK button to add the association and Cancel to cancel the addition To change an association 1 Click on an association in the Personal Associations list the main list and click the Edit button 2 Make any changes as you wish to the association 3 Click the OK button to change the association and Cancel to cancel the change To delete an association 1 Click on an association in the Personal Associations list the main list 2 Click the Delete button to remove the association Notes 1 You can associate a person to themselves also specifying a role group and or event This effectively means that if the person is scheduled in one role they prefer to also be scheduled in another role as either in the role role group specified or any other roles This will NOT bypass role compatibility 2 You can specify that a group or Household Association preference only apply within a role role group or event After creating the association by selecting from the Household Association drop down box click on the Associations tab and you will see an association marked lt Group Association gt jousehold Association Always keep together v Send Reminde Email Using the buttons below to edit update Association Preferences Address Telephone Absences Usage Target Associations Events Roles lt Group Association gt lt All Even
22. such as once a week twice a month or 7 times a year The Automatic Scheduler uses this information to balance the schedule as fairly and appropriately as possible When you start a new SmartRoster file no roles have been created Roles are created and managed in the Roles panel which is visible on the main window by ki LN 16 clicking on Roles in the main toolbar mo Vi Tag People Events Roles Schedule The Roles Menu You will manage Roles by selecting Roles Schedule Email Report Help from functions on the Roles menu New 18 Q x This menu is activated by either Remove wy clicking on the yellow arrow under Order Roles SE ARN Ss the word Roles or by from the Pattern main menu bar fps Role Groups Edit Remove Delete the Role that is ley currently selected Paste Order Change the order of geg Roles the role tabs within Ed Petrone the tab or list control Name Foma k Changing the order of Sne Hide Usage Show all members the Role Tabs also changes the order of Role columns in the Schedules grid Pattern Restrict the dates on which the selected Role is required or remove such a pattern Display Change the Roles panel to show Roles as either tabs or as a list FEIT Pole This sub menu allows you to add new members to this role edit Members members remove members Copy the list to the clipboard change the list view style from List to Detail change the nam
23. 2012 lt lt aal and End dates and click OK DES ES A row will appear in the Schedules grid for each event that occurs during the scheduling period Also a column will appear in the Schedules grid for each role you have defined but only if the Include on Schedule check box is ticked in the Roles panel If no dates appear it may be that you have not defined any events In this case go back and define your events first see page 61 Setting the Look back days Look back days are the days that the automatic scheduler will consider before the start date of the scheduling period The automatic scheduler will take into account who is filling roles prior to the current range when determining who to select for roles in the current range The look back days should be large enough so that everyone in every active role could be expected to be scheduled at least once in the period that includes the current scheduling period and the look back days To set look back days you click the More button in the Choose Period dialog You will see the following gt gt Choose Period Enter the number of days in the Start End Days edit box You can decide 1 03 2012 31 08 2012 e lt whether or not to make these visible Se OK Gancel in the Schedules panel by ticking the Make Visible check box Look back days I Even if they are visible the i ge aT E ea a automatic scheduler will not allocate Days 0 AutoFill will tak
24. 7 Baggins J Wi Rannins Sheu Ileana You will then see the User Credentials dialog as show S User Credentials Username Nestor Airey System Administratog Password secret View only Roles View only Events Speaker Speaker Sunday AM Service Service Leader Service Leader Sunday PM Serwice on Seale Tick System Administrator Then click Change Password to create a password 110 It is important that any person who is given user credentials to enable them to login to the Smartroster database also have a valid email address This email address can be used to recover a forgotten password Security Click Save to save your changes Now you have created your first system administrator SysAdmin for short Now save your datafile File gt Save or click on the save icon on the toolbar From now on this Smartroster datafile will require a user login to open and edit the data User Credentials The same dialog is used to define all login users for your system This defines exactly what a user can and cannot do with the data System Administrator SysAdmin This login user can be more than one has unrestricted access to all the data in the file as well access to changing login user credentials In general any user who is NOT a system administrator cannot edit details of any Event regardless of the permission granted below They will be able to adjust details of R
25. Any preference that is defined for a Find E household or group applies to each New Remove Edit pa individual in that household or group Households are groups of individuals that live in the same household and usually have the same last name An individual can belong only to one household but to many groups Groups are arbitrary groupings of individuals or even groups of households and can be used to apply constraints such as absences associations preferences or applicable events to a number of individuals at a time SmartRoster treats individuals households and groups in virtually the same way the process of adding or editing individuals is very similar to that for households or groups Because of this in this manual the word Person can mean Individual Household or Group unless otherwise indicated Individual always refers to a single person but never to a household or group The People Menu Most of the management functions you will need to perform on individuals households or groups SS al can be accessed from the dropdown People menu EE New create a new Person Show Individuals i a 7 Show Households Edit edit the Person that is Ee currently selected SES Remove delete the Person that is SE Three Letter Tabs currently selected Export Household Tans No Tabs Copy to clipboard Show Individuals change the People panel to ae display only individuals F Ki Show Households change t
26. DAMAGES SOME STATES DO NOT ALLOW THE LIMITATION OR EXCLUSION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES SO THE ABOVE LIMITATION OR EXCLUSION MAY NOT APPLY TO YOU 7 Trademark SmartRoster is a trademark of Licensor No right license or interest to such trademark is granted hereunder and you agree that no such right license or interest shall be asserted by you with respect to such trademark 8 Governing Law This License Agreement shall be construed and governed in accordance with the laws of the State of Western Australia 9 Cost of Litigation If any action is brought by either party to this License Agreement against the other party regarding the subject matter hereof the prevailing party shall be entitled to recover in addition to any other relief granted reasonable attorney fees and expenses of litigation 10 Severability Should any term of this License Agreement be declared void or unenforceable by any court of competent jurisdiction such declaration shall have no effect on the remaining terms hereof 11 No Waiver The failure of either party to enforce any rights granted hereunder or to take action against the other party in the event of any breach hereunder shall not be deemed a waiver by that party as to subsequent enforcement of rights or subsequent actions in the event of future breaches CONTENTS CHAPTER1 SMARTROSTER BASICGS cssssssccceccensnseseeeeennnsesees 7 Welcome to SmartRoster
27. List Box will activate further choices 11 CHAPTER 1 SmartRoster Terms Automatic Scheduler The Automatic Scheduler is the program that actually fills the schedule once you have defined all the constraints and entered the information it requires It is accessed by clicking Auto Fill on the Tool bar or selecting menu Schedules gt AutoFill Using the Automatic Scheduler does not prevent you from manually allocating parts or all of certain schedules yourself It is likely you will need to do that at least for some roles Keep in mind however the more manual allocations to the schedule you make the less benefit you will obtain from using the Automatic Scheduler and the more likely it is that you will introduce errors that the Automatic Scheduler is designed to prevent The Automatic Scheduler uses proprietary technology to obtain the best possible schedule given the set of associations usage targets etc It is very unlikely you will be able to manually match its output by manually allocating all positions without taking a very long time Event Role Person Constraint Schedule 12 SmartRoster uses the word Event to mean a series of meetings which could be a single meeting a set of discrete dates or a pattern eg weekly of meetings where each meeting in the series requires the same roles and the same number of individuals on each role If a specific meeting requires different roles or a different
28. People New Edit Remove Show Individuals Show Households Show Groups Display As Import Export Show Hide Usage Clear Absences Roles New Remove Order Roles Pattern Display as Role Members New Member Edit Remove Copy List view Detail view Name Format Show Hide Usage Show all members Role Groups Restrictions Menu and Toolbar Page Ref Create a new Person 42 Edit the Person that is currently selected Delete the Person that is currently selected Change the People panel to display only individuals Change the People panel to display only households Change the People panel to display only groups Change the tabs that appear on the people panel to single letter three letter household or no tabs Import people from a tab delimited format file or from another SmartRoster file 50 Export people in tab delimited file format 52 Hides shows the number of times each person is used in the current Schedules 80 Use this command to clear multiple absence records at once Create a new role 57 Delete the role that is currently selected Move the current role left or right 57 Restrict the dates for which the selected role is required over the dates for which the roles Events are required The role will normally be required for each event in its Applies to events list Use this menu to remove specific date
29. WA 6023 Cottesloe WA 6049 we Le er wk mos et Nestor Airey 08 95500603 Edward Baggins 08 82709531 Fax 08 95508313 F 08 93704451 Jackie Baggins Airey Family Ph 08 97351480 96 Ecton Loop Fax 08 97358010 East Perth WA 6043 Bettles Family Ph 08 95423716 144 Shepherd Rd Mosman Park WA 6024 wa Le ena Enrique Airey we ene Betty Airey 26 Apr 2001 08 96348923 Andrew Bettles 08 97853161 F 08 96340859 Olive Bettles Alessandri Family Ph 08 98014790 110Abbey Green Pde Cooper Family Ph 08 96266626 254 Osterley Way Doubleview WA 6050 Glendalough WA 6032 wa Le ene we Mob ens kam Alessandri Lynley Cooper 0408521779 Icooper cooperbros net Noel Alessandri NoelAlessandrig hotmail com D Silva Family Ph 08 98330232 17 Osterley Ct Anstey Family Ph 08 95155338 48 Standish Ct Yokine WA 6053 Ardross WA 6021 we Mob ene we BW ep EE Clarence Anstey 08 95901678 F 08 95900097 Heame Family Ph 08 96881418 270 Tyson Dve Kirsten Anstey Canning WA 6038 Sarah Anstey 13 May 1998 David Anstey 17 Jul 1998 DavidAnstey mycompan ysmail net we ensi Florence Heame 08 96767130 Diana Hearne Amstrong Family Ph 08 94538512 42 Pilgrim Way Amelia Hearne MaidaVale WA 6015 seb ens Bill Armstrong Justine Armstrong Norman Armstrong Zeg 4000 Printed 28 04 2012 8 05 16 PM Stfg 4 000 Printed 2804 2012 8 08 16 PM The usual format is a landscaped page with two columns per page This is useful for p
30. all start with the name you entered with an increasing numerical suffix for each page file 99 CHAPTER 7 Email amp SMS Communicating by Email and SMS Chapter Contents SmartRoster provides you with a number Send Report By Email Sending Bulk Email Sending Reminders The Email Queue 84 87 88 89 of options for communicating reports reminders and arbitrary messages and file attachments to individuals and households via email or SMS CHAPTER 7 Email amp SMS Send Report By Email In the SmartRoster viewer select the Email icon to send the report being viewed to all recipients who have an email address Email Settings Before you can use the email facility you must enter a number of settings To do this either gt select the Email gt Options menu or gt click the Email Settings button in the Distribution window the latter will display when you click the Email button in the SmartRoster viewer You will see the following options Set the mail protocol to use SMTP Default is the best if you re Meil Protocol SMTP Defautt unsure SNTP Settings Admir name om Smith This is your Paes johnemth qmail com email name This is how the from account will appear to Use external Host HostName att umfSb vom au recipients Authentication Plain UserID johnemih Sword seasses If your ISP requires authentication
31. all the events in this group from the Available Events list you can use the lt Shift gt or lt Ctrl gt keys to extend your selection and click th e double right arrow button to add them to the Events in group list Once you ve finished click the Add button to add this new event group to your list To edit an existing event group click on the event group in the left hand list make any changes you require and click on the Update button the Add button will change to Update when you click on an existing event group Managing Roles and Events D Matching Roles to Events To recap An event is defined as a repeating sequence of meetings for any purpose that have the same role requirements Therefore for each event you have defined you need to indicate which Roles are required There are two ways to do this It doesn t matter which way you choose Specify all ROLES required Event Roles Sr for a specific EVENT Event Sunday AM Service M S 1 Tick roles required by this Event 1 Double click on an event in the Events 2 Double cich to adil te rok propecioe panel to edit it aS 2 Click on the Roles button Srca 9 Vocals Sops 3 Tick the box next to all roles required by J Vocals Harm ony H V Keyboard this event i aa 4 Double click on each selected role to edit ole the role event properties see Adjusting F Creche Role Event properties below ace 5 Click OK ma Cancel Specify al
32. available timeslot for the event specified in Next Event eg if Event is Sunday AM and Next Event is Sunday PM for Joe in role Setup then IF SmartRoster schedules the person to Sunday AM role Setup then Smartroster will automatically schedule them to the very next Setup timeslot for the Sunday PM event Indicate when the role member started in this role If they start after the beginning of the current schedule period then SmartRoster will not schedule them before this time Tick the Spare checkbox to designate a person as spare Autofill will only try to schedule the person in this role if no one else is able to fill a slot You can still use Usage Targets to set a the maximum that this person can be used even if no one else is available Tick the Trainee checkbox to designate a person as Trainee Autofill will only allocate a Trainee after already allocating a non trainee ie a Trainee cannot be scheduled in a timeslot on their own or only with other trainees Report groups households as list of members Role Absence Pre assignments When scheduling with groups or households this option allows you to report them in schedule reports by replacing the name with the list of members of the group household Enter absences for the person in this role and event if specified This allows you to specify when a person is absent for the purposes of this specific role in addition to any other absences for the p
33. cell row or column text will change to grey text You will need to unlock it if you wish to make changes to it The Auto Scheduler will not re allocate cells that are locked To add an Attendance status flag to a person in their scheduled timeslot right click and select Add Attendance and then select the attendance flag from the menu To lock a cell Right click on any cell and select Lock Cell from the menu OR click in the top right corner of any cell to lock th cell To lock a column Click once immediately to the left of the header cell of the column This will be the cell that has the Role name in it A small lock symbol will appear The whole column text will appear greyed out Locking an empty cell will prevent the Automatic Scheduler from filling that cell EES DCK LAA AAA Scheduling Period x d Vocals Sops H Speaker Service Leader Vocals Harm ony Keyboard Jennifer Reddy Florence Smart Claire Reddy Alex Nile Kirsten Rudd Millie Kasper Justine Armstrong Justine Armstrong Justine Armstrong Andrew Bettles Kirsten Rudd Kristoff Rudd rique Airey Florence Sr To lock a row Jennifer Reddy Click once in the Alex Nile Lester Jones Bill Armstrong Andrew Bettles David Anstey Lock Cell Kirsten Rudd Lock Row top left of the Milie Kasper even ock Column header cell of the Alex Nile Lester Jones fi jus
34. data is to go SmartRoster will already match columns in the import file that match the SmartRoster columns 4 Automatically create household records when importing individuals based on common last names and addresses SmartRester Import Sta 1 Seect an import file by clicking on the folder icon 2 Drag the import columns on ihe left orte their cor esponding Sma tRoster column Imocrt File e i La SmariRoster Col Import from Col D FamilyName Prefer edName intials Tile HouseholkdD HouseholdStatus PersonTyp DateOfBrth AddressLinei e AddressLine2 LU Town s Siats K Posicede e HemeEmail a PersonaEmai Pal Sa HomePhone e Se WorkPhone e Se e HomeFax ef T Sgegee ee eeeegf Hereiozte PersonaMobic Roles Events Aasences First line Bbels UsajeTarget ae El Auto impor on File Open E Delete records no added o updated gt Automatically create Househcld records 1 Select the file to import Click on this button to search the file system These are the SmartRoster columns into which you are going to import your data 6 Click Import Now to start the import once you have matched all relevant fields 5 Tick Delete records not added or updated to specify whether to delete existing records that were not added or updated after a delimited text file Import SmartRoster Import Column Descriptions ID Numeric ID for this person or household record
35. following illustrates se Compose message SE Generate Settings Help Close Name Email From John Smith timjansz iprimus com au Subject St Stephen s Anglican report ReportTitle for Fullname Generate gt Hardcopy will generate a report for each recipient with Hardcopy ticked Generate gt Emails will generate an email for each recipient with Emai ticked Please find your new schedule ReportTitle Any problems let me know All the best John setan l Clear All l Copy Email addresses 7 Attach Report wv Airey Betty G 56 Ecton Loop EI E East Peth WA 6043 wv Auen Enrique C 96 E cton Loop Load web page InsertField Web Preview East Perth WA 6043 Dear PreferredName D Airey Nestor O 269 Phoenix Cct Shelley WA 6023 vw Alessandn Iwana H 110 Abbey Green Pde Doubleview WA 6050 Anstey Clarence A 48 Standish Ct Ardross WA 6021 wd Anstey David E David amp nsteyimycompanysmail net wv Anstey Kirsten C 48 Standish Ct 1 Select the email recipients and whether by email or hardcopy gt Tick By Email to send them a message This is only relevant if they have a valid email address gt Tick By Post to generate a hardcopy report which you can then send to them by mail This applies for sending reports only ignored for bulk emails Use the Set All or Clear All buttons to set or clear respectively all off the above chec
36. how many times that person has been allocated in the current schedule 2 As you move the mouse pointer over the schedules grid it will highlight the name of the person currently under the mouse pointer everywhere that person is allocated 3 New SmartExplain technology explains with a message in the status bar why you cannot drop people into the schedule 4 The Status bar contains performance measures for the last successful build 4vg Usage Error 1 51 Preference Satisfaction 6 0 Yacant slots 9 30 Aug 2005 10 09 7 Avg Usage Error is the average difference between the usage targets for each individual role member and that actually achieved by the scheduler 0 0 is the target Association Preference Satisfaction is a measure of degree to which associations have been satisfied Larger is better Vacant slots indicates the number of slots SmartRoster could not fill 5 Select Schedules from the Report menu to create Household or Individual Schedule reports You can then flip through these reports for each household and review the suitability of the current allocations GETTING STARTED BE Congratulations You have finished building your first schedule What you might now like to do is o Appraise the result and re run the Automatic Scheduler For example you might find that only a part of the schedules is satisfactory You could try locking it down before re building o Once you are happy with the result check out th
37. keep apart and Always keep together association although you can override this by manual changes to the schedule The stronger the association the more likely it is to be satisfied To add an association 1 Click on the Add button You will see this dialog 2 Select the person next to associate with whom 3 Select an association from the What is the Preference 4 Optionally you may qualify the association by indicating it only applies to certain Events or Roles Role Groups To do this select the Event and or the Role or Role Group from the relevant boxes 5 Always in same role means the association will only apply if both people are in the same role Note if the preference is always together then they both should be members of the same roles F Edit Association Preference Association Preference for Betty Airey Associate with whom What is the preference x For which Roles does this association apply All Roles D Seledted Roles Select a role or role group below Ea For which Events does this association apply All Events D Selected Event only Select an event below 1 Always schedule in same role 1 Uni directional association Help Gancel J 4 6 Unidirectional association means the association will only applies to the person names in the title Association Preference for It will not apply to the person
38. number of people in any role then you need to define a separate Event for that meeting In summary an event is a unique pattern of Times and Roles with a unique set of role requirements A Role is an activity required by an event e g keyboard player overhead projectionist Individuals can be assigned to one or more roles When assigned to a role the individual can be nominated a desired usage such as once a week twice a month or 7 times a year If not so nominated the Automatic Scheduler will attempt to schedule role members as evenly as possible Person refers to any individual who is to be scheduled What applies to a person also usually applies to households and groups You can apply constraints directly to households and groups which then affect each person in the household or group The Automatic Scheduler forms the schedule based on the constraints that you will enter specifying necessary and desirable relationships o between persons or households or groups called Association preference between roles called Role compatibility between roles and persons households or groups between events and roles between events and persons households or groups Oo 0 Q For each role a schedule will be generated manually or automatically which indicates who person household or group will fill what role and when The schedule will be generated for each event date time for which the corresponding role is require
39. of options for viewing and printing E dei schedules and personnel data Inventory Reports 77 Address Book Report 78 Analysis Reports 79 Printing Labels 79 SmartRoster Viewer 80 Publish Report To MS Word 82 Exporting Reports 82 86 Reports SmartRoster Reports Introduction The most important report generated by SmartRoster is the Master Schedule see below or the Individual Schedule You can send out a single master copy or have SmartRoster generate a personalized version for each person or household which has the person s name highlighted on the schedule Report Types Schedule reports Individual Schedule Event per page Role per page Master Schedule Master II Schedule Calendar View Prints only an individual s scheduled roles for each recipient Prints a schedule for each occurrence of each selected event on a separate page Prints a schedule for each selected role on a separate page Prints all selected roles for each recipient Prints all selected roles for each recipient Prints each month on a separate page in a standard Calendar format Address book reports Household Directory One line directory Prints the address book report Prints the address book one line per person Label reports Mailing Labels Reminder Labels Reports addresses in a grid format suitable for printing directly onto mailing labels Reports each selected individual s schedule in a gri
40. on these using the Analysis reports Default rate will apply to any person who does not have a rate set and where a rate cannot be found from related role or event 125
41. saved with the name of the report you type in here Report Type See above Name Format The format in which names will appear in the schedule eg only preferred names First name and last name Date Format The format in which event occurrences will be labelled the first column in the schedule grid Select People Individuals Print one copy of the schedule for each selected individual highlighting anywhere that the individual is scheduled Households Print one copy of the schedule for each selected household highlighting anywhere that any person from the household is scheduled Each member of selected households Print one copy of the schedule for each individual in the selected households highlighting anywhere in which that individual is scheduled Select Events Exclude from the report any event not selected Select Roles Exclude from the report any role not selected Paper settings Size Set the size of the paper Margins Set the non printing margins in the units selected in Units Units Set the Units to use for margins Centimetres or Inches Columns Set the number of columns to lay out on a single page Effectively allows multiple logical pages per physical page Orientation Set the way the report is printed on the page Portrait means print across the narrowest dimension Landscape means print across the broadest dimension Multiply all font sizes Set this value to c
42. scheduling If you want groups which are also Role Members to be treated as if they were a single person then tick this box Round Robin scheduling If this is ticked SmartRoster will schedule this role event by selecting each role member in turn from the role members list SmartRoster will ignore any association preferences while scheduling this role event It will consider absences though and will ignore any person who is not available when their turn comes up The order of role members can be set in the role members panel To set the order first you must turn off the default role member sorting Right click in the role members panel and untick the Sorted menu Now you can order the role members simply by dragging the names up and down the list Auto number people in this role event If this option is selected then SmartRoster will automatically number each person in each scheduled timeslot Secondary Role If this option is selected then SmartRoster will require a person to be scheduled in another role that is compatible to this one during the same event before it will schedule that person in this role In other words only schedule in this role event a person already scheduled in the same event on another role Reminder messages Simple text msg This text message will appear in reminder emails to this person File Attachment If this is used then the file will be attached to any reminder message
43. selecting it from the start menu SmartRoster also offers a number of command line options for customising the default behaviour Command Line Options To use command line options you can edit the properties of the shortcut used to start SmartRoster by right clicking on the shortcut in explorer and selection Properties The Target should look something like this C Program files Davallia technology Smartroster smartros exe FLAG1 FLAG2 FLAG options also called switches because they turn options on or off can include the following Command line switch Meanin READONLY Any file opened in this session of SmartRoster cannot be changed Save and Save As are disabled OPEN FILENAME Starts SmartRoster and automatically opens the file named FILENAME FILENAME without the cirly brackets is a fully qualified filename like c documents and settings john documents myfile ros This is effectively the same as if the user had opened the file via the file gt open menu LOCK Prevents the user from using the New Open SaveAs Open from web Or Save to Web menus They can only view and save the file passed in via an OPEN filename switch They can make changes to this file unless the READONLY switch is also specified IMPORT FILENAME _ This automatically imports the file specified on the command line either into the file opened via the OPEN switch or into a new empty file The file impor
44. tab The bottom panel is called Attendance status one per line Simply type each Attendance status you wish to use one on each line Eg Did not attend found replacement Did not attend replacement not found coordinator notified Did not attend replacement not found coordinator not notified Click OK to save the list Setting personnel attendance for historic schedules Make sure the Schedules panel is visible Right click on any person in any role and select Add Attendance This will show the Attendance status flags you created in the first step Simply select one of these You will notice that a small red A appears next to the name of that person in the Schedules panel indicating to you everyone who has an Attendance status attached Reporting Attendance status 1 Select Inventory from the Report menu 2 Select Attendance in the Report Type drop down box 3 Select the rest of the items you wish to see on the report especially the persons roles events and dates 4 Click OK to run the report This report will have a single column for each Attendance status you defined It will also have a row for every person you selected to report on in the Report Parameters dialog with totals for each Attendance status at the bottom of the report 85 CHAPTER6 Reports How do I generate reports Chapter Contents SmartRoster provides you with a number Report Parameter Entry dialog 74
45. you know that no person will be scheduled much more than any other non fixed role member For a description of the Role Order and Advanced settings see pages 78 78 The Email tab Before you can use the email facility you must enter at least the Email account and the Host name See page 100 for a list of email settings The Report tab This tab has only one option O Use Acrobat Reader as report viewer If you tick this box SmartRoster will use the Adobe s Acrobat Reader product to preview and print reports L Enable Report Uploading via FTP If you tick this box SmartRoster will allow you to upload any report from within the SmartRoster report viewer to a web site in pdf format This is only useful if you have a web site such as your Church or organisation s web site and have FTP user and password to access your web site If you are not sure then contact your Church or organisation s webmaster or contact your web site s Hosting ISP and request your FTP user id and password Web address your FTP server name e g www MyChurch org User ID the FTP logon user ID provided by your ISP or webmaster Password the FTP logon password provided by your ISP or webmaster Port defaults to 21 but you can specify any port to use Server path the server path to which you will be initially connected Your files will be uploaded into this path Eg httpdocs schedule The Attendance status tab Enter your attendance
46. 0pm S generate both E Check for reminders due each time this file is opened Kasper Abraham N 29 04 2012 7 00pm S J Ladbrook Arthur E 29 04 2012 10 00am email if any 29 04 2012 7 00pm d St ticked a nd Anstey David E David4nstey mycompany 29 04 2012 10 00am S Nome Email Armstrong Bill B 29 04 2012 7 00pm St SMS d itto From Tim Jansz timjans2 iprimus com au Reddy Jennifer B 29 04 2012 10 00am A H ees nl ech Me 29 04 2012 7 00pm d S i eminder Sas E Lt Bettles Andrew J 29 04 2012 10 00am requl red Attach Add Kasper Millie T 29 04 2012 10 00am Rudd Kirsten A 29 04 2012 10 00am E Attach vCale va reminddr e Rmart Florence B 29 04 2012 10 00am Load web page setzte iieb Preview 29 04 2012 7 00pm d St FULLNAME is schedulef in the fofowin roles WHEN per Lynley w Icooper cooperbros net 29 04 2012 10 00am Kristoff B 29 04 2012 7 00pm Si SCHEDULE This is the SMS reminder message that will be sent and is customisable fields codes are replaced of course for each individual message 108 Filter SMS and Email columns in the Recipients grid reflect how your volunteers want to receive reminders You can override that preference here if needed This defaults to the options set in 6 above Nominate how each of your volunteers will receive reminders CHAPTERS8 Security Chapter Contents Login Authentication 110 Loggi
47. 123 Role Member Enforced Break page 59 Managing People a Pre assignments Pre assignments are a way of manually scheduling a person in a specific pattern that you set rather then letting the automatic scheduler schedule them You can do this for a role member in a single role or for a person across a group of roles or across all roles Role member pre assignment You may pre assign a role member to the schedule by ticking the Use pre assigned schedule box in the role member dialog Click Edit to define the fixed pattern for scheduling this person in this role in the same way you set up an event pattern Once pre assigned you will see this person shown in green in the relevant timeslots in the schedules grid Tick Pre assigned and manual scheduling only to tell SmartRoster to NOT assign any other timeslots to this person in this role To remove the pre assignment untick the Use pre assigned schedule box Person preassignment You may assign a person to a specific schedule across a number of roles for that person Open the person s record by double clicking on the person in the people panel or in the schedules grid Click on the Usage Target tab In the bottom right of this tab you will see a checkbox labeled use pre assigned schedule If this box is greyed out then that person has not been allocated to any roles yet Tick this box Click the large Edit button to define the fixed pattern for scheduling this person i
48. 43 Association Score 8 0 Vacant slots 23 Role Members Member Event Jones Fleur All Events Kasper braham All Events Spare Nile Alex All Events Pinkington Holly All Events Weston Viola All Events Show Usage Spare Used Used L8 You can see how many times a person has been allocated to a specified role by selecting Show Usage from the Role menu This will display extra columns in the detail view of the role members list select Detail view from the Role members context menu The Used column shows how often as person is used in the current scheduling period while Used LB shows how often they are used in the current scheduling period PLUS the look back period You can also see how many times a person has been allocated across all roles by selecting Show Usage from the People menu This will display the number of times used next to each persons name in the People panel Note this only counts Creating and Using Schedules people scheduled in the current period not in the look back period if this is set Where is this person As you move the mouse Kirsten Rudd pointer over the schedules grid it will highlight in yellow the name of the person currently under the mouse pointer wherever that name Andrew Bettle appears on the schedule grid Kirsten Rudd Andrew Bettles Jennifer Reddy Millie Kasper You may like to close the Jennifer Redd People and Events panels and maximise the Sm
49. ANY PRIOR PROPOSAL REPRESENTATION OR UNDERSTANDING BETWEEN THE PARTIES 1 License Grant Licensor hereby grants you and you accept a nonexclusive license to use the Program Diskettes and the computer programs contained therein in machine readable object code form only collectively referred to as the Software and the accompanying User Documentation only as authorized in this License Agreement The Software may be used only on a single computer owned leased or otherwise controlled by you or in the event of the in probability of that computer on a backup computer selected by you Neither concurrent use on two or more computers nor use in a local area network or other network is permitted without separate authorization and the payment of other license fees You agree that you will not assign sublicense transfer pledge lease rent or share your rights under this License Agreement You agree that you may not reverse assemble reverse compile or to otherwise translate the Software Upon loading the Software into your computer you may retain the Program Diskettes for backup purposes In addition you may make one copy of the Software on a second set of diskettes or on cassette tape for the purpose of backup in the event the Program Diskettes are damaged or destroyed You may make one copy of the User s Manual for backup purposes Any such copies of the Software or the User s Manual shall include Licensor s copyright an
50. AVALLIA TECHNOLOGY Intelligent scheduling Full automation Total control USER MANUAL VERSION 4 1 Davallia Technology 70 Davallia Rd Western Australia 6023 AUSTRALIA ph 61 419 958 661 sales smartroster net support smartroster net http www smartroster net 2002 2012 Davallia Technology 06 12 4100 SmartRoster and the SmartRoster logo are registered trademarks of Davallia Technology Microsoft Windows 95 Windows 98 Windows 2000 NT Work Station 4 0 Windows XP Windows Vista Windows 7 and MS Word are trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are trademarks or registered trademarks of Adobe Systems Incorporated Davallia Technology Software License Agreement READ THE TERMS AND CONDITIONS OF THIS LICENSE AGREEMENT CAREFULLY BEFORE OPENING THE PACKAGE CONTAINING THE PROGRAM CDROM THE COMPUTER SOFTWARE THEREIN AND THE ACCOMPANYING USER DOCUMENTATION THE PROGRAM THE PROGRAM IS COPYRIGHTED AND LICENSED NOT SOLD BY OPENING THE PACKAGE CONTAINING THE PROGRAM YOU ARE ACCEPTING AND AGREEING TO THE TERMS OF THIS LICENSE AGREEMENT IF YOU ARE NOT WILLING TO BE BOUND BY THE TERMS OF THIS LICENSE AGREEMENT YOU SHOULD PROMPTLY RETURN THE PACKAGE IN UNOPENED FORM AND YOU WILL RECEIVE A REFUND OF YOUR MONEY THIS LICENSE AGREEMENT REPRESENTS THE ENTIRE AGREEMENT CONCERNING THE PROGRAM BETWEEN YOU AND DAVALLIA TECHNOLOGY REFERRED TO AS LICENSOR AND IT SUPERCEDES
51. Association Score 8 Vagant slots 23 28 04 2012 2 30 P The scroll bars allow you to view parts of the The red A indicates This lock symbol Schedules panel that are that this person has an indicates that TI b not currently in view attendance flag Abraham is locked eer attached You can define and attach your own attendance flags and then create a report bases on who has what flags into this location and will not be overridden by the Automatic Scheduler The name appears in grey indicating it is locked measure of how good the current schedules are how well they meet Options and usage targets As you move the mouse pointer over names in the Schedules panel the name currently unde r the pointer is highlighted in yellow everywhere it appears on the schedule 17 CHAPTER 1 SMARTROSTER BASICS Schedule v Andrew Bettles Olive Bettles Lynley Cooper Elizabeth D Silva Amelia Hearne Diana Hearne Florence Hearne Fleur Jones Lester Jones Nestor Jones Ted Jones Abraham Kasper Millie Kasper Arthur Ladbrook Doris Ladbrook Mar 04 10 00 Sun Vocals Sops Keyboard Service Leade Vocals Sops Overhead M Tea 1 Alternate Schedules panel format The alternate grid format has individuals as rows and the event dates as columns It shows roles using role abbreviation if supplied as values in the grid cells This format is especially useful where a majority of individuals
52. General tab should also be selected You will see a Compatible Roles box Click on the Add button A list of Roles will be presented Select the role to be made compatible with this one That role will be added to the list of compatible roles 2 Now right click on the Role you just added in the list and select compatibility strength Note where compatibility strength is selected the Automatic Scheduler will actively try to put the same person in both roles where a person is on the list for both roles Step 13 Absences You can enter absences for an Individual a Household or a Group Entering an absence for a household will apply to each person in the household and similarly for groups Try to assign absences to a group or household if appropriate before assigning to individuals To enter absences 1 Open the People panel and double click on the person or household or group and then select the Absences tab 2 To define a new absence click on the Add button 3 To edit an existing absence double click on the absence 4 To delete an absence click on it once and click on the Delete button 5 Click Save to update the absences click Cancel to cancel any changes Step 14 Personal Associations For many reasons some people prefer to be scheduled on the same events as other people and some prefer not to be For instance a couple with small children may prefer not to be scheduled at the same time for childcare rea
53. Roles and e Schedules Each of the panels allows you to manage the objects you see inside that panel Click and drag Use these tool The Roles panel is where you define the roles Roles correspond to anywhere on the bar buttons to specific skill sets to which individuals are allocated You can simply borders to re size alternately hide drag names from the People panel into the Role Members list of the panels or show any of those who are able and available to fulfil that role For each role a these panels separate column will be generated in the Schedules panel as long as Include on Schedule is ticked See page 40 for details N E S SmartRoster SemNe ros Si File View Events Pa amp pple Roles Schedule Email Report Help dlame ox 5 people Events Roles Schedule AutoFill Clear Undo 1 SR Report Email Options Event name dar AM Service Weekly 1000 General Members Notes Service Leader Sunday PM Service Weekly Der Song Leader Speaker Role Members Ee Vocals Sops Member Event NextEvent Usage Target Ent n Spare Trainee Vocals Harm ony m Keyboard Jones Fleur SetUp H Kasper Abraham Sunday PM Service The Schedules panel Here you construct the final schedule for each role specified in the Roles panel You can do this completely manuall
54. _ Auto Fill will enforce this minimum time between Ee o Days YJ successive timeslots for each person WebShare Non Fixed Usage Attendance Status Weight allocation by the events a person can serve Custom fields Cannot exceed calculated role member target by more than 1 0 Other Rarer Look back days The Look back period is the days that the automatic scheduler will consider prior to the start date of the scheduling period The automatic scheduler will take prior allocations into account when allocating roles for the current period Enter the number of prior days to consider in the Look back Days edit box You can decide whether or not to make these visible in the Schedules panel by ticking the Make Visible check box Note Even if they are visible the automatic scheduler will not allocate look back days Global Enforced Break Entering a number in Global Enforced Break will cause the automatic scheduler to enforce a non scheduled break of the specified minutes hours or days between all timeslots for each person in the schedule To specify individual breaks see page 44 Non Usage Target settings Weight allocation by the events a person can serve When AutoFill starts building schedules it first must calculate a target for all role members who do not have a usage target specified AutoFill can do this in two ways If you TICK this option then for each active role event pair it finds every role member that can service in
55. al Host Hostname Authentication Signon Password Connections MAPI MAPI is appropriate if you use a Microsoft email product like Outlook If not sure try SMTP Default and if this doesn t work try MAPI If you use SMTP and don t know your external SMTP hostname try SMTP Alternate NB If you use the MAPI protocol your messages will ignore the Email account and Admin name specified above and will always be sent by your default account as set in Outlook or Outlook Express SMTP Default This is the default SMTP gateway This method requires the External Host to be set and allows for email authentication as required by some SMTP servers It may be more reliable than SMTP Alternate Always ticked for SMTP Default You need to provide the Hostname which is the SMTP server name provided by your Internet Service Provider If unsure you can sometimes find this on your ISPs web site One of gt No Authentication default value gt PLAIN Most SMTP servers support it However the password is not encrypted during the transfer gt LOGIN Nearly all SMTP servers support it The password is not encrypted gt CRAM MD5 The password is encrypted and protected from cracking gt NTLM authentication also known as Secure Password Authentication Widely used with Microsoft products and services such as IIS SMTP gt MSN authentication alias of NTLM Used with MSN services Used when authentication is requir
56. ancel If you are logged in as Guest OR you are a read d only user then you cannot change the password In the latter case you will need to request the SysAdmin to change your password for you Reports After login authentication is activated reports that a user creates can be made only visible to that user OR are visible to any user This is set in the Report Parameters dialog Columns Left margin Right margin S 1 003 1 000 IL Hide dates where recipient not schedule pntsizesby 080 E Print Roles on Vertical axs Hide all names oher than recipien If the box is ticked than all users will see the report definition If not ticked then it will only be available to the person who was logged in when the report was created If you are logged in as Guest or are a read only user then you cannot save new report definitions CHAPTERQ Reference Explaining Menus the Toolbar and Options Chapter Contents The SmartRoster menu and toolbar are 115 The SmartRoster Menu The SmartRoster Toolbar SmartRoster Options 92 95 96 the main ways in which you interact with the program This chapter explains what each item means and provides a full description of each option under the File gt Options menu CHAPTER 9 Menu and Toolbar The SmartRoster Menu File New Open Close Save Save As Open from web Save to web Reopen from web Options Backup Revert t
57. ancies and everyone is used roughly the same number of times The reason vacancies exists is that 1 you don t have enough people in a given role 2 you have too many associations such as families that must be scheduled together or individuals with mandatory associated preferences or too many people with a restrictive usage target You can reduce the number of vacancies by allowing SmartRoster to use people above their non usage targets These are the targets that SmartRoster calculates for role members who do NOT have a fixed target specified Under AutoFill options the setting Cannot exceed calculated role member target by more than allows SmartRoster to exceed this non usage target by the set amount The higher this tolerance the more flexibility SmartRoster has to fill vacant slots The lower this tolerance the more likely that role members will be used evenly at the expense of vacancies This setting does not effect role members with a usage target or individual usage targets A particular role member has a usage target of Avg 1 time per month but some months they are scheduled twice in a row and some months not at all Why is this If you have selected Average over whole schedule when you set up the usage target for this role member or for this person SmartRoster will try to scheduled that person such that they average their fixed limit over the whole schedule plus look back period the planning horizon So
58. arameters entry form to Generate various reports Send bulk emails to specified lists Display the settings dialog 119 CHAPTER 9 Menu and Toolbar Date time format strings 120 Date Time Format Strings specify the formatting of date time values when they are converted to strings Date Time Format Strings are used in reports and also for setting the format of date time in the main Scheduled Grid by selecting menu Schedules gt Date format Date Time Format Strings are composed from specifiers that represent values to be inserted into the formatted string Some specifiers such as d simply format numbers or strings Other specifiers such as refer to locale specific strings from global variables In the following table specifiers are given in lower case Case is ignored in formats except for the am pm and a p specifiers Specifier c d dd ddd dddd ddddd dddddd ee gg mmm mmmm yy yyyy hh Displays Displays the date using the format given by the ShortDateFormat global variable followed by the time using the format given by the LongTimeFormat global variable The time is not displayed if the date time value indicates midnight precisely Displays the day as a number without a leading zero 1 31 Displays the day as a number with a leading zero 01 31 Displays the day as an abbreviation Sun Sat using the strings given by the ShortDayNames global variable Displays the day
59. are scheduled many times within the schedule period It it not as useful where you have a large number of people who are scheduled infrequently To select this format choose menu Schedules gt Grid format and select Dates by Names from the menu Choose Dates to go back to the default format Scheduling Period pm Mar 04 Mar 11 19 00 10 00 Sun Sun Vocals Sops Vocals Sops Vocals Sops Vocals Sops Door Greeter Song Leader MiTea 1 Keyboard Song Leader Door Greeter Overhead Overhead Creche M Tea 1 M Tea 1 r Service Leader Speaker Song Leader i Song Leader Vocals Sops Vocals Sops Vocals Sops Overhead 18 Schedules panel Date and Name format You can specify the format of the names or dates that appear on either axis by choosing the Schedules gt Name format or Schedules gt Date format menu respectively By selecting Date format you can specify how SmartRoster displays the Event Date Time label This string can contain lt EVENT gt A literal token that is replaced by the event name lt COMMENT gt A literal token that is replaced by the event comment if it exists for this event occurrence A single pipe character which indicate a new line at this place in the event specifier Format string Strings of characters that substitute for date and time values See Date time format strings on page 120 SMARTROSTER BASICS BEI Running Smartroster You can run SmartRoster by
60. artRoster window when reviewing the schedules Also you can double click on a person and select the Scheduled tab to see a list of their scheduled timeslots including in the look back period if set Why couldn t this person be assigned to a timeslot Try to allocate a person manually and SmartRoster will explain in the status bar why it would not allow an allocation Alex Nile Fleur Jones David Anstey Fleur Jones not available already on role Service Leader Common Problems Some people are scheduled too often and some people not at all Why is this There are many reasons why this can happen A common reason for this is that the people without a usage target the non fixed role members are being scheduled too often usually linked to association preferences SmartRoster provides a setting that allows you to determine how non fixed role members are treated during scheduling once they have reached the internal target that SmartRoster automatically calculates for them the non usage targets Under AutoFill options the setting Cannot exceed calculated role member target by more than allows SmartRoster to exceed this non usage target by a set amount The higher this tolerance the more flexibility SmartRoster has to fill vacant slots The lower this tolerance the more likely that role members will be used evenly at the expense of vacancies This setting does not effect role members with a usage target or ind
61. as a full name Sunday Saturday using the strings given by the LongDayNames global variable Displays the date using the format given by the ShortDateFormat global variable Displays the date using the format given by the LongDateFormat global variable Displays the year in the current period era as a number without a leading zero Japanese Korean and Taiwanese locales only Displays the year in the current period era as a number with a leading zero Japanese Korean and Taiwanese locales only Displays the period era as an abbreviation Japanese and Taiwanese locales only Displays the period era as a full name Japanese and Taiwanese locales only Displays the month as a number without a leading zero 1 12 If the m specifier immediately follows an h or hh specifier the minute rather than the month is displayed Displays the month as a number with a leading zero 01 12 If the mm specifier immediately follows an h or hh specifier the minute rather than the month is displayed Displays the month as an abbreviation Jan Dec using the strings given by the ShortMonthNames global variable Displays the month as a full name January December using the strings given by the LongMonthNames global variable Displays the year as a two digit number 00 99 Displays the year as a four digit number 0000 9999 Displays the hour without a leading zero 0 23 Displays the hour with a leading zero 00 23 Menu and Toolbar
62. at least one Soprano voice to be scheduled across all vocal roles in any service 1 Create a group called Soprano and add into that group all the sopranos 2 Create a Role group called Singer roles and add all the voca type roles 3 Select menu Roles gt Restrictions You will see the following dialog ep Global Restrictions So Restriclivn Rules Evenls Aticast1 Soprano Wocols Harmony AllEventa gt Atleast 1 Soprano arraga roles Vocals Harmony X andevents sAll Evenls gt In the first drop down box select At least In the second drop down box select 1 In the third drop down box select Soprano In across roles select Singer roles role group Leave Applies to events set to lt All Events gt Click Add and then Close Now when AutoFill runs SmartRoster will make sure that at least one person who belongs to the people group Soprano is selected in one of the roles belonging to the Singer roles group of roles VD AN BD HN BA 68 CHAPTERS Creating And Using Schedules Chapter Contents Setting Scheduling Period Look back days 60 Manual Schedule Allocation 61 Locked Schedule Entries 62 Adding Schedule Comments 63 Automatic Schedule Generation 63 Initiating Auto Fill 65 Post Fill Review 69 Exporting the finished schedules to other programs Attendance monitoring and reporting 71
63. at many days from now or within the date range specified 2 Tick the individuals to whom you wish to send a reminder You cannot tick those without an email These people are included in the list for your information only 3 Click Generate gt Emails to generate the email reminder messages SmartRoster will also start sending the reminders if AutoSend is ticked under your email options Automatic Reminders By ticking the Check for reminders option SmartRoster will check for any reminders that are due in the number of days specified each time you open this SmartRoster file If reminders are due then this dialog with be displayed and you can then click Generate gt Emails to send the reminders or Close if you do not want to do so at that time The Email Queue Once you send messages either as bulk email from within the Report Viewer or as reminders they will all appear in the Outbox of the Email Queue window To access the Email Queue at other times select menu Email gt View Email Queue Choose between Outbox Sent items and Archive here EEL TI NTN Abee Click Send to send these queued messages If AutoSend is ticked under email options then sending will proceed A e We Deete Options Close David Anetey DavidAneteyG mycomaanyemailne St Stephen s Angican echedule raminder for David Anets f H Lynley Cooper Jogo2eGconperbros wel St Stephen s Angican schedule remin
64. be a master SmartRoster file that someone else updates and that may for instance be kept on a network drive or it may be a routine daily weekly extract from your organization s human resources database package such as your Church Management Software application In this case you may want SmartRoster to automatically update your people information in a SmartRoster file from this source To automatically import into your SmartRoster file every time you load it 1 Select the File gt Options menu 2 Click on the Import tab 3 Tick the Auto Import check box You will notice that the Edit Import Spec button becomes activated 4 Click on the Edit Import Spec button You will now see the Import window just as you did to manually do an import Fill out this form just as you do to do an import 5 Click OK Now auto import is active for your current SmartRoster file Make sure you save the file now to save this change Custom Fields You can now create and use your own fields for personnel These fields allow you to store any kind of textual or numeric information that is not possible by other methods For instance you can set up your own fields to store important dates qualifications attained location or anything else You can import into these fields using the import function report the information using the customisable Personnel Inventory report or create a filter based on values stored in these f
65. ben eessen EEN 94 SiMartRoOster Newer ev sineasta an aeaea sate reece EES obec cited ua aaa Eaa aaa aaa 95 Publish Report To MS Word cic eege degEeegEdEER eege ege eege DEE 97 Publish Report to Web server ccceseeeceseeeeeeeeeeeeeeseseeneeseseeeeesesenneeseseseeeseseeeeeseseenenseseeneeseneenenees 97 Exporting ROp Ort asninn a aa 98 CHAPTERZ7 EMAIL amp SMS ooaaoiiinnnoonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 99 Send Report By Email ees anai ae aa aai aaa eaa eaaa aaaea daaa aana abaan annati 100 Sending Bulk Email eege Esseg GEN Ee Ee 104 Sending Email Hemndere ege cscs 2 secede ce eat zecdectadceecenctentaceanceetoadecesaiheaueecousectentssaceeedseqventiees 104 The Email e TE 105 Sending SMS reminder cssccccecceeceeeeseceesneeenseeeenseeeseaesesaeeenseeeseesesaaesaseeeenseaeseaesesnaeseseeenseaes 106 CAAPT ER S SECURITY sicccscscssecesassisconsasseseceacveseeesssscosaesistaccansess 109 Login AUth enti Cathonn ee aa ENEE EE EEEEAEEEENEAE ENEE 110 LOGGING into SMAMFOSTO E 112 Working with Smartroster after lOGOM cssecceseeeseeesesseeseseeeeeeeeeseaeeeseaeenseeeeeseeseseaesnsnenenseees 113 GCHAAPT ERD REFERENCE eege ee eg 115 The SmartRoster Menge ege 116 The SmartRoster Toolbar ccccccccccccccseeeseeceeeeeeesnaeenseeeesensesaeseneeeeneeaessaeseseeeaseaeeesesessaesaseenenseaes 119 Date time format Strings ccccsseeeeesseeeeeeeseeeeensneeeeeesneeeeessneeseessneeseessneesesessneesessaneesesssneeseess
66. ble you will be informed of this and given the opportunity to download and install it all automatically 23 CHAPTER 1 SMARTROSTER BASICS CHAPTER2 Setting up L How do I get started Chapter Contents Before you can start using SmartRoster s DEER m powerful scheduling features you need ee eee e to install SmartRoster and set up your Registering SmartRoster 22 Getting Started with SmartRoster 23 SmartRoster file your role details your Setting Up A New SmartRoster File 24 3 people records and your events This chapter will walk you through all the major steps 24 GETTING STARTED We System Requirements To use SmartRoster you will need the following equipment and software O O O An IBM or compatible computer with a Pentium 100 MHz processor or better MS Windows 98 2000 NT 4 Service Pack 5 or higher or Windows XP Minimum of 64 MB of memory RAM We recommend 128 MB for optimum speed especially if you have more than 200 personnel records A hard disk with at least 15 MB of free disk space 1Mb Video Card and monitor capable of 800x600 and 256 colours However a 2Mb Video Card and monitor capable of High Colour 16 bit resolution is highly recommended A printer supported by your operating system preferably a page orientated printer such as an ink jet bubble jet or laser printer Optional CD ROM drive Optional Microsoft Internet Explorer and an Internet connection are required
67. cer for Lynley Cloche area shows all queued messages waiting to be sent or sent items depending on which view is selected From limJansz Dr i mus com au To Alex Nie alex Subject St Steshen s Anglican schedule reminder for Alex Nile Alex Nile is scheduled ir the ollowing roles i1 tre next Be L Neno If you select a message in the queue the details will display in this area which you can edit and update via the update button Tiks New gt kd Gel Updcte 28 04 2012 10 00am Sunday AM Service Speaker 200412012 7 00pm Sunday PH Service Sourd G05 2012 10 00am Suiday AM Service Speaker If you have specified Auto Send in the email options dialog then SmartRoster will automatically start sending the messages Otherwise you can revise the messages by selecting them from the list and viewing the message in the edit 105 CHAPTER 7 Email amp SMS panel below You can alter any details of a message before sending by making edits in this panel and clicking the Update button Right click on any message in the list to access a popup menu of possible options Options include Edit in Notepad Open the message which is a text file in Notepad Re send If this is in the Sent Items area you can re send a message by selecting this menu option This will move the message back into the Outbox where it is queued for sending You can edit the message be
68. cted then the date or pattern is excluded from the list of included dates the person will NOT be absent on that date or pattern For instance if a person is absent on the 1 Sunday every month except for the 1 Sunday of the year then create two absence records The first will be Include 1 Sunday of every month the second pattern will have Exclude the 1 Sunday of every 12 months starting Jan 1 06 Assigning People To Roles the Roles tab Once you have created a person record you can assign that person to roles Doing so informs SmartRoster which roles each individual can perform so that when the Automatic Scheduler runs it knows who to assign to each role To add a person to a role right click in the Role Members list box on the main SmartRoster window and select New Member You can also add people to roles by directly dragging them from the People panel into the Role Members list box While editing a persons record in the Roles tab in double click on a role to edit the way that person interacts with that role You can remove a person from a role by clicking once on them in the Role Members list box in the Roles panel and hitting the delete key Note that you can make a role member temporarily unavailable to serve a specific role by un ticking them in the Role Members list box Recording Personal Notes the Notes tab The Notes tab allows you to enter notes for the selected person household or group T
69. d SMARTROSTER BASICS L SmartRoster Panels The Events Panel is where you define the sorts of events your Church or club needs schedules for including the dates on which these events occur and also the roles these events require to be scheduled See page 42 for details New Remove SelectAll Cle Sound Nile Alex Avg 20 times per Scheduling Period peas We Alex Sunday AM Service Avg 7 times per Scheduling Period People v x SEN 1 Pinkington Holly S Is New Remove WW E g Individuals Households Groups The People panel is ce SST the main area for i 0 Airey Dolores W E Speaker Service Leader Song Leader Vocals Sops Vocals Harm ony Keyboard s J 5 Ai Sei managing persons E Se FR S Mar 12 S Alex Nile Fleur Jones David Anstey Andrew Bettles Florence Smart Lynley Cooper 7 KE Si ervic Kirsten Rudd households and groups wm aren ed Milie K 0JAle ri Harry A idini and always displays d 4 Alessandri vana H Mar 12 Sun 19 Alex Nie Fleur Jones Abraham Kasper Jennifer Reddy David Anstey Florence Smart k J 0 Alessandri Marcus E Kirsten Rudd along the left hand E 0 Alessandri Noel H S 7 0 Alessandri Violet C Holly Pinkington Viole Weston Bill Armstrong Andrew Beier Kirsten Rudd Kristoff Rudd E edge It will show my O Alessandn Wiliam W Jennifer Reddy Individuals Yj 10 Anstey Clarence R Millie Kasper i 7 12 Anstey David E Alex Nile Viola Weston Lynley Cooper Andrew Be
70. d double click the person in People panel se Update Person Details Active Last name Preferred Name Initials Title DOB Age 45 StartDate EA ang H 17 Mar 1967 lt Unknown gt Household Family status Send Reminders by y Alessandri Family e Edt lt not given gt v Email zj j di d You will see the new field Send reminders by You can select Email SMS Both Email and SMS or No reminders thanks Click OK to save the change Of course make sure your volunteers who choose to receive SMS reminders have a mobile phone number specified Now you are ready to send SMS Reminders 107 CHAPTER 7 Email amp SMS Using SMS reminders To send SMS reminders simply select the Email gt Reminders menu as you would for sending Email reminders In addition you will now also see the following Generate Reminders Settings Help Close Recipients fect those scheduled Generate gt Hardcopy will generate a report for each recipient with Hardcopy ticked D Generate gt Emails will generate an email for each recipient with Email ticked Biinthenext 7 amp days l Clear All Copy Email addresses Between 17 06 2010 E and 23 06 2010 Ev inclusive click Generate Reminders to E ignore previous reminders Nile Alex L alexnile somedomain con 23 04 2012 10 00am 7 29 04 2012 7 0
71. d format suitable for printing directly onto mailing labels Inventory reports Role Inventory Personnel Inventory Role Members A summary report of each role s data including contact events and compatible roles and role member data A table of user selected columns reported in a handy table format suitable for copy and pasting into other programs such as Word or Excel Prints a list of persons available in each role event Analysis reports Role Distribution Event Distribution Distribution Summary Attendance Association Satisfaction Shows how many times each person is used in each role Shows how many times each person is used in each event Shows number of times scheduled in each event role Shows all attendance counts by person by attendance flag Shows for each association whether number of times kept vs not kept 87 Reports CHAPTER 6 Report Parameter Entry dialog To create any of the schedule reports choose Schedules from the Reports menu The Report Parameters window will be displayed Retrieve named reports Delete named report Select the report type see table below Name the report Choose a format for the dates that sl appear in the Report Title Personnel Inventory Report type e Personnel invento schedule Name Format Date From Date To Date Format Firstname Ki 170372012 Le 31 05 2012 BE Lat emm Ki Choose the format for Peop
72. d other proprietary notices Except as authorized under this paragraph no copies of the Program or any portions thereof may be made by you or any person under your authority or control 2 Licensor s Rights You acknowledge and agree that the Software and the User s Manual are proprietary products of Licensor protected under Australian copyright law You further acknowledge and agree that all right title and interest in and to the Program including associated intellectual property rights is and shall remain with Licensor This License Agreement does not convey to you an interest in or to the Program but only a limited right of use revocable in accordance with the terms of this License Agreement 3 License Fees The license fees paid by you are paid in consideration of the licenses granted under this License Agreement 4 Term This License Agreement is effective upon your opening of this package and shall continue until terminated You may terminate this License Agreement at any time by returning the Program and all copies thereof and extracts therefrom to Licensor Licensor may terminate this License Agreement upon the breach by you of any term hereof Upon such termination by Licensor you agree to return to Licensor the Program and all copies and portions thereof 5 Limited Warranty Licensor warrants for your benefit alone for a period of 60 days from the date of commencement of this License Agreement referred to as th
73. dbrook Arthur E 29 04 2012 10 00am SMS Message Hi Firstname Just a reminder you are scheduled for Schedule 29 04 2012 7 00pm 7 St wi Anstey David E Daviddnstey mycompary 29 04 2012 10 00am 7 Name Email Armstrong Bill B 29 04 2012 7 00pm St From Tim Jansz timjansz iprimus com au Reddy Jennifer B 29 04 2012 10 00am Subject Organisation schedule reminder for Fullname 29 04 2012 7 00pm St Bettles Andrew J 29 04 2012 10 00am gt Attach Aaa Kasper Millie T 29 04 2012 10 00am Tick this box to Attach Report Rudd Kirsten A 29 04 2012 10 00am have Smart PEERS 29 04 2012 7 00pm St Schedule sath at iar el Smatt Florence B 29 04 2012 10 00am Load web page InsertField Web Preview 29 04 2012 7 00pm Su check for bi 29 04 2012 10 00am in FULLNAME is scheduled in the following roles WHEN v Cooper Lynley W Icooper cooperbros net am E reminders on Rudd Kristoff B 29 04 2012 7 00pm St opening SCHEDULE A F Filter Fitter Type in an optional message to attach to each reminder This panel shows all those due in the period specified even those without email Tick this box to select a person Only those with a valid email address can be selected 104 Email amp SMS D 1 Choose either the number of days to look ahead or the specific date range for determining whom to remind The Recipients panel will automatically update with those due in th
74. ded and locked in schedule entries where desired Remember you can lock a whole row or column at a time 37 CHAPTER 2 GETTING STARTED 38 Step 19 Building your first schedule You are now ready to use the Automatic Scheduler The Automatic Scheduler will fill all time slots not already assigned and locked in It will attempt to match as many constraints as possible while also meeting usage targets 1 Click Auto Fill on the toolbar or select the Schedules gt Auto Fill menu 2 Decide whether the Automatic Scheduler should bias towards meeting usage targets associations filling vacancies and in which order 3 Now tell the Scheduler when to stop trying to improve the schedule Auto Fill Term eo Iterations exceed Stop after generating this many schedules Time Exceeds Stop the Automatic Scheduler after this many seconds No improvement after Stop the Automatic Scheduler if it has not improved the schedule after this many attempts Ignore the other options for now Once you have set these Auto fill options click Start to begin building the schedule Step 20 Review your Schedules A number of tools are provided to help you review the quality of your schedule 1 Show Usage for persons and role members right click in the People panel and select Show Usage or select Show Usage on the Roles menu The number immediately to the left of each of the names in the People panel or Role Members panel tells you
75. e Contact GAR Speaker Service Leader song Leader Vocale ops Vocals Harm ony Keyboard setup souna Ovemead Creche FieurJ Anorew 5 Sunday E Sevice 254ar 2012 Sunday AM Sevice Sunday AM Sevice Kirsten R mmie Daer Jas Peur Anranam Jenter Sunday PM Sevice Kirsten R mamen Jan Voa w EI DEE Sunday AM Senice Jenner mmie Tiaarz12 Aex Via w Daer Ancrew 8 Sunday PM Sevice Kirsten R 18 Mar 2012 Jas Hom usme Jenner Sungay AM Sevice Kirsten R Ve 18mar2012 Jas rop zess Ancrew 5 Jenner Wamick vios w Florence H Kirsten A Sunday PMSenice or Apr2o12 las am Sunday AMSenice aie oi Apr2o12 Alex Bm E Agen 5 Sunday PMSenice Kirsten R G Apr2012 Vio w wsie Justine Zenger Sunday AM Sevice Kirsten R Milie 08 Apr 2012 Aer Justine Justine Anorew 8 Sunday E Sege Zenger 15 Apr 2012 Las Leer 5m Agen 5 Sunday AM Sevice Kirsten R Mile 15 Apr 2012 Aer Lester ege Ancrew 5 Sungay PM Sevice 22 Apr 2012 Sunday AM Sevice 22 Apr 2012 Sunday PM Senke The Master schedule format shows all or selected roles including those roles that an individual is not on highlighting the individual recipients name wherever it appears Individual Schedule St Stephen s Anglican Justine Armstrong Ind
76. e Members tab for that role 9 Show the People panel 10 Drag names from the open people panel into the Role Members list Giep 1 Assign Usage Targets for Role Members A usage target defines how often in a given period a person will be scheduled to a given role A person can have a different usage target for each role to which they belong The Automatic Scheduler attempts to fill each schedule so as to meet any individual usage targets provided Where usage targets are not provided it tries to even out the usage as much as possible between all members who do not have such targets To assign a usage target 1 In the Roles panel double click on a person whose usage target you wish to set Tick the Usage Target check box Enter the details as appropriate for this usage target Optionally select the Event to which this applies by default All Events Click OK Ww Ze 34 GETTING STARTED WA Step 12 Define Role Compatibility By default when a person is scheduled to perform in a certain role during an event the Automatic Scheduler will not schedule them onto any other role during that same event This means that by default all roles are incompatible This may not always be the case and you can indicate two roles are compatible i e the same person can fill both roles at the same time To indicate two roles are compatible 1 In the Roles panel click the tab of one of the roles to be made compatible the
77. e Warranty Period that the Program Diskettes in which the Software is contained are free from defects in material and workmanship Licensor further warrants for your benefit alone that during the Warranty Period the Program shall operate substantially in accordance with the functional specifications in the User s Manual If during the Warranty Period a defect in the Program appears you may return the Program to Licensor for either replacement or if so elected by Licensor refund of amounts paid by you under this License Agreement You agree that the foregoing constitutes your sole and exclusive remedy for breach by Licensor of any warranties made under this Agreement EXCEPT FOR THE WARRANTIES SET FORTH ABOVE THE PROGRAM AND THE SOFTWARE CONTAINED THEREIN ARE LICENSED AS IS AND LICENSOR DISCLAIMS ANY AND ALL OTHER WARRANTIES WHETHER EXPRESS OR IMPLIED INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE 6 Limitation of Liability Licensor s cumulative liability to you or any other party for any loss or DAMAGES resulting from any claims demands or actions arising out of or relating to this Agreement shall not exceed the license fee paid to Licensor for the use of the Program In no event shall Licensor be liable for any indirect incidental consequential special or exemplary damages or lost profits even if Licensor HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH
78. e slot When selecting a person for a timeslot SmartRoster iterates through the list of all potential occupants based on the role members AND the availability of each Creating and Using Schedules E role member for that particular timeslot SmartRoster compares each potential occupant with every other potential occupant Depending on the parameter being compared it will choose the person who has the e Best highest combined score e Highest target percent e Least times scheduled for role including the look back period e Least recently scheduled date e Lowest number of possible events they can fill e Not selected in scheduling period e Least times scheduled all roles e Least times scheduled for role not including the look back period e Best highest usage score These tests are called occupant selection heuristics and are simply rules of thumb applied to quickly choose between two people In most cases using them greatly decreases the time SmartRoster takes to find a reasonable solution You can have SmartRoster ignore these completely by unticking the box This may be required in your case if the number of Unique Scores in the Build Progress box stops increasing regardless of the number of iterations performed The tests are applied in the order specified in the Advanced settings A test that is not ticked is not used If the two being compared have the same value being tested eg combined score then the next
79. e lt Enter gt or lt Tab gt keys 3 Click on the General tab 4 Double click on lt All Events gt and enter the number usually required for this role the default You can also enter the number of times to block schedule a person in this role eg 2 weeks in a row Don t worry about the other options just yet If unsure you can change it later anyway Click OK to continue Repeat steps 1 to 4 for many roles as you need to create Step A Define Events Events are the meetings that your church or club schedules which may occur regularly say each Sunday or Annually or may be a one off occasion 1 Select the Events New menu 2 Type ina name for it e g Family AM Service 3 If itis a repeating event like a weekly Sunday Service select the repeating pattern from the tabs presented eg Daily Weekly Monthly If it is a specific date time select the Adhoc tab and define the actual date times and add them to the Include list 4 Click Add to add each pattern or adhoc date into the list of dates for this event Repeat step 3 4 for each additional pattern or date time 5 Click OK when you ve finished defining the event Repeat steps 1 to 5 for additional events GETTING STARTED iz Step 5 Match Roles to Events Now that you ve defined your Events services etc as well as your Roles you need to tell the program which Roles are required by which Events There are two ways to do this it doesn t matter which yo
80. e marks or not separated by the delimiter character These column headers name their respective columns corresponding to the values that will occur in subsequent lines at the same field position Subsequent lines contain data values one line per person or household record Each line is a separate record The data values are separated by a delimiter character and correspond to their respective column name This is a very common industry standard transfer file format and many standard Church Management Software packages as well as directory or spreadsheet programs can export data in this format Importing a delimited text file 1 Select a file to import by clicking on the folder icon In the Import dialog select Text Tab comma delimited in the Files of type box Then select a file and click Open 2 Once you have selected a file to import the left hand list will display the column names of the import file If any of these matches the SmartRoster target columns it will automatically be placed in the matching row to the right of the SmartRoster column name Any SmartRoster target columns that are not matched in the import file will remain empty 51 CHAPTER 3 Managing People 3 Manually indicate which import columns will go into which SmartRoster columns by dragging the import column name from the left hand list onto the SmartRoster column name you want it to import into Note If the list of import column names on t
81. e column This will be the cell that has the Role name in it A small lock symbol will appear To lock a row Event occurrence Click once immediately to the left of the left most cell of the row This will be the cell that has the Event date time and name in it A small lock symbol will appear To lock a cell Right click in the cell Select Lock Cell from the popup menu The text of the cell if any will appear greyed out To lock a person in a Cell Click just to the left of any name in any cell A small lock symbol will appear next to the name indicating it is locked To unlock a single cell row or column Click once on any lock symbol remove the lock or right click on the cell row or column Step 18 Pre build Check List You are almost ready to build your first Schedule Before you do check that you have all necessary information a Have you added all absences Q Have you added personal associations Q Have you added Household Associations If all household members want to be scheduled on the same day open the household record and set the Household Association box a Ifall household members want to be scheduled at the same service on any given weekend open the household record select the Usage Target tab and set the Enforced Break to 2 days and click Applies between members as well as to each member Q Have you set usage targets for Role Members where this is known Q Have you manually ad
82. e format hide or show members usage their scheduled count and whether or not to show only members available for selected events or all members 56 Managing Roles and Events Creating A New Role 1 Select menu Roles gt New You will see a new Roles list item tab prompting you for the name of the new role Role x 2 Type in the name of the new role and press the lt Enter gt key You will notice that Roles are displayed in a list with three tabs General Members and Notes To add information to a role you need to select the appropriate tab Notes To change the name of a role double click on the name in the list tab and then type in the new name Ifyou want to enter all role names in rapid fire manner and fill in their details later press the Tab key three times after entering the role name step 2 above It will automatically create a new tab and ask for the name of the new role Use the lt Enter gt key to finish creating new Roles Once you have created the Roles select each in turn and update the other details Applies to Events Where a role is only required for a subset of events these need to be entered in the Applies to Events box in the General tab by dragging them from the Events list in the Events Panel For each event or for All Events you can define the number of people required whether to schedule in blocks of x events any additional restrictions that
83. e into account ior to the start date wh these days It only refers to these ee EE previous allocations when allocating SC roles in the current period If you tick Auto Calculate then SmartRoster will work out an appropriate value for you Creating and Using Schedules Manual Scheduling schedule 3 Select the Members tab 6 Optionally lock the person into this position by clicking once immediately to the left of the person s name in the cell A small lock symbol will appear 2 Select the Role you want to assign to in the You can manually schedule people by drag and dropping them from the Role Members list or from the People panel Do this before running the Automatic Scheduler when you want to fix a person to a schedule position thus preventing the Automatic Scheduler from assigning that position 1 Have the Roles and Schedules panels open pster Sampleros Events People Roles Schedule Email Report Hep i Cl 4 vH a M r NW A Open Save People Events Roles Schedule Auto Fill Clear Undc 4 Select a member from the Role Members list 7 2 Pinki 2 Weston Vina General Members Notes li ay Speaker Role Members e S IT 2 Jones Fleur ocals Harm ony _ 1 Kasper Abraham Kevboard 17 Nile Aer New Remove Schedue AAA AAA Schedutng Ferd 1 03 2012 Speaker Service Leader fl Song L
84. e same event 71 CHAPTER 5 Creating and Using Schedules Auto Fill Undo Clear Set Auto Fill Order Import Export Quick Report Show vacant slots Post AutoFill Review Show unscheduled persons Show rule violations Increase font size Reduce font size Grid Format Name Format Date Format Help 72 Moving items in the schedules using the mouse You can simply move individuals up and down in the same schedule or even to a completely different schedule by clicking on them and while holding the left mouse button down dragging them to the other cell This is called drag and drop As you drag the mouse the mouse pointer will adopt one of two forms e Drop Valid The person may be dropped in the current cell by releasing the left mouse button e Drop Invalid The person cannot be dropped into the current cell Drop Invalid will show if the person is absent on the day event over which you are moving or if the person is not a member of that Role e To remove a person from a position click once to select the person the person s name will appear as bold text Then hit the lt Delete gt key on the keyboard e To move a person from one cell to another simply drag and drop them The person will be removed from the source cell and added to the person or persons already in the destination cell Note you can add as many people as you like to one cell e To co
85. e various kinds of reporting options you have select Schedule from the Report menu Finally remember to consult the rest of this user manual which has important information on many aspects barely touched on or not even mentioned here 39 CHAPTER3 Managing People Managing your People Resources Chapter Contents People are the most important asset to any organization You will want to create Introduction 36 ee ad a schedule that is sensitive to the needs Adding A New Person 37 Adding a Household 43 of your volunteers This includes when Creating a Group 43 a ENEE they are available what roles they are n ee able to fill How often they are available Exporting People Records 48 Auto Import 48 and with whom they prefer to work A better schedule will make best use of your valuable volunteer workforce 40 Managing People T Introduction You manage people via the People panel See E mm Bee ge page 14 The People panel can be viewed by E wl A clicking on the People button on the toolbar or selecting the View gt View People menu People can be viewed as People ml a Individuals a Households or Individuals Households Groups Comments Q Groups Vi 1 Airey Betty G a i i v TO Airey Dolores W by selecting the appropriate tab on the 7I 5 Airey Enrique C People panel Anything that applies to an Yi 0 Airey Keith E e individual can also apply to a household or Se group
86. eader Vocals Sops Vocal Serice Lecder Alex Nile Fleur Jones David Anstey Lock Cel Lock Row Lock Column 5a drag the name into the desired position on the schedules normally into the same Role column Alex Nile llolly Pinkingon 4 Add Attendance Copy Table Copy Cel 5b Optionally instead of 5a above David Arstey you can right click over a cell to Holly Pirkington access and select a name from the Justine Armstrop list of those available for that slot lester Innes Sarah Anstey Viola Weston You can allocate in this way as many positions as you wish When you allocate positions manually non mandatory personal associations such as likes to be with will be ignored You can also drop names directly from the People panel into positions on the schedules even if they are not members of the respective role This allows for one off exceptions but it is up to the person doing the schedule to make sure such allocations are appropriate Enforce associations with manual scheduling If you tick the option with the above name in the File gt Options menu and the Other tab then when you drop a person into a scheduled timeslot SmartRoster checks to see if there are any other people who have a Always keep together or strongly prefer together preference with that person and automatically adds them into appropriate timeslots for th
87. east two licenses Annual support must be current to the Amazon S3 service you can use your own FTP server without having current support When you activate WebShare you need to set up the various options These are e Read only on this workstation If this is ticked then the workstation may be used to open shared SmartRoster files from the web but cannot save them back to the web e Local Folder This is a location on your local PC that SmartRoster can use to facilitate uploading and downloading of shared files e Contact Name Contact phone Contact email It is important that if you are to participate in sharing SmartRoster files that other users can contact you You will not be able to save to the web or open web files for update until these details are provided es O Use my own WebShare server If ticked then this option allows you to define and use any web server you like instead of our own Webshare server You will need to obtain from your web server provider the details for connecting to it using FTP These items are required Web address this is your FTP server name User ID your FTP user ID Password your FTP user Password Port this defaults to 21 but you can specify any port to use Initial path this is the actual folder on your FTP server into which WebShare will save SmartRoster files 21 CHAPTER 1 SMARTROSTER BASICS 22 Once file sharing is active you will be able to open and save SmartRoster documents
88. ed as specified above Not supported 101 CHAPTER 7 Email amp SMS Timeout The amount of time to wait when attempting to send emails Encoding This depends on the recipient email system Usually the default setting will be adequate Leave as the default if unsure Attach Report as Reports can be attached in Adobe pdf format or in SmartRoster srp format Adobe pdf requires the recipient has Adobe Acrobat installed Because pdf is a very common format recipients are likely already to have this but it is also a free download from the Internet With the Acrobat Reader they will be able to view and print reports Using srp format requires the recipient to have the SmartRoster viewer SmartVue installed see page 95 for a discussion SRP files are very compact and can only be read by a recipient who has access to SmartVue thus enhancing data security Email Folder The Email Folder is the location on your PC or local area network in which SmartRoster Email Queue subsystem stores emails prior to sending or for archival It also uses this area to keep a local copy of email attachments Sending Reports from SmartRoster Viewer After clicking on the Email icon in the SmartRoster viewer the Compose Message dialog will be displayed This dialog allows you to compose the message to send along with the report and further limit who to send reports or bulk email and how they are to receive it The
89. ed targets Sometime this is appropriate if this is actually used as a limit and not a targe Average over whole schedule applies the limit as an average across the whole schedule period including any look back this was the default behaviour prior to SmartRoster v2 5 This is the least restrictive interpretation In this case the actual usage will approach or equal the usage target set here Max for each period applies the limit strictly to each contiguous period each 6 week period in this example If this is selected then you will need to provide the starting date of the first such period the beginning of the first 6 week period in the above example This is a more restrictive interpretation Max in any period limits the number or times scheduled in any period of the given length regardless of when the period begins Starting date is therefore not required In this case the actual usage averaged over the whole schedule will usually be less than the usage target set here Hence this is the 59 CHAPTER 4 Managing Roles and Events 60 Enforced Break Event Next Event Start Date Spare Trainee most restrictive interpretation Example if you set 1 time per 2 months Maximum for each 2 months starting 1 1 06 then smartroster will limit this role member to on time only in each consecutive 2 month block regardless of the total period over which the schedule is being created If you had set average over t
90. ember of this group household only 8 Click OK to add it to the list k A To change an existing usage target click on the target in the list Then click the Edit button Change the settings as required and finally click the OK button To delete an existing usage target click on the target in the list Then click the Delete button Note if you use a role group or event group then the limit will only apply within the roles or events specified for the role or event group They will not limit how many times they are scheduled in other roles or events Usage Target Interpretation Average over whole schedule applies the limit as an average across the whole schedule period including any look back this was the default behaviour prior to SmartRoster v2 5 This is the least restrictive interpretation In this case the actual usage will approach or equal the usage target set here Note a person could be scheduled many times in a row and have large gaps while the average is still within the limit set If that s OK then this option may be suitable Max for each period applies the limit strictly to each contiguous period each 6 week period in this example If this is selected then you will need to provide the starting date of the first such period the beginning of the first 6 week period in the above example This is a more restrictive interpretation 43 CHAPTER 3 Managing People 44 Max in any
91. eneeenseeneeeenseenenenseenens 73 Locked Timeslot Entries cccsssecceseseeeceeseseeeeeseeneeeeseeneeeesenneeeesenneeseseeneesesesneesesesneeseseeneeeneeeneeees 74 Schedule COMMONS iiris evento eace cece teeesectesescvennetesccevessiveseecesecccecetseduacssncncesetedecuassueboeseueceses 74 Schedules panel Date and Name forimat cccceeeeeseeeseeeeeseeeeeeeeeseaeseneeenseeeseeeseseaesaseeeenenees 75 Automatic Schedule Generation cccscccescceeseeeeeseeeseeeseseeeenseeeeeeneeseaesaseeeeaseaeseeeeeseaeseseenenseaeees 75 LOLCat Auto EU ege EE EE AER ps isnsB setae pein Banna Ss tise EA 77 Post Fill ET E 80 Exporting and Importing Schedule data c sseeccceseeeeeeeseeeeeseeeeeseseeneeseseeneesesesnenseseenenensesenens 83 Attendance monitoring and reporting cceseeececeseeeeeeeseeeeeeeseeeseessnenseeeseaeeeenseaeeeeeseeneeenseneeeenees 85 GAAP TE ARG REPORTS oooiiissneonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 86 IpttrogdUette fie tee ege eege e ee deeg ee 87 Report Typesch EE dE EE he 87 Report Parameter Entry dialog ccssecccesseeeeeseseeeeeeeeeeeseeeeeeeseseseeeseseseeeseseeeeesesenneeseseenenenseseenees 88 Sched le e CS 91 Inventory Heporte ekuEEEEENEEEEENEEEEEEEAEEEEENEAEENEEENEEEEEAE ENEE EEN EENEG 92 Address Book Report csecccceeeeeeeeeeeeeeeensnee seen seen seen sueeseen seen see sues annann nnmnnn nnmnnn nnmnnn aannamen nannan 93 DIEIVO ER Die ln CTT 94 Printing Le
92. entory menu Inventory reports are provided to make review of all the individual and role data easier especially where more than one person is responsible for this data These reports are useful for verifying personal role or role member information prior to each scheduling cycle Personnel Inventory The personnel inventory provides a concise summary of all information contained in the SmartRoster file regarding each person It is formatted as a person per page report and can be conveniently emailed to each individual for their verification of errors or changes to associations Role Inventory The role inventory report conveniently summarises all information currently contained in the SmartRoster file for each role in turn It is formatted as a role per page report and can be conveniently emailed to each Role coordinator if this is provided for a role for the coordinator s verification of errors or changes Role Members The Role Members report provides a separate page for each combination of Role and Event It is a useful contacts list for distributing to each person in the Role Event combination Reports Address Book Report The address book report is available by selecting Address Book from the Report menu An example is shown St Stephen s Anglzan Household Directory StStephen s Anglican Household Directory Airey Family Ph 08 95315024 269 Phoenix Cot Baggins Family Ph 08 97351107 140 Agar Rd Shelley
93. eople or Role panels Lets you easily modify your schedule to accommodate last minute changes Allows for special one off events such as a midweek Missionary meeting with their own specific personnel requirements Enforces specific individual usage targets such as once a month or every 2nd week Automatically evens out usage of people on schedules while still satisfying individual associations for individuals where specific targets are not set Allows specification of various constraints such as known absences patterns of absence e g to suit fly in fly out workers matching people to roles role role compatibility households or friends that prefer to be or not to be scheduled on the same day Automatically fills your schedule with a single click matching role requirements to personnel availability and skills and factoring in personal associations Allows for multiple events e g Services per day Prints master schedule selected roles on one page or individualized schedules showing only the recipient s roles for individuals or households with names pre highlighted Generates a booklet style address book Generates read only and print ready electronic version of any report ready to be emailed to recipients who use the supplied SmartRoster Viewer which comes with this program free to distribute or Acrobat Reader Automatic email reminders Import Export existing personnel data in comma tab delimited
94. eport to be searched Publish the report into Microsoft Word 2000 or above see next section Publish the report to a Web server Copy the contents of the displayed report to the clipboard See leg P Close the SmartRoster viewer Note these options are only available where the viewer is being run from within SmartRoster itself Other users accessing SmartRoster reports srp files using the Viewer will not see these options Copy to Clipboard copies the text from the displayed report in a tab delimited format into the Windows clipboard ready to be pasted into any application of your choice such as MS Excel or MS Word This may be especially useful for those with earlier versions of Word for which the Publish to Word option does not work Reports Publish Report To MS Word The Publish to Word button attempts to re create the report in MS Word This button will only be visible if you have some version of MS Word installed on the computer on which you are running SmartRoster This functionality requires MS Word 2000 or higher This means it may only partially work or not at all on earlier versions of Word Note The interface between SmartRoster and MS Word is quite slow A report will typically take 10 to 50 times as long to render the report in Word as it does in the SmartRoster viewer itself The address book report cannot be published to Word in this way Publish Report to Web server The Publish re
95. ers you wish to add and click OK 7 When you re done click Save Repeat 2 to 7 to create other groups or click Close to quit Step 9 Assign Contact Person for Role The Role Contact person is usually a team leader or coordinator responsible for that role This person is listed on Schedule reports at the head of their respective schedule You do not have to assign a Role Contact To assign Role Contact 1 Open the People and Roles panels You may need to change to Individual View 2 Select a Role tab for which you want to assign a contact person Drag and drop the contact person s name from the People panel to the Contact field in the Roles panel 33 CHAPTER 2 GETTING STARTED Step 10 Assign People to Roles Now that you ve defined your Individuals as well as your Roles you need to assign Individuals to Roles These are called Role Members There are two ways to do this it doesn t matter which you choose Using the Role Members context menu 4 In the Roles panel select the role tab to which you want to add members Click on the Members tab for that role 5 Right click over the Role Members list and select New Member from the menu 6 Select all the names you wish to make a role member use lt Shift gt and lt Ctrl gt while clicking on a name keys to select multiple names 7 Click OK Using drag and drop 8 In the Roles panel select the role tab to which you want to add members Click on th
96. erson or their household See page 47 for a description You may pre assign a person to the schedule by ticking Use preassigned schedule Click Edit to define the fixed pattern for scheduling this person The pattern may be any pattern that can be defined for an event Once pre assigned you will see this person shown in green in the relevant timeslots in the schedules grid Tick Preassigned and manual scheduling only to tell SmartRoster to NOT assign any other timeslots to this person in this role To remove the preassignment untick the Use preassigned schedule box Managing Roles and Events Role Groups Role groups are used for restricting usage targets for individuals households or groups to only a subset of roles To edit role groups select Role groups from the Roles menu The following dialog will be displayed SE Manage Role Groups Sry Name Wies E unk roie SES Color Esc Le El Show name n white Dette Availabe Roks Roles n Group Speaker Service Leader Song Leader Vocals Sops Vocals 1 arn ony Keyouard Set Jp soma Overhead Doo Greeter Help SC In the left hand side will show a list of any role groups you have previously defined You will see under Available roles a list of your roles Click on lt New gt in the list to create a new role Name the role group in the Name field Then selec
97. event dates as columns It shows roles using role abbreviation if supplied as values in the grid cells This format is especially useful where a majority of individuals are scheduled many times within the schedule period It it not as useful where you have a large number of people who are scheduled infrequently While using this format note the following 1 You cannot enter cell comments 2 You cannot schedule people by drag and drop 3 You can select from a persons eligible roles by the right click menu 4 Locking a row person is equivalent to de activating a person 5 Locking a column event occurrence is equivalent to locking a row in the default Roles by dates grid format 6 The Date format specified may be different to the date format used in the default grid format SmartRoster remembers both settings 7 The following comments regarding locked entries only apply to the default Roles by dates grid format 73 CHAPTER 5 Creating and Using Schedules Locked Timeslot Entries You may manually allocate some or all events for a role such as the Speaker role for a Church Service which would rarely be automatically allocated and you may even allocate all roles for some events like a special memorial service or holiday SmartRoster allows you to lock in a whole column role row event instance or cell at a time or person in a cell When you lock a person row or column a small lock symbol will appear and the
98. fore actually sending it again Print To print the text file on a connected printer Delete Delete the message and any attachments it may have Archive Move all selected messages to the archive area All messages that are sent successfully are moved into the Sent Items area which you can select from the View dropdown box See above The folder on your PC where these messages are stored is defined in the Email Options dialog You should set this before using any of these features You can specify any location on your PC or even on a Network Sending SMS reminders 106 Setting up SMS reminders To setup SmartRoster to be able to send SMS reminders carefully follow the following instructions 1 Purchase a Smartroster SMS activation from our web site at www smartroster net purchase htm once only activation Smanrtroster Activate SMS messaging SRSMSACT 50 0 J ADD TO CART INCLUDES 100 free credits More Information If your support is not current then you will need to purchase support as well Activation includes 100 free SMS credits to get you started Additional credits are available for as little as 10c per text 2 Register the cell mobile phone number from which reminders will originate To your volunteers it will appear that reminders are coming from this number Their replies will also go to this number To do this email us your cell mobile phone number after purchasing the activation Note that this numbe
99. format from your existing personnel database eg Church Management System Easy to use drag and drop style MS Windows Interface Very modest hardware requirements runs fine on any PC running Windows 98 or higher see System Requirements page 25 CHAPTER 1 SmartRoster Basics SmartRoster Basics Whether you re comfortable with computers or a complete beginner this is where you should start This manual will tell you everything you need to know to start using SmartRoster Before you start make sure that you understand some of these basic terms and concepts o Windows Terms o SmartRoster Terms o SmartRoster Panels o Exiting SmartRoster Windows Terms Clicking When we refer to clicking we mean that you place the mouse pointer over that section of the screen by moving the mouse and press the left mouse button once Double clicking When we refer to double clicking we mean that you place the mouse pointer over an item on the screen and quickly press the left mouse button twice Right clicking Drag amp Drop 10 When we refer to right clicking on something we mean that you place the mouse pointer over an item on the screen and press the right mouse button once To Drag amp Drop move your mouse over the object click the left mouse button and hold it down while moving the mouse elsewhere Then once you have positioned the mouse where you wish to put the object release the left mouse button For e
100. from either our high performance web servers or from your own web server such as from your internet service provider WebShare functions WebShare functions are accessed via the File menu File gt Open from web This will open a WebShare connection and list all current SmartRoster files that have been placed into WebShare for your organisation r S Open from web Erim Name Size Modified Access By Phone Email NBBC AM Roster 2012 May July ros 23KB 26 04 2012 12 35 34 PM D E Filename NBBCAM Roster 2011 Nov 2012 Jan ros Files of type SmartRoster Files ros X Cancel My Contact Details required Help Open For Meloun Smith Update Phone 0403 443 415 Read Only F Override Email john_smith gmail com ke Refresh If a file is opened by someone else the details will be shown You can open any file by clicking on it and selecting Update or Read only then clicking OK This will download a copy to you local WebShare folder and open it up in SmartRoster If you selected Update then SmartRoster will also flag that the file is opened by you for updating and no one else will be able to open it for update until you release the file by closing it or quiting SmartRoster Once you have the file open for Update then every time your save using File gt Save the file will be automatically re uploaded to the WebShare server If you selected Read only or the file was a
101. h role tab you can further select information about the role by clicking one of the subordinate tabs General Members or Notes To assign people to a role these are called Role Members you can drag amp drop each person individually from the People panel the People panel must be visible or use the context menu right click over the Members list an select New Only those Role members will show who are available for the events that are active ticked in the Events panel unless Show all members is selected from the context menu See chapter 4 for details on setting By default if a person is scheduled during an event service to a given role they cannot be scheduled onto another role they are incompatible By adding roles into the Compatible Roles list you can allow for people to be scheduled to multiple roles for the same event The Roles menu can be accessed by clicking here up Roles Deselecting Schedule this role allows you to temporarily prevent a specific role from being included in the Schedules panel and therefore being scheduled by the Automatic Scheduler Double click on any event to edit any of these properties By default a new role is required by ALL Service Leader E EVENTS i e will be Song Leader Compatible Roles required on all dates Vocals Sops that all events Vocals Harm ony S Keyboard require By dragging Set Up events from the Event
102. hange the default size of fonts The relative sizes are not changed such as the size of the title font compared to the table text but this changes ALL fonts by the factor you enter into the box Less than 1 will cause all fonts to shrink Greater than 1 will expand all fonts Max table cols For a number of reports this item allows the user to specify the maximum table columns to report SmartRoster will then split the table over a number of pages if necessary to display the report using no more than the specified number of table columns Report Some analytical reports allow the user to specify which measure to report Count Measure Hours or Cost If you wish to save the report in PDF format say for sending to someone else or as a Create PDF permanent copy you can tick this checkbox Keep in mind that this will slow down report generation Hide dates Hide dates event occurrences not applicable to the recipient of the report Print roles on For certain reports this allow you two switch the axis so that role go down the page vert axis instead of across This may allow the report to fit better on the page Hide names Hide names of people other than the recipient or members of recipients family Show This options applies to the Event per page report It adds a column for each attendance flag you have defined You can then use the report as a sign in sheet for the event Attendance Sen EE coordinator to use t
103. he People panel to display only households Show Groups change the People panel to display only groups Display as change the tabs that appear on the people panel to single letter three letter household or no tabs Import Import people from a tab delimited format file Export Export people in tab delimited file format Hide Show Usage Hides or shows the number of times each person is used in the current Schedules as a number in square brackets x 41 CHAPTER 3 Managing People Adding a New Person EE Update Person Details hE Select the People gt New gt Person CE e Game On E oe os menu The top section includes basic a ee ea name and household details The hsa Es Lager Eman sl following tabbed control contains both Address Telephone Absences Usage Target Associations Events Roles Groups Notes Scheduled contact details and schedule Street or Postal Adoress preference information Address 110 Abbey Green Pde The Household field can be selected Ta from the drop down list If you are ae EE adding a person and have not created Ee the person s household record you can Gg click on the Edit button and fill in the 5era emal Lem details of the new household then E Dontindude in directory come back to this window and select the household record you just created from the drop down list A A person s household address and L J
104. he directory To change the destination drive or path click Browse and change the destination folder on the Choose Destination Location window When the path is correct click Next The Select Program Folder window will be displayed next Use this window to put the program where you will be able to find it You can open an existing folder or create a brand new folder if you wish SmartRoster will now display the Start Copying Files window which displays the progress of the installation process To start the installation process you need to click Next When installation is complete the Installation Completed window is displayed Click Finish to continue SmartRoster is now installed to your computer To start using SmartRoster click on the icon you have installed GETTING STARTED fy Registering SmartRoster SmartRoster must be registered within 30 days of installation If you are using the program on a trial basis it will cease to operate after 30 days until a registration key has been entered A registration key is obtained when you purchase SmartRoster Each time you reinstall SmartRoster you need to re enter your registration key so it is a good idea to keep the key somewhere safe To register SmartRoster 1 Obtain your registration key This can be done in one of two ways On purchase of the packaged SmartRoster product you should find the registration key on the envelope containing the CD ROM If not then send us your de
105. he left hand only show Co umn1 Column2 Column3 etc then this means the first line in the import file does not contain column or field names You can still import from this file if you know what each column refers to but you can make it easier by editing the import file and adding a first row which contains column names like FirstName lt tab gt LastName lt tab gt DOB lt tab gt Addressi lt tab gt lt tab gt etc and re trying the import However make sure you use the same field delimiter character as is used in the rest of the import file For instance if the other lines use a comma to separate fields then use a comma in the first header line too If a tab character is used in the rest of the lines then use a tab character delimiter in the header line and so on 4 Does your import file include Household records If not then tick Automatically create household records checkbox This will create a new household record for each unique combination of last name and address that it finds and automatically link individuals with the same last name and address to the household record 5 Click the Import Now button to perform the import Note that you can import into an existing SmartRoster file or over a previous import of the same file safely SmartRoster will update the records that match the names in the import file and only add new records that do not already exist in the SmartRoster file Im
106. he whole schedule and you were scheduling for 4 months with a two month LBP then smartroster would insure that role member was not scheduled more than 3 times in the 6 month planning horizon 4 months active schedule 2 months LBP However this will not prevent them possibly being scheduled thrice in one calendar month and no times in the other months even though this is unlikely Usage can also be limited for this person in this role and optionally the event specified in Event by specifying an Enforced Break This instructs AutoFill to guarantee a break of the specified hours between successive timeslots for the same individual for this role See also Person Enforced Break page 44 or Global Enforced Break page 123 Select an Event if this usage only applies to a specific event By setting Event you can limit this person only to the Event specified If they only ever serve on a given event regardless of role then you should set this under the persons details via the People panel You can add the same person multiple times into the role members list with a different usage for different events This gives you fine control over which events a person can fill in each of their roles and the usage target for each such role event combination Next Event allows you to indicate that whenever this role member is scheduled automatically in the Event given in the event field then they should automatically be scheduled into the next
107. hedules into SmartRoster To import this data into the same or another SmartRoster file Select Schedule gt Import from the main menu You will be asked for a file to import This will be a file previously exported using the Export gt As Importable data function Nominate a file and click OK SmartRoster will then import this schedule data into the current schedule It will ignore any schedule data for persons roles or events not already in the file into which it is being imported It will NOT overwrite any schedule data already in the SmartRoster file into which it is being imported If you wish to REPLACE existing schedule data use the Schedule gt Clear function within SmartRoster before doing the import 83 CHAPTER 5 Creating and Using Schedules 84 Exporting the finished schedules to other programs The finished schedule as it appears in the Schedules panel can also be exported in either comma delimited text format or as html format You can export your schedules in tab delimited format for importing into other packages such as Microsoft Excel or Word 1 Select the Schedule gt Export menu The following dialog box will display 2 Select the desired type of format to export gt To save as Tab delimited format select Tab delimited text format in Save as type box gt To save as html format select HTML format in Save as type box 3 Type in the name of a file to export to and click Save
108. his allows you to record specific requests or other notes that cannot be stored in any other area of SmartRoster This is for the benefit of the schedule administrator and shows in the Personnel Inventory report Adding a Household 48 Adding a household is very similar to adding a person individual Select the People gt New gt Household menu The dialog you see is very similar to that for individuals However Preferred name Initials and DOB are not present You can indicate applicable events for this household which would apply to all members of this household by adding events into the Events tab Household Association Preference Also instead of the Household field there is a Household Association field This is similar to personal association preference but applies to each member of the household and is the same as if each member of the household had a personal Association for each other member of the household equal to the Household Association entered here You can specify that a Household Association preference only apply within a role role group or event After creating the association by selecting from the Household Association drop down box click on the Associations tab and you will see an association marked lt Group Association gt Click on this and then edit the association in the normal way Managing People w You can also enter personal associations between this household and other individuals or hou
109. ields Creating Custom Fields To define custom fields select File gt Options and select the Custom Fields tab You will see the following panel In this you just type the name of your custom fields one field per line as shown Options Organization Enter custom field names one per line with no Open and Save Spaces or unusual characters Qualifications Import Division Membersh ip_date Auto Fill Email Report WebShare Attendance Status Custom fields 53 CHAPTER 3 Managing People 54 i User defined fields Entering data into R Key Value Custom Fields eee To enter values into these fields Division edit a person record and select the Membership_date Notes tab These fields will appear on the left Alternatively you can import data into these fields The new fields will appear in the Import dialog at the bottom of the list of standards SmartRoster fields You just drag and drop the import field onto the appropriate custom field as you would do for any standard field Reporting custom fields You can report these fields by selecting the Personnel Inventory report This allows you to select any existing SmartRoster field as well as your custom fields The Custom fields appear in the list of fields to choose with a prefix Custom_ before them Filtering based on custom fields You can create a filter based on custom fields in exactly the same way you filter on other standard fie
110. ined For example suppose all role members have a usage target of 25 For each individual the actual usage percent is calculated and the difference between that and 25 is the Usage Error The average of all usage errors for all individuals is the Avg Usage Error Bottom line The smaller the error the better the schedule This number represents the degree to which association preferences have been satisfied by the schedule It is not simply a count but is weighted by the strength of an association that has been satisfied Bottom line A larger number represents a better the schedule This number shows how many people are scheduled at least once in the current schedule period If a person is not scheduled but their family or a group to which they belong is scheduled then they are still counted as participating in the schedule This number represents the cooefficient of variabiltiy Low variability occurs when the spacing between scheduled timeslots for a person is always the same High variability occurs when the spacing between scheduled timeslots for a person is very variable sometimes short sometimes long In general most schedulers aim for low variability which also corresponds to a more even predictable schedule Bottom line The smaller the variability the better the schedule How the Automatic Scheduler AutoFill works When you use the Automatic Scheduler you choose which quality measures to try t
111. ing database you can import these directly into SmartRoster For more details on how to do this see page 50 of this manual You may like to hide all panels and show the People panel To do this make sure that only the People button is depressed on the Toolbar This same panel can show Q Individuals select Show Individuals from the People menu Q Households select Show Households from the People menu Q Groups select Show Groups from the People menu We normally start by entering Household records as these are needed when you enter individual s records next but you can ignore households entirely if you wish and proceed to Add Individuals Step 6 Adding Households 1 Select the People gt New gt Household Peere Roles Schedule Email Report Help New Person Ctrl P menu Edit Household 2 Type in the household name SE enm E 3 Select the Household Association from the Household Association drop down box This allows you to define whether members of the household prefer to be or NOT to be scheduled for the same event If an individual in the household has a different preference you can select that when you enter the individual s details later 4 Enter the household address email and phone numbers If household members can only be scheduled onto certain events add those events to the Events list by selecting Events tab 6 If you already know when this household is to be ab
112. ions exceed X schedules have been generated Time Exceeds X schedules have elapsed No improvement after no improvement in the optimisation measure s has been made after x iterations Quick Fill The Quick Fill Function key F9 button is useful if you want to perform just one generation of a schedule then check it manually Quick Fill does not iterate or 77 CHAPTER 5 Creating and Using Schedules attempt to improve quality measures However it will still usually generate a 78 reasonable schedule AutoFill Options Selecting the Options button will show the AutoFill options dialog page 123 You can then specify Look back days see page 70 Global enforced breaks Also on this page you can select Role order and Advanced settings see below Specifying the AutoFill role order The Automatic Scheduler will assign all time slots not already assigned and locked in It will attempt to satisfy as many associations as possible while also meeting usage targets and role requirements how many positions in each role The scheduler fills the schedules in the order you specify by selecting the Schedule Set Auto Fill Order menu or click Role Order in the AutoFill tab of the Options dialog The following dialog displays Select a role by clicking on it and use the up and down buttons to change the order of the list of roles SmartRoster fills the schedule in the order specified from top to bottom
113. iven Millie Kasper Holly Pinkington David Anstey Andrew Bettles Kirsten Rudd Holly Pinkington is absent during 13Jun 2010 7 00pm to 13 Jun 2010 8 00pm Fleur Jones Lynley Looper Jenniter Reddy David Anstey Kiretan D sell Creating and Using Schedules SmartExplain A question often raised is why won t SmartRoster schedule so and so to a particular role or timeslot Now you can find out why Just try dragging the persons name into a timeslot SmartRoster will show the reason why a person cannot be allocated in a small text box next to the mouse cursor Using the Dates by Names grid format To select this format choose menu Schedules gt Grid format and select Dates by Names from the menu Choose menu Roles by Dates to go back to the default format Kristen Mansell MiTea 1 cca Mansell Nile Speaker Speaker Speaker Speaker Speaker Sound Speaker Tricia Nile g Speaker fi Service Leader Service Leader Door Greeter Door Greeter ington M Tea 1 Door Greeter Claire Reddy Sound Keyboard Sound Keyboard Jennifer Reddy Creche Vocals Sops Vocals Sops Vocals Sops Vocals Sops Vocals Sops MiTea 1 Overhead Overhead Vocals Sops Vocals Sops Vocals Harmony Vocals Sops Vocals Sops Vocals Harmony Vocals Sops Vocals Sops Keyboard Keyboard Vocals Harmony Keyboard Sound Crech Keyboard Vocals Harm ony AService Leader Creche Phillip White This alternate grid format has individuals as rows and the
114. ividual Schedule The individual schedule shows the schedules for all roles the recipient is required to serve Once again the name of the recipient is highlighted wherever it appears 91 CHAPTER 6 one Event per page report The Event per page report shows all people that are required for all selected roles and events on a particular occurrence of an event A single page is printed for each date and time that an event is scheduled Creating a sign in sheet If show attendance columns is ticked a column for each attendance flag you have defined is added You can then use the report as a sign in sheet for the event coordinator to use to indicate the attendance status of each person scheduled for that event Role per page report This report puts each role report on a single page It is useful if you have different people responsible for each role so that you can give them a copy of their own report for review or feedback General Purpose Master Copy You may wish to print a copy of the schedule without specifying who it is for say to keep a number of spares or to photocopy that is a copy not highlighted for any specific individual To do this when entering details in the Schedule Reports window select lt Master Copy gt as one of the report recipients in the Select merge recipients panel New File wizard on new files Inventory Reports 92 To create any of the Inventory reports choose the Reports Inv
115. ividual usage targets those set for a person outside of a role So the reason that some people are scheduled lots more than others is that you have allowed SmartRoster to exceed the non usage target by setting Cannot exceed calculated role member target by more than to a high value In practice we suggest you set this to a low value 0 or 1 and run the scheduler then increase it by increments of 0 5 or so until vacancies are acceptable If this requires some people to be scheduled too often this usually means you don t have enough people in those roles Another reason some people are not scheduled at all or much less than their target as shown in the role members panel is that they may be over constrained They may have absences they may be involved in an Always keep together association preference with their family or other individuals which cannot be met or possible they were scheduled too many times the previous period and SmartRoster is therefore is not using them this period 81 CHAPTER 5 Creating and Using Schedules 82 A good way to see why a person is not being utilized is to try to manually schedule the person drag their role member record over the role timeslots As you drag SmartRoster will show in the status bar the reason why they cannot be dropped Why are there so many vacancies SmartRoster calculates targets for each role member those without a usage target in such a way that there will be no vac
116. kboxes in a single click gt The address column will show the current email address recorded for a person or household gt Type into the Filter box to further limit the names to those that match your filter text 2 Type in the subject in the space provided using field codes if needed 3 Attach additional arbitrary attachments if required by clicking on the Add button next to the Attach box not necessary for the report you generated 4 Type in an optional message in the space provided This message if any will be attached to the email message to be sent to them Use field codes 102 Email amp SMS to included information specific to the person being addressed You can send HTML messages by simply typing valid HTML code in here or by loading an external web page by clicking on the Load web page button As long as the text included the tags lt HTML gt and lt HTML gt then SmartRoster will treat it as a web page when sending 5 Click Attach vCalendar reminder to attach to each each person s email a vCal format file which allows them to easily update their Outlook or similar calendar by opening the attachments one for each date scheduled 6 Click Generate gt Email gt SmartRoster will generate one email message for each person with the By Email column ticked and it will open the Email Queue dialog where you can review the email messages generated delete or modify them and send them If A
117. l EVENTS that Le Lome require a specific ROLE 1 Open both the Events and Roles panels using the Toolbar buttons 2 Select a Role for which you want to define valid Events and the General tab Applies to Events e Event Mm Consecutive R Robin Treatgroupas1 AutoNumber Secondary Restrictions Sunday AM Service 1 1 times Sunday PM Service 1 1 times In the Applies to Events box you will see all the events that this role applies to 3 Click on an event and while holding down the mouse button drag it into the Applies to Events box 4 Drag as many events as apply to this role into the Applies to Events box Now you can adjust the Role Event settings see next page 65 CHAPTER 4 Managing Roles and Events 66 Adjusting Role Event properties Role Event Properties Role Speaker Events Sunday AM Service Schedule at least bh at most Speaker for event Sunday AM Service Schedule the same person consecutively 1 E Strictly Restrictions lt New gt To add a new restriction first click on lt New gt then select one item from each of the boxes Delete E Treat groups as one person when scheduling E Round Robin scheduling E Auto Number people in this role event E Secondary Role must be scheduled in a compatible role first Reminder Simple text mag File attachment Help ox canai To adjust the Role Event settings double click on any Event in the Applies to Eve
118. laced in each email message generated by the actual full name of the person receiving the message if you place the field code Schedule anywhere in the body this will be replaced by the persons current schedule l Possible field codes include PreferredName Email Roles Surname Age Events FullName DOB PersonType Title Sex Active Address i Notes ScheduledCount i Town i FixedUsage i Schedule Postcode EnforcedBreak SchedulePeriod State Absences i Organisation Fixedphone Associations ReportTitle i Mobile i Groups i Fax Members 103 CHAPTER 7 Email amp SMS Sending Bulk Email You may send bulk emails including your own message and attachments to a list you select from individuals households or groups in your SmartRoster file To do this select the Email gt Bulk email menu option This will bring up the Select Recipients dialog from which you select the individuals households to whom you wish to send a message You can also select specific roles and or events to send a message only to people in specific roles Click OK to display the Compose Message dialog see above You can further remove individual entries by unticking the By Email check box in the recipients panel Now type in any details you wish in the Subject and Optional message fields exactly as you would as per sending a report from the SmartRoster viewer Remember you can also attach files by either t
119. lds Just select the field name from the drop down box it will have the Custom_ prefix just like when you select fields to report The filter can be used to limit the people you see in the people panel to define dynamic groups or to limit the people you are selected for a given report CHAPTER4 Managing Roles and Events What Roles do I need and how do set up repeating Events Chapter Contents Many diverse roles within your Defining Roles 50 Creating A New Role 51 Applies to Events 51 Role Compatibility 51 Adding Role Members 52 Role Groups 54 Defining Events 54 Creating a New Event 55 Matching Roles to Events 56 Event Groups 58 organization are required to stage the regular events critical to your purpose Defining roles and allocating suitable people to them defining your events and deciding which roles are required for each event are described in detail in this chapter 55 CHAPTER 4 Managing Roles and Events Defining Roles First let s recap on how we define a role A role is a position sometimes called a ministry or task which needs to be filled by one or more suitably qualified persons in order to stage an event For example in a Church Service Organist Overhead Projectionist or Reader may all be required roles Individuals may be assigned to one or more roles When assigned to a role the individual or another person can nominate a desired frequency of usage
120. le s names Define an advanced Select the filter to limit the Select Events events to people you see E Sunday AM Service include in LI Sunday PM Service this report Choose properties fields to report for p Hide event Select Al Clearan e name from E Deet ron event names reports Personnel report Select lt Master copy gt to generate one copy without Drag here any highlighting of to resize recipients names the Event list panel A copy will be Select the generated for each Anstey Clarence R Roles to person or household Anstey David E include in selected here Anstey Jessica F this report Select AN ClearAl isScheduled Selecta Ciearau Set the paper Paper Orientation orientation Size Top margin Bottom margin e Sean as el 1 000 1 000 g e _ Landscape Set the page Units Columns Left margin Right margin e A a size margins Centimeters el S 1000 1 000 units E Print People on Vertical axis Multiply all font sizes by 1 00 Resize fonts globally Maximum table columns D Change max columns that can be printed across Only options relevant to this report will appear in this check list box 88 Reports Report Title This title will appear on the header of each page of the report All the following settings will be
121. lect a file from the Open dialog box GETTING STARTED L Setting Up A New SmartRoster File If you haven t yet set up your SmartRoster file select Create New File and show New File Wizard This will open up the SmartRoster help file at Setting up a 2 fmt L Smartroster Help gt E Hide Back Forward Print Contents Search Setting up a new file 2 Welcome to Smartroster E SmartRoster Basics E LO Getting Started with Smart Roster P Getting Started Overview E QQ Steps in setting up a new file D This will guide you throught the common steps involved in setting up a new SmartRoster file It may be helpful to follow the sequence suggested but is new file This takes you step by step through the process of creating a new SmartRoster file 2 Step 1 Name your SmartRoster F 2 Step 2 Set Your Organization Nai KI Step 3 Define Roles 2 Step 4 Define Events 9 Step 5 Match Roles to Events 2 Step 6 Adding Households not mandatory Use the gt gt button on the toolbar to proceed to the next task and the lt lt button to go back to a previous task Select Help Setting up a new file menu in 2 Step 7 Add Individuals SmartRoster to activate this help at any time 2 Step 8 Create Groups 9 Step 9 Assign Contact Person for 2 Step 10 Assign People to Roles 2 Step 11 Assign Usage Targets fo I Chan 12 Refine Dala Conn thei
122. lessandri Harry A 4 Alessandri Ivana H 0 Alessandri Marcus E Di Alessandri NoelH 0 Alessandri Violet C 0 Alessandri William W 10 Anstey Clarence R 12 Anstey David E 0 Anstey Jessica F 3 Anstey Kirsten C 9 Anstey Sarah ol Armstrong Ashley P m X f Remove Edit Ac Find E As you can see items are listed in alphabetical order To edit an item double click on that item To add a new item select New from the menu To remove an item first select the item then right click and select Remove from the menu The check box to the immediate left of individual names can be used to activate or deactivate those persons households or groups globally When a person is inactive that person will never be automatically assigned to any schedule even if they belong to a role that is being scheduled While inactive that person or household or group will be ignored by the Auto Scheduler If it is a household or group then the Auto Scheduler will ignore every person belonging to that household or group The Find box allows you to narrow down the list by entering the a few characters of the first or last name The panel will display only those names that conain the search string in this box Advanced Filter button F Click this button to create an advanced filter This allows you to restrict the people visible in the People panel The query allows you to select or nominate values o
123. lready opened by someone else for update then the words READONLY will be appended to the filename in the SmartRoster title bar You will also know you are looking at a WebShare file because WebShare will appear in the titlebar just before the filename File gt Save to web This will open a WebShare connection and list all current SmartRoster files that have been placed into WebShare for your organisation You can then select one of those files or enter in a new filename in the File name box to save the file to Of course you cannot save to a file already open for update by another user After saving the file you will automatically have update access until you close the file or close SmartRoster Note My Contact Details are required to open or save a SmartRoster file to WebShare except for opening in Read only mode Only those who have SmartRoster installed with the your registration details will have access to your SmartRoster WebShare folder unless you use your own WebShare server and give your server logon details to someone else File gt Reopen from Web SMARTROSTER BASICS i This option allows you to easily re acquire Update access to a SmartRoster file that you previously had open for Update in a previous session If you close and re open SmartRoster after having a WebShare file open SmartRoster will automatically re open the document if Open Recent is ticked under the Open and save options in Read only
124. ls open 2 Select the Role you want to use Select a member from the Role Members window and drag the name into the desired position on the schedules normally into the same Role column 3 Lock the person into that position by clicking once immediately to the left of the person s name in the cell A small lock symbol will appear You can allocate as many positions as you wish even the entire schedule if you want Caution When allocating positions manually it is possible to override all constraints except for absences You can also take names directly from the People panel and drop them into positions on the schedules even if they are not members of the respective role a guest speaker for instance You can also right click in any cell and choose from a list of people to enter into the cell 36 GETTING STARTED BE Step 17 Fixed Schedule Entries Typically you will manually add entries to most or even all positions of some roles such as the Speaker or Preacher role which would rarely be automatically allocated and you may even allocate all roles for SOME events like a special memorial service or holiday SmartRoster allows you to lock in a whole Role column or Event row at a time Locking a row column cell or person in a cell will prevent the Automatic Scheduler from allocating or changing that row column cell person To lock a column Role Click once immediately to the left of the top most cell of th
125. martroster will close the current database and the User will be left in a plain empty untitled Smartroster application with no ability to interact with the data in the datafile Working with Smartroster after logon Once you have logged in you will see your login userid in the bottom left of the main Smartroster dialog y z viet scoring Sunday Fleur Jones Sarah Anst New Remove Edit Active 115 Find OUser Nestor Airey Sys Admin Now you can work with Smartroster as normal If you have restrictions on the Events or Roles you can edit or view then these will be evident from what you can see in the various Smartroster views If you are using Smartroster and think that you should be able to edit or view something then in the first instance talk to your SysAdmin and request appropriate access 113 CHAPTER 8 BOTEN 114 If you are a SysAdmin and think that access you have defined it being incorrectly applied than contact Smartroster support via the Help gt Email Tech support menu and we will try to assist you in a timely manner Changing your password Change Password E Old passwore To change your password after logging in select Change Password from the File menu You will Se see the change password dialog as show Mew pense Enter your old password followed by a new Re enter New password password and re enter the new password to confirm and click OK C
126. may apply See Matching Roles to Events below Role Compatibility If a person is assigned to a certain role during a particular event occurrence that is on a specific date time can they also be assigned to any other role for that same event That depends on whether the other roles are compatible or not with this role By default roles are not compatible with each other A person cannot be assigned to incompatible roles during the same occurrence of an event Occurrence refers to a row in the Schedules grid To make roles compatible you need to mark them as compatible SmartRoster allows you to specify not only whether roles are compatible but also the degree to which they are compatible from Not incompatible which means A person may be scheduled into both roles but the Auto Fill will not try to put the same person into both to Mandatory which means The same person must be scheduled into both of these roles You do this in the Compatible Roles box in the Roles panel under the General tab 57 CHAPTER 4 Managing Roles and Events How to make two roles compatible 1 Click Add button in the Role to Role Compatibility s Compatible Roles panel The following dialog shows Role Compatibility tor Door Grester 2 Select the role to be made Socom eg z compatible to the current role in Howcompatinie wi ees z the dropdown box Tor vich Cveni does this compatibility apply Al Evar
127. ments and changes you want and hand out your schedules It is that easy Auto Fill is started by selecting Auto Fill from the toolbar or the Schedules gt Auto fill Menu The Auto Fill Parameters dialog will be displayed Optimisation Place a tick next to any measure uo Parameters you wish to optimise Optimisation Use the up down arrows and tick boxes to select whatto Measures gher in the list are oatimise in whet priorty during AutoFill optimised before measures lower the list You can order the list by using the up down arrows to the right Reduce Vacant Slots instructs Auto Fill to seek the lowest possible number of Vacant Slots Reduce Varant Sinta J Optimise for Association Freferences F Optimise for Usage Targets D increase Participation Terminate when El iterations exceed 20 Optimise for Usage Targets tells Auto Fill to seek the lowest possible Average Usage Error or F Time exreeda 300 seconds or E No improvement after 100 ZE iterations Optimise for Association Preferences tells Auto Fill to seek the highest possible Association Satisfaction Score Quick EH Optione Stat E Increase Participation tells Auto Fill to seek the highest number of participants Terminate when Auto Fill will keep generating schedules until any one of these conditions is met see table below DEE Condition Means stop generating schedules when Iterat
128. mode If you then select Reopen from Web SmartRoster will attempt to open a WebShare connection and open the file for you in Update mode If someone else has already opened it for update then you will be notified who this is and have the option to contact them if your need is more urgent WebShare Messages Any time you perform an action that invokes WebShare you will know this is happening because a small information dialog opens in the lower right of you screen It looks like this Smartroster WebShare z Open WebShare File List WebShare Files You will be able to tell what is going on at any time if you look at these messages If your Annual support subscription expires you will not be able to access our WebServers until support is renewed However your data will be preserved Automatic Updates SmartRoster provides a very simple facility to automatically poll for and download updates Select menu File gt Options SmartRoster Auto Web Update v Check for Updates at start up f Check for updates Tick the check box Check for SmartRoster Updates at start up Now everytime you run SmartRoster if you are connected to the internet SmartRoster will check to see if an update is available and give you the option to download it Even if you do not have automatic updates activated you can manually check at any time for updates by clicking on the button Check for updates If an update is availa
129. n arrow next to the filter text box T Advancer Filter E Aga lt 15 AND Poetsode 77456 AHD Sax Mald i S AND Age e noT Le 15 sw Add Cicar fiker Clear History Help Cancel a This example shows a filter which will only select people records for those less than 15 years old with postcode 77544 who are male To create a filter 1 Select an item from each drop down box or type in a value in the 3rd drop down box If you have chosen Matches in the second drop down box you can type in a pattern into the 3rd box The pattern can contain any number of characters or digits and you can use to match any string or nothing and use to match any single character For instance to find everyone whose surname starts with J enter the patters J into the 3rd box 2 click the Add button 3 To add another criteria select and or or then repeat steps 1 and 2 4 To finish click OK To clear a filter stop filtering 1 Click the Clear filter button 2 To finish click OK The filter will be saved with the current report if you are editing report settings When used with a report it will limit the people that may be selected for the report to only those that match your criteria To clear the filter history 1 Click the Clear History button 90 Reports Schedule Reports Master Schedule St Stephen s Anglican Sarah Anstey Master Schedul
130. n the same way you set up an event pattern Then select either lt All Roles gt or a role group from the in roles drop down box SmartRoster will schedule this person in the pattern you specified selecting the role to put them in from the roles you specified trying to achieve the closest match to the person s usage targets You can define role groups by clicking on the Edit box next to the role groups in roles drop down box Tick Preassigned and manual scheduling only to tell SmartRoster to NOT assign any other timeslots to this person in this group of roles or all roles To remove the preassignment untick the Use preassigned schedule box Note SmartRoster will also try to fulfil role and keep together associations when allocating this person in the preassignment pattern specified It will not break mandatory role compatibility or association preferences unless you have de selected Enforce associations when manually scheduling under Options Other settings Preassignments are considered to be a shortcut form of manual scheduling 45 CHAPTER 3 Managing People Always keep apart Strongly prefer apart Mildly prefer apart No preference Mildly prefer together Strongly prefer together Always keep together 46 Association preferences The Associations tab is where you define association preferences for this person Possible associations are shown in the box to the left SmartRoster will always obey an Always
131. naes 120 SmarnRoster el E 121 CHAPTER1 SmartRoster Basics What can SmartRoster do for me Chapter Contents SmartRoster is full of powerful features to help you create with confidence the Welcome to SmartRoster 8 EE a best possible schedule for your small or What Can SmartRoster Do 8 SmartRoster Basics 10 large organization SmartRoster Windows Terms 10 eae e handles the scheduling tasks that you SmartRoster Panels 13 once had to do manually Exiting SmartRoster 17 CHAPTER 1 SmartRoster Basics Welcome to SmartRoster Scheduling is a difficult complex and ever changing task You spend many hours assigning individuals to roles and dates and just when you think you have it right you spot someone who is scheduled to play keyboard and work the overhead projector on the same day This is just one of any number of situations that might force you to go through the whole process again And the more people roles and meetings you have the more complex it gets Fortunately SmartRoster makes your scheduling process both easy and efficient Rather than wading through personal information like routine absences role requirements household and group requirements personal associations and trying to create a schedule that works for everyone you can now just let SmartRoster do the work for you SmartRoster Limits Registered users For registered users there are no limits on the number of schedules events roles or
132. nd do not affect formatting SmartRoster Options This shows how many licences you have registered Activate Auto Web Update by ticking this box You can set any of the general SmartRoster Options by selecting the File gt Options menu The name you enter here will appear on all reports The various sections are arranged in tabbed pages The Organisation tab Options LI Nane Open and Save St Stephen s Anglicar When you a register your Registration Info registered name Auto Fill _ i appears here Registaton Name eh NEBC _Icences Max Persons WebShare no Unlimited l Register Atiendance Staus Custom fields If you have not Sma tRoser Auto Web Updete registered you can do so by clicking this button Other LI Check or Updstes at start up For trial unregistered users this shows how many days left on the current trial SmartRoste version 4 000 File saved version 4 000 ie Ce CHAPTER 9 Menu and Toolbar The Open and Save tab If you tick Autosave your work will be saved automatically at regular intervals Tick Open Recent to have the most recently edited file opened whenever you start up Smart Schedule Open uplives F Open Recent Import Seve optore Auu Fil Gs 7 Save Cum L Email SSES H gt Aut
133. ng into Smartroster 112 Working with Smartroster after logon 113 109 Security This chapter will show you how to setup login based security for your Smartroster users which implements levels of authority and allows users to edit and access relevant data while preventing alteration to data or schedules to which they are not authorised This is great for allowing Role or Role group coordinators or Event coordinators to create their own schedules while preserving the integrity of data outside those areas CHAPTER 8 ER Login Authentication Smartroster can be run with or without the requirement for login authentication Login authentication is turned off by default While security is off anyone who has access to the file will be able to turn it on and create logins Once it is on then only a System Administrator SysAdmin can add delete or change logins Limitations Login authentication is not available in SmartrosterLite To turn ON login authentication Select menu File gt Options and tick the checkbox as shown below F Enable Login Authentication Guest Credentials Then click OK to save Now you must create at least 1 system administrator Right click on the person in the People panel as shown Select Edit Credentials VJ Armstrong d Armstrong Import vd Babich Ah d Babich Br Export d Babich Di Copy to clipboard vd Babich L 7l Babich Of E d Baggins Edit Credentials
134. ng up a list of all people Select the names to add by clicking on them Hold down the lt shift gt key while selecting to select a range or the lt control gt key to add specific individuals 3 Click OK to add the selection to the list of members 4 Click Save to confirm the changes Now that you have a Group you can assign absences applicable events or associations to the group in the same way as you would for individuals When does group availability apply to members By default if a group or household is marked as absent then each person in the group will be treated as absent You can change this by un ticking the Group availability applies to members checkbox in the Members tab of the Person Update dialog when editing a group or household 49 CHAPTER 3 Managing People Importing People Records Select the People gt Import menu This allows you to import your people records from some other database or to keep SmartRoster synchronized with another source of people data say if you maintain a database of people in some other form possibly a Church Management System application Select the People gt Import menu The following dialog will display 2 SmartRoster looks inside the import file to determine the fields or columns that are available for importing 3 You just drag a field name from the import columns and drop it on top of a SmartRoster column name to indicate where the import column
135. nts box You can adjust multiple role events by lt shift gt or lt ctrl gt clicking on multiple events in the Applies to Events box and then right click and edit The Role Event Properties dialog will show Schedule at least Schedule at most Schedule at least is the normal target SmartRoster will use when Auto Scheduling Schedule at most is used to schedule people with positive association preferences to people already scheduled and gives SmartRoster some flexibility in meeting these associations Usually you will set both limits to the same number Schedule the same person consecutively This setting allows for block scheduling of the same person For instance specifying that a person be scheduled Consecutively X Times for a role in event EV tells SmartRoster to always put them person in X consecutive slots for the same event eg the next 3 Sunday AM service s in a row regardless of the length of time spanned by those events If you specify Consecutively X Days for a role in event EV then the person is scheduled for as many EV events as occur in the specified days regardless of how many times that is Managing Roles and Events D Setting 1 times is the default and simply means to schedule the person once Setting 1 month will cause the person to be schedule for all occurrences of the specified event that occur in the next 1 month Treat groups as one person when
136. o Save This is how often Repnt your work vill be For security you can saved if Autosave save your file in an save ensryprea is ticked l encrypted format This means that only those who know the password will be able to open the file After ticking the box you enter a password in the Password box Bock up reminder F Remind to back up on ext Fie Sharing Enaole LANShare file svaring over a Locel Area Network Ticking remind to back up wil cause a smalt RE reminder dialog to show every time you close SmartRoster This provides a simple reminder to backup and does the backup for you You ll need a flash or thumb drive or something similar Ticking Enable file sharing will turn on file sharing for the current SmartRoster file This helps prevent one user over writing changes by another user It is only available for multiple licenses The Import tab The import tab is where you specify a file to be automatically imported See pages 50 and 53 for further details 122 Menu and Toolbar D The Auto Fill tab Organization Look back Open and Save Days 0 Look back days is the number of days AutoFill will take into account prior to the start date of the eS current period when filling the rosters The higher Auto Fill i _ Make visible the look back days the slower the scheduler will Email Global Enforced Break _
137. o exclude specific dates or a date pattern Each adhoc date or date pattern can be either Included or Excluded from the overall event dates If Include is selected when you click Add then the date times defined by this pattern will be added to the total date times of this 63 CHAPTER 4 Managing Roles and Events event If Exclude is selected then the date times defined by this pattern will be removed from the total date times of this event Copy all event settings from another event Just select from the lt Copy From gt drop down box and select another event if you have already defined another event All the values will be copied into this event which you can then modify as necessary Event Groups 64 Event groups are used for restricting usage targets for individuals households or groups to only a subset of events To edit event groups select Event groups from the Events menu The following dialog will be displayed T f 7 Se Manage Cvent Groups Evert Groups Name Undaie My Event Group My Event Group sNews Deeg Available Puente Fvent in Grup Sunday AM Service Sunday PM Se vice Ce In the left hand side will show a list of any event groups you have previously defined You will see under Available Events a list of your roles Click on lt New gt in the list to create a new role Name the event group in the Name field Then select
138. o improve and in which order Each time AutoFill generates a schedule it compares the quality measures with that of the previous best schedule in the order top to bottom shown in the optimisation box below If a schedule improves on any measure then it becomes the current best and the optimisation measures lower down the order are not evaluated for that schedule even though they may have become worse If a schedule gets worse on any measure then it is discarded and a new schedule is generated The previous best schedule remains the current best schedule If a schedule is the same not improved but not worse on any measure then AutoFill continues comparing measures by checking the next selected measure to optimise from the optimisation box Creating and Using Schedules In this way it will keen generating schedules only keeping those that are an improvement over any previous It will keep doing this until it reaches a limit Terminate When condition specified by you when you initiate AutoFill Initiating Auto Fill To automatically assign people to all of your roles select Auto Fill from the Schedules menu SmartRoster opens the Auto Fill Options dialog box which presents options for setting the Auto Fill priorities and end point when to stop The Automatic Scheduler then automatically tries to fill all timeslots except slots roles and or events that are locked If necessary you can then make any minor adjust
139. o indicate the attendance status of each person scheduled for that event Collate pages for Booklet style This options applies to the Address book report This setting causes pages to be generated in the correct order for printing booklet style reports This means landscaped two columns per page printed on both sides placed on top of each other and stapled in the middle Show Contact List Some Schedule reports will optionally print a contact list with the report showing all those scheduled in the report together with their contact phone number Combine events Click this option for Master II report will report all events on the same date in a single table column with the event name and time prefixed 89 CHAPTER 6 eon Advanced Filter An filter button allows you to show only that people records that match selected attributes from your people records You can apply a filter to the People panel in the main window or to any report in the Report Parameters dialog Fields that can be filtered include Address Age Cell phone Email Events Fax Fixed Phone Fullname Groups Notes Postcode Preferred Name Roles Sex State Surname Title Town Click on the Filter in the Report Parameters or Group Members dialog or F button in the People panel to activate the Advanced Filter dialog box SmartRoster also remembers previous filters you have used and you can select one of these by clicking on the dow
140. o saved Exit View Toolbar Status Bar View People View Events View Roles View Schedules New File Wizard Events New Edit Remove 116 Page Ref Create a new SmartRoster file 29 Open an existing SmartRoster file 28 Close the currently open SmartRoster file Save any changes to the open file If it has never been saved you ll need to provide a filename Save the open file to a new filename Open a shared file from your WebShare repository 21 Save a file to your WebShare repository for 21 sharing with others in your organisation Re open for update a file previously opened from 21 WebShare currently open in read only mode Set SmartRoster Options You can e Set your organization s name and view your current licensing details e Configure open and save settings e Configure Email settings e Configure auto import e Configure AutoFill e Configure WebShare e Miscellaneous other settings Backup to the current SmartRoster file to 20 removable media Undo all changes since the last file gt save Exit SmartRoster Turn on or off the toolbar Turn on or off the status bar the bottom line of the main window Toggle the People panel display 14 Toggle the Events panel display 15 Toggle the Roles panel display 16 Toggle the Schedules panel display 17 Display the New File wizard help screens 29 Create a new event 61 Edit the currently selected event Delete the currently selected event
141. ogon password provided by your ISP or webmaster Port defaults to 21 but you can specify any port to use Server path the server path to which you will be connected Your files will be uploaded into this path Eg httpdocs schedule 97 CHAPTER 6 ala Exporting Reports 98 pdf emf wmf You may save a report to a disk file for sending to another person by email or by floppy disk or other removable media In the SmartRoster viewer click the save icon A small dialog will display You can select from the multiple formats supported by SmartRoster by clicking on the drop down arrow next to the Save as type box and selecting a format F ra Save As OO r e Delphi r SmialRusler r Biv X y Seurch Bum P Filename Master Schedule pd Save as type Browse Folders Save Cancel Then select or type the name of a file in the File name box and click OK A file with that name will be created V SmartRoster can save any report as Adobe portable document format The end user needs Adobe Acrobat Reader software which can be freely downloaded from Adobe s web site at http www Adobe com In practice many users will already have it installed This format is also useful for publishing to Internet Web sites If you select Enhanced Metafile or Windows Metafile a file will be created for each page in the report since these formats do not support multiple pages The filenames
142. ole schedules This order can be different to the visible order Export the schedules as appears in the Schedules panel to tab delimited or html formats Turns on or off the display of vacant slots in the schedule panel Go to the Post AutoFill Review help page indicated 80 Display the Report Parameters entry form to Generate 90 various schedule reports Generate the address book reports 93 Generate Label reports 94 Generate Inventory reports 92 Generate Analysis reports 94 Send email reminders 104 Send ad hoc messages and attachments to a list you 104 select from your people Manage email messages in the Outbox or review sent 105 messages in Sent Items Set email settings 100 Menu and Toolbar D The SmartRoster Toolbar MH Open Save People New Open Save People Events Roles Schedules Autofill Clear Undo Report Email Options me 9 X A E Events Roles Schedule Auto Fill Clear Undo Report Email Options Create a new SmartRoster file Open an existing SmartRoster file Save any changes to the open file If it has never been saved you ll need to provide a filename Open close toggle the People panel display Toggle the Events panel display Toggle the Roles panel display Toggle the Schedules panel display Run the Automatic Scheduler Clear all cells Provides a small dialog asking you which type of cells to clear Undo the last auto fill revert to the previous schedule Display the Report P
143. oles to which they have permission to edit but will NOT be able to create a new Role nor remove any existing Role To do this they will need to ask a SysAdmin Also they cannot in general edit the Person details except for those persons that are role members for Roles they are allowed to edit The main reason for creating login accounts which are not SysAdmin is to allow them to create a schedule for a generally restricted range or roles or even a single role and a restricted range of Events or even a single event without inadvertently or accidentally changing data that may affect other users of SmartRoster for that database Read only Tick Read only to make a login user read only They will be limited in what they can see by the other elements of the User Credentials dialog but under no circumstances will they be able to make or save changes to anything in the Smartroster database Enabled Tick enabled to enable this user login The SysAdmin can use this to temporarily disable a particular user login without losing the user credentials Change Password Click on the Change Password button to create or change a password for the user 111 CHAPTER 8 D 112 Event and Role restrictions T ia cit aaa alae Password Cancel View only Roles Editable Roles View only Events Editable Events Speaker Speaker Sunday AM Service Service Leader Service Leader Sunday PM Service Song Leader Song Leader Vocals Sops
144. one of the choices to select that choice DI Menu bar The Menu bar is the top section of the SmartRoster screen that lists the program function groups File View Events People Role Schedule Report and Help See Using SmartRoster s menus on page 116 for further details SR SmartRoster Sample ros File View Events People Roles Schedule Email Report Help In this manual terms like select the File gt New menu mean that we are asking you to click on the first word in this case File on the menu bar followed by the second word in this case New in the drop down menu Tool bar The Toolbar is the area just below the Menu bar It contains several pictures each of which activates a different area of the program when clicked All these items correspond to menu choices that are available on the main menu bar H JAAM x e b4 Se New Open Save People Events Roles Schedule Auto Fill Clear Undo Report Email Options See The SmartRoster Toolbar on page 119 for details Check List box The Check List Box is a list box that contains a tick box 7 Airey Betty G on the left of each item in the list You can click the tick Vi Airey Dolores W box next to an item to make the item active if ticked or o Airey Enrique C inactive if unticked The meaning of active inactive will Jl Airey Keith E depend on the context but is usually self evident J Airey Nestor O In some cases right clicking on a Check
145. or this person assumes the events are already set up Events are separated in the form EventA PriorityNum EventB PriorityNum where PriorityNum is 1 v low to 3 medium to 5 v high Import File Types There are two distinct types of file you can import SmartRoster file format ros This is a normal SmartRoster ROS format file If you select one of these the above column definitions do not apply All you need to do is click Import Now to start the import process Importing a SmartRoster file 1 Select a file to import by clicking on the folder icon next to the Import File text box 2 In the Import dialog select SmartRoster files in the Files of type box Then select a SmartRoster file and click Open 3 Click Import Now Delimited Format File txt cdf Sometimes called comma separated format or tab separated format files these are plain text files where each line of text corresponds to a record of data Each record line of text is further divided into fields where a delimiter character separates the field values from each other A delimiter is either a Tab character or a comma Field values may be numbers without quote marks around them arbitrary text strings that do not contain the delimiter character or text strings enclosed within double quote marks that may contain the delimiter character The first line of a DFF may optionally contain column headers either within double quot
146. p this event You can add as many patterns or arbitrary dates as you wish To add a pattern click the Add button You will see the following dialog 62 Managing Roles and Events D dit vent 8 insude 5 Excuce INS event WILL occur On he ton Single date Star z040 Er lime 1200am mri usus Conmert Daietange 2804 2012 All day 28042012 0 Daiy repeating pattarn Every 1 Every weekday 5 Weeldy reacating paticr Morday Tueeday Wadeeday Thureday 1 Ee Fiday Saturday Sunday D Monthy repeating patem ist _ 2na oi ete The 4th Sth last ofevery 1 6 fay 1 e zent D Yearly repesting pattern 4 January 7 On Event Fap Ca K Adding a Date Pattern or arbitrary date time Select the type of pattern Single date Date range Daily repeating Weekly repeating etc The select the various fields that are in the Yellow highlighted box appropriate to the event type you have selected Eg to define a weekly service that occurs every Sunday at 10 00am for 1 hour first select Weekly repeating pattern make it recur once every week and tick only the Sunday check box and enter the time 10 00am and select 1 hour In most cases you need to define the start time and duration of the event by setting the Time For boxes Time 1 0 00 am v for 1 ER v To finish adding a pattern click the Add button The pattern will appear in the list of patterns for THAT event T
147. people you can enter apart from your hardware limits such as the amount of memory in your computer or license limit for number of people you can store in the program Un registered users SmartRoster will cease to operate 30 days after first installation and must be registered if you wish to continue using it Maximum number of People Unlimited Dependent on your licence conditions Number of Households Unlimited Unlimited Number of Groups Unlimited Unlimited Number of Events Unlimited Unlimited Number of Roles Unlimited Unlimited Duration of license 30 days Unlimited What Can SmartRoster Do SmartRoster has many powerful features to help you manage your people repeating events and schedules SmartRoster handles the scheduling tasks that you once had to do manually SmartRoster o Stores important data on your organization personnel schedules roles and events o Handles personnel with specific associations by allowing you to set up detailed constraints that are followed when the Automatic Scheduler fills your schedule Unlimited in this page means limited by the computer s hardware memory capacity only SMARTROSTER BASICS L Lets you set up a person s timeline to specify dates when the person is not available and to do the same for whole households at a time as well as groups of people If you choose you can manually fill schedules by selecting the individuals from the P
148. port to Web server button will allow you to upload the current report in the SmartRoster viewer to your church or organisational web site This is only useful if you have a web site and have FTP user and password to upload files to your web site If you are not sure then contact your Church or organisation s webmaster or contact your web site s hosting ISP and request your FTP User Id and password m e To access this feature click on the Publish report button in SmartRoster viewer This will popup a small dialog in which you can enter your FTP logon details including your website address and the server folder to which your report will be uploaded An upload will Upload Report overwrite any existing file with the same name You may need Server Filename to create a link somewhere within I Enable Report Uploading via FTP your web site to allow your people to see a uploaded reports You can also email a direct link to the uploaded file so people can download and view the Hep Cancel file i Local Filename C Users Tim AppData Local Temp Master Schedule 1_pdf Options Enable Report Uploading via FTP tick this box to enable report uploading Server filename This is the default name of the file to be created on the server You can change this name Web address your FTP server name e g www MyChurch org User ID the FTP logon user ID provided by your ISP or webmaster Password the FTP l
149. porting Roles If you import the Roles column SmartRoster will create a role with each role name in the list if they don t exist and add the person whose role list it is as a member of each role Importing Events If you import the Events column SmartRoster will create an event with each role name in the list if they don t exist and add the person whose event list it is as able to serving each event Exporting People Records You can export your people Export Faass records in tab delimited format Pmi Te for importing into some other package into Microsoft Excel for es instance D SERES Homee mai FamiyName DaOmrm PersonalEmall Select the People gt Export menu EE a The following dialog box will Lene ees Vom d is p ay g Houesholdstatue e Rider d ge meMobile Select a file by clicking on the P Fxpart Basch mennir folder icon El create Srstling lcbzls Create a separate e ior each role Tick all fields you wish to export lep Capo cance Tick Export Household records to include these in the export Tick Create first line labels to include the fields labels as the first row of the export file Tick Create a separate file for each role to create a separate import file for each role which includes the role members of those roles 52 Managing People L Auto Import You may wish to regularly update your SmartRoster file from some external source This may
150. py a person from an existing cell hold down the lt Ctrl gt key while performing the drag and drop The person will appear in both the source and destination cells e To swap two people hold down the lt Shift gt key while performing the drag and drop The person will appear in the destination cell and person or persons that were there will now appear in the source cell e To move a person and replace the existing contents of the destination cell hold down the lt Shift gt and lt Ctrl gt keys while performing the drag and drop The person will appear in the destination cell and any existing occupants of the destination cell will be removed e To move a person into a cell in which they normally would be invalid hold down the lt Alt gt key while performing the drag and drop e Itis possible to move people between roles in the Schedules grid using the methods outlined above e As you move a person to another role using the drag and drop method the mouse pointer will only show the Drop Valid icon if the person is a member of the role over which you are currently moving Showing rule violations Where you have manually alocated people to the schedule or added constraints such as absences after scheduling a person it is possible to create rule violations You can see these violation by selecting option Schedule gt Show Rule Violations Any violations will appear as names in red and if you click on them the reason will also be g
151. quency between different people Assigning Absences Absences are dates or a pattern of dates when a person or household or group may not be scheduled To add absences select the Absences Tab in the Update Person Details window or click on the Role Absences button in the Role Member update dialog The Absences tab lists all current absences for that individual or household These can be explicit dates date periods or patterns of dates Below this list are the options to Add a new absence Edit an existing absence or Delete an existing absence For most people you will normally indicate single absence dates or date ranges You can also define patterns of absence You can also define as many dates or patterns for the same person as necessary To add a new absence record Select the Absences tab Then click on the Add button Fill in the Edit Absence dialog and click OK To Edit an absence record Select an absence in the Absences tab and click the Edit button Change the settings in the Edit Absence dialog and click OK To Delete an absence record Select an absence in the Absences tab and click the Delete button 47 CHAPTER 3 Managing People Include and Exclude Absences In the Edit Absence dialog the top of the screen permits you to Include or Exclude an absence definition If Include is selected then the dates or pattern are included in the list of absence dates If Exclude is sele
152. r partial values for any of the attributes such as name address telephone email notes events roles groups See also page 90 on how to create and use advanced filters See chapter 3 for details on managing people SMARTROSTER BASICS s The Events Panel Event name Cycle Time Occurs Sunday AM Service Weekly 10 00am Every week on Sun for 90 mi Sunday PM Service Weekly 7 00pm Every week on Sun for 1 houl d ke New Remove SelectAll Clear All This panel lists all currently defined events Events are a short cut for a pattern of date times and a list of valid roles The Event name will appear on printed schedules as well as in the Schedules panel below Once again you can activate or deactivate an event by ticking the check box An inactive event will NOT appear in the Schedules panel and the Automatic Scheduler will not attempt to schedule any role to that event To edit an event definition double click on the event name To add a new event click on Events and select New from the menu To delete an event select Remove from the menu You can select multiple events to remove by holding down the shift or control keys while selecting events See chapter 4 for details on setting up Events 15 CHAPTER 1 SMARTROSTER BASICS The Roles Panel This panel is where you will set up each role for which you wish to create a schedule It is organised as a tabbed display one tab for each role Within eac
153. r will NOT be charged for SMS messages sent by SmartRoster as originating from it You need to pre purchase SMS credits see below You will receive an activation code to this cell mobile phone Jt is critical that you immediately forward this code to us at sales smartroster net You cannot send SMS reminders without registering a mobile cell phone number in this way 3 Re register your smartroster installation with your new registration key which you will receive via email just drop the new license file onto your Email amp SMS D desktop before starting SmartRoster and enter your details into the registration dialog and click OK 4 Purchase SMS credits from our web site currently from 40 for 200 credits to 100 for 1000 credits prices subject to change Note 100 credits are included with your activation 5 Configure SmartRoster for SMS Select menu option File gt Options and the Other tab You will see the SMS settings SMS Settings SMS Enabled Country Code eg AU 61 61 Registered Senders Mobile Celphone Ge SMS Log file Show Credits You should set the Country code to your default country code This will be prefixed to your volunteers cell mobile phone numbers if they are not stored with the country code already NB You can see how many credits you have available at any time by clicking on Show Credits 6 Nominate how each of your volunteers will receive reminders Open a volunteers recor
154. re assignment for them This sets exactly the pattern at which they should be scheduled eg the first Sunday of every 2 months or every second Thursday This can also be set for either a role member applying to a single role or to an individual applying to a group of roles or to all their roles If you wish everyone to have a certain guaranteed break between scheduled timeslots then use the global enforced break set under menu Schedule AutoFill Creating and Using Schedules Exporting and Importing schedule data Exporting schedules from SmartRoster Select Schedule gt Export gt As Importable data from the main menu to export the schedule information only in a format that SmartRoster can import You will see the following dialog Ser S Which Dates All Dates Date Range Schedule period only 1 03 2012 5 Schedule period lookback period 31092012 Which Roles Which Events All Roles All Events Selected Roles Select Roles to export Selected Events Select Events to export Speaker a Sunday AM Service Service Leader Sunday PM Service Song Leader Vocals Sops E Vocals Harm ony Keyboard Set Up Sound Overhead V 4 Select the dates Roles and Events from which you wish to export the schedule data You will be asked for a filename for the export file Enter a name and click OK and the schedule data will be saved into this file Importing sc
155. redentials to be active if a person clicks on Guest Login in the main login dialog instead of entered a username password To create Guest credentials select File gt Options and click on the Guest Credentials button only SysAdmin can do this of course Set the credentials as you would for any other user Click save to save these credentials and File gt Save to update the database Once Guest Credentials have been created by the SysAdmin the Guest Login button will be active If this is clicked then the person will login as Guest and will be able to see and do whatever is permitted by the guest credentials Security Logging into Smartroster When you start Smartroster after setting up Login Authentication you will see the following dialog Smartroster Login Nestor Airey AireyNestor Somsll com Type in your name or select from the drop down box next to User After selecting a user you will see the users email below the box as shown KA Ae V oe Seege wem S V AireyNestor gmail com p Click on the email address to have the password for that user emailed to them in case it is forgotten Now enter the Password and click Login If it is incorrect you will have to option to try again If Guest credentials have been created by the SysAdmin then the Guest Login button will be active If this is clicked then the person will login as Guest If you click Cancel then S
156. roducing booklet style address books for your organization You may prefer to print it in a one column per page portrait layout format and use a duplexing printer or photocopier to produce the final reduced 2 pages per page double sided booklet style output You cannot publish this report to Word To print a booklet with a single sided printer POA m B o Ngon Select Report gt Address Book Make sure Report Type is set to Household Directory Set the page size to A4 or Letter or similar Tick the box Collate Pages for booklet style printing This automatically sets the page orientation to Landscape and the Columns to 2 and click OK Click the Printer icon Select Even pages Pages All Odd E Click OK Sa Now turn the printed pages over and reinsert them You may need to experiment with whether to reverse the page order before reinserting them into the printer tray Note some printers do not print well on pre printed paper Repeat from step 5 but this time print the odd pages 93 CHAPTER 6 iiti 10 Lay all pages on top of each other in the appropriate manner so that when folded in half they page correctly according to the printed page numbers Analysis Reports Role Distribution The Role Distribution report shows how many times each person is scheduled in each role By selecting only certain events you can also show how many times people are scheduled to specific events The report also shows
157. rop down box if not already showing An example is shown Reports Abraham Kas per 160 Black wood St String WA 6034 Albert Bettles 144 Shepherd Ro Mosman Park WA 6024 Albert Ladbrook 75 Robinson Ci Nogh Beach WA 6004 Amelia Hearne 270 Tyson Ove Cannng WA 60338 Amelis Jones 213 Aone PI lamism WA 6013 Amethyst Shalvey 238 Bishop Riley PI Salae WA 6000 Ashley Armstrong 42 Pilgrim Way Maka Vale WA 6015 Ashley Shalvey 238 Bishop Riley PI Salepre WA 6000 Berry Mansell 238 McNess Cr Darch WA 6006 A typical format is a portrait layout with two or three columns and 10 rows per page The number of rows and columns is configurable Use the paper settings to change the margins rows and columns to fit your preferred label size Remember to change to Report Title to save your settings Reminder Labels Reminder labels are useful for attaching to mailed out pieces These are similar to the email reminders but of use with those who do not have email To produce mailing labels select Labels from the Report menu Then select Reminder Labels in the Report Type drop down box if not already be showing Now select the date range for which you want reminders printed An example is shown Abraham Kasper David Anstey 402 2012 7 00pm SundsyPM Service Song Leader 4 03 2012 10 00am Sunday AM Service Song Leader 18 03 2012 7 00pm SundayPM Service Song Leader 20127 20pm SundayPM Service Vocal
158. s Sound panel into the list box Overred Applies to Events Sunday AM Service 1 Sunday PM Service 1 Tia Remove Edit Applies to Events Creche i MTea 1 SS you can restrict the Contact lt Not Specified gt events to which this New Remove Abbrev Schedule this role V role applies If there is a specific e a oversight of a Service Leader E specific role drag Song Leader Speaker Role Members al thei into th eH BANE PUO IE Vocals Sops Member Event Next Event Usage Target a Contact edit box Vocals Harm ony Their name will Keyboard Jones Fleur EI appear in the Kasper Abraham Sunday PM Service schedule for that Avg 20 times per Schedu l de Sunday AM Service Avg 7 times per Scheduli D Select the tab General Members or Notes to select which aspects of a role you wish to view and or change When you assign a person to the role they appear in the Role Members list You can also activate or deactivate them by ticking the check box in this window Select Display As from the Roles menu to display roles as Tabs or in a list box as shown above 16 Right click anywhere over the Role Members list to select either List view or Detail view shown above and whether or not to show the usage information columns Target Used Hours A person may be required or de
159. s Harm ony 10 00am Sunday AM Service Creche 1103 2012 7 00pm SundayPM Service Vocals Harm ony 18 03 2012 10 00am SundsyAM Service Vocals Harm ony Justine Armstrong 4 02 2012 7 00pm SundayPM Service Creche 18 03 2012 10 00am Sunday AM Service Song Leader 18 03 2012 7 00pm Sunday PM Service MTea 1 Alex Nile Fleur Jones Kirsten Rudd 43 2012 10 00am Sunday AM Ser ioe Speaker 4 03 2012 10 00am Sunday AM Service Service Leader 4 03 2012 10 00am Sunday AM Service Vocals Sops 43 2012 7 00pm SundayPM Service Speaker 4 03 20127 00pm Sunday PM Service Service Leader 4 03 2012 7 00pm SundayPM Service Vocals Sops 11 03 2012 7 00pm SundayPM Service Speaker 11 03 2012 1090am Sunday AM Service Vocals Harm ony 18 02 2012 10 00am Sunday AM Service Speaker 11 03 Pm Sunday PM Service Vocals Sops 18 03 2012 7 00pm SundayPM Service Speaker 18 03 2012 10 00am Sunday AM Service Vocals Sops 18 03 2012 7 00pm Sunday PM Service Vocals Harm ony SmartRoster Viewer The SmartRoster Viewer is the program that allows you to preview and print reports You can also save reports to the SmartRoster Print Document format srp or individual pages can be saved in Windows Metafile format which can be inserted directly into MS Word and some graphics programs When the SmartRoster viewer is being run from within SmartRoster reports can also be saved in Adobe Portable Documen
160. s times for this role you cannot ADD dates You can display the roles as a list down the left of the role panel or as tabs along the top 57 Add a new Role Member 58 Edit the currently selected role members Delete the currently selected role members Copy the currently selected role members to the clopboard Change the Role Members to list view style Change the Role Members to Detail view style Change the format of names displayed in the Role Members list and Schedules grid Shows or hides the number of times each person is scheduled in the role 80 By default the Role members list only shows those who are available for the active events in the events panel This causes all members to be displayed Set up role groups 61 Set up global restrictions 68 117 CHAPTER 9 Menu and Toolbar Schedule Auto fill Undo Clear Set AutoFill Order Export Show vacant slots Post AutoFill review Report Schedules Address book Labels Inventory Analysis Email Reminders Bulk email View Email Queue Options 118 Run the Automatic Scheduler 77 Undo the last auto fill revert to the previous schedule Option to clear all cells that are not locked in the current scheduling period all cells before a certain date or all cells unconditionally Set the order in which AutoFill will fill r
161. saseeceeseseeeeesnseeneees 41 Adding a New Hereon EES dene ce eecceensecane ce aan EEREN EENEN EEEE 42 Adding a Household 0 ceceeececeeeee cece eeeee seen nnee seen neee seen neee seen neee eee gees see neee seen seas ee nnmnnn nnmnnn nnmnnn mnnn 48 Creat ny ch GOW DE 49 Importing People RecordS ccceseeccseeeeeseeeeeeeeeseeneneeseneeeseseeneeseseeneesesesneesasesenensesenneeseseenensnseenees 50 import a UNI 51 Exporting People er EE 52 Auto EDERT oe oe Sa a oo ee SS oe eee i See So Sanaa ee eee 53 Custom Fiegen See 53 CHAPTER4 MANAGING ROLES AND EVENTG 11 ccccccenseeees 55 Defining RI 56 Creating A New ReoleecehkrsbECNeEEE NEESS EENS EENS EENS 57 Applies to EVENS ores cco fetal ccs Flea cect ceee cts Feces cece acetate ee cece cone ce ANNANN A NANREN ite 57 Role Compatibility uereg SEENEN EEN dE 57 Adding Role Membere egesehegeuEECEN EES SEENEN 58 RONG GROUPS cea a ce nc tae nce a en ecm cee eee ce acc e E aea a eE 61 D lining HE LCE 61 Creating a New E 62 Event Fouss EENEG Ee 64 Matching Roles to Events ccccceeeccceeeeeeeeeeeeeseeeseeeseeeeeeeseeeeeeeseseeneeseseeeeeseseeneeseseeeeeseseeneeseneeenens 65 CONTENTS CHAPTER5 CREATING AND USING SCHEDULES c ccc100000 69 Setting Scheduling Period and Look back days cssccsseccsseceeeeeeesseeseseeeenseeeeeseenseeeseseenenseeenes 70 Manttal Sched ling E 71 Using the Dates by Names grid fOrmat ccccssseeccsseeeeeenseeneeenseeneeenseeneesnse
162. seholds or groups by adding them in the associations tab as you do for individuals Creating a Group The Group entity is a very powerful feature of SmartRoster that allows you to treat arbitrary groups of individuals as a unit You can assign absences to a group assign applicable events and assign an association for all group members preferring to be together or not to be together For example you could define Worship Group A as a team that is scheduled only on the Morning service and must be together To create a group select the People gt New gt Group menu The Update Group Details dialog will display This is very similar to that for households You can for instance add a contact address for the group Instead of the Household Association field there is a Group Association field which applies to each member of the group and is the same as if each member of the group had a personal association preference for each other member of the group equal to the Group Association entered here You can specify that a Group Association only apply within a role role group or event After creating the association by selecting from the Group Association drop down box click on the Associations tab and you will see an association marked lt Group Association gt Click on this and then edit the association in the normal way To add a group member 1 Select the Members tab on the far right 2 Click on the Add button This will bri
163. sent to the person scheduled in this role event combination Restrictions based on group membership Role Event Restrictions are a powerful feature that allows you to restrict the persons selected in a timeslot depending on their group membership To create any restriction you first need to define a group on which to base the restriction Role Event Restrictions Role Event Restrictions apply to a single role event pair and are defined after selecting a role event in the Applies to events panel Example To Role Event restrict the number required to at most 1 male 1 Create a group called Male in the main SmartRoster window People panel 2 Add into that group all the males 67 CHAPTER 4 Managing Roles and Events 3 Double click on the Role Event for which you want to restrict the number of Male s scheduled 4 Click on lt New Restriction gt 5 In the first drop down box next to lt New Restriction gt select At most 6 In the second drop down box select 1 7 In the third drop down box select Male 8 Click OK To delete a restriction select the restriction in the list and click on Delete Global Restrictions A Global Restriction applies over a groups of roles or all roles and to all events or only a group of events To create any global restriction you may first need to define a role group on which to base the restriction as well as a person group Example To require
164. sent you can add the absences by selecting the Absences tab 7 When you re done click Save Repeat 2 to 7 for more households or Close to quit 32 GETTING STARTED ie Step 7 kk LATAC TE UE 1 Select the People gt New gt Person menu 2 Type in the person s Last name Preferred name Initials and DOB Select a household record for this person from the pull down list under Household This attaches the household information to this person s record and marks this person as belonging to the selected household 4 Enter the individual s address email and phone numbers ONLY if different to the Household Update the Events list only if different to the household record 6 Update the person s absences if known and different to the household record 7 When you re done click Save Repeat 2 to 7 to add more individuals or click Close to quit Step 8 Create Groups Group definitions allow you to apply constraints such as absences to groups of people simultaneously Groups are optional and you can add them later if you want 1 Select the People gt New gt Group menu 2 Type in the name of the group 3 Select the Group Association whether group members prefer to be or not to be scheduled on at the same time 4 Enter the group s contact details As per Households and Individuals update the Events for this group 6 Now add the actual members To do this select the Members tab Click Add Select the memb
165. sire to perform in their role with a certain maximum frequency Double click on a person here to set their Usage Target This then sets the target for the Automatic Scheduler when attempting to fill the schedule for this role SMARTROSTER BASICS i The Schedules Panel Finally we meet the intended outcome of all our hard work the Schedules panel Here we interact with the schedules themselves We do so to o View the results of the Automatic Scheduler o Manually add or remove people on the schedule You can manually add a person by gt dragging them from the Role Member list box onto the Schedules grid in default grid format gt dragging them around within the grid itself from cell to cell in default grid format gt dragging them from the People panel directly onto the grid in default grid format gt right click in any cell and select from the pop up menu o Check for errors omissions or other inconsistencies o Lock or freeze rows columns or specific cells to prevent the Automatic Scheduler from changing your manual input To lock a column click the top left corner of the top cell of that column To lock a row click the top left corner of the left most cell of the row To lock an individual into a location click just to the left of the person s name See chapter 5 for details on creating and using Schedules This lock symbol indicates that this whole column is locked and will not be overridden by he Automa
166. sons To add personal associations 1 In the People panel double click on the name of the person whose association you wish to add 2 Select the Associations tab 3 Click Add to create a new association 4 Fill in the fields as requested in the Edit Association dialog 5 Click the Add button That s all there is to it You can add as many other associations as you wish in the same way for this person or click Save to finish CHAPTER 2 GETTING STARTED Step 15 Set the Schedule Period Now you need to set the period over which you are creating the schedules 1 Open the Schedules panel if it is not currently visible 2 Click on the down arrow next Chess feel ei t h ling Period O Scheduling Period Star End 3 Click on the down arrow next Bimaacn 310si2012 ee gt gt to Start or End to set the start and end dates for the Mor gt scheduling period The arrow buttons gt gt and lt lt can be used to advance the date range based on the current date range to the next or previous period equivalent in duration Click More gt gt to access the look back days functionality p 62 Step 16 Assign Manual Schedule Entries At this point you need to add any manual entries into the schedules You would do this where you want to fix a person to a schedule position thus preventing the Automatic Scheduler from assigning this position To do this 1 Have the Roles and Schedules pane
167. st and 2xUshers Sunday AM Service on 3rd March 2002 10 00am is one instance or occurrence of the event Sunday AM Service You may have also defined this as NOT occurring on a specific date When you start a new SmartRoster file no events have been defined Events are defined and managed in the Events panel which is visible on the main window by clicking on Events in the main toolbar The Events Menu You will use the Events menu to create delete and edit eg events Remove New Create a new Event Copy Edit Edit the Event that is Event Groups currently selected You can Help also double click on an event to edit it Remove Delete the Event that is currently selected Creating a New Event 1 Select Events gt New menu The New Event window displays Ge New Event call Event Name Copy From X Colur Derat vil Name in white Enforced Break 0 E Add Delete Edit Ha K E 2 Fill in the name of this event in the Event Name box Keep this as succinct as possible because it appears in the Schedules grid 3 You can select a colour for this event which shows in the main schedules panel The text will be in white if Show name in white is ticked 4 Enter an optional Event Enforced Break if needed SmartRoster will then NOT schedule a person within the enforced break hours days after being scheduled to this event 5 Now define dates time pattern s or arbitrary dates which make u
168. status flags in the list box provided one per line See page 94 The Custom Fields tab Create and use custom personnel fields You can now create and use your own fields for personnel These fields allow you to store any kind of textual or numeric information that is not possible by other methods See page 53 for further help on using custom fields Menu and Toolbar The Other tab This tab has the following options O Enforce associations when manually scheduling Tick this option to enable this feature If ticked then when you manually schedule a person who has keep together associations with another person or persons then these other people will also be automatically scheduled in the same event occurrence O Show Welcome dialog on start up The Welcome dialog shows every time you start SmartRoster If you do not want it to show just remove the tick from the box M Show New File wizard on new files The New File wizard shows whenever you create a new file If you cancel it you can re activate it at any time by selecting the Help Setting up a new file menu M Show New File wizard on new files Untick this ticked is the default to go back to the Windows 2000 NT look and feel Costing If you have purchased an Unlimited Persons or Commercial license then this option is available By enabling costing you will be able to define various costs per person role event role member and then report
169. t Format pdf You can also publish a report directly into MS Word currently only tested for Word 2000 which allows you to then edit the report before printing it Click OK in the Schedule Reports window to build the report and preview it in the SmartRoster Viewer You will see the following window 95 CHAPTER 6 s e SmartRoster Viewer Zoom WholePage Ge H af Bea D 5 Page 1 of2 b E ell Ma St Stephen s Anglican Master Schedule Spencer Service Lezar song Leader Vocals 30ps Vocais Hamm ony Key board setup sound ormsa Creche Mmasi ji Conta 96 Anoews Comme A Cale Amur Jennifer Kien Mile 04 Mar 0012 Feur J Owk Fiere sS Sunday AM Semice Aer Lynley Dom Kamy The Viewer Toolbar The functionality of the viewer is available by selecting icons in its toolbar Gr VW Open a report that has previously been saved in srp format Save the report as SmartRoster printout or windows metafile format Zoom in increase the magnification EMU Zoom out decrease the magnification View at full size Fit the whole page in the window Fit the page width in the window hood Print the report Move to the previous next page Z Jg Email the report to all recipients who have an email address see page 100 Use the Adobe Acrobat Reader to view the report where this is installed This also allows the r
170. t all the roles in this group from the Available roles list you can use the lt Shift gt or lt Ctrl gt keys to extend your selection and click th e double right arrow button to add them to the Roles in group list Once you ve finished click the Add button to add this new role group to your list To edit an existing role group click on the role group in the left hand list make any changes you require and click on the Update button the Add button will change to Update when you click on an existing role group Linked Role members Tick the check box Linked Role members to have all the roles in the selected role group linked When roles are linked any changes made to role members of one role will automatically be replicated to all other roles in the role group Colour You can optionally change the colour for this role group All roles in the main schedule panel will have their heading in this colour The text will be in white if Show name in white is ticked Defining Events Now let s recap on how we define an event SmartRoster uses the term event to mean a series of meetings for a Church this could be Mass or a Worship Service with the same role requirements occurring on arbitrary dates according to a regular pattern of dates or both For example Sunday 10AM Service may be an event that occurs every Sunday and 61 CHAPTER 4 Managing Roles and Events needs a Speaker Leader 2xSingers Organi
171. tails including proof of purchase and it will be mailed or emailed to you or On purchase of a copy of SmartRoster by download from the Internet a registration key is automatically generated when your payment is approved and will be sent to you by email or If you decide during or after your trial of SmartRoster that you wish to continue using this product you need to send payment in full to the address provided with the product check out the web site for details A registration key will then be generated and sent to you by return mail or email as you prefer 2 Access the registration window Either Use the registration window that is automatically displayed whenever you open an unregistered copy of SmartRoster or Click Register on the menu bar only visible if you have not registered previously Fal Register SmartRoster m Registered Name License Type e Full Licenses Key Purchase Online ks A 3 Enter the Registered Name as it appears in your registration info 4 Select either Full or Trial and then enter either the number of licenses you have purchased or the number of trial days as appropriate 5 Enter your key in the Key field and click Register 27 CHAPTER 2 GETTING STARTED Getting Started with SmartRoster 28 The first time you start SmartRoster SmartRoster Create file and show New File Wizard Create file without New File Wizard
172. ted should be a recognised CSV or ros format 19 CHAPTER 1 SMARTROSTER BASICS Exiting SmartRoster 20 You can exit SmartRoster in one of two ways o Select the File gt Exit menu o Click on the Close button on the top right of the SmartRoster screen the X Backup Reminder When you close SmartRoster you may be asked if you want to backup your SmartRoster file As with all programs dealing with volatile data ie data that change often it is highly recommended that you regularly backup your SmartRoster file Backup Reminder For additional safety you can save a backup file of your work on a different disk A backup file is a duplicate of your working file that you can use if your working file is lost or If you want to Save a backup now accept or change the drive filename proposed and click the Yes button Back up file to AASample ros Remind to back up on close When you see this dialog accept or change the filename showing in the Back up file to box and click the Yes button Click the No button if you do not want to back up your file at that time If you do not want to be reminded remove the tick from the Remind to back up on close check box You can always re start backup reminders by selecting the File gt Options menu SMARTROSTER BASICS D File Sharing File sharing ona LAN rn Enable LANShare file sharing over a Local Area Network To enable file sharing tick the
173. test is tested As soon as one or the other of the pair satisfy a test then they become the preferred candidate and they are compared to the next potential occupant until all potential occupants are tested By changing the order of these tests and or enabling or disabling them you can change the way SmartRoster selects individuals for timeslots For instance to make sure that everyone is scheduled at least once before anyone else is used for role move the test 6 Not selected in scheduling period to the top of the list and tick it This means that anyone who has never been scheduled in the current period for a role will be selected in preference to potential occupants that have been used at least once but after everyone has been used once then the other tests come into play The Combined score is the most important calculated parameter and includes the usage score which reflects the difference between actual and desired usage and a score that reflects associations such as keep together keep apart or event priority associations Randomise Weighting If Randomise weighting is checked then SmartRoster will randomly change the weighting between the usage score and the association score between different builds of the schedule Pref Score Exponent PSE This is the exponent when divided by 100 to which the initial association score is raised to generate the actual association score i e actual association score ini
174. that event and evenly allocates the un allocated timeslots between them This means that people who are available for more events will tend to have a higher target overall If you UN tick this option AutoFill calculates the TOTAL unscheduled slots across ALL events for each role and allocates them evenly between all role members who do not have a usage target specified Then for each of these role members it re allocates their timeslots between each of the events for which they are available This option generates targets that are NOT weighted by the events a role member is available to serve 123 CHAPTER 9 Menu and Toolbar 124 Some users will consider that it is fairer to give more time to those people who are more available or less restricted in events they can serve Other users will want to have every person scheduled about the same number of times even if they are more or less available Cannot exceed calculated role member target by more than AutoFill will generally NOT exceed usage targets those explicitly specified What about the targets that are generated for non fixed role members This option allows you to indicate the tolerance for exceeding target for non fixed members Make this a large number to effectively say I don t care how many times you use a non fixed role member just fill as many timeslots as possible Setting a small number say 0 or 1 will possibly increase the number of unfilled slots but at least
175. the target against which SmartRoster is trying to allocate people The target is only shown if you select the full scheduling period including the look back period since the targets always include any look back period set Attendance If you have created attendance flags and assigned these to people in the schedule then you can report against each person how many times they appear against each attendance flag Association Preference satisfaction The Association Preference satisfaction report shows you the degree to which association preferences have been satisfied While SmartRoster tries to satisfy as many as possible it is usually not possible to satisfy all of them This report shows exactly who has and who has not been able to be accommodated Columns include Constraint Always together Always apart etc Together The number of times the people in an association group are all on together Apart The number of times the people in an association group are NOT all on together Together The average percent of persons in the association group that are scheduled together useful for families or groups Violation If a rule violation exists may be blank Minor or Major A Major rule violation is when the constraint is Always together or apart and this is not strictly kept Printing Labels 94 Mailing Labels To produce mailing labels select Labels from the Report menu Then select Mailing Labels in the Report Type d
176. tial association score PS5 eg If PSE is 200 then actual association score initial association score This allows you to accentuate or diminish the relative significance of association scores when calculating the combined score for a potential member 79 CHAPTER 5 Creating and Using Schedules If the foregoing is meaningless to you then you should just leave these settings at their default values Starting the Optimiser Once you have set these Auto Fill options click Start to begin generating schedules The Auto Fill progress dialog is displayed which indicates progress of the Automatic Scheduler You can stop it at any time by clicking the Stop button The Limits area indicates the terminate conditions that are currently active The Best Scores area shows the best quality scores achieved so far oO Progress Auto fill Frogress Best Scores Limits d S ES Vacances eer GEN Assucialiun Scure 8 Time escnnis 23 300 Avg lisage Freor 156 iterations since Total Participants 45 last change Si Auto il Progress Unique scores i Post Fill Review 80 A number of tools are provided to help you review the quality of your schedule View current Scheduler Quality Measures As already discussed on page 75 the Status bar contains performance measures for the current schedule make sure View gt Status bar is checked on the menu Avg Usage Error 1
177. tic Each role appears as a column in the Schedules grid Clicking here can access the Schedules menu Set the current period for which you want to build a schedule by clicking on the down arrow Events are defined as a pattern or list of dates This row corresponds to a one event from SEs TCRA AAA AAA n Aa 1 03 2012 31 05 2012 x that list This cell tells you Speaker Service Leader Song Leader Vocals Sops Vocals Harm ony WU a what date and 4 Mar 12 Sun 10 00 Alex Nile Fleur Jones David Anstey Andrew Bettles Florence Smart Lynley Co time it is and the Sunday AM Service Kirsten Rudd Event that it Milie Kasper belongs to 4 Mar 12 Sun 19 00 Alex Nile Fleur Jones Abraham Kasper Jennifer Reddy Florence Sunday PM Service Kirsten Rudd 11 Mar 12 Sun 10 00 Holly Pinkington Aviola Weston Bill Armstrong Andrew Bettles Kristoff Rt Jennifer Reddy Millie Kasper Alex Nile Viola Weston Lynley Cooper Andrew Bettles David Anstey Claire Red Kirsten Rudd 18 Mar 12 Sun 10 00 fl Hoity Pinkington Justine Armstrong Jennifer Reddy David Anstey Florence Sunday AM Service Kirsten Rudd This lock symbol Millie Kasper indicates that this 18 Mar 12 Sun 19 00 Alex Nile Holly Pinkington Abraham Kasper Andrew Bettles Kirsten Rudd Lynley Co whole row is locked RASENE Langen Snake and will not be overridden by the Automatic Scheduler Notice that all the words the row appear in grey a L E Avg Usage Error 143
178. tine An nstrong Andrew Bettles Kirsten Rudd Add Comment Jennifer Reddy row the cell that has the event date time and name A lock Smart Add Attendance Copy Table lt None available 5 David Anstey Andrew Betties Florence Sma sym bol will Kirsten Rudd Ate appear The 29 A 0 lex Nile pbrook David Anstey Andrew Bettles Kirsten H q Clarence Anstey Florence Sr whole row s text vice Jennifer Reddy Millie Kasper will appear r Ladbrook Bill Armstrong Jennifer Reddy Clarence Anstey Alex Nile Kirsten Rudd greyed out Lynley Cooper Andrew Bettles Clarence Anstey Sarah Anst To lock a single person Click just before a person s name to lock that person in at that position A small lock symbol will appear The Automatic Scheduler will not change this allocation The right click menu also lists the names of all individuals that are available for allocation in this cell Select a name to put that name in the cell To add a comment into any timeslot select Add Comment from the right click menu Type in a new comment or select from the list of previous comments Schedule Comments To add a comment into any timeslot right click over the timeslot The select Add Comment from the right click menu Type in a new comment or select from the list of previous comments from the drop down box see diagram above
179. ts 3 Choose the strength of D Only Selected Eveni Select a7 event below compatibility S 4 If this only applies to a certain event tick only Selected Event Help pe and select the event in the drop 4 J down box 5 Click OK to add this role compatibility The higher the degree of compatibility the harder the Auto Fill will try to put the same person in the respective compatible roles on the same event occurrence Note that role compatibility will only effect people who are available for are role members of both roles in the role compatibility record Adding Role Members 58 There are two ways to add people to a role it doesn t matter which you choose Using the Role Members context menu 1 In the Roles panel select the role tab to which you want to add members Click on the Members tab for that role 2 Right click over the Role Members list and select New Member from the menu 3 Select all the names you wish to make a role member use lt Shift gt and lt Ctrl gt while clicking on a name keys to select multiple names 4 Click OK Using drag and drop 1 In the Roles panel select the role tab to which you want to add members Click on the Members tab for that role 2 Show the People panel 3 Drag names from the open people panel into the Role Members list To remove a role member Right click on their name and select remove Usage Target
180. ts gt lt All Roles gt Always keep together Always add household or group absences where you can before adding individual absences This is a convenient shortcut that avoids having to duplicate the same absence records for each member of a household or group Managing People BEI Click on this and then edit the association in the normal way Allocating Events to a Person the Events tab Address Telephone Absences Usage Target Associations Events Roles Members Groups Notes l Scheduled Tick the events which apply to this person household or group KE Sunday AM Service Medium priority vi Sunday PM Service Medium priority Set Event priority Medium priority D Selectan Clear Al See chapter 4 page 61 for a description of Events Tick all events that apply to this person By ticking an event you make this person available to serve in any of their roles on any occurrence of that event Event Priori EP Set the persons priority for an event by clicking on the event then selecting a priority in the Set Event Priority list box EP was designed to allow you to alter the likelihood a person is selected for the different events in which they serve If they serve only on one event then setting EP has no effect on the automatic scheduler EP will not effect the frequency that a person is selected compared to other people Use the usage target to change the relative usage fre
181. ttles David Anstey Claire Reddy E Households or Groups d 0 Anstey Jessica F ER d di hi J F 3 Anstey Kirsten C lt epenaing on whicn Mt ot annta Oornht Alex Nile Holly Pinkingtpn Justine Armstrong Jennifer Reddy David Anstey Florence Smart E option is selected from New Remove Edt Activ Ger ier Milie Kasper L the People menu This Find E anel allows you to a articipants wg Usage Error 1 sociation Score 8 0 Vacant slots panel all you to add Partici 45 Avg Usage Error 143 Association Score 8 0 Vi lots 23 28 04 2012 2 10 P people households or groups more on that later edit existing ones or to remove them See page 28 for details All panels have some aspects in common Events They all have a title bar like that shown at right bse Event name The down arrow Ka indicates a menu is available by Sunday AM Service clicking either on the arrow or the above text Clicking on the X will close that panel To reactivate a closed panel you will need to select the appropriate option from the View menu or chose the appropriate tool bar icon You can re size the panels by clicking between panels Move the mouse pointer over the region between panels When the mouse pointer looks like hold the left mouse button down and move it to resize the panels on either side The SmartRoster screen has four different Panels e People this panel shows Individuals Households Groups and Comments e Events e
182. u choose To define all ROLES for a specific EVENT 1 Open the Events panel it is probably SE Event Roles Sta already open and double click on an event Event Sunday PM Service 1 Tick roles required by this Event 2 Click on the Roles button 2 Double click to edit the role properties EE 3 Tick the box next to all roles required d A Song Leader by this event J Vocals Sops F Vocals Harm ony 4 You can also select for each role how perma many people are needed to serve in 7 Sound that role for that specific event Also E eaea you can indicate whether for a specific Bw role to always schedule the same EE person on consecutive occurrences of the event eg two weeks in a row Just click on a role and then enter the details to the right 5 Click OK twice cance k A To define all EVENTS for a specific ROLE 1 Open both Events and Roles panels using the Toolbar buttons 2 Select a Role tab for which you want to define valid events Select the General tab for that role 3 Click on an event and while holding down the mouse button drag it into the Applies to Events box in the Roles panel 4 Once again you can set the number required to serve and number times to schedule consecutively see note 4 above 5 Repeat steps 2 4 for all events that apply 31 CHAPTER 2 GETTING STARTED It s now time to ente If you already have people records in an exist
183. ust select the tab to access the information stored in that tabbed page Address Street and email address information Email is used for automatic reminders Tick Don t include in directory to exclude this person or household from the address list report Telephone Work and home phone numbers including fixed line fax and mobile Absences Update a persons absences in this tab Usage Target If you want to set a usage target that will apply to this person across all or multiple roles do so here Also you can enter an Enforced Break for this person and set a pre assignments Associations Set prefer to be with or prefer not to be with associations for this person Events Set the events for which this person may be scheduled and the event priorities for this person Roles Shows the roles for which this person can be scheduled Members This tab is visible if this is a household or group record Add or delete members of the household or group 42 Managing People AG Notes Allows you to enter any arbitrary notes about this individual or household group record Scheduled This tab shows all scheduled timeslots for the person being edited similar to the email reminder format Usage Target Adding a usage target provides a limit which is used by the automatic scheduler when scheduling this person To add a usage target select the Usage Targets tabs and click on the Add button
184. uto Send is selected in the email options dialog the messages will automatically start being sent 7 OR Click Generate gt Hardcopy gt SmartRoster will create a report in the SmartRoster Viewer containing only schedules for those for whom By Postis ticked not available for bulk emails You can then just print of those reports for which hardcopy is required Field codes In either the subject or message of the Email dialog you can select Field Codes to insert which will be replaced by the actual value for each message created When you click Generate a new email message will be created for each person you have selected in the Recipients dialog with Email column ticked For each such message the field codes will be replaced by the actual value for that person This provides you with a powerful method of providing feedback to your people about data relating to them such as their addressing absences roles events or schedules To enter field codes First left mouse click into the subject or body at the place you want to insert the field code you will see the cursor flashing at this point called the insertion point Then right mouse click click the right mouse button and you will see a drop down menu with the list of possible field codes Selecting one of them will insert that field code into the text at the current insertion point Eg if you place the field code Fullname anywhere in the subject line this will be rep
185. xample to add a person drag amp drop the person from the People panel at the left to the Role Members area by doing the following 1 If the People panel is not visible to the left of the main window open it by selecting View People from the View menu on the menu bar 2 Make sure at least one role exists and that the Role panel is visible in the same way as you made sure the People panel was visible 3 Select a person from the list of available people on the People panel Keep holding down the left mouse button and move your mouse cursor to the white Role Members list area in the upper right of the screen 4 Release the left mouse button A person is now added to the Role Members list SMARTROSTER BASICS m Checkboxes or Tickboxes When we refer to selecting or ticking an option we mean that you should click on the checkbox so that a tick mark appears in the checkbox like this I When we refer to de selecting or clearing an option or checkbox we mean that you should click on the checkbox so that the checkbox is cleared and appears like this Option button When we refer to clicking on this option or selecting this option we mean that you should click on the Option button if necessary so that it appears like tier Drop down list When we refer to selecting from a drop down list we mean that you should click on the down arrow to the right of the box which displays the drop down list and then you should click on
186. y by dragging names from the role participants list or directly from the People panel you can get SmartRoster to do it for you completely automatically obeying all constraints you have defined or and this is most likely you can set up part of the schedules manually and get SmartRoster to finish it off for you See chapter 5 page 46 for details 13 CHAPTER 1 SMARTROSTER BASICS The People Panel 14 The People panel is the area in which you manage your lists of people households and or groups of individuals or households This panel presents a tabbed list similar to a telephone teledex You select tabs by merely clicking on the tab you wish to display You can change the tabs to display three letters at a time e g ABC to display households or to have no tabs at all To do this either click on the drop arrow under People or right click on top of the actual list You will see the following menu Select Display as to change the way the tabs display The People panel can display Individuals Households Groups or Comments Just select the appropriate button New Edit Remove Show Individuals Show Households Show Groups Display as Import Export Copy to clipboard Clear Absences Show Usage Show Active Only Help People x Comments Individuals Households Groups gt 1 Airey Betty G R Di Airey Dolores W 5 Airey Enrique C 0 Airey Keith E 2 Airey Nestor O 0 A
187. yping in their name s separated by semicolons in the Attachment field or clicking the Add button When you click Generate gt Emails to generate the emails replacing field codes as necessary and dropping you in the SmartRoster Outbox where the messages can be sent Sending Email Reminders SmartRoster is able to automatically or manually when you choose send reminders to those people who have an email address To run the reminders module select the Email gt Reminders menu The following window will display Use these settings to determine whom to send a reminder to Click Generate to generate a reminder message to each person with a tick and a valid email address Click here to bring up the email settings dialog Generate Reminders Settings Help Close Select those scheduled Generate gt Hardcopy will generate a report for each recipient with Hardcopy ticked Tick this box to 5 Generate gt Emails will generate an email for each recipient with Email ticked a d In the next days ignore previous setan Il Ger t Copy Emaitaddresses reminders Between 17 06 2010 E and 23 06 2010 Hw inclusive allows you to Baana iss v Nie Alex L alexnile somedomain con 29 04 2012 10 00am 7 resend them e 29 04 2012 7 00pm St Check for reminders due each time this file is opened Kasper Abraham N 29 04 2012 7 00pm Si La

Download Pdf Manuals

Related Search

Related Contents

Call No. Title Coll 001.9 GAN FB 001.9 GAN FB 001.9    Sony DVP-NS36 User's Manual  677 REPELENTE ANTIMICCIONES DESCRIPCIÓN - kleer  GLS-2000カタログ  Samsung S830 Felhasználói kézikönyv  ROBOT CULINAIRE PROFESSIONNEL    VGN-TX series  Philips DC 310/37 User's Manual  

Copyright © All rights reserved. Failed to retrieve file