Recent Posts

31

Q&A / Accessing "old" data

« Last post by Secretary Sue on July 13, 2021, 12:43:53 PM »

Note: This post only applies to the Cloud database!

How can I access data from before we switched to the cloud version? Specifically right now, I'm needing to access data from a clubber who "graduated" out of our Awana ministry several years ago.

32

Q&A / Re: legacy to cloud

« Last post by Annette on June 07, 2021, 09:47:09 AM »

There isn't a limit to the size of your database and you do not need to do any clean up of your data. All we need from you is a backup of your legacy database to migrate the data to a cloud database. Rick will send you an email with instructions for getting the backup to us and other details about the process. We think you will be happy making the switch!!

33

Q&A / legacy to cloud

« Last post by tkfunke on June 06, 2021, 02:31:25 AM »

We currenly are using the legacy system and I have finally been given permission to look into the web version.   
I think that I have found most of my answers between the forum and the tutorials.
I have found that you can build my web base from my current legacy files which is great but is there a space
limit on how much data I can load?  We have been using the legacy system since 2009/2010 or so and have
some rather large files.   Do I need to go through and massage the data to remove some old records that are
not needed?

Thanks,
Tom

34

FAQs / What are the "w/Start Zone" books?

« Last post by Annette on September 30, 2020, 11:53:19 AM »

This post is applicable for the Cloud database as well as for the Legacy database.

Question: What is the difference between the "Discovery of Grace" book and the "Discovery of Grace w/Start Zone" book? Which one should I use?

Answer: For the newer T&T books, awards are given when 4 sections are completed. For the 32 sections that result in the 8 awards, 2 are in the Start Zone and 30 are in the main handbook. Awana indicates that completion of the Start Zone is required before beginning work in the main handbook. Therefore, when 2 sections are completed in the main handbook (i.e. Discovery of Grace), it is assumed the 2 Start Zone sections have already been completed and the first award triggers.

We heard from many clubs that it was not uncommon for a clubber to work in the main handbook before completing the entrance book, so the award that triggered after 2 sections in the main handbook was not accurate since the 2 Start Zone sections had not actually been completed.

We also heard that it would be easier to assign one book that included the Start Zone sections instead of assigning a separate Start Zone.

The result was the new "w/Start Zone" versions of the books. These books have 32 sections - the 2 Start Zone sections and the 30 main handbook sections. The first award will trigger after any 4 sections are completed without consideration of it being a Start Zone section or a section in the main handbook.

If I use the "w/Start Zone" version, will my inventory counts be updated correctly? Yes. The inventory count will be reduced for the matching Start Zone's inventory record (based on translation).  (i.e., for "Discovery of Grace w/Start Zone - ESV", the quantity in stock will be reduced for "Mission: Discovery of Grace - ESV" as well for the "T&T Start Zone Entrance Booklet - ESV".)

Should I use the "w/Start Zone" version? This decision is dependent on how your club is run. Here are some considerations:

1. If completion of the Start Zone is always required, there will not be any issues with the award triggering by assigning the separate Start Zone and main handbook.

Example: for a visitor, assign the Start Zone by itself. Then, when it is completed, assign the original version of the main handbook.

2. If completion of the Start Zone is not required, or a clubber begins working in the main handbook first, use the "w/Start Zone" version so it accurately counts 4 sections before triggering the first award. Caution: if the clubber doesn't actually get the handbook, be careful about options for creating fees and reducing inventory.

Example: at the beginning of the year, for returning clubbers who will complete the Start Zone sections and continue in the main handbook (who have probably already purchased the main handbook), assign the "w/Start Zone" version with the appropriate inventory reduction and fee creation.

Do all my clubbers need to use the same version of the book? No. Some clubbers can be assigned the "w/Start Zone" version and others assigned separate Start Zones and handbooks based on the situation. Just keep in mind the implications for the different way the sections are counted for awards.

35

Q&A / Re: Windows Client - Read-Only

« Last post by Annette on September 29, 2020, 09:30:06 AM »

Are you saying that you can't change the Status of a person (who is currently "Graduated") because the Status is read-only?  If so, I'm guessing this is a graduated clubber who is now going to be a leader so you need to activate the record again.  In the Windows App the status is derived based on the role for the current year.  A graduated person would not have a role in the current year.  What you need to do is create one.  On the Main tab of the Member form, in the Roles grid, double click to add a role. Complete the dialog and Save and Close. The Status will now be set to Active since the person has an active role in the current club year.

If that doesn't take care of it, give me more details on what is read-only that you need to edit.

36

Q&A / Windows Client - Read-Only

« Last post by Secretary Sue on September 29, 2020, 06:02:45 AM »

Note: This post only applies to the Cloud database!

What are the steps to take in Windows Client to change a clubber's records from read-only to editable? In this case I was working on a graduated clubber.

37

Q&A / Re: Divorced parents = child has 2 homes = need to email both parents

« Last post by DebLiveOak on September 28, 2020, 09:50:44 AM »

That did work. For some reason, I assumed it would only pull the "primary" email and never ran it for the purpose of verifying that assumption. But I just ran it and saw both parents in the email box. And I also verified that if I run a clubber report for their Awana leader it will also show both phone numbers and email addresses. Now to just figure out the mailing address.   

38

Q&A / Re: Cumulative Sections and Awards

« Last post by MaureenCooper on September 24, 2020, 07:49:46 PM »

That did it.  Honestly, I don't know what I did previously.  I can't even find it now.  Thank you so much.

39

Q&A / Re: Divorced parents = child has 2 homes = need to email both parents

« Last post by Annette on September 24, 2020, 01:47:07 PM »

First, I assume you are using the Gather E-mail addresses and Textible Phone Numbers tool.  If you are using the selection by Household Status, you are correct that it will only return the primary email. However, if you use the specific selection criteria (Club Name, Member Type, etc), it will find any linked emails to someone meeting the criteria. So, the key will be how you set up your contact records.  I tested this for one family, so I think it will get you what you want. Here's the example:

Say James is a Sparks clubber in this 50-50 situation and you need to be sure the email goes to both parents.  In the Member Form, open the contact record.  In the row that has Mom's email, set the Member Link field to James.  Also in the row that has Dad's email address, set the Member Link field to James.  When you gather email addresses for Sparks clubbers, it will find any email address linked to a Sparks clubber, in this case James, so both email addresses will be returned.

If there are multiple children in the same household in the same situation, say Jonah is a T&T clubber in the same family also 50-50, you would need another set of records with Mom's email linked to Jonah and Dad's email linked to Jonah so when you gather addresses for T&T clubbers it will also get both addresses.

The process removes duplicate email addresses, so if you run it for "All Clubs" and "Clubber" or "Sparks and T&T" and "Clubber", you should only get Mom's address once and Dad's address once even though they are linked to two clubbers.

Give it a try and let me know how it goes!

40

Q&A / Re: Cumulative Sections and Awards

« Last post by Annette on September 24, 2020, 01:27:07 PM »

I'm not sure what you are doing wrong since you didn't give many details on where/how you were changing the sequence. The fact that you aren't seeing the Emblems as a choice tells me you're probably not in the right place. I assume you are using the new Grace in Action (2020) books (or the w/Start Zone version).  In that case, here is where you should be changing the information:

Go to Admin > System Settings > Curriculum and open the generic book record. Then, go to the Cumulative Section Awards Tab. The default award set is probably Emblems.  For the emblems, the default order of triggering is blue, green, red, yellow. To trigger red first, change the record for section count of 4. Then change section count of 8 to the one you want to trigger next, etc.  You can also change the order for the UC1 Emblems and the UC2 Emblems if you are using those.

If this doesn't get the job done for you, give me some details on where you are changing information and I'll investigate.

[Note: for the Legacy database, go to Admin > Curriculum.]