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Q&A / Re: Update points assigned to handbook
« Last post by ntelasue on December 02, 2020, 03:05:32 PM »
I wasn't specifically selecting a book, I thought that by highlighting Truth & Training, I would get all of those books.  I got it figured out, thank you!
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Q&A / Re: Update points assigned to handbook
« Last post by Annette on December 01, 2020, 12:55:36 PM »
I will need some more details on what you are selecting in the Set Point Values dialog to figure this one out.

In Step 1, when you expand the records for Truth and Training, are you only selecting the UA1 book? or others also? [One thought: make sure you're selecting the correct version since there are three: UA1, UA1 (2010) and UA1 (rev).  Make sure you are selecting the same one/s that are actually assigned to the clubbers.]

In Step 2, are you only updating the Required Sections? and/or the Extra Credit Sections?

In Step 3, what synchronization option are you using?

Where are you not seeing the change? When you mark a section complete in the UA1 book for a clubber is it not awarding the correct (new) number of points? Or, when you open the Generic Book Record is it not showing the correct points on the Units and Sections tab?

If you need a quick resolution to this, contact support by phone or email and we'll figure out what is going on.


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Q&A / Update points assigned to handbook
« Last post by ntelasue on December 01, 2020, 11:22:36 AM »
I am trying to update the number of points earned for completing sections in the Truth & Training books, specifically the Ultimate Adventure 1 book.  I have tried using the Set Point Values under Curriculum in Admin section, but it is apparently not changing it when I run it. Am I missing something?
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FAQs / What are the "w/Start Zone" books?
« Last post by Annette on September 30, 2020, 11:53:19 AM »
Question: What is the difference between the "Discovery of Grace" book and the "Discovery of Grace w/Start Zone" book?

[Note: all information also applies to the AW Legacy database.]

Answer: For all of the newer T&T books, awards are give 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 clubs that said 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. If the option to reduce inventory is used, the inventory count will be reduced for the Start Zone's inventory record that matches the translation of the main handbook.  (i.e. if "Discovery of Grace w/Start Zone - ESV" is assigned, the "Mission: Discovery of Grace - ESV" inventory qty in stock will be reduced as well as the qty in stock for the "T&T Start Zone Entrance Booklet - ESV".)

Should I use the "w/Start Zone" version? The decision to assign a separate Start Zone along with the main handbook or to use the "w/Start Zone" version is dependent on how your club is run.  Here are some considerations:

1. If you always require completion of the Start Zone, you can assign the separate Start Zone and main handbook and not have any issues with the award triggering.

2. If you do not require completion of the Start Zone, 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 you don't actually give the clubber the handbook, be careful about options for creating fees and reducing inventory.

3. Example: at the beginning of the year, for returning clubbers who are likely to complete the Start Zone sections and continue on to 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.

4. Example: for a visitor who may only come once or twice, assign the Start Zone by itself. Then, if the clubber does complete it and is ready to begin work in the main handbook, assign the original version of the main handbook at that time.

Do all my clubbers need to use the same version of the book? No. You can assign the "w/Start Zone" version to some clubbers and assign separate Start Zones and handbooks to others based on the situation. Just keep in mind the implications for the different way the sections are counted for awards.
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Q&A / Re: Window Client - Archived Clubbers
« Last post by Annette on September 29, 2020, 09:39:40 AM »
The Clubbers and Leaders grids will only show members that have a role in the current club year.  To find members that do not have a role in the current year (like graduated or archived members), you have two options:

1. The quickest way to find a specific person is to use "Search Members" in the Main Menu at the very top. (NOT Search Clubbers or Search Leaders above the grids in those modules).  Type part of the person's first or last name.  If there is only one match, the Member record will open.  If there are several matches, a list will be given for you to select from to open the Member record.

2. There is a button above the Clubbers grid you can use to "Show All Persons".  This will populate the grid with everyone in your database.  The information in the grid is limited (no role information such as grade and team details), but you can find a person in the list and open the member record.  To return to the usual list of clubbers, click on the grid options (gear) and select "Reset the grid layout".
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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.
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Q&A / Window Client - Archived Clubbers
« Last post by Secretary Sue on September 29, 2020, 07:51:49 AM »
How do I access and activate archived clubbers?
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Q&A / Windows Client - Read-Only
« Last post by Secretary Sue on September 29, 2020, 06:02:45 AM »
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.
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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.   ;D
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FAQs / Can I add historical information (data from previous years)?
« Last post by Annette on September 28, 2020, 09:23:01 AM »
Questions:

I just started using the AW Cloud database this year. How do I go back and add previous Club years so I can have a record of the attendance, books, etc.?

Answer: You should NOT run the New Year Setup to create "old" prior year dates, but you can and should enter historical information related to handbook completion.  The process of adding this historical information in the Windows App is the same as in the Legacy database. See this post for details: https://www.approvedworkman.com/forum/index.php?topic=1685.0.

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