Advanced Batch Entry [Tech Specs]

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Purpose: Allow the user to create batches, so that attendance detail data can be entered quickly. Posting a batch is done in a separate process. 

Location: Attendance Module > Attendance Tab> Batches Subtab

How it works –There are two grids on the screen, “Possible Attendees” and “Attendees in batch.” All people that are placed in the “Attendees in batch” grid are inserted into the batch when the user clicks the “Save” button.

There are many options for the user to enter people into the “Attendees in batch” grid:

  • Double click on any person to enter them in the database
  • Use the space bar to select a person and then press ‘Enter’ to add a person into the database
  • Select intended people and then click the “Add” button
  • Use the “Add all” button to add all people currently in the “Possible Attendees” grid
  • Right-click and choose the “Add selected people” option
  • Right-click and choose the “Add entire household option

Note

You can also use the right-click menu to select all or unselect all
All these methods work the same for removing attendees from the “Attendees in batch” grid.

To speed up the entry process, there are two additional tools provided to the user to search for the intended attendees: the search bar and the “Who?” box.

Search Bar

  • The search bar will “auto-fill” based on which people are currently in the grid (this goes for both grids).
  • When the “Household” radio button is selected, the user can search by household names. When “Person” is selected, the user can search by person names.
    • You can also right-click on either of the grids and choose one of the sorting options
  • The search bar was designed with the intent to prevent as many mouse clicks as possible, therefore, if the current focus control is the data grid and the user performs a letter keystroke, the search bar will automatically detect it and it will allow the user to select an autofill option - no mouse clicks needed!
  • Pressing “Enter” will perform the search for the selected person or household.
  • If the user does not select an autofill option and clicks “Enter” the person or household that starts with the letters in the search bar will be selected.

“Who?” box

  • The “Who?” box allows the user to narrow the amount of “Possible Attendees” by only selecting a subset of the current non-attendees. The possible subsets are ‘All members,’ ‘Current members,’ ‘Enrollees,’ ‘Visitors,’ ‘All non-members,’ and any custom subgroup or list previously created by the user.

Every event has “types.” A Sunday service event might have a Worship type and a Communion type for example. If there is more than one type, the user must select which types each attendee participated in. To speed up this process – checkboxes will appear above the center buttons. When adding attendees, the types will be assigned to the row in the data grid based on which checkboxes are checked.

  • The user can also click on each checkbox in each row to change which types the attendee participated in.
  • The user can also use the number keys [1-5] (‘1’ will correspond with checkbox 1) to check or uncheck these boxes (this is likely the fastest method to modify types)

Note: At least one box must always be checked. If no boxes appear, there is only one type and it is automatically checked.

Unlike the basic batch entry method, the advanced batch entry allows the user to change the event and date assigned to the batch.

Clicking the blue pencil next to the top left header, to load the form to switch the event and/or date.]

General and visitor notes can be added by the corresponding buttons

Canceling the batch entry without saving will trigger a double-check with the user before ending the process.

 

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