To navigate to the …	Press this key
Next Day	+
Previous Day	-
Today	T
First day of the Week	W
Last day of the weeK	K
First day of the Month	M
Last day of the montH	H
First day of the Year	Y
Last day of the yeaR	R

 

• Default Religion:  Use this field to identify the most likely religion of the majority of your VBS students.  This can be overridden for each student, but setting a value here will make data entry easier when registering new students.

 

 

Add/Edit Students

 

This screen will normally auto-launch when you first start the application.  You can also launch it by choosing Students… Add/Change from the main menu.

 This is the primary data entry screen, which you’ll use to enter students as they register. 

The current registration year will appear in the green box at the top right of the screen.  This is based on the VBS Start date which was entered in the VBS Information Screen.

 Use the button bar at the bottom of the screen to navigate to the next and previous records, as well as to the first and last records in the database.  When you press Add or Edit, the captions on the buttons will change so that Add becomes Save, and Edit becomes Undo.

 As you enter new student records into the database, their first and last names will be added to the list on the left side of the screen.  You can sort that list by last or first name by clicking on the column headers.  Click on a record in the list on the left, and the child’s information will appear in the detail fields on the right side of the screen.

 

Most of the above fields are self-explanatory.  Note the following:

• The Extra Services box is designed to help track which students will be in need of extra services your congregation offers in conjunction with VBS.  Many churches offer before-and-after child care.  Some offer breakfast and/or lunch.  If you check the Child Care checkbox, you’ll be able to enter the start and stop time for child care services.  Check Breakfast and/or Lunch if your church will be providing these meals to the student.

• The Religion dropdown is defaulted with the value that was entered in the VBS Information screen.  You can override it here for each student. 

• When you press the Notes button, a popup window will appear which will allow you to enter free-form notes about the student.   Note that you can only edit the notes when you’re editing the underlying student record.  If you’re not in edit mode when pressing the Notes button, you’ll be able to view any notes that were entered, but not be able to update them.  A quick indicator of whether notes have already been entered: the Notes caption will appear in bold blue font. 

• When you press the Attendance button, you’ll be able to log attendance for each of the days of the VBS program.  Note that you can only edit the Attendance record when you’re editing the underlying student record.  If you’re not in edit mode when pressing the Attendance button, you’ll be able to view the attendance record, but not able to update it.

 

Maintenance … Update List of Religions

When you choose this option from the main menu, the following screen will appear: 

 To edit an existing record, click on the item and press the Edit button.  To add a new item, press the Add button, enter the value and press the Save button.

 Maintenance … Back up data files

If your application was installed in a network environment which is fully backed up on a regular basis, you wouldn’t necessarily have to use this functionality.  However, we recommend making periodic separate backups anyway—just in case.  If you’re of the mindset that backups really aren’t necessary, fine.   Just be warned that while we can fix issues with the application, we can’t retrieve lost data.  All hard drives crash—eventually.  It’s just a question of when it will happen.   Descending from soap box now …   To back up your data files, select this option from the main menu.  You’ll be asked whether you wish to back up only prospect records or all records.  We recommend backing up all records.  You’ll be prompted for a path and filename where you’d like to save your backup files.  We’d recommend saving the backup to a detachable hard drive or USB drive, so that you’re able to take a backup off site periodically.

 

Maintenance … Export Student Records

Use this function if you’d like to export student records to another system.  For example, if you want to generate custom letters using Word Mail Merge, you could export the data to an Excel spreadsheet and generate a mail merge from the Excel spreadsheet.  You’ll be asked whether you wish to export only Prospect records.  This can be useful, if you’re going to be doing follow up work with prospects and don’t wish to export student records for current members of your congregation.

 You’ll be prompted for a path and filename where you’d like to save the export file.  The application will suggest students.xls or students.csv, but you can override the name to whatever is memorable. Once you’ve done so, press Save to create the export file.

 

  

Maintenance … Check for Updates

I/O Technologies, Inc may provide periodic updates to the software under the original version number.  Use this functionality to check for new updates. 

 

Note:   there are two basic requirements that must be met in order for this feature to work properly: 

1)      your computer must be connected to the internet

2)      your firewall must not block FTP traffic. 

If you don’t have a clue what FTP traffic means, don’t worry.  Just try using the screen.  If your Windows Firewall displays a message indicating that this application is attempting to connect to an FTP site, press the “I  know what I’m doing—go ahead and let me do this” button (actual  button captions may vary).   Once you’ve done so, you’ll see a list of messages scroll by in the window above.  Depending on whether updates are available or not, the messages will vary. 

 If you receive a message that the application was unable to connect to the FTP server, please double-check your internet connection, and then ensure that your firewall allows FTP traffic.

 If an update is found, it will be installed automatically.  All you need to do in order to take advantage of it is exit the software.  The new updates will be available when you launch it again next time.

  

Help … About

 

Choose this option to view the current version date and time stamp, as well as hyperlinks to our web site and email address.  Please email all suggestions and enhancement requests to this email address.

To view a recorded video demonstration of the software, click the ball graphic below.

For a live demonstration of the software, or to purchase a copy for your church, please contact us.