1 P age. Troop Database on Lotus Notes

Transcription

1 1 P age Troop Database on Lotus Notes

2 2 P age ADD A CHILD S INFORMATION o Click on correct program (troop) on left side of screen (in blue area) o Click Add i.e. Add Moonbeam or Add Explorer, etc. o Next to division click down arrow In box that appears click your division then click OK o Next to corps click down arrow In box that appears click on your corps then click OK o In Child Information tab: Click inside corners and type information Required info: First name Last name Sex School grade Date of birth Address/City/State/Zip Phone number Troop Number Fill out as much info as possible even if not required o In Primary Adult Information tab: Click inside corners and type information o In Secondary Adult Information tab:

3 3 P age Click inside corners and type information o When all tabs are complete, click Create Emblem Document Pop-up appears to tell you where the info is saved Click OK Pop-up appears to ask if you want to save your changes Click Yes o You must do this for each child CREATE A TROOP REGISTRATION FORM o On left side, click on troop name that you want to register (i.e., Moonbeams, Explorers, etc.) o In white area of screen you will see a line on the left had side (before the triangle listing your division) To the left of that line click by each child s name A checkmark should appear Put a checkmark by all of the names you would like to put on the registration form Then click Create Registration Form at the top of the white area Pop-up appears and tells you to go to Troop Registrations on the left side (in the blue area) o Go to Troop Registrations on left hand side in the blue area o Click on program (troop) you want to register

4 4 P age o A black rectangular box should appear around that troop o Click Edit Document button at the top of the white area o Fill out Membership info on registration form o Check to make sure all names are listed If not all names are listed: Right click on program name and click delete An X will appear to the left of it Press F9 on keyboard Approve to delete the document Go back to step one and start over Be careful NOT to make a registration for each child o Once all info is filled out click Submit o An will be sent to DHQ for approval of registration form o DHQ approver will get an with a link to your registration form DHQ approves/denies your registration form o Upon approval from DHQ, THQ gets an that your registration form is ready to view o THQ approves registration form is sent to corps officer, DHQ and THQ approvers to say registration was approved

5 5 P age PROMOTE A CHILD TO A DIFFERENT TROOP o On left side, click on program child is currently in (i.e., Moonbeams, Explorers, etc.) o Click on name of child Black rectangular box around child s name appears o At top of white area click button Promote o Child s name and info will go directly to next troop Ex: Explorer Ranger Sunbeam Girl Guard o New card will automatically be created using same information but with new emblems of new group o Old information will go to Promoted section on left side (in blue area) PDF FILES o When child earns enough emblems to earn an award the Request Emblem button will appear next to the award o Click on Request Emblem award o Click on Send Emblem Request to Division at top of screen DHQ approver will receive an that the award has been requested o In the main screen (blue area) click on PDF Forms o Double click on the award application that applies to the award your child has earned o Print award application, fill out information, send to DHQ

6 6 P age o When DHQ receives paperwork and goes through process of award request will be sent to THQ as usual. WHAT IS VISIBLE TO YOU o Corps Level Only your corps information about kids PDF files o Divisional Level All registered corps in your division All registered children in your division PDF files o Territorial Level All registered corps in territory All registered children in territory SEE WHO IS REQUESTING EMBLEMS o Click on plus sign next to troop name on left side (in blue area) o Opens an expanded view o Click on emblem section you want to look at o Names of registered children will appear Asterisk means emblem has been approved/sent

7 7 P age To print out a list of girls from each corps with emblems Go to the corps listing: o To the left of that line click by each child s name o A checkmark should appear o Put a checkmark by all of the names you would like to print o Go to the top of the Lotus Notes toolbar and click Edit and scroll down to Copy As Table. o Open Microsoft excel and open a blank worksheet and click anywhere on the document and click edit paste or Ctrl V and it will paste all the names on the worksheet. You can then edit the headings as needed. If you have any questions in regards to this database, please Gerri_Rajski@usc.salvationarmy.org or call