This guide will show you how to setup and use the Attendance Manager Barcode Scanner add-on program.

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1 This guide will show you how to setup and use the Attendance Manager Barcode Scanner add-on program. 1 Getting Started Installation This program requires installation on a computer running Windows and.net Framework 2.0. Note that there are 3 components to install and run the barcode module: the ClubRunner barcode software, the scanner s hardware driver, and WinTaskGen (the utility that extracts the data from your scanner). This process is necessary for each computer that will be running the barcode software. To get technical support with this process, please contact ClubRunner support at (905) extension 25. To install the ClubRunner Barcode Program: 1. Close all programs currently running on your computer. 2. Insert the ClubRunner Attendance Manager Installation CD into your CD-Rom drive. 3. Wait a few seconds for the setup program to launch itself. If this doesn t happen, open your file explorer and click on the CD-Rom drive. Double click on ReportingSystemSetup.msi. 4. Go through the setup wizard until installation is complete. Note: You will need.net Framework version 2.0 installed on your machine. If this is required, you will be prompted within the setup program. Click on the link supplied to go to the Microsoft website. You will need to install.net Framework Ver 2.0 Redistributable Package (x86) If you install.net, you will need to relaunch the setup program by following steps 3 and 4 above. Next, you will need to install the barcode reader driver so that your computer will properly function when you plug in the barcode reader for uploads. To install the Barcode Scanner driver (for Windows XP): 1. Locate the CD included in the barcode reader package and insert into your CD-Rom drive. 2. Switch on the barcode scanner and leave it at the first screen. 3. Plug in the barcode scanner using the provided USB cable. 4. Wait a few seconds. If you see a notification popup that detects your new hardware, follow the instructions to install the driver by selecting Select driver from Floppy, choose the Zebex Communication 2008 ClubRunner. All rights reserved. 1

2 Cable and continue following the steps to install the driver. When you are done, jump to the next section, To install WinTaskGen. 5. If your computer does not do anything after plugging in the barcode scanner, open your file explorer and click on the CD-Rom drive. 6. Navigate to the subfolder: Mini Data Collector Cable Driver/WIN_PREINSTALL 7. Double click on the file Preinstaller.exe. Follow the instructions to install the driver. When you are done, continue to the next section, To install WinTaskGen. To install WinTaskGen: 1. Go to your file explorer, and select your CD Rom drive, and navigate to the WinTaskGen subfolder. 2. Double click on the Setup.exe file. 3. Go through the setup wizard until installation is complete. You are now ready to begin scanning and uploading your attendance data through ClubRunner. Next you need to print your barcode labels for all your members ClubRunner. All rights reserved. 2

3 2 Printing and Managing Barcode Labels You will need to assign a barcode number for each member, and print the corresponding barcode labels. This will enable the program to translate scanned barcodes to the members present during each meeting. To manage barcode numbers: 1. Launch the ClubRunner Attendance Manager by clicking on Start -> Programs -> ClubRunner -> Attendance Manager from your toolbar. 2. Login with the same login name and password as your website. 3. Select the Manage barcode numbers option, then press Next. 4. A list of your members will appear, with a column named Barcode. Use this screen to assign the desired numbers for each member. Tip: A suggested barcode number to use is the unique ClubRunner Member ID. To set the barcode number to be the same as the Member ID, click on the link titled Make barcodes same as Member ID found at the bottom of the screen. When you will receive the confirmation message, click Yes. 5. To edit any member s barcode number, click within the barcode field, then type the desired number. Click anywhere outside the field to save changes. 6. When you are finished editing barcode numbers, press the Close button. Note on barcode numbers and multiple users: If installing the ClubRunner Barcode program on a new computer, barcode numbers must be redefined. This is why it is suggested to use the Member ID to avoid duplicate data entry. To print barcode labels: 1. Launch the ClubRunner Attendance Manager by clicking on Start -> Programs -> ClubRunner -> Attendance Manager from your toolbar. 2. Login with the same login name and password as your website. 3. Select the Print Barcodes option, then press Next. 4. A list of your members will appear, with a column containing checkboxes. Check the members for which you would like to generate barcode labels. Tip: Click the Check All link at the bottom of the screen to select all members ClubRunner. All rights reserved. 3

4 5. Press the Print Selected Barcodes button. This will launch Microsoft Word with a mail merge document containing all the barcodes you selected. Note on Labels: The default label type used is the Avery Standard 3261R or 8257 Return Address label (0.75 height by 2.25 width). This prints 3 columns across and 10 rows down, totaling 30 labels per sheet. 6. Position the label sheet onto the manual feed of your printer. 7. Select File -> Print from the Word menu. Check your print settings then press OK. Note on Printers: It is recommended to use a laser printer to print barcodes to ensure a high quality and therefore more accurate barcode scan. 8. After the labels have printed, Close Microsoft Word. There may be 2 files open the mail merge template and the merged document. You do not need to save either files. 9. Return to your ClubRunner Barcode Manager program and press Close. Now you can distribute the barcode labels to your members and have them affix the label to their badge. You may wish to print your own copy of the barcode labels on plain paper and bring this to the meeting to use if a member has forgotten his or her badge. In this case you would simply scan the member s barcode off this sheet. 3 Using the Scanner and Uploading Data Please note that you can refer to the scanner manual for complete instructions on how to use the device. This guide will cover the basics required to use it within the scope of tracking attendance, however it is recommended that you read your device manual fully to ensure best performance, including proper battery use and care. Note that the recommended device is Zebex Z All instructions contained within this document apply to this device only. 3.1 To scan a meeting s attendance: 1. Switch on the scanner by holding down both the Arrow Up and Arrow Down buttons. You will see the time and date, model number and version, and free memory. 2. Press the Scan button to go to the Menu. 3. To delete the previously stored data, press the Arrow Down button until option 2 is highlighted. 4. Press Scan to choose this option. 5. Press Scan to choose the available form to delete (default name is FREETASK). 6. Next you will get a confirmation. Press the Arrow Down button to change the N to Y, then press Scan. 7. Press the FN button to return to the menu. 8. Press the Arrow Up button until the first option (Run Task) is highlighted ClubRunner. All rights reserved. 4

5 9. Press Scan. Now you should see Rec 1 Field 1. This indicates that the device is cleared of any data. It is now ready to scan barcodes. 10. To scan a barcode, hold the device in front of the barcode to be scanned, and press down the Scan button as you sweep the red light vertically down the barcode. When the scan is successful, a short beep is emitted. Tip: Keep the Scan button pressed down after the beep and look at the display to see the number that was just scanned. 11. Release the Scan button to move to the next barcode. 12. Repeat steps 10 and 11 until you have scanned all members. The Z-1060 device can store up to 1000 records. 13. When you have finished, turn off the device by holding down the FN button. The display screen will go blank but data is retained. Tip: To see the total number of scanned numbers, check the Record count found on the display, but decrease the number by 1. This is because the first record is reserved by the device. E.g. if you see Rec 20 then in fact you have scanned 19 barcodes. 3.2 To upload attendance from the scanner to your computer: The next step involves uploading the scanned barcodes from the device to your computer. This uses the WinTaskGen program that was installed as part of the scanner driver during setup. You must have the barcode scanner switched on and remain on the initial screen (ie, do not press any keys after switching on). 1. Launch the WinTaskGen program by clicking on Start -> Programs -> WinTaskGen -> WinTaskGen. 2. Connect the scanner to your PC using the supplied cable. It should plug into your computer s USB port. 3. Switch on the scanner by pressing both the Arrow Up and Arrow Down buttons. 4. Click the Upload Data button at the top. This is the 3 rd button from the left. 5. Ensure that the options on the left column are as follows: File Header Upload & Delete Data Show Data Field Delimiter: Space Rec. Delimiter: CR/LF Tip: Once you are comfortable using the barcode scanner, you can switch on the option to Upload & Delete Data. This will delete the data from the barcode scanner once uploaded. 6. You will see a menu panel appear on the left. Towards the bottom, press the Connect button. Tip: If you get a Connect Error! message and this is the first time you use the device to upload data, you may need to adjust your communication settings. Follow the instructions in the next section. If you have used the 2008 ClubRunner. All rights reserved. 5

6 device successfully before on the same PC, check that you are connecting to the same USB port, and make sure that you are on the initial Bootup screen on the scanner (It should say Z-1060 VER. 2.00, SCAN key to Menu, etc.). 7. Click the Upload button. You will see all the barcode numbers that were scanned. 8. Press the Save button. 9. Choose the directory where you wish to store the download file. Note that you will need to locate this file in the next step. It may be a good idea to keep all meeting files in one location. 10. Type the desired name for this file. You may wish to use the meeting date. Note you must give it a.txt extension. 11. Once saved, you can now close WinTaskGen. 3.3 Troubleshooting your communications settings: 1. While in WinTaskGen, click on the Communication Setting icon. This is the 4 th icon from the right. 2. You will see some settings in a form. Ensure that the settings correspond to this information: Com Port This should correspond to the port you used on your PC. If you are unsure of your port, you may have to try all 4 until one works. Adjust the rest of the settings first. Baud Rate 9600 Parity None Data Bit 8 Stop Bit 1 3. Press OK. 4. Try to Connect again by going back to step 5 in the previous section. If this still does not work: You may need to check your com port settings under My Computer. Follow these steps: 1. Minimize all applications on your computer until you see your desktop. 2. Switch on the barcode scanner, leave it at the first screen, and plug it into your USB port. 3. Right click over your My Computer icon and select Properties. 4. Click on the Hardware tab. 5. Click on the Device Manager button. 6. Locate the entry Ports (COM & LPT) and expand it by clicking the plus sign in front. 7. Locate the entry Zebex USB Communication Cable (COMx) (or may be CP210x UART Bridge Controller (COMx) ) and double click on it. Note that after the name of this entry you will see COMx where x represents number which should be selected under WinTaskGen s communication settings. If this number is greater than 4, you need to change it by following the next steps. Otherwise, jump to step Click on the Port Settings tab, then press the Advanced tab ClubRunner. All rights reserved. 6

7 9. Change the entry beside COM Port Number to use either COM1, COM2, COM3 or COM4, then press OK. 10. Under the Port Settings tab, ensure the numbers match the above settings, especially baud rate. 11. Press OK, close the Device Manager, and then OK out of your properties window. Try to upload your meeting data once again in WinTaskGen following the steps in section 3.2. If you are still encountering difficulties during this process, please contact ClubRunner support at (905) extension Using the ClubRunner Attendance Manager Once you have uploaded your scanned barcode numbers file onto your computer, you can connect to your ClubRunner Attendance module and upload the meeting information. Note on Internet Connection Requirement: Although the Barcode Attendance Manager is a Windows program, you will still need to be connected to the Internet to use it. This is because the program talks to the website to send and receive your attendance information. 4.1 To upload meeting attendance to your website: 1. Launch the ClubRunner Attendance Manager by clicking on Start -> Programs -> ClubRunner -> Attendance Manager from your toolbar. 2. Login with the same login name and password as your website. 3. Select the Upload a Meeting option, then press Next. 4. Press the Synchronize Member List with Computer button to get the latest member list from your website. You should get a confirmation popup saying Member list successfully downloaded. Press OK. 5. Press Next. 6. Now you will see a listing of all the available open meetings. If you do not see a meeting, then you need to add it to your website. Press the Refresh button to synchronize with your website and get the latest list of meetings. 7. Select the meeting for which you want to upload data, then press Next. 8. The next screen shows you a list of all members eligible for this meeting. Note that there are some members that may be highlighted due to exemption, makeups, or termination. A legend is found at the bottom of this screen. 9. To upload the scanned file and apply it to this meeting, press the Load from Scanned Data button. 10. Choose the text file from your computer, then press Open. You should see the check marks appear next to all members that were scanned. You will also see the Meeting Summary box at the top right reflect the totals. Tip: If you wish to make changes to the attendance, load the scanned data first, then make any necessary changes next. Once you load scanned data, it overwrites any existing meeting attendance for that meeting ClubRunner. All rights reserved. 7

8 Troubleshooting Tip: If nothing happens after loading your file, check the file to ensure it is not empty. Also, if you are using the ClubRunner Barcode program for the first time on a new computer, you will need to redefine the barcode numbers. See section for help on managing the barcode numbers for your members. 11. If you wish to change the attendance (e.g. for any latecomers, etc.), you can do so now by checking or unchecking the members names. 12. Once you are satisfied with the attendance for this meeting, press the Upload to Server button. You should get a confirmation popup saying Information uploaded to server successfully. 13. Press Finish. 14. Close the main window of the ClubRunner Attendance Manager program. Your meeting attendance will now appear on the website as if you had entered the data manually. Tip: For the first few test runs, you may wish to keep both scanned and written record of attendance and compare results to ensure proper technique. 5 Support If you encounter any difficulty in using this program, please contact ClubRunner Support at support@clubrunner.ca or call (905) If ing an issue, please ensure to include your username and club name in your . Please provide as much detail as possible if you are reporting errors, including screenshots, messages and behavior. To create a screenshot, while your screen is displaying the error message, press the Print Scrn/SysRq key located at the top right of your keyboard. Then, while composing your message, right click within the body of your message and select Paste. This will insert an image displaying your screen at the time of capture ClubRunner. All rights reserved. 8