Brother 885-V12- User Manual

Name Tags and Security Tags Once the student checking in has been identified and checked into their class, name tags and parent tags can be printed. The Roll Call system requires a Dymo Labelwriter 450 or 450 Turbo to print the labels. We support two different size labels. The first is a smaller lab...

Parent tag only has security number on it. Check Out To check a child out using the Roll Call system, you will need to once again identify that child. The station operator will see that the child is checked in, they can click the button to check them out of that class. If there are any custody comme...

INSTALLING ROLL CALL FOR CHILD CHECK-IN Hardware/Software Requirements Roll Call workstations To use a single check-in station, you’ll want to install Roll Call Standalone. If you will be using multiple check in station, each “kiosk” needs to have a computer with Roll Call Client installed. All the ...

Network Version A network installation of Roll Call allows multiple people to access the data. If you have a multi-user license, multiple users can access the data simultaneously. For example, if you want to have 3 check in stations, you will need to use the network version of Roll Call, so all 3 st...

If you are a portable church, or are plugging the Labelwriters in each Sunday, please note, on some Windows machines, a new printer definition is created each time you plug in the printer. Make sure you only have ONE Labelwriter printer definition and that it is online. Brother Wireless Label Printe...

CONFIGURING CHECK-IN To begin configuring Roll Call for child check in, expand the Check In/Out menu. Click on the Setup menu item. Begin entering the information and click NEXT through each page. As you complete a section, a green check mark will be displayed on the related icon at the top. When al...

Enter a username and password for this user. Make sure to choose a check in “type” user. You are now taken to the window to select the properties for this specific check in user. Check In User - Types There are several parameters for the check in user type. You can select one or more of these parame...

Add Visitor – if the “Add Visitor” option is checked for this user, the Add Visitor button will be displayed. This will allow the user to enter visitor information and then check them into a class. Dashboard – if the “dashboard” option is checked for this user, the dashboard tab will be displayed on...

List Only Children – if the “list only children” option is checked for this user, only people in your database with a family position of “child” will be displayed in your selection lists. Default Campus - if system preferences are set to allow multiple campuses, each check in user can have a default...

Once you have selected all the information necessary for your check in user, make sure to press the SAVE button. Name Tags & Parent Tags Use the “tags” section to set your preferences for printing name tags and parent tags. Once you hit next from the check in user screen, you will be asked if yo...

Check In Preferences The check in preferences allow you to set the “check in time frame”. You can set the number of minutes before a class, event, worship service starts you’d like to begin the check in process. You can also set the number of minutes before a class ends that you will no longer allow...

Enter the group name header infor- mation. Click the plus sign to add sessions (day and time). To change the time, click in the start time. The row will be highlighted. Click again to change. To add people, click on the plus sign in the lower left. 19 People You will also need to have your children ...

Place the cursor in the bar code field. Scan the key tag you wish to assign to this person. 20 Enter the contact infor- mation for this person. Click SAVE & CLOSE to save and leave. Key tags If you will be ordering key tags for use with the Roll Call child check in system, click NEXT from the Pe...

21 CUSTOMIZING CHECK-IN LABELS If you would like to use a label size other than the 30256 or the 30334, you will need to create a custom label. If you’d like additional information on the name tags that is not included on the standard 30256 or 30334 labels, you’ll need to create a custom label. If y...

22 Define the Canvas Before you begin dragging and dropping fields onto your canvas, you’ll want to: 1. Set the page size 2. Place your markers 3. Outline the upper left quadrant with a box. This makes it easy to see the area you have to work in. Click on the page size icon. This will allow you to s...

23 You may wish to draw a box around the area on the canvas where you can place fields. This makes it much easier to see the area that you’ll be using. Click on the box icon on the left side of the canvas. Place your cursor in the upper left of the label area and drag it to the lower right area of t...

24 To align fields on the canvas, use the alignment tool on top of the canvas to center, align left or align right. Fields that would make sense to include on the parent tag would be Current Date, Family Number , or Security Code . A full list and descriptions of the fields available in the Object L...

25 Test the Parent Tag After saving your definition, you’ll want to test it. Close the canvas window. Click PRINT TEST LABEL. If everything prints okay, click NEXT to move on to the customization of the child tag. If the parent tag did not print properly, click CUSTOMIZE again to make necessary corr...

26 Click on page set up icon. Select your Dymo Printer and Label Size. The canvas area that represents the label is the upper left quadrant. If any objects are placed outside of that quadrant, multiple labels will be printed. Next you’ll need to place your markers at the appropriate height. The mark...

28 Highlight all the fields on the canvas. Use the alignment tool to align left, right, center. To place data or system information, drag the applicable field from the object library onto the canvas. To change the size or font of the data, select the field on the canvas, then use the property box to...

This is a bit of a trial and error process. Once everything is working, you will want to delete the box outline around the objects on the canvas. Highlight the box and click the delete key on your keyboard. Make sure only the outline is highlighted, not all the objects within the box. Customize the ...

Save Adult Tag Definition Once you’ve created your adult tag, click the SAVE icon to save your customizations. Test the Adult/Youth Tag After saving your definition, you’ll want to test it. Close the canvas window. Click PRINT TEST LABEL. If everything prints okay, you are done with customizing the ...

CREATING GROUPS Group Hierarchy Groups are defined by the following classifications: 1. Campus. If your church has multiple campuses or locations with different groups and classes at each site, you may want to define your groups at the campus level. The campus indicates which site or location the gr...

Add Members To enroll people into the group, press the Members tab. From within the members tab: 1. Click the plus sign in the lower left of the window. A new window will be displayed for you to enter the Last Name and First Name (or portion of the last name) of the person you want to enroll. 2. Sel...

Preferences Use the preferences tab in the group screen to: 1. Tell Roll Call how many labels you wanted printed upon check in into this group. 2. Tell Roll Call which fields to print on the Attendance Roster. 3. Set age ranges for graduation. 35 Enter roster prefer- ences. Enter age ranges if you w...

ADDING PEOPLE INFORMATION Import People Information When you begin using Roll Call, you may wish to import your existing contacts into the database. Roll Call allows you to import people contact information and some custom fields from a tab delimited text file. If you have the information in Excel, ...

One Row per Family (custom) This format allows you to import the same information, names, children, address, city state, zip, gender and birth dates, but the order does not have to be exact. For example if you don’t have a second home phone, you don’t need to leave a blank column for that field. You...

Enter a new Family To enter people information into Roll Call using the Add Person screen you can do either of the following: 1. From the Search Profiles (under People), click on the plus (+) sign in the lower left. 2. OR, Open up the People menu (left sidebar) and click Add a Family. Click Add Fam-...

5. Family Email – an email address that can be used to send emails to the entire family. 6. Bad Address – if you’ve had mail returned, so you know it is an invalid mailing address, you can mark the box for “bad address”. 7. Do not send mail – if someone has requested that you not send them mail, mar...

USING BAR CODES Bar Code Font To print the bar code font on badges or sign in rosters, you’ll need to move the font file into your system font folder. Windows If you are using a windows standalone installation, you’ll want to copy the font file (IDAutomation) from C:\BytheBook\RollCall\BarCode to yo...

Key Tag Another option is to have key chain tags printed with a bar code to identify the student. Bar Code Roster Another possible method for checking students in is by bar code roster. Instead of swiping a badge or entering a name, the person manning the check in station can find the students name ...

Key tags Order tags You may order tags from us or from a different printer. If you order the tags from us you’ll need to download the key tag template. We have several shapes and sizes available. Open that template in your graphics program and place your logo on top of the template. If you wish to h...

USING FINGERPRINTS Fingerprint Technology Configuration To identify and check children in using finger prints, you will need to install the M2SYS Server and Client software on Windows machines ( 2003 Server, Windows XP, Vista, or Windows 7). The installation instructions for this software can be fou...

From the Interface tab, you’ll need to indicate this is a Keyboard Interface. Click Interface tab. Select Keyboard interface. From the Destination Windows tab, you’ll need to indicate that you are connecting to Roll Call. If you are using a single check in station, the Window Title is “Roll Call”. I...

Note the ID for this person. Click on FINGER- PRINT ADMIN to record Roll Call ID and scan finger print. From the Fingerprint Admin window, enter the person’s ID number, then click on the REGISTER A NEW PRINT button. Enter the ID from the Roll Call checkin screen. 51

OPERATING THE CHECK IN STATIONS Log into the Check In Station To use the check in functionality of Roll Call, you need to log on with a user name that is a “check in” type user. To start Roll Call, double click on the Roll Call icon. The Login window is displayed. If you do not get the Login screen,...

Check In Using a Last Name To check a student in, based on their last name, type the last name. You can also type the first few characters of the last name. Press the enter key or press the SEARCH button. This can be done with a keyboard or with the virtual keyboard on a touch screen monitor. If ret...

To enter one time instructions or allergy information, press the ALLERGY/NOTES button. A window will be displayed to enter this information. The allergy information will be stored in the person’s record. The notes are not stored. They are meant for one- time instructions. Both pieces of information ...

List of individu- als associated with that phone number. The next window is the Confirmation screen. This window will display the individual’s picture if available. It will also display the groups, classes, events that they are enrolled in that are available for check in. Highlight the class they ar...

Check In Using a Family Number To check a student in based on the family number, enter that number using the keyboard or numeric keypad on the touch screen. Press the enter key or press the SEARCH button. If you are checking in based on family number, “return by individual” should be selected. It do...

Highlight class and click CHECK-IN to complete the check in. To enter one time instructions or allergy information, press the ALLERGY/NOTES button. A window will be displayed to enter this information. The allergy information will be stored in the person’s record. The notes are not stored. They are ...

Check In with Rapid Check In To use the “rapid check in” feature, the check in user must have “rapid check in” marked as an option. For more information on setting up users, see the “ Configuring Roll Call for Check In ” chapter of this manual. The rapid check in feature will automatically check a s...

Enter allergy or note infor- mation. Check into Multiple Classes You can certainly check an individual into multiple classes at once. For example, if you had Sunday school at 9:30 and then Children’s Church at 11:00. When the child arrives at 9:20 and they’ll be going to both classes, you can check ...

Click on ADD VISI- TOR to ADD VISI- TORs. Enter address in- formation if you’d like. Enter mom and dads info, if you’d like. At a minimum, enter all the children’s names. Highlight the children present to be checked in. Click NEXT. 66 Check in Visitors To check visitors into a class or group, click ...

Click WHAT’S MEETING. Highlight the appropri- ate class for this child, then press CHECK-IN At the Confirmation screen you will need to click on WHAT’S MEETING button. This will display all classes that are available for check in. Highlight the class you’d like to check this visitor into. Click on A...

Check into the service, the same manner you would check into a class. Once you have the services set up for check in, you can check people into those services using any of the methods listed above. Determine Headcounts To determine how many children are checked into each class, use the dashboard tab...

I f there are custody comments they will be displayed upon check out. Check Out Compare tags One method of checking the students out is to compare the security number on the child’s name tag with the security number on the parent tag. If the numbers match the teacher can release the child. Using thi...

70 Check in Roster You can print a check in roster from the check in screen. The check in roster is a report for each class. It lists all the students that are checked in, their parents name, allergy and note information, security number and birthday. You must be logged in as a check in user that is...

USING MOBILE CHECKIN Roll Call Mobile CheckIn is an add-on component to the Roll Call software package. It allows you to check in students or adults using an iPad, iPod touch, tablet or a smart phone that has access to the Internet or wireless connection to your local area network. When you use a mo...

Enter the name you’d like to use for the web app icon. Login Screen You are now at the log in screen for the Mobile Check In system. Select the appropriate user name. Make sure that each device logs in with a different user name . Enter the password. Click LOGIN.. Mobile Device on Different Network ...

Checking in Using Last Name or Phone Number Once you’ve logged in, you’ll see two tabs: dashboard and check in. Click on the Check In tab. Next, select by Name or by Phone. To check someone in: 1. Touch the field to get the keypad. 2. Enter the last name or last 4 digits of the phone number of the f...

Select the chil- dren that will be checking in. Click CHECKIN Select the class this student will be attending. 9. Now you are at the confirmation screen for the first family member checking in. 10. Mark the class or classes they are checking into, click CHECKIN. 11. The confirmation screen for the n...

Select “by Group” from the drop down, then tap the group you’ll be recording attendance for. Tap one or more students then click CHECKIN. Click CHECKIN. Checking in by Keyword Checking in by Keyword is a great way to handle check in for a Bus Ministry. You can create a keyword for each Bus Route, an...

Check in Visitors To check visitors into a class or group, click on the ADD VISITOR button. Select an association of Visitor. Next enter the address and phone information if you’d like. Next enter the Mom and Dad’s information if you’d like to capture that. In the lower section enter the children’s ...

Printing Name Tags and Parent Tags on a Dymo Once a family has checked into their classes, the name tags will be printed at the computer where you have logged onto Roll Call as the print queue user. You can have as many of these print queue stations logged in as you’d like. When you log in as the pr...

Click on Dash- board tab to see head count information for each class. Tap on the class name in the dash- board to see a list of students checked into that class. Using the Dashboard When you click on the Dashboard tab, you will see a list of all the classes that someone has checked into today. The ...

ATTENDANCE REPORTS Attendance Summary The attendance summary report gives head count information for service and group attendance information. The Attendance Summary by Day lists the group or service, the meeting date, the number of people enrolled if the attendance is for a group, the number of vis...

Note the daily to- tals for each class. Note the com- bined totals for all Children’s classes. Since we selected all, the small group and wor- ship services are included also. To run the Attendance Summary report by week, month or year: 1. Expand the Attendance menu. 2. Click on Reports. 3. Highligh...

Note each of the classes I chose is listed. The head count for the entire week is listed. Click graph to create a graphical representation of this data. Click EMAIL to send this report to someone via Email. Graph of above attendance data. Note weeks along bottom. Attendance by Person The attendance ...

Highlight At- tendance by Person. Enter date range and select “by day” to get the detail attendance infor- mation. Click on the Who tab. And choose which people you want included in the report. In this example I choose groups, and picked several Sun- day School classes. Click to only show active gro...

Double click on a field from the left side column to move it to the Selected column. The report lists how many times a person came each month. The dash means there was no attendance for that month. The number of months attended and # months missing are also included. Note all the actions that can be...

Highlight Atten- dance by Type. Select which type of atten- dance you are interested in. Select group, service or all. Select the specific values based on the type of atten- dance you chose. Click on the Columns tab to select addi- tional data to be included on the report. Double click or drag a fie...

4. Enter the date range for the attendance data you are interested in. 5. Choose which attendance you want to run this for. You may select All and it will list all worship service attendance as well as all group attendance for the date range you entered. You may select Service, and then choose which...

Visitor Report The Visitor report will list all your first time, second time, third time visitors, based on the association of visitor and the attendance data you wish to evaluate. To create the Visitor report, do the following: 1. Expand the Attendance menu. 2. Click on Reports. 3. Highlight Visito...

A Allergy Info entering at check in 57 Association 40 Attendance record 5 B Bar Code badge 6, 43 printing 44 checking in with 59 font 43 key tag 44 roster 44 printing 46 Bar Code Scanner installation 10 Birthday 40 C Campus default for check in 14 Check In 5 into worship service 66 multiple classes ...