These steps apply to the initial setup of a new database and setting up a new club year in an existing database.


For an initial setup, the process launches automatically after the password change prompt.


For a new club year in an existing database:


Select "Setup new year": tap/click on the Club Year dropdown in the Top Menu Bar. Below the newest club year is the "Setup new year" option (admin users only). Note: NYS can be run on a phone, but we recommend using a PC.


Tip: If only the Club Date shows, tap/click on it to open a separate dialog with the club year dropdown.


Setting up a club year is a multi-step process that includes completing the following details:


1. Select the days your clubs will meet. Check the box next to each day when clubs meet. For clubs that have multiple meeting days, select each day when clubs meet; otherwise, select the single day that all clubs meet.


2. Identify active clubs. Each club in the list will have its own calendar created during the setup process allowing each to have its own set of dates and themes. For an initial setup, the list defaults to all standard Awana groups. For a new year setup, the list defaults to clubs used in the previous year.


Tips:

  • Include an Awana club for leaders who don't work in a specific club, such as the secretary or game director.
  • A Base Club can be used more than once. (i.e. Base Club of Sparks for both Sparks Boys and Sparks Girls)
  • The Club Name does not need to include the Base Club. (i.e. "Challengers" for Truth & Training)
  • The Base Club determines the default books and awards (i.e. "Challengers" would default to T&T books/awards.)


Make any of the following changes as needed {for a demonstration, see this video}:

  • Delete a club that is no longer active: tap/click thebutton next to the Club Name to remove it.
  • Change the name of an existing club: edit the text in the Club Name box.
  • Add a club: tap/click thebutton at the bottom of the list. Select the Base Club from the dropdown list and enter a Club Name.
  • Change the order clubs will appear in dropdown lists throughout the app: drag thebutton next to a club to place it in the preferred location.


3. Select clubs and dates for each meeting day. {For a demonstration, see this video.}


Select the clubs. For a single meeting day, all clubs will be listed and the dropdown selection disabled. For multiple meeting days, tap/click the Clubs dropdown list and check the box next to all clubs that meet on the first day (as indicated in the label the dialog).


Enter the starting and ending dates by typing or selecting the date using the calendar button. All the club dates in the date range will be listed in the Club Dates dropdown at the bottom of the page.


Tips:

  • Dates can be added or deleted after the new year is set up to handle errors or changes as well as add unique dates for one club. During this process, use dates that apply to the majority of clubs.
  • The default date format is mm/dd/yyyy, but can be changed in the User Settings (accessed by the dropdown menu under the Username).


Deselect dates when no clubs will meet. Tap/click the Club Dates dropdown and uncheck the boxes next to dates when no clubs will meet (for example, over Christmas break).


Repeat this step for the other meeting day(s), if needed. The club selections for additional day(s) default to all remaining clubs. If a club meets on multiple days, use the dropdown to select the club that was already used on the previous meeting day. The system will append the day of the week if the same club is used for two different meeting days.


4. Assign clubs to grade/gender combinations.


Select use of Transitional Kindergarten (TK). Check the box to use TK as a grade option (primarily used in CA). Additionally, select if TK should be used as the default grade for 4-year-olds, instead of P2.


Tips:

  • N represents nursery, ages 0 and 1
  • P0 represents Pre-school, age 2, usually Puggles
  • P1 and P2 represent Pre-school, ages 3 and 4, usually Cubbies


Set the cut-off date for age requirements. For grades below kindergarten, a clubber must meet the age requirement by this date. (A clubber who is 4 now but will be 5 by the cut-off date will be assigned to kindergarten.) Grades kindergarten and above are automatically promoted to the next grade.


Tips:

  • This date also applies to new members when the grade assignment is calculated based on the age.
  • An Admin can change this date in the System Settings (accessed by the dropdown menu under the Username).


Setup the Club Assignments. The database uses specific grade/gender combinations to make club assignments. For an initial setup, the list defaults to common Awana assignments. For a new year setup, the list defaults to the settings from the previous year.


Changes can be made to the club assignments as follows {for a demonstration, see this video}:

  • If gender specific clubs are not used: select the club name for each grade. (Assignments apply to both genders.)
  • If gender specific clubs are used: check the box to "Show genders for gender specific club assignments" to set separate club assignments for each gender.
  • Select the Club name from the dropdown list that should be assigned for each grade or grade/gender.


Tip: Be sure there aren't any missing grade/gender assignments that are used in your club. If a club name is <none> or blank, that grade/gender will not be assigned automatically by the database.


5. Select Members to Archive (new year setup only). {For more explanation and a demonstration, see this video} The status for any members selected on this page will be set to archived. An archived person IS still in the database and can be activated again at a later date if needed.


This page lists members who have not attended during the past club year to assist in archiving those who are not likely to return in the new year. Clubbers are listed first, then Leaders, along with status and Club Name.


Select members to archive. Check the box next to each member to archive.


Tips:

  • Check individual boxes to select specific members.
  • Use "Select all" at the top of each list (clubbers and leaders) to quickly check all boxes in a list.
  • Uncheck individual boxes after using "Select all" if only one or two should not be archived.


6. Enter missing Grades (new year setup only). Members without a grade cannot be promoted and given a role for the new year. Any clubbers who are missing a grade are shown. The grade should be set if possible before running the New Year Setup. IMPORTANT: Any clubbers without a grade will be archived.


7. Run Setup. Use the Previous button on any screen to go back and make changes. When all steps are completed:


Tap/click the Run Setup button. The process takes a few seconds to complete. It sets up each of the clubs and their calendars. It will also:

  • promote each clubber to the next Grade. When a clubber completes the last grade in your club, the clubber's status is set to Graduated.
  • assign clubbers to a club based on your settings. If a clubber is promoted to a new base club, the uniform and current handbook fields are cleared. (Leaders remain in the same club with the same role.)
  • clear registration values, permissions, team colors, team names, and leader assignments.
  • set all active and visiting members to inactive.


8. Next Steps. When the setup is complete, the app will switch to Club > Setup > Calendar.


For an initial setup: continue with the instructions for how to Setup a Brand New Database.


For a New Year Setup:

  • Add additional information to the calendar - enter themes or notes and review the quarter designations. (This is also where club dates can be added or deleted if needed.)
  • Review points on Club > Setup > Points. For clubs that did not change from the prior year, the same points are used for the new year. For new or updated clubs, the default points are used and should be reviewed.
  • Set the status in the main filter to include "Inactive" - after a new year setup, all members are inactive until registrations are processed, and members are set to active for the year.