AWdb Support

The Admin Module provides access to additional functionality for the database. To show it, select Admin in the Left Side Navigation.  (This module will only be shown for those with administrator permission.) 

There are currently 3 pages within this module:

Attendance Import – upload a CSV file and map columns to attendance fields to import attendance data from a church-wide database. Follow the steps:

1. Upload a CSV File - tap/click the button and navigate to the CSV file to upload
2. Map CSV Columns to Identify Members - person matching may use any of the following:

• Person ID (AWdb's unique identifier)
• External ID (identifier from another database, must be set in AWdb's Member External ID field)
• First Name (or Preferred Name), Last Name, and Birth Date

The Session date is optional. The currently selected club date will be used if not mapped.

3. Map CSV Checkin Columns - select which AWdb fields should be updated from the CSV data.

• Values of 1, true, t, yes, or y (ignoring case) will mark the item as checked.
• All other values will have no effect so that manually entered data is not changed.
• Marking any checkin item as checked will also mark the attendance as checked.
• Attendance awards will be evaluated and created for those meeting the criteria with an earned data of the last club date of the term

4. Review Mappings and Submit - the Field Mappings are shown. When ready, tap/click the Submit button.

A log will be shown with the results of the import.

Awards – provides access to criteria for triggering awards.

Attendance Awards - lists the selected club's attendance award criteria for both Club Attendance and Church Attendance, including in use status, designated term, Absences allowed per term and the Award Item. Select a Club Name at the top and then use the Edit buttonto change details for the attendance award criteria. These settings determine when attendance awards are created as club and church attendance are marked on Members > Check-in.

Cumulative Book Awards - determines the award given when a book is completed based on the total number of completed books. These are set based on the standard Awana award system and generally do not need to be changed other than the Effective Date and Expiration Date to handle differences from club to club in timing when switching to new awards. Select the Club Name at the top and then select the number of Books Completed on the left. The award information is shown on the right.

Use the Add button to create a new award, the Edit buttonto change details, or the Delete buttonto remove an award. (Note: historical awards should not be deleted. Instead set the Expiration Date to discontinue the trigger.) Each award record includes the following:

• Effective Date - the date to start triggering this award
• Expiration Date - the date to stop triggering this award
• Item Info - the award to trigger. The selection list defaults to awards in use for the relevant base club. Use thebutton to change the list of award choices.

Journey Pin Awards - determines the triggering of Journey specific awards based on a count of years with completion of all requirements. Select the number of Journey Years on the left. The award information is shown on the right.

Note: completion requirements include the Bible Readings and Service and Training requirements. For newer Journey books, these are all tracked in the handbook, but for older books, these may have been tracked separately and can be evaluated by the database. 

Use the Add button to create a new award, the Edit buttonto change details, or the Delete buttonto remove an award.  (Note: historical awards should not be deleted. Instead set the Expiration Date to discontinue the trigger.) Each award record includes the following:

• Years Meeting Requirements - number of years in Journey
• Effective Date - the date to start triggering this award
• Expiration Date - the date to stop triggering this award
• Award 1 and Award 2 Item Info - the award/s to trigger. The selection list defaults to awards in use for Journey. Use thebutton to change the list of award choices.

Leadership Service Awards - shows the attendance criteria for leaders to earn a full service year credit and the service pin. This requirement is evaluated each time club attendance is marked on Members > Check-in. If the leader meets the requirement, the Leader Service record for the current club year is updated to indicate the service counts for 1 year of service and the leader qualifies for the Service Pin Award. 

Curriculum - provides the ability to manage details of each handbook, including general Book Info, details for Sections in the book, and award triggers for Section Group Awards, Accumulated Section Awards, and Book Awards. For additional details, see the Admin > Curriculum article.

Gather Emails – provides the ability to Gather Emails or Email-to-Text Phone Numbers. The results are returned and a button provided to copy the results to a clipboard. The results can then be pasted into the Bcc field of an email client. Set the Filters to determine the selection criteria and choose the Email Options to include. For additional details, see this FAQ.

Lookups – provides management of dropdown lists throughout the app. Select a Category in the main list. All of the related records are shown in the Details pane. Use the Add button to create a new record, the Edit buttonto change details about a record, like the in-use status, and the Delete buttonto remove a record.

NOTES: 

• Some tables are locked and do not allow adding or deleting any records. When a table is locked, the add and delete buttons will not be shown.
• Some records are locked and do not allow editing. Locked records will show a lock icon in the 'Locked' column. These records cannot be edited.
• If a record is used in the database, it cannot be deleted. If it is no longer needed, in most cases it can be set to not in use.

Lookup categories include:

Base Clubs - locked table, some locked records. Unlocked records allow editing of the Status.

Cell Phone Carriers - 

Church Names - 

City, State, Zip - 

Colors - existing colors cannot be deleted but may be set to not in use. New colors may be added and deleted.

Communication Types - 

Languages - 

Leadership Training - records marked as 'Auto Add to New Leader' will be added for all new leaders and to an existing leader, if needed, when the leader role is set to active.

Locations - 

Positions - 

Relationships -

School Names - 

Section Groups -

States - 

Team Names - 

Titles -