What is a worksheet?


A worksheet is a visual tool to organize club members into groups. It can be especially useful for making assignments for Team Color, Team Name, Location, or Leader. It also provides ad-hoc reporting capability.


How does it work?

  • A Worksheet is initially populated with current data for selected members. The worksheet displays members in boxes representing various groupings. This can be used to see how many members are in a group as well as easily move members into groups using drag-and-drop or a pop-up menu.
  • Changes are initially made to a Draft copy of the data. The live data is not updated as changes are made to the worksheet. A label at the top indicates 'Draft' when changes have been made and the worksheet no longer matches the live data. Use the Discard Changes buttonCancel changesto cancel any changes to the initial draft. Use the Save Draft buttonSave changesto keep changes to the draft. Once a draft is saved, the worksheet will not be updated based on the current data from the database but will use the saved draft data instead. Use the Clear Draft buttonto remove a saved draft and revert to the current member data.
  • To update the live database with the changes to the worksheet, use the Apply Draft button. Once changes are applied, the worksheet data again matches the live data so the draft label will not be shown.


How is a worksheet organized?


A Worksheet is generally divided into groupings to facilitate making assignments.

  • Pages organize members into broad categories based on a selected field. This is comparable to a report's "Group By" selection for the First Group. Example: with Club Name selected for Page, each club has its own Page within the Worksheet. Note: Use <None> to skip this division and include everyone on one Page.
  • Sections organize members on a Page into smaller categories based on a selected field. This is comparable to a report's "Group By" selection for the Second Group. Example: with Grade selected for Section, each grade has its own Section on the Page. The Sparks Page would have 3 Sections: K, 1 and 2. Note: Use <None> to skip this division and include everyone in one Section on the Page.
  • Groups are the smallest sub-divisions and are generally used for the field to be assigned. Each Group within a Section is shown as a box listing the members in the group. Leaders are listed at the top followed by clubbers. Each Section may have multiple Groups. Example: with Team Color selected for Group, the K Section of the Sparks Page might have Team Colors of Red, Blue, Green, and Yellow. The 1 Section could have the same or different Team Colors. Members can then be moved between the various Team Color groups within the relevant grade.
  • Member Data 1 (and 2) are used to show fields not included as division selections that may be helpful when making assignments. Example: with Gender selected for Member Data 1, it's easy to see how many males and females are in each Team Color group. If colors are not unique based on grade, instead of using grade for the Section, it could be shown as Member Data for reference to balance grades across a team.


What are the selection options for the worksheet fields?


Page, Section, and Group selections include the following:

  • Club Name - from a member's role (based on grade for clubbers). Members cannot be moved to a Section or Group in the worksheet that is different from their assigned club.
  • Gender - from a member's personal information. Members cannot be moved to a Section or Group in the worksheet for a different gender.
  • Grade - from a member's role (clubbers only). Clubbers cannot be moved to a Section or Group in the worksheet for a different grade. Leaders do not have a grade but can be added to a grade-based group with clubbers. The 'worksheet grade' will be stored for the leader for use within the worksheets.
  • Location* - from a member's role. Clubbers and leaders can be moved to a Section or Group in the worksheet that represents a Location (generally a room designation).
  • Team Color* - from a member's role. Team Color uses pre-determined color names. Clubbers and leaders can be moved to a Section or Group in the worksheet that represents a Team Color. 
  • Team Name* - from a member's role. Team Name uses customized names. Clubbers and leaders can be moved to a Section or Group in the worksheet that represents a Team Name.


Member Data selections include all of the above fields, plus:

  • Leader* - from a clubber's role. Leader assignments are handled differently than assignments for other role fields. See additional details below.


*Live data is updated for each member in the worksheet when Apply Draft is used. The role is updated as well as the weekly (session) records from the current club data forward (to preserve historical data for mid-year changes).


Tips:

  • Any combination of division selections may be used. Some combinations won't allow changes but may be helpful for 'ad-hoc' reporting.
  • Buttons are provided to Add new Groups or new Sections to a Page. Only groups with members will initially be shown. These buttons can be used to add an existing group that isn't currently shown or used to create a brand-new group such as a new Team Name or new Location.
  • Use the pop-up menu to remove a Section or Group that is no longer needed. 
  • Members can generally be moved into different Groups - within a Section or between Sections - to make new assignments. There are limitations for specific fields as noted above. An entire group may be moved into a different section.


How do the Filter Settings work?


Once the Page, Section, and Group selections are made, the data for the Worksheet can be further refined using the Filter Settings.

  • Status - from a member's role. Select which statuses to include in the worksheet. Inactive members are shown on the worksheet with aVisitor or Prospect statuses are shown in italics.
  • Role Type - from a member's role. Leaders are displayed in bold and listed together above the clubbers.
  • Page Filter - when a Page selection is made (like Club Name), this filter includes all valid options for the selection (like Sparks, T&T Girls, T&T Boys, etc.) To limit the Pages in the Worksheet, check the box next to the ones to include.
  • Section Filter - when a Section selection is made (like Grade), this filter includes all valid options for the selection (like K, 1, 2, etc.). To limit the Sections on the Page, check the box next to the ones to include.
  • Group Filter - for the Group selection (like Team Color), this filter includes all valid options for the selection. To limit which Groups are shown as options, check the box next to the ones to include. This can be used to eliminate unneeded options from the selection list (for example, if only a few colors are used).


Tips:

  • It is recommended to always include the 'Unassigned' selection in the filters to see members that don't have an assignment to a particular grouping.
  • The Filter Settings cannot be changed after the worksheet is created.
  • Be careful not to make the filter too restrictive and so miss important data on the worksheet.


How are leader assignments handled?


When working with leader assignments, select "Leader" for one of the Member Data fields. This will show the leader assignment for each clubber so it can be reviewed and will update to reflect changes.


Leader assignments can be done in two different ways:

  1. Auto - assign leaders. When a primary leader is designated for a group (from the pop-up menu), that leader will automatically be assigned to all clubbers within the group. The "auto-assign leaders" option must be selected on the worksheet dialog when creating a new worksheet. Important: This should only be selected for one worksheet to avoid multiple changes to leader assignments from different worksheets!
  2. Manually assign leaders. When the "auto-assign leaders" option is not selected, leaders may still be added to a group (and one designated as primary), but that leader will not automatically be assigned to all of the clubbers in the group. A leader can manually be assigned to a specific clubber (or clubbers) using the pop-up menu. This means that leaders can be assigned to clubbers for one purpose (like handbook time) while still having other leaders associated with a group of clubbers for another purpose (Team Color for game time).


What other features are included?

  • Order by Last Name - The default sort for members is by first name. Select this option on the worksheet dialog to sort by last name. Member names will be displayed as last name, first name.
  • Notes - A worksheet note can be added to any member using the pop-up menu. Check the box on the worksheet dialog to show the notes. These notes are not added to a member's record in the database. The note is only used within the worksheet. This can be helpful to see specific requests for an assignment or relevant restrictions that need to be followed. While working with drafts, a member can have a different note on different worksheets. When the draft is applied to the database, the worksheet note is saved for the member. Saving a second worksheet with a note will replace any prior saved worksheet notes.
  • Multi-select - Quickly apply an action to more than one member. This can be used with drag-and-drop or the pop-up menu options.
  • Colors and Order - Each Group can have a background color and is sorted by a logical order. Some colors and logical orders are predefined or set during New Year's Setup. Colors and Logical Order for Team Names and Location can be set for use within the Worksheet. These options are included when adding a new Team Name or Location. To make changes to existing items, right click and choose "Edit Section/Group".
  • Maximum group size - Set a maximum number of members on the Edit Section/Group dialog. The display for the group will change from "(x)" indicating the number of members in the group to "(x of y)" indicating the number of members of the allowed max. No members can be added once the max has been reached.


Can I get help with this?


Yes. Worksheets are very powerful and their use will be highly customized based on the specific organization of each Awana club. With so many ways to organize a worksheet, it may be challenging to find the exact combination of settings to accomplish a specific task. This article is designed to provide an overview but can't cover every possible scenario and use. Please contact us if you need help getting a worksheet set up. With specific details about your club and what you need to do, we can make suggestions for how to set up the worksheets that will stream-line your assignments or get the ad-hoc report details you need.