Each tape must belong to a group. It is advisable to create groups to mirror the event groups at which the recordings will be made. This makes it easier to find the recording of an event and it will be easier to recognise the correct group for the tapes within kOOL. More about this below.

If groups are not judged to be necessary, simply create a group with the name "Tapes" (for example). Then all tapes can be stored in this group.

Tapes may also be grouped into series. This allows the entries to be grouped with a simple filter, or to print additional text on the tape label. A tape may be a part of a series, but it does not have to be.

A new series can be created using either the series submenu, or when creating a new tape it can be created by typing the name in the "or New Series" field. To remove a tape from a series, select the blank entry from the series drop down list.

Use the "Add entry" option of the "Tapes/CDs" submenu to add a new tape. The series and speaker may be selected from the drop down list. The series list contains all series which have been defined so far. The speaker list contains all speakers who have been assigned so far. If a new series is to be created, or a new speaker registered, the name may be entered into the text field under "or new (if not listed yet):". The way the fields for titles and subtitles are used, or whether they are left blank will depend on the print layout of the labels.

If an event already exists in the database, and a new tape entry is to be created, there is a simpler way of creating it than to type in the speaker and title again.

First the Tape/CD module must be enabled for the appropriate event group. To do this, edit the event group in the event module and set the tick box labelled "Tapes/CDs"

Now the settings can be defined in the tape module, like the window of days to be searched for events (More on this below). Once these settings have been applied, the events are listed which are applicable for a new tape. If the tape group has the same name as the event group, the fields are populated as follows: Title is taken from the event comment, and speaker is taken from the rota. The series is guessed from the title. Click on the appropriate line to populate the data from that row in the appropriate fields in the new tape form. Changes may be made to these fields as necessary before saving the new entry using the "Save" button.

The filter submenu allows the tapes to be filtered by different fields. This helps the user to find the particular tape or tapes they are looking for as follows:

• Group:Select a group from the list to show only tapes belonging to that group in the list. A group filter is set in the screenshot to show only tapes from the "Sunday Sermons" group.
• Series:Similarly to the group filter, this only shows tapes which belong to the selected series.
• Title: The title field is searched for the text entered into this field. In the screen shot a filter is active for the text "faith". This filter can be replaced by another by supplying a new search word. To remove the filter, click OK when the title search field is empty.
• Subtitle: This filter works in the same way as the title filter.
• Speaker: The speaker filter works in the same way as the group filter.

To remove all the filters, click on "clear all filters". Now all the tapes are shown again. Several filters may be applied at once, as in the example shown in the screenshot. These are linked by the AND function. So in the example tapes are only shown if they are in the "sunday sermons" group and the title contains the text "faith".

Individual tapes can be added to the printing list from the list view. The small text field at the left hand side of each row allows the user to select how many tapes are to be printed. Clicking anywhere on the row with the left mouse button will increase this number by one. Similarly, a click with the right mouse button on the row will decrease the number by one. Alternatively the number may be entered directly by typing it into the field. To increase the number for all rows on the screen, click on the tick box in the header.

Use the "Print" button at the bottom of the list to add the appropriate number of each tape in the list to the printing list. These tapes appear in the print submenu. A selected entry may be removed using the "delete" button, or the whole list may be cleared using the "delete all" button.

Once all the tapes to be printed have been added to the print list, the layout and the first label need to be selected. The starting label is a number counting left to right and top to bottom.

Clicking on "Print" in the print submenu creates a PDF file which may be downloaded by the browser. This can be printed on to adhesive labels using a printer. To make this printing happen immediately a small script may be used to open the Acrobat reader in print mode. This should contain the following line:

"c:\Programm Files\Adobe\Acrobat\Acrobat.exe" /t "%s" "PRINTERNAME"

This batch file can be set as the standard application to open all pdf documents.