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  The tracking module

The idea of the tracking module

One tracking is used to keep track of one serie of events like meetings of a small group, children's service or a church course. It is defined by a series of dates and a group of people attending. Each person's attendance on each date may be tracked and then exported in an excel or pdf file. An empty pdf file may also be exported beforehand to track the attending people manually.

Permissions

There are for different access levels:

  • 1: View trackings
  • 2: Enter data
  • 3: Edit trackings
  • 4: Add and delete trackings

Add a new tracking

Add a new tracking for every course, small group or series of events you want to track the attendance for. It is not necessary to create new trackings every semester or year, but you can use the filtering function for trackings to show and export only a certain time range.

Define the trackings with the following settings:

  • Tracking: group: You may group trackings together which makes it easier to find them. Just select an existing group or enter the name of the new one.
  • Name: The name of the tracking as it appears in kOOL and in the export.
  • Tracking mode: The simple mode will show you a checkbox. If it is ticked a person was present otherwise not. The mode "Free value" lets you enter not only yes or no but any value. This may be a number or a text. The third mode "Value by type" allows you to define a number of types. For each person and date you may then enter a value for any of the given types.
  • Use people from: Select the filter presets, the small groups and / or the groups from which the persons for the tracking shall be chosen.
  • Label for tracking value: If you select "Free value" as the tracking mode you may enter a short description to be display above the input field.
  • Define types, one per line (for mode Value by type): Enter the different types that should be available, each on a new line.
  • Select an eventgroup: If you're tracking the events of an event group this is the easiest way to define the dates for a tracking. All the events of the specified event group will be used.
  • Select single dates: Select any number of dates by using the calendar flyout.
  • Select weekdays: Select the days of the week you tracking should be available. The dates will then be computed indefinitaly into the past and the future.
  • Description (will show in export): Set a description text which will show in the exported tracking list. This can contain an explanation on how to fill in the fields etc.
  • Allow more than one entry a day of any given type? Only for tracking mode "Value by type". If this is ticked you are allowed to enter several values for each type. If not, the entered values for the given type will be added up.

When to use which tracking mode?

  • Simple (yes/no): Use this mode to track a person's presence in a course, small group, event etc. The person has either been there or not. The sum for each person will be the number of date he was present.
  • Free value: If you want to track hours of work somebody has done by date you might want to use this and enter the hours as a number. Of if you want to track the attendance not only by yes/no but e.g. by Present, Not present, Sick, Unknown, you can use this mode to enter the given code. If the entered values are numeric as in the first example with the working hours, the values will be added to build the sums. If they are not numeric they will be added and the different values will be listed for the sums.
  • Free value (non-numeric): Same as Free value but all entered values will be treated non-numerically. This may be used to enter numbers to define events without these numbers beeing summed.
  • Value by type: With the other two options it is only possible to store one value for each person on a given date. Whith this option "Value by type" you may enter a value for each type. You might use this to track the participation of the persons in different kinds of work, e.g. 2h of driving, 1.5h of cleaning etc. The sums will only show the total number without the types.
  • Checkboxes by type: This mode is similar to the above but instead of being able to enter nummeric values for each type you just see a checkbox for each type.

Add new tracking for existing small group or group

If you want to add a new tracking for an existing small group you can do so with one click. When you display all your small groups you will find an icon for each small group to add a new tracking. If there already is a tracking associated with a given small group, a different icon will let you open this tracking immediately.

The same goes for groups in the group module.

The list of available trackings

The list of trackings shows all available trackings. You may use the submenu "Tracking groups" to only show trackings of the selected groups. The special group "- no group -" allows you to show or hide all trackings not assigned to a group.

Trackings can be hidden. In the submenu 'Trackings' you can set an option to list or hide hidden trackings. 

The trackings may be edited or deleted. Beware that deleting a tracking will also delete all entered tracking data. If you want to keep the tracking for past events the make them hidden or create a tracking group "archive" and assign these old trackings to this group. This way you can hide them by unticking the archive group in the "Tracking group" submenu and only show them if needed.

Enter tracking

You may start entering tracking data by either clicking on a tracking's name in the list of trackings or select one in the submenu "Trackings". This will show you a table with all the attending people as rows and all dates as columns.

For trackings in simple mode you will just see a checkbox for each date for each person. By ticking or unticking on you will change this person's attendance which will be saved immediately (the green tick icon will confirm it has been saved). If your tracking uses "Free value" you will see an input field and the specified label. After entering a value you may save it by clicking the disk icon or hitting the enter key (the saving will be confirmed by the green tick icon). The fastest way to get to the next input field is to use the tab key.

The last column will show the sum of all shown dates for each person. In the same way the last row will show the sums for each date.

Set default values

If you set default values for a given tracking, these values will be set for any new person newly assigned to this tracking.

Set values for all people

If you want to change the values for all assigned addresses for a given tracking, you can use the input fields in the grey row at the top. Either set a value for all entries or unset it using the red cross icon.

Navigating in time

Each user may set the number of dates shown while entering tracking data in the settings or just increase or decrease this number by clicking the plus and minus icons. By default the tracking dates will start today but you may use the blue arrow icons to browse through the available dates. You may also click on any date in the column header to set this as the new starting date.

With the filter submenu you may select a start and stop date which will limit the visible dates. This is also handy to set the dates to be used in an export (see below). You may also save date filters as presets. Entries during the saved period can then be shown as column in the people module.

Exporting tracking data

When you have selected a tracking for entering you will find the "Export" submenu which will let you create an Excel or PDF file for this tracking. You may select the dates to show up in the exported file with one of the options

  • Currently visible: This will only export the currently visible dates.
  • From filter: This will export all dates between the start and stop dates set in the filter submenu.
  • All: This will export all dates set for this tracking (not available for date mode "continuous by weekdays").

You may also select the columns to be shown for each person. The default mode "Only names" will only output first and last name of each person. But by selecting a column preset from the people module you are able to have any column displayed together with this person's tracking data.

"Layout": Select Portrait or Landscape for the exported trackings.

"Add empty rows" allows you to add the given number of empty rows in the export. This can be usefull when manually entering trackings on paper. The option 'autofill' just fills the last page with empty rows but adds no additional pages.

The option "Combine families" will add up all tracking data for each family and display this information in a single row. The different values will be separated by parents' and children's entries, marked as "p" and "c".

The last column usually show the sum of the selected dates. The option "Show sums" allows you to show or hide this column.

Export multiple trackings at once

From the list view of the trackings you may select several trackings to be exported at once. Each tracking will be exported into an Excel or PDF file and all the files will be packed in a zip file which you can download. The export options are the same as above. But for continuous trackings the option "all events" will export all events between the first and last entry for the given tracking.

Tracking settings

The module settings for the tracking module contain the following options:

Settings for current user

  • List: Number of trackings per page: How many trackings to show on one page. This number may also be changed with the plus and minus buttons in the list of trackings.
  • Number of tracking events per page: How many dates shown on one page. This number may also be changed with the plus and minus buttons while entering trackings.
  • Order people by: Set the ordering of the people in the tracking list.
  • Show data of former members: Set this option to yes to have data displayed of people not currently assigned to the given group, small group or filter.
  • Format for dates: defines how the date is to be displayed
  • Show these address columns when entering tracking data: Presets from the people module can be selected here

Global settings

  • Include group roles into group selection: When using a group as source of your addresses you may set this option to yes to be able to also set the role to be used to retrieve the people.
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