The Staff Records function will allow you to keep track of Employee records with up to 22 boxes of detailed information, an independent Note file, and Pictures for each employee. OPENING THE STAFF RECORDS DIALOG To open the Staff Records dialog window click on STAFF in the main ChurchReg menu. The Staff Records dialog window appears as shown in Fig.1 and Fig.2 below. Fig. 1 - Staff Records Dialog Fig. 2 - Staff Picture Display ENTERING INFORMATION To start a new record for an employee, select FILE | NEW from the menu or just click the NEW button at the bottom right. The edit boxes include information for Employee Number, Name and address, Phone, Email, SIN/SSN Number, Birthday, Job Status, Health Card, Driver's License, Emergency, and Miscellaneous fields. CHANGING CHARACTER CASE To quickly change the character case of text you type, select and highlight the text then press CTRL+Q to toggle between upper case, sentence case, and lower case characters. Case change does not work unless the text has been highlighted. Standard Cut, Copy, Paste, Delete, Undo features apply to each of the edit boxes and also to Member Names in the List Box. PRINTING STAFF RECORDS To Print Staff records select FILE | PRINT REPORT or press CTRL+P. The report includes all employees and all data from the 22 edit boxes of each employee. You can choose to use the Default Printer for your system from the File menu. If the Default Printer is not used then the Printer Dialog window appears allowing you to select the Printer you want to use and set it's properties. PHONE NUMBERS To dial a phone number found in any of the edit boxes - left click the edit box that has the phone number then select PHONE from the menu. The Phone Dialer pops up with the phone number inserted as the number to dial. EMAIL To send email using the email address found in one of the edit boxes- left click the edit box that has the email address then select FILE | SEND EMAIL from the menu or press CTRL+E. SEARCHING FOR INFORMATION Use the Search function to locate information on an employee from any of the edit fields. When you click on SEARCH | FIND in the menu, the cursor will jump to the Search box located below the List window. You can also press CTRL+F to go to the Search box. Type in your search text in the Search box followed by pressing ENTER. If found - the text will be highlighted on the screen to signal it's location. To continue a search, press F3 or select SEARCH | FIND NEXT from the menu. When the search reaches the end of all records it will continue from the beginning of the records. STAFF PICTURES Each record can display a picture of the employee. First obtain a picture either from a scanned photograph or digital camera. The picture file format must be a bitmap (.bmp) image and the size will automatically be stretched or shrunk to fit the area overlaying the list box at the right side of the window. See Fig.3 below. Fig. 3 - Staff Picture Display Note that whenever you move the mouse pointer over the displayed picture or press ESC the picture will disappear. CHOOSING A PICTURE In the menu click on PICTURE | SELECT PICTURE or press F10. A dialog window opens as shown below in Fig. 4. Fig. 4 - Staff Picture Selection When you click the BROWSE button, a folder opens allowing you to view and select a picture file as shown below in Fig.5 Fig. 5 - Browse Picture Selection After selecting one or more picture file names for the Employee, click on the OPEN button. The StafPics Folder then closes and you are returned to the Picture List window (Fig.3). PICK A DEFAULT PICTURE In the Picture List Window (Fig. 3), move the selection highlight to the picture file name you want to use then press ACCEPT. The current highlight selection becomes the default picture to display. In the future you can return to the Picture List and move the highlight to another selection. If you want to remove a picture filename from the list click the REMOVE button. DISPLAYING THE PICTURE Once you have selected the picture for the employee and you are back in the Staff dialog window - press F9 and the picture will be displayed. You can also select PICTURE | SHOW PICTURE from the menu. Pressing ESC or moving the mouse pointer over the picture will close the picture. STAFF NOTES Besides the 22 edit boxes, you can keep an independent note file for each employee. In the menu click on NOTES and a Note window appears as shown in Fig. 5 below. The Note window overlays all edit boxes. Fig. 5 - Staff Notes The Note window allows up to 32000 characters and when that limit is reached a message will pop up to remind you. You can select and highlight a block of text then press CTRL+Q to toggle between upper case, sentence case, and lower case characters. If the information you need to keep exceeds the 32000 character limit, you can press CTRL+A to select All and then press CTRL+C to copy the entire note record to the Windows Clipboard. After copying, you can then paste the information into your favourite word processing program. Save the records in your word processor program using a filename to identify the notes, for example 0888-20030930, for the employee number and date. After saving, clear the staff notes in ChurchReg by pressing CTRL+A to select ALL and then press DELETE. You then have a clear window to start entering notes over again. PASTING THE DATE AND TIME While typing Notes you can press CTRL+D to paste today's date and time on the current line. CLOSING STAFF NOTE RECORDS After typing your notes for the employee, press ESC and a message appears asking if you want to Save Changes before quitting. Staff Notes are saved in the Staff folder as a standard text (.txt) file using the current record number as a filename (e.g. 00012. txt). There is only one note file allowed for each employee. The only way to keep and ongoing history of Note files for an employee is to cut and paste into your favourite word processor as mentioned earlier or by manually copying and renaming the employee's notefile in the Staff folder (e.g. 00012a.txt, 00012b.txt).