AW Cloud Database - Windows App version 5.5

Club Setup

Club Setup

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Club Setup

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201-clubSetup To setup a new club year, follow the instructions in the New Year Setup section before continuing here. Once the new year is setup, or if adjustments need to be made in the middle of a club year, continue to follow the instructions below. Each section below describes a Club Setup tab.

Club Names, Logos, Dues and Points

This tab provides an overview of the settings for each club. It displays the General club information, such as specific Club Names and Logos; Session Info, such as Starting and Ending Dates; Dues Info, both Weekly and Annual amounts; and Point Values for check-in categories and handbook sections. Edits can be made directly in the grid.


Make sure the correct new Club Year is selected in the main toolbar and in the Club Setup Tab.


The General header band contains the following information:

Club Year - matches the selection in the toolbar (may initially be hidden)
Club Name - Click in the cell to edit it. When the change is saved, all records using the old club name will be updated to the new name.


Keep club names brief so they will be easier to read in the narrow columns of the grids.

Base Club - used to determine default options when assigning books and uniforms
Logo - personalize the logos by copying any image into clipboard memory then pasting it in the image cell or by loading an image file. To activate the image pop-up menu, first click in an image cell, then follow with a right click in the same cell.
Logical Order - numeric value to ensure that club names are sorted in logical order rather than alphabetical. (Most users prefer a logical order of: Puggles, Cubbies, Sparks, T&T, Trek, Journey, instead of: Cubbies, Journey, Puggles, Sparks, Trek, T&T.)
Club Status - most clubs will be active, but in some situations, a club may become inactive mid-year
Room Location - room number or location where the club meets for handbook time.

The Session Info header band includes details from the New Year Setup process. It is displayed as read only and includes: Meeting Day, Starting Date, Ending Date and # of Weeks.

The Dues header band includes the following:

Weekly Dues Amt - default amount applied to dues when the Check-in grid's Dues Paid check box is marked.
Annual Dues Amt - default amount for a new Fee record representing Annual Dues.


A new Annual Dues fee record is created automatically when a clubber's Registration becomes current or when a Dues Paid check box is checked the first time.


If dues are NOT collected, enter “$0.00” for both weekly and annual dues. If dues ARE collected, but there are no weekly dues, hide the Dues header band on the Check-in Module's Attendance grid so it does not cause confusion and take up valuable space.

The Point Values header band handles point setting for the following: Attending Club, Attending Church (or Sunday School), wearing a Uniform, bringing a Bible, bringing a Handbook, paying Weekly Dues, bringing Visitors, giving an Offering, earning a Bonus, two Custom fields, and completion of Required Sections or Extra Credit sections. These values are credited to a member when the various items are marked (in the Check-in module or the Attendance tab or Handbooks tab of the Member record).


Save - saves changes and applies them to the database. Be sure to click this to save changes!!
New Club - for mid-year club additions; opens the New Club dialog:


If you are just preparing to run a New Year Setup and need to create a new club name, do not use this dialog. Instead, add a new row in the club names grid in New Year Setup > Step 1.


Under the Name section, enter the new Club Name and select the appropriate Base Club.

Under the Club Calendar section, choose to:

Copy point values and dates from an existing club, with additional options for including non-club dates and/or include Themes, Notes
Create a new set of dates: enter Starting / Ending dates and dates to be excluded.
Delete Club - Removes the selected club.


A club may only be deleted if no members are assigned to it.

Edit custom Fields - The fields labeled "Custom1" and "Custom2" can be defined specifically for your club for use on the Check-in grid and the Check-in and Progress Report Worksheet. Open the Custom Fields dialog to set the Display Names for these columns.


Keep the display names short since they are used in narrow grid and report columns.


Club Calendars

Use this page to review and edit each club’s calendar for the current club year.


To access a particular club’s calendar, click next to Club Year and then click next to the desired Club Name. Each club has its own calendar for each club year.
Quarter, week, date, meeting day, club date or non-club date - only the Quarter can be edited. Initial Club Session Dates are created by the New Year Setup procedure. To Add or Delete Dates, use the button in the toolbar to open the Club Date Modifications dialog:


Theme/Event - relevant to the specific date. Click in the cell and type the details. If multiple clubs use the same themes, enter the themes for one club (such as the standard "Awana" club), then click Copy Themes on the toolbar to open the Copy Themes dialog:


Choose a club to Copy Themes from; optionally include Theme/Calendar Note; Offering Fund; and/or non-club dates, then choose the club(s) to update the records.


The Copy button is disabled until club names are selected to copy from and copy to.

Offering Fund - indicates the designated use of offerings for the specific date, such as: Missions, Adopt-a-Club, Scholarships, etc. Make the column visible on the Check-in module's Attendance grid and any money entered will be credited to the particular fund designated for the given week.
Note - any additional information

Club Assignments

This tab shows the records the database uses when automatically assigning clubbers to a club based on grade and gender. These are defaults. A club assignment can be changed in the individual's member record.


If a gender or grade has been incorrectly associated to a specific club, click the cell under the Club Name column and select the correct club name from a drop-down menu.

Grade Assignments

Use this page to assign default grades based on a clubber’s age. The grade assignments are the defaults. A clubber's grade can be changed on the member's record.


Reference Month / Day - serves as the “cutoff point” for each grade division. The member must be the age specified in the grid by the reference month/day to be assigned to the listed grade.
Grade - default grade assignment for a clubber with the specified age.