Configuring a Program's Activities List

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The list of activities available for use when recording the attendance of program clients is configured on a program-by-program basis under Services - Group > Activities > using the Configure Activities button on the Group Attendance Data Entry page.

  NOTE: For users with access to the optional Group Schedule Setup functionality this configuration can also be completed from within the Configure Activities feature found there.

To configure the activities list for a specific program by adding, updating, or deleting an activity list record, complete the following steps from the AWARDS Home screen:

    1. Click the Program drop-down arrow in the upper-right corner of the page, and then select the program for which the activities list is to be configured.
    2. Click Charts from the left-hand menu, and then click Services - Group.  The Group Services fly-out menu is displayed.
    3. Click Activities.  The Group Attendance Data Entry page is displayed.

    1. Click Configure Activities.  The Activities Index page is displayed.

  TIP: When working on the index page, records are easily accessible using the following tools and navigation features:

"Show Records" display options - By default the index includes only activities currently designated as "Active."  To expand the display to include all activities instead, click All under "Show Records" in the left-hand menu.  To update the display to include only inactive activities, click Inactive.

Sorting options - By default records in the index are sorted alphabetically by activity name.  Click a column header in the data table to sort the index by a different type of data.  Click the heading again to reverse the sort order.

Navigation options - 10 records are displayed on the page by default.  To access records on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table.  To display 25 or 50 records at a time, click the Show drop-down to the left of the record count, also in the bottom-right corner, and make a selection.

Once you select records on the index, a count of how many total records are selected is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select records on the first page (showing records 1-10 by default) and move to the next page (displaying records 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.

Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list.  To search the contents of the index (including those records not currently displayed on the page), enter a value in the Search field.  The index is automatically updated as you type.  To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.

ReporBuilder access - The Group Activities List ReportBuilder link on the left-hand menu bar provides a shortcut to access the ReportBuilder for this feature.  For instructions on using that ReportBuilder, click here. 

    1. At this time, complete one or more of the following tasks as needed:

   Add a new activity record - To do so, click the add new icon from the action bar above the activities table.  A new data entry page is displayed.  Continue with step 7.

   Update an existing activity record - To do so, click the record to be updated, or click the checkbox to the left of that record and then click the edit icon from the action bar above the activities table.  The data entry page is displayed.  Continue with step 7.

   View or print an existing activity record - To do so, click the checkbox to the left the record to be viewed/printed, and then click the view icon from the action bar above the activities table.  A read-only version of the record is displayed and can be printed as needed using your browser's print option.

   Delete an existing activity record - To do so, click the checkbox(es) to the left of the record(s) to be deleted, and then click the delete icon from the action bar above the activities table.  A confirmation message is displayed.  Click OK to proceed with the deletion.  The selected record(s) are deleted and the updated index is displayed.  The remaining steps do not apply.

  NOTE: The delete option is only available when group schedules have not been set up for the activity in question.

  TIP: To close out an activity record rather than delete it, update the record and set the Status to "Inactive."  Doing so indicates that the activity is no longer in effect, while preserving the history.

   Return to the Activities index - To do so, click the To Index icon from the action bar while working in an activity record to return to the index page.  You can also return to the index page at any time by clicking Activities from the breadcrumbs trail below the AWARDS navigation bar.

    1. On the Activities data entry page, configure the activity by entering or updating values in the following fields/options:

  Activity - In this field, enter the name of the activity.

  Status - To activate or inactivate the activity, click this drop-down arrow and select "Active" or "Inactive," respectively.  When an activity is inactivated, it is no longer available for selection in activities lists, but any data previously entered for it remains in the system.

  Type - Click this drop-down arrow and select the type of activity being worked with.

  NOTE: Those types available for selection when adding a new activity are those set up for this program using the Configure Types component of the Group Schedule Setup feature.

  Group Capacity - Enter the limit on the number of group members to be included in the group, as an integer between 0 and 999.  The value entered here will not restrict more members from being documented in the group within AWARDS.

  Merge with Activity - To merge the information from the activity with that of another activity, click the Merge with Activity drop-down arrow and select the activity to be merged with.  Keep in mind that once merged, the merged activity is no longer available for selection in activities lists and all data entered for that activity will be accessible under the "Merge With Activity" you selected.

    1. Click Save.  The activity record is saved and the updated Activities Index page is displayed.

The group activity configuration process is now complete.