Attendance> Individuals Tab

The "Individuals" tab is where you can change characteristics for each individual known to the attendance roll. Visitors attending any event are added automatically.

Tab Columns

1. Dropdown Script Menu- Clicking on the carat will list a selection of script actions to execute (see below).

2. Indiv Omit- When checked the individual will be omitted in preparing all attendance checklists.

3. Name (Last, First)- Individual's names known to the spreadsheet. Names should be in "Lastname, Firstname" format with a space following the comma. If a person's last name is not known, the convention is to use the tilde (~) character for their last name. Any additional information such as a relationship to another person should be entered after the first name in parenthesis - an example would be "(Amy's cousin)".

4. Family Tie#- This column serves as a means to distinguish among families sharing the same last name.

5. Family Order- This column defines the order in which individuals will be listed within a family group.

6. Is Child- Checked if the individual is a child of an age that would attend Adventure Village..

7. Is Adult Ed Reg- Checked if the individual regularly attends adult education events.

8. Is Youth- Checked if the individual is a youth member.

9. Do not Query- If checked, the individual's name will not appear in certain query results.

10. Is Visitor- Checked if the individual is a visitor.

11. Info/Error- Messages relating to the individual.

12. Personal Message- This is optional text that appears on an attendance checklist when an individual is marked present. If the message were "Ask about her mother's visit", the person recording attendance would have an opportunity to be more engaging with attendees.

13. Not in Group- This flag will helps the administrator manage the folks who typically sit or arrive together on Group tab. If you notice an individual who is not in a group, but should be, you will know to make changes on the Group tab.

14. Last Attended- Displays the date that the individual last attended an event. If a person has not attended an event in a while you might consider flagging them to be ommited (see 2 above).

Dropdown Script Menu Options

1. Sort Individuals- Sorts the list of individuals in ascending alphabetical order. Folks with tilde for a last name indicating that their last name is not known will appear at the end of the list.

2. Change a Person's Name- You will first be prompted for the person's name to be changed and then the new name to be used. You will then be asked to confirm the name change. This is useful if at some point you learn the last name of an individual with tilde for a last name. You would enter "~, Joe" on the first prompt and "Blow, Joe" on the second prompt. A good practice would be copy the name of the existing person in the list and paste it into the first prompt. You can also paste it into the new name and make the necessary changes.

3. Merge Persons- On occasion, a person may appear twice in the list because they may have been recorded at an event with a different spelling. For instance, if you know that "Smith, Jackie" and "Smith, Jaqueline" are the same person and she is best known as Jackie, you would merge Jaqueline into Jackie. You will be prompted for the "merge from name" ("Smith, Jaqueline") and the "merge into" name ("Smith, Jackie").   You will then be asked to confirm the merging action.

4. Fix Y/N Check Boxes- The checkboxes are nice way of representing the values "Y" or "N".  If "Y" or "N" is inadvertently typed in a cell with a checkbox, the checkbox disappears. This menu option will fix all occurrences of checkboxes in this spreadsheet and the checklist spreadsheet.