Page 1 of 5 7/8/2010 5:16 PM Family Promise Hosting Schedule for (no Host Site Name given) Task Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday 04-Jul 05-Jul 06-Jul 07-Jul 08-Jul 09-Jul 10-Jul 11-Jul Set-Up 1 2 Social Host 1 2 3 4 Dinner Prep. 1 2 3 Overnight Host 1 2 Breakfast Prep. 1 Pack & Xport 1 2 Laundry 1 Page 2 of 5 7/8/2010 5:16 PM Family Promise Hosting Schedule for (no Host Site Name given) Task Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday 04-Jul 05-Jul 06-Jul 07-Jul 08-Jul 09-Jul 10-Jul 11-Jul Directions: First time user: Scroll down to read the Introduction paragraphs near the end of these Directions; then, continue on the following line at Start Here. You can print this worksheet if you would like to have a copy of these Directions handy for reference. Start Here: Click on the large green Click Here to Begin button at the top of this worksheet and make one of the following selections in the pop-up boxes. "Begin a new schedule . . ." will erase any existing data in all of the worksheets in this workbook and prepare for a new schedule. "Continue with the existing schedule . . ." will leave everything as it is, and prepare for continuing. Note that you CANNOT just resume a previous session without going through this process first! "Cancel" will dismiss the box and do nothing. With either of the first two options, you will be asked for an Excel Workbook containing a list of potential Volunteers (the "Volunteer List"); and you will be asked to choose your Host Site and Host Week from drop-down menus. When you make these selections, the dates in the calendar above will be filled in, and the Volunteer List will be filtered to show only the people who are registered as part of that host group. Select a Task Each Position of each Task has 3 lines, and these 3 lines in each Day column are referred to as a "Task / Day Slot". Nominally, one Volunteer must be found and First: assigned to each Task / Day Slot (although each Congregation's situation may differ in the manner Tasks are organized and the number of people needed). On this worksheet, pick a Task / Day Slot to fill by Selecting any cell in that Slot. Then click on the large green button on the top of this worksheet. You will be taken to the Volunteer List worksheet, and given the opportunity to pick a Volunteer for the selected Task / Day. Then Select a On the Volunteer List worksheet, pick a Volunteer by Selecting the row, or any cell in the row, of the person you want to assign to that Task. The large green Volunteer for button on the top of that worksheet gives you the directions, and reminds you which Task and Day you are trying to staff. When you are taken to the Volunteer List that Task: worksheet by the previous step, it will have been filtered to show only those persons who have registered with your Host Congregation, and whatever interest they have expressed for that particular Task on that Day of the week. You may elect to see expressed interest for all days by clicking on the Show All Days button at the top of the worksheet, and for all Volunteers for your Host Site by clicking on the Show All Rows for THIS Host Site button just below it. The Show ALL Rows button will show all volunteers for all sites in the list. When any of these buttons are missing, it means that all of what that button controls is visible. When you have Selected a Volunteer, click on the large green button to have the name, phone number and E-mail address of that person pasted into that Task / Day Slot on the Schedule worksheet. When you assign a Volunteer in this manner, the background color of the row containing that person's name on the Volunteer List will be color-shaded to let you know you have assigned that person to a Task, so that you don't accidentally assign a person to more than one Task. If you want to return to the Schedule worksheet without assigning anyone to the Task, click on the Return to Schedule button in the upper left corner of the Volunteer List worksheet. If you go to the Volunteer List without first identifying which Task / Day slot you are trying to fill, you will get a red-colored button informing you to Select the Task / Day slot first. However, you can still browse the list to get an idea of what volunteer interest exists for any day or task. Volunteer List When the Volunteer List worksheet is opened, an attempt is made to "Freeze the Panes" so that rows 1 & 2 will always be visible during vertical scrolling, and Worksheet columns A through the column containing the volunteers' last names will always be visible during horizontal scrolling. This may fail, leaving you with one or more doesn't scroll at of the left-most columns "permanently" off the screen, and/or more or less than the first two rows "permanently" visible or invisible. This can occur if your window all or doesn't size is too small to contain all of the desired frozen rows and columns at your default zoom factor. To fix this situation, UNFREEZE PANES using the appropriate menu command for your version of Excel (on older versions the WINDOW drop-down menu contains the FREEZE / UNFREEZE PANES command). Then re- scroll correctly? FREEZE PANES as it best suits your situation, after adjusting window size and/or zoom settings. Note that the workbook will still function without the panes being frozen, but the buttons in row 1 and/or the volunteers' names will scroll off the visible screen as you scroll down and/or right. If you want or need to fill-in a Task / Day Slot manually, do so and then click the Volunteer Needs to be Notified button if you want that to be done. Page 3 of 5 7/8/2010 5:16 PM Family Promise Hosting Schedule for (no Host Site Name given) Task Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday 04-Jul 05-Jul 06-Jul 07-Jul 08-Jul 09-Jul 10-Jul 11-Jul Manual Entries: If you want or need to fill-in a Task / Day Slot manually, do so and then click the Volunteer Needs to be Notified button if you want that to be done. Editing Data: You can modify or add anything you want to a Volunteer Name, Phone or E-mail cell. For example, if the Volunteer is bringing two children to assist as Social Hosts, then add something like "+ 2 children" to the end of the name. Copy / Paste: You may COPY and PASTE VALUES on this worksheet, but do not move or slide data, as that could mess up things seriously enough that it will no longer function properly! If you PASTE without limiting the PASTE to VALUES only, you may alter the formatting of the cells in this worksheet. That won't prevent it from working, but it might not look consistent thereafter. If you PASTE VALUES into a Task / Slot which had not previously been filled, then click on the Volunteer Needs to be Notified button if appropriate. Delete / Clear: You may delete (actually CLEAR) any Volunteer data in this worksheet with the conventional Excel methods. However, if you plan to fill that slot with a different Volunteer, it's better to either manually enter the new information over the old, use the Remove Volunteer from Selected Task button, or use the large green button at the top left to let the workbook help you with the new selection. Can't finish? You don't have to finish the schedule in one sitting. Just SAVE the workbook as you would any Excel workbook. When you want to resume later, begin, as usual, with the large green Click Here to Begin button, and then click on the Continue with the existing schedule . . . button in the resulting pop-up window. Error Messages: If you get an Error or other mysterious Excel message, dismiss the error box with the End button; and then try clicking on the red Click Here to Reset button at the top left of this worksheet to recover. Choose Continue with the existing schedule . . . when that option is presented if that is your desire. If all else fails, SAVE and CLOSE the workbook, and then re-open it. Notifying The Send E-mail Notification Messages button (on the row of buttons below the schedule) will scan this worksheet and generate an appropriate E-mail message Volunteers: to be sent to each Volunteer, notifying them of their assignment and asking them to confirm their willingness to perform that Task on that Date. The process uses the background color of the cells in order to determine who needs to be notified, and it does this by looking for a background color which is the same as the background color of the Volunteer Needs to be Notified button. As each message is generated and passed on to your E-mail client, the background color for that Task / Date is changed to the background color of the Volunteer Has Been Notified button. When you receive confirmation from each volunteer, you can keep track of this by clicking on the Volunteer Has Confirmed button, which will change the background color to the background color of this button. You can control the color indicators yourself with the four buttons on the upper right corner. Select any cell in the Task / Day Slot that you want to change, and then click the appropriate button. Note that if the E-mail address line is blank, no E-mail can be sent and the color code will remain unchanged to indicate this. Editing the You can compose and edit the template for the Notification message by clicking on the Edit E-mail Notification Message button. Further directions are on the Notification resulting pop-up editing box. Message: Hiding Personal Volunteers may not appreciate personal information such as phone numbers and E-mail addresses being shared with others without their consent, so if you want Data: to print and distribute this worksheet, use the Hide Personal Data button at the bottom of the Schedule to hide the phone and E-mail information. To restore the information to view, click on the Unhide Personal Information button. Customizing You can change any of the special background color indicators by changing the background color of the corresponding control button. To do this: Colors: (1) Unprotect this worksheet using the usual Excel menu commands for your version of Excel. (2) Right click on the control button whose color you want to change, and then select "Format Object" from the drop-down menu. (3) click on the "Patterns" tab, and then select the desired color. Be careful to select a color which will offer appropriate contrast to the font color of the rest of the worksheet, and don't make any other changes while the sheet is unprotected! (4) Select a cell in some Task / Day Slot and use the upper right buttons to toggle the background color. This will re-protect the worksheet. (Please note: the various versions of Excel have different terminology and menus, so if you don't find the above words exactly, look for something similar, or use your version's Help assistant for specific directions on how to change background colors of Objects.) On some screen resolutions and zoom settings, the text in the buttons on this page may not fit well. To fix this, Unprotect this worksheet using the usual menu Page 4 of 5 7/8/2010 5:16 PM Family Promise Hosting Schedule for (no Host Site Name given) Task Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday 04-Jul 05-Jul 06-Jul 07-Jul 08-Jul 09-Jul 10-Jul 11-Jul Text in Buttons On some screen resolutions and zoom settings, the text in the buttons on this page may not fit well. To fix this, Unprotect this worksheet using the usual menu is too big to fit: commands for your version of Excel (TOOLS > PROTECTION > UNPROTECT WORKSHEET for older versions of Excel; REVIEW > UNPROTECT WORKSHEET for version 2007), and then make the rows containing the buttons higher. Click the Click Here to Rest button to redraw the buttons (and start over). When you save this workbook, the larger row height will be preserved for subsequent sessions. Modifying Task You may change the description of any Task to make it more appropriate to your Congregation's situation. To do so, Select the Name of the Task you want to Names: change (column "A" in the row for Position 1 of that Task) and overwrite it with whatever you want. Keep in mind that whatever you enter there will be used as the name of that Task in the E-mail notification messages sent to the Volunteers you assign to that Task. Changing the You may add or remove Positions of Tasks if you are careful to follow these instructions: Number of Positions for a (1) Make sure you have a copy of this workbook saved that you can revert to in case your changes do not go well! Task: (2) Unprotect this worksheet using the usual Excel menu commands for your version of Excel. The Rules (3) Rows can only be added or deleted in groups of three (one line for name, one for phone, and one for E-Mail address) (4) You may not add additional Tasks, nor change the order in which the Tasks appear. (5) You may not delete a Task entirely. (The best you can do is make it a single-Position Task.) (6) You may not change the days of the week that a Task applies to. (7) The existing top and bottom rows in any task group may not be deleted, nor cease to be the first and last rows after new rows have been inserted. (8) When you've finished the changes, click on the Reset button at the top left of this worksheet. Here's how to add Positions within the restrictions of rule (7): Adding Positions For Tasks with only one Position: SELECT and COPY the middle row of the Task you want to expand. INSERT that row immediately below itself. Do that two more times with any row of the Task EXCEPT the first and last. Enter a Position number in the appropriate row of column "B", and Format the Cells so that every third row has a border that divides each Position's data from the others. For Tasks with more than one Position: SELECT and COPY the first or last three rows of the Task you want to expand. INSERT those three rows immediately below any third row except the last row. Do that as many times as necessary to add the desired number of additional Positions. Fix the Position numbers so that every third row has a number one greater than the previous number for that Task. Here's how to remove Positions within the restrictions of rule (7): Removing Positions For Tasks with only two Positions: SELECT and DELETE any three rows from the middle of the Task, but not the first or last row of the Task. You may not have less than one Position for any Task, nor remove the Task entirely. For Tasks with more than two Positions: SELECT and DELETE all of the rows for all of the Positions you want to remove EXCEPT rows belonging to the first or last Position. Fix the remaining Position numbers so that every third row has a number one greater than the previous number for that Task. If you want to go below two Positions, follow the instruction "For Tasks with only two Positions" immediately above this one. This workbook is intended to assist Family Promise Host Site Coordinators in scheduling Volunteers to perform the various Tasks and Functions necessary when Page 5 of 5 7/8/2010 5:16 PM Family Promise Hosting Schedule for (no Host Site Name given) Task Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday 04-Jul 05-Jul 06-Jul 07-Jul 08-Jul 09-Jul 10-Jul 11-Jul Introduction: This workbook is intended to assist Family Promise Host Site Coordinators in scheduling Volunteers to perform the various Tasks and Functions necessary when it's their Congregation's turn to Host the Guests. On this worksheet (the "Schedule") the Tasks are listed in column A, the positions in column B (1st person, 2nd person, etc.), and there is a column for each day of the Host Week. There are 3 lines ("rows" in Excel terminology) in each Task / Day Slot: first is for the Volunteer's Name, middle line is for their Phone Number, and the bottom line is for their E-mail address. As a Coordinator, you can fill-in this information manually, but this workbook is designed to be used in conjunction with another workbook (the "Volunteer List") which has information about all of the people who have expressed interest in volunteering for Family Promise Host Weeks. You should download that workbook Overview first from your local Family Promise website and save it on your computer where you can find it later. You will be asked for that workbook in the process of beginning a session with this workbook. Note that both of these workbooks are "regular" Excel workbooks, with all of the capabilities and limitations that Excel offers, but this workbook incorporates some additional programming ("Macros") which automates the process of finding an appropriate Volunteer from the list of all potential Volunteers, and then "pasting" that person's name, phone and E-mail address into the slot for whatever Task and Day you are trying to fill on this worksheet. To keep you from inadvertently "destroying" this worksheet, certain forms of protection have been implemented which block you from writing in cells you are not supposed to write in. A pop-up message from Excel telling you that the Cell is Locked (or some words to that effect) is Excel's response to that situation. In addition to the usual Excel commands and techniques, you communicate your intentions to this workbook through a set of "Buttons". The ones you will use the most are at the top of both this worksheet and the Volunteer List worksheet. Additional buttons can be found on this worksheet below the Schedule section and Buttons above the Directions. Some buttons will not be visible at all times, and some will change their captions and action when clicked. If a "usual" button is not visible, then it's because its normal action is not possible in the current context. If you "hover" above a button on this worksheet with your mouse, you should get a pop-up box explaining what that button does. Other details are found in these Directions. Once you have "scheduled" people to perform various Tasks, this workbook can send E-mails to all of the people so indicated (more help about that elsewhere in Notifications these Directions) to notify them of their "assignment", and asking them to confirm agreement to that assignment. You have control over what those E-mail messages say, and to whom they are to be sent. Note that what this workbook does is to generate and format the E-mail messages, and then turn them over to the local mail client on your computer to actually send them. This process has been tested with Outlook, Outlook Express and a few other mail clients, but it is possible that it may not work with all mail clients. It is suggested that you perform a test with it first, by typing your own E-mail address into the bottom row of one of the Task / Day slots, your name into the top row, clicking the "Volunteer Needs to be Notified" button, and seeing what happens. Before you use this for the first time, make and keep a "clean" copy of it first so that if you mess it up in some way, you can start over with a fresh copy! Note Note that while efforts have been employed to prevent accidental damage to this workbook, it is not possible to completely prevent that from happening. About "Macros": This workbook incorporates "Macros" in order to provide the extra guidance and assistance. A Macro is a set of computer programs (Visual Basic in this case) which perform the same kinds of things you can do with Excel (like inserting, cutting, pasting, deleting, editing, etc.). When you open this workbook for the first time, Excel may warn you of the potential danger of Macros and inform you that it has disabled them for your protection. The Macros in this workbook do no more than you, yourself, can do with Excel. They reach outside of this workbook in only two cases: to OPEN, SAVE, and CLOSE the workbook containing the Volunteer List; and to pass E-mail notification messages to your E-mail client. In both cases, you are in total control of what it does and when it does it. In order to take advantage of the full power of this workbook, you will have to tell Excel that it's OK to run Macros in this workbook. The warning message mentioned above in this box may either give you the option of doing that, or give you instructions on how to do it. If not, see your Excel Help for instructions on How to Enable Macros. If you are likely to OPEN Excel workbooks from unknown sources, you will probably want to keep Macros disabled when you are not using this workbook.
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