Working with Activities


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New activity records can be added to the database whenever the Activity List is active.

Adding an Activity

1Choose File > Workspace > Activity List.
2When the Activity List appears, choose File > Add Activity.  You can also click the Add toolbar button. This will open the Details window for a new activity.
3The following fields are available:

 Name - This dropdown contains the names of all activities that already exist. This is designed to help keep spelling and naming consistent for recurring activities. You can select an existing name, or enter something new.

 Location - This dropdown contains all active locations that are defined in your database. See Maintaining Locations for information about creating new locations.

 Type - This dropdown contains a all activity types that are defined in your database. Activity types can be used as another way of categorizing your activities for quick reference. See Maintaining Activity Types for information about creating new types.

 Description - This is a freeform data entry field that can be used to describe anything you wish about the activity.

 Start Date/Time - These fields indicate the date and time the activity officially starts. They are both optional, though if you enter a time, you must also enter a corresponding date.

 End Date/Time - These fields indicate the date and time the activity officially ends. They are both optional, though if you enter a time you must also enter a corresponding date.

 Dates Apply to New Attendance Entries as Follows - (MemberTies Professional only) This controls how the Start and End Date/Time values are used to control attendance entries.  The options are:

No effect on attendance records
Enforce dates as start/end boundaries - requires that the start/end date/time of attendance records fall within the dates of the activity itself.
Copy start date/time - causes the start date/time to be automatically entered on new attendance records.
Copy end date/time - causes the end date/time to be automatically entered on new attendance records.
Copy both start and end date/time -  causes the both the start and end date/time to be automatically entered on new attendance records.

 Capacity - This indicates the maximum number of attendees allowed for the activity. A value of zero ( 0 ) indicates that there is no limit. If set to a non-zero value, then once the capacity is reached, no more attendees or guests can be added unless the Overbook option is turned on (see below).  The percentage full is displayed next to the capacity if applicable.

 Overbook - Select this option if you want to have an activity capacity, but allow it to be exceeded. For example, you may have a target of 50 attendees, but if you exceed it, that's all the better.  If you enter 50 as the capacity, the percentage full will be displayed, but you won't be limited to 50.

 If you are using MemberTies Professional, a set of tabs are available on the lower half of the window for entering associated membership records and income/expenses.

 Exempt from Attendance Max - Select this option if attendance of this activity should not toward the maximum allowed for a membership status.  See Status Codes for more information about limiting total activity attendance for a membership status.

 Advanced options - If you are using  MemberTies Professional, you can click the Advanced button to access additional options. See Advanced Options for details.

 The following sections are available once the activity has been saved:

 Associated Members - associates one or more membership records to the activity. See Associating Members to an Activity for more information.

 Income & Expenses - assigns income and expense postings to the activity and relates them to an attendee if desired. See Tracking Activity Income and Expenses for more information.

 Related Files - associates one or more files on your PC to the activity record. See Relating Files to Activities for more information.

 

4Complete all appropriate information, then click OK.

Tips

If the time format is not appropriate to your country, you can switch between 12 and 24 hour display. See Miscellaneous Preferences for more information.
Your changes to the activity may not appear in the Activity List until it is Refreshed.

 

Changing an Activity

1Choose File > Workspace > Activity List.
2Select the activity you want to change, then choose File > Open Activity, or click the Open toolbar button. This will open the Details window for the record.
3Make your changes, then click OK.

Copying an Activity

1Choose File > Workspace > Activity List.
2Select the activity you want to copy, then choose File > Copy Activity, or click the Copy toolbar button.
3If you're using MemberTies Professional you will be prompted to copy Attendance and/or Income and Expense entries. Select the types of additional data to be copied to the new activity, then click OK.
4The new activity will appear in the Activity List with the word "(Copy)" appended to the activity name.

Deleting an Activity

If you're using MemberTies Professional, deleting an activity will also remove all associated Income and Expenses, as well as all associations between members and that activity. However, deleting the activity has no affect on the membership records themselves.

1Choose File > Workspace > Activity List.
2When the Activity List appears, select the record(s) you want to delete, then choose File > Delete Activity, or click the Delete toolbar button.
3Confirm the deletion.