KeepnTrack Tip of the Week
For the week of 10.12.09
Reports and Add Selections
Overview
Once KeepnTrack has been accumulating data you will want to be able to view/print reports to provide you with needed information. For example, if you have volunteers in your school and they have been logging in and out of KeepnTrack you can then print out useful volunteer reports. Understanding how to use the Lookup interface is an important part of getting the information/report that you want.
Lookup Interface
Many of the initial screens in KeepnTrack start with a Lookup interface. Access Control, Facilities and Operators screens all begin with a Lookup interface as well as People and History screens. The Lookup interface is designed to help you quickly and easily find the record or records you are looking for. Once a list has been created with the appropriate records then using the Reports section at the bottom of each screen can generate reports of various formats. Two of the more commonly used Lookups is the Person Lookup and the Activity Lookup.
Person Lookup
KeepnTrack allows monitoring of various groups of people, including visitors, volunteers, students, staff and vendors. The more of these groups you are tracking the more necessary is the selection criteria found in the Lookup to find appropriate information. For example, by using the selection check boxes you can narrow your search to just visitors or just volunteers.
You may also use the Add Selection pull down for many different additional selection fields; in the case of the Volunteer Add Selection you are presented with three additional fields, Volunteer Type, Volunteer Hours Low and Volunteer Hours High. These additional fields help you further refine your search.
Activity Lookup
Over time the Activity Lookup becomes the most used Lookup in KeepnTrack. The hundreds if not thousands of activities that will be generated as people log in and out each day may surprise you. Again, informed use of the Lookup will greatly facilitate the creation of the information/reports that you need.
The Activity Lookup is found under the History tab and subtab. To look up Visitors, click on the Visitor check box. You will notice that you will be given an additional Activity Type pull down menu that allows you to narrow your search.
In the example of looking up 8th grade students that have early dismissal for doctor’s appointments the lookup selection could look like the following:
We encourage you to practice using the Lookup feature. You will discover how easy it is to find information that will help you better manage your school resources.
