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yAdmin User Manual

Getting Started

To start yAdmin double-click yAdmin on the desktop. The application will open showing the Navigate form.

Navigate Form

The Navigate form has three lists showing contacts, teachers and classes. To select a particular list click on the appropriate tab.

The following functions apply to all three lists:
  • To open an item from a list double-click the blue ID column of the item.
  • To create a new item press the New button.
  • To delete an item first select the item and then press the Delete button.

Contact List

The list of contacts may be filtered if required. More information about filtering lists is given further on. You can use filters to work with certain groups of contacts such as: active, inactive, belonging to a particular class, belonging to a few particular classes, with an email address, without an email address, above a certain age or combinations of these sorts of things.

Pressing the Contact Info Report button or the Labels button displays a printable Contact Information report or Labels report for the list of contacts. Note that the list may be filtered before pressing the button. When the report has been opened it can be printed by right-clicking on the body of the report and selecting the Print option.

Pressing the Copy Emails button copies the email addresses of the list of contacts to the Windows clipboard. Note that the list may be filtered before pressing the button.

When you create or edit a Contact the details are shown in the Contact Details form. This form shows all of the information that is held about a contact.

Most of the fields on the form are self-explanatory. Some are described below.
  • Contact ID - Each contact must have a unique identifier. This identifier can be up to 6 characters long. It is advisable to use initials for an identifier. Where initials are not unique add a number at the end.
  • Known As - This is the name that the person is known as normally. It would be the name used after the word “Dear” when composing a letter.
  • Active - This is a flag indicating if the contact is active or not. An active contact is someone who is or may still be interested in attending classes or receiving information.

Teachers List

The list of teachers may be filtered if required. More information about filtering lists is given further on. You can use filters to work with certain groups of teachers such as: active, inactive, having attained a certain teaching level or combinations of these sorts of things.

When you create or edit a Teacher the details are shown in the Teacher Details form. The only fields to consider are described below.
  • Contact ID - The unique identifier of a contact that is qualified to teach. Note that only contacts whose Teaching Level has been filled in and who is not already defined as a teacher is shown in the list.
  • Active - This is a flag indicating if the teacher is active or not. An active teacher is someone who is still interested in teaching classes.

Classes List

The list of classes may be filtered if required. More information about filtering lists is given further on. You can use filters to work with certain groups of classes such as: drop in, regular, course, active, taught by a particular teacher or combinations of these sorts of things.

When you create or edit a Class the details are shown in the Class Details form. This form shows the details about the class and the list of enrolled students. It also allows the enrolled students to be maintained and a Month Register or Day Register to be printed.

The fields on the Details tab are described below.
  • No - Each class must have a unique number. This number is generated automatically when a new class is first saved.
  • Type - This is the type of class. There are three types: Drop In, Regular and Course.
  • *Level * - This indicates the level of experience required by students who enrol.
  • Start Date/Time - This is the full date and time of the start of the class. In the case of classes that are more than one day it is the first day.
  • Hours - The duration of the class in hours.
  • Occurrences - The number of times the class is to be run.
  • Cost - The cost of the class. ???
  • Description - A description of the class that could be used for marketing purposes.
  • Teachers 1 & 2 - The teacher(s) of the class.
  • Active - This is a flag indicating if the class is active or not. An active class is one that is schedule to run, is currently running or has only recently stopped running.
The Students tab shows the list of enrolled students. The following functions are available.
  • To open a student double-click the appropriate blue ID column.
  • To add a single student press the Add button.
  • To add multiple students press the Bulk Add button.
  • To unenroll a student first select the student and then press the Delete button. Note that this only removes the student from the list. The underlying contact will not be deleted.

Pressing the Register button displays a printable Register report for the class. If the class is a drop in the register will include all active contacts otherwise it will only include the enrolled students. When the report has been opened it can be printed by right-clicking on the body of the report and selecting the Print option.

Filtering Lists

Lists can be filtered on any of the columns visible in the list. The easiest way to get to grips with filtering is to try some examples. Filtering is safe to do as it does not change any data in the database.

Active contacts

  1. Go to the contacts lists
  2. Right-click on the word Yes in the Active column of an active contact.
  3. Select Equals “Yes”.

Inactive contacts

  1. Go to the contacts lists
  2. Right-click on the word Yes in the Active column of an active contact.
  3. Select Does not Equal “Yes”.

Contacts enrolled on class 46

  1. Go to the contacts lists
  2. Double-click the class 046 in the Active Class column of a contact who is enrolled on the class. This will highlight the class number 046.
  3. Right-click on the selected text.
  4. Select Contains “046”.

Contacts above 50

  1. Go to the contacts list.
  2. Right-click on the age column of any contact.
  3. Select Number Filters.
  4. Select Greater Than.
  5. Type in 50 and press OK.

Filters can be removed from a column by right-clicking on any of the data of a column and selecting Clear Filter.

Sorting Lists

To sort a list right click on the data in the column you wish to sort on and select one of the sort orders shown on the menu.

Deleting vs. Deactivating

You would only normally delete data that has been created in error. For instance if you just created a contact that was completely wrong you would delete it.

However, if a contact had been interested in yoga or enrolled on a class you would not normally want to delete the contact. Better to simply deactivate the contact. In fact, it is not possible to delete contacts that have been enrolled.

The rules are:
  • Only data items that are incorrect should be deleted.
  • The system will not allow you to delete data items that have been used elsewhere. For instance, where a contact is enrolled on at least one class. Another example is where a contact is also a teacher.
  • The system will not allow you delete data items to which other data items have been assigned. For instance, a class that has at least one student would not be deleted. To delete such a class the student would have to be unenrolled (deleted from the class) first.