Mass Intentions Scheduling & Tracking Software

©2008-2017 Copyright Clar Software Services, LLC. All rights reserved.

Clar Software Services, LLC
www.clarsoftware.com

 

P.O. Box 628

Prescott, AZ 86302

©2008-2017 Copyright Clar Software Services, LLC. All rights reserved.

Sales & Support

Call (928) 541-1287

User’s Guide

Version 5.0.1

©2008-2017 Copyright Clar Software Services, LLC. All rights reserved.

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How To’s – Quick Steps:

 

Entering an Intention Request:

           Where the Requestor does not specify any scheduling Preferences:

· Open the Mass Calendar form from the MIST Main Menu.

· The right pane is displaying the current week’s Mass calendar. The left pane is where you will enter the Intention information.

· If the left pane shows a previously entered Intention then that is still waiting to be scheduled, so click on the New button, otherwise you’re ready to enter the new Intention information.

· Enter all the fields with a yellow background (yellow means these are required entry): Intention for; Deceased checkbox; Received on; Requested by; Notify by and Language checkbox. The Intention for and Requested by fields are not edited for content; so you may enter anything you like up to 250 characters long.

· Enter the mailing address and/or email address and/or phone as required by the Notify by field. If you do not select a Notify by Mail you do not really need to fill in the address fields. Same for Email and Phone.

· Enter the Donation Amt. and the Donation Rec’d date if it was received. The Donation received amounts and date may be preset to default values at your parish. Note: This should be known by you beforehand.

· Enter the remaining data as necessary.

· When the Auto Schedule button is pressed the Intention will be scheduled into the first available Mass.

· The Auto Scheduled confirmation will be displayed showing the scheduled information and you may click on the Confirmation button to print preview the Confirmation hardcopy.

· Click on the Auto Scheduled Close button.

· Click on the Mass Calendar Close button to return to the Main Menu.

 

           Where the Requestor specifies scheduling Preferences and Auto Scheduling is enabled:

· Open the Mass Calendar form from the MIST Main Menu.

· The right pane is displaying the current week’s Mass calendar. The left pane is where you will enter the Intention information.

· If the left pane shows a previously entered Intention then that is still waiting to be scheduled, so click on the New button, otherwise you’re ready to enter the new Intention information.

· Enter all the fields with a yellow background (yellow means these are required entry): Intention for; Deceased checkbox; Received on; Requested by; Notify by and Language checkbox. The Intention for and Requested by fields are not edited for content; so you may enter anything you like up to 250 characters long.

· In the Preferences area, depending on the request, you may enter or select from the following: Mass Date Modifier and Date; Mass Time; Mass Day; Location of Mass; Celebrant of Mass; and/or Language of Mass. The Preferences may be searched using up to 3 possible Preference Priorities. The Preference Priorities will be used in order to locate an available Mass. The Preference Priorities are not inclusive, that is, they are not added together such that a Preference would be met only when all Priorities selected are met. For example, a Mass Time is requested and a Mass Day is requested; with the 1st Priority as Time and the 2nd Priority as Day. This would be interpreted by the Auto-Scheduler as step 1) is a Mass available that has the Mass Time requested? If so, then stop searching and assign the Intention to the earliest available Mass with that Time. If not, step 2) then search now for the 2nd Priority, Mass Day. In this example the requestor may get the Mass Time desired but not the Mass Day desired or vice versa. So, to find an available Mass with both the Mass Time and Day desired you would select as the 1st Priority the value “Time&Day” met together, with maybe the Day alone as the 2nd Priority. Some Preference values will always be searchable, ie Mass Date, Mass Time; while others may not be, ie Location, Celebrant or Language. This is dependent on how your Mass Calendar is set up for your parish.

· Enter the mailing address and/or email address and/or phone as required by the Notify by field. If you do not select a Notify by Mail you do not really need to fill in the address fields. Same for Email and Phone.

· Enter the Donation Amt. and the Donation Rec’d date if it was received. The Donation received amounts and date may be preset to default values at your parish. Note: This should be known by you beforehand.

· Enter the remaining data as necessary.

· When the Auto Schedule button is pressed the Intention will be scheduled into the first available Mass.

· The Auto Scheduled confirmation will be displayed showing the scheduled information and you may click on the Confirmation button to print preview the Confirmation hardcopy.

· Click on the Auto Scheduled Close button.

· Click on the Mass Calendar Close button to return to the Main Menu.

 

Entering a Wedding, Funeral, Holy Day, etc. Mass and Intention not available in the normal weekly Mass schedule:

· Open the Mass Calendar form from the MIST Main Menu.

· The form opens with the Mass Intentions Calendar showing the current week in the right pane. And any Mass Intentions to be Scheduled showing in the left pane.

· Click on the Insert Extra Masses/Intentions button which opens the Insert Extra Masses/Intentions form.

· Enter the Mass Date and Mass Time and select the appropriate Mass Type (ie Wedding, Funeral, Holy Day, etc.), Location, Celebrant, Language and Comment. The fields with a yellow background are required entry while the others are optional.

· Click on the Save button to save your new Mass into the Mass Intentions Calendar.

· Click on the Insert Extra Masses Close button to close the form and return to the Mass Calendar form.

· Enter the Mass Intention Request to be scheduled into the left pane of the form.

· Use the “Week of:” drop down list to select the week of the new Mass entered. Or use the Arrowhead buttons to move to the week of the new Mass entered.

· Click on the blue cell to select the row of the new Mass added to the calendar.

· Move back to the left pane and click on the Manually Schedule button to schedule the Intention.

· Click on the new Mass’s Confirm. (Confirmation Hardcopy) button (a small printer icon button on each row) to print the Intention Request and Scheduling information, to be given to the Requestor.

· Click on the Mass Calendar Close button to return to the Main Menu.

 

Rescheduling an Intention Request:

           When you know the currently scheduled date:

· Open the Mass Calendar form from the MIST Main Menu.

· The form opens with the Mass Intentions Calendar showing the current week in the right pane. And any Mass Intentions to be Scheduled showing in the left pane.

· Use the “Week of:” drop down list to select the week of the currently scheduled date. Or use the Arrowhead buttons to move to the week of the currently scheduled date.

· Locate the Mass with the scheduled Intention on the Mass Intentions Calendar.

· Click on the blue cell to select the row of the Mass.

· Click on the Clear (…) button to remove the Intention from the row of the Mass Intentions Calendar.

· The Intention Request is not lost. It is now located on the left pane as a Mass Intentions to be Scheduled. If there were no Intentions on the left pane waiting to be scheduled when you opened this form then the Intention Request is showing as the only record on the left pane. Otherwise, click on the left pane’s next record arrow button until you have the Intention Request showing.

· Use the “Week of:” drop down list to select the week of the new Mass to be assigned. Or use the Arrowhead buttons to move to the week of the new Mass to be assigned.

· Click on the blue cell to select the row of the new Mass.

· Move back to the left pane and click on the Manually Schedule button to schedule the Intention. Or, if you wish to enter Preferences (or not) and use Auto Schedule then do those steps. Referred to above.

· Click on the new Mass’s Confirm. (Confirmation Hardcopy) button (a small printer icon button on each row) to print the Intention Request and Scheduling information, to be given to the Requestor.

· Click on the Mass Calendar Close button to return to the Main Menu.

 

           When you do not know the currently scheduled date: (these steps will use the filtering feature)

· Open the Mass Intention Requests form from the MIST Main Menu.

· Click on the Show Filters button:

· Click on either the Intention for or Requested by down arrow to open a list to select the name. You can also just type into these fields a partial string like the last name.

· Use the previous (<) and next (>) record arrow buttons to locate the Intention to be rescheduled.

· Click on the Clear Schedule button to remove the Intention from the Mass Calendar. A message box will ask you to confirm your action, click the OK button. The fields in the Scheduled area will now be empty.

· At this point enter the new scheduling Preferences and Priorities as/if needed.

· When the Auto Schedule button is pressed the Intention will be scheduled into the first available Mass that meets the Preferences and Priorities entered.

· Click on the Save button to save the Intention Request scheduling changes you have just entered.

· Click on the Print Confirmation button to print the Intention Request and Scheduling information, if scheduled, to be given to the Requestor.

· Click on the Mass Intention Requests Close button to return to the Main Menu.

 

Deleting an Intention Request:

· Open the Mass Intention Requests form from the MIST Main Menu.

· Locate the Intention Request using the record navigation Arrowhead buttons or by doing a Search as described above (see: Search Help button description).

· If the Intention Request has been scheduled and the scheduled Mass Date has passed, you cannot Delete an Intention that has been celebrated (said/offered). If the scheduled Mass Date has not passed then click on the Clear Schedule button, if necessary. If the Donation Amount is not zero then clear the field. Then click on the Delete button. A confirmation message is displayed, click on the OK button. Click on the next message’s OK button. NOTE: Once an Intention Request has been Deleted the record may be just deleted (or moved to the Archived Mass Intention Requests); this action is permanent and you will not be able to un-delete or change the Intention Request data.

· Click on the Mass Intention Requests Close button to return to the Main Menu.

 

Transferring scheduled Intentions from a paper calendar to the MIST software:

This is one possible approach: 

· Decide the Monday that will be your MIST Start Date, ie: 7/04/2011. When picking this date allow enough time to enter every intention that has already been scheduled on the paper calendar beginning on your MIST Start Date and going forward in the paper calendar until the last intention has been scheduled.

· Open your paper calendar to the MIST Start Date.

· Open the Mass Calendar form from the MIST Main Menu.

· Move to the MIST Start Date week on the right-side Mass Intentions Calendar pane. Use either the ‘Week of:’ drop down list or the Arrowhead buttons to move forward or backward within the Mass Calendar.

· Enter the minimum Intention Request information from the paper calendar into the left-side pane (ie: you will not likely do notification, so set to none, etc.). The data entry fields that you will need to enter have a yellow background. Plus, you may enter the Donation Amount and Date of Receipt. This pane is titled Mass Intentions to be Scheduled. Since these Intention Requests have already been scheduled you would not want to use the Auto Schedule button for this processing.

· Click on the blue cell to select the row with the Mass Date, Location and Time that matches the Intention Scheduling from the paper calendar over on the right-side Mass Intentions Calendar pane.

· Click the Manually Schedule button on the left-side pane and check that the intention has been slotted correctly on the right-side pane. At this very instant the intention on the left pane will disappear because it has now been scheduled.

· Repeat these steps until all Intention Requests have been transferred from the paper calendar to the Mass Intentions Calendar.

· If you have any extra Masses (ie wedding, funeral, holy days, etc.) click on the Insert Extra Masses/Intentions button to add the row to the Mass Intentions Calendar pane. Then enter the Intention Request info from the paper calendar using the same method as above.

· If you have holy days and need to change the MIST Mass Calendar Mass Time you can change the Time for that Mass on the Mass Intentions Calendar pane . If you need to change a Mass date or whatever, first check the Block checkbox for the normal Mass Time and insert an extra mass with the revised Mass Date, etc.

· Once you have decided on your MIST Start Date, any new Intention Requests received that fall on or after that date must be entered into MIST and scheduled there rather than the paper calendar. See “Enter a Mass Intention Request” for those steps. On the day of your MIST Start Date you may close your paper calendar and put in aside.

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