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.

           Overview

           Installation

           Customization

           Main Menu

                      Mass Calendar

                      Mass Intention Requests

                      Mass Intention Requests On Hold

                      Private/Unannounced Mass Intentions

                      Mass Notifications

                      Print Weekly Mass Schedules

                      Print Mass Calendar Listing

                      Monthly Calendar View

                      Print Mass Intention Requests Listing

                      Print Mass Intention Receipts Listing

                      Print Financial & Stipend Reports

                      Prayer Requests

                      Print Prayer Requests Listing

                      Parishioner Ministries

                      Archived Mass Intention Requests

                      Settings and Reference Tables

                      Exit

           How To’s – Quick Steps

           End User License Agreement (EULA)

Overview

 

The Mass Intentions Scheduling & Tracking (MIST) software application is designed to provide the easy entry, scheduling and tracking of all Mass Intentions. Enabling staff to enter a request and instantly assign the request to a Mass using a requestor’s optional preferences and priorities. Staff can also easily assign a request manually. Once assigned, the requestor or a 3rd party can be notified: in person; by printed letter or by automatically sending an email message; in up to three languages of choice. Requests can be filtered by intention, requestor, donation received status, scheduling status, notification status and celebrated status. Staff can then print the Mass Intentions for the upcoming week and export for the bulletin. Donations are tracked and reported by month as Mass intentions are said. An automated Mass Calendar showing the Mass Intentions past and future can be viewed and printed. The MIST supports: multiple users accessing a shared perpetual Mass Calendar; easy Mass Intention Request scheduling changes; multiple celebrants, Mass locations, Mass types, and deceased indicators; adding one-time extra Masses for weddings, funerals, holy days, etc.; adding extra Intentions for a Mass; changes to the permanent Mass schedule(s); automated selection lists to reduce keying entry and errors; customized mail and email notifications.

Installation

 

The MIST application and database are a standalone and self-installing Microsoft Access set of files. The purchase of Microsoft Access is not required for its use as Microsoft supplies a free runtime version of Access for applications.

 

Single User Installation:

The files, MIST.accdr and MIST_be.accdb should always be located in their own folder and periodically copied (backup), together, to your back up media. Ideally, the files would be backed-up nightly and backed-up to an external media (external hard drive, flash drive, CD, DVD, etc.) at least weekly.

 

Multi-User Installation:

Each user’s computer needs to have its own copy of the MIST.accdr (front end) application file. The file should be located in the same named folder on each computer. The database (back end) file, MIST_be.accdb, should be located on either the network server computer or one of the network workgroup computers. The file must be located in a shared folder with read/write/create permissions granted to all users. The shared folder should be periodically copied (backup) to your back up media. Ideally, the files would be backed-up nightly and backed-up to an external media (external hard drive, flash drive, CD, DVD, etc.) at least weekly.

The following steps should be completed prior to entering Mass Intention Requests (NOTE: the set up steps are already completed by us on your behalf before installation of the MIST software):

          

Open MIST to display the Main Menu. Click on the button to open the Settings and Reference Tables form.

 

The entry form is displayed and consists of the following tabs:

Reference Tables (enter the values for these lookup tables) Tab:

Celebrants/Priests: Enter a new record for each celebrant. Include Celebrants from all Mass locations.

Deceased Indicators: Use the samples supplied or add/delete/edit as needed. This will be displayed on Mass intention listings.

Prayer Types: Use the samples supplied or add/delete/edit as needed.

Mass Types: Use the samples supplied or add/delete/edit as needed.

Ministries (optional entry): Use the samples supplied or add/delete/edit as needed.

Notification Choices: Use the samples supplied or add/delete/edit as needed. Check the default (most common) choice.

(Request) Received By (optional entry): Enter the staff name or initials or n/a if not used. Check the default (most common) choice.

(Request) Received Method: Use the samples supplied or add/delete/edit as needed. Check the default (most common) choice.

Mass Languages: Enter the default and any other languages that may be used.

NOTE: If desired, you may assign default values to be used for some of these by placing a check in the Default checkbox.

 

                      Parish Tab:

Enter the particulars for the Church/Parish: name, pastor, addresses, phone numbers and email addresses.

The number of days to keep Intention Requests active once celebrated. This is the value used to decide when to move a celebrated/offered/said Intention Request record to the Archived Mass Intention Requests. NOTE: Once an Intention Request has been moved it is irreversible.

What word or symbol to use to indicate a Deceased intention and choose whether to show the indicator before or after the intended’s name. Note: This feature is customized to meet your needs.

The start date to begin the scheduling of requests. Note: This date MUST FALL ON A MONDAY.

The languages to use for requestor notification by letter or email. One, two or three languages are supported.

The default Donation/Stipend amount if a set amount is customary.

If the Donation/Stipend is assumed to be received with the request then check the “Assume Donation Received” checkbox.

If Requestor’s are to be issued a Receipt for their Donation/Stipend you can let that be processed by MIST. By placing a check in the “Turn On Receipt Processing” checkbox and entering the “Last Receipt Number Used” a “Check Number” (or cash) and “Receipt Number” will be shown on the Mass Intention Requests and Mass Calendar forms and the Mass Intention Confirmation hardcopy given to the Requestor.

This tab also displays the currently used location of the MIST backend database file and allows you to change the location or path. This function should only be used by staff knowledgeable in and responsible for your computer applications and network. An automatic backup feature is also supported.

 

Locations Tab:

Enter a particular Mass location: location name, pastor, addresses, phone numbers and email addresses.

If there is only one Mass location you still need to enter that location. For multiple Mass locations click on the New button and enter the particulars for each location.

Locations may also be used to break out Mass reports and Financial reports.

Locations may also be used to schedule and track donations for entities other than church and chapel, ie Altar Candles; Altar Flowers; Sanctuary Candles, Shrines, etc. Create a Location record for each of these non-Mass entities.

 

Mass Schedule Template Tab:

Enter the Mass schedule for a week beginning with Monday and starting with the earliest Mass for each location. Changes can be made to the template starting with an Effective Date that you enter. If you only celebrate/offer one Intention per Mass then the “Intention#” field value should be set to 1 for each Mass. However, if you offer multiple Intentions per Mass then the Intention# field value should start at 1 and increase by 1 for each additional Intention slot available at that Day, Time and Location. The Mass Schedule Template normally will be set up prior to MIST installation. Contact Clar Software Services, LLC, for assistance with any changes needed; so you may be helped along.

If you have a Mass that you do not schedule an intention for then place a checkmark in the Blocked field. Further, if you have a Mass that you always offer to an entity other than a parishioner such as Pro Populo then Block and enter the entity into the Intention field.

If you always know who the Celebrant (Priest) is going to be for a Mass and you wish to break out Financial reports then enter the Celebrant’s name in that field.

If you offer a Mass in another Language then enter the Language in that field. This will enable an intention requestor to select Language as a Preference for auto-scheduling.

 

Notification Templates Tab:

Letter Notice tab:

Return Address Section:

Complete the specifications requested as per the envelope in use.

Addressee Section:

Complete the specifications requested as per the envelope in use.

Mail text body:

Complete the mail text body for each of the languages in use.

The “Available Fields” listed on the right of the form (i.e. %Addressee%, %Requestor%, %Intended%, %MassDate%, %MassTime%, %Location%, %Celebrant%, %Donation%, %ReceivedDate%, %ReceivedMethod%, %ReceiptNumber% and %CheckNumber%) are placeholders and will be substituted with the selected request’s actual values at the time of printing. Embed the placeholders along with your text to produce the desired letter.

Email Notice tab:

HTML Code checkbox: Check this box only if the message text is formatted for the Internet.

From Email address: Enter the email address to be shown as the message sender.

Email message Subject and text body:

Complete the mail text body for each of the languages in use.

The “Available Fields” listed on the right of the form (i.e. %Addressee%, %Requestor%, %Intended%, %MassDate%, %MassTime%, %Location%, %Celebrant%, %Donation%, %ReceivedDate%, %ReceivedMethod%, %ReceiptNumber% and %CheckNumber%) are placeholders and will be substituted with the selected request’s actual values at the time of sending. Embed the placeholders along with your text to produce the desired message.

 

                      Email Settings Tab:

These settings normally will be set up prior to MIST installation. Coordinate with Clar Software Services, LLC, for assistance with changes. These settings are used to enable the sending of email notifications of Intention Requests.

 

Calendar Settings Tab:

These settings normally will be set up prior to MIST installation. Coordinate with Clar Software Services, LLC, for assistance with changes. These settings are used to control the Mass Calendar week and Bulletin week layouts.

 

 

Customization

 

The Mass Intentions Scheduling & Tracking software (MIST) may be customized to meet needed functionality beyond that included in the standard program and database. A fixed price bid will be provided by Clar Software Services, LLC, before, during or after the program has been installed. The EULA will also apply to customizations.

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