Please see the pricing menu choices located at the top of the website.

Please see the pricing menu choices located at the top of the website.

Our pricing for Roll Call is based on the number of people you are tracking in the database. We have priced Roll Call this way so that every church regardless of their size would be able to afford the software. We count the number of individuals in the system, not families. So if you have a family of four and have a record created for each of them, that counts as four towards your license level. We also do not take into account membership status. If they are in the system they count towards your license level. As your church grows you can upgrade your capacity level at any time. To upgrade to the next capacity level, just pay the difference between the levels and we'll get you a new license number.

To activate Roll Call's security system, so that you must sign into the software with a username and password, do the following:

1. From the left side menu, expand the Administration menu.
2. Select User Security.
3. Highlight the Director user on left side
4. Click CHANGE PASSWWORD
5. Give Director a password, click OK.

Now the security system is set and you will need to enter your username and password to log into the system. 

To add additional users to the system, do the following:

1. From the left side menu, expand the Administration menu.
2. Select User Security.
3. Click on the plus sign in the lower left under the list of users.
4. Enter the name of the user and select Standard or Check in user type.
5. Mark areas that you wish to grant access to this user.
6. Click SAVE & CLOSE.

There are several ways that you can access Roll Call through the internet.

Logmein Remote Desktop - this method allows you to use the internet from home or other location to access your computer at the office.  You would need to download and install the logmein in software on your office computer.  The installation will prompt you for a username and password.  Then you can go to your home computer, go to www.logmein.com and log in with those credentials.  You can now access your office computer as if you were sitting in front of it.  This is a free service if you don't need to print remotely (at home).

Logmein Hamachi - LogMeIn Hamachi is a hosted VPN service that securely connects devices and networks.  LogMeIn Hamachi is free for up to 16 computers for non-profit 501c corporations.  You would need to use Roll Call Server for a network to use this option

To set this up with Roll Call:

• Create a LogMeIn account.
• Create a Mesh Network.
• Install Hamachi Client on the machine running Roll Call Server. 
• Connect this Hamachi Client to the network you created above.  Note the IP Address assigned.
• Install Hamachi Client on all other machines that need to connect to Roll Call and connect to your network.

To connect remotely, the Roll Call Client machine will need to enter the Virtual IP Address (for the Roll Call Server machine) in the custom tab when starting Roll Call.  For more information on setting this up, check out the documentation on LogMeIn's site.

We have several other white papers on accessing Roll Call remotely. 

• Remote Access Options
• Internet Server Access

Backing up your data is one of the most important things you can do for your church.  Like any database software, the Roll Call data file needs to be backed up periodically.  How often you backup depends on how much data you are willing to lose.

To backup Roll Call on a single user version, do the following:

1. Select File>Backup Configuration from the top menu
2. In the Backup Destination field choose the location of your backup.  This can be a folder on your hard drive that gets backed up offsite periodically or it could be an external drive.  Remember a backup on your hard drive won't do you any good if the drive crashes
3. If you leave Roll Call running you can use the Schedule tab to schedule backups every day, week or month at a certain time
4. Click OK to save your configuration settings
5. Select File>Backup to backup the database

To backup Roll Call on a network configuration, do the following from Roll Call Server

1. From the Roll Call Server monitor select Maintenance from the top of the window
2. Under the Backup options click on the Preferences tab
3. From this window, click on the Scheduler tab to set your automatic backup schedule
4. Click on the Configuration tab to define the backup destination location
5. Click OK to save the schedule and destination configuration
6. From the Roll Call Server monitor, select File>Backup to perform the backup

A couple notes on backups

1. Make sure that backups are being either done to an external device or copied to an external device
2. If you set your backups to run automatically and you are sending them to a mapped drive or external device, remember those mappings can change... so Roll Call won't find that drive if the mapping changes.
3. If you run Roll Call Server as a service, you will not see any backup errors.  Make sure to check periodically that the backups are being done!

To recover from a backup on a single user version, do the following

1. Double click on the Roll Call icon, then immediately hold down the ALT/OPTION key
2. A window will be displayed with an option to restore from a backup.  Mark that option and click Continue.
3. Navigate to your backup file.  Highlight it and click OPEN
4. Next indicate the location that you'd like to copy the recovered files to, click RESTORE
5. Now you have a ROLLCALL[00XX] folder in that location.  The data file will be in that folder
6. Double click on the Roll Call icon, then immediately hold down the ALT/OPTION key
7. A window will be displayed with an option to open a different data file.  Click CONTINUE.
8. Navigate to your recovered data file

To recover from a backup on a network version, do the following from the machine where Roll Call Server is

1. Double click on the Roll Call Server icon, then immediately hold down the ALT/OPTION key
2. A window will be displayed with an option to restore from a backup.  Mark that option and click Continue.
3. Navigate to your backup file.  Highlight it and click OPEN
4. Next indicate the location that you'd like to copy the recovered files to, click RESTORE
5. Now you have a ROLLCALL[00XX] folder in that location.  The data file will be in that folder
6. Double click on the Roll Call Server icon, then immediately hold down the ALT/OPTION key
7. A window will be displayed with an option to open a different data file.  Click CONTINUE.
8. Navigate to your recovered data file

Windows - Single User System

If you are on version 10 or later of Roll Call go to Help>About Roll Call.  There is an area in that window that tells you the current data file name and location.  If you are on an earlier version of Roll Call, you will find the name and location of your data file on the main Roll Call splash screen.  It is found on the lower left corner of the window.  Typically the data file on a windows machine is found:

C:\BytheBook\RollCall\Database\Rollcall.4dd (your file name may be different)

Mac - Single User System

You can find the name and location of your data file on the main Roll Call splash screen.  It is found on the lower left corner of the window.  Typically the file on an OSX machine is found:

HD:Applications:RollCall:RollCall.4dd

Network System

If you are using the multi-user version of Roll Call, you can still determine the name and location of your data file through the Roll Call Client screen.  It is found on the lower left corner of the splash screen window.

Single User System

STEP 1:  Make a backup copy of your data file

You can find the name and location of your data file by looking under the About Roll.  There is a section in that window that tells you the name and location of the current data file.  Close Roll Call.  Navigate to that file and make a copy of it.

STEP 2:  If you are not on version 10.0.18 or later, convert your data file to the latest version of 10

Download the v10 software for your operating system.   Double click on the installer that was downloaded to install the software.  Once the software is installed, double click on the Roll Call icon, then hold down the ALT key until you get a window asking for the data file.  Mark the option to open a different data file, then navigate to your data file.

STEP 3:  Download and install version 12

Download the v11 software for your operating system.  Double click on the installer file that was downloaded to install the program.   Double click on the Roll Call icon to start the program.  If your data file is NOT named ROLLCALL.4DD, you will need to hold down the ALT/OPTION key immediately after double clicking on the icon to point to your data file.

Network System

STEP 1:  Make a backup copy of your data file

You can find the name and location of your data file by looking under the About Roll.  There is a section in that window that tells you the name and location of the current data file.  Close Roll Call Server.  Navigate to that file and make a copy of it.

STEP 2:  If you are not on version 10.0.18 or later, convert your data file to the latest version of 10

Download the v10 software for your operating system.   Double click on the installer that was downloaded to install the software.  Once the software is installed, double click on the Roll Call icon, then hold down the ALT key until you get a window asking for the data file.  Mark the option to open a different data file, then navigate to your copy of the data file.

STEP 3:  Download and install Roll Call Server version 12

Download the v12 Roll Call Server software for your operating system.  Double click on the installer file that was downloaded to install the program.   Double click on the Roll Call Server icon to start the program.  If your data file is NOT named ROLLCALL.4DD, you will need to hold down the ALT/OPTION key immediately after double clicking on the icon to point to your data file.

STEP 4:  Download and install Roll Call Client version 12

Download the v12 Roll Call Client software for your operating system.  Double click on the installer file that was downloaded to install the Client.  The Client will need to be installed on every computer that needs access to Roll Call.

As with any upgrade, your church needs to make a backup of the software before proceeding.  Once you have backed up your database and installed the new version of Roll Call you will need to connect to your data file.  By default Roll Call tries to open RollCall.4dd.  If your data file is named differently, you'll need to follow these steps:

On a single user version of Roll Call software

1. Double click on the Roll Call icon to start the program
2. Then immediately hold down the ALT/OPTION key until you get the option to open a different data file.  Mark that option and click OK.
3. Navigate to your data file, highlight it, and click OPEN

On a network version of Roll Call

1. Double click on the Roll Call Server program icon
2. Then immediately hold down the ALT/OPTION key until you get the window to open a different data file.  Mark that option and click OK.
3. Navigate to your data file, highlight it, and click OPEN

If you will be sending an HTML email, you can pull in the First and Last name into the body of the email.  Here's what you need to do that:

1. Make sure your email settings are set to send HTML emails.  Expand the Home menu on the left and click on My Email.  Click on HTML format.
2. Next expand the People menu and click Search Profiles.
3. Query up the list of people you wish to send this email to.
4. Click the EMAIL icon and select send Email.
5. You are now at the Email editor.  Begin to compose your email. 
6. Place your cursor in the position where you want the First Name.
7. Click on the INSERT FIELDS button at the bottom.
8. Double click on First Name.
9. Complete the body of your email.
10. Click SEND to send the email to each person in the list.

If you want to send email from within Roll Call using a gmail account you will need to use the settings below.

First click the "My Email Settings" in Home section of the Navigator.

At the SMTP Settings screen, you can now enter your gmail settings (Click to enlarge).

 Here are the main settings to use:

• Your outgoing server will be: smtp.gmail.com
• Your username will be: Your Entire Email address (including @gmail.com)
• Your Password will be: Your current password.
• Port: 465
  SSL: Checked

In addition, it is important to know that free email services like gmail often impose a "Sending Limit" upon their outgoing servers. Free Gmail accounts are limited to 100 Emails per 24 hour period, while Google Apps email accounts are limited to 2000 per 24 hour period. Visit google's documentation for more information.

If you have HTML email set up and working, you can enhance your emails with extra formatting and images.

To add an image to your email:

1. Click Image Manager (lower left of your email window).
2. Drag your image to the Image Manager list.
3. Once you see the thumbnail in the Image Manager, double-click the image inside the Image Manager
4. Your image is now inserted into the body of your email.

To edit an image in your email:

To position your image inside the body of your email, you can cut and paste it anywhere from its original position.

To edit alignment and spacing, select the image and click the "Insert/Edit Image" icon from the WYSIWIG editor controls (Between the anchor and brush icons). This will open up a dialog box in which you can click "Appearance."

The parameters for appearance are as follows:

1. Alignment: This sets whether the image is Left, Middle, or Right aligned (and more).
2. Dimesions: You can resize your picture here. Note: you only need one value if you constrain proportions; either width or height to resize.
3. Vertical and Horizontal space: This is the spacing between your image and text.
4. Border: You can specify a thickness for a border (Zero or none will remove border)
5. Style: If you know HTML CSS styling, you can apply some here. Otherwise feel free to ignore this.

Click to View a  quick demonstration video on how to wrap your text around an image in your body of text. This uses the image appearance parameters in the editor. 

You can send texts using Roll Call if you know the person's cell phone number and cell phone carrier.  To enter the cell number information, pull up the person's record, click on the Phones tab and enter the appropriatte information.

To send a text:

1. Expand the People menu on the left sidebar
2. Click on Search Profiles
3. Find the list of people you wish to send a text to
4. Click the EMAIL icon, and select the option to send text
5. Enter the text message
6. Click SEND

A keyword typically used to categorize people in your system.  It can be used to track spiritual gifts, talents, volunteer interests etc.  A person can have as many keywords as you wish.  Using keywords makes it very easy to call up and report on people in a certain "category".  For example if you want to find all your mechanics or people interested in working in the nursery you can do that by using the Find By "keyword" or using the Search box in the upper right.

To set up the list of keywords you'd like to use in your system, do the following:

1. Expand the Administration menu on the left sidebar
2. Click on Lists
3. Find Keywords on the left side of that window and highlight it
4. Use the plus sign in the lower left to add new Keywords

To assign a person to a keyword or category, do the following:

1. Expend the People menu
2. Click on Search Profiles and find the appropriate person
3. Double click on that person.
4. From their record, click on the Keywords tab.
5. Click on the plus sign in the lower right, it will open up a row.
6. Select the appropriate keyword for this person.

There are 20 text custom fields, 20 check box custom fields and 20 date custom fields that can be defined in Roll Call for people information.  These fields can be used to capture information that you want to track, but that we don't have as a standard field in the database.  For example, occupation, baptism date, date they joined your church or if they want to receive the newsletter.

To set the titles for these fields, do the following:

1. Go to the Preferences window.  On Windows it is found under the Edit menu on the top.  On the Mac it is found under the  Roll Call menu at the top.
2. Click on the Custom tab, under People.
3. Use the drop down box to pick which type of field you will be defining (text, checkbox or date)
4. Give each field a name or title.

If you have a family that already exists in your database and they've had a child, you can add the child to the family by doing the following:

1. Expand the People menu on the left side
2. Click on Search Profiles
3. Locate the family you need to update.  Double click on the record of one of the family members.
4. Click on the SAVE & NEW button at the bottom right of the window.
5. Choose the option to "add a new family member"
6. This opens up the People screen to begin entering the information for the new family member

You may delete people from the database if they do not have any contributions associated with their record.  To delete people that do not have contributions, do the following:

1. Expand the People menu on the left sidebar
2. Click on Search Profiles
3. Highlight the person or persons you'd like to delete.
4. Click on the minus sign in the lower left of the window.
5. A confirmation window will be displayed with a list of all the people that will be deleted. 
6. If you still wish to delete these folks click OK in the lower right of the window.

The only way you can delete a person with contributions, is to transfer those contributions to someone else in their family, or a dummy "deleted person" record in the database.

Non-Canadian Receipts

If you would like to add a signature to your year end receipts for printing or emailing, Roll Call v12 (or later) will let you supply a custom graphic of a scanned signature. 

Here's a quick example on how to use "COPY & PASTE" to add a signature graphic to your bulk contribution receipts. Note: This process is done the same way on a windows machine, however you will need to open the image in another editor such as word and copy/paste from there. (NO AUDIO in this video).

ROLL CALL QUICK TIP: Add a Signature Image to Bulk Receipts (Mac OSX) from By the Book on Vimeo.

Canadian users have a separate method of adding a signature to their receipt. 

The Canadian receipt screen in Roll Call v12 or later contains a "Electronic Signature" section in the lower right.

Click the "ADD IMAGE" button and locate a file on your computer (.jpg, .png file types are supported). For best performance, make sure there is very little white space left around the signature itself. Crop the image as close to the signature as possible.

Next, add your Printed name in the box below.

There are 3 ways that you can enter an in-kind or property gift in Roll Call.

1. Donation Type - Use the donation type method if you'd like to assign a value to the property gift.  You will need to use this method if you want to apply this gift towards a pledge. 
2. In-Kind tab - Use this method if you do not want to assign a value to this gift. 
3. Non-Cash screen - Use this method if you have a complicated transaction such as stock or real estate where brokerage fees need to be applied

Donation Type

To record a property gift using the Donation Type method do the following:

1. Create a non-cash type batch. 
2. Click on the plus sign in the lower left. 
3. Enter Donor Name or Envelope Number.  When recording contributions, the first thing you need to do is identify the donor.  If you use envelope numbers, enter the number and press tab.  The donor information will be displayed on the right side.  If you use name to identify the donor, enter the last name then press tab.  You will be taken to the Select a Person window.  You can further reduce the names in the list by typing the first few characters of the first name.  You can double click on the name to select it, or if it is already highlighted, press Enter on your keyboard. 
4. Date - the donation date will default to the same as the batch date.  If you'd like to change this date you can enter it here. 
5. Total Amount - Enter approximate value of the gift.  This amount will be listed on the year end tax statement with an asterisk to indicate that this amount needs to be determined by the donor. 
6. Donation Type - Select a donation type that has been defined as a "non-cash" type. 
7. Designation - Use the drop down list of values to select the fund that these monies were given to. 8. Description - Enter a description of the property donated. 
8. Click SAVE & NEW to enter a new contribution in this batch.  Click SAVE & CLOSE to save the current contribution and return to Batch window.

In Kind tab

To enter a property gift without having to enter an amount, do the following:

1. 1. Create a non-cash type batch. 
2. Click on the plus sign in the lower left. 
3. Enter Donor Name or Envelope Number.  When recording contributions, the first thing you need to do is identify the donor.  If you use envelope numbers, enter the number and press tab.  The donor information will be displayed on the right side.  If you use name to identify the donor, enter the last name then press tab.  You will be taken to the Select a Person window.  You can further reduce the names in the list by typing the first few characters of the first name.  You can double click on the name to select it, or if it is already highlighted, press Enter on your keyboard. 
4. Date - the donation date will default to the same as the batch date.  If you'd like to change this date you can enter it here. 
5. Total Amount - Leave this amount 0. 
6. Donation Type - Select a donation type that has been defined as a "non-cash" type. 
7. Click on the In Kind tab.  You may enter the amount and designation if you wish.  This will be for informational purposes only.  The amount will not be used on year-end statements or against pledges.  
8. Description - enter the description of the property gift.  This description will be listed on the donation receipt. Click SAVE & NEW to enter a new contribution in this batch. 
9. Click SAVE & CLOSE to save the current contribution and return to Batch window.

 Non-Cash screen

If you have large property gifts, where you need to track the sale of stock or real estate, use the Non-Cash gift screen.  To record a property gift using the Non-Cash gift screen:

1. Expand the Contributions menu on the left 
2. Expand the Non-Cash Gift menu 
3. Click on Add a Non-Cash Gift 
4. Enter the Gift Date and select Gift Type.  Gift types are the donation types that are marked as non cash items. 
5. Enter a Description of the gift.  When you press tab, the first 20 characters of this description will be copied to Receipt Description.  The receipt description is listed on the donation receipt detail.  You may modify this description if you'd like.  The Status will be set to "Pending".  When the gift is posted and a donation record is created, the status will be automatically changed to "Posted". 
6. Enter the donor's Last Name and press the tab key.  A list of people with that last name will be displayed.  Click on the appropriate person to select.  Notice the full name and address is displayed under Donor/Address. 
7. Enter the Designation or the fund that this gift was given to. 
8. Enter the Quantity, Unit Selling Price and $ Value at Sale. 
9. Enter the  amount of Commission & Fees.  The Net Sales Cash Proceeds will be calculated.  
10. Enter the Sell Date and the Initials of the person responsible, if applicable. 
11. Enter the Contribution JE Date and Initials of the person who made the journal entry, if applicable. 
12. Indicate if the Contribution Letter was sent, the Date Letter Sent and Initials of the person who processed the letter. 
13. You may enter the Agent, Contact Name and Contact Phone for the agency the processed the sale. 
14. Click GIFT COMMENT if you'd like to enter additional comments regarding this gift.

If you use a service for online contributions, you can import those contributions into Roll Call.  We can import a csv file with the following information in this exact order:  

1. Date
2. Last Name
3. First Name 
4. Address 1 
5. City
6. State 
7. Postal Code 
8. Amount 
9. Fund

The import will create a batch with a contribution for each line in the import file. Each contribution will be assigned a donation type of Credit Card. To find the appropriate donor, we will look for a match on name and address.  If no match is found, it will create a person record with the association of IMPORT. If the fund is not found in Roll Call, a giving fund will be created.

To import the contributions, do the following:

1. Expand the Contributions menu on the left side bar 
2. Click on Import 
3. Click on the Import button 
4. Navigate to your csv file that you wish to import, highlight it and click OPEN 
5. You will get a message that the import is complete 
6. The batch window will be displayed for you to review the import.

When you are entering contributions you may split that contribution across multiple funds.  To do that:

1. From the contribution entry window, enter the last name of the donor and press tab
2. Select the appropriate donor from the list
3. Enter the total amount of the gift
4. Enter the check number is applicable
5. Highlight the amount in the lower section where the contribution is designated
6. Reduce the amount and press tab
7. A new line is opened up with the remainer.  Select the fund that the remainder should be designated to.
8. Repeat steps 6 - 7 as required

Posting a batch in Roll Call sets several things in motion.  When you post a batch:

1. The batch can NO LONGER be modified. 
2. If you are using Quickbooks or MYOB, you can create your export files as part of the posting process. 
3. As part of the post process you can choose to print the batch summary and batch detail report. 
4. As part of the post process you can choose to print a deposit slip.

 To post a batch do the following:

1. Expand the Contributions menu. 
2. Click on Search by Batch. 
3. Highlight one or more batches that need to be posted. 
4. Click on POST BATCH button in the lower right of the window. 
5. You will be presented with a list of reports to run, check the options you'd like to print.

If the batch is posted, you may not make any changes to it.  If a correction needs to be made you will first need to reverse the batch, make your corrections, then re-post the batch.

To reverse the batch:

1. Expand the Contributions menu
2. Click Search by Batch and identify the batch that needs to be reversed
3. Double click on that batch
4. Click the REVERSE button on the bottom of the window

You may now make your corrections to individual gifts in this batch.

By default all contributions entered under the husband or the wife of a family will be combined into one receipt.  If the husband and wife file separately you can override this behavior.  To mark this for a family, do the following:

1. Go into the husbands record
2. Click on the Contributions tab
3. Click on the Settings tab
4. Mark the option for filing individually

If you'd like to email contribution statements, there are several things that need to be in place first:

1. If you are not using a Mac, you will to download and install the PDF CREATOR print driver.  You can do that from: http://sourceforge.net/projects/pdfcreator/ 
2. Make sure "My Email" is set up correctly in Roll Call. 
3. For the people that would like to get an emailed receipt, mark that preference under their contributions tab and the settings tab.

To email receipts from Roll Call, click on the EMAIL RECEIPT button. All donors who have "email" marked will be sent an email with their statement as an attachment.

The send email window will be displayed.  Enter the subject of the email and a comment in the body of the email.  The statement will be a pdf attachment.

If you like to email receipts to people regardless of the "email" setting, highlight all the people in the View People tab that you'd like to email.  Click EMAIL RECEIPTS.  This will email to everyone you have highlighted.

To enter monies received that are not tax deductible you can enter the receipt as if it were a contribution.  However, make sure to designate to a fund that is set up as a "not on receipt" fund.  Any monies to this type of fund will not be included in the year end statement for the donor.

If you are selling items to raise money, and people give you over the value of that item, that needs to be entered as a Quid Pro Quo gift. To enter this type of transaction, go to the Donation Entry window and enter the following information:

1. Donor Name or Envelope Number.  When recording contributions, the first thing you need to do is identify the donor.  If you use envelope numbers, enter the number and press tab.  The donor information will be displayed on the right side.  If you use name to identify the donor, enter the last name then press tab.  You will be taken to the Select a Person window.  You can further reduce the names in the list by typing the first few characters of the first name.  You can double click on the name to select it, or if it is already highlighted, press Enter on your keyboard.

2. Date - the donation date will default to the same as the batch date.  If you'd like to change this date you can enter it here.

3. Total Amount - Enter the amount of  contribution.  In the above example this would be the $50.00.

4. Check Number -  If the contribution was a check, you may enter the check number in this field.

5. Donation Type - If  you entered a check number, this will automatically change to check.  Or you can select cash, check, credit card etc. from the drop down list of values.

6. Designation - Use the drop down list of values to select the fund that these monies were given to.

7. Click on the Quid Pro Quo tab.  Select the item that was given.  Enter the value of the item given.  In this example the item was the CD.  The value was $15.

Click SAVE & NEW to enter a new contribution in this batch.  Click SAVE & CLOSE to save the current contribution and return to the Batch window.

To enroll a multiple people into a group at once, expand the Groups menu, double click on the group you'd like to enroll folks into.  Choose Mass Enrollment from the Utilities menu at the top.  

The next window displayed allows you to build a list of people to consider for enrollment in the group or class.  To limit the people in the list based on an association, click over each association you'd like in the list.    To limit the list of possible enrollees to a certain Gender, check the box for Male or Female.  This can also be used in combination with Age range and association.  For example, if you wanted only male members, you could check the box for male and click over the association Member.

Press CONTINUE to get your list of potential enrollees. Mark the box to Select All if you want everyone in the list to be enrolled in the group.  Or, highlight each person you want enrolled.  To highlight multiple people, hold down the apple key on the Mac, or the shift key on Windows.

If there is another other criteria you'd like to use to determine potential enrollees, you can use the query editor to get that list.  For this example let's say we want a list of those people that live in a certain city.  From this window, click the QUERY EDITOR button.  The query editor will be displayed. Perform the query for the criteria you are interested in, then select from the list to enroll them in the class.

To use the graduation part of Roll Call, you will need to set up graduation profiles. For example, your nursery profile might include all the "nursery" classes and you may want to graduate those kids on their birthday.  Then you may have your grade school classes that you'd graduate on a specific date.  You would set up that profile to indicate that 1st grade goes to 2nd grade, and 2nd grade goes to 3rd grade etc.  Defining the to's and froms is called the graduation profile.

On Birthday

There may be cases where you want a child to automatically move to the next class on their birthday.  In this example let's say we have a Nursery class for kids 0 - 2years and a 3 year old class, and a 4 - 5 year old class.  For these classes we want the child to graduate on their birthday. 

To create this "pre-school" graduation profile, do the following:

1. Make sure you have the age ranges set in the Preferences tab of each group. 
2. Next, click on Graduate under the Groups menu. 
3. Click on the plus sign to add a profile. 
4. Select the Department and Group Type for your "pre-school" classes. 
5. Give this graduation profile a name.  In this example, I'll call it Pre-School. 
6. Click the plus sign in the lower left to set up the first graduation from 0 -2 to 3 year olds.  Use the drop down to select the from class.  Use the drop box to the right to pick the to class.  Click SAVE & NEW or SAVE & CLOSE. 
7. Continue this process until all your pre-school classes have been identified. 
8. When you are back at the graduation profile window, click on the box to graduate on Birthday.

Graduate Now

If you have a series of classes that you need to graduate at the beginning or end of the school year, do the following:

To create this "grade-school" graduation profile, do the following:

1. Click on Graduation under the Groups menu. 
2. Click on the plus sign to add a profile. 
3. Select the Department and Group Type for your "School Age" classes. 
4. Give this graduation profile a name.  In this example, I'll call it Grade School. 
5. Click the plus sign in the lower left to set up the first graduation from Kdg to 1st grade.  Select Kdg from the "from" box and 1st grade from the "to" box. Click SAVE & NEW or SAVE & CLOSE. 
6. Continue this process until all your school age classes have been identified.

When you are ready to actually do the graduation, do the following:

1. Expand the Groups menu. 
2. Click on Graduation. 
3. Double click on the profile you wish to graduate 
4. Click GRADUATE NOW. 
5. A log will be displayed showing the graduation process.