YFC INFOSYSTEM
ENCODER’S MANUAL
YFC INFOSYSTEM ENCODER’S MANUAL 2013
1. DEFAULT WEB PAGE
Features:
a) Announcements - From time to time, the user can check this part for admin updates.
b) Log-in Box - This is where the user enters the username and password given by the YFC
Infosystem Coordinators.
c) “Click Here for Members Portal” Link - Click this link to navigate to the login page of the
Members’ Portal (Personal Account)
C
A
How to log-in?
1. Go to https://www.yfcinfosystem.com
2. Type in your username and password at the Log-in Box
3. Click Log-in.
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
2. HOME SCREEN (DASHBOARD)
Features:
a) Demographics— This section shows the number of YFCs in different categories.
b) Birthday reminders– A section for birthday celebrants
c) Activity reminders – The section to view five (5) previous and five (5) next activities in your area.
d) Search facility – The search facility allows the user to find a specific member by typing his / her name
in the space provided in the search box.
e) Update profile – This allows the user to change his / her password for security purposes; however, he
/ she cannot change the username of his / her account which is used for tracking purposes.
B D
C
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
3. AREA PROFILE
Features:
a) Sub-Areas – This is a quick summary of the YFC programs in your area.
b) Activities – The list of activities conducted in your area.
c) Evangelization (Youth Camps) – The list of youth camps conducted in the area.
d) Attendance (Summary) – This section shows a summary of the recent activities including the
number of attendees.
e) Leaders – This section shows a list of the leaders in the area.
f) Members – This section shows a list of members in the area.
g) Household meetings – This section shows a list of the households conducted in the area.
C
A
D
E
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
4. MEMBERS’ DATABASE
Features:
a) Add – This button allows the user to add members into the system.
b) Batch Add – This button allows the user to add members in groups.
c) Transfer – This button allows the user to transfer one member to another area.
d) Alphabetical list – These set of buttons gives the user a list of the members in alphabetical order.
e) Find – This is the “quick find” button to see a specific name / member.
A B C
E
Clicking on a name gives you basic information of that member
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How to add a new member?
a) Complete the information needed when adding a new member. (Complete name, Sex, Birthday, Blood
type, Phone no., Cellular phone no., E-mail address)
b) Click SAVE.
c) Once a member is added, a YFC ID NUMBER will be generated by the system. (Take note of this
number. This will be the persons’ unique identification is needed to get the member’s password for
his / her personal account later on.)
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4.1 ENCODING GUIDELINES
Before encoding, make sure you have the complete details of all your members using the Member’s
Information Sheet.
1) Encode Active YFC Members Only
2) Search First the Family Name and First Name of the member you are about to encode in the
search box. To make sure that there is no duplication in the entry of our members. If it is already
present, please do not continue with the encoding of that specific member. Use the search facility
of the database.
3) Encode ALL in CAPITAL LETTERS.
4) Encode the Right Spelling and Dates
Please double-check the spelling and dates. Especially the Last Name, First Name,
Nickname, Date of Birth and Gender, these fields will determine possible double entries in the
database. Also this will determine the integrity of our data.
Auxiliary Name
Please encode the auxiliary names (if any) in the first name. e.g. Juan Sr. / Juan Jr. / Juan II
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
Use of Ñ
Please make use of this character. There are two ways:
1. Keyboard Shortcut: ALT+165
2. Character Map (Start > All Programs > Accessories > System Tools > Character Map
No Exact Date Provided (Month/Year Only)
Some of our members already forgot the exact dates of their Youth Camps. Our
database only accepts whole calendar dates. If this is the case, please follow the examples
below:
1. Month/Date Only > June 2000 = 06/01/2000
2. Year Only > 1999 = 01/01/1999
5) Encoding the other fields of the members personal information
First Name*
Includes auxiliary names (if any). See general guidelines on the first page.
Middle Name*
If possible, please provide full middle name.
Nickname*
Please input only one nickname. (for use with ID’s name plate)
Date of Birth*/Youth Camp Graduation Date
Encode using this format: mm/dd/yyyy or use the calendar tool.
For incomplete dates please see general guidelines on the first page.
Phone Numbers (Cellular and Residential)
Please encode without dashes. (e.g. 09228983626 not 0922-898-36-26) Please encode
one phone number in each textbox.
Gender*
Occupation
Select one, you may also use the closest match or OTHERS if not in the list.
Formation
Check formation that has been attended. If not yet complete with the talks, please don’t
check it yet.
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
Notes
Citizenship
Address
Website (for those who have site, blogs, Facebook, etc)
Picture
Please use JPG format only with 120px x 120px dimensions. However, the system can
convert your square-sized pictures to these dimensions.
*required fields
Encoding of members is just the first module of the whole YFC INFOSYSTEM. We encourage regular
updating of the other modules YOUTH CAMPS, ACTIVITIES, FORMATION to fully maximize the system.
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Transferring a member:
a) Select Area to transfer the member to
b) Select Name/s to transfer
c) Add notes / remarks for the receiving area if needed
d) Click SAVE
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
Batch-add:
a) Click on batch-add then seeing the instruction in the upper left area of the pop-up box, download a
copy of the .csv excel file through the highlighted link.
b) Fill up the excel file with the needed information.
c) Save the completed excel form with .csv (comma delimited) as its extension. [Example: Sample.csv]
d) Upload the .csv file by clicking on “Choose File”, and then select the file you just saved.
e) Select your area. (This should be set to default. Please double check if your area is rightfully selected.)
f) Click “Create Accounts”.
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
5. ACTIVITIES MODULE
Features:
a.) Add – This button allows the user to encode a new activity
b.) Attendance – This button allows the user to add and edit attendees of the activity.
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Adding / Editing an Activity:
a.) Select Activity Type
b.) Select Formation link if the activity is a part of the formation track
c.) Enter the name of the activity
d.) Select the start and the end dates
e.) Enter the name of venue
f.) Enter CFC ID Number of the Supervising Couple Coordinator
g.) Add notes (Optional)
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
Adding / editing attendance:
a.) Click on the attendance button at the right side of the activity name
b.) Select name(s) of attendees then click ADD
c.) Click SAVE
6. FORMATIONS MODULE
Features:
a) View attendees – This button allows the user to see the attendees of a specific formation track.
In this section, the user can also add new attendees to a Formation Track.
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
7. EVANGELIZATION MODULE
Features:
a. Add Youth Camp – This button allows the user to encode a new youth camp and its details into the
system.
b. View details – This button will show the user the details of the youth camp in line with the button.
Details include Service team, Participants, and basic Statistics of the youth camp.
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Adding Youth Camp Participants:
a. Create the youth camp in the evangelization page (Add youth camp button). After creating the youth
camp, it should appear in the list right away.
b. Click on “view details” at the right of the newly created youth camp
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YFC INFOSYSTEM ENCODER’S MANUAL 2013
c. Click “Add record” under the PARTICIPANTS heading
d. Enter the needed details of the participant
e. Once the participant graduates from the youth camp, an OFFICIAL YFC ID Number will be generated
and that participant will be added to the Members’ Database.
8. REPORTS MODULE
Features:
A reports generator with different fields. The user can choose from a set of categories on which
type of report to produce from the system.
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