Icon Rubix: Help!
Icon Rubix: Help!
We’re really excited to bring you what we think is the simplest, fastest, easiest way to manage your church, letting your whole team work together in real-time.
This document is a brief run-down of how things work. Feel free to adapt any part of these instructions to your own needs.
As you might expect, Icon Rubix includes some of the most-common church software modules, including:
(There’s information for those further on in this document.)
That’s important. But we think there are some other bits of Icon Rubix that will make it your favorite solution for your church.
We’ve designed every last part of Icon Rubix to work seamlessly on your desktop computer and on your mobile devices. Everything works anywhere you have an Internet connection, a device, and a browser.
Computers can be frustrating. We want the computer to get out of your way and let you get your real work of ministering to others - done. We’ve spent a lot of effort streamlining every process we can think of, in every way imaginable. Result? With only a few minutes of introduction, users are successful at using Icon Rubix .
Perhaps you’ve seen the real-time collaboration features in Google Docs or Office Online, where you can see others typing while working on the same document. The changes are immediate and do not require refreshing the screen. We’ve applied that experience to church software, so users aren’t annoyed by constantly refreshing screens to see data changes form other users. Real-time collaboration also has a lot of benefits that you’ll appreciate even if you don’t often collaborate:
Once you work with a real-time system, you’ll never want go back!
Perhaps most importantly,Icon Rubix will set the stage for the next generation of church management!
And, of course, a few miscellaneous things:
The primary interface to all information in Icon Rubix is the "list". Lists include: individuals lists, groups list, donations list, and more. Whether you are looking to add a new data item or update an existing one, the list is the place to start.
All lists give you some options for usage:
The Individual list shows every person you’ve entered in the system. Individuals are grouped into “Households,” usually with the same mailing address.
For each individual, you can store information including names, contact information, relationship information, notes, life events, and more.
If you are using check-in, you’ll want to add pictures as an added security measure. Guardians can be added to specify who can check-in or -out each individual.
Deleted individuals are never truly removed from Rubix! Go to archives when you need information on an individual you’ve deleted. You can also undelete individuals by selecting them in the archive list and clicking “Undelete individual” in the upper-right.
If their original household has not been deleted, they will be re-added to that household. Otherwise, the household will also be undeleted.
The Attendance list allows you to track attendance for specific events/dates and print reports with a list of individuals that attended.
To create an attendance event click “Attendance” on the left.
Click “Add Attendance Event” in the upper-left corner. This will open a new window.
Enter the name of the event and the start date.
Select how often the event will repeat - Daily, Weekly, Monthly or Yearly.
Next, you can select when the event will end - Never, After or On.
Never - can be selected if the event will always be tracked such as weekly attendance.
After - can be selected when tracking attendance a certain number of times or for one time events.
On - can be selected for a specific end date or for one time events.
Click “Schedule Attendance” button to create the event.
To add attendance, click on the event name, and then the date. Enter any notes needed and then begin adding attendance by typing their name and selecting the individuals. Alternatively, you can use the “Switch to Grid Mode” button to view the list of names and mark who was present.
Attendance can be viewed for individuals by going to the bottom of their member record and clicking on “Attendance” or by date by going to Reports - “General Report” and selecting the date or date range for events.
Organize individuals into groups, such as “2nd Graders” or “Wednesday Evening Adult Study”. Groups can be used for anything you want, and are especially useful for communication and check-in (events).
When using the classroom check-in, you’ll be able to select a particular group or groups per event.
If you are using the communication module, you’ll be able to choose one or multiple groups to receive the message.
To add individuals to a group, click the drop-down list labeled “Group Records” and choose the individual you would like to add to the group. Their name will appear in a list below the drop-down. Alternatively, you can use the “Switch to Grid Mode” button to view the list of names and add them to the group. To remove them from the group, click the “Remove” link.
Send individual or mass emails all from one screen!
Emails will always stay in the email history list, so you can easily monitor what was sent.
Sent emails are locked so you don’t accidentally re-send the message.
Event registration allows churches to create custom registration links to post on their website, track registration for members and non-members, collect payment and send confirmation emails.
Payment Processing Setup
Setting up an Event
- Unassigned tickets would be used for events that doesn’t require a person to be checked in. An example would be a concert where you just ensure each person paid.
- Assigned tickets option would be a youth summer camp where you will check people in by name. This option also allows you to require an emergency phone number for the registrants.
- You must select the user experience before you can publish the event.
- The church will need to update their website with the url for the event. The url will be ‘https://rubix.iconcmo.com/your_church_phone/registration/’ without the quotes. Don’t forget that you need to put in your phone number where it states 'your_church_phone’. i.e. - https://rubix.iconcmo.com/2182361899/registration/ This will list all the available events that are published. This url should be linked from your non-profit’s website.
View Payment Information
Once people register for an event their names will show in the top box labeled “Registered People”. To view payment information or email someone, simply click on the person’s first name. This screen allow you to view the tickets by type. For example: 1 ticket for Summer Camp Ages 5 - 7, and 2 tickets for Summer Camp Ages 8 - 10.
How Does a Family Register for an Event?
Once you check publish the event will appear on the church’s website and members will be able to register. (See URL information under Publish if events are not being displayed on website)
- Known Families - If their email is in the database, their name and contact information will be displayed. Each family member will be listed and allow the user to select the kind of ticket each family member wants to purchase. The system will also provide additional lines for non-family members to be added.
- Unknown Families - If their email is not in the database, the user will need to enter their name and contact information into the fields as well as any family members and friends that will be attending the event.
Note: If the ‘User Experience’ is set to unassigned, the system will ask how many tickets per attendee type. No names will be assigned to the tickets.
Subtotals will populate per attendee category and grand total for all the tickets purchased. When order is complete, click ‘Pay Now’ and members will be asked to input their payment information.
Donations are entered by batch.
Donor (envelope) number will be listed next to the donor name if donor numbers are assigned. If the donor numbers are not showing up, make sure the donor number batch exists with the correct effective date.
To modify an existing batch, simply click on the batch and once it opens add additional donors or select the donor from the donations list at the bottom then modify or delete.
If an individual has pledged to multiple funds the system will default to the pledge it assumes to be correct based on the given date, fund, and donor. To change it, simply click the drop-down arrow on "Pledge Record".
Donor numbers/envelope numbers are not required in Rubix. However, if the church would like to assign numbers you would do so here.
Donation funds are entered here. Every organization is different, though most have a "General Fund".
Pledges are entered per batch. We recommend creating batches for a single fund for the calendar year. For example, ‘2018 Offering Pledges’ & ‘2018 Building Pledges’
Transfers can be done from one donor to another using a date range. For example, Billy Smith was credited for giving $50.00 on Jan 5th. In reality, Smitty Jones was the one that gave the money.
Keep in mind if Billy Smith had two donations for the same day both would transfer. This happens if one donation is his and the other belongs to Smitty Jones. If this happens go to “Donations” find the Jan 5th batch and click on it. Once it is open locate the donation and modify the donors name on the donation record.
Prerequisites: Before doing check-in, you’ll want to enter individuals and groups. An example, enter all sixth graders and their families. Then create the groups: 6th Grade Room A, 6th Grade Room B, and 6th Grade Room C. By attaching groups to an event, the central check-in process (discussed later on) is more efficient for parents and staff.
There are two ways to set up check-in events.
Multiple people can check individuals in at the same time.
If allergy/medical information is on file, the “More Information” drop-down arrow will turn red to notify staff about important medical information. You can also print labels and add notes under "More Information".
Repeat Events only creates recurring events. Return to Check-in or launch one of the check-in stations to check individuals in to an event.
You’ll want to create a separate event for each location, time, and event type. In other words, on a Sunday morning, you might have several new events:
You can select a single group or multiple groups per event.
Once you have created an event, you can start checking in. We offer two types of check-in, Central Check-In and Classroom Check-In.
Central Check-In (Kiosk)
Central check-in allows members to check-in their child to any scheduled event from a single location. A family can use a check-in station to check in their children and print labels all at once.
Two types of central check-in.
Self Check-in: As the name suggests, the Self Check-in mode allows church members to check-in on their own.
Notes:
- Attendees can only search by phone number.
- Unregistered guests would need to contact a church staff for assistance at this time.
Assisted Check-In: A staff member or volunteer needs to be present at the check-in station to assist members.
Notes:
- Individuals can be searched using their name or phone number
- Staff member can quickly add individuals or family from the Check-in window.
How to use Central Check-in -
Please review the Central Check-in instructions for more information.
Classroom Check-In
Classroom Check-In is performed at the location (room) where the children will be dropped off. You will need a check-in device at each location in this mode.
How to use Classroom Check-In -
Please review the Classroom Check-in Instructions for more information.
The calendar shows current events scheduled in child check-in. Select the day and all events scheduled for that day will display on the ‘Check-In’ screen.
Tags are Icon Rubix’s way of keeping track of customizable fields, such as “Relationship” or "Status". Choose a tag name, and you’ll be given the list of available tags in that category and be allowed to customize them.
Add as many users as you need to access Icon Check-in, and give each their own level of security access.
Note that some security settings necessarily imply others. For instance, a person with “Write” access to “Events” will inherit “Read” access to "Individuals".
We have a variety of available reports, including:
Check-In also has an attendance report.
Most reports also allow exporting to HTML, CSV, and Excel formats in addition to the default PDF report format. (NOTE: For CSV exports, please be sure to choose “UTF-8” as the character set when importing into the spreadsheet of your choice. This way, all characters should show up correctly.
For each household the report will combine the adult names for the heading of each family, followed by a listing of each individual in the household, and their phone number, email, and address.
This report has a selectable date range for the criteria. It will display the last name and first name of the attendee and a final record count at the bottom. If multiple dates are found between the date range the report will have a section for each date, then list the attendees for that date and a final count for the date.
This report gives the family name, address, city, state and zip code. It combines the adult individuals in the household to print the family name. The label version will print one label per household, unlike the labels for individual, where each person gets a label.
This report will give name, phone, street, city, state, and zip code of each individual, one record per line. You can choose to show individuals based on a status code. The label version gives a mailing label with name and address for each individual.
This report will print life events e.g. baptism, confirmation, marriage, by the month or for a specified date range. The report will include the first and last name, date of the event, and any other fields available. The label version gives a mailing label with name and address for each individual.
This report will list how many individuals are in each status (Active, Inactive, and so on) in the database.
This report will list each number and the associated individual’s first and last name, address, city, state, and phone.
The user can select all funds or a single fund for the report. When all funds are used, the report will group donations by their respective funds. Each group will give you a total for that fund and how many records within the date range. When one fund is selected the report has the same information for just that one fund. The columns are given amount, given date, first and last name.
This report has 10 printed columns in landscape format. It will list donor name, fund, pledge total, installment (payment), begin date, end date, frequency, donation total, pledge to date, and status. The status calculation will use the ‘donation total’ and ‘pledge to date’ columns. The ‘donation total’ column will aggregate all donations towards the pledge record regardless of when the money was given. The ‘pledge to date’ column will look at the end date of the pledge to determine how much should have been paid by that end date. The report’s start date does not affect the ‘pledge to date’ number, thus the status.
This report will list all records based on a date range. The fields on the report are last name, first name, given date, given amount, and fund name.
The statements, will list by fund, how much was given to each fund with detail records of each donation that will include date, given amount, and check number(optional). The bottom of the statement will also list any pledge information.
The receipt statements, will print out statements for Canada’s revenue agency, which need to have a registration number for the charity and other information. It will break out the total for funds for each donor and have a grand total at the end.
This options only works using the Chrome browser on the latest version and a desktop or laptop computer. The label printers need to be connected to the network using the hardware’s instruction manual.
The following steps need to be completed in order or you will need to start over.
First set up the label printers on your network using the instructions provided with the hardware.
Open Google Chrome and right click anywhere on the window and choose print in the menu. Select the printer in the printer dialog box list of printers.
Choose the correct measurement for your label paper in the paper size list. This setting is found under the ‘More settings’ link. This is very important and will keep labels from printing.
Test the setup before proceeding to the next step. You can click the ‘Print Label’ link for a child, in the check in window and you should get a pdf to appear. Click the printer icon which makes the printer dialog box come up and ensure the correct label printer and size selected. Click print on that box and you should receive a label.
Close Google Chrome completely. This must be done because of the new setting for Google Chrome.
Right click on the Google Chrome icon (typically on your desktop) and go to properties. Click on the shortcut tab on the screen that appears.
In the target field go all the way to the right of the visible text using your cursor. Please do not erase the text that is already in that field. The following command, in red, can’t be miss typed and ensure you have two dashes before the word kiosk in the command below.
Please input:
--kiosk-printing "https://rubix.iconcmo.com".
Please review the screen shot above for reference carefully in regard to the target input field and when finished inputting the command correctly, go to step 8.
Rubix has its own mobile application for the iOS and Android platforms that allows access to the complete system, which allows devices to print directly to a label printer during the check in process. Bypassing the printer dialog box for each label speeds up the printing process. This enables the church organization to move parents through the line quickly and efficiently.
To use this feature you must first have the application downloaded from the appropriate iOS or Android app store. Next, you need to login on the app, and then go to the ‘Organization: Information’ menu. Next, click on the blue button labeled ‘Select a Printer’ as you see in the image below.
The next screen should list all your printers that we support and are discovered on your network. If you don’t see any printers, then please review some of the common issues below.
Once you review all of these issues, then retry the list of printers in the mobile application.
Once your device detects the network label printers, you should see a screen like the one below.
To select the printer just tap on it and you should see a check-mark to the right side of the screen indicating this is the default printer. You can use the back arrow at the top to go back to the ‘Organization: Information’ screen. Your mobile device will remember this printer selection from now on and you do not need to repeat this printer setup, unless you want to change your device’s default printer.
Once a printer is selected you should see a ‘Print a test label’ button on the ‘Organization: Information’ menu. Click on this button and the printer should print the test label. You are now ready to print labels for your children.
Mobile App Printer Models
We currently support these WiFi Brother label printer models within the mobile app for Android and iOS - QL-710W, QL-720NW, QL-810W, and QL-820NWB. The QL-810W and QL-820NWB are the newer Brother label printers.
The kiosk mode allows the church to show the check in screen as a full size screen. It removes the browser’s address bar, bookmarks, and other menus. This capability is only in Google Chrome. Please see the image below.
To set this up in Google Chrome, go to the shortcut for Google Chrome on the desktop, right click on it and select properties in the menu. Choose the shortcut tab. In the target field, at the end of the text, input --kiosk. Ensure you have two dashes in front of the word. This is not the same as the command for kiosk printing which allows you to print quickly to label printers. See the section on the quick print option for more detail on kiosk printing.
The following is a simple guideline on how to use the central check in process on the system.
To launch the Central Check-in module
Note: The two modes (Assisted Check-In or Self Check-In) allow the user to check in multiple children, into different events, at the same time.
A staff member can add a child to the family using Assisted Check-In" by clicking on the ‘Add a new child’ link once the family has been located.
Once you locate the family they will appear on the screen. “See example below”
Before checking a child in:
Depending on your set up, clicking the blue “Check In” button, will either bring up a print dialog window, so the user can choose the printer, or print directly to the label printer when the Quick Print option is enabled for the Chrome browser.
When a family is not found on the system either by name or phone number, the screen will show a link that says "Add a New Household". When clicked the system will ask the user to input one guardian and one child. Then, the user can click save, and add any additional children on the next screen. Once they are added, the check in process would be the same as detailed above.
Additionally, in this screen you have access to the Event Attendance Report and can view the More Information that details the times, notes, allergies, and printable labels for each child.
While you are in an event, click “Print Event Attendance” in the bottom-right. Information regarding individuals checked in and those who were absent along with their guardian’s contact information can be found on the event attendance report.
If you need to find out when an individual was checked in or out, click the “More Information” link. This will expand the view to see information about check in and out times, the groups the individual belongs to, a space to add notes about that particular child at this particular event, allergy information (if entered), and more.
The “Clear Times” link is used if you have accidentally checked in an individual. It will reset the individual for this event.
The “Print Label” link is used to print labels. The labels printed are 2.4" × 3.9" (62 mm x 100 mm) and contain the individuals name as well as guardian, allergy, group and check-in time information.
Depending on the organization’s process and hardware, labels can be set up in multiple ways. To print from mobile devices, which is the quickest method for printing, we recommend using the mobile app instructions. If you are setting up a quick print option for a desktop or laptop computer, please use the quick print option. This option will keep the printer dialog box from appearing and send the label directly to the default printer. The last option is not change any settings and allow the printer dialog box to appear. Then, a PDF will appear, which you can print from your browser to a label printer of your choice.
Central and classroom check-in will require different hardware, supplies, and processes within the church.
Classroom check-in is when children go directly to the classroom and check in is performed at each classroom. Checking in by classroom will require at least one internet connected device (IE. a tablet) at each classroom. If labels are used in each classroom then a label printer is needed for each classroom. A staff or volunteer would need to be present to check kids in on the device. The advantages of using Classroom check-in is parents typically have shorter wait time and having additional hardware can help when a device goes down, or an unexpected overflow of people arrive at an event.
Central check-in is when the church has a few check-in stations in a common area. Parents or volunteers check the children in and then the children are taken to their classrooms. Typically this requires less hardware as there will only be a few stations, which can save the church money. Central check-in almost always uses labels. The church will need label printers for each station and compatible label media. Some churches will use different color labels each Sunday, to ensure the parents and children are allowed in the classroom area.
Icon Rubix gives organizations the ability to assign users as much or as little security based on the system’s screens. To add a user or change their access go to "Users". Access can be assigned as 'No Access’, 'Read Access’, or 'Write Access’. With 'No Access’, the user will not be able to access the screen. With 'Read Access’, the user can see the data but they cannot make changes. With 'Write Access’, the user can read and make changes to the data.
The user is created using an email address as their user name. Password can be changed in the ‘Settings’ screen.
Icon Rubix is still new, and we are working hard to add new and exciting features. See something you want to change or improve, or a feature that’s missing? Let us know! Contact us at support@iconcmo.com or give us a call at (218) 236-1215.
Contact us at support@iconcmo.com or give us a call at (218) 236-1215.