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Support Help for Creating Assembly Programs

Create all types of Assembly programs you need quickly by automatically downloading the program itself and then select participants, load outlines and send out the assignments! But this form sets up the specifics of the program itself.

Assembly

Create and Manage all types of assembly programs! Watch the video Tutorial!

Quick Links for Information

Assemblies Panel

Reports/Forms

Audit Panel

Other Functions

Assembly Details

First - you create the Program itself, whether a Circuit Assembly, Special Assembly Day, Special Session with the Pioneers, District Convention, or Kingdom Ministry School. You will need to enter all the details as to it's location, date, etc. You can also enter information into the program to assist you in creating nicely formatted letters. This is all the initial part of the Assembly creation portion of the program.

Second - you will need to enter the Participants. This will be detailed information on each part. This is the second portion of the Assembly creation. The participants will be attached to the assembly program. You can have brothers attached to many programs. But each program will have it's own start date and unique designation as to the type of program.

Five Programs to choose from The first thing you will need to do is enter one of five types of Assembly programs. This is done from the Main Assembly form, which you get to directly from the Main form.

Create a record for each assembly needed. Important: Use the first day of the assembly's date for the assembly date in the date field. If this is a District Convention for example, use the date for the Friday of the program or whichever date is used to start the program. From this point on, Circuit Data On The Go will use the type of program and how many days long it is to determine various aspects of program creation.

Now considered a future event - After a program is entered with a date in the future, it will always be noted as a future event. So when coming back to this form, only future assemblies will be noted. Past assemblies will not show up automatically. You can view past programs by clicking "Select Assembly" at the top, then you can 'scroll through the records into the past if you want. So if you have a circuit assembly and Regional Convention still in the future for example, these will show up as separate records. Simply scroll through these records to find what you want to view or add to.

Important: When you select your assembly program by clicking the arrow on the right, it automatically then selects the participants, if entered previously, for that program when you click “Parts on Program”. This is helpful as it only pulls up one assembly at a time and keeps them sorted when you go to "Parts on the Program". When you go to the next form "Parts on the Program" and you do not have any participants added yet, you will be asked if you want to automatically enter the basic data. (Note: This auto download feature may not be available in all languages. If you receive a message, "File Not Found On This Server" then this program is not available.) This will give you a jump start on entering information for the assembly program. For more information on auto-entering data for the assembly program, see the Help section for Assembly Details when viewing participants. (Note: Kingdom Ministry School information may not be available for download)

Location Details - When entering the location, the program will attempt to match the location with previously used Assembly Locations. If using Video Conferencing, Zoom, JW Studio, then simply type in the Location without an address, if the assembly is using a virtual method of meeting.

Language - Be sure to enter the language of the program! This will help you later to include the proper language outlines in the program.

Enter Data

Enter all the information in the fields. This will be used on letters, forms and mailings in connection with the assembly program. You may need to adjust the text in these fields as you view and edit your letters and programs so that they appear correctly in these forms later.

Sending Reports/Forms

Sending Branch Forms - Follow the prompts when sending the forms. The forms will fill and send along with emails or to the Desktop, depending on the selection.

Add/Remove to s317

Click the "Select Assembly" button at the top and check the boxes for the assemblies you would like to send. They should be the same circuit section.

Send s317 by Email

After selecting the programs you wish to use to fill the s317 form, you can then click to send and choose to attach to an email addressed to the CBOE's or send the form to the Desktop or Both.

Send Assembly Reminder

This is used to send a reminder to the assembly you have in view. It will send a reminder email to CBOE's in your circuit for that circuit section (or entire circuit with no sections) and is only used to remind elders of what is stated in the sfl publication to prepare for the upcoming assembly.

Send PDF s-318 to Desktop

Be sure to drag into your program the latest s-318 form and this function will fill this form out for you and send it to the Desktop

Send PDF s-328 to Desktop

Be sure to drag into your program the latest s-318 form and this function will fill this form out for you and send it to the Desktop

Notice Sent for the forms

Use these fields to take note of when the forms have been sent, specifically the 317, the CA Reminder, the 318 and the 328. If you want to change the date that these were sent you can change or reset it.

Audits

Looking after Audits - The audit function is set up in a 3 stage process 1) Asking the auditor to handle the audit, 2) Sending the assignment to the auditor and Assembly Overseer with the appropriate forms 3) Then the final email to the Assembly Overseer.

Speakers Button

Search Speakers

Quickly find speakers on one of the programs

Ratings

This takes you to another portion of the program where Ratings can be added and sent to the branch. This will allow you to see the ratings of brothers in your database and filter them according to rating and then print out a report

View All Past Speakers

This allows you to see how past speakers were used on the program in alphabetical order and by Circuit Section. Using this will ensure that brothers do not receive the same types of part or are overused or underused on assembly programs. Provides a quick view of assembly speakers being used, past, present and future if they have been given a part.

Duplicate Program Button

Duplicate Program

This allows you to take all your information from one assembly program and duplicate it into another dated program. Here's how it works: Create an entire assembly program, including assembly parts, speakers included are optional. But remember, whatever you create in the assembly program will be copied to another dated program but all the parts and information copied will be updated to the new date on the program. Rehearsal dates etc, will not change, but part times will.

TIP: Sometimes it is easier to put in all the participants or parts, rehearsal dates, everything, and then simply change the ones you want in your newly duplicated program. Many brothers use many of the same participants for more than one assembly. If you do, then the program duplicator will make your work much easier as PDF's and other instructions and outlines are copied to the duplicated program. ANOTHER TIP: Even if the a brother has the same part, but it is for two programs or more, I always send as many letters to him by email as parts, to be sure he understands he has more than one weekend assigned to him! Importing of Regional Convention Information from jw.org

You can import the data for your Regional Convention if you are the Convention Chairman. At the bottom of the web form showing the speakers on your web site, you should see a button at the bottom of the web page, that says, Export Results. Click the button and download the file which will end in ".csv". Create a Regional Convention in your program, including the date and then drag this from your Downloads folder into the program in the field indicated. When going to "Participants" it will then import the data into the program.

More Information on Assembly Creation

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