EOM Dance Events Record
From Monaro Folk Society
Contents |
Introduction
This spreadsheet is available only to those with the link, and that is the End of Month Door Team and Organising Team. Anyone with the link can update it so please feel free to make corrections and additions.
If you need the link, please contact the EOMDOT convenor.
Tabs (Sheets)
The EOM Dance Events Record Google Spreadsheet has the following tabs at the bottom of the spreadsheet:
- Data Entry:
All additions and changes are made in the Data Entry (first) tab. It contains one row for each event, in date order. Old rows are retained for statistical review, and as source data for the "Graph" sheet. Conditional Formatting is used on all of column A, so that past dates are shown in dark red. This is to help you scroll quickly down to the start of the current dates shown by black text.
The top three rows are frozen so they remain in view as you scroll down. Similarly, the leftmost two columns are frozen in place so they remain in view as you scroll right.
Scrolling right, there are groups of columns for: Venue Booking, Band Booking, Door Team, and Tally Sheet data entry and calculations.
The terms "tab" and "sheet" are sometimes used interchangeably. When you click on a tab, that sheet is displayed.
- ReadMe:
Some notes intended for first-time users of the spreadsheet. Please add or clarify notes if you see the need.
- EMail:
Cell A1 of this sheet contains a formula that will transpose a row of tally sheet data entry and calculation results into a column. The presentation down a column is more suitable for emailing than a wide row is. The formula is, for example for transposing row 27:
=transpose(dataentry!27:27)
You need to change the formula to refer to your row, for example =transpose(dataentry!100:100) if you want row 100.
- Door List
Formulae are used in Row 1 to obtain selected data from the data entry tab, and present it in a form that is suitable for printing or emailing. These formulae should never be changed, but just in case someone overwrites them, here they are:
Cell A1:
=FILTER( 'DataEntry'!A3:C ; DataEntry!A3:A>=today())
This displays columns A to C of the Data Entry tab, starting at row 3, selecting rows that have a date greater than or equal to today's date in column A.
Cell D1:
=FILTER( 'DataEntry'!N3:S;DataEntry!A3:A>=today())
This displays columns N to S of the Data Entry tab, starting at row 3, selecting rows that have a date greater than or equal to today's date in column A.
You don't need to understand these formulae. Just click on the Door List tab, select the relevant white cells, and print selection.
You can adjust the column widths in the Door List sheet, if you need to.
- Door Band List
This is the same as the Door List, but selects columns A to B and E to H from the Data Entry sheet for current rows.
- Door Team
This contains one row for each door volunteer, with their contact items in three cells ready to be copied and pasted to the three "contact" cells in the row for their rostered date in the Data Entry sheet.
- Bands
This contains one row for each band, with their contact items in four cells ready to be copied and pasted to the four "contact" cells in the row for their event date in the Data Entry sheet.
- Rx
No longer used. MFS-Accounts are no longer showing event date in their spreadsheet, so no reconciliation between this events-based spreadsheet and the MFS-Accounts spreadsheet is possible. Also, MFS Committee have announced a complete review of MFS Accounting but have not yet sought EOMDOT input to the review, so all EOMDOT reporting is on hold pending that consultation and decision-making process by MFS Committee.
- ChartData
This sheet contains formulae to extract columns to be charted from the Data Entry sheet
- Chart
This shows a graph of participation and surpluses over time.
E-Mailing the Events Record
The Events Record is accesible to anyone who has the link. However, some folk who are members of the EOMDOT may not have internet access, only e-mail. This applies in a number of workplaces.
The Google spreadsheet has the option to "E-Mail as Attachment", but as at the time of writing (March 2011), this option is not useful. Attachment as Excel results in formulae and formatting being lost, and attachment as PDF results in a large, sparse, spreadsheet that is too hard to follow.
One way to obtain an acceptable presentation is as follows:
1) Select the used portion of the spreadsheet, at the time of writing A1..P39
2) Select File / Print then Selection / A4 / Actual Size / Landscape / Print
The resulting PDF will appear in a separate web browser window, with buttons for "print" and "save"
3) Click the "Save" button
You can then attach the saved PDF file to an e-mail.
Formula Cells
As with any spreadsheet, care must be taken not to overwrite formula cells. Event data should be entered in the "Data Entry" tab, noting that formula (calculated) cells are coloured blue and should not be changed. There is currently no way to "protect" these cells.
It is a good idea to choose File / Make a Copy to make your own copy of the spreadsheet so that you can restore formula cells by simple "copy and paste" from your copy, should the need arise.
In addition, if you are signed in to Google, you can use File / See Revision History to undo any incorrect changes to the shared spreadsheet.
Content Manager: End of Month Dance Organising Team (EOMDOT - please see Contact Us for current contact information)
