Exped Manager – Set up Instructions

Set up dashboardSet up instructions for Exped Manager….

Open Exped Manager in Zoho Creator. On the left hand side you will see menu options. Click Dashboards and then the set up dashboard.

You will see blue buttons and green ones. Start with the blue ones. You will be able to return some of these forms at a later date and add more data. The values coloured BLUE must be entered exactly as they are presented below.

Open the set up dashboard

AWARD LEVEL Click on the AWARD LEVEL button. Add the value: BRONZE, then click submit. Repeat adding SILVER and then GOLD.
CATEGORY OF EVENT Click on the CATEGORY OF EVENT button. Add the value: DOFE PARTICIPANT, then click submit. Repeat adding other categories. These other categories are optional. You could choose HIKING, LEADER EVENTS, WATERSPORTS etc. You can return to this form and add more categories later.
EVENT TYPES Click on the EVENT TYPES button. Add the value: QUALIFYING EXPEDITION, then click on the Category of Event field and select DOFE PARTICIPANT, then click submit. Now enter PRACTICE EXPEDITION with DOFE PARTICIPANT in the Category of Event field. You can add other event types; e.g,

  • CLASSROOM TRAINING – DOFE PARTICIPANT
  • OUTDOOR TRAINING – DOFE PARTICIPANT
  • SUMMER HILLWALKING – HIKING
  • WINTER HILLWALKING – HIKING
  • LEADER TRAINING – LEADER EVENTS
  • LEADER INDUCTION – LEADER EVENTS

You can return to this form and add more event types later.

MONITORING CATEGORIES Click on the MONITORING CATEGORIES button. Add values that will be useful for categorising monitoring reports. You can choose your own; e.g.

  • CAMPSITE ISSUES
  • HEAVY RAIN
  • EQUIPMENT PROBLEMS
  • HOT WEATHER
  • PARTICIPANTS GOT LOST
  • MAP AND ROUTE CARD ISSUES

You can return to this form and add more monitoring categories later.

ROUTE DETAIL MILESTONES Click on the ROUTE DETAIL MILESTONES button. This form is used to make the green form report funciton properly. Add START in the MS Text field and the number 1 in the MS Number field then click submit.

Repeat with the following values:

  • START, MS Number 1
  • NIGHT 1, MS Number 1
  • NIGHT 2, MS Number 2
  • NIGHT 3, MS Number 3
  • FINISH, MS Number 4
AWARD CENTRE Click on the AWARD CENTRE button. Add the name of an Award Centre. Then click on the Licenced Organisation field and click add new. Add the name of your Licenced Organisation. Then click submit. Repeat for other Award Centres. You can return to this form and add more Award Centres later.

Now use the green buttons to set up the green form report.

GF Set up – 1 Click on the GF Set up – 1 button. The Route Details form opens up.

  • In the MS field select START.
  • Now click on the Routes field and click add new.
  • The Routes form will open up. Add the value: Set up Route in to the Route Name field.
  • Add the number 2 into the Number of Days field.
  • Click submit at the bottom of the Routes form.
  • Next click submit at the bottom of the Route Details form.
  • Once you’ve done that click back to the set up dashboard. 
GF Set up – 2 Click on the GF Set up – 2 button. The All Route Report opens up.

  • Click on the record that is there and then click Edit.
  • Scroll down to the bottom of the form and the Route Detail Subform. Click +Add New to add a new record in the subform.
  • Select NIGHT 1 in the MS field.
  • Now click submit and then return to the set up dashboard.
GF Set up – 3 Click on the GF Set up – 3 button. The Event form opens up.

  • Add Set up Event in Event name.
  • Select PRACTICE EXPEDITION  in the Type of Event field.
  • Add start date and end date for a two day expediton.
  • Now click on Show Dofe Event Fields and Show Green Form Fields.
  • Scroll down the form and look for the Route Name field. Select Set up Route.
  • Now scroll down to the Green Form Route Details Subform and click +Add New
  • Select NIGHT 1 in the RD Lookup field.
  • Now click submit at the bottom of the form.
  • Return to the set up dashboard.
GF Set up – 4 Click on the GF Set up – 4 button. The Dofe Event List form opens up.

  • Click on the event record and click Edit.
  • Scroll down to the bottom of the form to the
  • Green Form Route Details Subform and click +Add New
  • Select NIGHT 1 in the RD Lookup field. If data automatically appears in the GF Date and Day of Week fields set up has worked.
  • Now click submit at the bottom of the form.
  • Return to the set up dashboard.

Now you are ready to start setting up Routes and Events. The Route Details subform at the bottom of the Routes form is for collecting data that goes into the green form, information like start location, start grid ref, day 1 journeying time and day 1 distance. If your route isn’t in wild country you don’t need to fill in the route details section.. because you won’t need a green form.

For expeditions in wild country, click on Show Green Form fields in the Event form. Scroll down to the bottom and the Green Form Route Details subform. Add new rows and select START, NIGHT 1, FINISH etc in the FD Look up field. This will automatically complete the green form route details section using the start and end dates from the Event form above.

Once you set up a Route with Route Details and an event with completed Green Form Route Details you can delete the Set up Event and Set up Route from the Dofe Event List report and All Routes Report.