If you are just starting to use the OCLM Web Software, after logging in please follow the steps contained in the Video Guides below.
Here are some links to help in creating schedules, printouts and more for the Weekend Meeting:
Video Guides
Quick Guides
- Create/Assign Schedule - Quick Guide
- Print Schedule - Quick Guide
Set-Up/Settings
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Import/Restore your Data
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Set Congregation Information (name, address, meeting day and time)
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Set interface and printout language
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Set Watchtower Conductor
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Edit Assignment/Reminder Message Templates
Local Brothers
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Add/Edit/Delete Brothers and their profiles
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Brothers Part History - View/Add Part History
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Adding Talk Outlines
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Brothers Time Away
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Other settings (Translators, Local and away speakers)
Visiting Speakers
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Add/Edit/Delete Visiting Speakers and their information
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Adding the Circuit Overseer
Hospitality
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Setting up Hospitality
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Sending Hospitality assignment/reminder messages
Importing
- Import schedule weeks for the year
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Hide/Show schedule weeks
Scheduling
- Auto-Assign Schedule week with brothers
- Some brothers Not Assigned/Blank
- Assigning public talk speakers
- Manual-Assign
- Suggested Alternates - Coming Soon
- 'Modify week' button for Special Weeks - Convention, Assembly, CO Visit, Memorial
- Send Local/Visiting Speaker Assignment/Reminder Messages by Email/WhatsApp/SMS
- Send Email All Reminder for Weekend Parts
Printouts
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Printing the Weekend Meeting schedule in Word/PDF
Reports
- Search for Brother's name, Congregation, Outline #
- Away Speakers- Coming Soon
- More reports coming soon
Account Changes
- Changing your email address/transferring a subscription
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Setting up a Joint Account
Data
- Backup your Data
- Import/Restore your data
To Create/Assign a Schedule - Quick Guide:
- On the Menu click Schedules
- Find the Week to schedule. Click on the 'Auto Assign' button. This will schedule the Chairman, Watchtower conductor, and Watchtower reader.
- To schedule the speaker and his opening song/talk type/outline# etc… or to change an assigned brother for that week, click the "Edit" link. Make all needed changes then click the save button.
To Print a Schedule - Quick Guide:
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After scheduling the desired weeks, (see Create/Assign Schedule – Quick Guide above) checkmark all the weeks you wish to print by placing a checkmark in the first column called 'select to print'. Or select the "select 6 months" box to print 6 months of the schedule at one time on one page.
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From the print dropdown list located at the top left, select the type of Schedule you wish to print (Word/PDF). Click the Print button.
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A save file box will appear. The file will then appear in your Word/PDF document editor.
- In your Word document editor/PDF reader, make any adjustments you wish then print through your document editor.
Set-Up/Settings:
Restore/Import Data
Coming Soon
Set Congregation Information (Name, address, meeting day and time)
Under Settings you can edit the Congregation Name that is displayed on the Schedule Printouts, and you can also change your meeting day, time and address.
Set interface and printout language
The Settings screen is where the Interface and Print Language can be changed. The language together with a specific country can be selected.
Set Watchtower Conductor
If you would like the same brother to be auto-assigned as the Watchtower conductor every week please check the box and select the desired brother's name from the drop-down list. This list will be populated based on the information entered under the Brother's tab.
Edit Assignment/Reminder Message Templates
On the Settings page, you can edit the first paragraph and last paragraph of the Local and Visiting Speakers/Email all brothers/Hospitality Assignment and Reminder Messages
Brothers:
Add/Edit/Delete Brothers and their profiles
First click on the "Brothers" tab. If you have not imported from a previous OCLM backup, you can begin to add the names and profiles of all brothers that can do weekend meeting parts in your congregation.
A brother's profile is very important in regards to scheduling the meeting parts correctly. The auto-assigning algorithm takes into consideration all the information in a brother's profile. It considers the type of parts they can give, if they are currently active, their time away, talk history etc., all are considered when auto-assigning a brother to a part.
Add/Edit Brother's
Click on the Create New Brother link at the top of the Brother's page, enter their information and click save.
To edit a brother and their profile information, click on the 'Edit' link across from the brother's name. Modify their information and click the save button.
Delete Brother's
To permanently delete a brother, click on the 'Delete' link across from the brother's name.
Active checkbox
If it's possible the brother will become active again in the near future it's better to uncheck the box under the "active" column for that brother. To do this, click Edit across from the brother's name. Then on the Edit page, you can uncheck the active checkbox and click save. This way you will not need to re-enter their information when they become active again. When the Active box is unchecked, the participant will not be assigned any parts.
Sort Data
It's easy to sort the table grid data on many of the tables. Click on the Column Heading Once for ascending order, and again for descending order. You will see an arrow head in the column header indicating the sorting direction.
For performance considerations, the default view will display only 50 rows of data at a time. This data can be paged through to see more than 50 rows at a time. If you would like to see all rows of data, click on the link 'View All Brothers' link.
Brother's Part History - View/Add Part History
This area is accessible from the Brother's Page. To view or enter part history for a brother, click the 'History' link under the Part History column.
The Brother's Part History (Chairman, Watchtower Conductor, Translator and Watchtower Reader) will populate automatically when a schedule is Auto-Assigned or manually edited on the main Schedule. When first setting up your software as a new user, it's good to add the last part given for each brother if possible. This will make the scheduling algorithm more accurate and not schedule a brother for a part if they have just given one.
Adding Talk Outlines
You can select all outlines a brother can give and the date last given using the "Outlines" button on the Brother's page. When a brother is scheduled to give a public talk on the main schedule this will also auto-update the outline history as well. This information is useful when arranging talks but is also used to compile various reports as well.
Brothers Time Away
This screen is accessible from the Brother's page. To view or update a brother's Time Away dates, click the 'Time Away' link.
On this screen you can View, Add, Edit or Delete a brother's Time Away dates. The brother will not be scheduled to give talks for these dates.
When entering a brother's Time Away it's best to start the unavailable dates on a Sunday and end on a Sunday. This way, it will cover the entire schedule week.
If the brother will be away for an unknown period of time, it might be best to set him as Inactive. This can be done by clicking edit across from the brothers name, unchecking the active box and clicking save.
Other settings (Translators, Local and Away speakers)
Translators
Brother's or Sister's names can be added for this role. Click "Create new brother" on the "Brothers" page and add their first and last name, any contact information then check the "Translator" checkbox and click save.
Local and Away speakers
These checkboxes are used to compile various useful reports in the "Reports" tab. If a brother is approved to give talks in your local congregation please check the "Local speaker" box. If a brother is also approved to give talks in other congregations please check the "Away Speaker" box
Visiting Speakers:
Add/Edit/Delete Visiting Speakers
A Visiting speaker's name and information must first be entered under the "Visiting Speakers" tab before they can be scheduled on the main schedules page. Use the "create new" button to add the speaker's name, congregation name, and contact info.
Their contact info is used in various assignment/reminder messages available on the schedules page under the "reminders" button.
Adding the Circuit Overseer
First go to create new under the Visiting Speakers page. Then add the Circuit Overseer's name and in the box for congregation name type "Circuit Overseer". His name will now show in the dropdown list for Visiting Speakers when you edit the CO week on the schedules page. For more info on scheduling the C.O. week see "modify week".
Hospitality:
Setting up the Hospitality page
In the Hospitality tab you can enter Brother's/Sister's/Families/Service group names that have agreed to provide hospitality. On the Schedules page, to add hospitality for a select week first click the auto-assign/manual-assign button on the schedules page. Then click on the "Edit" button for a particular week and select someone to provide hospitality using the dropdown box and click save.
Send Hospitality Assignment and Reminder messages
To send Hospitality assignment/reminder messages by Email/WhatsApp on your desktop or mobile device, first navigate to the Schedules tab. Click the "Reminders" link on your desired week then click the Email or WhatsApp hospitality assignment/reminder link which will open the message in your default email client or WhatsApp.
The "Mobile SMS Assignment/Reminder" link will only appear when you are on a mobile device. Follow the same steps as above and click the "Mobile SMS Assignment/Reminder" link to send your message by text message.
The Hospitality Assignment/Reminder messages will consist of the date, speaker's name, and his congregation name. The intro/outro text can be edited under the "Settings" tab or in the message itself.
Importing:
Import schedule weeks for the year
Click the "Get schedule data" button to automatically add one year of schedule data from today's date. It will not overwrite any weeks only add to your list.
Hide/Show schedule weeks
Click on the Hide weeks button at the top of the "Schedules" page, then select the "From and To" date range. The data is not deleted, so it can be retrieved and displayed again by clicking the show button and selecting the correct "From and To" date range.
Scheduling:
Auto-Assign Schedule week with brothers
The auto-assign will assign brothers in an alternating pattern, so a brother is assigned a balanced amount of parts.
If a special week is selected, such as an assembly/convention/memorial, no brothers will be assigned that week. If CO week is selected there will be no Watchtower reader assigned.
To assign students, click the 'Auto Assign' link under the 'Assigned Students' column for the desired week. This will schedule the Chairman, Watchtower conductor, and Watchtower reader. When the 'Auto Assign' link is clicked for a particular week, the checkbox under the column 'Been Assigned' will be checked. You can always redo a week's schedule by clicking on the 'Clear' link and then the 'Auto Assign' link again.
Some Brothers Not Assigned / Blank Part
If you are experiencing many blank parts after clicking the Auto-Assign button, make sure there are enough brothers able to give each talk type and enough brothers have the 'Active' checkbox check-marked on the brother's page.
Please note: It's very important to Auto-Assign in chronological order. The accuracy of Auto-Assign is greatly influenced by the last part given by a brother. An insufficient randomization may occur when a schedule week was Auto-Assigned far in advance, such as many months in the future, done by mistake or for testing purposes. If the future schedule week is not cleared of brothers, then this will affect the Auto-Assign scheduling for previous weeks.
Assigning Public talk speakers
The Auto-Assign button will assign the Chairman/Watchtower Conductor/Watchtower reader. After clicking the Auto-Assign button you will still need to manually enter the public talk speaker's information. To do this, click on the "Edit" button. There you can input the Speaker's Song/Name/ Outline #/ Translator's name(if applicable)/whether he is a local or visiting speaker/If he has confirmed or not and whether his talk will be in person/on Zoom/or streamed. If there is a visiting speaker you can select someone to provide hospitality using the drop-down list if desired. You can also make any needed edits to brothers that were Auto-Assigned in the previous step. After you have entered this information click save.
Manual-Assign
To manually assign all parts first click the Manual-Assign button on your desired week. Then click the 'Edit' link. Using the dropdowns and other boxes you can assign brothers to all parts for the week and then click save.
Suggested Alternates
Coming Soon
"Modify Week" button for Special Weeks - Convention, Assembly, CO Visit, Memorial
If there is a special event week, on the schedules page first click the "modify week" button for that week at the end of row. Then change the Type of Week to the type of special event and click save. The printouts will also show this as a special week.
If "CO week" is selected the auto-assign button will still be available but will only schedule the Chairman and Watchtower conductor, not the Watchtower reader. After auto-assigning the CO week you can then click the edit button and add the C.O.'s song #/outline # and select his name from the drop-down list under "visiting speakers" (His name first needs to be added in the visiting speaker's tab with the congregation name set to "Circuit Overseer").
The printout will show his name with Circuit Overseer printed underneath.
If any other special week is selected the auto-assign button will disappear and the week will show as "been scheduled" and will show on the printouts.
Send Speaker Assignment/Reminder Messages by Email/WhatsApp/SMS
To send assignment/reminder messages by Email/WhatsApp on your desktop or mobile device, first navigate to the Schedules tab. Click the "Reminders" link on your desired week then click the Email or WhatsApp reminder link which will open the message in your default email client or WhatsApp.
The "Mobile SMS Reminder" link will only appear when you are on a mobile device. Follow the same steps as above and click the "Mobile SMS reminder" link to send your message by text message.
The Local speaker's assignment/reminder messages will consist of the date, time, outline#, opening song#. The intro/outro text can be edited under the "Settings" tab or in the message itself.
The Visiting speaker's assignment/reminder messages will consist of the date, time, outline#, opening song#, your congregation name, address and Hospitality (if desired). The intro/outro text can be edited under the "Settings" tab or in the message itself.
Send Email All Reminder for Weekend Parts
To send the Weekend meeting schedule reminder to the Chairman/Watchtower Conductor/Watchtower Reader/Translator by Email on your desktop or mobile device, first navigate to the Schedules tab. Click the "Reminders" link on your desired week then click the "Email all" reminder link at the top of the page which will open the message in your default email client.
The weekend schedule reminder message will consist of the Date/Chairman/Opening Song/Speaker's name/Outline#/His Congregation name/Watchtower Conductor/Watchtower Reader. It will also include the Speaker/Outline# /Congregation name for the following week so the Chairman can announce those details. The intro/outro text can also be edited under the "Settings" tab or in the message itself.
How to send assignment/reminder emails using Gmail?
Please see this site to set your internet browser to use Google Gmail.com instead of another default Windows, Android or iOS email application: Set Gmail as Your Internet Browser's Default Email Client for Reminder Email Links.
Why can't I see all options to send Email/WhatsApp/SMS assignments and reminders for each brother?
If there is no email address/WhatsApp number/SMS number recorded on the brother's page those options will not appear. Please go to the brother's tab, select your desired brother click edit and add in that information to see those options.
Printouts:
Printing the Weekend Meeting schedule in Word/PDF
On the Schedules page, select the printout type you want (Word or PDF) from the printout dropdown.
Checkmark the weeks to print located under the "Select to Print" column. You can also check the "select 6 months to print" box to print out 6 months of schedule weeks at once.
Once you click the Print button it will open a Microsoft word document (or PDF) that is then presented for download/opening. In your Word/PDF editor/viewer click the Print button if your device supports printing.
In the document you can make changes to the schedule such as font size/style, bold, underline, margins, spacing and layout, add text etc…
To print on A4 paper or another paper size other than letter size, in MS Word click on the Page Layout tab, then select the paper size in the Size dropdown. Or another way is, after clicking File -> Print, in the print settings displayed change the paper size to the correct size. The Word document will auto-size the contents of the word document to the new paper size.
Note: If you do not want your printout to be easily edited, use the File -> 'save as ...' and choose 'pdf' from the 'Save as Type dropdown' list.
No Brothers Names Showing on Printouts?
If there are no brothers names showing on the printout, the cause is usually because you still need to 'Auto-Assign' the desired weeks you would like to print on the Schedules page. After Auto-Assigning, in the first column called 'Select to Print', place a checkmark in the box for each week you would like have on the schedule printout.
Reports/Public Talk History:
Search for Brother's name, Congregation, Outline#
The data on the main Public Talk History page is automatically populated from the schedules page. This page is useful for looking at the history of different speakers and outlines. You can use the search bar to look for a speaker using their name or congregation name. You can also see when an outline was last given by searching for outline#.
More Report features coming soon.
Away Speakers
Coming Soon
Account Changes:
Login with another email address or Transfer a Subscription:
To login with another email address (e.g. perhaps a shared email account) and transfer your data, you will need to make a new account (30 day free trial) with the new email address.
Please see the Weekday Meeting Video Guide: Lesson 9: Transfer a Subscription
If you already have a one year subscription, the remaining time in your current subscription can be transferred to the new email address. Please email us the old and new email addresses for the transfer.
If you need to move your data from your old account to the new email address account please do the following:
First, login to your old account. Then on the Data page, click the backup button (this backup button is only enabled with a one year subscription), save the file, and logout (you may need to logout of Google/Microsoft totally by going to Gmail/Hotmail click logout from there).
Then login with the new email address. Then on the Data page, click the restore button, and select the backup file saved in the previous step.
To learn more about using a Joint Account please read below:
Joint Account:
To make a joint account most brothers will create a new Google or Microsoft email account. Then they can both login using that account and modify their portion of the schedule. Only one paid subscription is needed for both brothers.
Please see the Weekday Meeting Video Guide: Setting up a Joint Account
Trouble Logging In? Can't Sign-in? Can't Login?
First login to Google at mail.google.com OR Microsoft at outlook.live.com with the email address you used to login to OCLM.
If successful, then go to oclmsoftware.com and you will be automatically logged in.
If unsuccessful, please note that you may have more than one email address account that you are using on your computer/device. You may be trying to automatically login to oclmsoftware.com with one of your other email addresses. If so, change/switch your account by clicking on the circle at the top right (either on Google or Microsoft email pages), or sign-out of your email account. Then select the email address that you used to login to OCLM and sign-in. Perhaps, you had used one email address for the 30 day free trial, but now have a subscription with another email address, please login with the email address associated with your subscription. If you can successfully sign-in through your email provider, then you will be successful logging in with OCLM.
Data:
Backup OCLM Web Data
Coming soon
Restore/Import Data from OCLM Software Web Backup:
Coming soon
User Guide Summary:
If you would like further details on any of the above sections please email:
info@oclmsoftware.com