CCAttendance User Guide

Welcome to CCAttendance! We've created this friendly desktop app for recording and tracking attendance of students in CCAs. It’s built specially for hall attendance managers who want a simpler, faster way to track who’s showing up for which CCAs. If the current system feels messy and tiring to use, CCAttendance is here to make your life easier! CCAttendance is your helpful assistant that makes it easy to organise students and coordinating hall activities all in one place.

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Quick start

1. Ensure you have Java 17 or above installed in your Computer.
   Mac users: Ensure you have the precise JDK version prescribed here.

2. Download the latest .jar file from here.

3. Copy the file to the folder you want to use as the home folder for CCAttendance.

4. Open a command terminal, cd into the folder you put the jar file in, and use the java -jar CCAttendance.jar command to run the application.
   A GUI similar to the below should appear in a few seconds. Note how the app contains some sample data.
   

5. Type the command in the command box and press Enter to execute it. e.g. typing help and pressing Enter will open the help window.
   Some example commands you can try:

   • list : Lists all students.

   • create_s n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01 : Adds a contact named John Doe to the list.

   • delete_s 3 : Deletes the 3rd student shown in the current list.

   • clear : Deletes all contacts.

   • exit : Exits the app.

6. Refer to the Features below for details of each command.

Important Details

Student

• Each student is represented by a student card. Other than the name, phone number, address, and email, the student card also shows their attendance and role in each CCA.

• The role is represented by the element labeled A which shows the CCA on the left and the role inside the square brackets. E.g. the student above is a Member of Boxing CCA.

• The attendance is represented by the element labeled B which shows the CCA on the left and the number of sessions attended out of the total sessions in the brackets. E.g. the student above has attended 6 out of 20 sessions in Boxing CCA.

CCA

• Each CCA is represented by a CCA card. The card shows the name of the CCA, the roles available in the CCA, and the total sessions.

• The name of each role are the texts in the square brackets. E.g. the CCA above has 3 roles: President, Vice-President, and Member. Member is the default role and will thus appear in every CCA.

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Features

Viewing help : help

Shows a message explaning how to access the help page.

Format: help

Listing all students : list

Shows a list of all students in the student list.

Format: list

Locating students by name: find

Finds students whose names contain any of the given keywords.

Format: find KEYWORD [MORE_KEYWORDS]

• The search is case-insensitive. e.g hans will match Hans.
• The order of the keywords does not matter. e.g. Hans Bo will match Bo Hans.
• Only the name is searched.
• Only full words will be matched e.g. Han will not match Hans.
• Students matching at least one keyword will be returned (i.e. OR search). e.g. Hans Bo will return Hans Gruber, Bo Yang.

Examples:

• find John returns john and John Doe
• find alex david returns Alex Yeoh, David Li
  

Creating a student: create_s

Creates and adds a student to the list of students.

Format: create_s n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS​

• Names should only contain alphabetic characters and a single space between words, it should not be blank and must be at most 100 characters (including spaces). Unfortunately, we do not allow / in names, making names like David s/o Daniel invalid.
• Phone numbers should only contain numbers. It should be at least 3 digits long, and at most 10 digits long.
• Emails should be of the format local-part@domain and must not exceed 150 characters.
• Addresses can take any values, it should not be blank and must be at most 150 characters long (including spaces).

Examples:

• create_s n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01 creates a student named John Doe, with phone number 98765432, email of johnd@example.com, and address of John street, block 123, #01-01.

Creating a CCA: create_c

Creates and adds a CCA to the list of CCAs.

Format: create_c c/CCA_NAME

• Creates and adds a CCA with a name.
• The new CCA will have a default role Member and total sessions set to 0 by default.
• CCA names must consist of alphanumeric characters, can only include spaces or hyphens between words and must be at most 100 characters long. For example, R0ck-n-R0ll is a valid CCA name, but -Basketball- is not. It is up to the user to make meaningful CCA names.

Examples:

• create_c c/Basketball creates a CCA named Basketball, with a role Member and a total sessions set to 0.

Editing a student's basic details : edit_s

Edits the name, phone, email, or address of an existing student in the student list.

Format: edit_s INDEX [n/NAME] [p/PHONE] [e/EMAIL] [a/ADDRESS]​

• Edits the student at the specified INDEX. The index refers to the index number shown in the displayed student list. The index must be a positive integer (1, 2, 3, …).
• At least one of the optional fields (n/, p/, e/, a/) must be provided.
• Existing values for the specified fields will be overwritten by the new input values.
• The edited student cannot have the same name, phone numer, or email as another student in the student list.

Examples:

• edit_s 1 p/91234567 e/johndoe@example.com Edits the phone number and email address of the student at index 1 to be 91234567 and johndoe@example.com respectively. Their name, address, CCAs, and roles remain unchanged.
• edit_s 3 n/Peter Tan a/Blk 123, Clementi Ave 4, #05-06 Edits the name and address of the student at index 3. Their phone, email, CCAs, and roles remain unchanged.

Editing a CCA : edit_c

Edits an existing CCA in the CCA list.

Format: edit_c INDEX [c/CCA_NAME] [r/ROLE_NAME]... [t/TOTAL_SESSIONS]

• The edited CCA cannot have the same name as another CCA in the CCA list.

• Edits the CCA at the specified INDEX. The index refers to the index number shown in the displayed CCA list. The index must be a positive integer (1, 2, 3, …).
• At least one of the optional fields must be provided.
• Existing values will be updated to the input values.
• The new name must not match any existing CCA names in the CCA list.
• The amount of total sessions must be a non-negative integer.
• Regardless of the input for the role field, a Member role will automatically be created.
• Typing r/ without specifying any roles after it remove all the CCA’s roles except for Member.
• If an existing student have their role removed from the CCA, the student's role will be set to Member.
• If an existing student's attended sessions is above the new total sessions, the student's attended sessions will be set to the new total sessions.
• CCA names must consist of alphanumeric characters, can only include spaces or hyphens between words and must be at most 100 characters long.
• Role names should be alphanumeric, allowing the use of hyphens, and must be at most 50 characters long (including spaces and hyphens).

Examples:

• edit_c 1 c/Volleyball r/Captain r/Vice-Captain t/40 Edits the CCA with the first index in the CCA list. Renames it to Volleyball, updates the available roles to Captain, Vice-Captain and Member, and updates the total sessions to 40.

Adding a CCA to a student: add_c

Assigns an existing CCA from the CCA list to a specific student. The student will be assigned a default role (e.g., Member) for the added CCA.

Format: add_c INDEX c/CCA_NAME

• Assigns the CCA specified by CCA_NAME to the student at the specified INDEX.
• The index INDEX refers to the index number shown in the displayed student list. The index must be a positive integer (1, 2, 3, …).
• The CCA_NAME provided must exactly match the name of a CCA already present in the main CCA list (use list or view the CCA panel to see available CCAs).
• The student must not already be assigned to the specified CCA.

Examples:

• add_c 2 c/Tennis Assigns the existing Tennis CCA to the student at index 2 in the current student list. The student gets the default role for Tennis.

Adding a role to a student in a CCA: add_r

Adds a role to a student in a CCA.

Format: add_r INDEX c/CCA_NAME r/ROLE_NAME

• Adds a role to the student at the specified INDEX in the CCA.
• The index refers to the index number shown in the displayed student list.
• The index must be a positive integer (1, 2, 3, …​).
• The role must exist in the CCA.
• The student must be in the CCA.
• The student must not have an existing role in the CCA (other than Member).

Examples:

• add_r 2 c/Basketball r/Captain Adds the role Captain to the 2nd student in the student list in the CCA Basketball.

Recording attendance : attend

Records the attendance of a student in a CCA.

Format: attend INDEX c/CCA_NAME a/AMOUNT

• Records the attendance of the student at the specified INDEX in the specified CCA.
• The index refers to the index number shown in the displayed student list.
• The index must be a positive integer (1, 2, 3, …)​
• The amount of attendance must be a positive integer.
• The resulting total sessions attended by the student must not exceed the total sessions of the CCA.

Examples:

• attend 2 c/Basketball a/1 Records the attendance of the 2nd student in the student list in the CCA Basketball one time (i.e. increase attendance by 1).
• attend 3 c/Basketball a/2 Records the attendance of the 3rd student in the student list in the CCA Basketball two times (i.e. increase attendance by 2).

Deleting a student : delete_s

Deletes the specified student from the list of students.

Format: delete_s INDEX

• Deletes the student at the specified INDEX.
• The index refers to the index number shown in the displayed student list.
• The index must be a positive integer (1, 2, 3, …).​

Examples:

• list followed by delete_s 2 deletes the 2nd student in the student list.
• find Betsy followed by delete_s 1 deletes the 1st student in the results of the find command.

Deleting a CCA : delete_c

Deletes the specified CCA from the list of CCAs.

Format: delete_c INDEX

• Deletes the CCA at the specified INDEX.
• The index refers to the index number shown in the displayed CCA list.
• The index must be a positive integer (1, 2, 3, …).​
• Unlike student list, the CCA list will always show all CCAs.
• Deleting a CCA will also delete the CCA from each student that is in the CCA.

Examples:

• delete_c 2 deletes the 2nd CCA in the CCA list.

Removing a role from a student in a CCA : remove_r

Removes a role from a student in a CCA.

Format: remove_r INDEX c/CCA_NAME

• Removes the role from the student at the specified INDEX in the CCA (i.e. turns the student into a Member).
• The index refers to the index number shown in the displayed student list.
• The index must be a positive integer (1, 2, 3, …​).
• The student must be in the CCA.
• The student must have a role in the CCA.

Examples:

• remove_r 2 c/Basketball Removes the role of the 2nd student in the student list in the CCA Basketball.

Removing a CCA from a student : remove_c

Removes a specific CCA assignment (including its associated role and attendance) from a student.

Format: remove_c INDEX c/CCA_NAME

• Removes the CCA specified by CCA_NAME from the student at the specified INDEX.
• The index INDEX refers to the index number shown in the displayed student list. The index must be a positive integer (1, 2, 3, …).
• The student must currently be assigned to the specified CCA_NAME for the removal to be successful.

Examples:

• remove_c 1 c/Basketball removes the Basketball CCA assignment from the student at index 1 in the current student list.

Clearing all entries : clear

Clears all entries in both student and CCA list.

Format: clear

Exiting the program : exit

Exits the program.

Format: exit

Saving the data

CCAttendance data are saved in the hard disk automatically after any command that changes the data. There is no need to save manually.

Editing the data file

CCAttendance data are saved automatically as a JSON file [JAR file location]/data/addressbook.json. Advanced users are welcome to update data directly by editing that data file.

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FAQ

Q: How do I transfer my data to another Computer?
A: Install the app in the other computer and overwrite the empty data file it creates with the file that contains the data of your previous CCAttendance home folder.

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Known issues

1. When using multiple screens, if you move the application to a secondary screen, and later switch to using only the primary screen, the GUI will open off-screen. The remedy is to delete the preferences.json file created by the application before running the application again.
2. If you minimize the Help Window and then run the help command (or use the Help menu, or the keyboard shortcut F1) again, the original Help Window will remain minimized, and no new Help Window will appear. The remedy is to manually restore the minimized Help Window.

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Command summary