How do I configure ChurchTrac 8 to synchronize automatically or on a schedule?

If you use ChurchTrac's data sharing feature to keep your computers in sync, then you can configure the Windows Task Scheduler to run ChurchTrac on a schedule for the purpose of synchronizing. The following steps will assist you in setting up a new task to launch ChurchTrac and perform a data synchronization.

1. The first step is to make sure you have the latest ChurchTrac 8 program update installed. This feature is not available in previous versions of ChurchTrac (like ChurchTrac 2010), or in earlier/older editions of ChurchTrac 8.

2. Use Windows Task Scheduler on your computer to create a new task. Most versions of Windows include user-access to the Task Scheduler.  On Vista and Windows 7 you can use the search feature in your Start menu to locate the Task Scheduler.

Note: These instructions are designed for those using Windows Vista or Windows 7. On Windows XP you'll find the Task Scheduler in the Start menu's Accessories/System Tools folder. If you're using Windows XP, the screens and steps may be different than described here.

3. The Task Scheduler window will have an option to "Create Basic Task...".

4. Clicking this option will open the "Create Basic Task Wizard" which will guide you through the process. You'll begin by entering a name and description of the task that you're creating. When finished, click Next.

4. Windows will want to know when to run this task. You will probably want to run this task either Daily or Weekly, depending on your needs. You can also choose to have the task run each time you log on to the computer. Make a selection, then click Next.

5. If you choose a Daily or Weekly schedule, you'll also need to specify the Time that you want the task to run. Enter the time (don't forget AM or PM), then click Next.

Note: Choose a time when the computer will be on and when ChurchTrac will not be in use. If ChurchTrac is already open and running on your computer, you will not be able to use Task Scheduler to start a synchronization (only one instance of ChurchTrac can be running at a time). If you are setting up multiple computers to synchronize on a schedule, be sure to configure them so that no computers are trying to sync at the same time (for example, you don't want two computers to both try to sync at 9:00 AM each day. Instead, set one to sync at 9:00 AM and the other to sync at 9:15).

6. Windows will need to know what action to perform. Choose the option to "Start a program", then click Next.

7. Now we need to tell Task Scheduler what program to run. In the Program/script box, type:

C:\ChurchTrac\sync.bat

The "Add arguments" and "Start in" boxes should be left blank. Click Next, then click Finished.

8. Let's click on "Task Scheduler Library" to view the task you created and to test it. Right-click on the name of the task that you created, then click Run. ChurchTrac should run and immediate attempt to synchronize. If an internet connection is unavailable, or if a firewall blocks the attempt, the sync will fail. Once the synchronization has completed successfully, ChurchTrac will close automatically. If an error is encountered, ChurchTrac will remain open until you close the error message. A list of common data sharing errors can be found in the online knowledgebase.

IMPORTANT: If you have a firewall installed on your computer, you'll need to configure it to always allow Microsoft Access (the one in the Office14 folder) to have access to the Internet. Otherwise, ChurchTrac will not be able to sync using the schedule that you have created.

10. If you want ChurchTrac to run using multiple triggers (for example, both when you log into your computer and at 9:00 AM each day), then go back and add a second (or even third) task using the task scheduler.