User Guide

What is CCA Manager?

CCA Manager is a simple and easy to use organisational planner for CCAs (Co-Curricular Activities) in NUS. It is designed specifically for students who are key appointment holders of such CCAs. Features include storing and tracking of information on CCA members, training schedules and attendance records which can be accessed quickly via a Command Line Interface (CLI). CCA Manager aims to centralise and optimize all CCA-related information, so that you can focus on improving other aspects of the CCA.

Purpose of this User Guide

This user guide will help you get started on using CCA Manager. Pre-requisites will show you how to set up CCA Manager on your computer. The Commands section will show you the list of commands and how to use them. Finally, Command Summary provides you with an overview of all the commands you can execute.

Table of contents

• Acknowledgements
• Pre-requisites
• Commands
  • Warning Labels ⚠️
  • Members
    • add /m
    • delete /m
    • list /m
    • edit /m
    • find /m
  • Training
    • add /t
    • delete /t
    • list /t
    • edit /t
    • find /t
  • Attendance
    • add /att
    • delete /att
    • list /att
• FAQ
• Storage
• Command Summary

Acknowledgements

• SE-EDU
  1. AB3 Developer Guide Format
  2. AB3 User Guide Format
  3. AB3 Appendix: Requirements
  4. AB2 Code Basics
• PlantUML

Pre-requisites - Things to prepare before you start using CCA Manager

1. CCA Manager runs on Java 11. Please ensure you have Java 11 installed on your workstation.
   1. You can download Java here
2. Download the latest .jar of CCA Manager here
3. Run CCA Manager with the command java -jar CCAManager.jar on your Command Prompt cmd.exe
4. You should see the following screen if you have successfully run CCA Manager

   Welcome to
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   '  .--./'  .--./ /  O  \     |   `.'   | /  O  \ |  ,'.|  | /  O  \ '  .-./   |  .---'|  .--. '
   |  |    |  |    |  .-.  |    |  |'.'|  ||  .-.  ||  |' '  ||  .-.  ||  | .---.|  `--, |  '--'.' 
   '  '--'\'  '--'\|  | |  |    |  |   |  ||  | |  ||  | `   ||  | |  |'  '--'  ||  `---.|  |\  \ 
    `-----' `-----'`--' `--'    `--'   `--'`--' `--'`--'  `--'`--' `--' `------' `------'`--' '--' 
   What would you like to do?
   =>
   

Commands

CCA Manager helps you to organize three main types of information: [Members], [Training] and [Attendance]. With CCA Manager, you can organize your data with the help of useful commands such as add, delete, edit, list and find function

Quick Reference: | Member Commands | Training Commands | Attendance Commands

Warning Labels

⚠️ denotes important formatting points you should pay attention to. Failing to follow them will cause your command to be unsuccessful.

Member Commands

Members of CCA will be added using the add member command. The key information needed for a member will be the member’s name, student number, gender and phone number. It is important to take note that name, student number and phone number cannot have duplicates. Members of CCA can be deleted with the delete member command and can be edited with the edit member command. To look for member, you can use the find member function. The instructions on how you can use the commands are listed below. To show all members, you can use the list member function.

Add Member

To start, you can populate the member list of CCA Manager with the help of the add member command. This command lets you key in necessary information such as your members’ particulars

• add /m This adds entries to the Member List stored in CCA Manager.
  • The add /m keyword requires 4 different arguments:
    • use /n to input name of your member.
      • ⚠️ Member name of each entry must be unique. Different member entries with the same member name are not allowed.
      • ⚠️ Member name can only have letters and spaces. Anything else will be rejected.
    • use /s to input student number of your member.
      • ⚠️ Student Number of each entry must be unique. Different member entries with the same student number are not allowed.
      • ⚠️ Student Number must start with A, then 7 numbers and ends with any letters.
    • use /g to input gender of your member. Either M for male or F for female.
    • use /p to input phone number of your member.
      • ⚠️ Phone number of each entry must be unique. Different member entries with the same phone number are not allowed.
      • ⚠️ Phone number must be a Singapore phone number that starts with 9 or 8 and have only 8 digits.
  • Format:
    • add /m [/n MEMBER_NAME] [/s STUDENT_NUMBER] [/g GENDER] [/p PHONE NUMBER]
  • Examples:
    • add /m /n John Hwee /s A0248192K /g M /p 91128888
  • Expected Output:

     Added a Member: 
     [1] Name: JOHN HWEE | Student Number: A0248192K | Gender: M | Phone Number: 91128888
    

  • Expected Output for duplicate member:

      Error when adding member:
       Duplicate name found. Please enter a different name
    

Delete Member

If one of your CCA members has quit, or your senior has graduated, you can remove their entry from CCA Manager to keep your member list up to date.

• delete /m This deletes entries from the Member list in CCA Manager.
  • The delete /m keyword can delete entries using either of two different prompts: index or name
    • You can delete member entries by inputting the index of the member.
    • You can also delete member entries by inputting the name of the member.
      • If there are two or more members with the same name, CCA Manager will display these members and their indexes and prompt you to delete the member you want using his/her index.
  • Format:
    • delete [/m MEMBER_INDEX_NUMBER]
    • delete [/m MEMBER_NAME]
  • Examples:
    • delete /m 1 Deletes the first member on the member list.
    • delete /m John Deletes a member with the name ‘John’.
      • If unable to find a direct match to the name, similar names with John in them will be shown so that you can specify the full name of the person you want to delete. To avoid this error, you may want to key in the full name of your memebers!
  • Expected Output:

    You have removed member: 
    [1] Name: JOHN HWEE | Student Number: A0248192K | Gender: M | Phone Number: 91128888
  

List Member

CCA Manager allows you to list out all the recorded members in your member list.

• list /m This lists out entries in CCA Manager’s Member List.
  • The list /m keyword is strict, meaning that it must follow the above format. E.g. list /m RANDOM will not be a valid command.
  • list /m will also show you the index of the members that will be helpful for other commands.
  • Format:
    • list /m
  • Examples:
    • list /m
  • Expected Output:

    [1] Name: JOHN HWEE | Student Number: A0248192K | Gender: M | Phone Number: 91128888
    [2] Name: LOREM IPSUM | Student Number: A1231234B | Gender: M | Phone Number: 91118888
    [3] Name: FRANK HAN | Student Number: A1234567Z | Gender: M | Phone Number: 91234567   
    

Edit Member

Oh, no! You were careless, and you accidentally keyed in John’s name wrongly! Worry not; if you have to perform minor changes to your member entries, CCA Manager allows you to edit your member entries by using the edit function. This means that you will not have to delete the entry and then add a new one later on.

• edit /m This edits an existing entry from the member list
  • Entries are referenced using their index
  • /m <MEMBER_INDEX_NUMBER> edits the member detail stored at the given index. The index is a compulsory field.
    • The below fields are on a fill-per-case basis. Only fill in the fields that need changing.
    • /n <NEW_MEMBER_NAME> edits the current member name
    • /s <NEW_PHONE_NUMBER> edits the current student number
    • /g <NEW_GENDER> edits the current gender
    • /p <NEW_PHONE_NUMBER> edits the current phone number
  • Format:
    • edit [/m MEMBER_INDEX_NUMBER] [/n NEW_MEMBER_NAME] [/s NEW_STUDENT_NUMBER] [/g NEW_GENDER] [/p NEW_PHONE_NUMBER]
  • Examples:
    • edit /m 1 /n Juan Hwee Change only the name of the first entry to JUAN HWEE
    • edit /m 3 /n 91112222 Change the phone number of the 3rd entry to 91112222
  • Expected Output:

   Edited member: 
   [1] Name: JOHN HWEE | Student Number: A0248192K | Gender: M | Phone Number: 91128888
   To become:  
   [1] Name: JUAN HWEE | Student Number: A0248192K | Gender: M | Phone Number: 91128888
  
   Edited member: 
   [3] Name: FRANK HAN | Student Number: A1234567Z | Gender: M | Phone Number: 91234567
   To become:  
   [3] Name: FRANK HAN | Student Number: A1234567Z | Gender: M | Phone Number: 91112222
  

  Find Member

  CCA Manager allows you to search for a specific member by typing in a keyword with the find function.

• find Searches for members based on the keyword given.
  • The keyword should be related to the name of the member
  • /m <MEMBER_NAME_KEYWORD> finds ALL entries with the MEMBER_NAME_KEYWORD in it.
    • For example, if you type find /m jon, JON TAN and JON BOVI will be found, but JOHN LIM will not be matched
  • The keyword is not case-sensitive
  • Format:
    • find [/m MEMBER_NAME_KEYWORD]
  • Examples:
    • find /m juan
    • find /m lorem
  • Expected Output:

   The following members matches your search "juan"
   [1] Name: JUAN HWEE | Student Number: A0248192K | Gender: M | Phone Number: 91128888
     
   The following members matches your search "lorem"
   [2] Name: LOREM IPSUM | Student Number: A1231234B | Gender: M | Phone Number: 91118888
  

Training Commands

Add Training

CCA Manager can help add trainings to your training list with the help of the add /t command.

• add /t This adds entries to the Training List stored in CCA Manager.
  • The add /t keyword requires 3 different arguments:
    • use /n to input name of your training schedule.
      • ⚠️ Training Schedules must have unique names. Different training entries with the same training name is not allowed.
    • use /a to input date and time of your training schedule.
      • Date and time is stored as a String to allow the CCA admin to use relative timing. E.g. After training, Recess Week, etc.
    • use /v to input venue of training schedule.
    • ⚠️ In your command input, there should only be ONE of each fields. Additional instances of the field will be treated as a wrong command, thus printing an error.
      • For example, add /t /n Friday /n Training /a 5 Nov 2021 /v MPSH1 will produce an error, because /n is used twice.
  • Format:
    • add /t [/n TRAINING_NAME] [/a TRAINING_TIME] [/v TRAINING_VENUE]
  • Examples:
    • add /t /n Weekly Friday Training 1 /a 5 Nov 2021 /v MPSH 1
    • add /t /n Weekly Friday Meeting /a After Training /v CCA Clubroom
    • add /t /n Weekly Friday Training 2 /a 12 Nov 2021 /v MPSH1
  • Expected Output:

   Added a Training entry:
   [1] Training Name: WEEKLY FRIDAY TRAINING 1 | Venue: MPSH 1 | Time: 5 NOV 2021
     
   Added a Training entry:
   [2] Training Name: WEEKLY FRIDAY MEETING | Venue: CCA CLUBROOM | Time: AFTER TRAINING
     
   Added a Training entry:
   [3] Training Name: WEEKLY FRIDAY TRAINING 2 | Venue: MPSH 1 | Time: 12 NOV 2021
  

Delete Training

You can delete any existing training schedules with the help of the delete command.

• delete /t This delete entries from the training list in CCA Manager.
  • The delete /t keyword can delete entries using either of two different prompts: index or name
    • You can delete training entries by inputting the index of the training.
    • You can also delete training entries by inputting the name of the training.
      • If there are two or more trainings with the same name, CCA Manager will display these trainings and their indexes and prompt you to delete the training you want using his/her index.
  • Format:
    • delete [/t TRAINING_INDEX_NUMBER]
    • delete [/t TRAINING_NAME]
  • Examples:
    • delete /t 1 Deletes the first training on the training list.
    • delete /t Friday Deletes a training with the name ‘John’.
      • If there is more than 1 Friday in the training list, a prompt will show up, and you will need to delete the ‘Friday’ based on its index number.
  • Expected Output:

   You have removed training entry:
   [1] Training Name: WEEKLY FRIDAY TRAINING 1 | Venue: MPSH 1 | Time: 5 NOV 2021
     
   Below are the possible matches. Please key in the INDEX NUMBER ONLY to delete
   [1] Training Name: WEEKLY FRIDAY MEETING | Venue: CCA CLUBROOM | Time: AFTER TRAINING
   [2] Training Name: WEEKLY FRIDAY TRAINING 2 | Venue: MPSH 1 | Time: 12 NOV 2021
   => 1
   Trying to delete index 1
   You have removed training entry:
   [1] Training Name: WEEKLY FRIDAY MEETING | Venue: CCA CLUBROOM | Time: AFTER TRAINING
  

List Training

CCA Manager allows you to list out all the recorded trainings.

• list /t This lists out entries in CCA Manager’s Training List.
  • The list /t keyword is strict, meaning that it must follow the above format. E.g. list /t TRAININGABC will not be a valid command.
  • list /t will also show you the index of the trainings that will be helpful for other commands.
  • Format:
    • list /t
  • Examples:
    • list /t
  • Expected Output:

    [1] Training Name: WEEKLY FRIDAY TRAINING 2 | Venue: MPSH 1 | Time: 12 NOV 2021
    

Edit Training

Had a sudden change in venue for your trainings? No worries! You can edit your training schedules with the help of the edit /t feature.

• edit /t This edits an existing entry from the training list
  • Entries are referenced using their index
  • /t <TRAINING_INDEX_NUMBER> edits the training detail stored at the given index. The index is a compulsory field.
    • The below fields are on a fill-per-case basis. Only fill in the fields that need changing.
    • /n <NEW_TRAINING_NAME> edits the current training name
    • /a <NEW_TRAINING_TIME> edits the current date and time
    • /v <NEW_TRAINING_VENUE> edits the current venue
    • ⚠️ Similar to Add Member, the edit field should only have one of each field (/n, /a or /v). Otherwise, the command will be treated as invalid.
  • Format:
    • edit [/t TRAINING_INDEX_NUMBER] [/n NEW_TRAINING_NAME] [/a NEW_TRAINING_TIME] [/v NEW_TRAINING_VENUE]
  • Examples:
    • edit /t 1 /v MPSH2 Updates the venue of Index 1 to MPSH2
    • edit /t 1 /n Weekly Friday Training 2 (Updated) Updates the name of Index 1
  • Expected Output:

   Edited Training:
   [1] Training Name: WEEKLY FRIDAY TRAINING 2 | Venue: MPSH 1 | Time: 12 NOV 2021
   To become:
   [1] Training Name: WEEKLY FRIDAY TRAINING 2 | Venue: MPSH2 | Time: 12 NOV 2021
  
   Edited Training:
   [1] Training Name: WEEKLY FRIDAY TRAINING 2 | Venue: MPSH2 | Time: 12 NOV 2021
   To become:
   [1] Training Name: WEEKLY FRIDAY TRAINING 2 (UPDATED) | Venue: MPSH2 | Time: 12 NOV 2021
  

  Find Training

  Have too many training schedules, and can’t find the one you want? Just use the find /t feature to list out all candidates, helping you find it easier!

• find Searches for training schedules based on the keyword given.
  • The keyword should be related to the name of the training
  • /t <TRAINING_NAME_KEYWORD> finds ALL entries with the TRAINING_NAME_KEYWORD in it.
    • For example, if you type find /t friday, FRIDAY TRAINING 1 and FRIDAY TRAINING 2 will be found, but FIDAY TRAINING will not be matched
  • The keyword is not case-sensitive
  • Format:
    • find [/t TRAINING_NAME_KEYWORD]
  • Examples:
    • find /t friday
  • Expected Output:

     The following trainings matches your search "friday"
     [1] Training Name: WEEKLY FRIDAY TRAINING 2 (UPDATED) | Venue: MPSH2 | Time: 12 NOV 2021
     [2] Training Name: WEEKLY FRIDAY TRAINING 3 | Venue: MPSH1 | Time: 19 NOV 2021
    

Attendance Commands

Add Attendance

CCA Manager can help keep track of which members went for which training with the help of the add /att feature.

• add /att This adds entries to the Attendance List stored in CCA Manager.
  • The add /att keyword requires 3 different arguments:
    • use /m to input member name of the student who attended training.
    • use /n to input the training name that the student attended.
    • use /d to input status of the student who attended training.
      • 1 represents ‘Present’, while 0 represents ‘Absent’.
  • Format:
    • add [/att [/m MEMBER_NAME] [/n TRAINING_NAME] [/d 1_OR_0]
  • Examples:
    • add /att /m John Hwee /n Weekly Friday Training 1 /d 1
  • Expected Output:

     Added an Attendance entry:
     [1] Name: JOHN HWEE | Training Name: WEEKLY FRIDAY TRAINING 1 | Present: [1]
    

Delete Attendance

You can delete existing attendance entries with the help of the delete /att command.

• delete /att This delete entries from the Attendance List in CCA Manager.
  • The delete /att keyword can delete attendance entries based on index and training name. It takes in two arguments
    • /t represents the training name of the attendance to delete from.
    • /i represents the index of the attendee to delete.
  • Format:
    • delete [/att [/t TRAINING_NAME] [/i MEMBER_INDEX]
  • Examples:
    • delete /att /t Weekly Friday Training 1 /i 2
      • deletes the second entry on the attendance list for ‘Weekly Friday Training 1’.
  • Expected Output:

     => list /att /t WEEKLY FRIDAY TRAINING 1
     [1] Name: ADAM | Training Name: WEEKLY FRIDAY TRAINING 1 | Present: [1]
     [2] Name: BEN | Training Name: WEEKLY FRIDAY TRAINING 1 | Present: [0]
     [3] Name: CANDICE | Training Name: WEEKLY FRIDAY TRAINING 1 | Present: [1]
     ===== Would you like to list the full attendance sheet? (y / n) =====
     n
     => delete /att /t WEEKLY FRIDAY TRAINING 1 /i 1
     You have removed attendance entry:
     [1] Name: ADAM | Training Name: WEEKLY FRIDAY TRAINING 1 | Present: [1]
    

List Attendance

CCA Manager allows you to list out all attendance entries recorded.

• list /att This lists out entries in CCA Manager’s Attendance List.
  • list /att takes in several arguments
    • use /t <TRAINING_NAME> to look for all attendances for a particular training.
  • In addition, there will be a prompt to view the full attendance list that consists of all trainings such as:

    ===== Would you like to list the full attendance sheet? (y / n) =====
    

  • Format:
    • list /att [/t TRAINING_NAME]
  • Examples:
    • list /att /t Weekly Friday Training 1
  • Expected Output:
    • Attendance entries for particular training ‘Weekly Friday Training 1’:

      [1] Name: JOHN HWEE | Training Name: WEEKLY FRIDAY TRAINING 1 | Present: [1]
      [2] Name: MARK LEE | Training Name: WEEKLY FRIDAY TRAINING 1 | Present: [0]
      [3] Name: BILLIE | Training Name: WEEKLY FRIDAY TRAINING 1 | Present: [1]
      

FAQ (Frequently Asked Questions)

Q: Where can I find the file that my data is stored on?
A: Members data are stored in CCAMembers.csv and Trainings data are stored in CCATrainings.csv. These two files are found in the same folder location as your CCAManager.jar.

Attendance data are stored in a sub-folder called Attendance. There, the filename of your data is the Training Name of the attendance. The Attendance subfolder is found in the same folder location as your CCAManager.jar.

Q: It appears that I can input String data into the date/time field of Training data. Is this intentional?
A: Yes, it is a feature. This is to support the use of relative date/time addressing, such as After next meeting or Recess week, for example.
This gives more flexibility to the user to store training data for trainings that may not have a set date currently.
However, a side effect is that gibberish String such as ABCABC or DUMMYTEXT can be stored in the date/time field, which is discouraged.

Storage

CCA Manager data are saved in the hard disk automatically after any commands that changes the data. There is no need to save manually. It is recommended that the CSV file be opened and edited with Microsoft Excel if absolutely necessary.

⚠ Please refrain from editing the data directly from the CSV file. However, if you do so the program is able to run fine if the data changes are valid. Else, the program will terminate. You should make sure all data is valid before trying to run the program again.

⚠ Do not use commas when manually editing the CSV file.It might cause unintended errors in the program.

⚠ No blank lines should be left between entries when editing in Microsoft Excel.This will lead to data verification failing and program will terminate, citing invalid fields.

⚠ Do not rename or move the CSV files.

Command Summary

A ‘cheat sheet’ of commands here

Action	Syntax	Remarks
	add member	add /m [/n MEMBER_NAME] [/s STUDENT_NUMBER] [/g GENDER] [/p PHONE NUMBER]	Only one of each /n /s /g /p All fields are compulsory
	add training	add /t [/n TRAINING_NAME] [/a TRAINING_TIME] [/v TRAINING_VENUE]	Only one of each /n /a /v All fields are compulsory
	add attendance	add [/att [/m MEMBER_NAME] [/n TRAINING_NAME] [/d 1_OR_0]
	delete member	delete [/m MEMBER_INDEX_NUMBER] OR delete [/m MEMBER_NAME]	Get the index or name by calling list /m
	delete training	delete [/t TRAINING_INDEX_NUMBER] OR delete [/t TRAINING_NAME]	Get the name or index by calling list /t
	delete attendance	delete [/att [/t TRAINING_NAME] [/i MEMBER_INDEX]	Get the index by calling list /att
	edit member	edit [/m MEMBER_INDEX_NUMBER] [/n NEW_MEMBER_NAME] [/s NEW_STUDENT_NUMBER] [/g NEW_GENDER] [/p NEW_PHONE_NUMBER]	Index is compulsory, the rest are optional fields Only one of each /n /s /g /p
	edit training	edit [/t TRAINING_INDEX_NUMBER] [/n NEW_TRAINING_NAME] [/a NEW_TRAINING_TIME] [/v NEW_TRAINING_VENUE]	Index is compulsory, the rest are optional fields Only one of each /n /a /v
	find member	find [/m MEMBER_NAME_KEYWORD]	Searches for valid entries based on member name
	find training	find [/t TRAINING_NAME_KEYWORD]	Searches for valid entries based on training name
	list member	list /m
	list trainings	list [/t]
	list attendance entries	list /att [/t TRAINING_NAME]