Sign-in and In the Door
Whenever someone enters KCC, they need to be signed in so we can better track why they’ve visited KCC. The data from these sign-in forms is also sometimes called ‘In the Door’ numbers. This blog post aims to tell you everything you need to know!
In addition to this page, please also read this document about sign-in and in the door reporting, and save it for your records.
Sign-in Process
Sign-in Sheet/Form:
After greeting the customer, use one of the following customer sign-in forms to check them in.
https://www.nkcareercenter.org/survey
*The only functional difference between the Covington link and the link for all other locations is that the Covington link allows customers to sign-in and see an Unemployment Specialist.
You should not let the customer sign themselves in with the form directly, as they will likely answer the questions incorrectly (the “Purpose” question in particular is likely to be answered incorrectly by the customer).
This is a guided-process. The form has questions to prompt whoever is checking in the customer to ask the customer.
Note: if your location is particularly busy (like Covington), it may be helpful for you to print the paper versions of the sign-in slips, so the customer can fill it out. You should still go through the check-in process and ask the questions on the form, but if they aren’t there for unemployment, it will give you a little flexibility to keep the customer flow moving.
Anonymous Demographics Survey:
After the customer has completed the sign-in form with a staff member/volunteer, they should be given either a tablet or laptop to fill out the Anonymous Demographics Survey by themselves. Make sure that the correct KCC location is input before giving the device to the customer.
We do not want anyone asking the questions to this form out loud to the customer. Doing so may affect the results and could also appear insensitive.
If the customer refuses to take it, you should scroll to the bottom of the form and click ‘Submit’ without answering any of the questions. Submissions that are blank/refused are counted, and does give us data about our customers.
In the Door Data Tables
Sign-in Sheet Data/result links:
Covington Data: Covington Front Desk Sign-in Sheet 2024.xlsx
All other KCC location data: KCC Sign-in Sheet.xlsx
How it Works:
Whenever the form is submitted, the results will automatically be populated into the ‘Form1’ sheet for each of the links above.
This is the raw data, and it shouldn’t be modified unless there is an obvious error (see below).
Example:
Sometimes, due to a Microsoft server error, the date/time of the submission will be empty. Use the surrounding entries to make sure the Start time and Completion time have the correct date. In the example above, we would make sure ID 12305 and 12306 have a start time/completion time of 12/2/2024. The actual hourly time doesn’t matter.
We assist thousands of customers every year— so counting and sorting all of these entries by hand would just be silly. So, each link has a tab/sheet for each KCC location that breaks down the monthly data automatically!
Sheets in the KCC Sign-in Sheet Data.xlsx
Sheets in the Covington Front Desk Sign-in Sheet Data.xlsx
Example of data tables we would find in the FY2025 CVG Data.
Essentially, these formulas can pull responses from our raw data for specific criteria. In the formulas above, it sorts by when the data entry was submitted, which location was selected, and then it counts each entry that matches any other specific requirement for the row
For example, after filtering for the date/location, the “Unemployment” row would search through the column that asks “what is the purpose?” (column L) for responses that selected “Unemployment”.
You can also actually filter the data manually through the drop-down arrows in the raw data worksheet (“Form1”). Please make sure to select ‘view my changes only’ if you do this.
But because Excel can be powerful, the formulas will do the same thing. Occasionally there will be user/input error, and occasionally we’ll have errors that are completely out of our control with the Microsoft server itself. But in general, the table formulas have been honed since implementation to provide accurate results.
Adding a new table:
Let’s say you need to add a new table to prepare for a new month or you’re making a new sheet for the fiscal year for each location.
1.
Navigate to the ‘Blank Month Tables + Instructions’ sheet.
You’ll be met with a lot of text.
2.
Select all the cells within the table, and copy.
3.
Then, go to the sheet of whichever location you wanted to add the table to. Position and paste each table so it lines up with the other tables.
Or, if it’s a new sheet, simply paste into the new sheet.
4.
Select the tables, then press Ctrl+H to bring up the Find and Replace tool.
You’re going to Find/Replace the following for each table
Whatever it is, the way you tell your story online can make all the difference.
Use the Find and Replace for each of the following:
For the ‘Replace with example’ we’re going to pretend we’re making a table for February of 2025.
Just be sure that, instead of using that, you’re using the month/year you actually want to track.
Find:
YYYY,M,1
YYYY2,M2,1
LOCATIONNAME
What this is:
The first day of the month you want to track
The first day of the month AFTER the month you’d like to track
The KCC location you’d like to track. This will only be something to replace on the KCC sign-in sheet (so it excludes Covington)
Replace with example (Feb. 2025):
2025,2,1
2025,3,1
Choose: CVG, Carrollton, or Florence
5.
Once you’ve made these replacements, you’ll want to select and Ctrl+H only the Walk-ins (no appointment) and Total Customers rows.
These formulas use the placeholder of X and Y for whichever row this table ends up being in. See below for an example:
In this example, the formulas that use X, like =SUM(X4:X5, X6, X7, X9:X9, X11:X13), are in the column B.
The formulas that use Y as a placeholder, like =SUM(Y4:Y5, Y6, Y7, Y9:Y9, Y11:Y13), are in column C.
So we simply replace the X with B and the Y with C.
Remember that this will be different with every month.
6.
Nice! Now, we’re going to remove the space at the beginning of each column that’s highlighted in red.
So, select everything we just edited, and use Ctrl+H to remove spaces from the beginning of all of the formulas. You can think of this as making them ‘active’.
You’ll do the same find/replace procedure as before, except with these:
“ =COUNTIFS” is replaced with “=COUNTIFS” (no space)
“ =SUMIFS” is replaced with “=SUMIFS” (no space)
Keep in mind/watch out for:
You include the space before the =COUNTIFS (or whichever formulas) in the Find row
Under search options, make sure ‘Selection’ is chosen for the ‘Within’ box.
7. Last step: Style!
Scroll toward the bottom of the Blank Month Tables + Instructions sheet and you’ll see these blocks of color.
You can Copy and Paste special —> Formatting only on the tables we just completed to make it a bit easier to read with style.
And you should be done!