Ward Clerk Contributor Onboarding Guide¶

Welcome! This guide will help you contribute your ward clerk knowledge and experience to help other clerks in the Church.

Who Should Contribute?¶

Current or former ward clerks
Assistant clerks (financial or membership)
Stake clerks
Anyone with practical clerk experience to share

You don't need to be a technical expert - if you can write an email, you can contribute!

New Contributor Onboarding Checklist¶

Prerequisites (5 minutes)¶

GitHub account created (free at github.com)
Git installed locally (or use GitHub Desktop - simpler option)
Text editor installed (VS Code recommended, but Notepad works too)
Basic familiarity with Markdown (we'll teach you!)

Initial Setup (10 minutes)¶

Option A: Using GitHub Desktop (Recommended for non-technical users)

Install GitHub Desktop from desktop.github.com
Fork the repository by clicking "Fork" at github.com/jamesjreynolds/clerk-knowledge-base
Clone your fork using GitHub Desktop
Open the folder in your text editor

Option B: Using Command Line (For technical users)

Fork the repository on GitHub
Clone your fork locally: git clone https://github.com/YOUR-USERNAME/clerk-knowledge-base.git
Set up upstream remote: git remote add upstream https://github.com/jamesjreynolds/clerk-knowledge-base.git

First Test (5 minutes)¶

Testing Locally (Optional but Recommended)

If you want to preview your changes before submitting:

Install Python 3.8+ from python.org
Open terminal/command prompt in the project folder
Run: pip install -r requirements.txt
Run: mkdocs serve
Open http://localhost:8000 in browser

Simple Editing (No local testing)

Edit files directly on GitHub.com in your browser
Preview changes using GitHub's preview button

Make Your First Contribution (15 minutes)¶

Create a new branch (GitHub Desktop: Branch → New Branch, or click "Edit" on GitHub.com)
Make a small edit (fix a typo, add a tip you've learned)
Save and commit your changes
Push to your fork (GitHub Desktop does this automatically)
Create a Pull Request on github.com
Wait for review and merge

Content Creation Guidelines¶

What Makes Good Clerk Documentation?¶

Focus on practical "how-to" procedures:

✅ Step-by-step instructions for common tasks
✅ Screenshots showing where to click in LCR
✅ Troubleshooting tips for common problems
✅ Workarounds for LCR system quirks
✅ Real examples from your ward experience

Avoid these:

❌ Copying directly from the Church Handbook (link to it instead)
❌ Ward-specific information (names, numbers, local policies)
❌ Confidential information
❌ Opinions about Church policies (stick to procedures)

File Naming for Clerk Procedures¶

Use descriptive, lowercase filenames with hyphens:

✅ quarterly-report-submission.md
✅ reimbursement-procedures.md
✅ lost-member-search.md
❌ Report.md (too vague, capitalized)
❌ my notes.md (has spaces)

Store files in the appropriate section folder:

docs/membership/ - Membership record procedures
docs/financial/ - Financial procedures
docs/reports/ - Reporting procedures
docs/annual-history/ - Annual history procedures
docs/agent-bishop/ - Building/facilities procedures

Markdown Basics for Clerks¶

Markdown is just text with simple formatting marks. Here's everything you need:

Basic Text Formatting¶

# Page Title (use once at top)

## Main Section Heading

### Subsection Heading

Regular paragraph text goes here.

**Bold text** for important terms or UI elements
*Italic text* for emphasis

- Bullet point item
- Another bullet point

1. Numbered step one
2. Numbered step two
3. Numbered step three

Links and References¶

# Link to another page in this site
See also [Quarterly Reports](quarterly-reports.md)

# Link to external resource
[Church Handbook Chapter 33](https://www.churchofjesuschrist.org/study/manual/general-handbook/33)

# Link to LCR
[Leader and Clerk Resources](https://lcr.churchofjesuschrist.org/)

Adding Screenshots and Images¶

![Screenshot description](../assets/images/lcr-screenshot.png)

Image Guidelines:

Save screenshots to docs/assets/images/
Use descriptive filenames: lcr-quarterly-report-button.png
Keep images under 5 MB (compress if needed at tinypng.com)
Black out any sensitive information before uploading

Callout Boxes for Important Information¶

!!! warning "Important"
    Always verify the member's identity before making record changes.

!!! danger "Critical: System Limitation"
    🚨 LCR does not save drafts automatically. Complete your entry in one session or you'll lose your work.

!!! info "Pro Tip"
    Save time by opening multiple browser tabs for different LCR tasks.

!!! note "Helpful Resources"
    Contact your stake clerk if you have questions about this procedure.

Tables for Organizing Information¶

| Task | When | Who |
|------|------|-----|
| Quarterly Report | Last Sunday of quarter | Ward Clerk |
| Annual History | January 31 | Assistant Clerk |
| Budget Review | October | Financial Clerk |

Content Structure Example¶

Here's a template for a typical clerk procedure page:

# Submitting Quarterly Reports

Brief introduction explaining what quarterly reports are and why they matter.

## When to Submit

- Quarterly reports are due the last Sunday of March, June, September, and December
- Submit even if there are no changes to report
- Late submissions may delay stake reporting

## Step-by-Step Instructions

### 1. Access the Report in LCR

1. Log in to [LCR](https://lcr.churchofjesuschrist.org/)
2. Click **Reports** in the top navigation
3. Select **Quarterly Report** from the dropdown menu
4. Choose the correct quarter from the calendar

### 2. Review Required Sections

Go through each section and verify the information is current:

- **Membership Statistics**: Auto-populated from your records
- **Attendance Averages**: Enter average sacrament meeting attendance
- **Missionary Progress**: Report convert baptisms and referrals
- **Leadership Changes**: Note any changes in callings

!!! warning "Common Mistake"
    Don't forget to click **Save** after each section before moving to the next one!

### 3. Submit the Report

1. Review the summary page for accuracy
2. Click **Submit Report** (not just Save)
3. Print or save the confirmation page for your records

## Troubleshooting

**Problem:** "Submit" button is grayed out
- **Solution:** Check that all required fields are filled in. Look for red asterisks (*) marking required fields.

**Problem:** Report doesn't show recent baptisms
- **Solution:** Ensure the baptism date was recorded in the membership record before running the report.

## Related Procedures

- [How to Update Membership Records](membership-record-updates.md)
- [Common LCR Reporting Issues](lcr-troubleshooting.md)

## Church Resources

- [Church Handbook - Chapter 33: Records and Reports](https://www.churchofjesuschrist.org/study/manual/general-handbook/33-records-and-reports)

Writing Style for Clerks¶

Use clear, step-by-step language:

✅ "Click the blue Submit button in the upper right corner"
❌ "Navigate to the submission interface and execute the report"

Write for busy clerks who need quick answers:

Start with the most common scenario
Put troubleshooting tips in callout boxes
Include time estimates ("This takes about 5 minutes")

Include helpful context:

Explain WHY something matters, not just HOW
Mention common mistakes to avoid
Share tips that save time

Git Workflow for Clerks¶

Branch Naming for Clerk Content¶

Use clear names that describe what you're adding:

add-quarterly-report-guide - New procedure page
fix-reimbursement-link - Fixing broken links
update-lost-member-search - Updating existing content
add-lcr-screenshot - Adding helpful screenshots

Commit Messages¶

Keep it simple and descriptive:

Good examples:

Add procedure for submitting quarterly reports
Fix broken link to Church Handbook
Update screenshot for new LCR interface
Add troubleshooting section for reimbursements

What to avoid:

Update (too vague)
Fixed stuff (not descriptive)
WIP (don't commit incomplete work)

Pull Request Checklist¶

Before creating your pull request:

Read through your changes one more time
Check that all links work
Verify images display correctly
Make sure you didn't include any ward-specific information
Ensure you followed the style guide
Write a clear PR description explaining what you added or changed

Pull Request Description Template:

## What I Added

Brief description of the procedure or information you're contributing.

## Why This Is Helpful

Explain the problem this solves or the common question it answers.

## My Experience

Mention how long you've been a clerk or where you learned this procedure.
(e.g., "I'm a financial clerk and discovered this workaround after 2 years")

## Screenshots

If applicable, include before/after screenshots showing the change.

Common Tasks for Clerk Contributors¶

Adding a New Procedure Page¶

Decide which section folder it belongs in (membership, financial, reports, etc.)
Create a new .md file with a descriptive name
Use the content structure template above
Add the page to the navigation in mkdocs.yml (ask for help if needed)
Test locally or submit for review

Updating an Existing Page¶

Find the file in the docs/ folder
Make your changes using Markdown formatting
Keep the same structure and style as the existing content
Add a note about what changed in your commit message

Adding Screenshots from LCR¶

Take the screenshot (use your operating system's screenshot tool)
Important: Black out any member names, dates of birth, or other sensitive information
Save to docs/assets/images/ with a descriptive name
Reference in your Markdown: ![Description](../assets/images/filename.png)
Keep file size under 5 MB (use tinypng.com to compress if needed)

Fixing Broken Links¶

If you find a broken link:

Note which page has the broken link
Find the correct link (test it in your browser)
Update the Markdown file with the correct link
Test that it works
Submit a quick pull request

Tools and Resources¶

For Non-Technical Clerks¶

GitHub Desktop - Easy way to manage git without the command line
VS Code - Free code editor that shows Markdown preview
Markdown Tutorial - markdowntutorial.com (10 minute interactive tutorial)
Snipping Tool (Windows) or Command+Shift+4 (Mac) - For screenshots

Helpful Online Tools¶

Markdown Table Generator - Create tables visually
TinyPNG - Compress large screenshots
Markdown Guide - Quick reference

Church Resources¶

Church Handbook - Official policies
LCR Help Center - LCR documentation
Help Desk - Technical support

Getting Help¶

Where to Ask Questions¶

GitHub Issues - Report problems or suggest new procedure pages
Pull Request Comments - Ask questions about your specific contribution
Your Stake Clerk - For questions about clerk procedures
Ward/Stake Technologist - For technical help with git/markdown

What to Do If You're Stuck¶

Scenario 1: "I don't know Markdown"

Start with the 10-minute tutorial at markdowntutorial.com
Look at existing pages and copy their formatting
Use GitHub's online editor which has a preview button
Ask for help in your pull request - we're happy to guide you!

Scenario 2: "I have a procedure to share but don't know where it should go"

Create the page anyway and ask in your pull request
We'll help you find the right place and update navigation

Scenario 3: "Git is confusing me"

Use GitHub Desktop instead of command line
Or edit files directly on GitHub.com in your browser
Watch a 5-minute YouTube tutorial on "GitHub Desktop basics"

Scenario 4: "I want to contribute but don't have time to learn all this"

Write up your procedure in an email or Word doc
Open a GitHub Issue and paste it there
Someone else can help format it into Markdown

Recognition¶

Every contribution helps fellow clerks serve more effectively. Thank you for sharing your experience!

Contributors are recognized in the repository
You'll be helping clerks you've never met
Your practical tips will save hours of frustration for others

Remember¶

The most valuable contributions are:

Real procedures you've actually used in your calling
Workarounds for common LCR frustrations
Tips that save time or prevent mistakes
Clear explanations for confusing parts of clerk work

You don't need to be perfect:

Other contributors will help improve your writing
It's okay to start with a rough draft
We'd rather have your knowledge than have it stay in your head!

Thank you for contributing to help fellow clerks serve better!