Database Management

for office administration:

It’s important to keep our database accurate in order for it to be effective.

Office Admin will run the below reports at the end of each term, as new rosters are being made, to check they are still current.

People Category Maintenance:

  • Run a report of everyone in the each People Category and send to appropriate ministry leader.

  • It will come back with people to be moved from one category to another.

  • This report also allows ministry leaders to see people who should be contacted in hope to help them connect in a greater way (and potentially transition to a new people category). For eg, a guest who regularly attends but hasn’t connected into team/LG could be contacted to discuss joining a team or LG. Encourage ministry leaders to think about this when reviewing their reports.

  • Some people from this list will be able to be archived.

  • Guide to running this report here.

Kingdom Team (Departments) Maintenance:

  • Run a report of everyone in each Department and send to appropriate Kingdom Team Leader.

  • Edit People’s Departments as necessary by going to their profile and adding/removing departments under the “Edit” tab.

  • Guide to running this report here.

 

Change Someone’s (People) Category:

  • Go through Flows first, if advancing people on - this will help you ensure all the steps are taken (as mentioned above) when people are moved through from one category to the next

    Otherwise, if moving people back (if moving them beyond “team / life group leadership”):

  • If changing a bulk amount of people - select them all and click “mass manage” > “change field” > “People category” (and then in the box below that) select which People category you want to move them to, and click “Perform mass manage.”

  • If editing the category of just one person at a time, go to that person’s profile, and in the left hand column of their profile you can change it.

  • Remember to check what else you need to do when changing someone to a specific category. Click here to see the People Categories Guide.

 

People Status:

  • People are marked as either active, contacts, or archived (or deceased). As you do the people category maintenance as described to the left, and move people from one category to another, you will also be changing their “status.”

  • You can change someone’s status under “actions” on the left hand column in their profile, or by mass managing when selecting more than one person.

 

Fixing Duplicates:

To be done every start of year (Jan-Feb) and half year (July-August)

  • Go to “People” and then change the “View” to “Duplicates.”

  • It will list all the duplicates and give you the option to mark “not a duplicate” (if there is just two people with same name!) or to “merge with duplicates.”

  • When you click “Merge with duplicates,” it will bring up all the duplicates of that person. Select which should be the primary profile (whichever one has the most recent and most accurate info), and then go down and select which info you want to be that which is kept. If it’s all the same info across the duplicates, you won’t need to select/unselect anything. If it’s all different, and you’re unsure, you may ask that person to update their details via www.unitechurch.org.nz/connect-card

 

At all stages when Setting up a new person or editing an existing one - check their demographic is correct

People Categories

Elvanto splits people into people categories. We use these to help people connect into church and track what stage of commitment/involvement they are at with UC.

The categories are (with admin notes for managing):

  1. new person

Brand new, first time guest

  • Mark them as a contact

  • Archive them if they are not moved to a regular attendee after one season

  • When setting up a new person - fill in as many details as possible including demographic, and all contact details (that we know of).

2. regular guest/attendee

Attending services semi-regularly, not yet on team or in a life group

  • Mark them as a contact

  • Encourage contact by ministry team to help connect them in (through next steps, team and/or life group involvement)

  • If have not been seen for more than a year, archive them

3. Team/life group member (next steps)

On team or in a life group, or may be doing next steps

  • Mark them as active

  • Use Flows to track their journey through Next Steps - Team - Life Group. Ideally we want people to do Next Steps AND be on team and in life group.

  • If someone pulls out of their life group or team, move them back to the Regular Guest people category. This ensures they stay “on-the-radar” and will be checked up on when the next people category report is sent to ministry leaders.

  • NEW TO TEAM:

    • Tick “This person is a volunteer” and add the department for the team they are serving on (in the “Account & volunteering” tab on their profile)

    • Tick “Members/Volunteers” in their access permissions (in the “Edit” tab on their profile)

    • Ensure we have their email, phone number, and correct first and last name (ask them to update their contact details if not via https://www.unitechurch.org.nz/connect-card)

    • Ensure team leader has taken them through the Heath & Safety and volunteer policies specific to the team(s) they’re serving on (tick yes to “received new volunteer and health & safety policies” on their profile if so)

  • Send them their Elvanto login info

    • Create a username for them in this format: firstname.lastname (eg. Dani.Montauban)

    • Create the password unitechurch01

    • Tick “Send these login details by email” and click Save (the email they get sent explains Elvanto, rostering, the app available, etc)

  • NEW TO LIFE GROUPS:

    • Ensure new life group members have been taken through life group confidentiality and H&S policies (tick yes to “received new life group and health & safety policies” on their profile if so)

4. partner

Process for becoming a partner here

  • Mark them as active.

  • After someone is in the previous category (on team, in life group, or done next steps) for a short time, Elvanto (via Flows) will email ministry team to encourage this person to become a partner.

  • If someone becomes a partner, in their profile, mark them as a “Kingdom Partner” and as “Partner” in the demographic.

5. team / life group leader (staff)

Leadership policy & process here

  • If someone becomes a team or life group leader, move them to this people category. They remain marked as active.

  • Ensure they have been given appropriate Leadership policies (tick appropriate policies in their profile if so)

  • NEW LIFE GROUP LEADER:

    • Add them as a Life Group Leader in the department (“account & volunteering tab” in their profile), in their demographic and as a “Group Leader” in their access permissions (both in the “Edit” tab in their profile).

    • If they are new to Life Group leading and haven’t been on team before, you’ll need to go through the team steps also (see “new to team” in the #3. people category).

    • Add them as a group leader to the appropriate Life Group in “Groups” (simply click on their name in the life group and change their position) and check with Karen which life group coach they report to (you can change this in the “group category” in their group settings).

  • NEW TEAM LEADER:

    • Give them the access permission (in the “edit” tab in their profile) to the appropriate team leadership.

    • Send them rostering and team leading guides.

    • If not already on Slack, add them to the Slack general UC work-space and send them the Slack user guide.

6. ministry / pastoral leadership

Senior Leader(s), Associate Leader(s), Other Ministry Leaders

  • Marked as active

  • Add them to the Exec Team UC work-space

7. Board / Governance

  • Marked as active

  • Add them to the Board UC work-space

8. & 9. Kids & Youth

  • Mark as contact

  • Ensure they are also marked as a child in the “family” tab on their profile and when moving someone out of this category (over 18/out of school), change their “Family” role to primary (from child).

At all stages when moving someone into a new people category or setting up a new person - check their demographic is correct

Run a Report of all People Categories:

for office administration:

Done termly as new rosters are being made.

  1. Go to Reports > Search “People Category History.” Click on that report.

  2. Select “List the people within the people categories I choose” under “Report Type.”

  3. Select the top people category - we will print the reports one at a time (so that we can send them to the relevant ministry leaders - for example, youth category to the youth pastor).

  4. Tick just “Full name” under “Additional People Columns”

  5. Select “Today” under “Date Range.”

  6. Sort by “Person”

  7. Output in an Excel sheet as it allows the leaders to directly edit the document if they wish.

Send the excel sheet to the relevant ministry leader (if unsure, send to/ask Associate Leader) and ask them to let us know if they no longer apply to that People Category. Make changes to each person as indicated.

This report also allows ministry leaders to see people who should be contacted in hope to help them connect in a greater way (and potentially transition to a new people category). For eg, a guest who regularly attends but hasn’t connected into team/LG could be contacted to discuss joining a team or LG. Encourage Ministry Leaders to think about this when reviewing their reports.

Follow up with leaders to get answers. It’s important to keep our database accurate in order to be effective.

 

Run a Report of People in each Kingdom Team (Department):

for office administration:

Done termly as new rosters are being made.

  1. Go to Reports > Search “Kingdom Team Report.” Click on that report.

  2. This report generates a list of every person in each Kingdom Team (known as Departments in Elvanto)

  3. Click “Generate Report.”

  4. Export as a portrait PDF

  5. Send to the team leaders (can just upload in the team leaders channel in Slack) and ask them to check that their team members are still current and if there is anyone we need to add/remove.

  6. You can edit their departments in their profile under the “Edit” tab.

Follow up with leaders to get answers. It’s important to keep our database accurate in order to be effective.