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.


    • 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

    • 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)


    • 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)


    • 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).


    • 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