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Last Updated: 03/15/2016

Codes

Elexio Database allows customization of almost all drop-down boxes or Codes to match the terminology used by your church.

From the Administration screen - Codes, you can select the Type of Code in the drop down box on the left. Click on whatever category is listed under "Select a look up code type" and a list will drop down with the other code category items. You may also type the category you are looking for into the same box (where it says "Advertising Methods" in the example above). Once you find the category you want, select it and a list of specific codes in that category will appear in the list below. 

To add a new code to the current code type, click on the Add a New Lookup Code link under the Common Tasks button. 

To edit a code, find it in the list to the left, make changes to it, then click on the Save button at the bottom of the page.

To delete a code, click on Delete this Lookup Code link under the Common Tasks button.

The location of the specific field (or drop down box) where the code is used in Elexio Database, is noted in the bottom left corner of the screen just below the Up/Down arrows and the Code list.

A definition of what each specific code means is given for many of the codes in the Code Definition box.  You are free to alter the wording of the codes, but you should not change the essential meaning of the original code, otherwise some reports may be represented incorrectly.  Codes that are required cannot be deleted.

Assign Sort Order:  You can also determine how the choices are sorted in the code list and drop down option lists.  You can assign a number in the Sort Order box, or use the Arrows at the bottom of the code list to move a specific code up or down in the sort order, or click the AZ button to sort in alphabetical order.  

Default Codes:

Demographic Code Types:  There are some demographic code types that allow you to enter the corresponding percentages reflected in your Community.  These code types are:  Age Group, Education, Race, Marital Status, Occupation, and Religious Background. You may enter the percentage of your Community that falls within each specific code. These figures will be used on Target Analysis reports to compare your Community, Crowd and Congregation. You can find information about demographics from your city’s public records or the US Census Bureau. For example, let’s say that 45% of the people who live in your community are between the ages of 30 and 39.  Select the Age Group Codes. Select the code 30’s. You can enter "45%" in the box "What percentage of your community fits in this category?"

Age Group Codes:

The Age Group Codes use Age Ranges which have already been set up for you. 

For example, if you enter a person's birth date on the People - General Info screen that is 32 years ago, the Age Group field will automatically be set to 30’s because 32 falls between the range of 30 to 39.  

For adults the age ranges should be in years.  There's no need to set the months.   For example, it the Age Group is called "20's" then the age range should be set to 20 to 29 years.

For kids you can use years and months for the ranges.   For example,

  • for Toddlers the age range could be 2 years to 2 years 11 months.
  • 1st Grade the age range could be set to 6 years to 6 years 11 months. 

If an incorrect Age Group is automatically assigned on the People - General Info screen, check the Age Range fields form the code screen.

Manage Age Groups:  You can assign specific Age Groups to be part of a bigger group that is used for filtering criteria on reports and mailing lists.  Check the boxes for the groups for which you want to include that age group.  For example, you would want your 30's age group included in both the Adults Group and the Adults + Unknown Age Group.  That way, when you run a report using the filter Age Groupings: Adults + Unknown Age Group, all the people with the 30's age group will be included along with all the other age groups that have been checked for those groupings.

Click on the Manage Groups link located below the group codes box to add additional groups.  Click on Add New Row and enter your group name.

School Grade Groups:  

Database allows you to define what grades are included in Elementary, Middle School, and High School as these terms vary around the US and the world.  From the Code - Age Group screen, click on the School Grade Groups link located below the group codes box.  Select the option that matches your local school system.  If your school system is not shown, that's OK; you can create these groups yourself using the Age Group Groups.  The School Grade Groups box just a data entry method that helps you do it faster.

Status Codes:

One of the most useful and important codes in Elexio Database is the Status code.  The Status field is the most frequently used field for filtering reports, mailing lists, mass emails, etc.  Database comes with many Status codes to choose from or you may add your own.  We have setup many common codes and placed them into major Groupings.  You are welcome to redefine these groups.  Since the status-related pre-programmed reports use both specific statuses and Status Groups, it is extremely important that you keep your status groups accurate.  

Let's say you add a new status called "Regular Attender Snowbirds" as a way to keep in touch with retired people who leave your church for several months out of the year for warmer weather but return to your church when they are back in town.  You want to make sure you add that status to any applicable status group, such as all attenders, regular attenders + members, and regular attenders only.  That way when you use a report or add a filter for a specific "regular attender" grouping the snowbirds will be included.

Non-Cash/Gift-In-Kind Donation Codes

Database allows you to control the methods by which you will accept donations. We have added the ability for our system to keep record of non-cash donations. You can modify (add or edit) the the list of options that you have for non-cash donations by going to Administration > Codes > Giving Methods.

You can indicate that a giving method is non-cash/ or give-in-kind by checking the box that says "This code is used for non-cash/gift-in-kind donations" which appears under the sort order box.

Fund Code Naming Suggestions

When you have a high number of listed items with complex relationships, naming conventions become very important. In look up codes, this is particularly true for Fund names. (It is also true for Ministries, Groups, Classes, Automated Emails, and even Services or other events, depending on the complexity of your ministry how many items in each area you have.)

If you have a high number of Fund codes, here are a few items to keep in mind.

  1. Watch out for long fund names: use some basic abbreviations in your naming scheme so that you can easily distinguish between funds in a list using the first 30 to 35 characters. Often that is all that fits in the screen area available to view your fund names (depending on the width of the characters… mmm vs iii).
    Places where fund name length will have an impact include:
    • Online giving designated fund – both website portal and mobile app
    • Reports – selecting funds to show/filter/etc.
    • Reports - headings 
    • (Contribution entry screens usually have more room or a flexible grid)
  2. Avoid common letter combinations for unique entities. (Like “CH”, so that a filter intended to get “Chapel Hill” doesn’t get every fund with the word “Church” in it.) 
  3. The list will affect both what your administrators and also what your contributors see online.

Fund Groups

In addition to making wise naming choices, funds can also be organized by Fund Group. A fund group is simply a logical grouping of funds (I.e. A fund group called Missions could be created to organize the funds Haiti Mission Trip, Blue Ridge Camp, Uganda Church Plant, etc.). To create a fund group click on the blue hyper link labeled Manage Groups as seen below.

That link will open this window...where you can select the "click here to add a new row" link to add a new fund group and adjust its sort if desired.

To add a fund to a fund group return to Administration>Codes>Fund.  Highlight the fund in the column to the left and select the fund groups to which it should be associated.

 

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