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Last Updated: 4/20/15

Elexio Database Home Page

The Home Page is the first screen you see after logging into Elexio Database.  It's your dashboard for launching into any area of the program.  There are three main parts to the Home Page.  

  1. The Toolbar at the top of the screen,

  2. the Common Tasks button which shows the screen specific common tasks options when you click.

  3. and all the boxes in the middle that we call Smart Parts.

Note: Helps will pop up when you rest your cursor on the screen. Right Clicking will also bring up a lot of options

Toolbar

The Toolbar is always at the top of the program and remains the same so that you can easily navigate to all the major functions of the program.  You can click on the House Icon on the toolbar at anytime to return to the Home Page.  Use the Back and Forward buttons to go back to the previous screen you were on just like a web browser.  The refresh button is useful when you have added new information and want to update your screen instantly.

Elexio Database contains 6 major sections: People, Reports, Communication, Events, Automation, and Administration. Use the respective tabs in the toolbar to navigate to those areas of the database.

Common Tasks

The Common Tasks button contains a list of functions that will operate on whatever you are viewing in the middle of your screen.  This list can change from screen to screen.  Most of the links are self explanatory, but make sure you take note of the following features.  If you do not see a specific feature under your common task, it's because your permission role denies you access to this feature.  Talk to your church administrator if you are unable to perform your duties with your current role in Elexio Database.

  1. Change My Password - this link makes it easy to reset your password should you ever need to change it.

  2. Setup My Email Settings - allows the Administrator to configure account details, server configurations and some mass email settings

  3. Manage Security Settings - allows the Administrator to change User accounts and manage settings for permission levels for each Role

  4. View Activity Logs - Allows you to view logs of details of information that has been deleted by users in the database.

If there is a Link or Common Task Short Cut missing from your Home Page, it is because the Security Role assigned to your User Account has limited your access to that specific function.  Please consult with your church's database administrator to have your Permissions changed if needed.

Smart Parts

There are several boxes that may appear in the middle of the screen.  We call these "Smart Parts" because they will display info based on your role and info most relevant to you.  Some boxes may not appear on your screen because there is no info to display for you.  Some will not appear because you do not have permission to view them.

Permissions to access these Smart Part boxes are associated with the User's Security Role under the Category:  Home Page.  

Quick Links - are just shortcuts to frequently used tasks.  Like adding a new person, entering contributions or attendance, or viewing prayer requests.

Elexio News - contains links to news items from us at Elexio.  Here is where you will find links to training videos, registration for upcoming Q & A sessions, and much more.  Check it out!  If you have difficulties accessing this information from within Elexio Database, you can always copy/paste the link directly into your internet browser.

 You can use the arrow button in the top right of each Smart Part to minimize or maximize the box.

As you enter data and do work in Elexio Database, sometimes we use Smart Parts to remind you to do certain tasks.

My Follow Ups provides a list and link to all active Follow ups and Prayer Requests that have that have been assigned to you.  You can click on the Follow up or Prayer request task to go directly to the individual's Personal screen where you can log any updates or reassign the request to another person.  You also have the option to set your preferences for this list by clicking on the edit button.  This will allow you to select the request order or if you want to view any unassigned Follow Ups or Prayer Requests.  In order for this to work correctly, you must also be checked on your profile under Other Options to be Assigned Follow Ups.

 

Birthday Reminders

Birthday Reminders provides a link for a specific group of people with birthdays for the current month .  Click on the pencil in the header line of the box to select which birthdays you would like to appear in the box. Birthday Reminders now use Custom Searches to define what is displayed on the Home screen. Just select the custom search you would like you use from the drop down list.

You can click on the person's name from the Home Page to jump to their record in the database so that you can look up their contact info in order to wish them a happy birthday!

The Reminder list by default now displays birthdays occurring 3 days prior to current date and 30 days after the current date (100 max).

Follow Up Letters

This list provides names with the Follow Up letters that need to be sent out.  To create and send the letters, click on the Process Letters button.  The letters will then appear in Microsoft Word or Database Mail Merge for printing. (You must have Microsoft Word installed on your computer to open it in Word.)  The letter is also entered on each individual’s Involvement tab with the date processed.

Background Checks

The Background Check section shows any pending background checks that need to be handled. It displays the names of any person that has a background check status of pending.To jump to the person's record just click on their name.  Automated background check services are available from Secure Search Faith.  More features of this Smart Part are active when using Secure Search.

For more information visit the Background Check section.

Profile Validation Smart Part

When you enter Elexio Database, you will see the Profile Validation Smart Part. It allows you to quickly manage new users with Portal and Mobile access (usually created via Portal, Mobile, or Guest Giving). Use this Smart Part to make sure that newly created accounts are not duplicates and are set up with the appropriate Security Role and Status. You can quickly access their profile, filter them by Security Role, Status, and date added. You can also set processes (like sending follow-up letters). 

The Smart Part lists all people with either a Status of "New Portal & Mobile User" OR a security role of "Portal & Mobile (limited access)". The limited access role differs from the standard role in its restriction of access to contact info in Mobile, the inability to email users via Portal, and the inability to see the Portal Directory.   

You can use this tool to easily change status and role. You can change all users at once by clicking the Apply buttons at the top or you can change individual statuses and roles on each row.  

Once you have changed the appropriate information, click "Validate" to confirm. The next time you load the Home Dashboard, the validated user entry will no longer appear in the box. If you need to make further changes after validation, you can make them on the user's entry on the People General screen.

If a new user's entry does not need any changes, you can remove the new user from the Smart Part by hitting the "Validate" button. Reload the Home Dashboard for the entry to disappear.

If you would like to see a list of users with the New Portal and Mobile User status please use Custom Searches or Reports. We have already built a list for you called “New Portal & Mobile Users”.

Notes:

By default automated processes are activated and thus displayed with a tiny lightning bolt next to the status column. Keep in mind that if you have any automated emails or letters that are setup for selected statuses they will be sent unless you Clear the Automated Processes box.  

Because an email address is needed to access the software, if a donor did not provide an email address, you will not be able to assign them a security role.

If you want to remove a user from the Smart Part,  but you don't want them to have access to the Portal directory, you no longer have to create a new role that restricts access to the Portal directory, go into the user's entry on the People screen, change their status to the one you created, and change their status to something other than New Portal/Mobile User.

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