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Last Updated: 1/8/15

Life Events that Affect Households

Marriage

When two individuals in the church marry, you can easily move one into the other's household (see Changing a Person's Household).  Make sure to specify who is the Household Head and who is the Spouse of Head.  It is important that every household has a designated Household Head.  Change the marital status of both individuals to married, enter their wedding date (if known) in the Anniversary field (which will not appear until they are listed as "married" under Marital Status) and make sure both names are included in the Household Name field. When a person is merged to another household, their contributions will also be merged. Be sure to print a copy of individual contributions before merging households.

If there are additional people in the household that the new spouse is being moved from (i.e. children) AND their are contributions that are tracked as a household, a good practice would be to move the children to the new household first.  This will ensure that you receive the correct prompts when moving the last record that has the household contributions linked to it.  

Divorce

In the event of a separation, move an individual out of one household and create a new household name.   Make each person head of their new households.  It is important that every household has a designated Household Head.  You will want to remove the name of the moved individual from the Household Name field.  Delete the Anniversary date and change the marital status of both individuals to divorced. 

If children are involved, you will need to make a decision as to which household the children should be entered under.  Do NOT enter the children twice.  It is recommended that you put the children in the household of the person most involved at your church since they will most likely be getting mail from your church that might include information about the children.

If contributions are attached to the household you will also need to determine whose record the contributions should be kept under.  It is recommended that you print a hard copy of the contributions made up to the point of the divorce before you split the household in the database.  Send the Contribution Statement to the couple and let them decide how to account for it. 

Death

In the event of a death, change the Status of the individual to either "Member - Deceased" or "Attender - Deceased."  These are special system status codes.  Anyone with one of these codes will not appear on directory listings or mailing lists.

You MUST also remove the deceased individual’s name from the household name field to prevent their name from appearing in any directories or lists.  The Mailing Name Override feature should also be checked to remove the deceased person’s name.

It is recommended that you do not delete the person’s record to maintain proper historical records.  If you keep the deceased person’s record then you preserve giving records and can generate their Contribution Statements or use other analysis reports (e.g., decline in membership could be due to deaths!)  You will, however, want to remove them from any mailing lists and inactivate them from any groups or ministry teams.  You can use the Notes section on the Personal page to track any information you have removed from other fields, such as an email.

Change the family position of a surviving spouse to Household Head, as it is important for each household in the database to have a designated head of household.   

Tracking the children of divorced families

Account Linking

If your ministry uses Elexio Check-in, families will be able to allow other check-in users (i.e. the ex-husband or wife) to perform check in tasks for members of the household.  To learn about this type of access visit Account Linking.

Communication to Divorced Parents

  • In order for the family the child isn’t attached to in the system to receive communication, they need to have access to the child’s email account. Be sure all your communications are sent to both the children and the parents.
  • It’s also important to note that individuals in the system cannot share the same email address.
  • List that parent’s contact info as a note in the child’s, so that they can be reached in case of emergency.
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