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Last Updated: 3/6/15

General Information about People

The General Info screen includes all the basic demographic information about each person.  Name, address, phone, email, birth date, etc.

In a medium sized window, the screen is broken up into two tabs, Information and Additional Information, with everything from "Security" on down included on the second tab. In a larger window, the tabs disappear to show all the information on one page.

Overview

First, a few key highlights:

  • Your ministry can customize the option lists. (That's what you see as drop down lists in Family Position, Marital Status, etc.)
  • Anything in the Household section describes all the members of that household (unless otherwise noted).
  • Status History shows the most recent status at the top. It is key to managing assimilation and discipleship, and affects communications, check in and more. When a person's status changes, a new status record is added (you don't delete the old one) and automatic processes can be triggered (ex:a welcome letter to first time visitors). Make sure you know how your ministry is defining and using statuses.
  • On any of these screens, you don't have to click "Save" to save changes. They will be saved automatically when you switch screens.

 

If you are a basic user, that's all you need.
Administrators, keep going...

 

Most fields are straightforward, but here are more specifics on a few:

Family Position:  Identifies Head of Household, Spouse of Head, 1st Child, 2nd Child, etc.  It is important to enter the correct Family Position for each person in a household because this will determine how they are viewed and sorted on reports.  It is important that every household has a designated Household Head.  The Head of Household is listed first, then Spouse of Head, then children.  When you enter both the husband and wife in the household name, Elexio Database automatically assigns Head of Household to the first profile, Spouse of Head to the second profile, and child positions from there on as you add family members.

Membership Date - When you add the As Of date for Member - 100 the Membership Date field will auto fill the membership date from the Status History section.  This field is used to record the original date that someone became a member at your church.  The Status History section can be used to track annual membership renewal if desired.  Just add a new Membership code with the current year of renewal.  

To customize any option list click on the Codes link of the Administration screen and select the type of code (Ex: Family Postions, Advertising Methods) to make changes.

Household

The fields in this section are shared by each household member. (Household NameFamily Type, Zone, Address)

Zone:  The Zone field allows you to code households according to some geographical system (or other system) of your choice to group families into areas of organization.  For example, add specific communities or subdivisions around your church to be able to see a list of all the households in that area.  To add new values to the drop down list, you need to go to the Codes section of the Administration screen.

Country:  The country drop down box allows you to select the country where a person resides.  It is recommended that you only enter foreign countries because the mailing labels will include the country in the mailing address.  For example, if your church is in the United States, do NOT select United States from the drop down box.  It's unnecessary.  However, if you need to enter someone that lives in Canada, then you would want to select "Canada" so that the country will appear on mailing labels.

Map:  This link next to the address field allows you to display a map with directions to the currently displayed home address.  Elexio Database uses Google Maps for this feature.

Related to household: Contributions & Pledges  - By default contributions and pledges are linked to the whole family.  You can change this behavior and track the giving by selected individual's if needed by using the check box on the Contributions section (located on the People Screen - Contributions link.  You will not be able to view contributions unless you have been given permission by your system administrator.)

 

Communications


The Communications box contains all the ways in which you can communicate with someone:  email, phone, website address, instant messenger address, social network site link, etc.  You can have an unlimited number of communications for each person.  To add a new email address (or phone number), click the Add New button at the top right of the Communications list.  Select the appropriate communication Type, enter the information in the new value box that appears at the bottom. 

Phone numbers can automatically be formatted using the (XXX) XXX-XXXX format.  If an area code is not entered, the default area code will be entered automatically.  To set the default area code and phone number formatting, go to the Elexio Database Home Page, select Options and  Data Entry Helps.

Select the green check mark to indicate which entry is the primary communication within a specific type.  For example, when you have more than one phone number, select the one that is considered their primary number.  *The Home phone number is set at the default if nothing else is selected.

Check the Lock Icon to mark a communication entry as private to prevent specific communications from appearing on published church reports and directories as well as the Elexio Database Online Church Directory.

Select the email icon to send an email to that specific address. If you click this icon you will be taken to a new email on the Communication screen. The person whose account you had been viewing will be listed in the To area. The emails that you send using this feature will appear in the Sent Items area of the Communication Email screen.

NOTE: Because email addresses are of such importance for signing into the various Elexio solutions and member interfaces which may contain sensitive information, changing the primary email address for a person in the database is a permission restricted to the system-coded Admin security role only. Of course the member may also update their own information via Elexio Portal.

By default, any mobile phone number that you add under Communications will be set to receive text messages, which will be indicated by this icon. If a user has opted out of text messages, this icon will appear greyed-out. Clicking this icon will take you to the Communication SMS screen to compose a text to that number. When sending a mass text, there are only the options to text to the default mobile phone number, or to all mobile phone numbers, so make sure that each user's primary mobile number is set to their default to ensure they receive messages to the phone they want.

To delete a communication, click the X to the right of the communication you wish to delete.  A box verifying that you want to delete the record will pop up.  Click OK to continue with deleting the record.

The Communication Types may be customized.  Click on the Add New link and select Edit List.   There is a plus symbol at the bottom of the list that allows you to add new communication types.  We do not recommend that you make changes to the System Codes.  If you have duplicate communication types that you want merged together, please contact us for assistance.

Family Email: For each family you can set one family email address for the Household to share. You can add this just like you would any other normal communication on the general information screen. Adding it to one member of the household will also add it to the accounts of the other members in the household.

If a person does not have an individual email set, the family email will be pulled instead. This information will be mainly used for reports and mass emails.

This address CAN be identical to one already in use.

We strongly recommend that you do not use the Family Email address.  We only include it for backward compatibility reasons.   ALL modern software systems use a unique personal email address for each person for security reasons and the ability to uniquely identify people and communicate with specific individuals.

NOTE: With the Elexio Unified Login system, individuals may not share any email addresses other than ONE family email address. More information HERE.

 

Status History  

A person’s status or level of commitment with the church is entered in this section.  With this section you are able to track a person’s level of involvement or commitment from the first time they attend the church (and even before) until they stop attending. 

  • Each person’s status is key to managing the assimilation and discipleship process of your church. 

  • We strongly recommend that you do not delete or replace existing statuses when they change, but instead, add a new status entry and date.  Note that Statuses are not automatically added by Elexio Database, but must be manually added to each record.

  • The individual's current status is identified by the most recent date. You will also see the current status displayed to the right of the individual's name on each of the People screen tabs at the top of the screen.  It is important that that you don't have multiple statuses with the same date.

The choices displayed in the status drop down box are in logical order of a person’s progression through your church's disciple development process. Elexio Database is setup by default for compatibility with a Purpose Driven© process (For more information about this process contact www.purposedriven.com).  You are encouraged to thoroughly assess how your church leads people through a discipleship process and then customize Elexio Database accordingly. You may edit the status codes we have preloaded for you. You are encouraged to use the existing codes if you have equivalent statuses, just change the wording if needed. To add to or edit the values in the drop down list, you need to go to the Codes section of the Administration screen.

By default, new people added to the database are given a status of "Attended 1 time".  This status has nothing to do with tracking attendance on a week to week basis.  The Status section is about how committed a person is to your church. Someone with a status of Attended 1 time isn't very committed to the church. This person should be challenged to come back again where you will then promote their status to "Attended 2 times."

If a person attends your church 4 times or more, he or she is could be considered a "Regular Attender".  His/her status remains a Regular Attender unless they stop coming, at which point their current status can be changed to "Attender Dropout" or one of the other more specific drop out codes like "Member - left to Another Church."  Hopefully they will make some kind of formal commitment to your church and become a member at which point you can change their status to Member – 100.  If they have a status of Member – 100 then that means they have completed whatever requirements your church has for membership at the 100 level.  For example, in the Purpose Driven© process that means they’ve attended a 101 Class and signed a Membership Application. 

The status section is also important because it can trigger automated Follow Up Processes.  If you wish for the person to receive Automated Emails and Form Letters, make sure the Lightning Bolt is showing between the Last Update icon and the Delete icon.  For example, if you give someone a status of Attended 1 time, they will automatically get an email tailored for First Time Attenders. (Customize the email message in the Administration screen on the Automated Email link.)  By default, you will also be prompted to send them a Follow Up Letter via regular US mail.  To prevent any letters from being sent automatically, click on the Lightning Bolt so it reverts to a check box.  To completely remove a particular Follow Up Letter, go to the Administration screen, click on the Letter link and select the specific letter that you’d like to prevent from being auto-sent.  We suggest that you make the follow up letter Inactive by unchecking the Active box to the right of the letter name.  This way you will not delete the history of this letter and you have the option to reactivate it if you chose to later.

The list of Statuses or stages of the process may be customized.  Click on the Codes link of the Administration page and select the type of code called Status to make changes to this list.

REMEMBER, a person’s status is separate from their attendance records.  It is up to the each individual church to decide what attendance details will warrant changing their status from Attended 1 time to Attended 2 times, 3 times, etc.  There are several reports that will help you decide if the people in your database have the correct status. 

  • R1010 Attendance – Presence/Absence report will let you select specific events and a date range for those who were present.  You can filter by status and the report will show you the number of times the person was present during the selected time frame.
  • FCR3302 Contribution and Pledge Summary report will show you the number of time the person has given during a specific time period as well as the date they last attended and/or last contributed.  You will need to add the status field and any appropriate filters.

In the same way, it’s important to make sure a person has the correct status as they attend more regularly, it is also important that their status is updated if they stop attending. These reports can also show you details for your regular attenders and members who are maybe no longer attending but still have an active status.

Security & Privacy

Include in Directory:  This check box indicates whether to publish this family in the church directory, either online or printed directories.  If checked, they will be included.  If not checked, then they will not appear.  You can make this box checked or unchecked by setting the default value on the Administration--Data Entry Helps screen.

PIN:  This number is used in two different ways for children's check in.  If you are using Elexio Check-In for electronic check in then this number is the PIN number used by individuals to access their profile at the Kiosk.  If you use a paper-based system, then this number can be used as the ID number that is printed out on the Sign In Sheets next to the person's name.  You can use this number to page people or match it to an ID badge.  You can manually type a number in this field or you can use the AutoID button to assign a number using the format selected from the Options screen.  By default the AutoID button will assign the last 4 digits of the home phone number plus the position in the family, e.g., "1234-1" where the head of the household is 1, the spouse is 2, the oldest child is 3 and so on.
NOTE: You can auto assign PINs individually from the People - General Info screen or in masses from Elexio Database Home Page - Options - General Options.  If you select Auto-Assign, it will generate a PIN for everyone in your database that doesn't have one.  This can take 15+ minutes if you have very many who need PINs, so make sure you do it at a time when you don't need access to Elexio Database for a little while.

You can see from the General Options screen the Auto ID Format.  Most churches select the last 4 digits of the home phone number + family position.

Staff Member:  This check box indicates who is on your church staff.  Make sure that all church staff have this box checked so that their names will appear on the Personal section so that you can assign Follow Up tasks to them.  If someone leaves your staff, you should run a report to view all active Follow Up tasks and make sure that they do not have any active tasks.  Otherwise the tasks should be re-assigned or deleted before you de-activate the staff member.

Assign Follow-ups:  This check box allows tasks to be assigned to this person when they are not on staff.  If the box is checked, then their name will appear in the list of names in the Follow Up Tasks section of the Personal section on the People screen.  If you later decide to uncheck this box after tasks have already been assigned to this person, you should run a report to view all active Follow Up tasks and make sure that they do not have any active tasks.  Otherwise the tasks should be re-assigned or deleted before you de-activate this person.  It is not necessary to check this box if the "Staff Member" box is also checked.

Event Owner: Allows a person to be marked as an owner of an event (under the Events tab). An event owner will receive notifications regarding room and resource approval as well as updates when people sign up to attend or serve at an event.

 

Personal Address

Every individual in the database can have an additional mailing address if needed.  College students and retirees are examples of people who might have a different mailing address for part of the year.  To enter a personal address, check the box "This Person uses their own mailing address". Enter the address in the blank street, city, state and postal code fields.  

The Personal Address is not shared by household members and must be entered for each individual where applicable.

 

Different Last Names

Elexio Database will accommodate family members with different last names.  When adding an individual to a household, the program will default the last name to that of the Head of Household.  If the new individual has a different last name, simply edit the Last Name Field.

In the case where a husband and wife do not have the same last name, you can enter different last names in the Last Name box.  For sorting purposes, enter the household name like this:  "Smith, Jane Jones & John" where Jane Jones is the wife and John Smith is the husband.  Mailings sent using the household name will appear as "Jane Jones & John Smith."  You may want to use the Mailing Name Override feature to format how the household name should appear when printing labels for mailings.  For example, use the Mailing Name Override feature to have the household name appear as "John Smith & Jane Jones."

Mailing Name Override:

Common Tasks > Override the mailing name for this person or household

The Mailing Name Override feature allows you to override the household name when printing labels or other output for mailing purposes.  In the case where a husband and wife do not have the same last name, use the Mailing Name Override feature to format how the household name should appear when printing labels for mailings.  For example, if the Household name is "Jones, John & Jane", but it really should be "John Smith & Jane Jones."  Click on "Override the mailing name for this person or household" under Common Tasks.  Enter the name as you would like for it to appear in the Individual and/or Household name field of the Mail Name Override box,"Mr. & Mrs. John Jones" or whatever and click OK.


NOTE: There is no need to click a save button in Elexio Database as your changes will be saved automatically when you move to another record or close Elexio Database. However if you want to force an immediate save, click the Save Button located in the lower left corner of the General Info screen.

To cancel your changes within a field, press the Esc Key (Escape) before saving changes or leaving the field.  Often when you click outside of certain fields the information will have already been saved to the database.  If you need to undo your changes you will have to retype the data you want. 

NOTE:  Almost all drop down boxes can be edited.  (e.g. Family Type, Marital Status, Age Group, School, Education, Occupation, Race, etc.).  Just select "<Add New Item>". A pop up screen will ask for verification to add the new value to the drop drown list.  For all the other drop down boxes, they can also be customized by clicking on the Codes link from the Administration screen.  

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