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Last Updated: 3/6/15

Involvement in the Church

The Involvement link can be accessed from the People page and this is where you enter the Small Groups, Ministry Teams, and Core Classes a person is involved in as well as their history of participation.  

Make sure you are familiar with how Database uses these different areas: check out Defining Small Groups, Ministries, Classes, and Services.

You can also use the Mailing List section to tag this person to receive Follow Up Letters or add them to a specific User Created Mailing List for quick and easy communications.

Involvement in Small Groups

There is a drop down box listing the various active small groups.  Click on the appropriate one and select the individual's level of involvement, such as Leader, Host or Member.  The date may be changed to reflect the date the person first attended the small group.  (The default date is the previous Sunday.  The default date can be changed in Administration under the Data Entry Helps link.) 

Uncheck the Active box to indicate the person is no longer active in the group.  This active status is pulled when various reports are generated so attention to this is important.  As you will find in the Small Groups or Ministries links of the Administration section, entire groups or ministries can be marked inactive to more efficiently update the information. 

You should delete the Small Group record only when the person was never actually involved with the group.  Then you will have a history of a person’s involvement with all past groups.

Small Groups are set up from the Small Groups link of the Administration screen.  The list of Small Group Involvement Levels may also be customized.  Click on the Codes link of the Administration screen and select the type of code called Small Groups Involvement Levels to make changes to this list.

"Need Assigned" is a holding area for those people who have said they are interested in joining a small group but have not been placed in a specific group.  It may be that you are waiting for a small group to start in their area or you need to contact the individual for more information about what type of small group they would like to join.  Report (R1400) Small Groups Waiting List - Need Assigned Only will print a list of those people with the special "Need Assigned" code.

When you are ready to assign a person to a specific small group, you will want to select Interested for the "Involved As" field so the small group leader will receive an Automated Email about this person and can contact them prior to attending the small group for the first time.  Once the person attends the small group, their Involvement level should change to "member".

Involvement in Ministries

The Ministries section works much like the small groups section.  All active and potential ministries are listed in the drop down box.  Involved As reflects a person’s involvement level on the ministry team—leader, member of the team, etc.  If a person is labeled as Interested, the Follow Up Coordinator for that Ministry Team will receive an Automated Email regarding the person's interest so they can contact them.

Ministry Teams are set up on the Ministries link of the Administration screen.  The list of Ministry Team Involvement Levels may be customized.  Click on the Look Up Codes link of the Administration screen and select the type of code called "Ministry Team Involvement Levels" to make changes to this list.

The Beginning date should be used to note the date the person started serving in the ministry.  The Active check box denotes whether the person is still actively involved on the ministry team.

Involvement in Classes

The Classes section works the same as the Small Groups and Ministry Teams sections except for the Process check box.  The Process checkbox is used to indicate whether any Automated Processes should be applied.  If checked, then any automated emails or letters setup for the class, status and date combination will be run for the selected person. If unchecked, the person will not get any automated emails/letters regarding that class.

Use the Status drop down box to specify whether the person is Interested in a Class, has Signed Up for a Class, or actually Attended the Class.  We recommend changing the status when there has been a change versus adding a new entry, with the exception of the different levels of "Attended."  If it is important to your church to know how long after the membership class it was before a person "Attended-Committed", then make a new entry.  Otherwise, changing "Signed Up" to "Attended Committed" is fine.

Classes are set up on the Classes section of the Administration screen.  

The list of Class Involvement Levels may be customized.  Click on the Codes section of the Administration screen and select the Type of Code called Class Involvement Levels to make changes to this list.

Mailing Lists & Follow Up Letters

The Mailing Lists section can be used to tag a person to receive Follow Up Letters, Special Mailings or Emails

You may create an unlimited number of special lists in the Administration screen on the Mailing Lists link.  For example, your High School department is taking a short-term missions trip to Mexico.  Create a new mailing list called "Mexico Missions Trip 2012."  Go to the People - Involvement link and bring up the individual's profile. Click to Add a New Row and select the mailing list from the follow up drop down options.  To add multiple people to a specific mailing list use the Group Action Wizard.  Once you’ve added everyone to your mailing list, you can use this list to send them a mass email or print labels for a postal mailing.

If you’d like to send a Follow Up Letter, select the Mailing List and make sure the Process box is checked. 

Every time you tag a person to receive a letter, A Follow Up Letter box will appear on the Elexio Database Home Page reminding you to Send Follow Up Letters.  Click on "Process Letters" to print the letters.  The letters will be created in Microsoft Word if it is installed. If you don't have Word installed (or you are using the Mac version) it will use the Database Mail Merge tool.

The Process checkbox matters only for Follow Up Letters.  If the box is checked, then you know the Follow Up Letter needs to be sent.  If you don’t want to send the selected Follow Up Letter, uncheck the box.  The Process checkbox doesn’t make any difference regarding Mailing Lists.

For more information on Follow Up Letters, see the section under Administration.

If your church publishes a newsletter, add someone to the newsletter mailing list by selecting it from the Mailing List drop down box. 

Adding & Deleting a Person’s Involvement:

To add a person to a Small Group, Ministry Team, Class or Mailing List, enter the new record in the space "Click Here to Add a New Row" at the top of each section.  

The added row may display some default information already setup.  For example, the date defaults to the previous Sunday's date and the active box is checked so you don't have to enter it for a new record.  

If you need to delete a person’s involvement in a Small Group, Ministry Team, Class or Mailing List (or any other sub list like these):

  1. Click on the X to the right of the record you wish to delete. 

  2. A pop-up message will appear asking you to confirm you are about to delete this person’s record and ask if you want to proceed. 

  3. Click Yes to delete the record.

Each of these sections have drop down boxes to select active Small Groups, Ministries, Classes or Mailing Lists.  To add new groups or ministries to selections, go to the Administration screen.  

To add specific codes like Small Group "Involved As" to the drop-down boxes, go to the Administration screen and use the Lookup Codes link

As various groups, teams, classes and mailing lists are added, it is important that you correctly identify which groups and activities are currently active and which ones are inactive.  By changing a group's status to inactive, it will remove that group from the drop down list.

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