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Great Times to use the Mass Edit Tool

The Mass Edit tool puts control over large numbers of records in your Database directly in your hands. Here are some of the tasks that we specifically created this tool to do. This list is in no way comprehensive and you may find many other ways that this tool helps your workflow.

Change a Status

Many administrators find that not being able to change Statuses for multiple records is a severe bottleneck to workflow. This will help you in your assimilation process for new attendees, for any time you have new members complete a membership class, or just to clean up your system if you do regular maintenance to keep all of your records up to date.

Here we see the list of each action we can take. Add A Status appears at the top

Here we see I have chosen to change all of my selected users to Member 100 (they just completed my church's membership class) and that status is going to show as having been applied as of 9/25/2016. I don't want them to receive Follow Up Letters though, so I've excluded them from Automated Processes that would normally be triggered by making someone a Member 100.

Other Status change examples:

 

Moving Guests/Visitors to Regular Attenders based on attendance and/or giving.

Attendance:

  1. Use the Custom Search - "Newcomers who attended at least 4 times" to return all the individuals where:

…Status is in the Newcomer status grouping (typically Attended 1 time, 2 times, Guest, etc.).

…AND (anyone in their household has attended at least 4 times in the last 12 months)

  1. Mass Edit Action to take: Change their status to Regular Attender

Giving:

  1. Use the Custom Search - "Newcomers who have given at least 4 times" to return all the individuals where:

…Status is in the Newcomer status grouping (typically Attended 1 time, 2 times, Guest, etc.).

…AND (their household gave at least 4 times in the last 12 months)

  1. Mass Edit Action to take: Change their status to Regular Attender

 

Moving Guests/Visitors (and also Regular attenders) to No Longer Attending based on lack of attendance or giving.

Use the Custom Search - "Newcomers who are no longer attending or giving" to return all individuals where:

…Status is in the Newcomer status grouping

…AND no one in their household has attended in the last 12 months.

…AND they individually or their household has NOT given in the last 12 months

Mass Edit Action to take: Change their status to No Longer Attending.

Status Options:

  • You can create your own custom search with similar fields, but different time periods if you would rather use 6, 12, 24, or 36 months.
  • You could also add a note to each record. For example, a note of type "No Longer Attending" with text of "Routine Maintenance Mass Edit." You would do this first, before you run the status mass edit.
  • This could also be commonly used for moving Regular Attenders to No Longer Attending. Just run it again with the Regular Attender status instead of the Guest status.

 

After Membership class, changing status of those who attended and committed to Member status

  1. Select all people who were registered or signed up for the Membership class.
  2. Manually un-select any who didn't attend and commit.
  3. Action: Update their status to Member.
  4. Action: Then update their Class involvement for the Membership class to Attended and Committed.

 

Adding or removing people to and from mailing lists

For mailing purposes or temporary group purposes. For example, all who attended the quarterly Men's Ministry event (they get taken off if they choose to or if they don't attend for a year).

  1. Select all people who attended the June 4, 2016 Men's Ministry event.
  2. Action: Add them to the Men's Ministry Mailing List.

 

  1. Select all people on the Men's Ministry Mailing List.
  2. Select only those who have not attended a Men's Ministry Event in the last 12 months. [Custom Attendance report R1018 with filters of Men's Events, Mailing List Contains Men's Ministry, Times Attended = 0]

 

Add to a Class

Now that my Member 100 class finished, it's time to start another one, so I'm going to add people to a class.


The people I've selected have already paid and signed up for this class at church this past Sunday, paying in cash and signing up on a regular clipboard. While some users registered through my Web Form, these people still need to be added. Running this Mass Edit is going to place them in the Contagious Christianity class as of 9/25/2016 as having Signed Up, and I want them to get all of the materials they need for the class, so this time I want them to be included in automated processes related to that Class Involvement.

Custom Search Fields Commonly Used with Mass Edit

*Each of these 3 custom search fields has a time frame of either 6 months, or 1, 2, or 3 years.

Times attended by household in the last x months/years (highest individual)

Definition: For each individual in the household, it will calculate the total number of times the individual attended in the time period, then return the number of the highest person. For example, if the Household Head attended a small group 2 times, the spouse attended a women's Bible study 3 times and a child attended a class 4 times, it would return the number 4.  

Times attended in the last x months/years

Definition: Counts the total number of times the individual attended events in the time period.

Times given in the last x months/years

Definition: Counts the number of contributions of any kind, made by the person in the time period. If the person is "track contributions separately", it will count their individual contribution times. If they are "tracked by household", it will count their household contribution times. 

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