WelcomeWelcome to the

tour of this church database website!

We do hope this makes the

database even more user-friendly.

The first part of this tour is for everyone! The next part is for leaders; the next, for those doing data entry; the next, for church staff; and the last, for the database administrator. If you’d like to rush through the presentation, just click below or click on topics that interest you in the left column. If you’d like to take your time, click here.

In the first part of this tour, we’d like to show you how to…

Log in and get your username and password Edit your information Volunteer for a ministry team or mission trip Sign up for a small group or class Find out more details about various groups, classes, teams and trips Search for more information Use the filters to select the exact group of people you need Print out a directory

1st Part of the Tour

Log In – First Select Your Church

To get to this webpage, just go to:

www.churchdatabase.org

From the drop down list, select the church

database you would like to log on to.

How to Log In – Forgot Your Password?

To log in, enter your username and password

and click the “Log In” button. If you’ve forgotten

your username and/or password, click on “Click

Here.”

Also note the Website button on the header to

take you to your church’s website.

Your username & password is on the way

If you and your email address are already in the

database, then you should receive an email in

minutes listing your username and password.

Home Page & MenusThis is the first page you will see after you

have logged in. This is the

HOME page for your church

database. You can always get back here by

clicking on the HOME button. Let me show

you how easily and quickly you can access a lot of information.

Quick Search & People Menu

You can either use your top

menu to get a directory of

individuals or you can use the Quick Search to find a couple of

directories. There are

usually multiple ways to get to the same info.

Quick Search & Group Menu

To find out what groups there are, you can

use the Groups tab on the top

menu, or a Quick Link or do a Quick Search for a listing of

Fellowship Groups.

My Info Tab

To make it easier for you,

we have put the information that

you will most often use under the My Info tab

on the top menu. We also

have it listed under the Quick

Links.

Your Menu

When you click on the My Info

tab, you will have three

options. Let’s click first on

“Edit my information.”

How to Edit Your Individual InformationThis is where all of your information is stored. There is

always the possibility that

something may be incorrect or is out

of date. Make any corrections and

then click the Save button. You might

also want to change your

password. In the next few slides, we

will scroll down this long page and explain the other sections to you.

How to Edit Your Contact & Involvement Information

Be sure to list all of your

phone numbers and email

addresses here and indicate which are

primary. You’ll also want to

make sure that all of the

groups, classes and teams that

you’re in are recorded here--

even the Worship Service.

How to Edit What You’ve Volunteered For or Are Interested In

Here’s where you can check

to see what you’ve

volunteered for and add or

delete anything else. Please let us know what your ministry

interests are—people you

enjoy working with and the

kind of ministry you really enjoy.

How to Edit Your Experience, Gifting & Personality Information Here’s where you

can let us know what groups of people you’ve

worked with, what areas of ministry and the level of

experience you’ve had.

We have hyperlinks you can follow to

websites that will help you

determine your spiritual gifting, personality & temperament

type.

How to Edit Your Experience, Gifting & Personality Information

Make sure the family names

listed are exactly as you

want them listed elsewhere in

the database. For adults age

is optional.

Click the Submit button to submit all the changes you may have

made.

Volunteer for a Ministry Team or Mission Trip

The second option under

your My Info tab is to “Volunteer

for a Task/Team.” Click on it and

you will be taken to the

exact spot on your info page

so you can volunteer for something.

Volunteer for a Ministry Team or Mission Trip Select the team or

activity you’d like to volunteer for.

Then select whether you are

definitely planning to attend an event or activity or are

willing to if needed. Then

record the date on which you’re

volunteering. If you’ve

volunteered for something but can’t do it, then

click on the Delete box.

Sign up for a Small Group or Class

Here’s the third option under the

“My Info” tab.

Click “Register for a

Group/Event” if you’d like to

attend. It will take you directly

to the part of your info page

that you need to go to.

Sign up for a Small Group or Class

If you’d like to join a class or a group or attend

a seminar or conference,

please indicate so here.

If you want to volunteer to serve on a

team, please use the section

below.

More Details about Groups, Classes, Teams, Trips or Events

What to find out more about a group, class, team, event,

etc.?Click on

“Add/Edit a Group” under the Group tab

on the top menu.

More Details about Groups, Classes, Teams, Trips or Events

Select the name of the group you would like more info on and click

on it.

More Details about Groups, Classes, Teams, Trips or Events

At the bottom of the page (under the attendance area), you will see where and when the group

meets, the times and who is in charge.

Search for More Information

To get back to the HOME

page, scroll up and click on the HOME button.

Search for More Information

To search for more

information, you can use the

Quick Search area of the

HOME page or the Advanced Search button

on the top menu.

Search for More Information

Let me show you how to use

some of the filters we have

in the database. Let’s go to the People tab and

click on “Directory of Individuals.”

How to Use Filters to Select the Exact Group of People

This gives you a list of all those in the Church Directory but if

you’d like to narrow it to

those in a small group, select a group from the

first filter. Make sure the Adults box is checked and then click on Submit.

How to Use Filters to Select the Exact Group of People

If you’d like to print a copy of this filtered list,

just click on “Printable Version.”

How to Print out a Directory

To print it, just click on your

printer icon on your browser

which may look differently than the one here.

In the second part of this tour, we’d like to show leaders how to…

Add a new group Edit their group’s information Record their group’s attendance Print out a record of their group’s attendance Get a Birthday List Email group members Use the Volunteer List Use the Advanced Search

2nd Part of the Tour

Edit Your Group’s InfoLet me show you how to keep your

group/class/team’s info current. You can access your

group’s info a few different ways.

Either you can click on “Add/Edit a

Group” under the Groups tab on the top menu, or find it

using the Quick Search or select

your group from the “List of All Groups.”

Select Your Group

If you were to use the top

menu, you then need to select

your group from the list of

various groups. Once you’ve

selected it, it will fill in the group’s

info.

Edit Your Group’s Information

At the bottom of the group’s

page, you can check and edit

any of it’s information and

then click “Update” to submit the changes.

Record Your Group’s AttendanceTo record your

group’s attendance, fill in the date on which

the group met using the format shown, then click on the boxes of those present,

record the number of adult and

children visitors, you may have

had. Then click the Update button at the bottom of

the page.

Add Someone New to Your GroupWhen you’re

filling in attendance, you may need to add someone to your

group. First select them from

the box by clicking on their

name. Then click on the Add button

or the Update button at the

bottom. There is a box to add the names of visitors to your group or

team.

Print Out a Record of Your Group’s Attendance

To print out an attendance

report, you can either print this page or go to

the Attendance Reports page

under the Admin tab.

Print Out a Record of Your Group’s Attendance

Select the group for which you would like an attendance report and click

the Submit button.

Print Out a Record of Your Group’s Attendance

This will give you the last two

months of attendance

unless you fill in the exact dates. Click the printer

icon on your browser to

begin printing.

Get Your Group’s B-days

To get your group’s

birthdays, click on B-Day List

under the Admin tab and

then select your group and click

“Submit”

Email Your Group

To email your group, go back to your group

page by clicking on “Add/Edit a Group” under

the Groups tab. Select your group again.

Email Your Group

At the bottom of the page, click on the Group Emails button.

Email Your Group

Cut and paste the list of emails into your email

program.

Use the Volunteer List

Need to see who’s

volunteered for your team, event, etc.?

Go to the Volunteer List either through the People tab

on the top menu or under Quick

Links on the HOME page.

Use the Volunteer ListPlease note that this list can be

sorted by date by clicking on

“Volunteered on” or by name by

clicking on “Name” or by event date by

clicking on “Date” or alphabetically

by clicking on “Team or

Activity.” Now let me show you

how you can add people to this list.

Add People to the Volunteer ListIf you know of others

that should be on the Volunteer List, select the team or

event, today’s date, whether they are

planning to go or are willing to go if

needed, then hold the Ctrl key down and click on each

person’s name from the box. Then click “Submit.” Now let

me show you how to use the Search

feature on the top menu.

Use the Advanced Search

This is a very powerful feature in that you can do searches selecting

any combination of fields at one time. Then click on “Search.” It can be most helpful in finding

individuals that might be interested in serving on

your team.

In the third part of this tour, we’d like to show those who do the data entry how to…

Add a new head of the household Add other family members Update people’s files

3rd Part of the Tour

Add a New Head of the Household

There are two ways to get to a screen to add a

new person. Either click on “Add a New

Person” under the People tab or under Quick

Links on the HOME page.

Add a New Head of the HouseholdWhen you’re

entering a family/single adult into the database it’s very important that you enter the

Head of the Household (HOH) first. Indicate it by checking the box and then by filling in their name to the right. This

ties a lot of family info to each

member of the family. Then if

any info changes, we only have to update the HOH.

Add Other Family Members

Just because you add the rest

of the family members here, doesn’t mean that you don’t

need to go back and add them in individually. Be sure to select the right Head of Household

for each individual.

Update a Person’s File – Select a Person

To find someone in the database, the Quick Search on the HOME page can be very helpful. Just add in a first or last

name or both and it the enter key or click on

Search.

Select a Person

Then click on the Edit button in front of the

person’s name.

Edit a Person’s Involvement & Volunteer Info If a person is

signing up for a class or a group, they should be entered in the involvement

section. If they are volunteering to

serve on a team or participating in a

one-time event, that should be indicated

in the Volunteer section.

When you click Save or the Submit

button at the bottom of the page, you’ll be taken back

to the top.

Finding the Next PersonUsing the Scroll buttons or the Find feature,

you will be able to get to the

next person’s file that you

need to update quickly.

4th Part of the Tour

In the fourth part of this tour, we’d like to show the staff how to…

Add a Group Use the Visitor List Use the E-mailouts Print out mailing labels Delete and reinstate a person

How to Add a New Group

To add a group, click on

“Add/Edit a Group” from the Groups tab on the top menu.

How to Add a New GroupAdd the name of the group

and check the Trip box if it’s a

trip/one-time event. From

the Add Members box,

hold the Ctrl key down and click on all those you

would like to add into the group. Fill in

the group details and click on Add a New

Group.

How to Access the Visitor List

To access the visitor list, you can either click on the Visitor List under the People tab or click on the

Visitor/Prospect List on the

HOME page.

Use the Visitor ListThe most recent visitors appear at the top of the list. When you change a person’s status

to Regular Attender or

Resident Member, they will

automatically be dropped from this list. You can also click on the delete

button to delete from this list but they stay in the

database.

Adding a Person to the Visitor ListIf you need to add

someone to the Visitor List, select their name from the box and fill in all of the rest of the appropriate information—membership

status, when they visited or when and how they

were contacted. Be sure to click

the “Save” button.

How to Access the E-mailouts

To access the various E-

mailouts that are built into the database, go to the Admin tab

on the top menu and click on any one of the three

e-mailouts.

How to Use the E-mailout FiltersIf you wanted to

send out an announcement to the resident

members in the church

directory, select Church

Directory and Resident

Member from the list of filters

and click on Submit. This will fill in the “To” box with

their email addresses.

How to Edit an E-mailout

Scroll to the bottom of the page to get to

the Edit Announcement

Email if the contents of the email need to

be edited. Click on it, not the “Send” button

yet.

Editing an E-mailout

Enter the Title, your email

address, and enter or paste your message into the Text box. Then

scroll down to the bottom of

the page.

Saving an E-mailout

Click Update & Save and it will take you back

to the Announcement

Email page.

Sending an E-mailoutCheck to make sure everything

is OK before you click on

“Send”.

FYI: The email will send out

blind copies (no one will see everyone’s

email addresses) to

everyone.

Print Out Mailing Labels

Need mailing labels? We will need to click on

“Advanced Search” under

the Search tab.

Selecting those for which you need Mailing Labels

To get mailing labels for all the

Resident Members of the

church, you would select

“Resident Member” and

then click “Search.”

Selecting those for which you need Mailing Labels

You will need to scroll down to the bottom of the Search

Results to get to the

Communication Tool that will

allow you to get mailing labels.

Selecting those for which you need Mailing Labels

Now click on “Mailing Labels (Individuals)” for labels for each member. If you wanted to get mailing labels

for each household,

there’s another option.

Print Out Mailing Labels

To make sure the labels print on your Avery

5160 label sheet like you want them to,

open File, select Page Setup and

make sure your margins are set according to the tip. Then click the printer icon

to print the labels.

Deleting a PersonTo delete a person from

the database, just go to the

bottom of their information

page and click on the “Delete” button. This actually just hides their

information so that it is not displayed.

They can be reinstated if

needed.

Reinstating a Person – Finding the List of Deleted Persons

If you need to reinstate a

person, go to the bottom of the Individual Directory and

click on “Open” on the Deleted Directory bar.

Selecting a Deleted Person

Select the individual you would like to reinstate and

click on the Edit button.

Reinstating a Deleted Person

At the bottom of their information page, just click

on the “Reinstate”

button and their information will

again be displayed.

5th Part of the Tour

In the fifth part of this tour, we’d like to show the database administrator how to…

Create and set up your new church database Archive, reinstate and permanently delete groups Keep your database current

Create & Set Up Your New Church Database

To start a new church database, click on “Add a New Church”

under the Admin tab.

Enter Church Info

Fill in the appropriate information

about the new church. Then scroll down to the Password

area.

Set Usernames & Passwords for Various Access Levels

Determine what the username and password should be for those doing

data entry. The Master/Admin

access level will allow you to

come back and edit this page.

The staff need a username and password to

access the staff notes area that they only have

access to.

Determine Various CategoriesYou now need to determine

what categories should appear in each drop down menu

throughout the church

database. You can remove some of the

default categories by

unchecking the box and erasing the category or you can add a category the other way.

Select Team Names

I would only list those teams

that you currently have in operation.

You can always add teams

when needed.

Select Group Involvement Categories

Along with choosing the

names for your groups, you will also have the opportunity to list the various ways people

can be involved in a group.

Select Ministry Areas

If you have several teams,

classes, or groups that

you’ve grouped in a ministry

area, you could list your major ministry areas

here.

Select Staff Notes FieldsThe

commitment level allows you

to track how many people are in each of the “Purpose-

Driven” concentric

circles. Feel free to choose

whatever Spiritual Maturity

categories you might want to

use.

Select Ministry Interests Fields - People

These groups of people are the ones listed in the Discovery Tools booklet.

Feel free to determine your own categories.

Select Ministry Interests Fields - Ministries

These ministries are the ones listed

in the Discovery Tools booklet.

Feel free to determine your own categories.

Submit ChangesWhen you’ve

finished determining all the categories

that fit your church, click “Submit” and you will have

finished customizing the database to fit

your needs. As the church

changes, just come back and

edit the categories.

How to Archive a Group – Select it

If a group is no longer

functioning or an event/trip is over, you may

desire to archive it so

that your list of groups is

current. Go to “Add/Edit a Group” and

then select the group to archive.

Update the Group before Archiving it

Before you archive the

trip/event, you might want to

record the attendance for

monthly or annual reports.

Archive a Group

At the bottom, click on

“Update” first to submit the

attendance and then click on “Archive this

Group” to keep the group from

being displayed.

How to Find an Archived Group

If you need to access your

archived groups later, click on

the “Organization

of Groups” under the

Groups tab.

How to Find an Archived Group

At the bottom of the list, you will

find an “Archived

Groups” bar. Click on “Open” to open the list

of archived groups.

Permanently Delete Groups

Click on the delete box to

the right of the group name to permanently

delete a group. Make sure you don’t need it’s

info for an annual report. If you wish to view a group, just click on it.

Reinstate Groups

You can view the attendance

record and other details. If

you wish to reinstate the

group, just click on the

“Reinstate” button at the bottom of the

page.

Steps to Keep Your Database Current

Enter Data from Sunday Services & Other Events Update info on 1st and 2nd Time Guests Record all feedback

Keep Attendance on Groups Archive Past Groups, Trips and Events Add Future Groups, Trips and Events

If you have any other questions, please feel free to contact Robert Goette in any of these ways:

Robert@aacconsulting.com (847) 348-1408 (office) (847) 567-0203 (cell) 2030 Carleton Rd., Hoffman Estates, IL 60169

The End of the Tour