Navigating ChurchTrac
The main toolbar (the toolbar that is visible when you start ChurchTrac) gives you quick access to all of your data, which is organized into categories (people, groups, attendance, etc). Click one of the buttons on the main toolbar to open the screen for that particular feature.

(You can hide the main toolbar buttons that you don't use. Click on the utilities menu and choose "setup and preferences").

If you are just getting acquainted with the program for the first time, feel free to click around and explore the features on the various screens. Most of the screens include some sample data to give you an idea of what ChurchTrac can do and how to get started.

When you’re ready to start entering your own data into ChurchTrac, you should begin by first entering people and family information using the people screen (or you can use the import feature on the utilities menu). Once you have entered all the people names into the database, it will be much easier to configure groups, set up attendance, and enter contributions.

Tip: Whenever you want to return to a previous screen (or get back to the main toolbar), simply click the button labeled: "previous screen".

IMPORTANT: It is highly recommended that you create a backup of your ChurchTrac data on a weekly basis. You may choose to backup your data even more frequently, especially if you have recently made a lot of changes or additions to the database. Also, save your back up file on an external source, such as a CD or flash drive in case of computer loss or failure.

Getting Help
You'll notice that most screens in ChurchTrac have at least one help icon. If you ever have a question or need a little extra help, simply click the help icon next to the item you have a question about. ChurchTrac will display a help screen containing important how-to information for that topic. There’s also a wealth of information available online at www.churchtrac.com, including an extensive knowledgebase and many frequently asked questions.

Setting up Your ChurchTrac Database
After you’ve entered names on the people screen (and maybe some basic contact information), you can then set up your groups and begin using the attendance features (see the groups and attendance sections of the user guide for step-by-step instructions when you get to that point).

IMPORTANT TIP: To make things easier, don’t try setting up groups and attendance features until you’ve entered everyone’s name and basic information on the people screen. See the user guide for detailed assistance in setting up groups and attendance, or this knowledgebase article.

The free version of ChurchTrac allows you to enter up to 100 names.

When entering more than one name from the same family, it’s usually best to enter the “head of household” first, as ChurchTrac will ask for the spouse’s name and automatically create the Family name based on the information you provide.

How do I "save" my changes in ChurchTrac?
There are no "save" buttons in ChurchTrac. Any changes you make to an entry are automatically saved when you move to a new record or when you open a new window.
 

You'll notice the text in this selection box is blue. A blue text or data field in ChurchTrac means that you can double-click on that field for additional information or to customize the entries that appear in that list. For example, when you double-click the membership status selection box (pictured above), you can create your own custom entries that will appear in this field.

Hint: To make a selection from a selection box (like the Membership Status selection box pictured above), click the triangle-shaped button on the right side of the combo box to list the available choices. You can also type the first few letters inside the combo box, and ChurchTrac will automatically display the entries that begin with those letters. You can then press the Enter button on your keyboard to accept the entry that is displayed.

Double-click on any blue text in ChurchTrac to customize the selections for that field or to see additional options.

Working With Data

Hint: To delete a record from a list, click on the record selector next to the entry you want to delete and press the delete button on your keyboard.

The record selector may have a symbol inside: a triangle inside a record selector means that this is the current record (like the example above). In ChurchTrac there is often another section of the screen that displays additional information about the currently selected record. In the first illustration for example, clicking on the "Bed Babies" class would list the members of that class.
 

Entering Your Custom Data
ChurchTrac may not have a built-in field that will work with some of the information you want to keep track of. The people screen has 16 user-defined fields that you can rename and redefine to meet your needs. You can use these fields to keep track of membership dates or other important information when ChurchTrac doesn’t already have a built-in field that will work. You can also provide default selections for each user-defined field.

Updating Your Program Files
The utilities menu in ChurchTrac has a feature that allows you to check for program updates. To ensure optimal performance, it is recommended that you download and install program updates at least once a month. ChurchTrac is updated frequently, and updates often include new or improved features in addition to error corrections. If you do encounter an error that is not resolved by installing a program update, please check the online knowledgebase for possible solutions, and make technical support aware of the problem.

Other Important Notes

Getting Help
While this tour has given you the basics to help you get started, you might have some other questions too. Read this knowledgebase article for additional help resources.