The people screen is divided into two sections: the left window lists the names of the people you've entered in the database (also called the "people list"), and the right window has a set of tabs that display the information for the individual whose name is selected on the left. In the example below, Bob Demo's name is selected on the left, so Bob's information appears on the right.

(Hint: Many screens in ChurchTrac use a similar layout: when you select an item from the list on the left side of the screen, the details about that item are displayed on the right side of the screen).

You can view different categories of information related to the name you’ve selected on the left by clicking on the various tabs on the right side of the screen. For example, clicking on the SHAPE Ministry Profile tab shows the ministry profile information for the selected person.

You can hide the people screen tabs you don’t use by clicking on “settings…” in the utilities menu when you start ChurchTrac.

Quickly Finding Names in ChurchTrac
If you have hundreds (or even thousands) of names in your database, it gets a little more difficult to scroll through the list one-by-one to find the name you’re looking for. You can jump to any name in the list by typing the first few letters of the name into one of the two quick search boxes at the top of the people screen. When you type into these boxes, only the names that meet the criteria you’ve entered will be shown in the list.

Tip: You can also sort the names on the people screen by Last Name, First Name, Membership Status, or Active Status by clicking the corresponding button just below the quick search box, as seen in the image above.

Select an item from the "Currently displaying" text box to quickly show only members, only prospects, only children, etc. You can also use this selection box (together with the two quick search boxes) to quickly display, for example, all “Active Members” whose last name begins with the letter “T”.

To perform a more advanced filter or search, click the "filter/search" button on the main toolbar on the people screen. This feature allows you to display only the names that fit the advanced criteria you specify. You can also run the filter/search feature multiple times to refine your search results or to add individuals or groups to your search.

After you perform a filter or search, a button will appear on the toolbar which allows you to save your search results as a new group. These names will then be accessible on the Groups Screen under the group category and name you specify.

Performing Basic People Screen Tasks
At the bottom of the people screen you’ll find several buttons for performing basic tasks, including adding new names, deleting and editing names, and creating reports:

There is also an "Output Options" button that allows you to print labels, reports, letters and envelopes, as well as send emails and export data. When you click the Output Options button, the dialog shown here appears, allowing you to choose from several printing, exporting, or emailing options.

Hint: The labels, reports, and other data that can be printed or exported from the Output Options dialog box will only include the names that are currently listed on the people screen. If you have performed a search, or if the quick search boxes are in use, you'll need to select "Everyone" from the "Currently displaying" selection box on the people screen to include all names in the output options reports.

Adding a New Person to the Database
When you click “Add a New Person” from the bottom of the people screen, a window appears for you to enter last name, first name, and membership status. After you enter this information, click the “Add this Individual” button, and ChurchTrac will add the person to the database. The program will then prompt you to either create a new family or to assign the person to an existing family. It is always recommended that people be assigned to a family, otherwise you will not be able to enter or edit family information—address, home phone, etc. Once a new person has been entered successfully, you can edit their information in the detail section on the right side of your screen.

Deleting a Name from the Database
Under normal circumstances, it is not advisable to delete a person from the database. If the individual you delete has attendance, contribution, or other records, these records will be permanently lost. When you delete a person who has attendance entries, for example, the total attendance number that the program reports to you will be reduced by one for every event that individual attended. Instead of deleting an individual, you should consider changing them to inactive. If you do choose to delete a person, choose “Delete This Person” from the bottom left of the people screen. If the person you are attempting to delete does have attendance, contribution, or other records associated with their name, ChurchTrac will ask for special confirmation before performing the delete.