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Changing Administrator Settings

To access Administrator Settings, you must be logged in to ChurchTrac Online using an Administrator user account. Administrator Settings will be visible in the Settings menu on the Home screen. The Administrator Setting window is where you will configure your account-wide settings, such as your regional settings, email settings, messaging settings, etc. Any changes made in Administrator Settings will impact all user accounts. The Administrator Settings window has several sections, including Your Church Info, Account Preferences, Regional Settings, and so on. Click on one of these links to view the settings related to that topic. In most cases, the options are self-explanatory. Some settings also have built-in help icons that you can click on to get additional information about that setting.

Your Church Information

The church or ministry name along with the phone number and address (if included) will appear on all ChurchTrac Online reports. Since the church name and phone number were created as part of your account set up, you will need to contact support to make any changes to this information.

Account Preferences

This section allows you to set defaults for various screens and features throughout the application. For example, you can set the default Member Status that is used, and whether or not you want to show individual and family pictures on the People screen.

Add Name Settings

This section allows you to specify which fields will be available from the Add Name dialog window. You can choose from several built-in fields, as well as the individual and family user-defined fields you can create.
add name settings  
You will then be able to specify a value for the checked fields when adding a new name by clicking the ... button on the New Name dialog window.   add name settings

Report Settings

While you can choose your paper size and default font, this screen is used mostly for customizing the look of your contribution statements. The Name/Address Horizontal Offset controls the positioning of the Name and Address, which is useful when using windowed envelopes for contribution statements. Adjust the horizontal position to match the envelopes of your choosing. The Statement Header and Footer will be printed on each contribution statement. The number of characters for each of these fields is limited to 512. We recommend that you keep these messages as short as possible. If you wish to include more text or a detailed thank you with your statements, you should consider attaching a cover letter.

In the United States, the IRS requires a statement similar to "no goods or services were received in exchange for these contributions" appear on your contribution statements.

Email Settings

There are several different ways to send email through your ChurchTrac Online account. The most effective method which we recommend is to use a Mandrill account. Mandrill is a bulk transactional email service that allows you to send multiple within a short time frame (most email and internet providers will limit you to a very small number of outgoing messages per hour or per day). Additionally, email deliverability will be an issue if you do not use a service like Mandrill (providers will typically send an email straight to spam or not deliver it at all if it is sent to multiple recipients over their threshold). Mandrill charges a reasonable monthly rate for bulk email. You also have the option of having ChurchTrac Online generate a list of email addresses that you can copy and paste into another application. Keep in mind that you may experience deliverability issues if you have multiple recipients and you're not using a service such as Mandrill. While you have the option to specify your own SMTP server for sending email, we do not recommend it. In fact, many SMTP providers will not allow you to send through a third-party application, like ChurchTrac Online. This is especially true when using free email services, like Gmail, Yahoo, etc. You should only use the SMTP sending option if you are using your own paid domain name for sending (like and you understand that there will likely be deliverability issues when using this method with a large number of recipients (more than 20, for example).

Voice and Text/SMS Settings

To send a voice or text message from ChurchTrac Online, you purchase credits which allow you to send a message to a certain number of recipients. Each voice message recipient uses 1 credit from your available balance, and each text message recipient uses a half credit from your available balance. Additionally, to send Text/SMS messages from your ChurchTrac Online account, you'll need to purchase a phone number that we associate with your account for this purpose. Take a look at our pricing page to see current prices for messaging features.

Our credit-based voice and text messaging only works inside the United States and Canada. If you live outside the US or Canada, please contact us for other built-in messaging options.

Regional Settings

ChurchTrac Online's default is set for the U.S. standard format for dates and phone numbers. However, there is an option to choose a different date format as well as unchecking the U.S. phone number formatting to allow for international phone numbers. regional settings

Do not enter a value in the Canadian Charitable ID field unless you are located in Canada. When you enter a value in this field, we generate a different style of contribution statement suitable for use by Canadian churches.

Dashboard Setup

This section allows you to choose which user-defined fields and note categories appear in your Dashboard on the Home screen. This can be useful, for example, in tracking the number of new members or baptisms in the last x number of weeks, or since a certain date. You can also show the total number of entries relating to certain user-defined fields or notes.