Using the People Screen
The People Screen is where you keep track of all your people, including members, children, prospects, and visitors (new people).
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Adding names to your database
Adding names to the People Screen is one of the first steps in using ChurchTrac. Once names are added on this screen, you can add notes and track information like spiritual gifts and roles with Tags. You will also use names entered on the People Screen in other areas (like Attendance and Giving).
To add a name, click on the "Add Name" button on the People Screen. The Add Name window has a section for the individual's information, as well as a section at the bottom for shared family information (the family section is only visible when you select the option to Create a New Family). The first and last name fields are required for each individual. All other fields are optional. You can add additional members of the family at the same time by selecting "Add Another Family Member".
When adding a new name (or several names from the same family), the program will automatically create a new Family. Alternatively, you can choose to "Assign to an Existing Family" if you are adding an individual to a Family that has previously been added to your database.
You can enter additional information for the individual and family now from the Add Name window, by selecting the ( ) to the right of the Member Status selection field. This can also be done later by editing a person's information on the People Screen. An Administrator user can configure which fields appear on the Add Name window by going to:
Settings Admin Settings Add Name Settings.Editing a name/information
Once a name has been entered into the database, you can add additional information or edit existing information by selecting the "Edit" button on the People Screen. From the Edit view, you can also click on any clickable underlined field name, and create or edit the options for that selection box. In Edit mode, you can edit or change the family name, change the family assignment, or edit any of the fields for this individual and family. Any changes you make are saved instantly.
Changing family assignments
There are some situations in which Family Assignments need to be changed. Examples include a new marriage, adoption, or divorce. Learn how to change family assignments ›
Bulk editing
The "Actions" button in the People screen allows you to bulk edit or change information for the names that are "checked" on the People Screen (notice the checkbox to the left of each individual's name). You can manually check the names you would like to work with, or you can select a Smart List of names or select "check all names" from the actions button to select all. Learn how to Bulk Edit ›
Deleting a name
Under normal circumstances, it is not advisable to delete a person from your database. In addition to the individual's data being removed, their giving and attendance history will be disconnected from their profile (their contributions and attendance will be no longer be associated with a name in your database).
Instead of deleting a name from your database, you should consider changing the name to Inactive (Active=NO) on the People Screen, or you can archive the name (using the Bulk Edit option on the People Screen). When you archive a name, the name is removed from the People Screen, and is no longer accessible for new attendance events, for entering contributions, etc. However, the name and the data associated with that name remain in your database and can be restored from Admin Settings, and contribution statements can still be printed even while archived.
If you do choose to delete a person, highlight the name in the people list and choose "Delete Name" option from the bottom of the list of names on 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 deletion.
Searching 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. So ChurchTrac offers two options for searching names:
You can search a name, email address, or phone number in the Search box. Only the names that meet the criteria you've entered will be shown in the list. Make sure the "Everyone" Smart List is selected to search through all names in your database, and that you type at least three characters.
Tags
Tags are the foundation for organizing your people into groups, managing their needs, and tracking their attendance. A tag is like a label that you apply to a person, and you can create a tag for just about anything. Learn Learn more about Tags ›
Smart Lists
When you want to search for a set of names that meet certain criteria or set of criteria, you will want to use a Smart List. You can create multiple Smarts Lists and reuse these lists over and over to quickly display names that match your predefined criteria. Learn more about Smart Lists ›
Reports & Labels
ChurchTrac provides a variety of predefined reports and labels. Click "Reports" on the People Screen toolbar to view the report options. Your People Screen reports will automatically include the names from the selected Smart List, or alternatively, the names that are checked on the People Screen (you can choose which one before creating your reports).
More details about Reports and Labels can be found in our article referencing it.