People Management

People Directory

View, search, and manage everyone in your church from a single card-based directory.

Overview

The People Directory is the central place to find and manage everyone in your church. It lives under People → Directory in the sidebar and displays all people as a 3-column card grid. Each card shows a colored circle avatar with initials, the person's name, a role badge, their email, phone number, and a 3-dot menu for quick actions.

From this page you can search, filter by role, add new people, and click into any person's profile to see their engagement history, group memberships, attendance records, and notes.

Key Concepts

Person Cards

People are displayed in a responsive 3-column card grid. Each card shows an avatar circle with the person's initials, their full name, a role badge (e.g. Member, Volunteer, Admin), email address, phone number, and a 3-dot overflow menu.

Roles

Every person has a role: Member, Volunteer, or Admin. Roles appear as color-coded badges on cards and in profiles. The "All Roles" dropdown on the directory page filters the grid by role.

Family Units

People can be linked into families. The directory includes a "Families Only" toggle to show one card per household and a "With Children" toggle to filter for families that include children.

Directory Layout

Card Grid

The directory uses a 3-column card grid (responsive down to 1 column on mobile). Each person card contains:

•Colored circle avatar with the person's initials
•Name displayed prominently
•Role badge (Member, Volunteer, or Admin) with color coding
•Email and Phone shown inline with icons
•3-dot menu in the top-right corner for quick actions

Filters and Search

The filter bar sits above the card grid and includes the following controls:

•Search bar: Type a name, email, or phone number to filter results instantly
•All Roles dropdown: Filter by Member, Volunteer, or Admin
•New Members toggle: Show only recently added people
•Families Only toggle: Collapse the view to one card per household
•With Children toggle: Filter for families that include children
•Mailing Labels button: Generate printable mailing labels from the current filtered set

Getting Started

Adding a New Person

Click the green "+ Add Person" button in the top-right corner of the directory. Fill in the form fields:

Required fields:

• First Name (required)

Basic fields:

• Last Name
• Email
• Phone
• Role (Member, Volunteer, or Admin)

Advanced fields (expand "Show Advanced Fields"):

• Middle Name, Nickname, Suffix
• Gender, Marital Status
• Birthdate, Anniversary
• Family ID, Family Role
• Address fields (Street, City, State, Zip)

Click Save Changes to add the person. They will appear immediately in the card grid.

Viewing a Person's Profile

Click any person's card to open their profile. The profile header shows:

•Name and Role badge
•Email and Phone
•Joined date

Below the header are four action buttons: Message, Add to Group, Edit, and + Add Note.

The profile has 4 tabs:

Overview: Engagement metrics (last 90 days), personal info, family, groups, and recent notes
Groups: All groups this person belongs to
Attendance: Check-in history and attendance patterns
Notes: Pastoral and administrative notes attached to this person

Overview Tab: Engagement Metrics

The Overview tab includes an Engagement (Last 90 Days) section with these metrics:

•Check-ins: Total number of check-ins in the last 90 days
•Events Attended: Count of distinct events attended
•Attendance Rate: Percentage of attended vs. possible events
•Engagement Level: A summary indicator of overall activity

Below the engagement metrics, the Overview tab also shows sections for Personal Info, Family, Groups, and Recent Notes.

Editing a Person

Click the Edit button on a person's profile to open the edit modal. The modal includes:

•A note at the top: "All changes are logged to the audit trail for compliance"
•Basic fields: First Name (required), Last Name, Email, Phone, Role dropdown
•Show Advanced Fields expandable section: Middle Name, Nickname, Suffix, Gender, Marital Status, Birthdate, Anniversary, Family ID, Family Role, and address fields

Changes do not auto-save

You must click Save Changes to apply your edits. Click Cancel to discard. All saved changes are recorded in the audit trail.

Importing People

To bulk-import people from a spreadsheet or another system, go to Giving → Import Data in the sidebar (not People → Directory).

Navigate to Giving → Import Data
Download the CSV template to see the expected column format
Prepare your data in Excel or Google Sheets, matching the column headers
Upload your CSV file
Review the preview to confirm data mapped correctly
Click Import to add all people at once

Tip

Start with a small test batch (10-20 people) to verify your formatting before importing your entire database.

Advanced Features

Mailing Labels

Use the Mailing Labels button in the directory filter bar to generate printable labels from the currently displayed set of people. Apply search or role filters first to narrow down the list, then click Mailing Labels to generate output.

Family Filtering

The directory provides two family-related toggle buttons:

• Families Only: Collapses the grid to show one card per household instead of one card per person
• With Children: Filters the view to only show families that include children

These toggles can be combined with the search bar and role dropdown for more specific filtering.

Profile Action Buttons

When viewing a person's profile, four action buttons appear below the header:

• Message: Send a direct message to this person
• Add to Group: Assign this person to one or more groups
• Edit: Open the edit modal to update their information
• + Add Note: Attach a pastoral or administrative note to their profile

Audit Trail

Every edit made through the edit modal is logged to the audit trail for compliance. The edit modal displays a notice confirming this. This means you can review who changed what and when, providing accountability for sensitive data changes.

Best Practices

✓Keep profiles current: Update contact information and roles as they change rather than letting records go stale
✓Use roles consistently: Assign Member, Volunteer, or Admin roles so that role-based filtering is useful
✓Link families: Set Family ID and Family Role in advanced fields so that the Families Only and With Children filters work correctly
✓Review engagement metrics: Check the Overview tab's 90-day engagement section periodically to identify people who may be disengaging
✓Use notes for context: Add notes from the profile to record pastoral visits, prayer requests, or follow-up items so other staff have context

Common Questions

Q: Where is the import tool for bringing in people from another system?

A: The import tool is located under Giving → Import Data in the sidebar, not under People → Directory.

Q: Do edits save automatically?

A: No. When you click Edit on a profile, a modal opens. You must click Save Changes to apply your edits or Cancel to discard them. All saved changes are logged to the audit trail.

Q: What roles are available?

A: The role dropdown includes Member, Volunteer, and Admin. Roles appear as color-coded badges on directory cards and profile headers.

Q: How do I see a person's engagement history?

A: Open their profile and look at the Overview tab. The Engagement (Last 90 Days) section shows check-ins, events attended, attendance rate, and engagement level.

Q: How do I generate mailing labels?

A: Apply any filters you need (search, role, families only, etc.) then click the Mailing Labels button in the filter bar.