Person profile

A person's profile holds everything about one person in your directory: their details and contact info, what they can serve, the dates they are away, their serving and attendance history, private notes and their household.

Where to find it

Go to People > People and click the person's row. The profile opens in place of the list; click ← People to go back. It has four tabs on the left (Profile, Serving, Activity, Notes) and the household card on the right. It works the same in the web app and in Tech Manager.

Edit someone's details

1. Open the person from People > People.
2. On the Profile tab, click Edit next to their name.
3. Change any of the Personal information fields: First name, Last name, Preferred name, Gender, Marital status, Anniversary, Birthdate, Join date, Membership status and Type.
4. Click Save, or Cancel to throw the changes away.

The preferred name is the one shown in lists (for example "Beth Smith" instead of "Elizabeth Smith").

Change their email, phone or address

1. Open the person from People > People and click Edit.
2. In the Contact card, click the + Add link under Email, Phone, Address or Social.
3. Pick a label (home, work, mobile and so on), type the value and click Add.
4. Click the star (Make primary) to make one the main email or phone; the main ones show at the top of the profile.
5. Click the X (Remove) to delete one.

Contact changes save as soon as you add or remove them.

Change their photo

1. Open the person from People > People.
2. Click their picture at the top (it shows Change when you point at it).
3. Choose a PNG, JPEG, WebP or GIF image of 5 MB or less.

Set the positions they can serve

1. Open the person and click the Serving tab.
2. Under Teams & positions, click Add positions.
3. Type a position or a team name and press Enter to add the top match. Keep typing to add more.
4. Click Add (or press Enter on an empty box) to save them all.
5. To take one away, click Remove on its row.

A person can only be picked for a position on a plan once they have that position here. Positions come from your teams in Plan > Teams.

Record dates they can't serve

1. Open the person and click the Serving tab.
2. Under Blockout dates, pick the first date, and an end date if it is more than one day.
3. Add a Reason (optional), then click Add.
4. Click Remove to delete one.

Anyone scheduling sees a warning if they pick this person on one of these dates; it is a reminder, not a block. People can also add their own dates on People > My Schedule.

Fill in their serving profile

1. Open the person and click the Serving tab.
2. In Serving profile, fill in what you need: Role (a free-text title such as "Team lead"), Serving since, Currently serving, Prefers to serve with (type a name and press Enter; household members are suggested first), Normal availability (the days they usually serve; leave all off for any day), Availability notes and Reach them by (Email, Text).
3. Click Create serving profile the first time, or Save serving profile after that.
4. Once a profile exists, a Tasks card appears: type a task, pick a due date if you like, and click Add. Change a task's status from its menu, or delete it with the X.

Turning off Email under Reach them by stops scheduling emails to that person; when they are scheduled, they are marked confirmed straight away instead of being asked. Remove deletes the serving profile (availability, tasks) but keeps the person, their positions and their past assignments.

See their serving and attendance

1. Open the person and click the Activity tab.
2. Upcoming serving lists the plans they are scheduled on, with each one's position and status. A row marked Scheduled in Planning Center was scheduled there; Planning Center sends that request and its reminders. A row showing Not notified yet is on the schedule, but nobody has pressed Send to email them about it; send it from the plan's Teams tab or the Matrix.
3. Attendance history shows Plans attended, Attendance rate, Current streak and Last attended, then the most recent plans they attended.

Keep notes

1. Open the person and click the Notes tab.
2. Type in Add a note about this person…, pick a category (General, Prayer Requests, Pastoral, or one your church added), then click Add note.
3. To change a note, click Edit, change the text, then Save. To remove it, click Delete (this cannot be undone).
4. To add your own category, click + New note category, type the name and click Add. Click the X on a category to remove it; its notes move to General.

A note that came in with a CSV import shows at the top as Imported note.

Manage their household

1. Open the person from People > People.
2. If the card on the right says Not in a household yet., click Create household. It is named after their last name.
3. To add someone, click + on the household card, type a name and press Enter.
4. Click the star (Make head of household) next to a person to make them the head. Click the X (Remove from household) to take someone out.

Adults are listed first, then Children (under 18, from their birthdate).

Send them a direct message

1. Open the person from People > People.
2. Click Message. People > Team Chat opens on a direct conversation with them.

The Message button only shows for people who have a sign-in, and not on your own profile.

Pause or restore their sign-in

1. Go to People > People and click Accounts.
2. Find their row and click Pause, then Pause sign-in. They can no longer open your church; nothing they made is deleted.
3. To undo it, click Restore, then Restore sign-in.

Archiving a person who has a sign-in also pauses it, and unarchiving restores it. The confirmation tells you before it happens.

Archive or delete a person

1. Open the person from People > People.
2. Click Archive to hide them from the list (restore them later with Unarchive).
3. Or click Delete. If they have any attendance, notes or serving history, the app offers to archive them instead, so that history is kept. Only someone with no history is removed for good.

Troubleshooting

Problems on a person's profile:

There is no Message button

They have no sign-in yet, or it is your own profile. Invite them from People > People with + New then Add person.

Save fails with "Couldn't save: …"

The message names the field, for example a value that must be one of a fixed list. Pick a value from that field's menu and save again.

My changes to an imported Planning Center person changed back

Name and contact details come from Planning Center. When the person is changed there, Planning Center's values replace yours. Make lasting changes in Planning Center.

Good to know

• Notes, the serving profile and tasks can be read by anyone in your church who signs in and opens People, including the person themselves if they have a sign-in. Write notes with that in mind.
• Blockout dates imported from Planning Center appear in the same list.