Member Management

Adding Members

Add members to your database individually or import them in bulk from a CSV file.

Adding a Single Member

1. Navigate to People → Members in the sidebar
2. Click the Add Member button
3. Fill in the member's information (see fields below)
4. Click Save to create the member record

Member Fields

Each member profile contains the following information:

Basic Information

Contact Information

Personal Information

Membership Details

Staff Assignment

Assign staff members to follow up with individuals for pastoral care, new member integration, or general outreach:

• Select any active staff member from the Assigned To dropdown
• Assignment changes are automatically logged in the member's activity timeline
• Filter the member list by assignee to see your follow-up workload
• Reassignment creates a system note showing both the previous and new assignee

Import & Export

Importing Members from CSV

Import multiple members at once from a CSV file:

1. Navigate to People → Members
2. Click the Import button
3. Upload your CSV file
4. Map your CSV columns to Ecclesly fields
5. Review the preview and confirm the import

Exporting Members

Export your member data to a CSV file:

1. Navigate to People → Members
2. Optionally filter the list to export specific members
3. Click the Export button
4. A CSV file with all member details will be downloaded

Member Giving Summary

Each member's profile shows a summary of their giving history:

• Total Given - Lifetime giving amount
• Donation Count - Number of donations recorded
• Last Donation - Date of their most recent donation

Guest Follow-Up

Track first-time visitors and manage follow-up activities to help them become connected members of your church community.

How Guests Are Created

Guest records are automatically created when someone checks in as a first-time visitor through the Greeter Kiosk. Phone numbers entered in the kiosk are automatically formatted for consistency.

Guest List Dashboard

Navigate to People → Guests to view all guest follow-ups. The dashboard shows:

• Quick Stats - New this week, pending follow-ups, conversions this month, unassigned
• Filters - Search by name/phone, filter by status, campus, or assignee
• Guest Table - Contact info, first visit date, event, status, assignment, and notes count

Guest Detail Page

Click on any guest to open their full detail page with:

Follow-Up Status Workflow

Staff Assignment

Assign staff members to follow up with guests for accountability and workload management:

• Select any active staff member from the Assigned To dropdown on the guest detail page
• Filter the guest list by assignee to see staff follow-up workloads
• Track unassigned guests from the dashboard stats
• All assignment changes are logged automatically in the activity timeline

Adding Notes

Track all your follow-up activities with detailed notes:

• Note - General observations or information
• Phone Call - Log phone conversations
• Email - Record email correspondence
• Visit - Document in-person interactions
• Task - Create a to-do item with an optional due date

Converting Guests to Members

When a guest is ready to become a member:

1. Click the Convert to Member button on the guest detail page
2. Review and complete the member information (name, contact info pre-filled)
3. Select a membership status and campus
4. Optionally add them to an existing family or create a new one
5. Click Convert to create the member record

Greeter Kiosk

The Greeter Kiosk provides a streamlined check-in experience for volunteers to quickly check in attendees at services and events.

Setting Up a Greeter Station

1. Navigate to /greeter on any device (tablet, laptop, or phone)
2. Enter the greeter PIN assigned by your administrator
3. The kiosk will display today's scheduled events for check-in

Checking In Attendees

The kiosk supports three types of check-ins:

• Members - Search by name or phone to find existing members
• Children - Find children/dependents linked to member families
• Guests - Check in first-time visitors with name and phone (automatically formatted)

Recent Check-Ins

The kiosk displays a live feed of recent check-ins during the session, making it easy to see who has arrived and confirm successful check-ins.

Families

Group members into family households to track relationships, share addresses, and view combined giving summaries.

Creating a Family

1. Navigate to People → Families
2. Click Add Family
3. Enter the family name and optional family number (e.g., F001)
4. Add the family address and select a campus
5. Click Save to create the family

Adding Members to a Family

Once a family is created, you can add existing members to it:

1. Click on a family to view its details
2. Click Add Member
3. Search for an existing member by name
4. Select their family role (Head of Household, Spouse, Child, Dependent, Other)
5. Optionally specify their relationship (e.g., Son, Grandmother)
6. Mark as primary contact if they should receive family communications

Children & Dependents

Families can include children and dependents who are not full members:

• Basic Info - Name, nickname, date of birth, gender, grade level
• Medical Info - Allergies, medical conditions, special needs
• Consents - Photo consent and medical consent for check-in
• Types - Child, Minor (Teen), Adult Dependent, or Other

Family Giving Summary

Each family's detail view shows a combined giving summary:

• Year-to-Date - Total family giving for the current year
• Last Year - Total giving from the previous year
• Lifetime - All-time giving for the family

Attendance

Track who attends your services and events with comprehensive check-in capabilities for members, children, and guests.

Attendance Dashboard

Navigate to People → Attendance to view:

• Stats Cards - Total check-ins, children, and guests for the selected date
• Date Navigation - Browse attendance by date with quick "Today" button
• Event Filter - Filter by specific service or event
• Attendance Table - List of all check-ins with times and methods

Manual Check-In

1. Click the Check In button
2. Select the service or event
3. Choose check-in type: Member, Child, or Guest
4. Search for the person or enter guest details
5. Add optional notes and confirm

Check-Out

Track when attendees leave by checking them out:

• Find the attendee in the attendance list
• Click the menu (three dots) and select Check Out
• The check-out time is recorded and status changes to "Checked Out"

Setting Up Default Events

Quickly create common church events with the setup wizard:

1. Click Setup Events on the attendance page
2. Select which event templates to create (Sunday Services, Wednesday Night, etc.)
3. Choose a campus or create organization-wide events
4. Events are created with appropriate recurrence settings

Events

Create and manage recurring services, classes, small groups, and special events for your church.

Event Types

Creating an Event

1. Navigate to People → Events
2. Click Add Event
3. Enter event name, description, and type
4. Set start date, end date (optional), and times
5. Choose recurrence: One-time, Daily, Weekly, Bi-weekly, or Monthly
6. Set location, capacity, and campus
7. Click Save

Event Recurrence

Recurring events automatically generate occurrences for attendance tracking:

• Weekly - Repeats on the same day each week (e.g., every Sunday)
• Bi-weekly - Repeats every two weeks
• Monthly - Repeats once per month
• Daily - For multi-day events like VBS

Ministries

Organize your church's ministry teams, track volunteers, and manage roles with optional background check requirements.

Creating a Ministry

1. Navigate to People → Ministries
2. Click Add Ministry
3. Enter the ministry name and description
4. Assign a leader from your members list
5. Select status: Active, Planning, On Hold, or Archived
6. Choose the campus

Ministry Roles

Define specific roles within each ministry:

• Role Name - e.g., Worship Leader, Sound Tech, Greeter
• Description - What the role entails
• Background Check - Mark if the role requires a background check
• Volunteer Count - Track how many volunteers fill this role

Volunteer Management

Assign members to ministries with specific roles:

• View all volunteers assigned to a ministry from the detail page
• See volunteer status: Active, Pending, or Inactive
• Track which role each volunteer fills
• Monitor background check compliance for sensitive roles

Default Ministry Templates

Quickly set up common church ministries with predefined roles using our ministry templates:

1. Navigate to People → Ministries
2. Click the Setup Defaults button
3. Select a campus (or organization-wide)
4. Choose which ministry templates to create
5. Click Create Ministries

Available templates include:

Pastoral Care

Access sensitive care information for ministry purposes, including emergency contacts, medical information, and pastoral notes.

Emergency Contacts

Each member can have multiple emergency contacts on file:

• Contact Name - Who to call in an emergency
• Relationship - How they're related to the member
• Primary/Secondary Phone - Contact numbers
• Primary Contact - Mark the first person to call

Medical Information

Critical health information for pastoral care:

• Allergies - Food, medication, or environmental allergies
• Medical Conditions - Chronic conditions, disabilities, ongoing treatment
• Dietary Restrictions - For meals and events

Pastoral Notes

Confidential information for pastoral staff:

• Notes - General pastoral observations and care needs
• Prayer Requests - Ongoing prayer needs

Consent Tracking

Track member consent preferences:

• Photo Consent - Whether photos can be used in church publications
• Directory Consent - Whether to include in church directory

Staff Management

Manage staff accounts, assign roles, and configure permissions to control access to different areas of Ecclesly.

Adding Staff Members

1. Navigate to People → Staff
2. Click Add Staff Member
3. Enter their name, email, and phone
4. Set a temporary password (minimum 8 characters)
5. Assign a role to determine their permissions
6. Select which campuses they can access

Workspaces

Ecclesly organizes features into four workspaces. Each workspace groups related functionality and can be accessed independently based on user permissions:

Workspace Roles

Each workspace has Admin and Viewer roles for simple, predictable access control:

Staff members can be assigned multiple workspace roles. For example, a church administrator might have People Admin + Finance Viewer to manage members while monitoring giving trends.

Administrative Roles

In addition to workspace roles, these administrative roles provide broader access:

Specialized Roles

These roles are designed for specific ministry functions:

Permissions by Workspace

Each workspace controls access to specific features:

Role Comparison by Workspace

Quick reference showing workspace access for common role combinations:

Campus Access

Control which campuses staff can view and manage:

• Global Admins automatically have access to all campuses
• Other roles can be assigned to one or more specific campuses
• Staff only see members, families, donations, and reports from their assigned campuses
• Data without a campus assignment is visible to users with any campus access

Custom Roles

Create custom roles when the built-in roles don't fit your needs:

1. Navigate to Settings → Roles
2. Click Create Role
3. Give the role a descriptive name
4. Select permissions from each category
5. Save and assign to staff members

Staff Activity

Monitor staff account status:

• Last Login - When they last signed in
• Status - Active or Inactive
• Password Reset - Update passwords from the edit screen
• Two-Factor Auth - Require 2FA for sensitive roles