When getting started with Church360° Members, you might be coming from a different Church Management Software. In this case, you likely have data you would like to bring in from that software, so you do not have to start from scratch. It is possible to convert your data from other software into Church360°, however, we only recommend taking this on yourself if you are very comfortable working within Microsoft Excel and are willing to set aside a considerable amount of time to work on this project.
Note: If the software you are coming from is Shepherd's Staff, there is no need for a custom data conversion; you can upload your Shepherd's Staff database directly into Church360 Members.
If manipulating your data in Excel is not something that you are comfortable with, we do offer data conversions from other software that you can purchase. In this case, a member of our support team will work with you on extracting the data from your old software, and then our team will do the necessary work to format your data so it can be imported into Church360° Members. Pricing for these data conversions can be found here.
Once you have completed putting your data into the template, contact support at 1-800-346-6120 or email us at support@cts.cph.org and provide us with your Church360 site and your completed template, and we will attempt to upload it to your site. If there are any issues, we will let you know what is causing the data not to upload.
The first step in bringing in your data from your old church management software is to extract the data from your old software. How you go about extracting your data is going to vary depending on the software you're using, but ideally, you're going to be extracting data to Excel spreadsheets. The information you're extracting can be broken up into 4 major areas:
Membership (People and Households)
Offerings (Funds and Offerings)
Attendance
Notes
Note that the only information required to be brought in is Membership information. If you are not interested in bringing in Offerings, Attendance, or Notes, this information can be skipped over. Attached to this article is a spreadsheet that has a template of what information can be included in your import; the fields whose column header is yellow are required to have data in them. Everything else is optional, but likely you will want most of this information. Using this spreadsheet as a base, let's take a look at each of the fields in each of the sheets of information:
Sheet 1 - People
PersonKey (REQUIRED) - This field is critical as this uniquely identifies each person record in your data. You will find this key being used in other sheets as well as a cross-reference to this person's record. For example, in the offerings sheet, this field is used to know who the offering record is associated with. The person key can take on almost any form you like, but the most common is numbers. Other software might call this a "Person ID" or "Individual ID", and you can likely use the format they provide you in the data you extracted. The most important part is that each person has a unique person ID. Two people cannot share the same ID.
HouseholdKey (REQUIRED) - This field acts as a cross-reference to the Household Sheet, and identifies which household this person record belongs to. Like the person key, the household key can take on almost any form you like, and numbers tend to be the most common. Unlike the person key, multiple people can be assigned the same household key. People who live in the same household should have the same household key. Other software might call this a "Household ID" or "Family ID"
Title - This field refers to a person's name prefix, such as Mr, Mrs, Rev, or Dr.
FirstName (REQUIRED) - This field refers to a person's first name. The person's legal first name should be used here. If the person also uses a nickname, such as David being Dave, that will be used in the next field.
PreferredName - This field refers to the name the person is typically called by. If a person does not go by a nickname, this field does not need to be filled out.
MiddleName - This field refers to a person's middle name.
MaidenName - This field refers to a person's maiden name.
LastName (REQUIRED) -This field refers to a person's last name.
Suffix - This field refers to a person's name suffix, such as Jr, Sr, II, or III.
Sex - This refers to a person's sex. Male or Female, written out (Do not enter just M or F) should be entered here for each person. If not filled out, the system will default to Male when the data is imported.
HouseholdOrder - This field refers to the order in which people will appear within their household record. The person who would appear first should have 1 filled in, then the next person would have 2 and so on. Each household will have its own order. If no information is filled in, the records will show in the order the importer brings the people into the household.
BirthDate - This field refers to a person's Birthday. Birthdays should be entered in MM/DD/YYYY format, and the column should use the Short Date format.
Ethnicity - This field refers to a person's ethnicity. If left blank, this person's Ethnicity will show up as unknown. The valid options you can enter for this field are listed below:
- Asian/Asian Indian/Oriental
- Black/African American
- Hispanic/Latino
- Middle Eastern/Arab
- Multi-Racial
- Native American/Alaskan
- Other
- Pacific Islander/Hawaiian
- Unknown
- White/Caucasian
IsMember - This field states if a person is a member of your church or not. This is a True/False field.
ReceivedBy - This field explains how a person became a member of your church. If a person is a non-member, this field should be left blank. Valid options for this field vary depending on what your church's denomination is set to in your Account Settings of Church360 Members. A spreadsheet is attached showing the valid options for each denomination. Note that the exact text shown in the spreadsheet must be used; if an option says "Received by Transfer", do not exclude "Received by".
DateReceived - This field is the date a person became a member of your church. Dates should be entered in MM/DD/YYYY format, and the column should use the Short Date format
RemovedBy - This field explains how a person left membership at your church. If a person has not left your church or is a non-member who was never a part of your church, this field should be left blank. Valid options for this field vary depending on what your church's denomination is set to in your Account Settings of Church360 Members. A spreadsheet is attached showing the valid options for each denomination. Note that the exact text shown in the spreadsheet must be used; if an option says "Removed by Transfer", do not exclude "Removed by".
DateRemoved - This field is the date a person left membership at your church. Dates should be entered in MM/DD/YYYY format, and the column should use the Short Date format.
Baptized - This field states if a person has been baptized. This is a True/False field.
BaptismDate - This field refers to the date a person was baptized. Dates should be entered in MM/DD/YYYY format, and the column should use the Short Date format.
Confirmed - This field states if a person has been confirmed. This is a True/False field.
ConfirmationDate - This field refers to the date a person was confirmed. Date should be entered in MM/DD/YYYY format, and the column should use the Short Date format.
Deceased - This field states if a person has passed away. This is a True/False field.
DeathDate - This field refers to the date a person passed away. Date should be entered in MM/DD/YYYY format, and the column should use the Short Date format.
EnvelopeNumber - This field refers to the giving envelope a person is assigned at your church. This field only accepts numbers. Couples who are married can have the same number filled in on this field, but only two person records can share an envelope number.
SundaySchoolGrade - This field refers to the Sunday School Grade/School Grade a person is enrolled in currently
SpouseKey - This field is used for married people. In this field, the PersonKey of their spouse should be filled in, and this is how the database makes the connection between a married couple.
WeddingDate - This field refers to the date a couple was married on. Married couples should have the same date filled in on this field. Date should be entered in MM/DD/YYYY format, and the column should use the Short Date format.
FatherKey - This field is looking for the PersonKey of the first parent of the person this person record is for. This is how the system makes a connection between the first parent and child. Note that the person key of the mother could be entered here instead, and it will still make the appropriate connection.
MotherKey - This field is looking for the PersonKey of the second parent of the person this person record is for. This is how the system makes a connection between the second parent and the child. Note that the person key of the father could be entered here instead, and it will still make the appropriate connection.
HomeEmail - This field is looking for the email address that can be designated as a Home Email for this person record. This may be different than the Household email that is listed on the household record for this person.
HomeEmailListed - This field determines if the Home Email should be designated as being listed for the Church Directory. This is a True/False field.
PersonalEmail - This field is looking for the email address that can be designated as a Personal Email for this person record.
PersonalEmailListed - This field determines if the Personal Email should be designated as being listed for the purpose of the Church Directory. This is a True/False field.
WorkEmail - This field is looking for the email address that can be designated as a Work Email for this person record
WorkEmailListed - This field determines whether the Work Email should be designated as being listed for the purpose of the Church Directory. This is a True/False field.
HomePhone - This field is looking for the phone number that can be designated as a home phone number for this person. This may be different than the household phone number that is listed on the household record for this person.
HomePhoneListed - This field determines if the Home Phone should be designated as being listed for the purpose of the Church Directory. This is a True/False field.
CellPhone - This field is looking for the phone number that can be designated as a cell phone number for this person.
CellPhoneListed - This field determines if the Cell Phone should be designated as being listed for the purpose of the Church Directory. This is a True/False field.
WorkPhone - This field is looking for the phone number that can be designated as a work phone number for this person.
WorkPhoneListed - This field determines if the Work Phone should be designated as being listed for the purpose of the Church Directory. This is a True/False field.
IsAway - This field lets Church360 Members know if the person record should be listed as having a different mailing address than that of the household they're in. This should only be used for individuals who are living apart from the rest of their household. If the whole household is at an alternate address, there's a different field in the Household record for that. This is a True/False field.
AwayAddressStreet - This field should only be used if the "IsAway" address was set to True for this person record. This is the alternate street address this person record is using for their address.
AwayAdddressCity - This field should only be used if the "IsAway" address was set to True for this person record. This is the alternate city this person record is using for their address.
AwayAddressState - This field should only be used if the "IsAway" address was set to True for this person record. This is the alternate state/province this person record is using for their address.
AwayAddressZip - This field should only be used if the "IsAway" address was set to True for this person record. This is the alternate zip/postal code this person record is using for their address.
AwayAddressCountry - This field should only be used if the "IsAway" address was set to True for this person record. This is the alternate country this person record is using for their address.
AwayAddressStartDate - This is the date this person record started/will start using their alternate address on. If this is an indefinite alternate address, this field should be left blank. Dates should be filled out in a MM/DD/YYYY format and the column should use a short date format.
AwayAddressEndDate - This is the date this person record will stop using their alternate address on. If this is an indefinite alternate address, this field should be left blank. Dates should be filled out in a MM/DD/YYYY format and the column should use a short date format.
AwayAddressListed - This field determines if the alternate Away Address should be designated as being listed for the Church Directory. This is a True/False field.
Tags - This field contains all the tags that apply to this person record. Multiple tags can be entered in this field, separate all tags with a comma. For more information on Tags, click here.
If you have any additional custom fields you would like to add for individuals, you can add them after the end of the Tags field.
Sheet 2 - Households
HouseholdKey (REQUIRED) - This field is cross-referenced to the People sheet and uniquely identifies each household in your database. The household key can take on almost any form you like, but numbers are the most common. Each household key in your database should be unique. Other softwares might call this a "Household ID" or "Family ID"
FamilyName (REQUIRED) - This field names each household. The typical naming convention for the FamilyName field is to use the family's last name, even if you have multiple households that have the same last name. This is how you will see each household in the household grid.
Addressee - This is how each household's mailing label will be addressed. If left blank, the system will default to using "The *FamilyName* Household".
SendNewsLetter - This field indicates if a household will be receiving the church newsletter. This is a True/False field.
PermanentAddressStreet- This field is where you will enter the primary street address for this household. This is the address where the people of this household live. If there is an alternate address where this household gets mail, that will be filled in on a separate field.
PermanentAddressCity- This field is where you will enter the primary city for this household. This is the city where the people of this household live. If there is an alternate city where this household gets mail, that will be filled in on a separate field.
PermanentAddressState - This field is where you will enter the primary state/province for this household. This is the state/province where the people of this household live. If there is an alternate state/province where this household gets mail, that will be filled in on a separate field.
PermanentAddressZip - This field is where you will enter the primary zip/postal code for this household. This is the zip/postal code where the people of this household live. If there is an alternate zip/postal code where this household gets mail, that will be filled in on a separate field.
PermanentAddressCountry - This field is where you will enter the primary country for this household. This is the country where the people of this household live. If there's an alternate country where this household gets mail, that will be filled in on a separate field.
HouseholdPhone - This field will list the primary phone number for this household.
HouseholdPhoneListed - This field determines if the Household Phone Number should be listed in the Church Directory. This is a True/False field.
HouseholdEmail - This field will list the primary email address for this household
HouseholdEmailListed - This field determines if the Household Email address should be listed in the Church Directory. This is a True/False field.
UsesMailingAddress - This field lets Church360 Members know if a household has an alternate address in place where the members of that household receives their mail, which is different than their permanent address. This is a True/False field
UsesMailingAddressStartDate - This field lets Church360 Members know the beginning date of the alternate mailing address, for when it should start being considered active and used for mailing labels
UsesMailingAddressEndDate - This field lets Church360 Members know the end date of the alternate mailing address, and when it should go back to using the primary address for mailing labels
MailingAddressStreet - This field is where you will enter the mailing street address for this household. This is the address where the people of this household receive their mail.
MailingAddressCity - This field is where you will enter the mailing city for this household. This is the city where the people of this household receive their mail.
MailingAddressState - This field is where you will enter the mailing state/province for this household. This is the state/province where the people of this household receive their mail.
MailingAddressZip - This field is where you will enter the mailing zip/postal code for this household. This is the zip/postal code where the people of this household receive their mail.
MailingAdddressCountry - This field is where you will enter the mailing country for this household. This is the country where the people of this household receive their mail.
Sheet 3 - Funds
FundKey - This an ID number that uniquely identifies this fund. This number is arbitrary, and doesn't appear anywhere in Church360 Members, but is used during the conversion process to link offerings to this fund. Typically, these are numbered, starting from 1, and going up.
Name - This is the name of your contribution fund
FundNumber - This is a Fund Number that will appear on the fund in Church360 Members. It is not required, but makes offering entry quicker if you have one assigned. You should only use numbers in this field
IsActive - This is True/False field, and indicates if this fund should appear as being a current, active fund (True) or an inactive fund (False).
Sheet 4 - Offerings
OfferingKey - This field contains an ID number that uniquely identifies this single offering record. This number is arbitrary and doesn't appear anywhere in Church360 Members. Each offering will have its own, unique number here, and you should only use numbers in this field
BatchKey - This is another field that will have a number in it, and it groups offerings together that are on the same date. Typically, each date will only have a single Batch Key, but if you want to split offerings from the same day into multiple batches, you could give different offerings from the same day different batch keys. Batch keys should not be repeated across days.
FundKey - This field references your Fund Sheet. You would enter your FundKey from the Fund table on an offering to match it up to the corresponding fund.
Amount - This is the dollar amount of the offering. Offerings must be at least 0.01, and cannot be negative. This field should be formatted in the currency format.
Person1Key - This field links back to your People Sheet. This field tells Church360 which person this offering should be associated with by having that person's PersonKey filled in here. Each offering must have this field filled out with a PersonKey
Person2Key - This field links back to your People Sheet. If a couple is married, this is where you would enter the spouse's person key from the People Sheet to show this offering as a joint offering from the couple. Only married couples can contribute jointly.
Date - This is field tells the date the offering was given on. This field is in Short Date format
PaymentType - This field tells how this offering was given. There are 4 valid selections for this field, shown on the last sheet of the file, the support sheet. They are: cash, check, electronic, gift. You must have one of these 4 options selected for each offering.
CheckNumber - If you chose the check option in the previous field, you can enter a check number for the offering, this option does not work with any other selections in the Payment Type field.
Sheet 5 - Notes
NoteKey - This field contains an ID number that uniquely identifies this single note record. This number is arbitrary and doesn't appear anywhere in Church360 Members. Each note will have its own, unique number, and you should only use numbers in this field
SubjectKey - This field should contain the PersonKey from the person sheet, or the HouseholdKey from the household sheet of the person or household this note belongs to. This will link this note record to the person or household record the key belongs to.
SubjectType - This field tells the importer if this note is for a person or household record. If it is a person note, enter "person". If it is a household note, enter "household".
Title - Leave blank
Text - This is where you'll enter the contents of your note.
Date - This is the date the note will be listed under on a person or household record, this field should be in short date format.
PermissionGroupKeys - This will always be 1.
Sheet 6 - Attendance
PersonKey - This field is looking for the PersonKey from the person sheet of the person record this attendance record belongs to.
Calendar - This field is looking for the name of the calendar this event belongs to. Default choices include Worship, Education and Fellowship, if you want to have additional options, you must add that calendar first to your Church360 Members site.
EventName - This is the name of the attendance event associated with this attendance record
EventTime - This is the time the event in question took place at. Your time should be formatted in this style XX:XXam/pm (For example, if my event is at 9:00 AM, the field would read 09:00am)
EventDuration - This is how long the event will last, in hours, which will determine the end time of each event. If an event is one hour, you would enter 1 in this field.
EventDate - This field will show the date of the event this attendance record is for. This field is in short date format.
Communed - This field records if Communion took place as a part of this attendance record. This is a True/False field.
Last Sheet - Support
This sheet provides valid options for different fields throughout different sheets of this file. In the fields this sheet shows, enter one of the options in the appropriate fields exactly as entered on this support sheet.