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Church360° Members Year-End Document

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Taylor B

Welcome and thank you for reading the Church360° Members Year-End Document!

CTS has created this document as a checklist to help you keep up with any possible tasks or reports you may need to complete before or after the end of the calendar year.
This is not a list of everything you need to complete all at once to proceed to the next year. This is just a checklist that you can use to keep track of tasks and possibly start preparing and completing some year-end tasks before the Advent season starts.

Throughout this document, you'll find steps for different tasks, including links to other articles in our help center that will explain how to perform the task or run the report in more detail.

We hope this document will help make sure your church gets the new year started right!

October-December Tasks

Some tasks pertaining to your membership and contribution information can be done as early as October or November if you'd like to lighten your workload during the busy end-of-year season and can be done in any order.

Update Membership Information

Throughout the year, your membership will experience different events in their life that you'll want to keep track of. If you haven't updated your Membership records yet, this is a good time to review your congregation's information and enter any changes to your database.

Some updates may include, but are not limited to:

Person or household records

To add a new person or household,

  1. Click the "New" button found on the People view to open up an entry window.
  2. Enter in the person's household name (surname), first name, sex, and whether they are a member.
  3. If there is no more information to add to this person, click "Add" and the window will close. If there is more information you'd like to add or edit for this person, click "Add and Edit" to be taken directly to their person record.

Address information

To add or edit a household's address,

  1. Go to the People: Households view and click on the Family Name of the household you want to add to or edit.
  2. On the Household record, click the address to open it for editing. Edit the address as you need. If this household has an away address (for snowbirds, for example), check the box "My mailing address is different". If this address is only valid during a particular time period, check the "From" box to input that date range.
  3. Click anywhere in the white space on the record to automatically save your changes.

To add or edit an away address for a single individual (but not the entire household),

  1. Go into the person's individual record (person records will have a Family section whereas household records have a Members section).
  2. Click the address section to open it for editing. You don't want to click on the orange link to take you to the household record. The section should highlight in a faint blue when you hover over it.
  3. Click "Check here if this person is away" if this person has a different address from the rest of the household (for those off to college or in a nursing home, for example) and enter the other address. If this address is only valid during a particular time period, check the "From" box to input that date range.
  4. Click anywhere in the white space on the record to automatically save your changes.

Personal or marital information

To add or edit personal or marital information for a person,

  1. Go into the person's individual record.
  2. Each section will have a heading for specific information.
    • Phone or Email - If you are looking to add a phone number or email address, click the plus sign directly to the right of the appropriate heading. With the field opened, use the drop-down to mark the contact for home, personal, or work.
      • It's important to note that if you are expecting to create a login for this person, their email must be listed as either personal or work in order to be invited to the site.
    • Relationships - If you are looking to add a relationship, like a marriage, click the plus sign to the right of the Family heading. In the field that appears, use the drop-down menu to select a person or type into the field to add a new person record to the database. Use the next drop-down to choose the entry that best summarizes how this person relates to the current record. Click "Add" to finish adding the entry.
    • Wedding Dates - When a marriage is added, you can click the Enter date below the name to add a wedding date. Choose if the married couple is to contribute offerings as a joined unit or separately.
    • Divorce - If adding a divorce, hover over the relationship and click the minus sign that appears. Click "Divorced" to add a divorced status to the couple. When a divorce is added, you can click the Enter date below the name to add a divorce date

If someone's marital information changes, you may need to edit a person's name or a household's Addressee field for mailing labels.

Membership information

To add or edit membership information for a person,

  1. Go into the person's individual record.
  2. Each section will have a heading for specific information. Click the plus sign directly to the right of the Timeline heading.
  3. Click "Receive as Member" to add a person to your membership. Click "Remove from Membership" to remove them.

Enter Pledges

To avoid potential issues, it's a good idea to make sure you enter pledges before entering offerings for the new year.

To enter in next year's pledges,

  1. Go up to the settings gear and click Pledges.
  2. On the top row of the Pledges view, type or choose the giver, amount, period frequency, start date, end date, and fund for the pledge.
  3. Click "Add Pledge" to save the entry.
  4. Use the rightmost drop-down menu to show all pledges if you need to see any pledges not currently active. For pledge listings, click the Download or Print buttons to create a listing.

Renumber Envelopes

After some contributors come and go, you may want to reassign some envelope numbers to better consolidate your numbering system. You can do this manually or use the available renumbering utility to rearrange your list of current contributors.

Renumber your envelopes manually

To renumber envelopes individually,

  1. Go up to the settings gear and click Envelopes.
  2. On the Envelopes view, find the person you need to edit.
  3. If the person has a spouse, check the box under the Contributes Jointly if you want them to give as a joined unit.
  4. Enter in an envelope number under the Next Envelope column and press the Enter button. A dot should appear noting a change has been made.
  5. If you want this person to not be skipped should the renumbering utility be run, check the box under the Don't Renumber column to lock in that person's envelope number. This number will not be changed by the system unless a user manually unchecks the box.
  6. Once all of your changes have been made, you can click the "Apply Changes" button to replace the Current Envelope field with the entry under Next Envelope immediately. You can also schedule the renumbering for a later date by clicking "Schedule Renumbering".

Renumber using the renumber utility

To use the renumber utility,

  1. Go up to the settings gear and click Envelopes.
  2. On the bottom of the Envelopes view, type in the number you want your envelopes to start with. 
  3. Click "Renumber" to apply new numbers alphabetically to all givers within the view that do not have the check box under Don't Renumber marked.
  4. Make any manual changes, if needed.
  5. Once all of your changes have been made, you can click the "Apply Changes" button to replace the Current Envelope field with the entry under Next Envelope immediately. You can also schedule the renumbering for a later date by clicking "Schedule Renumbering".

Print Envelope Box Labels and Envelope List

Once you have renumbered all of your envelopes, you can print off next year’s envelopes before switching them over.

To export next year’s envelopes as labels or a list,

  1. Go to the People: Givers view.
  2. Filter your list as you need. You may want to use Smart Group traits to show only those with an envelope number.
  3. Use the Columns drop-down menu to choose what information you would like to have on your list.
  4. To print labels, click Download and Mailing Labels. Using the pop-up window, choose whether you want to include addresses, barcodes, current envelope numbers, or future envelope numbers. Click "Generate" and then "Download" to download those labels as a document.
  5. To download an envelope list, click Download and Excel to export your list to Excel.

January Tasks

Enter all attendance and offering batches for the year

First and foremost, you'll want to make sure all of your attendance and offering batches for the year have been entered to ensure your reports are all accurate.

Contribution Statements

Most likely the most important report to run in Contributions would be your contribution statements.

To download or email contribution statements,

  1. Go to the People view.
  2. Choose who you want to print statements for, either by filtering your view or by checking the boxes to the left of each record.
  3. Click Download and Contribution Statements.
  4. In the pop-up window choose the settings for your statements. Make sure to take a look at both the General and Customize tabs to make sure everything you need is selected.
  5. Check the box if you want to generate statements for those in your selection that did not give during the date range.
  6. To download statements, click "Generate" and then "Download" your statements as a document.
  7. To email statements, type in a message that will be sent with each statement and click "Review and Email".
  8. Choose the email addresses you want to receive a statement and click "Send".
  9. If nothing happens when you click "Send", it's likely that your email has not been set up. Please visit this article for more information.

Print all needed Reports

Clean up your data

FAQs

Can I post offering batches for the new year if I have not finished everything for the prior year?

Yes, you can! You’ll just want to keep in mind if the new envelope numbers haven’t gone into effect yet, you want to make sure you are attributing offerings to the correct person. You may want to use contributor names during this time to avoid any possible mix-up.

Is it necessary to archive people from my database?

Whether or not to delete or archive data during Year End is ultimately a question left up to each church. In some cases, it is convenient for a church to remove data related to all the people who have left the church. For other churches, it is just as important to keep records of those who are no longer active members of the church. Church360° Members is flexible enough to work either way.

For historical purposes, it’s recommended to keep at least five years of data on your site.

Year-End Checklist

October-December Tasks

  • Update Membership Information
    • Person or household records
    • Address or contact information
    • Personal or marital information
    • Membership information
  • Enter Pledges
  • Renumber Envelopes
  • Print Envelope Box Labels and Envelope List

January Tasks

  • Enter all attendance and offering batches for the year
  • Print or email Contribution Statements
  • Print all needed Reports
  • Clean up your data
    • Archive Person Records
    • Deactivate or Delete Calendars
    • Archive or Delete Funds
    • Deactivate or Delete Smart Groups
    • Deactivate or Delete Custom Fields
    • Remove User Access

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