Initial Church Membership Transfer Letter Made Easy

E signature church membership transfer letter

today we are looking at transfers in membership and you don't need any materials to be in this webinar but I am using materials from our training workbooks - for myself and that the materials I'm using are from membership 101 and it's pages 34 through 40 if you have the most part booked and you do want to follow along or if you're interested in purchasing materials I am using a membership 100 on the information on page 34 on transfers so let's go ahead it's very end of the book and it close this and let's go into membership and look at transfers within membership you can transfer individual people or entire family families they can you can move people out of a household or into an existing household and the program may be student grows up or young child grows up and is in college or has an apartment and you need to move them out or maybe you have two people in the church who marry and you need to merge them together we can do that in church windows and membership so first we'll go to people now and the older versions of church windows people was two separate databases of members or visitors and some people are say well how do I transfer a whole household because it's one people database there is no transferring of households I want to get that all the way right away because that's not a topic we'll cover because you don't need to transfer a whole households anymore at the households category changes you just change it right here at the top left you would change to members or visitors so that's why you don't have a transfer function for an entire household there's nowhere to transfer them you just change their category let's look though at transferring individuals so maybe an adult child and a family is moving to their own dwelling is there example if you're using the book so first we want to find the person that's moving and we're gonna move Stewart Bernard so we'll look up Stewie there's Stewart so first we find the person we're moving and then up along the top we're going to click on transfer individuals right up at the top of the individual record that brings up the transfer individual window the first thing you want to do is look at the list and make sure the correct people or here the correct individual is getting moved we could move multiple people at once if we wanted to before we can fill anything out over on the right side we need to first choose the category that mr. Bernard will be in when we move him to his new household or new record he's still gonna be a member so we'll choose members now notice the right side of the screen is no longer grayed out it's opened up its active and I can go ahead I need to at least put in a mailing label so mr. Stewart whoops I thought I hit the caps up mr. Stewart Bernard if I have his address I could go ahead and click the plus sign here and fill in what I need for his address I'm gonna go ahead and move past that we'll just put his mailing label but I could fill out as much as I need right here and then click OK and now it brings up a little message telling me check this after the transfer for both the family I'm moving him out of and where I'm moving him to I want to check the mailing label make sure it's addressed the right person if this was a couple who was divorcing and I was moving maybe the husband out then I definitely would want to check the label for the wife who staying in the house she might just want her name so even you know even in the in cases in this case I don't need to really check the mailing label because I've already put his correct mailing label and he's moving out of his own family but there may be cases where you need to change the mailing label for either record or both the directory reported I definitely want to check because he's a three a child the individual sorting order meaning the order of the family members over here if I moved out you know the main person in the household they might want to move somebody up to the top and then any family photos I might want to get a current photo for Stuart and maybe they have a current photo without him in it or maybe they want to keep him in the family photo even though he moved out so we'll say okay and now we see that Stuart is gone from this family there's nothing I really need to change here because we have the husband and wife still together so their directory or port orders the same we don't really need to change it in here but we can go up now and find Stuart I turn the page and here we see on Stuart's record we see his mailing label and address we can add more if we need we definitely want to change his family relation he's in his own house so we wouldn't consider him a child we could ask what he'd prefer here look at your list and see what of your family relations that you created what's most appropriate I'm going to put him as an adult he does want to be in the directory but for an individual to be in the directory or family there has to be a primary directory rapport order within those people he's an adult now so I'm gonna change him from child to primary directory report order and I just take a look at the rest of his things on his record and see if there's anything else I want to change and once I'm done I can click save let's go ahead now and look at page 35 that's how we transfer an individual out of one household into their own household let's look at how we merge two people together if you're following the book I'm on 35 we're gonna look at how two people from the church getting married and we want to merge them into one record so for this case we have Annina a band shine she's married Trevor Dowd and she's moving in with him so we want to find the person we're moving so I'll look up Nena and here we find Nina's record I'm just gonna click on transfer individual and here I'm choosing an existing family and I notice because I chose a single person I don't have an option to move her to a new family or choose a new category she's one person in the family if I needed to change her or transfer her to a different category I just do it right on her record so that's why this because it's a single person is defaulting to existing family it was a family with multiple people in it then I'd have to put the dot here an existing family and now I can search for doubt we found mr. Trevor Dowd so I'll select mr. Dowd I'm not gonna change anything here I'm just gonna go ahead and click OK to move Nina gives me the same message now if you wanted to I could click copy message to clipboard and then take that over to word and paste it in if you wanted you know to print that out go ahead and click OK and now it took us directly to mr. trevor downs house where we see Nina a band shine is listed just below him so we see both of them Trevor doesn't really have much information Nina was not in the directory yet or anything like that so but we still want to take a look at both of their records and go ahead and change that to mr. and mrs. Trevor Dowd or however they wanted addressed if they wanted it Trevor Nina Dowd we could put that but we want to change that mailing label and then we'll go ahead and click Save all right so you might want to ask you know once you move them together ask them do they want to be in the directory check these different fields that we don't have filled in yet and ask what their preference is or maybe your church has specific things they use but go ahead and take a look at the emerged record now and see what you need to change if anything there now there's one other function of transferring we're just talking about transferring and membership today you can transfer people from membership to donations now in donations if you're not familiar with donations let me show you real quick you in donations we go to manage givers this last column here donations giver that indicates if that's checked that means the record solely exists in the donation module now if you have duplicates over in membership then you'd have duplicates but right here Carolyn Jane Ames she has a check in donation giver that means that record is just in donations notice if I click on Nina just above tells me over on the right side edit delete this record in the membership module meaning there's a record of her there but here if we click on Carolyn Jane we see that checked and if we look here's what we can record for Carolyn it's just a record in donations what you see on this manage giver screen is what you can track for people that are just in donations so if I transfer her to or transfer somebody from membership to donations I'm going to lose a lot of the data I have on their record but you will still have these items their phone and email their address so let's go back to membership maybe you have some people long ago you own the program when you couldn't put people in the contribution the older module you just put them in membership and you had some people you put in who are more visitor e and you just wanted basic information and you want to move them out of there now because they're not really members there they just come every once in awhile so what we can do is go up to transfer to donations first it brings up the big screen and that is on page 36 I'm not going to read the entire thing to you but it basically just tells you about what I was showing you over in donations that donations only tracks limited information you might want to make a backup before you continue that way if you decide you want that information back you could restore and get that information but what you do need to scroll through and take a look at this talks about the effects on donations and pledges because there is not a gives with family if you have a donation group or a donation individual each person if you take a family over will go over as an individual and then be given number pledges those items would be assigned to the first individual who is mark gives with family now we can you'll you'll see when we go to transfer screen we can indicate who we want that to go to or in donations if you need to you can transfer money in donations from one person to another but you do need to read this and then right here you need to check that you've read and understood what's going to happen during the transfer because it does you're taking it may be a full record or maybe it wasn't full and that's why you want to move it and moving it over to donations where you have limited information as well I see somebody asking about duplicates I'm not going to be talking about that today but Rachel can probably point you to a good document that helps you eliminate duplicates or if you give us a call we can help you with that but I'm not talking about duplicates and eliminating those today once we check that you've read and understood what will happen during the transfer then you just click Next and that brings or screen of our membership individuals so here it's showing our membership people upper left we can search for a person I just want to click here and let you see what we can see under here I had one I should go down near the bottom there's one I was looking at earlier Miz Welch I believe it was there it is now notice if we look at say the Welch family here we can see their name the next checkbox is gives with family and we can see that only saw was checked at their address well the directory report or their family relation address phone and email actually there's another one I want to show you did that was good writing things down earlier here we go if you look at Amanda Vaughn if you look across a line and you see one of these little arrows that means they have more than one in this case more than one phone number and I would want to choose which one of these phone numbers notice here it's the same number but if there's different numbers see here we go and those are the same but I think you get the point if there are different phone numbers then you would want to choose the number that will be used same thing with like emails it's like so here we go here's a case where we have three different numbers so we'd want to choose family and primary they're both the same or work phone we'll go ahead and click on work so we're gonna go across first let me close all these let's just work with one let's go back to the bottom we'll look at the Welch family here so maybe I just want to send one family member or maybe this family remember it's a child they don't attend maybe it's the stepdaughter and we just want to record this person on donations so we're gonna go ahead and check right here the little check box if we want on the entire family we could check the main check box but if you open the Plus up and you can see which family members and only check sum if you only wanted to move some over and then once you choose if you have to choose different addresses phones or email you choose which ones you need to find mad at myself for not writing down I had a family that Gabe has gave together oh you know I was I think it was Jen Arnold there we go no I'm trying to find a family I here we go the Bell family notice what the bells gives with family is checked so here in the last column we hover this is giver number and pledges will be assigned to this person upon transfer to donations so since their mark is with family they're not going to go over as a family they're gonna go over his bill and as Donna and in this last column I can indicate who I would like to retain the pledge and um since they give us a family who would like the pledge and the number 64 so I'm gonna go ahead and say we want Donna to keep it and then let's go ahead and click transfer and I think I left some people checked below so we're gonna have more than one and click yes transfer successful let's go ahead and look at donations to manage givers and we look for bail well I'm seeing the number on both of them wait a minute maybe I need you know what probably because I had donations open should have written did when I was practicing let me try reopening it I think I might need to refresh cuz we should see the bell family huh I'm stymied I see the bells there and they both have the same number let me see you did that tonight oh did I not check them I think I sent the Welch family over yeah that's the problem I didn't check this checkbox but it didn't check here that I wanted both of them to go over so let's try that again I'll check the the bell family I checked that I want Donna to keep the number in the pledging if there's pledging Thank You Barbara just told me you did not check their name there we go thank you I wrote down gonna do with the transfer earlier and then when I was practicing I didn't write down the name so I was gonna use for this so threw me a little alright now let's look we should only see here we go so we now see Bill and Donna are both donation givers we see that is checked we see Donna has the number because I said please give Donna the number and if they have pledging we didn't look to see Fed pledging don't know if they did go take a look mmm look at the old one up there we go I see second line Donna Bell so usually when we're doing our test data we put pledges on the husband so it was probably on him it was a shared pledge though because they both had the number and they gave us a family but now we see the pledge the number and everything moved over to Donna and the only information we have for them now because we move them over is their giver number if they had one what Donna has the giver number their phone and email if they had one and their address so we didn't have it all right let me I turned away from looking at my book I think I covered just about everything in the pages of the book and that's really all I wanted to show you on transfers in membership let's see if there was a question here someone said if a person is put in membership will they show up in donations or does this need to be put in both places good question if someone is put in membership they automatically show in donations unless they're marked inactive in which case you can check inactive on a lot of the screens to show them notice lower left of this manage givers showing active is not chapped if I were to check that though I would see an active people they would show in red in our list they don't show in red in the big list but in the drop-down list they would show in red writing red type membership people we will see here notice we see Nina remember I merged her with Trevor she shows here and we see a V after her name because I moved her into Trevor's house and he's a visitor so yes your all the categories of people show here also your groups and classes will show here as well under families and groups so if any of your groups and classes that you set up give you can enter their giving because they appear as a family or group and they're pulled over from membership now if they're entered just in donations like here we if Jack Alban or the people we've just moved to donations these people do not have a record in membership they're just in donations if you have a duplicate record of them then that you know would be different but it wouldn't be the same record as the donation giver one if they are a member category there's not anything after their name and if you created other categories then you may see different letters after names all right so are there any other questions