Events

ChurchCRM allows you to create events which will appear in your church calendar.
Events can be recurring (such as a weekly church service) or unique (such as a community outreach day). Once an event is created, you can:

• Take attendance for your event and review attendance metrics
• Manage child care security by checking children in and out of classrooms

Creating an Event Type

Event types define the parameters for events you will create in the future, such as the recurrence frequency, the default start time, and the member classification you wish to track.

To create an event type:

1. Choose Events – List Event Types.

2. Choose Add Event Type.

3. Make your entries and choose Save Changes.

Creating an Event

Events inherit some properties from event types. You can additionally define the event title, description, date range, event sermon (if any), and status.

To create an event:

1. Choose Events -> Add Church Event.

2. Select an event type.

3. Make your entries and choose Save Changes.

Taking Attendance for an Event

Throughout the course of an event, you can take attendance to track the participation across various people classifications, such as members, regular attenders, visitors, and so on.

To add an existing person to an event:

1. Choose Members -> View All Persons.

2. In the Filter and Cart area, enter a name in the search field and choose Apply Filter.

3. In the Listing area, choose the Add to Cart icon.

4. Continue adding people to the cart as described in the previous steps.

5. Choose the shopping cart icon in the header bar at the top of the screen.

6. Choose Empty Cart to Event.

7. Select your event and choose Add Cart to Event.

To add a visitor to an event:

1. Choose Members -> Add New Person.

2. Make your entries, ensuring you set the Classification field to Guest.

3. Choose Save.

4. Choose Add to Cart.

5. Choose the shopping cart icon in the header bar at the top of the screen.

6. Choose Empty Cart to Event.

7. Select your event and choose Add Cart to Event.

Generating Attendance Reports for an Event

You can generate reports based on attendance history for an event. The tracked person types measured are defined in the event type.

To generate a report:

1. Choose Data/Reports -> Reports Menu.

2. Choose an event type from the Event Attendance Reports area.

3. Choose a person type corresponding to the event for which you wish to generate a report.

Checking Children In and Out of an Event

During any event, you can monitor the checking in and checking out of children to comply with your church child protection policy. In this scenario, you use the PersonID number associated with an individual to identify them in the system. This PersonID number is recognizable in the URL of the individual’s record in the system.

To check a child into an event:

1. Choose Events -> Check-in and Check-out.

2. Select an event.

3. Enter the PersonID of the child in the left-hand field and the PersonID of the parent or guardian in the right-hand field. Note that you can use the Person Listing (Members -> View All Members) to look up and determine the PersonID of any individual.

4. Choose Verify.

5. Review the data and choose CheckIn.

To check a child out of an event:

1. Choose Events -> Check-in and Check-out.

2. Select an event.

3. Locate the entry of a child who had previously been checked into the system and choose Checkout.

4. Enter the PersonID of the parent or guardian in the right-hand field. Note that you can use the Person Listing (Members -> View All Members) to look up and determine the PersonID of any individual.

5. Choose Verify CheckOut.

6. Review the data and choose Finalize CheckOut.