If you want to set up some common lists to give you experience in creating a list, or if you want to know which lists you might need, follow the steps to create some of our most commonly requested lists.
If you want to view birthdays for people in your account, create a list looking for birthdays from the Personal tab.
When you set the month to Current, you can view this list at any time and see who has a birthday in the month you're currently in.
If you send birthday cards every Monday, use in the next week. Every time you refresh the list, you'll see anyone that has a birthday in the next seven calendar days.
Follow the same logic to populate the list with people based on when you send birthday cards and add any additional conditions to filter whose birthdays you can see.
Once you run the list, use the Birthday Report to get a printout of their name, birthday, and address sorted by birthday.
From the Results tab, select the print icon.
Select Birthday Report and choose to print a pdf or view it as a webpage.
Many churches want to know the last time someone participated in a part of their church. The type of list you set up depends on which apps you're using and how you're using them.
For example, if you're using Check-Ins but don't physically check in adults because you use Headcounts instead, you'll need to use a different application to find out who has been missing.
Find people who haven't attended, given, or served by setting up your list like this:
Set up the filters and timeframes based on the specific information that you want to capture, based on attendance at events, giving, or serving.
Once you run the list, set the list to refresh every night and create an automation to send them to a workflow where you can quickly follow up with them.
If a person attends and starts missing services, you know it's time to follow up with them! Create a list showing you who has attended before but has missed a couple weeks in a row.
Send these people an email or add them to a workflow to assign others to follow up with them. Be sure to set it to auto-refresh, so you have the most accurate information!
If you want to see a list of kids and their parent contact information, create a report of the parents' details.
From the Lists tab, add a new list with the following conditions:
- Set the first condition to Child.
- In case you haven't set that field on everyone yet, add an extra condition to look for people ages 17 or younger.
- To see people that meet either of these conditions, set the rule to return people matching any condition.
- To gather a list of children, leave the list as exact.
If you want the results to be a list of parents, choose household adults or primary contacts. Your results will then be adults instead of children, and you can easily send them an email from the list.
Select Submit to view the list.
From the Results tab, click the print icon.
Select the Primary Contact Information list from the dropdown, and then click Generate.
The report will list all the kids returned by your list in the first column, and all additional columns are about the primary contact of their household. In order for this report to return data, each child must belong to a household, and the household must have a primary contact with contact details.
If a child is in two households, they will show two rows, each showing the primary contact of the household; children with no households have blank rows.
View a list of people in a workflow based on the criteria of their cards in the workflow.
Check out the video to see how it works or follow the steps below to create your own list of workflows.
Once you've selected the People app from the first dropdown, choose a workflow from the list of workflows in the second dropdown.
Select the criteria for which cards you'd like to see in the list.
If you've already created a list of people based on certain conditions, but you want to narrow down that list, don't duplicate or change it; simply use that list as one of the conditions!
When lists are dependent on each other, they need to be refreshed in the order they were created. You can't refresh the second list until the first one has completed.
List of Parents & Children
If you're looking for the parents and children of a specific grade level, you'll need to create a couple of lists.
The first list should be to find the children of that grade level.
The second list should be to find the parents of the children in the first list.
The third list is a mixture of both in order to get a list of both parents and children.
Adults Who Haven't Given
If you wanted a list of all adults who haven't donated, you need to create two lists.
The first list could be the donors who have given before.
The second list shows one condition as people listed as adults and the other condition as the list of donors.
You may want to send a letter to entire households, so set up your list and to include household adults, and then Submit it.
From the Results tab, click the print icon.
To print labels for the household, select the Avery labels with the Household Name.
Your labels will export with the household name and their addresses.
To show your list of people grouped by their household, create a list and click the print icon from the Results tab.
Select the Household Directory Report.
When you run the report, you'll have sections of people based on their household with their contact information and birthday listed.
If you want the Household Directory to print out alphabetically, choose to include the Primary Contact Only on the rules, and then sort the list by Last Name before printing.
Once of the most difficult parts of maintaining a database of people is keeping their information clean and up to date. To quickly see if you need to input data on a person, create multiple auto-refresh lists and put them in a Profile Cleanup category.
Create a list searching for information not listed in a person's profile.
- Name your list specifically based on what you're searching, so you quickly know what changes to make.
- Set the category to a cleanup category.
- Set the rule to exclude the information, so the rule searches profiles missing the listed information.
Click Submit to be taken to your list.
From your list, click a name to go to their profile.
Update the missing information on their profile, and then click Next to be taken to the next profile on this list.
Make sure you have your list set to auto-refresh, so it updates with any people every night!
As you create lists and assign them to the Profile Cleanup category, you can filter to that category and see if you need to take any action on people in those lists.
If you know of a list that should be included among these Common Lists, email us! And if you want to create some more processes to make your job easier, check out our Common Workflows!