Common Lists

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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.

Personal Information

Birthdays

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.

list rules for week

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, click the print icon.

Select Birthday Report and choose to print a pdf or view it as a webpage.

birthday report

You could also send them an email or print mailing labels to send them a birthday card!

People Grouped by Households

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.

choose report

When you run the report, you'll have sections of people based on their household with their contact information and birthday listed.

household directory report

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.

Mailing Labels for a Household

You may want to send a letter to entire households, so set up your list and include household adults.

From the Results tab, click the print icon.

To print labels for the household, select the Avery labels with the Household Name.

choose report

Your labels will export with the household name and their addresses.

labels
Profile Cleanup

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.

Set the rule to exclude the information, so the rule searches profiles missing the listed information.

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.

people on list

Put the list in the Profile Cleanup category, and set to auto-refresh, so it updates with any people every night.

refresh

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.

Contact a Child's Parent

You can contact parents by sending an email right from a list or by creating a report of the parent's information.

Create a list searching for kids in your database.

  1. Set the first condition to Child.
  2. In case you haven't set that field on everyone yet, add an extra condition to look for people ages 17 or younger.
  3. To see people that meet either of these conditions, set the rule to return people matching any condition.

To gather a list of parents, choose household adults or primary contacts from the My list should include dropdown. Your results will then be adults, and you can send an email to them.

Once you submit the list, click the print icon from the Results tab to create a report with parents and children.

Select the Primary Contact Information list from the dropdown, and then click Generate.

Choose the "Primary Contact Information" report

The report will list the child 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.

View the report

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.

List of Parents and 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 finds the children of that grade level.

first list

The second list finds the parents of the children in the first list.

second list

The third list is a mixture of both in order to get a list of both parents and children.

list of lists

Do not set this list to auto-refresh.

When lists are dependent on each other, they need to be refreshed in the order they were created. You can't refresh the list of lists until the others have been refreshed.

Blocked Email Address

If you want to make sure the email addresses in your database are able to receive emails, use a list to find out which ones are blocked.

Once you find the ones that are blocked, you can follow the steps to unblock them.

Married but Missing Anniversary

Make sure your married couples have their anniversary on their profile, so you can celebrate it!

Check School Grades

Some Check-Ins locations are filtered by grades, but not all students have their grades on their profile. Make sure students have their grade on their profile by creating a list.

Make sure the schools are set up in your database, so you can choose which school to assign them to.

People Who Live on the Same Street

If you want to see all the people who live on the same street, you can create a list to show anyone who lives on the same street.

Once you have this list of people, you can send them an email or add them to a group.

Activity

No Recent Activity

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.

Missed Services

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!

Active People

If you want to find people in your account whose profiles are set to Active, set up a list using the rule below.

This list is helpful when trying to create a directory of all of the active people in your database.

Search Workflows

View a list of people in a workflow based on the criteria of their cards in the workflow.

Once you've selected the People app from the first dropdown, choose a workflow from the list of workflows in the second dropdown.

workflows

Select the criteria for which cards you'd like to see in the list, and then create an automation, send an email, or export the list.

Other Applications

Checked In

To communicate with those parents who checked in their children at your service, create a list with these rules.

checked in

Email the people on the list results, or use a third-party integration to send them a text.

Mobile Pass to Check In

If you want to see if your mobile passes are being used, create a list to show those who use their mobile pass at check in.

If you set the second condition to exclude, you can see those who have never used a mobile pass and send them a mobile pass!

Authorized Application (like Church Center!)

If you've given access to Planning Center mobile apps or allowed other applications to access the Planning Center API, you can see which people have been using those applications.

You could even change include to exclude if you want to see those who are not using the application.

Donors

If you have access to Giving, you can view a list of donors based on their donations.

Create list
Adults Who Haven't Given

If you want a list of all adults who haven't donated, you need to create two lists.

Create a list of donors who have given before. If you want to exclude the spouse of the person who gives, make sure you include household adults in this list.

The second list shows one condition as people listed as adults and the other condition as the list of donors.

second list

Do not set this list to auto-refresh.

When lists are dependent on each other, they need to be refreshed in the order they were created. You can't refresh the list of lists until the others have been refreshed.

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!

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