Organizations – TouchPoint Software

Important: New User Role for Manage Org Members Page

This morning, Feb. 7, 2018, we added a new user role that is now required for a user to access the Manage Org Members page. This is the page that is accessed under Organizations > Manage in the main menu. This is more of an advanced use page for special use cases such as Promotion or moving a lot of members when a class is closed or when you have an online registration and then need to separate everyone into smaller groups.

Also, this page is designed to remember everyone that has been moved so you can email a room notice letting people know their new class and room number. Once you send the email notice, the count starts over with those that are moved after you send the notices. You can also manually reset the count.

The new role is ManageOrgMembers. When you edit a user’s account to assign the role, it is listed in the Advanced Roles section. Assign this only to those users that really need to use it, not all of your users.

Remember, most moves can be handled using the Move Members process and do not need the email notices. This feature is accessed via the Member Dialog and does not require this special role, just Edit and Access.

Revision to Average Attendance for Organizations

We blogged about this SQL recipe last year, but we recently made a change to the recipe. It now includes the Program and Division in addition to the name and ID# of each organization. Of course, it also displays the total number of attends (how many attendances were recorded for all the meetings), the total number of meetings, and the average attendance for those meetings.

If you remember, you can run this from the blue Toolbar on Organization Search, and you supply the date range. So, you can run it for a month, a quarter, a year – whatever you want. And because it is on the Toolbar on Organization Search, you can filter for whatever groups of organizations you want.

Here is a sample report:

Interested in this recipe? Or perhaps you want to update the recipe in your database if you added the original version. Then check it out below. It’s so simple to add to your database.

Class Lists – 2 New SQL Recipes

These 2 scripts are designed to be run from Organization > Search as a Custom Report after you filter for a list of orgs by Program and Division or some other filters. The reports will give you a list of everyone enrolled in each of the orgs in your filtered list along with their contact information.

One report, Class List, is designed for printing, so there is a page break at each org. The name of each org is the header for that page. The report includes the person’s name, member status, email, phone numbers, and address. This is a great report to print and give to class members if they do not have access to an online directory for their class. Because you access it from Organization Search, you can print the report for multiple classes at one time.

The 2nd report, Class List 2, is designed to be an on-screen report. It does not have page breaks. It does include the org name and org ID in the report and sorts by the org name, then by the last name of the individuals. Both the Org ID# and the People ID# are links taking you to the organization or the people record respectively.

As with all of our SQL Reports, we have the recipes in help articles for you. Basically, all you need to do is copy and paste. Also, because they are run as Custom Reports, you will also need to add the names of the reports to Custom Reports text file in Special Content. All you need to know is spelled out in the help articles where we also have the recipes for the scripts.

Thank you to Westside Baptist Church in Gainesville, FL. for sponsoring these reports.

Read more…and get the Class List recipe

Read more…and get the Class List 2 recipe

November 15, 2017/0 Comments/by Steele Billings

Admin Feature, Organizations, SQL Reports

Member Type in Organization SQL Script

We created this script to make it easy for a church leader to find which classes have (and do not have) specific Member Types within their set of Organizations. For example: at our church, we want each adult class to have someone designated as a Missions Leader. This SQL report displays which classes have these leaders, who they are (even if there are more than one) and then see which Orgs do not have a Missions Leader.

Notice in the sample below that those classes without a Mission Leader have nothing in the Name and Member Type columns. Also, note that some classes have more than one Missions Leader. The SQL report is designed to be added to the Toolbar on the Organization > Search page. Remember, you can also download these as Excel after running them.

Sample Report: Missions Leader in Org

Read more…and grab the recipe and paste it into your database.

October 26, 2017/0 Comments/by Steele Billings

Admin Feature, Organizations, SQL Reports

SQL Recipe for Previous Members’ Sub-Groups

This is one of those recipes you think you may never need or you have needed it and you wish it had been available. The purpose of this report is to find out which sub-groups the previous members of an organization had been in when they were members.

Why would you need this? Well, if you accidentally dropped all the members of an org and needed to recreate the org as it had been prior to doing that, this report would be just the thing if that organization had sub-groups.

This is a little different than most SQL reports. Your system Admin can add this to your database as usual, but to run it you must specify an organization ID# in the URL. We explain all the steps in the help article. To make this available for other users, you might decide to add it to your Main Menu, so it is there whenever someone needs it. Then that user can just run it from Reports, and then add the org ID# at the end of the URL, and hit enter. Voila!

The report returns only Previous Members. So, if you drop everyone by mistake, run this report before you add them back as Members. You will probably want the Excel version. That way you will have all of their sub-groups in a report and can add the individuals to the appropriate groups as you add them back as Members.

Important: New User Role for Manage Org Members Page

Revision to Average Attendance for Organizations

Class Lists – 2 New SQL Recipes

Member Type in Organization SQL Script

SQL Recipe for Previous Members’ Sub-Groups

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