The people directory: people, households, import and notes

The directory is your church's list of people: members, regular attenders, guests and children, with or without an app account. Teams, groups and kids check-in all draw on it. You'll find it under People → Directory.

Who can do what

Access is set in the People row of Admin → Settings → Roles & permissions:

• View (e.g. Leader): sees people, their details, households and general notes, and can add general notes.
• Edit: also adds and changes people, households and guardians.
• Manage (Owner, Administrator): also imports, merges duplicates, records consents, exports and anonymizes.
• Pastoral & confidential notes: a separate tick for pastoral and prayer notes. Owner and Administrator have it.

Musician and Viewer don't see the directory. Anyone who can open it also sees allergies and medical notes, so give access with care.

People: Manage needs two-step verification. Without it, the directory locks for that person 14 days after they get the role. More in Security and privacy: 2FA, people's data and backups.

Adding people

Members with an account appear on their own. When someone joins your church, WorshipPro matches them to an entry with the same email, or creates a new one with the status Member. Everyone else you add yourself (People: Edit):

1. On the People tab, click Add person.
2. Only First name is required. You can also fill in Last name, Email and Phone. Click Save.
3. Click the name to open the card. On the Details tab, add Date of birth, Status, Sex, Allergies and Medical notes, then click Save.

The status is Member, Regular attender, Guest, Child or Former member. Search by name, email or phone, or filter with the All statuses list.

There's no delete button. When someone leaves, set Former member: their history stays and you can change it back.

On the card, Activity is a timeline of serving, groups, kids ministry, sign-ups, notes and tasks. Each viewer sees only what their role allows. Tasks and Workflows are described in Lists, care workflows and automations.

Households and guardians

A household links adults and children. Parents use it to check in their kids, and the roster uses it to keep a family together or apart. A person belongs to one household at most. In DEMO CHURCH EN, The Browns are Peter and Anna with Sophie and Jack.

In the browser you only create a household: Households tab → Add household → Name, City → Save. To put people in it, use a CSV import or the phone app:

1. In the app, open Church → Directory → Households and pick a household, or create one with +.
2. Tap Add a person from the directory or Add child.
3. Swipe a person left to change their role in the household or remove them.

A guardian is an adult responsible for a child, e.g. the parent who brings and collects them. In the browser: the child's card → Family & guardians → pick a person → Save. In the app, the child's card has Add guardian, with Relation to the child and Can pick up the child. Both need People: Edit. How this works on Sunday: Kids check-in and Sunday school.

The same tab has Serving with household: No preference, Together with my household or Never on the same day. Roster suggestions follow it.

Importing from a CSV file

You need People: Manage. Save your spreadsheet as CSV in UTF-8, with column names in the first row. Try a few rows first: an import can't be undone.

1. Open the Import tab and click Choose a CSV file.
2. In Column mapping, leave (auto-detect). Common English and Polish column names are recognized. Pick a column by hand only if its name is unusual.
3. Click Import and wait for the result, e.g. “Imported 12, skipped 1.” Open Errors to see which rows were skipped and why.

What to expect:

• A first name column is required. Without one nothing is imported, and you'll see “Imported 0, skipped 0.”
• A row is skipped if its email is already in the directory. A row without an email is skipped if the same last name and date of birth are already there.
• Rows with the same value in the Household column go into one household, created if needed.
• An empty or unrecognized status becomes Member.
• Write dates as 2012-05-20 or 20.05.2012, with the day before the month. The American order 05/20/2012 doesn't work.
• If Column mapping shows one long name, your file uses semicolons. Stay on (auto-detect): it still works.
• If a large file shows no result after a minute, check the People tab: the import keeps running.

Notes and who sees them

The Notes tab has three categories:

• General: everyone who can open the directory reads these.
• Pastoral and Prayer: only people with Pastoral & confidential notes. Others don't see that these notes exist, not even on the Activity tab.

Pick a category, write the note and click Add note. Without that permission, only General is on the list. The author or someone with People: Manage can delete a note.

The person the note is about doesn't see it in the app, but notes are part of the Export data file. Write them with that in mind.

Consents, export and anonymizing

These need People: Manage.

• Privacy consents tab: choose the type (Email, Push notifications, SMS, Photos and video, Child’s data, Church directory, Other), set Granted and click Add consent. Each entry stays in the history, and the newest one counts.
• Export data, at the top of the card, downloads the person's data as a file, e.g. when they ask for a copy.
• Anonymize erases personal details for good. Type ANONYMIZE to confirm. The record stays for statistics only, and this can't be undone.

Members change their own announcement consent themselves: Your profile, family, giving and notifications.

Keeping the directory clean

• Duplicates (People: Manage): records that may be the same person. Compare and merge lets you choose what stays, and Merge records can't be undone. Two different people? Click Not a duplicate.
• Addresses to fix: people whose email bounces or who marked a message as spam. Group messages skip them. Fix on the card takes you to the person, and a new address clears the mark. If it was a mistake, click Address is fine.

In the phone app

Church → Directory, with People: View, on iPhone, iPad and Android. Search, or filter by Everyone, With account or Without account. A card has Call, SMS and Email buttons and the person's Activity.

With People: Edit you add people with +, change them with Edit and manage Households. The form also has Date joined and Baptism date, which the browser form doesn't show. Move to former members is at the bottom of it.

Import, notes, consents, export and anonymizing stay in the browser. The card links there with Notes and consents on the WorshipPro website.

What's next

• Lists, care workflows and automations
• Groups: leaders, meetings, attendance and what members see