Membership Management

The People screen is the hub of the membership management feature. It provides quick name search options as well as customized name filtering. This screen allows you to add, edit and/or view information about the name selected and his or her family. Creating user-defined fields can help you customize the information you see on this screen. In addition, you can:

• record individual and family notes
• create SHAPE Ministry Profiles
• reference group involvement and
• track giving history.

Child Check In & Security

ChurchTrac Online’s Check-in & Child Security screen provides easy attendance check-in for all age groups. Additionally, this screen gives you the ability to record important information about the children left in your care such as:

• allergies
• notes and special instructions
• emergency contact information
• plus other safety features.

You can then easily print child security tags to place on the child or their belongings as well as pick up tags for parents to present when picking up their child.

Picture Directories

The Reports and Labels tab on the People screen allows you to print a variety of reports including member directories and picture directories. Simply choose your preferences and click “Generate Report” at the bottom. Or ChurchTrac Online allows you to create your own custom picture directories using the Custom Reports tab.

Attendance Tracking

The Attendance screen allows quick and easy attendance tracking for any group, class, worship service or other event. In addition, you can:

• create and print detailed attendance reports
• print roll sheets for your groups or classes and
• add new class members or guests.

ChurchTrac Online also features barcode check in, where you can scan a barcode or manually check in entire families and print name tags at centralized computer stations.

Calendar

ChurchTrac Online’s calendar feature allows you to enter one-time and recurring events. You can then designate which calendar the event should appear on. You can create a calendar for:

• youth events
• women's ministry events
• churchwide events
• and even the pastor's personal appointments.

Contributions and Giving

The Giving screen allows you to enter giving records and track your church's giving trends. Entries can be made by can be assigned to one or more account categories (i.e. Budget Offerings and Love Offering). You can also:

• keep track of who has paid for books, camp, or other expenses
• print tax statements for your contributors
• evaluate your budget and giving trends and
• print detailed contribution reports

In addition, ChurchTrac Online offers a Pledges Screen to enter and record pledge giving and keep up with pledge campaigns.

Visitor Follow Up

The Notes tab on the People screen provides a great tool for visitor follow up. As new people visit, you can create Notes to record their visits as well as when letters are sent and call and home visits made. You can also create a saved search of first time visitors to create reports, print letters, and even create maps for a visitation program.

Cloud Based Mobile Access

ChurchTrac Online is now Cloud Based, so the program can be used on a PC or Mac platform as well as wireless mobile devices. This convenient feature enables you to use any mobile device to access phone numbers, addresses, etc. while on the go. You can also create notes from visits and phone calls immediately without having to return to the office.

Mobile devices can also be used for your attendance check in stations. Then download our printer app to send the information to your printer to print name tags, child security tags and/or parent pick up tags.

Events and Tasks Dashboard

As you open up the website, ChurchTrac Online Today will automatically open displaying information such as upcoming birthdays, calendar events, personal tasks, ChurchTrac Online notices and more. On the Utilities Menu, you can select the categories and designate the date ranges you want to view on this task management dashboard.

Stay In Touch

Communication is a important part of staying in touch with members and prospects alike. ChurchTrac Online offers a variety of communication options. In addition to being able to record multiple phone numbers on the People screen, you can select the Messaging tab for other options including email, text, and voice messages. This screen also allows you to generate saved letters such as first time guest letters or create and print one time announcement letters for groups or individuals.

SHAPE Ministry Profile

The SHAPE Ministry Profile tab gives you a place to enter Spiritual gifts, Heart for ministry, Abilities, Personality traits, and Experiences for each person in your congregation. Each section can be customized to match the ministries and needs of your church.

Once you have the information entered, this is a great volunteer management tool. You can search to identify potential volunteers with the gifts and abilities that meet current needs in your church or ministry. Or it can be used to help a specific individual (based on his or her gifts, etc.) find a place of service within the church.

Accounting

ChurchTrac Online provides an easy-to-use accounting system using the single-entry (or cash basis) accounting method. You can track checking, savings and credit accounts by entering transactions on the corresponding account register. You also have the ability to:

• categorize transactions using categories and funds
• transfer money between accounts and funds
• print checks
• reconcile accounts
• generate reports

The Accounting screen also has a memorized transaction feature for quick, recurring transaction entry.

Absentee Follow Up

ChurchTrac Online makes it easy to follow-up on absentees. You can quickly create absentee reports and mailing labels. You can also show absentee names on the People screen, where you can quickly send every absentee a letter, email, or generate your own customized report.

Custom Reports

The Custom Reports feature allows you to choose which data fields—from the People screen — you want to appear on your report. Once you have selected the fields to include, you can format the layout, preview, print and save your report format for future use.

Customizable Fields

ChurchTrac Online provides two ways of customizing the information you want on the People screen: Field Customization and User-Defined Fields.

Field Customization

This feature allows you to add, delete, or edit entries in already existing selection box fields, such as: membership status, age category, note categories and each of the SHAPE Ministry Profile categories.

User Defined Fields

In addition to the existing fields on the People screen, you can also create and edit your own individual and family user-defined fields. For each of these custom fields, you can:

• select field type
• create a default value and/or list of options and
• set permission level to designate who can view this field.

Group Management

The Groups screen gives you access to all of the groups in your church: Sunday school classes, committees, teams, small groups, and ministries. You can:

• assign people to multiple groups
• track group expenses
• print group member lists and mailing labels

Once your groups, classes and people have been set up on the Groups screen, you can easily create and manage attendance records for those groups on the Attendance screen.

User Access Security

Security is important when dealing with people’s personal information, that is why ChurchTrac Online has set up user access security. This security strategy allows the designated Administrators to:

• create and delete password protected User Accounts
• designate which screens/features are accessible to each User
• determine the ability of each User to create, edit and change records and
• set up permission levels to determine which fields can be view by that User.

Volunteer Management

Once you have the completed the SHAPE Ministry Profile for your people, you can conduct a Saved Search to identify potential volunteers with the gifts and abilities that meet a current need in your church or ministry. The ministry profile can also be used to help a specific individual find a place of service within the church based on his or her gifts, interests and abilities.

The Groups Involvement tab gives you an overview of the groups and service positions that an individual is involved with. It is good to reference this screen in order not to over burden your heavily involved members and to better utilize lesser involved people, who are just waiting to be asked to serve.

Smart Lists

ChurchTrac Online gives you the ability to create multiple "Smart Lists"--a list that dynamically updates itself when new names meet a certain criteria. Each list is automatically saved and available for quick access on the People screen, saving you from having to set up the search each time you need that list of names. These Smart Lists can be used for Reports, Labels, Messaging and more.

As new names or information is added to ChurchTrac Online, the list results are automatically updated to include the new names that match the list criteria.