Rock U - People - Adding and Editing Individuals and Families

Transcribed Video Content

People and families are at the core of what Rock does. So let's look at how to add a person in Rock, how Rock sorts them into families, how we can edit their information, and also how Rock make sure that data stays consistent so that it has value to you and your organization. Let's get into it right now. Let's look at editing individuals and families in Rock. Right now we're on Ted Decker's profile and he is the quintessential Rock person. So let's click the edit pencil and look at what we can edit on his profile. So you can pick record status. This is something that's very important in Rock. It determines essentially how a profile is treated, but you may have a process that leaves certain records as pending or inactivates them. You can manually override that here though. You can also remove the person's photo. You can crop it or edit it. And we do have a little alert up here because Ted is in a sensitive security role that means if someone has access to change some of his information, that could be a security risk. So you might end up getting an alert this, But there's a lot of basic information that you usually would fill out when you're entering a person manually or if a person is filling out their profile such as title, first name, last name, nickname, then connection status is also something that is usually done automatically. You may have a process to update this, but we can pick here if we wanna manually override this person's connection status. We can also pick a record source, which is just for this person where was their profile added from. You may or may not have that information. Then gender, birth date, grade, which is especially helpful if you are dealing with children and you use grades for check-in or other things, graduation year and more, then contact info. So there are many different ways that people are contacted in Rock and phone numbers and emails are very commonly used. Here we can override some preferences. So say someone reaches out to you, messages you, asks you to stop sending them SMS messages. Well, you would have them opt out by making sure SMS isn't checked here, but if someone has opted in one of their numbers for SMS, it will be checked. Or if you want to completely delist or unlist a phone number, you can do that as well. You can also pick whether the email shown on their profile is active. You can manually override their email preferences, though this is often handled automatically through people unsubscribing from messages or changing their preferences. Same thing for communication preference. Then alternate identifiers, these are really helpful. You can enter whatever string you want to, but you may have a process where you're using barcodes or fingerprint scanners for check-in or something where someone needs to identify themselves. And this is a way to have a unique identifier for people so that you can run special processes barcode check-in. Then advanced settings. Now there's a few different important things here. You can pick who you want this person to combine their giving with as giving is usually batched as a family. You can also see previous last names and you can add one manually. There are also some processes such as merging records that will automatically put a previous last name here if someone's last name is changed, and this might be through marriage or entering someone's name wrong though you would probably want to remove a false last name. Then envelope number, this is something you can generate. And if you use envelope numbers for giving, which is a physical giving process, this is just a nice way to have an identifier for it. You can also pick to lock this person as a child. Rock in this case by default will automatically mark people as an adult when they're 18, but if you want to make sure that isn't done for any reason, you can manually lock this person as a child. So when they turn 18, they'll stay a child in Rock. Then search keys. This is interesting. You can pick a search type and a value. Let's just say Teddy here, and I'm going to save this and I'm gonna exit. And in our universal search up here, I'm gonna do email and type in Teddy, and you'll see it takes us right to Ted Decker's profile because we've set up a special search key. Now that's editing for individuals. Let's look at editing for families. So if you scroll down on a person's profile, click the edit button, we're editing now a family instead. And this is Ted's family with Cindy, Noah, and Alex. You can pick the classification for each person such as adult or child, the campus. These are all things that are inherently true about every person in the family, such as record status for this family, family status, and you can easily add a person to a family or you can even boot someone from the family. And there we go. Noah Decker was removed and it actually hasn't happened just yet because we haven't saved, but I'll show you in a moment how we can easily add a person back. Now if you want to update addresses as people may move homes, but stick with your church or even move campuses, you will probably want to keep up with addresses. And there's many ways to do that, but when it comes to manually editing, you can add a new address and we have a defined type for address types essentially where you can pick previous addresses if you wanna keep track of those or work addresses. But one of the most important things you'll wanna fill out on these profiles for an address is pick whether it's a mailing address or a map location or both. Mailing may be if a family messages and says, hey, if you're gonna mail, I want you to send stuff to this PO box, for example, you can mark that as the mailing address. But for geocoding purposes and when we want to use a specific address that we know a person lives at, say you want to connect people to closest small group to them, you'll wanna make sure that their actual place they're living is marked marked as a map location, but we're not gonna keep this address. You can also say family moved and it will automatically mark the last address as previous, which is super helpful. I'm gonna go back and leave that as the home address as the deckers are still here. We also have family attributes, which is something we'll cover in another video. You can set these up individually if you wanna mark certain things about a family. In this case, we've got the foster family family attribute, but we're gonna save and Noah Decker is gonna be kicked out of the family, unfortunately. But as this loads, we'll scroll. Noah is no longer here, but if we wanna add him back, let's click edit and we're gonna click add person, then we're going to add an existing person. You can add someone from scratch, but we're gonna go find Noah who's now in his own family. And we have a decision to make here and that's whether we wanna remove this person from other families. In this case, Noah is in his own Decker family that's separate from this one. And this is helpful because you can have someone in multiple families, and that is great if there are any blended relationships that you wanna keep track of. And if there's any complicated situations that having a very structured family unit wouldn't make sense for, it's great to be able to have someone in multiple different families. But we're going to remove Noah from the other family, save, and then just before, we'll have the family unit back intact. Now this was editing. If you want to add a new family, you would go to people, then new family. And it's super simple. We'll just add someone real quick. There's some essential information here, and you can change the block settings here to pick different things such as you can change the fields that are shown here, but we're not gonna do that for now. That's covered in a different video. And when you wanna add new people, you just click add person. You can add multiple people at once, pick a campus. There's a couple required fields which you can also pick which fields are required. Then we can pick the family source or sorry. Yeah. Record source, which in this case is family registration, and that makes sense. We'll click next. And actually, let's do a marital status. Next. And it will ask us to fill out some contact info, but it's not required out of the box. You can pick a school if that's applicable, previous church, and we're gonna finish and we will be taken immediately to the first person's profile. And there you go. Now we've added our first family. Now you have some people and some families in Rock. I hope you have a better understanding of how Rock categorizes people, what it looks to add new information, and how we make sure that your data has integrity. Thanks for watching this video. Have a great day.