Fellowship One Small Groups 2.0

Transcription

1 Fellowship One Small Groups 2.0 Staff administrator guide to Small Groups 2.0 in Fellowship One Groups Administration Adding Families and Flocks... 2 Adding Span of Care... 3 Groups Adding/Editing Groups... 5 Adding Members... 7 Maintenance... 8 Delete A Group... 9 Entering Attendance... 9 Managing Small Group Requests... 9 Reporting... 9 Page 1

2 Groups Administration Adding Families and Flocks To begin the set up for new Small Groups 2.0: 1. Click on Groups, under Administration click on Custom Fields. Group Types and Search Categories have been setup for all campuses. If you desire a change to either of those options please submit a ticket to Technical Services with the request. There are four Custom Fields that will be defined in each group: Family, Flock, Language and Purpose/Target Edit the Custom Field named Family to add your Family leaders. 1. Click on the gear next to Family and selecting Edit User Choices. 2. Enter all of family leaders for your campus in the following format: a. Campus Abbreviation LastName. For Example: NLS Zachariah Family Edit the Custom Field named Flock to add your Flock leaders. 1. Click on the gear next to Flock and selecting Edit User Choices. 2. Enter all the flock leaders for your campus in the following format: a. Campus Abbreviation Group Type LastName. For Example: NLS MN- Hirschy 3. Add additional groups by clicking Add Another on the bottom of the page. 4. Click the Save Changes button at the bottom left of the page. Page 2

3 5. To remove a flock, click on the red delete dash to the right of the entry. Groups Administration Adding Span of Care A span of care defines an area of responsibility or reporting/selection. Each span of care is defined by group types, attributes, and custom fields of a group. The span of care is then dynamically populated with groups that contains those defined choices. Once a span of care is defined, an owner (the family or flock leader) is assigned to it. Assigning a Span of Care for leaders organizes the groups they are responsible for and defines which groups are displayed to them in Infellowship. You will create a span of care for every Family Pastor and every Flock Leader for typical structural reporting. Consider also creating spans of care for other demographic groups: o Seniors based on the age range defined in the group this SOC could include a cross-section of groups from different families/flocks. o Women Across Group Types selecting gender = Female without specifying a group type of Women s Ministry will return group that are for women including groups in Connect, Women s, Divorce Recovery, etc. 1. From the Groups menu option, under Administration, click on Span of Care. 2. At the top right click on the +Add button. 3. Enter a name for the Span of Care following this format: a. Campus Group Type Last Name Flock or Family: NLS MN Hirschy Flock 4. If desired entered a description for the span of care. 5. Click the Next button. Page 3

4 6. Select any or all of the Group Types that fall into this span of care. 7. Select any of the Basic Info attributes that apply to this span of care. a. Campus b. Gender c. Marital Status d. Age Range e. Childcare - This indicates whether or not children are welcome. 8. Select the Custom Fields that apply to this span of care. If the span of care is for a Family Pastor choose the Family Pastor. If the span of care is for a Flock Leader choose the Flock Leader. If the span of care is to being defined to capture all groups by language, choose the language. If the span of care is being defined to capture all groups of a particular Purpose/Target, chose that purpose. 9. Confirm all the settings and click Save this span of care. Add a span of care owner. The window will display There are no owners 1. Click on the Add one now link. 2. Search for the name and click on Save or Save and Add Another if there are multiple owners. Page 4

5 Groups Adding/Editing Groups To add new groups click on Groups and click on View All. 1. Under Actions click on Add a Group. 2. Select the Group Type - Campus and Ministry Group Details 1. Enter a name for the group following the group naming convention. a. Type-Lastname: MN-Hirschy 2. Optionally, enter a description. 3. Select the time zone. 4. Select the campus. 5. Select the start date that will correspond with when you still start using this small group with the new Groups 2.0 functionality. If you set the current date, but don t start for a month the small group leaders will begin receiving s instructing them to post attendance. 6. Select the gender if specific. 7. Select the Marital status if specific. 8. Select the age range if specific. 9. Check Children are welcome if children will be welcome at the group meeting. 10. Unlock Group- Leave this box checked to allow members to be added to this group. Uncheck the box to close the group to new members. 11. This group is searchable- Leave this box checked to allow the group to be searchable in the Small Group Finder. 12. Select the Family to which the group belongs. 13. Select the Flock to which the group belongs. 14. Select a Language. Not specified will assume English. 15. Select a Type of Group. A typical small group is the Discipleship Small Group. If this group falls into one of the other categories choose all that apply. 16. Click Next. Page 5

6 Schedule - Enter the schedule for the group then click Next. Location Enter the location. 1. Enter the city and state as the Location Name. 2. A Description is optional. 3. Enter the exact address of the group s meeting locatin. 4. Click Group location is private to ensure the address is not displayed on the Small Group Finder results. Permissions 1. Specify the permissions for the group for each staff member that should be allowed to view or manage this group. Create Groups For Flock Leaders Although flock leaders are set as owners of their span of care they would not be included in Groups reporting unless they are a member of a group. Therefore, you will create a group in which your flock leaders are all leaders. Create a group for each of the divisions of flock leaders: RMS MN Flock Leaders, RMS, WM Flock Leaders and assign the flock leaders as leaders of that group. This will ensure they are included in communications to small group leaders and in dashboard counts. Be sure to also add the family pastor to their flock group so they are included on communications. Page 6

7 Groups Adding Members Adding members to new Groups from old small groups Add all current small group members to the new group by running a People Query. 1. Click on People, People query. 2. In the Search By drop down list choose Participant Assignment. 3. In the Field drop down list choose Room, Location, Class. 4. In the Comparison drop down list choose Equal To. 5. In the Value drop down list, choose the Ministry, then the activity, then the desired RLC. 6. Click Run. 7. Check the box at the top of the list to select all results. 8. From the gear at the bottom left corner to Add to Group. 9. From the Choose a group drop down list select the desired group. 10. Click on the leader s name, then click on the Group name under their profile to change them from Member to Leader. Note: If the group was set To Not Allow New Members, you will not be able to add the members. Leave the group open for members, then you can go back at a later time and close it if you d like. Create A Group On the fly 1. Another option is to create the group at this point. If the group does not yet exist, select Add to a New Group. Select the group type and enter a name for the new group. The group will be created with the members from the query. Page 7

8 2. To fill in the details of the group created on the fly, click View Group Settings and enter the detail. Groups Maintenance Add A Person 1. Open the group and click Add a person from the Actions options on the right 2. After searching for a name be sure to select Member or Leader, then Save. If you do not click Member or Leader the name is not saved. Remove a person 3. Open the group, click on the Magnifying Glass in the View column 4. Click on Remove from the group. Change a person s group status. 1. Click on the magnifying glass under the "View" heading in the roster. 2. Click on Leader (or Member) under Change Member Status Also available on this view is History and Attendance for the member. Move a group to a different group type. 1. Click on Groups, Group Type under Administration. 2. Click on the Group type under which the group currently is saved. 3. Click on Manage/Move groups. 4. In the Move To column of the appropriate group select the Group Type into which 5. the group is to be moved. Page 8

9 Deleting a Group To delete a group you must have Permissions for the Group Type. 1. Click on Groups, View All. 2. Click on the group and click Delete this group in the actions. Entering Attendance Groups 2.0 has an automated feature which cannot be turned off that s that small group leader to remind them to enter attendance. It is recommended that you encourage all your leaders to manage their own group s attendance. If you have a leader that is not able to enter attendance, a flock leader or administrative assistant can enter it for them. Attendance for Groups 2.0 can only be entered from the InFellowship page. It cannot be entered from the FellowshipOne portal. Specific instructions are found in the Infellowship Small Group Leader Guide. How To Manage Small Group Requests The Find A Group is open to the public and a person may find their way to it, although we are not encouraging or directing anyone to do so. In the Small Group Leader Instructions we made it clear that if a request comes directly from a person looking for a group, rather than from the admin, that they should forward that to a staff member. When you process a request and determine a small group to which you want to connect the person, you will go the Small Group Finder on Infellowship, drill down into the group using the filtering options, and submit a request on behalf of the person. Be sure to provide their name and the correct address. You may need to log out. Also be sure to include a note to the small group leader including your name so it is clear that it came from a staff member, not from an individual. You will include as much information as appropriate to indicate what has already been communicated with the person. Page 9

10 Groups Reporting Master Group Export P9500 Master Groups Export This report outputs an excel workbook with several worksheets. The first worksheet is a document map describing the content of the other worksheets. This report exports all group types so you may need to first eliminate the rows of data for other campuses. To obtain dashboard numbers: o From Sheet 2 (Group Type from the document map), hide all columns except Group Type Name, Group Type and Unique Individuals. The remaining rows will give for each group type the # of groups and the # of leaders/members. o From sheet 3 (Groups from the document map), after removing all rows that do not apply to your campus, hide all columns between Group Name and Individual Count. Click in the column header of the Group name field, press Ctrl+F (find function), type flock and press Enter to find the first flock. Look to the Individual Count column to note the # of flock leaders in that flock. Press Enter again to find the next flock and continue obtaining counts until you have gone through all flock leader groups. Group Assignments/Mass P9400 Core Individual Records Report This report will return individuals assigned to selected groups. The data can be used for lists, rosters, excel output, as well as temporary group for mass Group Assignments and/or Attendance M1211 Core Attendance Report To report on group assignments or send mass use the M1211 report. In the field at the top labeled: Based on Attendance, Assignments & Group Membership: choose Everyone Assigned in a group (attending or not). This will return all assignments even though it is the attendance report. Use for reporting numbers and creating temporary groups for mass . You can optionally narrow the results by filtering on: Leaders/Members, span of care, group type, campus, and groups. Mass from portal With new groups you can also send a mass directly from the portal without running a report. To do so, open the span of care, select all groups (click the check box at the top of the list), from the gear choose Members and Leaders. On the right you can filter just Leader or just Members or leave it to include both. Click the check box to select all names, from the gear choose Send . Page 10