Addresses

Addresses are tied to the family, not the individual. There are several different types of addresses defined in Rock, and you can add more if you’d like. The ones that are available out-of-the-box include:

• Home
• Work
• Previous

Adding An Address Type

If you'd like to add a new address type, follow these steps:

1. Add a new group location type under Admin Tools > General Settings > Defined Types > Group | Location Type. Be sure you select the Group | Location Type as there is also a Location | Location Type.
2. Add this new group location type to the Family group type under Admin Tools > General Settings > Group Types. From this screen select the Family group type and add the new address type under the General section.

Campus

If you’re a part of a multi-site organization, the campus is also tied to the family. Interestingly, if a person is a member of two families that attend separate campuses, the individual will be tied to two different campuses as well. This is a powerful pattern for blended families to use.

What Makes a Person

Before we start diving into the features, let's take a look at what makes up a person in Rock.

There are two main sources of data when looking at a person's record. First are the common data elements that are "hard-coded" into the system. These include basic fields like First Name, Last Name, Email, etc. These fields are common to all organizations, so they have been provided from the beginning and can't be removed.

Second, since every organization is different, Rock also allows you to add new data items to a person. We call these Person Attributes. You can add as many as you like, selecting a data type for each one. Common data types include:

• Text
• Date
• Number
• Dropdown of provided values (think of an attribute of T-Shirt Size with the values of S, M, L, XL)
• Boolean (aka True/False)
• Document

While there are quite a few other data types you can use, these are the common ones.

Over time, your list of added attributes can become quite large. To help with this, we have added the ability to group them into categories. You'll see these attribute categories later when we look at the Person Profile page.

Adding a Person

As you’re getting started, one of the first things you’ll want to do is to add someone (perhaps yourself) to the database. While it might be intuitive to look for a menu item labeled "Add Person," you won’t find one. Because people are members of families, you have to start with adding a family. You’ll find that under People > New Family.

Deleting a Person

While it might seem like a natural thing to do, deleting a person is not allowed in Rock. Why? The history of a person must be maintained in order for historical records to be accurate. Think about giving and check-in. If a person were deleted, you would lose their contributions and attendance information. Instead of deleting people, you can inactivate them in the database (more on how to do this later).

Below are answers to common situations where people would want to delete a record.

Scenario: John Doe no longer attends and has asked to be removed from the database.

You can consider John removed when he has been marked inactive. This should remove him from all future email.

Scenario: I just added a duplicate record and want to delete the new one.

Instead of deleting the record you will need to merge it with the existing record. See the Duplicates section below on how to achieve this.

Scenario: I just added a test record and now want to delete it.

It would be best not to add test records to your production environment. You might consider creating a test environment that you can treat as a sandbox. If you did add a sample record to your database, you have two options. The first option is to inactivate it like it was a normal person. The second would be to merge the record with an existing record.

Searching By Name

To find someone in the database, start by using the Smart Search tool found at the top of every page. This tool can be used to search several different types of data, but it defaults to searching for individuals by name.

When searching by name, it's important to know some tricks to improve the quality of your search and to save time. Keep in mind that you do not need to type a person's full name to search. You can type fragments of the name. Say, for instance, we are looking for Ted Decker. Here are several suggested ways we can search for him:

t decker
te dec
decker

Notice that none of these suggestions included "Ted Decker." That would be a waste of key presses. (Useless Fact: the average key on a keyboard has a life cycle of only five million presses.) Because you make fewer spelling mistakes if you press fewer keys, it's always a good idea to shorten searches.

Also, notice in our samples above that we never searched for just "Ted." If you provide only one name, we're assuming that you are searching by last name.

Once you submit your search, you will see one of two possible screens. If only one user matches your search, you will be taken straight to the Person Profile page for that specific person. However, if more than one person was returned, you will see a list of individuals. Select the correct one, and you will be taken to their Person Profile page.

Rock has a sophisticated algorithm for helping you find names even if you can't spel theem corectlly. You may often see other possible matches at the top of your search results.

Other Recommended Results

Searching By Phone

While not as common as searching by name, sometimes you may want to search for a person using a phone number. The Smart Search tool also has the ability to search by phone. Simply select the Phone option and type in the number.

Just like searching by name, you don't need to enter the full phone number to get results. You can enter any part of the phone number. (This is great for people who leave voicemails with rushed return numbers). If you were searching for the person with the phone number (623) 555-3322 (Ted Decker in our sample database), you could use any of the searches below to find him:

(623) 555-33
62355533
3322
555 3322

Searching By Email

Yep you guessed it; Rock can search by email using the Smart Search tool, too. Partial searches are supported. We're sure you've got it by now, so we won't repeat the search details here.

Searching By Address

The address search is also similar to the other search types. Keep in mind, though, that it only operates on the street address portion (first line) of the address. Sample searches for Ted Decker would be:

11624 N 31st Dr
11624
31st Dr

I Still Haven't Found What I'm Looking For

These four search options should meet your needs in almost every case. If you need to search with even finer detail you can write a quick Data View to find the person. See the Taking Off With Reporting guide to learn more.

Bio Bar

The Bio Bar gives you details and contact information about the individual. Here's a breakdown of this section.

1 Photo

If a photo is available, it is shown here. If no photo is available, a gender/age appropriate anonymous photo is shown. Clicking the top left corner of the photo will add the individual to your following list.

2 Labels

Labels are a quick way of categorizing a person's involvement. After installation, the following labels will be active on the page, but you can add custom items with some light development:

• Connection Status: Member, Attendee, Visitor, Participant
• Campus: Which campus the member's family attends
• Record Status: This label is only shown if the record is Inactive (e.g.they are no longer attending)

3 Tags

Tags are a handy tool for creating simple groups of people. Tags are so useful that they have their own chapter.

4 Demographic Information

This includes age, gender and marital status.

5 Contact Information

This section contains phone numbers and email addresses. Note that if the phone number has SMS enabled you'll see a icon made up of two speech balloons. Also if this page is loaded on a mobile device the phone numbers will appear as links to enable 'Click-To-Call'.

6 Actions

The action list allows you to launch workflows for the individual. See the Blasting Off With Workflows for details on creating custom actions for your organization. More details on the Photo Request action can be found in the Photo Request section below.

7 Social Media Links

Social media links for the individual are shown below their photo. These links are entered on the Extended Attributes tab on the Social Media attribute panel.

8 Email Address

Clicking the email address will launch a new communication to the individual. You may also see icons next to the address noting the individual's email preferences. If they have asked to not recieve bulk emails you will see a . If they have asked not to receive any emails the address will not be a link and the icon will be displayed.

9 Edit Link

The edit link appears when you mouse into the bio section. If you are on a mobile device, it is always shown.

Badge Bar

The next section is what we call the Badge Bar, with icons indicating a person's activity. While Rock comes preconfigured with several badges, you can add more. For more information on badges, including how to create new ones see the Badges chapter below.

1 Attending Duration

The Attending Duration badge shows you how long the individual has been a part of the organization.

2 16 Week Attendance

If the family is checking-in their children, this information will be displayed on the 16 Week Attendance badge.

3 Family Attendance

This chart gives you a wider picture of the attendance patterns over the last 24 months. Each bar represents one month. The taller the bar, the more often the family attended that month.

4 DISC Profile

If the person has completed a DISC personality assessment the results can be seem here. For more information, see the chapter DISC Personality Assesment.

5 Baptism Badge

The Baptism Badge shows if the individual has been baptized.

6 Serving Badge

The Serving Badge shows if the person is a member of a serving team.

Family Bar

The next section outlines the individual's family or families. The Family Bar lists each person's name, age and Person Profile page link, along with an address and editing link for each family.

The address section of the family bar has a couple of interesting features. Clicking on the to the left of the address will bring up an interactive map. Also when you roll-over the address a will appear to the right. This icon will standardize and geocode the address when clicked.

Tabs Bar

The lower area of the page is devoted to subsections, with tabs that are visible according to your security level. We'll talk about each one below.

Person Profile Tab

The first tab is the Person Details, with notes and key attributes. Let's break each of these areas down.

Extended Attributes Tab

The next subsection of the Person Profile page holds all of the added attributes and groups them by category. Only attributes with values are displayed. To add or edit the value of an attribute, just click the pencil icon in the category header.

1 Category

Attributes are grouped into categories to help order and manage them.

2 Category Header

Each category has a header with a name and optional icon.

3 Reorder Button

Those with 'Administrate' access to the attribute block can re-order the appearace of the attributes on the block by clicking this button and then dragging the attributes into the desired order.

4 Edit Button

To edit the values of the attributes in a category simply mouse-over the category and click the edit button when it displays.

As you create new groups of person attributes, you'll want to be sure you keep this page updated. See your administrator for help.

Groups Tab

The Groups subsection lists all of the individual's groups. The grid lists important facts like the type of group, the individual's role in the group and the date they were added to the group.

Contributions Tab

This subsection shows the contributions made by the individual (or family, if combined as a family) and any repeating giving profiles that they have. Staff members with security-level access can create new reoccurring giving profiles, or edit existing ones.

Security Tab

Rock takes security very seriously. From this tab you can see all of the security roles an individual is a member of. Next you can see each of the logins assigned to a person. Over time a person can obtain multiple if they forget one and re-register on the website.

Rock also tracks who has looked at a person's record. On this tab you can see how often a person's record has been viewed by each individual as well as who this individual has viewed.

History Tab

This final subsection on the Person Profile page shows a history of the person in Rock. It includes things like:

• Communication History: This lists all of the communications that have been sent to the individual.
• Attendance History: This lists all of the events and services that this person has attended.
• Person History: This lists all of the changes that have been made on the individual record. This is a helpful screen for identifying what was changed and who made the changes.

Family Members

First, add the individuals to the family. Completing this section should be fairly easy, but remember these points:

• Only use these fields to add individuals to the family who are not already in the database. If you know that one or more of the individuals are already in the system, just add those who are not. Once the family is saved, you can then edit the family and add the existing members.
• Note the marital status selection at the top of the list of family members. This allows you to set the marital relationship of the adults in the family. These options are defined as a Defined Value so you can rename them or add additional options. You can read more about editing Defined Values in the Admin Hero Guide.
• The grade field will only be shown when you are entering a child.
• Additional addresses (work, previous) can be added after saving the family.

Campus and Address

The final step in adding a family is to select their campus and add their home address. Additional addresses can be added to the family after it has been saved.

Want More Info?

For many, the family entry screen will be just what the doctor ordered, but some organizations may want to capture additional information about the family. The good news is that you can have both!

If you look at the block settings of the Family Entry block, you'll notice that a setting for configuring attribute categories. When you pick one or more categories, the Finish button at the bottom of the page is renamed to Next. After filling out the family information and selecting Next, you'll see an entry form for the first attribute category you selected. Completing this form and pressing Next will take you to the next attribute category. This will continue until you've entered information for each attribute category. On the last screen, you’ll see the Finish button.

The figure below walks through this use case with the Education and Visitor Information attribute categories set.

1

With the additional attribute categories added, the Finish button is renamed to Next.

2

After clicking Next, the first attribute category, Education, is displayed.

3

Navigation buttons are present to go both forward and backward.

4

The remaining attribute category, Visitor Information, is displayed next.

5

Since this is the final attribute category, the Finish button is back.

Duplicates Happen

To help reduce the number of possible duplicates Rock will display a listing of possible duplicates for those added to the family.

Overview Section

The top section of the page allows you to edit the family name, campus and record status of the family. The family name is used as a title for the family.

Since a person is tied to a campus through the family unit, this is where you would change the campus for all members of a family.

While the Record Status is typically set on a specific person, we know you’ll need to change it for a whole family at once sometimes, so you can edit this field on both the individual and family edit screens. When you mark the family Inactive, you will need to provide a reason. Like with the Individual, this helps the organization understand why groups of people are leaving and helps the next person who looks at this specific record understand why this change was made.

Family Member Section

The next section allows you to modify the members of the family. To add a new person to the family, click the Add Person button in the header. This will allow you to either select a person who is already in the database (say you are building a blended family) or add a new person (common if you are adding a new baby).

You can also move an existing person to a new family. This is commonly done by some organizations when a child turns 18. We’ll discuss this more in the Recommendations for Life Events section.

When you add an existing person to a family, you are given the option of removing this person from other families. If this is a blended family situation with joint custody, you’ll probably want to keep them in their current families. But, if the child is transitioning families, you most likely will want to remove them from the first one.

When an existing person is a member of more than one family a small delete button will appear which allows you to remove them from the family.

Where Do Duplicates Come From

Duplicate records happen - period. It’s important that your organization understands why they occur and has a process to eliminate them by merging duplicate records.

There are two main ways duplicates are added to the system. The first is human entry. Before you add someone to the database, it’s important that you make sure they haven’t already been added. Even if you’re certain they are new, it’s always a good idea to double check.

The second way duplicates are added to the system is from activity on the external website. While Rock tries to limit the number of duplicates that are created through activities like contributions and account registration, sometimes there isn’t enough data to know for sure. At other times a duplicate is created for security reasons. Rock has to be very careful not to allow someone to "hijack" a record. This would allow a person to create an account as another person and gain visibility to their contact and contribution information. In these cases, Rock will create a duplicate so that a staff person can double-check that the activity is normal.

Merging Records

While Rock will continue to pioneer new ways to prevent duplication, it will continue to happen (though hopefully at a reduced rate). So, let’s learn how to merge duplicate records.

The first step in merging records is to search for the individual who has a duplicate record. Type in the search criteria into the Smart Search field at the top of the page. When you get your results you can check the records that are duplicates and click the Merge button in the list's footer.

1 Select Records

First select the records you wish to merge.

2 Click Merge

Next, click the merge button at the bottom of the grid.

On the merge screen you will see each record side by side. Above these records, you will see a person picker that will allow you to add additional records that are also duplicates to the current record. This is necessary if you can’t select both duplicate records from a single search (perhaps one of the names is spelled wrong).

The first thing you'll want to do on this screen is to select the record that is the master record. This is the record that the others will be merged into. Once you have done this look at each row and ensure that the correct value is selected. If a value is not correct on the master record you can chose to select the data from one of the other records. When you’re done click the Merge Records button and you will be taken to the Person Profile page of the merged master record.

If there person does not have Edit access to the merge block they will see a message noting that their request to merge a person has been saved. This merge request will be listed under Tools > Data Integrity > Merge Requests. Out of the box Rock only allows the members of the RSR - Data Integrity Worker to complete merges. You can change this by giving other groups Edit access to the merge block.

Death of a Family Member

The death of a loved one is a very hard thing. It’s made even harder, though, when the remaining person is constantly reminded of their loss. We suggest that when someone notifies the church about a death, the following steps be followed:

1. Mark the individual’s record as Inactive with the reason of Deceased.
2. Move the deceased individual to a new family.
3. Remove all contact information from the record.
4. Add a note to the deceased person marked as Alert with the text of Deceased and the date they died.
5. If married, create a Previous Spouse relationship back to the spouse. In general it is best to leave the surviving spouse as Married as a matter of respect unless they indicate otherwise.
6. Don’t forget to talk to your finance department about how to deal with regular contribution records. We recommend that the contributions assigned to the deceased person be moved to the surviving spouse. This can be done from the person profile page.

Divorce

Before making these changes, be sure to discreetly get as much information about the family situation as you can. This will ensure you get the information right and not create an awkward situation in the future.

1. From the Edit Family screen, select the link Move to New Family for one of the adults.
2. Depending on custody status, you may want to ensure the children are in both families. To do this, find the new family and add any children to it, without removing them from their current family.
3. Create a Former Spouse relationship to both adults.
4. Update phone and address information.
5. Add any name changes on the 'Edit Individual' screen (under Advanced Settings).

Pre-configured Badges

Alert Note

This badge displays when an note for the person exists that is marked Is Alert. This is helpful when you want to highlight at the top of the page that an important note should be read below. This badge has the following settings.

• Note Types - Determines which note types to consider when looking for those mark as alerts.
• Badge Content - The HTML to display when an alert note exists.

Attending Duration

Showing all states (new, in weeks, in months and years.)

The Attending Duration badge shows you how long the individual has been a part of the organization. Using the First Visit person attribute it calculates the time span that the person has been attending and then summarizes it by either weeks (if less than 8), months (if less than 24) or years. If the person has started attending in the last week it show the value as New.

16 Week Attendance

It’s often useful to measure how often a family attends. If the family is checking in their children, this information will be displayed on the 16 Week Attendance badge. The top bold number is the number of times the family has checked in a child in the last 16 weeks. This badge gives you a concrete metric of family engagement.

You'll find that the graph shifts a bit as your look at the various individuals in the family. On adult records the graph shows a summary of all the individuals in the family. A child's record shows just their check-in events.

Family Attendance

While the 16 Week Attendance badge gives you a concrete metric, the Family Attendance badge gives you a wider picture of the attendance patterns over the last 24 months. With this chart, each bar represents one month. The taller the bar, the more often the family attended that month. This chart gives you an excellent picture of the attendance trend.

The bar graph on an adult will aggregate attendance for the whole family, while child records will only show attendance for the specific child.

Baptism Badge

Showing enabled and disabled state.

The Baptism Badge shows if the individual has been baptized, using the Baptism Date person attribute. If the person has been baptized, the water droplet will be bright and the rollover text will show the date of the baptism. If they haven’t been baptized yet, the droplet will be light.

Serving Badge

Showing enabled and diabled state.

Similar to the Baptism Badge, the Serving Badge shows if the person is a member of a serving team. If so, the clock is dark. Otherwise it is light.

eRA Badge

This badge shows the eRA status of the current person. See the Person And Family Analytics chapter for more information on this badge.

Labels

Showing all label types on the person profile page.

Each label in the Bio Bar indicates a separate badge. These badges show:

• Connected Status: Shows the individual's connected status in green.
• Campus: Shows the individual’s campus in purple
• Record Status: This label only shows if the person is marked Inactive.

Last On Site

The Last On Site badge displays the number of days since a person's last visit to a selected site. If the person has not visited the site it will not be displayed. The badge can be configured to link to a page that displays the visitor's sessions and pages that they visited. Rock comes installed with this badge configured for the external site.

Adding A New Badge

Hopefully you are able to realize value in the badges we have pre-configured for you. We’re sure though that you are already thinking of items you’d like to add. Luckily we have made adding badges easy.

There are two steps in adding a badge to the Person Profile page.

1. Define the badge you wish to add.
2. Add the badge to one of the badge containers on the Person Profile page.

Let’s walk through each step.

Defining a New Badge

You define new badges under Admin Tools > General Settings > Person Profile Badges. Here you will see a list of currently configured badges. You can also choose to create a new badge from this screen.

When you add a badge you provide it with a name, description and type of badge. Certain badge types require additional configuration. Let’s look at each badge type and how it can be used.

Geofenced By Group

The Geofenced By Group displays a label of the group name that has a geo-fence that the individual lives within.

Campus Badge

The Campus Badge displays a label of the individual's current campus. There’s not much more it does, so it’s re-use is very limited.

Attending Duration

Like the Campus Badge, the Attending Duration is fixed in nature and is not meant to be re-used.

Family Weeks Attended In Duration

This badge powers the 16 Week Metric Badge. It’s probably not that re-usable, but note that you can change the duration from 16 weeks to whatever value you desire.

Family Attendance

This badge drives the 24 Months of Attendance chart. It also provides several settings to allow you to customize it. For instance if you find the animation on the bars distracting, you can disable it. You can also change the duration from the default of 24 to whatever you wish.

In Group Of Type

Unlike the others, this badge type was made to be used often. This is the type of badge that powers the Serving Badge. Here’s how it works. You provide a Group Type and it will show the badge enabled if they are a member of a group of that type or disabled if they aren’t. The icon that is used for the badge comes from the Group Types "Icon CSS Class." There is an additional setting on the badge that allows you to set the color of the icon.

You can use this badge for all types of groups (think Bible Studies, specific classes, etc.)

Liquid Badge

The Liquid Badge is the Swiss Army Knife of badges. This badge takes a liquid template and renders it to the screen. You can learn more about liquid in the development documentation, but for now think of it as Microsoft Word’s mail merge feature for web development. The badge takes the data on the individual and merges it with your template.

Many of the label badges and the Baptism Badge use this badge type. Feel free to look at their templates to see how they work. You can develop some very powerful badges using this badge type.

Note:

As you create new badges, note the order they appear on the list. Badges will display in this order when you place them on the Person Profile page.

Adding Badges To The Person Profile Page

Once you have defined a new badge the next step is to add it to the Person Profile page. From this page click the from the Admin Toolbar. This will display a block properties button for each block on a page. Hover over the badge container block that you wish to add a badge to and select its button. Finally, check the badge you wish to add to the container and press Save.

Warning:

As you can see, badges are a very powerful way to display useful data about an individual. There is such a thing as too much of a good thing. Adding too many badges can diminish their value by overwhelming the viewer.

Your Tags vs. Our Tags

There are two types of tags in Rock, personal tags and organizational tags. Personal tags are only seen by the creator, while organizational tags are viewable by everyone. When you create new tags, they are created as personal tags. Your administrator can promote them to organizational tags upon request. When they are promoted, they keep all of the people tagged, so it’s a good idea to get started with a personal tag.

Viewing Tags

To view all of the individuals in a specific tag, select People > Tags from the menu. You will then be taken to a screen that lists all of your tags with the option at the top to switch to see public tags. Clicking on a specific tag will display all of the individuals in the selected tag. From this detail screen you can also manage the individuals within a specific tag.

Administrating Tags

Tags can be managed by an administrator under General Settings > Tags. The two most common reasons to administrate tags is to delete tags that no longer serve a purpose and promote personal tags to organizational tags.

My Settings

Every user has a My Settings page on the internal site. This is a place where each person can manage their Rock settings. Below is a listing of the settings available. Note that many plugins may install new pages here so your options may appear differently.

My Dashboard

My Dashboard is a central location for you to review all your assignments and open requests, as well as followed groups, items, and suggestions.

1 My Assigned Tasks

This is a list of workflows that are active and currently assigned to you.

2 Following Suggestions

This button lists the number of Following Suggestions currently waiting for you to review.

3 Followed Groups

This is a list of the groups that you are currently following.

4 Followed Items

Rock allows you to follow several types of entities. Here you'll find a list of all the items you have chosen to follow.

5 My Open Requests

This is a list of open workflows that you have initiated.

My Profile

This is a quick link to your person profile page.

Connection Status

The Connection Status helps categorize a person’s relationship to the church. While many churches will want to modify these options, the following statuses are available immediately after installation.

It is up to your organization to determine the right connection statuses for your ministry. These statuses can be modified by an administrator under Admin Tools > General Settings > Defined Types > Connection Status.

Record Types

Record types help Rock add some capabilities to track businesses within the database. This is mainly used to allow individuals to give financial gifts through their businesses. There are only two record types included after the install, Person and Business. For the most part, it won’t make sense to add additional types unless you’re adding new functionality by writing plugins.

Record Status

The record status gives you an idea of the state of the relationship between your organization and the individual. Each option included by Rock is discussed below:

• Active: Denotes an individual who is actively participating in the activities or services of the organization.
• Inactive: Represents a person who is no longer participating in the activities or services of the organization.
• Pending: Is used by the system to mark a record that needs to be verified before becoming active. This state is often used when someone registers on-line to allow a staff person to confirm the new individual and check that it is not a duplicate record.

You can add your own record statuses, but realize that some of the features of Rock assume that the values provided have a certain meaning.

Inactive Reasons

When someone is marked with the Record Status of inactive it’s a good idea to determine the reason. The system comes configured with the following reasons.

• No Longer Attending
• No Activity
• Moved
• Deceased

It’s simple to add more, so by all means feel free to add your own.

Marital Status

You also have the option of adding additional martial statuses to Rock. The defaults are:

• Single
• Married
• Unknown

Hopefully these cover it, but if not, then adding them is easy.

When To Use Person Attributes

Person attributes should be used anytime you want to store the characteristics of an individual. There are a couple of situations when a person attribute may not be the best fit though. Ask yourself these questions before you add a new attribute:

• Is there already a common person element or person attribute that exists? You’d be surprised how many duplicate attributes get created.
• Is the attribute related to a specific group? If so, consider making it a group member attribute.
• Is this attribute really needed? While there are a great many interesting things you could track about an individual you should ask yourself if the data item is helpful to your mission. You don’t want to get overwhelmed with the number of attributes you create.
• Will I be able to keep this attribute accurate going forward? If the value of the attribute changes over time you should ask yourself if you will be able to keep it up. Inaccurate data is often worse than no data at all. For instance tracking a child’s height might be interesting but impossible to keep accurate. Even if it is accurate, there is no way for a person to verify it.

Managing Person Attributes

Person attributes are managed from Admin Tools > General Settings > Person Attributes. Each element of the person attribute is discussed in detail below.

Basic Usage

Once you’ve added the Person Attribute Forms block to a page, you can configure the forms and fields for it to display. Think of forms as pages that the user will navigate between using Next and Previous buttons. The fields are the person attributes to display on each form. Open the blocks edit page to create the forms and select the fields. You can give each form a title to be displayed, and optionally add any header or footer HTML content to each form.

1 Display Progress Bar:

If you are going to configure this block with multiple forms, you can optionally have a progress bar displayed at the top of each page that gives a visual indication to the user on how far along they are in filling out the forms.

2 Save Values:

This determines when the values for each field are saved. They can either be saved after each page (when the user clicks Next), or at the end of all the forms (when the user clicks Finish).

3 Workflow:

You can configure the block to automatically launch a workflow after the user has filled out all the forms. For example, you may want to launch a workflow that sends a notification to a staff member, and/or perhaps sends a thank-you email to the person who filled out the form.

4 Done Page:

In addition to sending a workflow, you can also pick another page on your website that user should be sent to after they have filled out all the forms. This could be a page that has an HTML block with a thank-you message.

5 Forms:

One form is added by default, but you can add additional forms by clicking the [ Add Form] button at the bottom. To add Fields to a form, click the [+] button. This will display the Form Field dialog.

When adding a field to a form, there are several options for each field that can be set.

1 Person Attribute:

This one’s obvious. Select the person attribute that you’d like to display on the form.

2 Use Current Value:

Check this box if you want the user to be able to see what their current value is for this attribute. If you don’t check this box, the person will not see the current value, and if they don’t enter anything, it will get updated with a blank value.

3 Required:

Check this box if you want the user to be required to fill out a value for this person attribute.

4 Pre-Text/Post-Text:

You can optionally enter any text or HTML to be displayed before or after the field. This is useful if you want to highlight certain fields, or group them in a special way. This may take some HTML knowledge to pull off correctly, but it’s not required.

eRA – Estimated Regular Attender

Wouldn't you love to know each and every one of your regular attenders? Get a reminder every time a new one showed up and another when someone left? Well without divine intervention that's just not possible today. With all of the data in Rock, though, we can make a decent prediction of a regular attender. This is what we call eRA (no… not Earned Run Average… Estimated Regular Attender).

Viewing the Analytics

Person Profile Page

Most of the information will be viewed on the person's Profile Page, specifically the Extended Attributes tab. Let's take a look.

Security

By default all of these values are viewable by the RSR - Staff Workers and RSR - Staff Like Workers. You can adjust the security of each of these attributes under Admin Tools > General Settings > Person Attributes.

eRA Badge

The state of the person's eRA can also be seen on the badge bar. The eRA badge has 3 states.

• Is eRA: The person currently is an eRA
• Was Recently eRA: Was an eRA but exited the eRA criteria in the last 30 days.
• Is Not eRA: Does not meet the eRA criteria. This badge is simply blank.

eRA History

It's possible that a family can start and stop being an eRA multiple times. To help you see this type of activity we log each time a person enters and exits the eRA status on their history (Person Profile > History Tab).

eRA Workflows

Would it concern you if someone who has had regular activity in the past suddenly becomes irregular? Of course it would! You’d probably want to be notified or send them a communication, right? Well we’ve thought of that for you. The Family Analytics workflow can be configured to launch a new workflow anytime a family enters or exits from being an eRA. To help simplify your workflow, the job will pass in the following information:

A couple of things to think about as you configure your workflow:

• If the family does not have any adults configured, no workflow will be launched.
• Remember the "e" in eRA stands for Estimated. It's not perfect. If you have a communication as a part of your workflow, be sure not to make any assumptions. It's possible that they are still attending but are not giving or having kids check in. Try to make the tone of your communications more of a "Just checking in…" instead of "We miss you…"

Calculating the Analytics

All of these measures rely on the Family Analytics job to be running. This job is created for you but is not active. To enable it, simply go to Admin Tools > System Settings > Jobs Administration. From there you can select the Family Analytics job and active it. You'll also want to consider when and how often it is set to run.

The job can also be configured to launch workflows when a family enters or exits the eRA status. See the eRA Workflow section for more information on these settings.

Let's look at all the settings of this job in detail.

1 Workflows

Enables eRA entry and exit workflows to be configured.

2 Group Type History

Select any group types that you would like to store history for. When enabled new history records will be written to a person record whenever they start being in a group of this type or stopping being in a group of this type. If the person is in multiple group of a specific type it will only write a record when they leave all of the groups.

3 Set Visit Dates

When enabled this will enter the first and second visit person attributes. The logic for this is fairly complex as it considers only attendance. It also considered when the record was created. This prevents the system for adding a date to a record that has been around for a while (the case of an adult who has been attending and then has a child which becomes the first attendnace).

Creating A New Relationship Type

Known relationships actually use groups to store their values. Each person in the database has a hidden group that contains all of the individuals that have relationships to. When you configure known relationships, you’re really configuring the Known Relationship group type.

To add a new relationship type, follow these steps.

1. Navigate to the Group Types editor Admin Tools > General Settings > Group Types and select the Known Relationships group type.
2. Open the Roles section and add the new relationship role.
3. Save the group type
4. Optional: If your relationship has an inverse relationship (grandparent <-> grandchild), you can automate the creation of the inverse relationship by editing the role you created and selecting the inverse relationship. In order to pick the inverse, you must first create the relationship roles and save the group type. Then you can go back and edit the inverse types.

When adding a new relationship you can decide if this type of relationship should allow an individual to check-in the other. For instance, you may decide that grandparents should be allowed to check-in their grandchildren.

Photo Upload

When the individual clicks the upload link in their email, they'll be taken to the page below. This page is under External Homepage > Supporting Pages > Photo Upload but it isn't linked into the website.

The link they use to get to this page has an embedded security token that allows them to upload their photo without having to log-in.

The block on this page has a couple of settings you can use to alter its behavior. These settings include:

• Allow Staff: This setting allows staff members to change their photos. Some organizations may not want staff to update their photos as they have standard staff photos they'd like to keep consistent. The default value for this setting is false.
• Include Family Members: This setting will allow the individual to upload photos for their whole family from their link. The default value for this setting is true.

Bulk Requests

The easiest way to get a large number of photos into the system is to use the bulk photo request option. You can make these requests under Admin Tools > Communications > Send Photo Requests.

This screen allows you to send an email to a selected list of people asking them to provide a photo for the system.

1

Select if you want requests to go out to adults and/or children.

2

If you allow requests to be sent children, you can provide a minimum age for the selection.

3

Select the Connection Statuses you'd like to use as a filter.

4

Next, it's not helpful to request a photo from someone who already has one in the system. This feature allows you to exclude those who have a photo newer than a set number of years.

5

It's often a good idea to send yourself a test email to see what that recipients will be sent.

6

When you're ready, click Send.

After clicking Send, the users will receive an emailed request to upload their photos. The contents of this email can be modified under Admin Tools > Communications > Communication Templates > Photo Request Template.

Individual Requests

Bulk requests can help you populate your database with a large number of photos. But sometimes a personal request is needed. From an individual's Person Profile page you can quickly request a photo under Actions > Photo Request. This will launch a short workflow entry screen that allows you to type in a personal message to the recipient. Rock will add some instructions and links to your email to enable the upload process.

Verifying Photos

While it's highly unlikely, it is possible that someone could upload an inappropriate image. To help filter these out, Rock has a photo verification process. When a person uploads a photo, it's immediately available for viewing. At the same time, it's also added to a list to be manually verified. This list can be found under Tools > Data Integrity > Photo Requests > Verify Photos.

1 Show Verified Photos:

By default this screen only shows photos that need to be verified. Checking this box will show all photos - even those that have already been verified.

2 Select All:

Checking this box will select all the records on the list.

3 Photo Records:

Photos that have been submitted.

4 Status:

The current status of the photo.

5 Verify:

After selecting photos to verify, you must click the verify button.

Photo Opt-Out

When an individual asks to be opted out of receiving future requests for photos, they are sent to the opt-out page which is located under External Homepage > Supporting Pages > Photo Opt-Out.

They are also added to an application group called Photo Request with a member status of Inactive. You can view and manage this list under Tools > Data Integrity > Photo Requests > Photo Request Application Group. To remove someone from the opt-out list, simply remove them from this group.

Why DISC?

So, with all the personality tools available, why does Rock exclusively offer DISC? And what exactly is a DISC assessment? We have answers for all your questions here.

The Invitation

Now that we understand the concept and have a hint at the possibilities awaiting us once we've collected that information, let's look at how to begin. The process starts with a simple invitation.

Sending Invitations

Emailed invitations to take a Rock assessment are initiated by a Rock Administrator. There are two ways to do this. The first way sends an invitation to one individual. This is a great solution if you add a new member to your team and would like to collect their information at that time. The second method involves sending a mass invitation to a group of people. This is really helpful if you need to collect DISC results from a group and don't want to spend the time going into each profile to send individual invites.

Single Invites

To send a single invitation, a Rock Administrator needs to go to the Person Profile page of the individual they want to invite. In the upper right corner of the page is a drop down Actions menu. Select DISC Request to initiate the email.

You'll be taken to a DISC Request screen that allows you to customize the message before it is sent. Once you've made any updates, click on Send. You've done it! Pretty simple, right?

Group Invites

There may be times when you would like to send a DISC assessment request to a group of individuals. Adding the Lava clip below to any communication will provide a personalized link to the DISC assessment allowing the individual to take the assessment and have the results added to their record in Rock.

{{ 'Global' | Attribute:'PublicApplicationRoot' }}/DISC/{{ Person.UrlEncodedKey }} (outputs a link like http://yourexternalwebsite.com/DISC/a-unique-key-for-the-individual)

Customizing the DISC Invitation Message

While Rock ships with a personalized message in the invitation, it's possible you'll want to customize that message for your organization. If you'd like to change the whole message (or the default person text) you can do so by editing the workflow Admin Tools > General Settings > Workflow Configuration (the workflow is under Data Integrity > DISC Request).

The Assessment

Taking the Assessment

When a user clicks the emailed link to take the DISC assessment, they will be taken to a welcome screen with instructions on taking the test.

After they read the message and click Start, they will see an assessment screen with 30 questions. For each question, there are four options. They are required to select which phrase is most like them and which is least like them.

Displaying the Results

When they've completed the test, they click Score to receive their results. Their DISC Results page will be displayed.

1

Graph to illustrate the results for each of the four types and show which one or two types are scored above mid-line.

2

Complete written assessment of that particular personality type. This includes results in each of these categories:

a

Description

b

Strengths

c

Challenges

Viewing Results in Profile

A Rock workflow automatically updates the Person Profile page with DISC results, as well. The Badge Bar will display a graph on the far right side. Hovering your mouse over the graph will give you a quick description of their results.

Clicking on the badge will take you to that person's DISC Results page, where you will be able to view the same full graph and a more complete description of their personality profile, including:

1

Graph to illustrate the results for each of the four types and show which one or two types are scored above mid-line.

2

Complete written assessment of that particular personality type. This includes results in each of these categories:

a

Description

b

Strengths

c

Challenges

d

Under Pressure

e

Motivation

f

Team Contribution

g

Leadership Style

h

Follower Style

Catalog of Types

Each type has a lengthy write-up, but here is an exhaustive list of the Rock DISC type results and a brief description of them, as a comparison.

Following An Individual

The first step is to identify people you know. You can do this by clicking the following link on an individual's Person Profile page.

Bulk Following

Don't forget our friend, the bulk update tool. Bulk updates also allow you to add or remove a list of individuals from your following list.

Viewing Those You Follow

You can view a complete list of the people you follow under Login Status > My Settings> Following (the login status can be found in the top-right corner of the page). From this list you can manage the people you follow and remove any that may have been accidently added.

Engaging Following

OK, now that you are following people, let's use this data to build better connections. By following a person it means that you have a special interest in that person; that you care about what's going on in their lives. So, wouldn't it make sense that you'd want to know when it's their birthday or wedding anniversary, when they're joining a group, or better yet when they were baptized? Rock makes this a snap!

You can configure what types of notification events you're interested in under My Settings > Following Settings (found under the login status in the upper-right corner). Here you can see a list of all the events you can be notified of.

Every day Rock will determine if anyone on your following list has the configured notification events and will send you a personalized email of the results.

Rock Administrators can even set up new types of events that will be displayed here. But, more on that in a minute.

Configuring Following Events

Rock ships with several following events, but it's easy to set up additional ones yourself. You can manage these events under Admin Tools > System Settings > Following Events.

To add a new event click the from the bottom of the grid.

1 Name

The name of the event. This will also be used for the title on the email so it's best to use a plural form of the word like Birthdays.

2 Active

Whether the event is currently active.

3 Description

A brief description of the event.

4 Event Type

The type of event you are configuring.

5 Event Type Settings

Each event type will define unique settings.

6 Notice Required

This setting defines whether the follower gets to choose if they will receive this event. Sometimes they should be given the option; other times you know what's best for them.

7 Send Weekend Notices on Friday

No one wants their birthday to be missed because it's the weekend. This setting allows you to notify events that will occur over the weekend on the Friday before.

8 Notification Format

This is the lava that will be merged into the email for each event. You'll probably want to copy/paste this from one of the standard events but feel free to modify it to meet your needs.

Following Suggestions

Knowing who to follow can turn into a fulltime job if you let it. But why? Rock can do the work for you. Administrators can set up suggestion criteria under Admin Tools > System Settings > Following Suggestions.

Currently, the only suggestion type is In Group Together but more will be added soon. Even with this single type, you can see that it can be used in several different ways. You can even add your own suggestion types with a little bit of light development.

To add a new suggestion type click the from the bottom of the grid. This will bring up the page below.

1 Name

This describes the suggestion and will be used as a title in the daily suggestion email that is sent out.

2 Active

Whether the suggestion type is currently active.

3 Description

A brief description of the suggestion.

4 Suggestion Type

The type of suggestion that is being configured.

5 Reason Note

A brief message that will be shown to the user describing why the person is being suggested to them.

6 Reminded Days

The number of days to wait before notifying the person of this suggestion again if they have not followed the suggestion. Leave it blank if the person should never be reminded.

7 Auto-Follow

This setting will turn the 'suggestion' into a required to follow. In other words the person will not be given the option to follow the individual, it will automatically follow.

8 Notification Format

This is the Lava that will be merged into the email for each person being suggested. You'll probably want to copy/paste this from one of the standard suggestions but feel free to modify it to meet your needs.

9 Suggestion Type Settings

Note that each suggestion type will have its own configuration properties. The sample shows the In Group Together settings. Below is a guide to what these settings mean.

Dual Family Approach

When parents have dual custody and both parents are involved with the church, you may wish to use the dual family approach. In our example below Ben and Sarah Jones divorced a couple of years ago. Both have joint custody of their son Brian. Sarah went on to marry Jim Simmons. This is one way to set up these two families.

In this example Brian, the child, is in both families. He is still one record in the database, but he is a member of both families. This approach has some details you should know about.

• In reporting, Brian will be listed as a single record. However, if your reports list families, this pattern will add two families to the results.
• Brian can be checked in using either family’s contact information.
• Mailings will be sent to both home addresses.
• A report showing the parents of Brian will list out Ben Jones as well as Jim and Sarah Simmons. Each family will be listed as separate rows on the report.

Single Family with Relationships Approach

In the single-family approach the children of blended families are only connected to a single family and relationships are used to link them to other individuals (e.g. for check-in).

This approach may be preferable in cases where one parent has sole custody or if the other family does not participate in your ministry. In this approach, reporting and most other features act just like a typical family. Check-in can be allowed by other individuals using the relationship of Can Check-in.