Member Management

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How to manage your congregation records effectively.

Member Management

Keeping track of your members is the core of Church Ledger. This documentation explains how to add, edit, and organize member records for better pastoral care.

Viewing Members

The "Members" page displays a searchable list of all congregants. You can filter by:

  • Role: (Member, Guest, First-timer)
  • Household: Group members by family.
  • Membership Status: Active, Inactive, Moved, or Deceased.

Accurate Record Keeping Workflow

To ensure your data remains a clean "Source of Truth", we recommend this workflow for adding new people:

Check for Duplicates

Before adding a new member, search the system by phone number or email. This prevents duplicate entries for the same person.

Enter Core Details

Click Add Member. Fill in the required details:

  • First & Last Name
  • Phone Number (Critical for communication)
  • Email (Optional, used for statements)
  • Joined At Date (Helps track church growth)

Assign to Household

Once saved, use the "Assign to Household" action. This groups family members together, making it easier to manage shared addresses and family-wide giving.

Household Features

Households allow you to group family members together. This is useful for:

  • Family Communication: Only one email or SMS per family.
  • Shared Giving: Tracking contributions at a family unit level.
  • Address Management: Updating the family address in one place instead of for every individual.

Managing Guests & First-Time Visitors

Church Ledger prioritizes follow-up. When someone is marked as a First-Time Guest:

  1. They appear on the Dashboard Guest List.
  2. Pastors or welcome teams can see their contact details immediately.
  3. Once they attend a second time, the system will prompt you to upgrade them to "Regular Attender" or "Member".

Exporting Data for Ministry Use

You can export your member list to CSV or PDF at any time.

  • CSV: Best for bulk mailing or importing into social media/email marketing tools.
  • PDF: Best for printed directories or board meetings.
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