View and edit a person's profile

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A person's UCare profile can be used to record their contact details, address, important dates, attendance, notes, files, photos, relationships, groups, grant access and more.

You can easily send them email and SMS messages or leave follow up tasks that are emailed to the team. 

Here is an example of some of those details on a profile page. The Recent attendance line lets you see at a glance how connected this person has been, with a blue dot displayed for every day they have attended a meeting.

Tip: If "Send email" is set to No then this person won't receive email, this can be set to No manually or it may have happened when they unsubscribed. Select Yes to resubscribe them to email.

Tip: Tap View map under their address to view a map and get directions.

 

Change name or household

If you need to change their name, household, gender or bar code then tap Edit and make the change. If you want to move this person to a new household then tap New household and enter the details of their new household and tap Save.

You can choose who can see a person's profile by restricting it to one or more security areas.

 

Contact details

The first section on a person's profile is contact details, this where all the contact info for this person can be kept. To change a contact detail first delete it by double tapping the X next to it, then add the updated contact detail. If the person has multiple contact details of the same type, then click the star to mark the preferred one (e.g. if you have a personal and work email listed then tap the star next to their personal email so that email will be sent to that address).

If the contact detail is for another person or there is some other info you need to record about the contact, then enter it in the Description field. The Description field is not available for Home contacts, also when you add a Home contact detail it will update the phone number for everyone in the person's household.

If UCare is unable to send to an email or mobile then they will be displayed in red, hovering the red contact will display a message about why sending failed. If the message was because their email box was full then tap reset to try sending to that email or mobile again.

Use search groups to find the people with missing or invalid contact details.

Note: UCare will not send message to every email and mobile number, the first email or mobile that was added to the persons profile will be used.

Tip: Restricted contact details will be excluded from exports, such as directory exports. You could use this if people don't want their number or email listed in a printed directory. To ensure their contact info is included in an export simply select the security area their contact details is restricted to.

 

 

Dates

Any important dates regarding a person can be recorded in this section, for example birthday, baptism, certificate expiry dates like child safety or even first aid training can be added. To change a date first delete it by double tapping the X next to it, then add the updated date.

You can add new types of dates just by typing the new type of date in the name field and the details field can be used to record extra info, for example the child safety number.

Use search groups to find people younger or older than a certain age, or by another date that is missing, past or coming up.

Tip: When you add a relationship the anniversary will be displayed in the list of dates.

Tip: The tags field can be used to add extra info. For example you may record the department that created added the date, you can later use search groups to report on all dates created by that department which may be KPI.

 

More details

If you have custom details that you need to record but isn't date related then add it under more details, you can add things like member status, title, nickname, or even occupation. To change a detail first delete it by double tapping the X next to it, then add the updated detail.

You can add new types of details just by typing the new type of detail in the name field.

Use search groups to find people with details, for example you could search for people with a nickname recorded, or all the people that don't have their occupation recorded.

Tip: The tags field can be used to add extra info. For example you may record the department that created added the date, you can later use search groups to report on all dates created by that department which may be KPI.

 

Notes

Notes can be used to record any important information about a person that may need to be communicated to others view the profile. While you can't change a note you can delete the old note and add an updated note. 

Use search groups to find people by the notes tag, for example you could search for people that had a note tagged Pastoral Care added in the last 30 days. You can also use note tags with the Group notes report.

Notes like contact details, dates, more details, files and tasks can be restricted to one or more security areas, in this case Pastoral Care. If you are an admin you can add you own security areas, for example for each of your church locations or Executive. Things that are restricted are only visible by people that have permission to those security areas.

 

Files

Attaching files to a person's profile is useful for many reasons, you can attach a permission form, a working with children approval form or any other file that is related to the person.

Use search groups to find people with a file, for example you might want to find all your kids leaders who don't have a working with children approval. File type can be used to narrow the type of files you are searching for.

 

Attendance

The attendance tab displays all the meetings that a person has been checked into and the time of the meeting. It also displays meetings for groups that they are a member even if they didn't attend, in which case it is unchecked.

 

Bookings

The bookings tab displays all the events that a person has booked tickets for and the date of the event.

 

Payments

The payments tab displays all the payments that a person has made and the time it was paid. The payments could be giving, orders or event bookings. 

 

Form responses

The forms tab displays all the form responses that a person has submitted and the time it was submitted. 

 

Side panel

The side panel is displayed on the right hand side of the page, if you are viewing on device with a small screen such as a tablet or phone you can access it by tapping 

The side panel includes extra options, tasks, relationships, groups and a photo. If you are viewing on a device with a small screen the photo will be displayed under the contact details. Hovering or tapping the photo will display options to change, edit or delete the photo and on many newer tablets and phones you will be able to change the photo using the camera.

The options include sending this person an email message and merging this profile with another, merging will copy all the information from each profile to the profile you are currently viewing. If you are an admin you will also so Latest activity, if you tap this you will be able to see the people that have viewed this profile and all the changes that have been made.

Tip: Email yourself their contact info so that you can add their contact details to your phone's contact list.

 

Send SMS message

If you have permission to send SMS messages then selecting this option will display the following form. By default messages will be sent from the mobile number that was registered when your UCare account was created, you can change it by changing your access. If a Sender ID has been added under security area settings then that will also be displayed, in this example MyChurch is the Sender ID.

Note: By default the max length of messages is 160 for normal characters or 70 for non-Latin/Unicode characters. But if you would like to send longer messages please contact support as we can increase this for you, although each message can cost extra after enabling this.

 

Relationships

Relationships allow you to see peoples relations at a glance and you add and remove them as needed. If you include an anniversary then that will also be display under the dates section. While there are many types of relationships included by default if there is any relationship type you need to add then just type it in the first field.

People that are part of the same household but haven't had a relationship added will still be displayed with the relationship type of "lives with".

Use search groups to find people with certain relationships, for example you might want to find all people with a child relationship. 

Tip: When a person receives an email sent from UCare they can unsubscribe or update their details, they can also update the details of any people who are listed as their child and is under the age of 16.

 

Groups

You can add people to one or more groups and these aren't just small groups, they can be ministries, or gifting's or just about anything you want.

Use search groups to find people that are in one or more groups, for example search for all the people in the church regulars group that aren't in a department group (i.e. not serving) and are in the Gifting: Hospitality group.

 

Edit photo

When you hover or tap a photo you get the option to edit the photo, which can be very useful to crop the photo so you can better see the face of the person.

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