Records/Reporting System

System Owner: Wayne Dummitt

Purpose and Scope:
In order to provide our members, guests and attenders with the best systems possible we need to be able to keep accurate records and give timely and relevant reports. This system will make sure that we are able to keep our records up to date and make it possible for adequate reporting of attendance, giving and involvement of our church members.

Procedure:

People in Planning Center
  1. Make sure everyone is in planning center people each month, following the entrance of guests and updating member records.

Giving in Planning Center
  1. Steps for making sure we have the accurate giving records in planning center giving.
  2. Sending reports each quarter via email.
  3. Yearly Reports printed and emailed.
  4. Make sure the giving that comes through planning center/subsplash giving matches with our bank accounting records for yearly reports.

Groups in Planning Center
  1. Make sure the members and guests are invited and encouraged to be part of a life group.
  2. Make sure the students, etc... are added to the appropriate groups.
  3. Keep an eye on the groups and archive the ones not being used.

Registrations in Planning Center
  1. Make sure those who register for events are followed up with appropriately.
  2. Make sure finances that come in from the registrations is kept separate from general funds for record keeping.

Check-Ins in Planning Center
  1. Make sure guests are added the day they arrive for the first time.
  2. Help get the children of guests into the Check ins system for security purposes.

Quicken Banking
  1. Make sure the bills are paid on time.
  2. Make sure the ledger is kept up to date weekly.
  3. Keep accurate records with the proper Tags on each transaction to make yearly reporting easier.
  4. Reconcile the bank statements with the Planning Center Giving Records (Monthly/Yearly).
  5. Produce Reports when necessary.

MailChimp
  1. On the form below, you can sign up anyone for theCrossroads email list:

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Acknowledge
This system has been reviewed with me and I have had an opportunity to ask questions and discuss pertinent details. I understand my role on the team.