Whenever a person moves or passes away, we want to make sure their record is handled properly, so that their data and your reporting stay accurate.
In order to properly update a removed person’s record we need to set the “Removed By” status on their Person record. This will keep their record in the database while allowing you to filter them out of reports and certain windows. Using this method your end-of-year reporting stays accurate as the program will still find the Person’s record and know they were removed in the ascribed year.
After the reports have been printed at the end of the year, you have two options for how to proceed with removed people. You can choose to keep them in the database knowing that you can filter them out (this is recommended) or you can choose to delete them.
Note: If you are removing this person by death, you will receive a reminder window showing you some things you can check to make sure the database is up to date.
- Go to the Individuals Grid and highlight the person you need to remove
- Click the Edit button.
- Go to the Church tab.
- Change the Removed By field to the appropriate status.
- Set the Date Removed field to the actual date this person was removed.
- Change the Participation to the relevant status for the type of Removed By chosen. (Records Removed by Death will automatically have Participation filled with Deceased when you click Save)
- No other fields have to be changed on the Person record (if someone was/is a Member, keep him or her listed as a Member. It helps to remember that this person is now a Removed Member, not a Removed Non-Member).
- Once you are done, click OK.
As of version 9.1, there have been some automations put in place to help handle adjustments that should be made to a person's records when that person is marked as being removed from membership. Here's a list of things that happen automatically when this occurs:
- If a person is marked as being removed by Death, the date removed will now be automatically entered in the "Death Date" field
- When marked as being removed for any reason, the "Show in Church360 Unite" box is unchecked automatically, which will prevent this person's information from being further updated in Church360 Unite.
- When being marked as removed for for any reason, when you save your changes, you will be prompted asking if you want to remove that person from any static subgroups they are a part of. If you choose "Yes", it deletes that person from all static subgroups.
- If a person is marked as being removed by death, they are removed from being enrolled in any attendance event (This does not delete any attendance for past events).
- If a person is marked as removed by death, and they are marked as "Married" or "Separated" and that person is marked as the "Head of Household" in their household position field, and if there is a "Spouse" in the same household who is also marked as "Married" or "Separated", the following occurs:
- The surviving spouse is marked as "Widowed".
- The surviving spouse's date widowed is automatically filled in from the deceased's death date.
- The surviving spouse is now changed to be the head of household of that household
- The deceased's status in the household is changed from "Head of Household" to "Deceased"
- If a person is marked as being removed by death, and they are marked as "Married" or "Separated" and that person is also marked as "Spouse" in their household position field and if there is a 'Head of Household" in the same household who is also marked as "Married" or "Separated", the following occurs:
- The surviving Head of Household is marked as "Widowed" in their marital status field
- The surviving Head of Household's "Date Widowed" field is filled in with the death date from the deceased "Spouse's" record.
- The deceased spouse's household position is set to "Deceased"