Contact Status Management is a feature of our CloudServices application. If enabled, a routine will run each evening and apply your church's rules to automatically inactivate or re-activate Contacts in your database.

Requirements

Once you've reviewed these requirements, contact Support to get the ball rolling!

• Simplify your list of Participant Types.
• Ensure all Participants have the correct Participant Type.
• End-date unused Groups and update Group Participants.
• Ensure you capture enough attendance, giving, and other data on a regular basis so that Contacts who are active display as such in your database.
• Ensure you understand the Participant Engagement Routine and how the Activity Log works.
• Edit the following fields on the Group Type record:

• Activity Log Start Date: The date a person was added in to the Group. If the Group doesn't take attendance, set to False so the person doesn't look inactive in the Group.
• Omit from Engagement Group Life: If true, this Group Type will not be considered by the Participant Engagement routine. 

This routine must be installed and enabled by Think Ministry. Contact Support to get started.

Initial Setup

Contact Status Management is extremely flexible to help you do church your way. Each Participant Type in your database can have unique rules for whether and how this routine evaluates Participants. For example, you may want members treated quite differently than non-members.

Contact Status rules for inactivating or re-activating Contacts are set based on Participant Types (Lookup Values > Participant Types). These should be reviewed and updated appropriately.

• Auto Inactivate: If subscribed to cloud services and set to true, inactivate Participants with this type once they have not had any household activity in the number of days defined below. If any household members have a different Participant Type that allows for more days none of the Participants in that household will be inactivated.
• Days Without Activity: The number of days without any household activity after which a Participant with this Participant Type would be inactivated provided that all household members were ready for inactivation.
• Set Inactivated To: The Participant Type that you wish people with this Participant Type to be assigned upon inactivation.
• Publication Unsubscribe: When true, cloud services will unsubscribe the person from publications at the time when they are made inactive.
• Auto Reactivate: If subscribed to cloud services and set to true, automatically change contact status to active for inactive participants with this Participant Type if activity confirms to the reactivation rules (fields below). Other household members will also be reactivated unless their Participant Type has a false value for "Reactivate with Family."
• Days Before Reactivating: The number of days after the Participant End Date when a record with this Participant Type can be reactivated automatically.
• Active Days Passed 30 Days: The number of distinct active days per the activity log for an individual required to consider them for reactivation.
• Set Reactivated To: The Participant Type that you wish people with this Participant Type to be assigned upon reactivation.
• Reactivate with Family: If true (default) and if one member of the family qualifies to be reactivated, all family members will be reactivated. If false, individuals will not be reactivated if they have this type and their family members qualify to be reactivated.

Configuration Settings related to this routine should also be reviewed and updated appropriately.

• CLOUDSERVICES,ContactStatusMgmtEnabled // Configures the Contact Status Management System. Set to 'true' so that contact statuses are evaluated nightly.
• CLOUDSERVICES,ContactStatusMgmtReportEmail // Email Address to deliver reports about contact movement. Leave blank to disable the report email.
• CLOUDSERVICES,ContactStatusMgmtTemplateID // Message ID to be used for sending Contact Status Reports.

Details

If enabled, a routine will run each evening and apply your church's rules to automatically inactivate or re-activate Contacts in your database.  The routine updates up to 200 records per night, if available. A system that contains hundreds of qualifying records may take several days to be fully up to date. 

• Check the Review Last Activity Date view on the Participants page which allows you to determine the date of last activity for each Participant and for their Household. This is a useful view in determining records that could be inactivated. See Inactivate Tool. We recommend cleaning up old records before enabling this routine.

• In order to be updated, the following must be true:
  • The Contact must be in a Household as the Routine looks at the Household's Last Activity Date.
  • The Contact must have a Participant record as the routine looks at the Participant type to run.
  • The Contact must have a Participant end-date in order for the routine to re-activate the Contact.
• All changes will be recorded in the Audit Log.
• The Participant record will be updated.
• A note will be added or appended on the Participant record of each impacted Contact.
  • Re-activated note: Reactivated By CloudServices on [DATE].
  • Inactivated note: Inactivated By CloudServices on [DATE].
• A daily report will be emailed to a designated email address.