Participants - From the Trenches

MinistryPlatform is flexible, and there are several different ways to approach a topic. Here are examples of how some churches in our community handle this topic. Adapt MinistryPlatform's functionality and these ideas to fit your ministry context.

Several churches have worked diligently to define very specific Contact and Participation types that are reflective of their church culture. Then they have worked with Professional Services or other developers to create views to help them see which Participant records are currently matching each Participant type.

Here is one church's definition of their Participant types:

  1. New – Default value when person is added to the database.
  2. Outreach Guest - Outreach Coordinator sets this status manually for anyone who has been moved into the Outreach process. A person is moved out of this status manually by the Outreach Coordinator. (not part of movement routine)
  3. Special Event Guest - Event type of Special Event – Attendance to these events only. These are typically members of other churches who attend our events ( Pumpkinfest, Easteriffic, etc.) but do not regularly attend Sunday Worship
  4. Attending - People who are beyond the "New" window and are still active outside of special events and/or have family giving
  5. Engaging - Engaged in activity Life Group or activity serving or leading in Ministry in the last 90 days – tied to attendance or serving/leading role
  6. Lapsing – No attendance or household giving activity between 90 and 180 days
  7. Disengaging – People without family giving and attendance for more than 180 days
  8. Inactive 
  9. Deceased - People who have contact status of deceased

Then, here is the church's Participant Type movement criteria.

  1. New:
    • Configuration values are set to create all new participant records with “New” (config values are DBT, Portal, Checkin2 and Common).
    • Doesn’t currently meet movement criteria for “Outreach Guest”, “Special Event Guest”, “Inactive”, or “Deceased”.
    • Currently in “New” status less than 31 days.
  2. Outreach Guest a. manual movement by Outreach coordinator only b. cannot be moved from this category via movement rules
  3. Special Event Guest:
    • Doesn’t meet criteria for “Outreach Guest”, “Inactive”, or “Deceased”
    • Only activity for a person is an Event participant record for an Event Type = Special Event and No household donation/pledge activity in last 180 days, or
    • Only activity for any person in any household members having an Event participation record where the Event Type = Special Event and No household donation/pledge activity in the last 180 days.
  4. Attending:
    • Doesn’t currently meet movement criteria for any other category: “New”, “Outreach Guest”, “Special Event Guest”, “Engaging”, “Lapsing”, “Disengaging”, “Inactive” or “Deceased”.
  5. Engaging:
    • Doesn’t currently meet movement criteria for “Outreach Guest”, “Special Event Guest”, “Inactive”, or “Deceased”
    • Event participation record in the last 90 days in a group where: i. either the “Engaging on Sunday” or “Engaging in LG” flag set to true, or ii. the person’s group role type is leader or servant.
  6. Lapsing:
    • Doesn’t currently meet movement criteria for “Outreach Guest”, “Special Event Guest”, “Inactive”, or “Deceased” or
    • Was currently in “Attending” or “Engaging” participant types.
    • No Event participant records or household giving activity between 90 and 180 days
  7. Disengaging:
    • Doesn’t currently meet movement criteria for “Outreach Guest”, “Special Event Guest”, “Inactive”, or “Deceased” or
    • Was currently in “Special Event Guest” or “Lapsing” participant types.
    • No Event participant records or household giving activity over 180 days
  8. Inactive
    • Person has an “Inactive” Contact status
    • Person has a participant type status other than “Inactive”
  9. Deceased
    • Person with a “Deceased” Contact status
    • Person has a participant type other than “Deceased”
Communication Plan Based On Movement

Several churches leverage Participant Type and movement criteria to create a communication plan for reaching out to individuals who are becoming less involved. For example:

  1. Lapsing - Email from pastor.
  2. Disengaging - Phone call from pastor.
  3. Inactive - Letter indicating membership status will be moved to inactive.

Communication plans look different between churches based on church culture, but Participant types and movement criteria can be a useful tool for strategically engaging with participants.

 

Last Modified: 6/5/2019

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