How to move a child to the Address Book
When children turn 18 (or younger in some regions) or are no longer eligible for your Children module groups because they are considered an adult contact, then, subject to your data processing consent, you may be able to move their data from the Children module into the Address Book while still retaining all their important information and historic children group attendance history. Note that ChurchSuite never 'auto-moves' a child. Here's how to move a child...
A quick and helpful way to identify possible adults in your Children module is using a Smart Tag with a condition that matches children over a specified age - 18 in this example. Once created, that tag will serve as an ongoing reminder when children turn 18. You might typically review this tag once a year to see if anyone needs moving. You can then move those tagged children at the appropriate time of the year once they have finished participating in their youth groups.
To move a child, working within the Children module and viewing the child's profile page, select Move to Address Book from the More actions button...
On the Move to Address Book pop-up confirmation, confirm that you're happy to proceed with moving the child to the Address Book by clicking Proceed, or clicking X to abort.
The Move to Address Book pop-up opens with all the child's data pre-populated into the equivalent Address Book contact fields. Review the information in the pop-up, perhaps adding known missing information and responses to any required custom fields. At the end of the pop-up click Save to complete the process.
The child is moved. All the child's details, communication options, privacy settings, tags, and key dates are retained in their new Address Book contact profile, and event sign-up/invite history, small group membership, rota participation and existing My ChurchSuite access are unaffected and remain linked. The child is removed from all Children module Gatherings and Groups, but their historic group attendance data is preserved against the groups they attended. A Note is added against the contact's profile summarising the move and listing any child details that weren't moved i.e. where the data relates to the Children module only, including custom field data.
