4. Send My ChurchSuite invites to your church members
In this article
My ChurchSuite is an incredibly useful tool, and this article aims to help you send invitation emails to your church members. However, if you have not yet enabled My ChurchSuite on your account, please ignore this article and refer instead to "Activate My ChurchSuite". If you have already activated My ChurchSuite but are now looking to send invitation emails to get your church members to use it, then you are at the right place - read on!
My ChurchSuite and Under 18s!
My ChurchSuite is only currently available for adult contacts in your Address Book module. For safeguarding reasons we strongly discourage churches from trying to circumnavigate this by putting children contacts in the Address Book module. Apart from potential safeguarding and data protection issues, those children will be prevented from participating in the other Children module functionality - like check-in, medical/special needs/consents, groups and group attendance etc.
There are two ways to send invitation emails for My ChurchSuite:
Sending an individual invite
To send an individual invite, go to "Address Book" > "Contacts" and click on the name of the contact you want to invite. Next, hover your cursor over the "My ChurchSuite" button (located above and to the right of the contact photo) to make a drop-down menu appear, before clicking "Send invite".
Are you unable to see the "My ChurchSuite" button? Probably My ChurchSuite isn't activated on your account after all - please refer to "Activate My ChurchSuite" support article.
After sending, the contact will receive an email invitation that contains a log-in link. The email also contains a summary of the person's contact data, asking them to update any incorrect details.
Shared email addresses
My ChurchSuite can still be accessed personally by couples who share the same email address. While their login email address will be the same, their passwords will be unique. Follow the above instructions for sending each partner/spouse a My ChurchSuite invitation email - those invitations are personalised. Each partner/spouse can respond to their own email in turn, clicking their personal email link that allows them each to set up their own password.
Now, when logging in, My ChurchSuite is able to determine which partner/spouse is logged in based on their email address and password; ensuring the correct contact profile and My ChurchSuite content is presented.
Sending a group invite
To send invite emails to entire groups in your church, or, maybe, even to all your church members, click on "Address Book" > "Communication". First, at the top of the page, select the contacts that you want to invite to My ChurchSuite - either "All contacts", a manual selection of contacts from your address book, or a choice of tags (tags are groups of contacts that can be set up in the Address Book). Then, at the bottom of the page, find the grey box that says "My ChurchSuite". Clicking the "Send My ChurchSuite emails" button will send the invitation emails out to the contacts you have selected (complete with log-in link). The invitation emails also contain an excerpt of the data your Address Book holds for each person, asking them to update any incorrect details.
You can also use this method to send "details reminder" emails rather than invitations. The only difference is that you need to click the "+OPTIONS" button, and then select "Details Reminder" under "Email type" before you click the "Send My ChurchSuite emails" button.
Managing your My ChurchSuite invitations
In addition to the "Address Book" > "Reports" > "Recent Logins" and "Inactive Contacts" reports, we've also provided some really useful Smart Tag conditions to help you monitor and manage the My ChurchSuite usage of your church members. Located in the Address Book module conditions are options for "Invited to My ChurchSuite" and "Last logged in".
Using these conditions you can build Smart Tags with conditions that identify Address Book contacts who have (or have not yet) been sent a My ChurchSuite invitation, and those church members who have last logged in to My ChurchSuite in the past X month(s).
For example, creating a Smart Tag with the condition "Invited to My ChurchSuite" = "No", you could then use the "Address Book" > "Reports" > "Communication Options" report to identify contacts who have My ChurchSuite login enabled, and filter by your Smart Tag to show only those who have yet to be invited to participate.
Similarly, you might build a Smart Tag that identifies "Invited to My ChurchSuite" = "Yes" AND "Last logged in" = "Never".