Identifying contacts not in a small group
A key discipleship factor in many churches is small group engagement. ChurchSuite makes it easy to quickly identify not only those who are 'in' your active small groups, but also those who are 'not yet in' groups. In this article we'll look at the two standard 'Not in a Group' reports, and also how Smart Tags can also be used for more advanced matching of contacts or children that are not yet in a small group. Let's start with two reports...
Go to "Small Groups" > "Reports" and scroll down to the "Members" reports at the bottom of the page. You will see two "Not in a Group" reports - one provides a list of results and the other plots the results and your groups on a map. The maps report also includes a handy "Suggest a group" option.
View a list of contact who are not in a small group
The Not In A Group report displays a list of all the Address Book contact that are not in a group, along with some basic contact details. The blue "report filters" at the top includes options to perhaps filter contacts that have one or more key dates within a specified range (e.g. to filter the list based on those who have a key date of "Joined your church" within the last six months). You can filter by contact tags, perhaps to match just those individuals who are in (or not in) one or more tags - ideal for filtering members or non-members, or to see which leaders are not in a group.
Some of your groups might be discipleship groups, while others might serve another purpose. The "group tags" filter can be used to match against those who are not in a particular type/tag of groups.
Finally, you can filter based on group status. This filter is helpful if you have termly groups and means you can use the report to match against those not in any active, or those not in any future group, and those not in any groups at all.
Once you've filtered your list as you want, you can easily communicate direct form the report results to the matching contacts - ideal if you want to invite them to your upcoming small group promotional event. The report results can also be emailed on to another contact/user, downloaded or printed; or, if you wish, to work with that grouping of people further by adding them to a new Tag.
View a map of contacts who are not in a small group
The map version of the "Not in a group" report works in exactly the same way as the list version above; with the same report filtering options.
When planning for new groups, it can be helpful to see a map of existing groups, with all church members who are not in a group also plotted on the same map. That is what this report provides and can help you to either direct people to a nearby group, or to highlight where new groups might be needed geographically. Perhaps one reason a grouping of people are not in a small group is because there isn't one close to them geographically.
In addition to the report filters previously described, you can optionally plot a radius around groups to see which groups are within a certain radius of contacts who are not in a group. This might help you decide which groups to direct people towards in the first instance.
Clicking the map pins or group markers displays details of the person or group.
The "Suggest groups" option provides a list of possible suitable groups based on the contact's age, sex, marital status and location compared to each of your groups. Typically this workflow would follow some previous communication with the person so that they are expecting you to send them some group details.
You can filter the list to show just a certain number of suggested groups in the results - perhaps the top 2 or 3 - or further filter based on groups that meet on particular days of the week or groups within certain [group] tags.
The pop-up window includes some simple demographic information about the contact and then, using demographic matching, a list of suitable matching groups, using colours to indicate areas of demographic match. In the example below, Riyo matches the Meadows group based on geographic proximity and sex, but he's under the average age of the other group members, and no matching based on marital status - his marital status is unknown and there are no existing group members with an unknown marital status.
Finally, you can select one or more groups from the list (checking the box next to the group name) and then click "Send Flyers" to send an email to the contact with some information about the suggested groups. Select which optional information you would like the in the email and click 'Proceed'...
...before finally previewing a email, which you can optionally further personalise before sending.
Once you're happy with the email, click to preview and send the email. Sent group suggestion emails are recording in the contact's communications log, viewable on their contact profile page in the Address Book.
Using Smart Tags to identify people not in a small group
See also the related support article on Smart Tags for further details.
In addition to filtering reports by Tags, it's also possible to create Smart Tags that match contacts or children who are in active and/or future small groups. For example, the following smart tag matches contacts in the "Is a Leader?" tag who are not in any active or future small group currently. Notice how the red cross inverts the tag condition, allowing you to switch between matching who is in and who is not in a group. When used in conjunction with other conditions, smart tags provide a simple way to ask complex questions of you data, to get just the results you need to know.