Data cleansing reports

ChurchSuite provides a number of data cleansing aids in many of the modules, each designed to help you identify missing, inaccurate or duplicated information. In each respective module, click into the Reports section and locate the section of reports titled Data Cleansing.

In this article - by module

Address Book
Children
Calendar
Small Groups
Rotas
Giving

Address Book module

Duplicate Contacts

This report can be used to identify potential duplicate contacts within your Address Book. The accuracy of duplicate detection can be enhanced using the Match on filter in the report. Click Generate to apply filter changes.

Potential duplicates can either be ignored, if they are not duplicates (click Ignore duplicate) or merged - see our separate support article for further information about merging duplicate contacts, children and givers. This is also the place to Undo ignore.

Full Details

This report generates a printable report showing all personal information held for contacts. Note that it doesn't include internal "admin-only" information such as Notes, Key Dates, Flows or Tags. It is essentially designed for those who may not have access to My ChurchSuite as a means of enabling those contacts to review and update their personal details through a manual paper process. An element of form customisation is available using the Fields filter; the report can be further filtered for just those in (or not in) any or all selected Tags.

Sex Check

This report provides a simple contact list for a filtered Sex, enabling you to quickly scan down the list, identify contacts with the wrong sex and make corrections. The report can be further filtered for just those in (or not in) any or all selected Tags.

Missing Data

This report enables you to quickly identify a list of contacts who have empty or missing fields of data based on the criteria that you specify. From the drop-down Missing Data selector you can select between missing Address Line 1, Postcode, Date of birth, Mobile, Telephone, Email, Photo - and also missing Job and Employer (if those optional fields are enabled). You can also match against missing data in your Custom Fields (i.e. where a custom field has no data). Click Generate to refresh the list whenever you change the filter. The report can be further filtered for just those in (or not in) any or all selected Tags.

Potential Couples

No, it's not a dating report! Using the Match on selector to match combinations of name and address criteria, this report suggests potential couples in your Address Book that have not been linked, providing a quick and easy way to link couples. Note that this linking will change the marital status for both of them to "Married" but you can manually update either or both contacts to a different marital status if you wish.

Children module

Duplicate Children

This report can be used to identify potential duplicate children within your Children module. The accuracy of duplicate detection can be enhanced using the Match on filter in the report. Click Generate to apply filter changes.

Potential duplicates can either be ignored, if they are not duplicates (click Ignore duplicate) or merged - see our separate support article for further information about merging duplicate children, contacts and givers. This is also the place to Undo ignore.

Full Details

This report generates a printable report showing all personal information held for children. Note that it doesn't include internal "admin-only" information such as Notes, Key Dates, Flows or Tags. It is essentially designed for those parents who may not have access to My ChurchSuite as a means of enabling them to review and update their child's personal details through a manual paper process. An element of form customisation is available using the Fields filter and the report can be further filtered for just those in (or not in) any or all selected Tags, or just in a certain Group.

Sex Check

This report provides a simple list for a filtered Sex, enabling you to quickly scan down the list, identify children with the wrong sex and make corrections where they are incorrect, without needing to edit children individually on their profile page. The report can be further filtered for just those in (or not in) any or all selected Tags.

Missing Data

This report enables you to quickly identify a list of children who have empty or missing fields of data based on the criteria that you specify. From the drop-down Missing Data selector you can select between missing Date of birth, Email, Mobile, Linked Parent, Parent Email, Parent Mobile, Postcode or Telephone. You can also match against missing data in your Custom Fields (i.e. where a custom field has no data). Click Generate to refresh the list whenever you change the filter. The report can be further filtered for just those in (or not in) any or all selected Tags.

Not in Gathering

This report builds a list of all children who are not part of a selected gathering and enables you to quickly add them to their eligible group within that gathering. If your church has multiple gatherings, simply work through each gathering methodically. Click Generate to refresh the results each time and then work down the list of results to add each child to their Suggested Group. A suggested group within the gathering will only be shown if the child has a valid date of birth and there is an eligible group within the gathering matching the child's age and the group entry/exit age criteria.

Note that it's not mandatory for children to to be pre-assigned to groups - they can still be checked in using the Child Check-in system, which will automatically assign them to their eligible group in the process. Assigning children into groups will enable you to more effectively filter parent/child communications to just those in certain groups and you will be able to better report on children groups and group growth.

Potential Parent Match

Using the Match on selector to match combinations of name and address, this report shows all children not currently linked to an Address Book parent and any potential parent contact match, with the option to link the child to a primary parent. The child is then auto-linked to the secondary parent based on the spouse/partner relationship of the primary parent.

Calendar module

Duplicate Events

This report lists all events that have been potentially duplicated, matching on event name, date and time. Duplicates may arise if an event is duplicated to create a new event but the date and times have inadvertently not been updated.

Missing Data

This report enables you to quickly identify a list of events that have empty or missing fields of data based on the criteria that you specify. From the Missing Data drop-down box you can select between missing event Description, Overseers, Location Name and Postcode, Tickets, Confirmation Email and event Image. Click Generate to refresh the list whenever you change the filter. The report can be further filtered for just events in selected Categories.

Small Groups module

Missing Data

This report enables you to quickly identify a list of small groups that have empty or missing fields of data based on the criteria that you specify. From the Missing Data drop-down box you can select between missing group Description, End Date, Reference, Cluster, Location Name and Postcode and group Image. Click Generate to refresh the list whenever you change the filter.

Rotas module

Missing Data

This report enables you to quickly identify a list of ministries that have empty or missing fields of data based on the criteria that you specify. From the Missing Data drop-down box you can select between missing ministry Description, Overseers, Rota Reminder Email and ministry Image. Click Generate to refresh the list whenever you change the filter.

Giving module

Duplicate Donations

This report provides a list of all donations that have potentially been duplicated, based on donation date, amount, fund and method. The report can be filtered to show results within a Number of months up to a specified month Ending with date.

Duplicate Givers

This report can be used to identify potential duplicate givers within your Giving module. The accuracy of duplicate detection can be enhanced using the Match on filter in the report.

Potential duplicates can either be ignored, if they are not duplicates, or merged - see our separate support article for further information about merging duplicate contacts, children and givers.

Missing Data

This report enables you to quickly identify a list of givers that have empty or missing fields of data based on the criteria that you specify. From the Missing Data drop-down box you can select between missing Address Line 1 and Postcode, Mobile, Telephone and Email. Click Generate to refresh the list whenever you change the filter. The report can be further filtered for just those in (or not in) any or all selected Giving module Tags.

Potential Contacts

Using first name, last name and initial matching criteria selected from the Match on drop-down selector, this report shows all givers not currently linked to an Address Book contact who has a potential giver contact match, with the option to link the giver to the contact. Click Generate to apply report filter changes.

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