Identify contacts not currently serving
When considering healthy discipleship or recruiting potential volunteers, it may be helpful to identify those not currently serving. Churches and other organisations often want to communicate serving opportunities and promote the fellowship found in serving teams. Alongside the Rotas module reports that help identify and manage serving engagement and intended to stimulate healthy conversation, we've provided two helpful reports in the Rotas module: Not in a Ministry and Not on a Rota.
Note that, while children in your Children module can, of course, serve in ministries and be added to rotas, the Not in a Ministry and Not on a Rota reports only include Address Book contacts in the results.
Not in a Ministry report
Sometimes, people may be members of a team in a ministry but may not be on a current or future rota, perhaps because they've finished all their serving dates on the rota or they're having a break for a season. So, while technically they are not on a rota, they are nevertheless still a ministry member. The Not in a Ministry report identifies those people who are not assigned to an active ministry. People in archived ministries, but not in any other active ministries, will therefore be included in the report's results.
This report can be further filtered by Tags. Perhaps, due to the nature of a role, you want to filter non-ministry members in a 'Members' tag. You can select one or more Tags to filter on. The report list will automatically filter and generate as you select your chosen tags.
...which will surface a list of all the contacts in the report. Various Bulk Actions are then available to you, including Download CSV and Add to tag. There are also the options to Send email or SMS to those filtered contacts - perhaps to send a message letting people know about serving opportunities within your church.
Not on a Rota report
Let's begin by defining who is considered a rota member. Rota members are deemed to be:
- Those in a Ministry team, whether or not they are scheduled to serve on an active or future rota, irrespective of whether the ministry is archived or active.
- Any ad hoc people who are not part of a ministry but who have been added to a rota and who have one or more future serving dates remaining on a rota. Once their last ad hoc serving date has passed, they are no longer considered a rota member.
- Anyone designated as a ministry overseer.
Using this definition, the Not on a Rota report will list all Address Book contacts that are not currently classed as rota members.
The report can be further filtered for a past calendar month to identify contacts that have not been on a rota From the 1st of the selected calendar month. The report can also be further filtered to only show those in, or not in, select Tags. You can also choose whether to match any or all tags. Ensure to click Generate to make your changes to the report list. Just above the generated list, there is a helpful breakdown of the report statistics, which shows the percentage of those not on a rota and those on a rota.
Selecting View contacts surfaces a list of all contacts in the report, where various Bulk Actions are available to you, as previously mentioned in the Not in a ministry section. You can also use the Communication tab to communicate directly from the report to all those shown in the results.
