Identify contacts not currently serving

It's often useful to be able to easily identify those who are not currently serving on a rota or in a ministry. Churches and other organisations often want to communicate their serving opportunities so we've made that easy with two key reports available in the Rotas module - Not in a Ministry and Not on a Rota.

Alongside other reports that can help you identify and manage serving engagement in your church, both these "Not In " reports can be found in the Rotas module's Reports section - one in the Ministries section and one in the Rotas section.

Children, rotas and reports

While children in your Children module can serve in ministries and be added to rotas, the Not in a Ministry and Not on a Rota reports described in this support article will only include Address Book contacts in the results of these two "not in" reports.

However, "inclusive/in" reports, such as Ministry Members, Multi-Ministry Members and the rotas Overview report, do include children in those report results. Children are distinguished by a child icon next to their names.

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) and will therefore be included in the report's results.

Helpful statistics show the % of your Address Book in a ministry and not in a ministry for the site(s) being viewed. This report can be further filtered by Tags - perhaps if you wish to exclude those in your newcomers' tag or, due to the nature of the role, you only want to filter and communicate with non-ministry members in your members' tag. You can select one or more Tags to filter on, even inverting a tag to filter people not in a tag. Click Generate to apply the filter and see the matching report results.

From this report you might optionally create a tag of the matching contacts in the results - click Add to tag. You can also Communicate directly from the report to everyone in the report's results - perhaps sending an email letting people know about serving opportunities within your church...

Or you can Download the list of people to a CSV or PDF file for further review.

Not on a Rota report

Let's begin by defining who is considered a rota member. Throughout the platform, rota members are deemed to be

  • those in a team in a ministry, whether or not they are on an active or future rota; and irrespective of whether the underlying ministry is archived or active.
  • all "one-off" people who are not part of the ministry but who have been added ad hoc to a rota and who have future serving dates remaining for the rota. Once their last ad hoc date has passed, they're 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 (not Children) that are not currently classed as rota members.

The report can be further filtered by From the last time they were in a Rota and the Contact's Tags; you can also add those in the report's results to a tag - click Add to tag. You can Communicate directly from the report to all those shown in the results.

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