Embed a newcomer connect form on your website

Included in ChurchSuite's Address Book functionality is the ability to create a newcomer connect form that can be embedded into your church's website. Newcomers can submit their contact details online and select areas of interest. Submitted details are added to your Address Book and optional notifications are triggered to alert ministry overseers. Newcomers can also be automatically added into Flows. This feature is called Address Book Embed.

In this article

Overview of Address Book Embed
Configuring Address Book Embed
What happens when details are submitted?
Managing newcomers added to the pending section
What happens if under 18s submit their details?

Overview of Address Book Embed

The principles and processes of Address Book Embed are similar to those you may already be familiar with for the Connect My Details form - the Sunday-facing form that enables newcomers to submit their contact details and areas of interest on a device running at your church's Information Desk.

Since Address Book Embed is on your public-facing website, anti-spam measures are employed to prevent spam contacts being added to your active Address Book. Newcomers are added to the Pending section of the Address Book.

Once reviewed, the newcomer contacts can be Set as active, which moves them to the Active section of the Address Book. Only contacts in the Active section of the Address Book are counted when calculating your monthly ChurchSuite subscription.

Like the Connect My Details form, the embedded newcomer form can be customised and styled to blend beautifully into your website. The feature is also multi-site enabled so that newcomers are assigned to the correct site. The Address Book > Embed module options give you complete control over which fields and areas of interest show in your embed form, which fields are 'required' fields and what happens to newly-created contacts when they are added - adding Notes, assigning to Tags, Key Dates and Flows; and triggering automatic overseer notifications and a newcomer success email/confirmation. Newcomers can submit details for their spouse/partner and children - ChurchSuite links the whole family.

Configuring Address Book Embed

Address Book Embed is configured in the Address Book module's settings, accessed via the cog-wheels icon in the top-right corner of the module. In the module's settings, select the Embed Options tab.

Begin by first enabling the embed feature - click Edit to make changes. The default embed code for the Address Book Embed form is also shown. Note the options to Preview the form and to further Customise the embed code. It's this line of embed code that you'll copy and paste into the source code or embed block section of a page on your website.

Select Customise to open the Embed options pop up. For multi-site customers, the Add to site option determines which site new contacts are added to. Select one site to always add new contacts to that site. Select none to give new contacts a choice of all your sites; or select multiple sites to give new contacts a choice of the selected sites. This option is helpful if your various sites have their own websites or newcomer web pages - you can easily generate site-specific embed code in this way. Where a site-selector is displayed on the embed form, newcomers will be able to choose from the site list. Finally, optionally set the Colour Styling and click Done when finished.

The embed code in the Newcomer Form box is updated to reflect the options you have customised. The code can now be copied and pasted to your website. Note that any time you make subsequent changes to the Embed options pop up above, you'll need to re-paste the newly-generated code into your website.

The "Customise" embed code generator

It's important to note that the Customise tool is essentially an Embed Code Generator - it generates embed code based on the options you select. However, the code is not saved when you close the module's setting page. This is intended functionality, allowing you flexibility to use the generator to create multiple custom embed codes; perhaps for use in different parts of your website. Each time you open the Embed Options tab, the default embed code is displayed. You must therefore copy and paste your customised embed code (perhaps to a text file or Word document) before navigating away from the page to avoid losing your changes.

Having pasted the embed code into your website, you can now begin to customise the content of the Address Book embed form using the other Embed Options explained below. Changes made to the following settings do not require updated embed code to be re-pasted into your website but note that these settings apply to all Address Book embed forms.

Begin by specifying the email address of one or more people who are to receive Notifications when newcomers are added. Separate multiple email addresses with a comma. You can further customise the appearance of your embedded form by adding a Title and Welcome Message, which display at the top of the embedded form. Click Edit to make changes.

Next, set the Fields to be shown on the form - click Edit to make changes - and whether any fields are Required. In addition to setting ChurchSuite's standard/optional fields as Enabled, you can also show custom fields too - see the related "Custom Fields" support article for further information. Note also the option to allow new contacts to add their Children. This option is only available to customers with the Children module on their account and has the effect of surfacing an Add child button on the Address Book Embed form. Click Edit to make changes.

Customising children fields on the form

Later, after you've completed the Embed Options for Address Book contacts, head into the Children module's settings and customise the Embed Options for children. In these settings you can enable optional Fields for children added through the Address Book Embed form. Click Edit to make changes.

You can also set whether children added through the Address Book Embed are assigned to Children module Tags and Flows, and whether Children module Key Dates are assigned.

All new contacts submitted through the Address Book Embed form are added to the Pending section of the Address Book module. You can also specify whether to add them to a Flow, add them to Tags or assign Key Dates. This is a great opportunity to ensure newcomers are added straight into your welcome and integration processes from the outset (perhaps a Newcomer Integration Flow). Click Edit to make changes.

Next, add Areas of Interest - click Edit to make changes. This section is optional but is great for engaging newcomers with thinking about their "next steps" with your church/organisation. We suggest keeping the list of areas and descriptions short, to save the newcomer having to endlessly scroll through every area of ministry or service you provide! You can Copy the areas of interest from your existing Connect "My Details" form, saving you typing from scratch - although the areas you display on your website form might be entirely different to the interest areas you provide at your Sunday information desk using Connect - ChurchSuite gives you the flexibility to surface different areas of interest in both places.

When adding Areas of Interest you can optionally add an Email address of the ministry overseer for that area and set an optional Flow to which new contacts should be added to if they select that area of interest on the form. You can add multiple ministry overseer Email addresses by separating them with a comma. Use the re-order controls to change the order of interest areas.

Finally, you can customise the Success Message that displays on the screen after someone submits their details. You can also send a Preset Success Email. You'll need to first create the Preset email (Administrator > - Presets) in order to select it from the drop-down list. Don't overlook the importance of the Success Email - it's your first opportunity to respond to newcomers and extend a warm welcome as they submit their details - perhaps explaining what's going to happen next in terms of follow up.

Note that a successful submission confirmation email is always sent whenever a new contact submits personal data into any form in ChurchSuite. The confirmation email lists all the personal data that was submitted (presented in a partially-obfuscated format) and that email is logged in the person's Communication log as an historical record of the data they first submitted. If a Success Email is specified, the same summary of personal data is appended to the end of your preset Success Email.

You can now view your finished results on your website or click Preview at the top of the Embed Options page. Note that selecting Preview will open the form in a new browser tab and surface your organisation's logo at the top of the page for illustration purposes only. The actual 'embed' will not include your logo, as the page you embed into will already likely be styled and branded.

What happens when newcomers submit their details?

This is a great question and you should know the answer so that you can engage your newcomer processes accordingly. Here's what happens...

  • A new contact is added to the Pending section of the Address Book.
  • Any spouse/partner specified is also added to the Pending section of the Address Book and the couple is linked. The spouse/partner will share all the contact information of the main contact (except email, telephone, mobile and DOB). Where an address is provided, the linked spouse/partner will show At this address on their profile pages.
  • Any children added as part of the submission will be added to the Pending section of the Children module and linked to their parents. Where an address is provided, the child will show At this address on their parent profile page(s).
  • Key Dates and Tags are assigned as set in the Embed Options (and also to any spouse/partner added). Address Book Tags and Key Dates are not added for children added to the Children module.
  • The new contact will also be added to your Flows, as specified in your form's settings (and any spouse/partner).
  • Notification emails are sent to the email addresses specified in the Embed Options Notifications settings, including to any ministry overseer email addresses specified for Areas of Interest.
  • A Note is added against the contact that their details were added through Embed. If any areas of interest were selected, these are noted too. (and any spouse/partner and children).

  • A success email Confirmation is sent to the primary contact detailing all the personal data that was submitted on the form. If a Preset success email has been set, this will be sent instead, with the personal data confirmation added to the end of the email. This email is logged in the primary contact's Communication log.

Managing newcomers added to the pending section

When people submit their details using Address Book Embed, ChurchSuite uses reCAPTCHA 'robot' checking to minimise the risk of spam contacts being created in your Address Book. This may require the submitter to tick to confirm they are not a web robot. They may also be asked to answer a picture question e.g. "click all the boxes in the picture that contain cars" - which in so doing, confirms they're not a web robot.

To protect your active Address Book, all new contacts are added to the Pending section, requiring a User to review the contact and Set as active. Pending contacts are unable to participate in any ChurchSuite functionality until they have been set active.

Duplicate contacts

When newcomer details are submitted through Address Book Embed, ChurchSuite alerts you to any potential duplicates in your Address Book, though not at the point of submission. When reviewing newly added 'pending status' contacts, you might see an information message alerting you that This person might be a duplicate. You then have the option to check this and either Ignore the duplicate, or Merge the duplicate contacts.

What happens if under 18s submit their details?

Ordinarily, all new contacts are created in the adult Address Book module when a newcomer submits their contact details and areas of interest. However, if the Date of Birth field is set as visible on the Embed form, and as long as the under 18 completes that field, ChurchSuite will correctly add the child the the Pending section of the Children module. Where a date of birth is specified, only those aged 13+ can submit their details.

Where date of birth is specified, and when an under 18 (but aged 13+) completes the form, certain fields are hidden - marital status, add spouse, add student details, add child, job, employer and Address Book custom fields, since these fields do not exist in the Children module.

Importantly, when an under 18 submits their contact details and areas of interest, Tags, Key Dates and Notes are all recorded against the child contact in the Children module. A success email is sent too and all notifications are sent as per the module settings.

Note: Children are not added to Flows, even if Flows are specified in the Embed module settings.

Data Protection and safeguarding: Under 18s present an interesting issue for churches/organisations when they submit their details via a website. In submitting their details, churches/organisations may have little or no connection with consenting parents and guardians. We strongly encourage churches/organisations to consider carefully how they work with new under 18s as they connect with your church or organisation. Give thought to your data protection and safeguarding processes as they are added to your database - perhaps a helpful consideration is, "How, as a parent, would you feel about your under 18 child having their contact details being held on a church's or organisation's database?". We hope this advise is useful and helpful.

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