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 a group. 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...

Head into the Small Groups module's Reports section and scroll down to the Members reports section. 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 contacts 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. You can optionally filter the report based on Key dates - perhaps to filter those who have a key date of "Joined your church" within the last six months. You can also 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 those who are not in a particular type of group. You can also filter based on the Groups status - ideal if you have termly groups and you want to match against just Active groups or Future groups, or Active & Future groups. Click Generate to apply the filter and see the matching results.

You can easily Communicate directly to the contacts in the report results - ideal if you want to invite them to an upcoming small group promotional event. The report results can also be emailed on to another contact/user - select Send report - and you can Download and Print the report. It's also possible to add the report people to a 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. There are also Map Options to plot a radius around each group so that you can more easily visually identify who is within a reasonable proximity of each group.

When planning for new groups, it can be especially helpful to see a map of your existing groups and those not in a group plotted on the same map. This report can help you direct people to a nearby group, or to highlight geographical areas where new groups might be needed - perhaps one of the reasons a grouping of people are not in a small group is because there isn't one nearby!

Clicking on a map pin or group marker 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 suggestion details.

The Suggest groups pop-up allows you to filter the list to show just a certain number of group Suggestions, and further filter based on groups that meet on particular Days of the week or groups within certain [group] Tags. Some basic demographic information about the contact is shown and a list of suggested groups, using colours to indicate areas of demographic match. In the example below, "Jamie" best matches the "Bramcote" group based on geographic proximity, sex and marital status, but he's older that the average group member age.

From the suggestions list you can select one or more groups. Click Send Flyers to auto-compose an email that has suggested group flyers embedded into the message. Select which optional information you would like the in the email and click Proceed to preview the draft email...

...which you can optionally further personalise if you wish.

Once you're happy with the email, click to Preview Email and send the message. Sent group suggestion emails are recorded in the contact's communications log, viewable on their profile page within the Address Book.

Using Smart Tags to identify people not in a small group

In addition to filtering reports by Tags, it's also possible to create Smart Tags that match contacts or children who are in or not in small groups. 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 but powerful way to ask questions of your data, to get just the answers you need to know. See the related support articles for further details about Smart Tags.

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