FAQ
General
1. What is an Internet application and how is it different than desktop software?
2. How does GroupFinder interact with our church’s database?
3. Who can see contact and group information?
By Small Group Members
4. How do I use GroupFinder to find a small group?
5. What do I do if GroupFinder logs me out due to inactivity?
By Small Groups Leaders/Coaches
6. How do I set up a new small group?
7. How does GroupFinder help with email communication?
8. How do I find new people for my small group?
9. How do I use GroupFinder to recommend or find curriculum?
10. How do we use the contacts/events feature?
11. What type of reporting features does GroupFinder have?
12. How does GroupFinder help with coaching and small group leadership structures?
By Small Group Directors, Administrators, IT Support
13. How do we integrate Churchteams into our website?
14. What does it look like when Churchteams is integrated into a church’s website?
15. How do I set up GroupFinder for use?
16. How do I get people to use GroupFinder? What is the email reminder feature?
17. How does GroupFinder interact with our church’s database?
18. How do we import data from our database to GroupFinder?
19. Can we export data from Churchteams?
20. Why might a church elect not to synchronize GroupFinder with their central database?
21. Can we re-customize and repopulate the tool and start over?
22. What about security?
23. Do you make our data available to anyone else for any reason?
24. How do you get small group leaders to keep their information current?
25. How does the group generation process work?
26. How do we delete inactive or duplicate groups or members?
27. Can we turn off GrowthFinder if we don’t want to use that feature?
28. What if I have an idea for an additional feature?
29. What if I have a problem, can I get support?
30. What logic does GroupFinder use to match people to small groups?
31. Does GroupFinder recognize relationships between individuals and families?
32. How can we keep members identities confidential for support and recovery groups and still allow people to browse a group?
33. How do the mapping features work?
34. What is Growthfinder?
35. How do I set Growthfinder up for use?
36. How do I keep monthly and annual records of our small group ministry?
37. How can we use GroupFinder to track guests and prospects?
38. How can we designate a group (full) on the Browse Groups page?
1. What is an Internet application and how is it different than desktop software?
An Internet application is a new way of thinking about information and computers. Your desktop computer is no longer the central storage unit for your software program and information. It is now a doorway to your program and information. With Churchteams as your “IT Department” your program is always up-to-date and your information secure and accessible from anywhere in real time.
2. How does GroupFinder interact with our church’s database?
The Groupfinder database is usually an auxiliary to a church’s main database. Members and leaders get hands on access to the Churchteams database while the main church database remains secure. As a reporting tool, collecting information from the front lines, GroupFinder helps keep the main church database updated by sending emails to an administrative assistant when updates are made online. So, keep the main church database centralized for financial and other records. Just use Churchteams as an extension to manage small groups and assess spiritual growth. Begin by exporting basic information to Churchteams from your main database. Use emails generated by Groupfinder when online changes are made to keep the main database updated. Periodically refresh Churchteams data with new people and new address information from your main database.
3. Who can see contact and group information?
Because of its customizability, you determine who can see what information and how much. There are 5 levels of security that enable greater or lesser access for guests, members, leaders, coaches and the administrator. There are even options within these levels that can be toggled on or off to increase or decrease information access. In addition, Churchteams supports 128 bit encryption via SSL.
4. How do I use GroupFinder to find a small group?
Some churches set up a browse groups option on their website that allows you to preview groups and simply send emails. For more information, get the member password for GroupFinder from your church. Once you’ve logged in you can either filter the small groups and choose one to contact, or login to ‘My Place’ and fill out a GroupFinder Profile which will match you to the groups that most closely fit your interests. When groups list an address for their meeting, a mapquest map to the group is provided to help you find the meeting location.
5. What do I do if GroupFinder logs me out due to inactivity?
For performance and security reasons GroupFinder will automatically log out a user after 20 minutes of inactivity. The email page and meeting information page allow for up to 50 minutes before you are timed out. If you are timed out you will need to log back into GroupFinder and return to the page you were previously at to continue working. If you get the timeout page right after logging into GroupFinder then it is likely that you have session level cookies disabled in your browser. GroupFinder requires a session level cookie that is just used for the duration of your GroupFinder session. In Internet Explorer the cookie options are in the Tools menu under Internet Options and then on the privacy tab. By default Internet Explorer allows session level cookies but under the Advanced button this can be explicitly controlled.
6. How do I set up a new small group?
Setting up a new small group is easy to do and very intuitive. Get the link and password from your church, then follow the step by step instructions from the “Create a small group” link. For a printable and reproducable guideline on how to do this click here.
7. How does GroupFinder help with email communication?
Small group leaders can use GroupFinder meeting reports as communication to their entire group as well as to their coach or pastor. This is a convenient way for them to email prayer requests, snack schedules and review a meeting for members who may have missed. The ways to use this are limitless. Small Group Pastors or point persons should use the tool to email all their leaders or for that matter any member type at any time. Use this for reminders, administrative communication, or for passing on training tid-bits. The tool can even be used to email churchwide newsletters or last minute reminders or other communication. With everyone using it, email addresses stay current for everyone to use. It is recommended that you use BCC for mass emailings both for security of emails and for convenience of viewing them.
8. How do I find new people for my small group?
Once logged in as a small group leader, simply select the “View/export people not in a small group” link. At the coach and administrator level this feature can be accessed via the “Member Reports/Communication” link. There is an option on this page to sort for people not in groups based on their zip code.
9. How do I use GroupFinder to recommend or find curriculum?
Use GrowthFinder customization features at the administrator level to update recommended curriculum that will be accessible to all group leaders. At the small group leader level, simply select the “Find Curriculum” link to access these recommendation.
10. How do we use the contacts/events feature?
First of all this feature should be customized according to the purpose the church has for it. For example: contacting prospects, birthday, anniversary, significant life events, participation in a church program. This can be done under the “Customize GroupFinder” link. This feature is tied to individual members, not groups. Therefore, the way to access it is through the “Browse Member” link on the GroupFinder “Main Menu”. Select the individual and then “View/update the contact/event information” for that individual. This information can then be exported in mass according to a date range using the “Member Reports” feature at the coach and administrator level.
11. What type of reporting features does GroupFinder have?
Member level access only gives access to view the individual groups. Small group leader level access allows leaders to see “Group Reports” which allow them to access rosters, attendance, labels, export group information, and people not in groups. In addition coaches and administrator access “Member Reports” which is a powerful feature for emailing, getting labels for, creating rosters for or exporting information for an endless variety of specific individuals within the database depending on how the tool is customized. For example: small group leaders, hosts, prayer coordinators, events coordinators, people interested in a young adult group who have filled out a GF profile, people who’ve been contacted within the past month, or new members in the past year.
12. How does GroupFinder help with coaching and small group leadership structures?
GroupFinder has 2 levels of leadership between the small group leader and the administrator. The Coach’s area allows leaders of small group leaders to see all their groups at once. From this area they can communicate with, track their interactions with, and get reports on their leaders and small groups. The Community Leaders Area is designed to do much the same thing for those who lead coaches. The default terms for these positions are coach and community leader, however, these terms can be customized by the administrator to fit a particular church’s language (Customization Features - Organization Options).
13. How do we integrate Churchteams into our website?
When a church signs up for Churchteams, a follow up email is sent to that church with the html code necessary to allow a church member or guest to login to GroupFinder directly from the church’s website. Just email this code to the church’s webmaster. That HTML code, and additional integration information, can also be found at the administrator’s level under “Customization features” and then “Organization options.”
14. What does it look like when Churchteams is integrated into a church’s website?
Here are some examples of how other churches have integrated Churchteams into their websites:
The Church on Rush Creek
The People’s Church
Westside Family Church
The Village Church
Faith Baptist Church
15. How do I set up GroupFinder for use?
This short video will walk you through your very first steps of using the tool. It also comes with the email you get back when you sign up for the 30 day free trial. In short, you can login to GroupFinder using the administrator password you set up during sign up. The first time you login with the administrator password the Setup Screen will appear to help you set GroupFinder up for use. You may also access the Quick Setup screen on the Administrator’s main menu if you ever need to refer back to it. The Advanced Setup document will take you further in setting up the tool. Coaching videos are also available to help with specific tasks. With experience you will be able to skip the setup screen and go directly to “Customization Features.”
16. How do I get people to use GroupFinder? What is the email reminder feature?
Once you have the tool set up, have a training session with your group leaders on how to use it to keep their information up to date and for reporting. For a printable and reproducable guideline for leaders click here. Make the password available for members in your church bulletin and newsletters, and encourage its use at every opportunity. When the email reminder feature is turned on: (1) by the administrator (Customization Features - Email Reminder Options - top 2 (or3) boxes checked), (2) for each applicable group (Group Information Page - Update Group Information), and (3) “yes” for meeting reports is clicked beside the leader (or another members) on the group’s info page; then Groupfinder will automatically send up to 3 email reminders over the next several days to group leaders asking them to fill out a meeting report and providing quick links to assist them in this. A 4th email reminder if necessary is emailed to the leader’s coach.
17. How does GroupFinder interact with our church’s database?
The Groupfinder database is usually an auxiliary to a church’s main database. Members and leaders get hands on access to the Churchteams database while the main church database remains secure. As a reporting tool, collecting information from the front lines, GroupFinder helps keep the main church database updated by sending emails to an administrative assistant when updates are made online. So, keep the main church database centralized for financial and other records. Just use Churchteams as an extension to manage small groups and assess spiritual growth. Begin by exporting basic information to Churchteams from your main database. Use emails generated by Groupfinder when online changes are made to keep the main database updated. Periodically refresh Churchteams data with new people and new address information from your main database.
18. How do we import data from our database to GroupFinder?
Most databases have the ability to save information in a comma separated value format. Your database manager can carefully sort the members you want in GroupFinder and then export and e-mail that file to Churchteams. We will then review your data to make sure of its integrity and import it into your GroupFinder database. We are very accessible by e-mail to help with this process. More detailed instructions are given in the “Setup Screen” once a church has signed on. Two imports per year is included with a paid-up annual subscription. There may be additional fees for additional imports each year. These fees will be arranged on an individual basis via email. If you would rather, we can toggle on a feature for you to do these imports yourself as frequently as you would like. Just email us if you would like to turn that feature on.
Instructions for exporting data from:
Shelby
ACS
Fellowship One
19. Can we export data from Churchteams?
Yes, GroupFinder has a couple of powerful reporting tools that can export any information from Churchteams into any spreadsheet or database. This is useful for putting together unique reports and for adding information to the main database.
20. Why might a church elect not to synchronize GroupFinder with their central database?
Some churches have chosen not to synchronize databases. They use GroupFinder as a distinct tool for managing small groups and require each member in the church to login and create a GroupFinder profile. This is especially useful for maximizing the placement features GroupFinder offers. It definitely maximizes the use of the tool within the church. It’s easy for anyone to do, but it does require a well thought through plan for ongoing promotion.
21. Can we re-customize and repopulate the tool and start over?
In some situations it makes sense for a church to completely re-customize and repopulate their GroupFinder tool and database. To do this, simply email boyd@churchteams.com for further instructions.
22. What about security?
Churchteams supports 128 bit encryption via SSL.
To access Churchteams using SSL just use https instead of http at the beginning of the link. For example https://www.churchteams.com/groupfinder.asp.
In addition to SSL security there are 5 levels of secure entry into the GroupFinder tool. Each one allows greater access to information. Some of the features can even be customized to modify the level of access. The individual level password can be publicized in the church bulletin and other methods of communication for members and potential members. This level only contains information that would be similar to a church directory and listings of small groups.
Here are 5 levels of security for Churchteams:
- A read only level that doesn’t require a password and only allows an inquirer to email a leader of the group they might be interested in.
See the blue button at the top right of Rush Creeks Website for an example of this browse only feature. When you go there, try the filter groups option. Please don’t actually email Rush Creek SG leaders. - A member’s level for filling out profiles.
- A leader’s level for managing and communicating with small groups.
- A coach’s level for managing and communicating with groups of small groups.
- An administrator’s level for full access including customization.
You may access all of these levels in the Sample Church database when you sign up for a Free Trial. Churchteams values the integrity of the information included in our applications and works extremely hard to make sure each church has the flexibility to find the right balance between security and access.
23. Do you make our data available to anyone else for any reason?
No, we do not sell, give or make available any of your information to anyone else unless you specifically ask us to do that. Your data belongs to you.
24. How do you get small group leaders to keep their information current?
Small group leaders are the key to the ongoing successful usage of GroupFinder and Churchteams. They are the ones responsible to keep the information updated on their small groups. How do we get already busy people to give time to updating this information? Here are some proven ideas:
- Make it easily accessible. Give them a favorites or bookmark link that includes the password. Look under Customization Options, Security and accessibility for this link. Just email it to your group leaders and it will take them right to the GroupFinder main menu. Note: one reason not to do this is to keep traffic flowing through your church’s website.
- Encourage small group leaders to recruit a communication coordinator from the group to keep info up-to-date.
- Use the small group meeting report form! This is huge. Use it to report attendance as well as communicate details like prayer requests to their small group via email. The email goes to everyone in the group, the coach and the small group administrator or director. Everyone benefits!
- Get coaches involved to encourage their small group leaders and follow up with them.
- Communicate with your small group leaders by email regularly with news, updates, reminders, training, stories and other ideas. This gets them used to e-managing small groups. (Use GroupFinder as your email distribution list. It will be more up-to-date than any other type of distribution list).
- Recruit an assistant (volunteer or paid) to keep regular attendance records using GroupFinder as the reporting tool.
- EMAIL REMINDER - The best way to get leaders to do meeting reports is by turning on the email reminder as the administrator (Customization Features - Security and Accessiblity) and for each applicable group (Group Information Page - Update Group Information). Groupfinder will automatically send up to 3 email reminders over the next several days to group leaders asking them to fill out a meeting report and providing quick links to assist them in this. A 4th email reminder, if necessary, is emailed to the leader’s coach.
- 8/12/08 Update - Use this step by step video to train your leaders.
25. How does the group generation process work?
The group generation process takes all members in the database who are not in a group but have completed a GroupFinder profile and matches them to a group based on the group’s profile and the individual’s profile. The logic used to match the groups is the same logic that is used to recommend groups to an individual who fills out a profile in GroupFinder. The group generation process just takes the highest ranked match and assigns that member as a temporary group member. Temporary group members are only displayed as members of the group for the GroupFinder administrator (other security levels only see permanent members) and are denoted with an * when the group members are viewed by the administrator. On the group info page members can be changed to permanent status if the administrator wants to assign them to that group. After the group generation is complete a report displays the members and what group they were placed in. The generation process also considers the group’s maximum size when looking at adding members and will not add more members than the maximum to a group even if the group is a good match for a person. It will then go to the second best group match and try to add the member to that group and so on. If there are no matches that at least meet the required criteria by the member will not be assigned to a group and this will be noted on the report.
26. How do we delete inactive or duplicate groups or members?
Only administrative level access can delete groups or members. Groups can be deleted from the “Browse Small Groups” page. Members can be deleted individually by selecting or browsing them from the “Browse Members” page. There is also a “Delete multiple members” option that is useful for deleting a lot of names quickly.
27. Can we turn off GrowthFinder if we don’t want to use that feature?
Yes, simply go to Customization Features on the Administrator’s main page. Then click on Customize GrowthFinder. On the next page simply click the Disable GrowthFinder link. You can re-enable this feature in the exact same manner.
28. What if I have an idea for an additional feature?
Many of our best ideas have come through the collaborative ideas and efforts of small group pastors and small groups staff from around the country. If you have an idea for an additional feature that GroupFinder doesn’t have or a way to do something more simply/efficiently just email the idea to boyd@churchteams.com and we will respond to you as soon as possible.
29. What if I have a problem, can I get support?
GroupFinder is designed to be trouble free and user friendly. Most problems have to do with either being idle more than 20 minutes (see the FAQ relating to inactivity and timing out), getting used to what GroupFinder can do, and how to navigate. The first step is to review any relevant FAQs for help. Secondly, browse the site for familiarity and intuitive answers. Thirdly, check with your small group leader or director of small groups. Finally, administrators (pastor or responsible support staff) may email boyd@churchteams.com for direction and support. We try to be very responsive to your needs.
30. What logic does GroupFinder use to match people to small groups?
Value of Rank (importance determined by members looking for a group):
Each profile question is customized by the administrator and then given a relative weight. To assign these values login as the administrator then select Customization Features, then Customize GroupFinder, then Profile questions.Here are the steps that determine which groups are matched to a member based on these relative ranks and weights.1. The member’s availability (day of week and time of day) are compared to active groups for a match. Groups that are already over their maximum size are not available for matching.2. The member’s profile questions are compared to each group’s profile questions one by one:
Note: An individual’s zip code is not included as a factor in the matching process.
31. Does GroupFinder recognize relationships between individuals/families?
GroupFinder is built to recognize relationships between individuals based on their address. This is recognized at the individual level in “My Place” and when groups are created by the option for a couple to co-lead a group.
32. How can we keep members identities confidential for support/recovery groups and still allow people to browse a group?
Confidentiality is extremely important to support and recovery groups. To protect member identity, go to that group’s information page, select “Update group information” and uncheck the box to “Allow display of members.” Member and leader security levels will not be able to view members of that group.
33. How do the mapping features work?
Churchteams has partnered with Mapquest to provide a wide variety of maps based on small group profiles. To view these at any level, select the browse groups option, then filter the groups and check the “Display Map of Groups” box. This initiates a new window with the appropriate map. Note: If a popup blocker is used then you may need to add www.churchteams.com to the allowable pop up list.
34. What is Growthfinder?
Growthfinder is an optional tool designed to equip churches to: 1) evaluate spiritual growth, 2) develop a personal, group or churchwide discipleship plan, and 3) recommend study materials. It is customizable so that discipleship factors match those promoted by the church or organization.
35. How do I set Growthfinder up for use?
Step 12 on the Growthfinder set up screen available on the administrator main menu will walk you through this process.
36. How do I keep monthly and annual records of our small group ministry?
Groupfinder grows and evolves with your small group ministry, so as members of groups change, so do the attendance records of that group. We have found the data for attendance for specific groups are generally reliable for a semester or a year, but a separate spreadsheet should also be kept to keep historical records. For that reason we recommend a monthly spreadsheet be kept to record and compile weekly attendance figures. These numbers can then be manipulated and graphed in any manner desired. The same is true with monthly, quarterly and annual record keeping. We recommend keeping a separate spreadsheet for this level of record keeping. Here is a sample spreadsheet that illustrates both of these. Feel free to use and/or modify it.
37. How can we use GroupFinder to track guests and prospects?
Several innovative churches have developed a process using Churchteams to follow-up interested guests and prospective members until they join a small group. To set this up, see step 15 on the administrator’s setup screen. To use this option once it is set up, find the group under browse groups that has been designated for contact follow-up. Select view profile for any individual in the group. Next select View/update contact/event. On this page you can view previous follow-up entries or Add a new contact/event. If you add a new contact/event, select the appropriate contact/event type, then enter your name and your follow-up information. When a person joins a regular small group, they should be removed from the group designated to track guests and prospects.
38. How can we designate a group (full) on the Browse Groups page?
Groups can be designated closed or full by going to a group’s information page (Main menu - Browse Groups - select a group) and selecting the “Update group information” link. Scroll down this page and adjust the “Maximum size” to the desired size of the group. When that number is reached, Groupfinder will automatically tag that group as (full) on the Browse Groups page.