Sunday Schools Setup
In order to setup grouping for your Sunday School Services, you will need to do the following:
- Create Sunday Schools Department.
- Assign leader(s) to the department.
- Create groups by grade. Do not merge grades in one group.
- Create supergroups only for classes which have merged school grades.
- Assign leader(s) to supergroups and groups.
- Assign members (kids) to your groups.
- Create Sunday School Services for every supergroup or group. (Btw service duplication feature will help you do that pretty quick).
- Make sure to check-in your kids, follow-up on their attendance, and communicate with them and their parents.
Create Department and Assign Leader(s)
+ Go to Features -> Departments.
+ Click on the green button + Add Department
+ Fill out the department name, and optionally fill out the description.
+ Hit Save.
+ Click on leaders, then search for the leader by name.
+ Select the leader and click on Set leader button.
+ Repeat the same process to assign as many leaders as you need to this department.
Note: The leader will have access to all kids information, and their primary account holder’s information as well. Date of birth will only show Month and Day.
Groups must be created by grade, even if you combine multiple grades in the same class. Here is the explanation. When creating groups, make sure not to merge grades. A group doesn’t have to be the actual class. It has to be granular enough to allow setting up promotional path. For example if you need to create a class for both 4th graders and 5th graders, create two groups, one for each, then create a supergroup and name it 4th and 5th. Then assign both groups to that supergroup. In this case the supergroup is your the actual class. Promotion occurs on the grade level, if you mix grades within a single group, you would have to do the promotion name by name, and the system won’t help with that.
Creating a super group is almost identical to creating a department. Decide what super groups you need to create. Basically those are all your classes which have merged graders.
+ Go to Features => Super Groups
+ Fill out Super Group name and description.
+ Click Save
+ Click on Leaders
+ Search for your leader(s) by name, and click Search.
+ Select your leader(s) by clicking on the selection button next to his/her name, then click Set Leader
Create Groups for all Grades
When creating groups, start by creating highest grade first: 12, 11, 10..etc.
+ Go to Features -> Groups
+ Click on Add New Group
+ Give your group a name, a description, a mission…etc.
+ Leave capacity as 0, since you don’t want to set a limitation to the group size.
+ Setup the group either as public or as private. With private you will have to assign members yourself. If it’s public though, you can setup filters, and new comers of same gender/age, will have the option to join the group.
+ Select department as Sunday Schools
+ Promote to group: which group will this group promote to by the end of the year? For example if this is 10th Graders, select 11th Graders.
+ If this is a public group, you will have the option to setup filters (School Grade, Gender…). Also you have the option to disable members from leaving group.
+ Click Save Changes.
Assign Leaders and Members to Group(s)
After you hit save, you will be allowed to add picture to the group and also to assign leader(s) and members.
+ Click clear.
+ If you have setup the group as public and setup filters (school grade and gender), you can skip the next step.
+ Click on the red button More, and set your search filters School Grade and Gender.
+ Click on search, you should be only displayed with the kids of the desired age and gender.
+ Click Select All, then click Add.
+ All names will be highlighted in blue and will have an arrow with the word => Member.
+ Now to assign leader(s), uncheck the “Apply Group Scope” check box (since you will be searching out of the filter scope).
+ Click Clear (to clear the search filters).
+ Type part of the name of the leader you are looking for, then click Search.
+ Select the leader by clicking on the check next to hist name.
+ Click on the green button Set Leader.
+ Repeat the last few steps to assign other leaders.
+ Now to remove a leader or a member from the group, select that person and click Unset leader and Remove buttons.
+ You are all set with this group.
Repeat the above steps to create groups for all grades.
Important Notice: if you have genders separated at any grade, make sure to go granular with groups, and have all your groups by grade/gender. Then create your actual class by merging into super groups.
Now that you have created groups, and setup promotional path, it will be very easy to promote your classes at year end – by a single click.
Setup your Sunday School Services by going to Features -> Services.
Make sure to specify the department, supergroup (if exists) and group, so that kids and their parents would only see in the calendar their relevant events.
Also by creating events, you are allowing group/supergroup leaders to check-in kids and follow up on their attendance.
Check-In made easier for small groups
Although you can still decide to use the regular check-in methods, such as by phone, by QR or by lookup – but their is a new check-in method that has been introduced with the group management module, to make it even easier for servants to check-in their kids. Simply click on Check-In Roster, and a list of the group members will be displayed in one page. From there, go ahead and check each name on the fly.