Directories

• Directories
  • Setup and Preparation
    • Include on Directory
    • Directory/Report Order
    • Unlisted Contact Information
    • Reviewing Information in the Find Grid
  • Directory Criteria
  • Directory Layouts
  • Customizing a Directory
  • Troubleshooting Directories

Church Windows can create custom church directories in a variety of formats, conveniently pulling from the current data maintained in Membership records. This ensures directories are always up-to-date and easy to produce.

Setup and Preparation

To ensure a smooth directory creation process, it's a good idea to review your Membership records to ensure that the necessary information is current.

Include on Directory

This field, located in the Individual record, allows individuals to be included in reports that have a Directory format. It's still possible to exclude individuals from the directory with this checked by specifying criteria in Step 1, but without this setting checked, individuals will not be included even if they meet other criteria.

Directory/Report Order

Assign a Primary (1) to each household or family record.

Spouses should be designated as: Secondary (2): If sharing the same last name. Secondary/Primary Separately (4): If using different last names (both last names will be included in the directory).

Children (3): All children within the family unit.

Individual Separately (5): For roommates or other adults sharing an address but requiring their own listing.

Unlisted Contact Information

Mark sensitive contact details, such as phone numbers and email addresses, as Unlisted in the Membership record if they should not appear in a public directory.

For internal directories, unlisted information can be included but should be marked with an asterisk (*) for clarity.

Reviewing Information in the Find Grid

To facilitate review, consider using the Find Grid to review all of your congregation. In the grid, click on Columns and Sorting to select the fields to review, including the Include on Directory checkbox. Use filter, sort and grouping to ensure you have Include on Directory checked or to add or update information in records.

Directory Criteria

Navigate to Reports/Exports > Directories in the Membership module.

Use the Step 1: Selection Criteria screen to define the individuals or families to be included. Adjust criteria based on:

Family Category

Active/Inactive status

Additional selection filters for custom groupings.

Directory Layouts

Predefined Templates:

Choose from options like Booklet Style or Pictorial Directories.

For pictorial directories, ensure photos are correctly linked in the Membership records.

Custom Templates:

Use the Report Designer to create personalized layouts.

Include fields for custom contact preferences, such as mobile numbers, if needed.

Customizing a Directory

Open the Report Designer for advanced customization.

Adjust layouts to include:

Additional contact fields.

Grouping or section breaks (e.g., by last name or family unit).

Personalized headers or footers for branding.

Test the layout with sample data before finalizing.

Troubleshooting Directories

Common Issues:

Missing Individuals:

Verify the Include on Directory checkbox and Directory/Report Order are correctly set.

Check Selection Criteria for unintended exclusions.

Incorrect Sorting:

Adjust the Sort Tab to reorder records (e.g., alphabetical by last name).

Data Errors:

Use the Find Grid to identify and resolve inconsistencies, such as missing directory orders.

Printing Issues:

Confirm printer settings and page orientation in the Print Preview.