Visits

Church Windows is capable of keeping track of all visits and personal contacts made with individuals in The People File. You may record the date of the visit, who made the visit, the purpose of the visit, a date for any follow-up, and any additional comments. Using this information, you can also create Visits Report based on any combination of this data.

To access the Visits screen:

  • From The Initial Portal of Church Windows choose Membership, then either:
    1. Choose Visits from the Quick Access Buttons.
    2. Click Visits in the Button Bar at the top of the screen
  • The Visits screen will appear:

 

This screen is similar to the Browse Attendance screen, but more basic.

  • At the top of the screen there is the Person field with a dropdown dropdown to find the people being visited.
  • The button clears the field.
  • The add button Add button allows you to add a new person.
  • The right-facing arrows scrolls through the people toward the beginning of the alphabet, while the left-facing arrow scrolls toward the end of the alphabet.
  • Whomever is selected here determines what shows in the main Person Visited field below. If no one is selected then the Person Visited field will have everyone in The People File.

Note:
To change the setup and configuration of the Visits screen, click on the Change Dates, Filter & Sort button and choose the desired options to Filter the Visits Records.
  • Click the + Add Visit button to open the New Visit screen and add new visit information.
  • It will bring up information related to the individual selected in the Person field, or it will be blank if no one is selected:

  • Person
    Here again, there is a person box in the upper left to make your selection by either using the dropdown or just starting to type in a name. (There is an Inactive checkbox above the Person field. If this is not checked, then you can only find people who do not have an Inactive Reason filled in on their record.)

    Click the add button Add button at the end of the Person line to open the Add Individual window:

     

    • If this person is NOT a member of any other family already in The People File:
      • Click the New family radio button radio button to select it.
      • Select one of the Family Categories into which you want to enter the new person.
      • You may then type the family information into the left side of the screen.

      • OR

    • If the person IS a member of a family already in The People File:
      • Click in the Existing familyradio button radio button to select it.  
      • A list of all of the households in the database will appear in the dropdown.
      • Scroll through the list to find the appropriate family.
      • Click the family name once to select it, and that family's information will appear in the Family information section of the screen (you may edit this information if needed) on the left.
    • Enter the new member's information to the Individual information section of the screen on the right.
    • Click OK to save the record to The People File or click Cancel to discard this record.

  • Date of Visit
    Enter the date that this visit occurred (Use a MMDDYYYY date format WITHOUT slashes.)
  • Visited By
    Click the dropdown dropdown button:
    •  If the person who made the visit is listed in the box, then click that name/title to enter it into the Visited by field.
    • If the person who made the visit does not appear in the list, or if this is the first time you are entering a visit and the field is empty, click the edit button edit button and the Visited by dialog box will appear where you can add or remove people from the Visited By list.
  • Reason and Location
    These are also List fields. As explained above, you can either use the dropdown dropdown to select predefined options or click the edit button Edit button to add new ones.
  • Length of Visit and Followup Date
    Fill in, if desired.
  • Add Event in Scheduler
    This visit can be added to the calendar in the Scheduler Module by putting a checkmark checkmark in the box.
  • Comments
    You can then add a comment in the field below if needed.
  • Copy Visit To —
    Use this field to copy to the individual or also to different family members. You have the option to copy the visit to:
    • All family members
    •  1 — Primary /2 — Secondary members
    • Children 3 — Child (w/family) only
    • If you choose to include the visit on other family member records, you can also elect whether to include the comments and follow up date on the other family member records.
  • Click OK and the visit will be added to this person's record.
  • Continue adding visits in this way if you like, or click Cancel to return to the Visits screen.

 
  • At the main Visits screen, make sure that the correct person's visits record is showing by selecting them in the Person field at the top left.
  • The selected person's visit records will appear below.
  • Click the  expand button to the left of each row to view details (when expanded it will become a collapse button).
  • Click on the delete button Delete button on the far right of the visit to be deleted:


  • If a visit had been added to other family members’ records, the visit will only be deleted from the record that is being viewed.

 

Once you have entered a visit for a specific person, you can edit any of that information directly from the Visits screen.

  • Select the visit you wish to edit so it is highlighted.
  • Once highlighted, you can click directly into the Visits Record Fields in that row to edit, either by using the dropdown dropdown to change, the X button to clear, or the Add/Edit/Delete button to modify entry choices, as needed.
  • Your changes will be saved automatically when you close this screen.