Contact Status Management
Review requirements, initial setup, and details for the CloudService Contact Status Management feature.
Contact Status Management is a feature of our CloudServices application. If it's installed and enabled on your system, a routine runs each evening and applies your church's rules to automatically inactivate or reactivate Contacts in your database.
Requirements
Once you've completed these requirements, contact Support to get the ball rolling!
- You must have a standalone instance of MinistryPlatform. (This feature is not available for multi-parish/diocesan installs.)
- Simplify your list of Participant Types.
- Ensure all Participants have the correct Participant Type.
- End-date unused Groups and update Group Participants.
- Ensure you capture enough attendance, giving, and other data on a regular basis so that active Contacts display as active in your database.
- Ensure you understand the Participant Engagement Routine and how the Activity Log works.
- Edit the following fields on the Group Type record:
- Activity Log Start Date: The date a person was added in to the Group. If the Group doesn't take attendance, set this to No so the person doesn't display as inactive in the Group.
- Omit from Engagement Group Life: If set to Yes, the Participant Engagement routine doesn't consider this Group Type.
Initial Setup
Contact Status Management is extremely flexible to help you do church your way. Each Participant Type in your database can have unique rules for whether and how this routine evaluates Participants. For example, you may want members treated differently than non-members.
Set Contact Status rules to inactivate or reactivate Contacts based on Participant Types, located under . Review and update these appropriately.
- Auto Inactivate
- If subscribed to CloudServices and set to Yes, inactivate Participants with this type once there hasn't been any household activity in the number of days defined. If any household members have a different Participant Type that allows for more days, none of the Participants in that household will be inactivated.
- Days Without Activity
- The number of days without any household activity after which a Participant with this Participant Type is inactivated, provided that all household members were ready for inactivation.
- Set Inactivated To
- The Participant Type that you want to assign to people with this Participant Type upon inactivation.
- Publication Unsubscribe
- When set to Yes, CloudServices unsubscribes the person from publications at the time they become inactive.
- Auto Reactivate
- If subscribed to CloudServices and set to Yes, this automatically changes the contact status to active for inactive Participants with this Participant Type if the activity meets the reactivation rules. Other household members also reactivate unless their Participant Type Reactivate with Family is set to No.
- Days Before Reactivating
- The number of days after the Participant End Date when a record with you can automatically reactivate this Participant Type.
- Active Days Passed 30 Days
- The number of active days required to consider reactivating an individual per the activity log.
- Set Reactivated To
- The Participant Type that you want to assign to people with this Participant Type upon reactivation.
- Reactivate with Family
- If set to Yes and if one member of the family qualifies for reactivation, all family members reactivate. If set to No, individuals won't reactivate if they have this type and their family members qualify for reactivation. This is set to Yes by default.
Reivew and update this routine's Configuration Settings appropriately.
- CLOUDSERVICES,ContactStatusMgmtEnabled
- Configures the Contact Status Management System. Set to Yes to evaluate contact statuses every night.
- CLOUDSERVICES,ContactStatusMgmtReportEmail
- Email Address to deliver reports about contact movement. Leave blank to disable the report email.
- CLOUDSERVICES,ContactStatusMgmtTemplateID
- Message ID used to send Contact Status Reports.
Details
If enabled, a routine runs each evening and applies your church's rules to automatically inactivate or reactivate Contacts in your database. The routine updates up to 200 records per night. A system that contains hundreds of qualifying records may take several days to fully update.
- Check the Review Last Activity Date view on the Participants page, where you can determine the date of last activity for each Participant and their Household. Use this view to determine records that you can inactivate. See Inactivate Tool. We recommend you clean up old records before you enable this routine.
- To update, the following must be true:
- The Contact must be in a Household as the Routine looks at the Household's Last Activity Date.
- The Contact must have a Participant record as the routine looks at the Participant type to run.
- The Contact must have a Participant end-date for the routine to reactivate the Contact.
- The Audit Log records all changes.
- The Participant record updates.
- A note adds or appends on the Participant record of each impacted Contact.
- Re-activated note: Reactivated By CloudServices on [DATE].
- Inactivated note: Inactivated By CloudServices on [DATE].
- A daily report emails to a designated email address.