Toolbar Options

The Blue Toolbar is where most reporting, managing or communicating with people is accomplished. This toolbar has 4 icons seen in the image below. We describe them as Email, Cloud, Code, and Gear icons. Under each of the icons are groupings of links to help you find just the report or action you need.

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The Blue Toolbar

The Blue Toolbar is found in the top right corner on each of the following pages.

  • Person
  • Manage Tags
  • Search Builder
  • Organization
  • Organization Search
  • Meeting

Important

The specific menu items are customized for the purposes of each page. On the first four pages listed, the reports, exports and actions apply to the specific filtered list of people appearing on that page. The Count indicator above the people list is an accurate indicator of the number of people that will be included in report or action.

Sometimes the menu items will apply to the page in general. On the Organization page, this difference between the action applying to the filtered list vs page in general can be mixed and the links are color coded with green for the entire page vs gray for the filtered list.

The table below shows the general purpose for each of the four icons.

Icon Purpose
Envelope for email and texting
Cloud

for exports, reports, labels and more

A cloud icon is used because you are downloading exports and reports from our servers in the cloud (Internet).

Code for Custom Reports, SQL and Python Reports
Gear where you perform actions on the data

Tip

The pattern for producing any report or action from the Blue Toolbar is a two-step process:

  1. Find or select the people you want to work with
  2. Use the Blue Toolbar to
    • communicate with,
    • report on,
    • or do some other action on those people.

Email and Texting (envelope icon)

Individuals

This sends an email to each person in your list/search and is addressed as though it were an email just to that individual. In other words, there is no need for blind carbon copies.

See also

Sending Emails

Note

If emailing from an Organization for which people registered online, TouchPoint will use both the email address on the person’s record as well as the email address that was used during the online registration, if they are different. If you get returned email, be sure to change the email address in both places (or remove the registration email). You can access this registration email by going to the Member Dialog for that person within the Organization.

Current Members

Select this option if you want to schedule an email to be sent at a future date, and you want to ensure that, at the time the email is actually sent, the recipients are current members of the organization.

See also

Schedule Email

Note

This option is only available on the toolbar when you are emailing from an organization, not from Search Builder or a Tag.

Parents

This sends an email to each Primary Adult in the families represented in your list. Because many families use the same email address, you will probably want to use the email replace code {first} in the greeting. This will address each parent by name so they see that they are receiving the email to each parent, not that they are receiving it too many times.

Child with Parents CC’d

This will copy both Primary Adults in the family in addition to sending the email to the child. The replacement codes used in the email, will come from the child’s record, not the parents.

This option works even if the child does not have an email address. As long as any of the three possible people (child, mother, or father) has an email address, the email will be sent.

Tip

Because the parents will receive a copy, you may want your greeting to be something like

Hi {first} and parents

Single Email Addresses

This will send only one email per email address, even if multiple people in your recipient list have the same email address.

Warning

When using Single Email Addresses option, do NOT use email replacement codes - not even {track} - as these are dependent on email being sent to an individual, not merely to an address.

This single email type of option is designed for use when sending out general information that is not specific to one individual.

Example: Your search is for children enrolled in any of several organizations and there are multiple children with the same email address (probably a parent’s). Only one email will be sent to that address. So, you obviously would not want to include, for example, a name or class assignment type of replacement code.

Create / Edit Saved Draft

Use this option to create a new draft or access saved drafts for editing.

See also

Email Drafts

Send Text

This option displays only if you have your database set up to use Twilio for sending texts.

Exports and Reports (cloud icon)

This section has lots of Excel Exports and PDF reports. In fact, most of your reporting on people will happen here.

Export Excel

Standard

This is great for Word merge and contains a lot of information, with the address all in one field.

This export uses the Choose Format Dialog.

Mailing / Bulk (csv)

This is designed for bulk mailings and has only name, address info, in addition to the People ID # of the person or Head of Household if a family list. The address is in 5 separate fields: Street Address 1, Street Address 2, City, State, and Zip. This also works great for mailed envelope sets, as you can upload this file to the envelope service vendor. You have the same options for the output as indicated above for the Excel export.

This export uses the Choose Format Dialog.

Note

If you want to actually print labels for a bulk mailing, select Labels>Roll Labels or Avery Address`and select `Print by Zip.

Family

This contains one row per family with the family address and lists the children in one cell (John, Mary, George).

See also

Family Export

Pictures

This can be used to create a custom directory using Word merge.

Extra Values

This export contains the People ID and Name of each individual in your selection along with a column for each Extra Value assigned to that record. In the column will be the actual value. Depending on the type of Extra Value, this will be True or False, a date, or a data.

Status Flags

This export is a great analysis tool. It will list the individuals in your selection with their People ID#, Preferred and Last Names, Marital Status, and the date they first attended something at your church. The next columns will have headers based on the special Status Flag searches you have constructed and saved and will display an X beside the names of the individuals in your selection who fit those specific searches.

Org Members Exports

These exports show up in the context of certain tabs when you are on the Organization page or on the Organization>Search/Manage page.

Export Members

This is basically the same export as the Member Export below. However, this one can be generated from the blue Toolbar on the Organization>Search/Manage page.

See also

Export Members

Member Export

This export has information specifically related to a person’s membership in an Organization. Therefore, it is available only on the toolbar when you are on an Organization.

See also

Member Export

Groups Export

This contains basically the same information as the Member Export with the addition of a column for each small group in the Organization. If a person is in a group, there will be a 1 in their row in the column for that group.

See also

Groups Export

Promotion Export

This is available on the toolbar only on an Organization page and contains information specially related to performing Annual Promotion.

This export contains the current Location of the Organization and Pending Location for each person listed. This is a great follow-up tool to see where each child is being promoted after you have assigned the new class, but before you have finalized Promotion. This report only applies to those churches using the Annual Promotion method. Most churches will use Manage Org Members for Promotion.

Other Exports

Attendance (Main Fellowship)
This report contains phone numbers, email addresses, mailing address, birthday and an attendance string for their Main Fellowship class. This export displays the Main Fellowship attendance with Ps and dots to indicate present or absent for the past 52 meetings. It is helpful to see at a glance if a person has been attending a Main Fellowship class.
Children
This is similar to the Main Fellowship Attendance report, but without all the Main Fellowship information It contains the Emergency Contact, Emergency Phone, and Medical information from the Involvement>Registration tab of the individual.
Involvement
This report was designed specifically for use when you need to see a lot of information in a compact report. It opens with Excel and has columns to allow for sorting by last name, as well as for you to enter your own notes. The Main Fellowship class will be listed apart from the other Involvements/Enrollments and will indicate the name of the class, their member type within the class and their attendance percentage. We use this when evaluating deacon or committee nominees.
Library
This can be imported into the Atrium Library system to keep the records up to date with what is in the TouchPoint database. The following fields are used: People ID#; First Name; Last Name; Address; City; State; Zip; Email; Birth Date; Home Phone; Cell Phone; Work Phone; Member Status; Marital Status.
Other Churches
This opens in Excel and contains information relating to a person’s church member status. It has a column for their Previous Church (for Members) and New Church (for Previous Members). The Previous Church field is also populated for Non-Members when they provide us with their current church during a registration or Check-In.
Member Info Export

This Excel export contains columns for each aspect relating to a person’s church member status - items relating to their decision, baptism, new member class, etc.

Worship Attendance

This option is only available for churches that track individual attendance in a worship service and have an Admin Setting for WorshipId.

Reports

Contact Report

This can be generated everywhere you see the Blue Toolbar. However, it is most helpful when you run a search for recent guests as it contains information about any Contacts that have been made. It was created specifically as a tool so that those making follow-up phone calls or visits to guests would have a summary of what has already been done in the way of Contacts toward the individuals.

The Sorted by Address version of this report sorts by State, City, and then the Street Address. This is helpful when you have people living at the same address, but with different names, as they will all be grouped together.

See also

Contact Report

Family Report

This report lists all the family members, the family address, the individuals’ phone numbers and email addresses in addition to their date of birth, gender, church member status, Y or N to indicate if they have marked that they attend another church (this information comes from online registrations), their position in the family and their Main Fellowship class and leader. The families are grouped together with a heavy line separating each family. Within the family itself, the person in your search or in the Organization from which you run the report will be listed first with the other family members listed below them.

Example

If you run the report for a boys’ baseball team, each boy will be listed first in his family, then the parents, then any other children.

Inreach/Outreach

These reports can be generated for an individual, an organization (both Members, Previous Members or Visitors) or from Search Builder results. These are useful when making visits or calls as they contain information about a person’s Involvement, Visits, Family, etc.

The version with the form has an extra page that is helpful for making notes immediately after (or during) a visit or call in order to capture information that should be entered into TouchPoint when you enter the Contact.

These will sort by zip +2 in order to facilitate grouping multiple forms together for making personal visits.

Weekly Attend
This report contains phone numbers, email addresses, mailing address, birthday and an attendance string. The string displays dates that the person has attended anything (the first 3 and the last 8 dates) as well as Ps and dots to indicate present or absent for the past 52 meetings. It is helpful to see at a glance if a person has been attending anything.

Org Members Reports

These reports only show in the context of an Organization.

Roll Sheet Report and Rally Roll Sheet

This allows you to print a roll sheet for an individual Organization. The normal way to print roll sheets would be from Organization > Search for an entire Program and/or Division and Schedule.

Roster and Extended Roster Report

This can be generated for one organization or from Organization > Search and lists Members alphabetically, group by org, along with their People ID#, Member Type code, and Medical/Allergy info. It is useful when placed in a classroom. The Extended Report has Contact and Church info.

See also

Roster Report

Registration Report

You can generate this report anywhere you see the toolbar. However, it is most useful for Organizations such as a Camp or a Mission Trip as it has information from an online registration that you would need in an emergency. It can be printed (one page per person) and kept in a notebook for use when you don’t have access to a computer. It lists Allergies/Medical Information, Insurance information, emergency contacts, etc. It also lists any small groups within that organization of which a person is a part.

Directories

Compact Directory

This is directory without pictures but with family members’ names, phone numbers, email addresses. The data displays in 3 columns, with divisions for each letter of the alphabet.

Picture Directory

This is an individual picture directory (using individual photos, not family). You have the option to select the one that prints 24 people per page or one that prints 4 per page.

Family Picture Directory

This directory uses family photos and presents 12 families per page with the names of the family members and the home phone number. It is best to run it from Search Builder so you can add the condition Is Head of Household. Otherwise, if you have more than one family member in the selection, it will print the family photo for each member of the family.

Address Labels

Address (pdf)

This is a PDF version of the Avery 5160 labels. Sometimes the PDF reader you use will have problems aligning the labels. If you have that problem, you might want to use the Word version below.

This report uses the Choose Format Dialog.

Avery Addr (word)

This is a Microsoft Word version of the Avery 5160 labels.

This report uses the Choose Format Dialog.

Employer

This also prints to the Avery 5160 format, but adds the Employer name; making it useful for Business entities.

This report uses the Choose Format Dialog.

Use Case for Employer Labels

You are mailing to churches and you have a record for the ‘person’ (with the pastor’s name in the name fields), but with the church’s address for the preferred address and listing the church as the Employer. Obviously, you do not need these labels except when you are mailing from a tag or a group that you know has the Employer’s address for the person.

Continuous Roll Labels
This report works with a Datamax 3 or 4 inch roll label printer.

Other Labels

Barcode / Name
These print on Avery 5260 labels with a bar code in the first column and 2 name labels for the person in columns 2 and 3. These can be used to record attendance at 2 events.
Name
These print on Avery 5260 with a First (Goes By, if there is one on the person’s record) and Last Name.
Name (with Phone Number)
These print on Avery 5260 labels with one label per person with a name, people ID # and cell phone number.

Choose Format Dialog

Some exports and all of the Address Labels will present a dialog box where there are Addressed To Options and Label Options.

Addressed to Options
Individual

Excel has one row per individual with contact information, Member information, etc.

Labels are addressed one per person

Family

Excel has one row per family with a Label Name (Thomas Faulk and Family), the Head of Household First and Last Name, the Family Address, HOH Email Address, and Spouse Email Address.

If you select Address Labels, one label per family will print.

Family Members

Labels are addressed one per family

Excel has one row for each family member of the individuals represented in your list with contact information, etc.

Note

When you select Family Members in the dialog box, the file will be sorted by Family Name first and then by Family ID. This gives you one line per family member and the family members will be together by their position in the family (Primary, Secondary and then Child), even when there is a blended family in which the member have different last names.

The Secondary Adults and Children are sorted in descending order by age. There is a column named Family Position ID that is used to create this sort. If you change the sort and need to get back to the original sort, just sort by FamilyName, then Family ID and then by the Family Position ID.

By the way, the Family Name, which is displayed in this export, is the last name of the Head of Household. This is calculated by the system and will be either the male Primary Adult, or the female Primary Adult if there is no male. If there are no Primary Adults in the family, the oldest child will be the Head of Household.

Couple (both)

Excel has one row per couple with couples combined if both of them are included in the original list

Labels are addressed to the couple only if both parties are in the search results

Couple (either)

Excel has one row per couple with couples combined even if both of them are not included in the original list

Labels are addressed to the couple (if both are in the database) even if only one of them is in the search results

Parents Of

One row or label per person

Adds Parents Of in front of the name of whoever is in the search results.

If the person is an adult, the label will read like an Individual one (see Individual above)

Group by Address

This option applies to the Contact Report and the labels only. It will use the last name of the Head of Household and include the first names of anyone included in the results.

Label Options
Use Titles
Uses Mrs. Mrs., etc. When addressed to Couples, it will be Mr. and Mrs.
Sort by Zip
Sorts the labels by the zip.
Include Phone
This adds the phone number to the bottom right on mailing labels.
Use Mail Flags
When checked, this will not include anyone with Do Not Mail or Bad Address flags set on their record. This flag will also apply when selecting the Excel Export for individuals.
Skip # of Labels
Allows you to start the printing after skipping a specified # of labels (for Avery labels)

Org Attendance

Recent Absents Report
Recent Attendance Report
Attendance Percentages

Custom Reports (code icon)

This section is where you can access existing Custom Reports, SQL Reports, and Python Reports. This is also where an Admin or user with Design role can create new Custom Reports.

Custom Reports

All Custom Reports are automatically added to the Blue Toolbar and will be listed under the heading Custom Reports. You have the option to restrict Custom Reports to a specific org. These will only display on the Blue Toolbar when you are viewing that org.

A link for Create New Custom Report is at the bottom of the list of existing reports, but it visible only to those with Admin or Design role.

See also

Custom Reports

SQL and Python Reports

SQL and Python reports are created, obviously, using either SQL or Python programming language, and can be added either to the Blue Toolbar or the main Reports menu. To help you take advantage of these wonderful types of reports, we have created some recipes for several of each of them. We have the code that you can copy and paste into your database, make any necessary modifications, and create your own SQL or Python reports without having to know that language.

Important

If any report or script contains protected information, such as Contributions, only someone with Finance role will see the report on the Blue Toolbar. Also, if a SQL or Python script specifically limits that script to a role, only users with that role can see the report on the Blue Toolbar.

Actions (gear icon)

Administrative

The following are available when viewing an Organization. Some require special access roles.

Sub-Group Management

This requires the user role Manage Groups in addition to Access. It will open the management page for sub-groups where a user can create, rename, delete sub-groups, and manage (add/remove) sub-group members.

Members Only Page

No special role is required, but this is accessible only by current members of the Org. This is where a class can post prayer requests, or any other information that class members need to view. Only a user who is a member of the Org can edit that page.

Try Registration

This link is used when you are setting up an online registration to allow you to test the registration and see what your registration will look like to your registrants.

Copy Settings

This lets you copy the Settings for the current Organization and then paste them onto several other Organizations. If the Org is an online registration, it will copy all the registration settings under the Registration tabs – Registration, Fees, Questions, Messages as well as the Settings on the Settings tabs for any type of Org.

  • After clicking this link, go to Organizations > Search.
  • Filter for the Organizations where you want to paste the Settings.
  • Then select the Toolbar > Gear > Paste Settings.
  • This will open a prompt letting you know how many Orgs will be affected.
  • Answer Yes to paste the Settings from the first Org, onto the group of Orgs in your filtered list.
  • Another prompt will let you know when the Settings have been replaced.
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Child Organization Management

This link takes you to the page where you can select Orgs in the same Division in order to make them Child Orgs of this Org, which will then become the Parent Org.

Delete Organization

This requires a special Delete role that can be assigned only by someone from TouchPoint. Submit a Support Request if you feel you need this role.

Note

There is really no need to delete an Organization as you can make it Inactive and then rename it and make it active when you need another Org.

Repair Transactions
This is available only to Admins. It can be used if current members of an Org are not displaying correctly on the Meeting or roll sheet. This can happen during a conversion, but is rare. Submit a Support Request if you have a need for this and need help.

Tags

Add All

This will open a dialog box displaying the name of your current Active Tag. You can add everybody in the list to that Tag or create a new Tag. You also have the option to empty the tag before you add others to it.

See also

Tags

Remove All
This will remove everybody in the list from the Active Tag.

Contacts and Tasks

Add Contact

This will open the Contact page where you can record the results of a Contact for everyone in the list.

See also

Add a Contact

Add Tasks

This will create an individual Task for each person you are viewing. If you are on an individual’s record, it will be a Task about that person. If you are on a list of people, it will create individual Tasks for each person.

See also

Tasks

Export Task Notes
This will open in Excel and contain the Name, Notes from any Tasks that are not protected by a role, and the date the Tasks was created.

Extra Values

Add Extra Values

This opens a dialog box where you can create a Text type of Extra Value (the Field) and then enter the specific value for that person.

Delete Extra Values
This will delete whatever Extra Value you type into the dialog box.
Extra Values Grid
This opens a page with everyone in you results / organization, indicating with true in the column if an Extra Value is on their record.

Meeting Operations

When viewing a specific Meeting you have several Operations.

Add Attendees From Tag
If you have a Tag of people you want to record as having attended the Meeting select this Tag.
Add All Guests to Org
After adding all the guests to the meetings select this option to enroll each of these guests as members of the org.
Add Absents to Meeting
This will not mark people Present, it will create an absent record for everyone that is not marked present. This would be used if you were recording attendance early in the life of an org, so that those who have never attended will be recorded as Absent. Normally, an absent member is not given an Absent flag until after he has attended for the first time.

See also

Meeting Page

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