Tag Archives: conference clerks

Transfer Comments

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Transfer Comments

eAdventist makes most membership transfers easy by connecting church clerks and eliminating “snail” mail. However, some transfers aren’t “business as usual” and require a conversation:

  • “Did you mean Maxwell Sr or Maxwell Jr?”
  • “Sorry, Ayeisha transferred to Rock Solid Church last year”
  • “Any update on the status of this transfer?”

“Online” clerks have always been able to contact each other by email, but Transfer Comments make these conversations even easier to start and follow.

addcomment

As soon as you click “Save”, eAdventist will email the comment to each of the “online” clerks involved in the transfer. For any “offline” church, the email will go to the conference clerk. The “Email” tab lets you check the delivery status of these messages.

Transfers that have comments are easy to spot on the Transfers page. Just look for the “comment” icon.

commenticon

PRO TIPS

  • Sort all transfers that have Comments to the top by clicking on the “comment” column heading.

sortcomments

  • Sort all transfers that have green “lights” to the top by clicking on the “lights” column heading.

sortlights

 

New mail/phone/email options for Officers

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We’ve just updated Officers to provide more options for church officers, conference and school workers who prefer to have a different address, phone or email for their “office” than their home address, phone or email. Choose the options on the Officer screen.

Edit Officer screen

These settings are used everywhere that the officer’s information is displayed — the Officer Info popup, Officer Labels, Conference Directory, the “Contact” tab of the Organization screen and the “Offices” tab of the Person screen.

officer_info

person_offices

New “Conference Clerk” office title

We have added “Conference clerk” as an office title. Strangely, it hasn’t really been needed until now. This new office is used on the “Contact” tab of each conference’s Organization page. It will also be used to send email announcements specifically for conference clerks.

Merry Christmas from our team.

Smoother transfers!

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Woman Its Done

Church and conference clerks spend a lot of time on membership transfers, so we want the process to be as smooth and efficient as possible. Here is how they just got even smoother!

Where did my “vote” links go?

Transfers

 

The first change you’ll notice is that (#1) the “vote” links are gone. Just click the “view” link to view or vote. Next, (#2) you now have the ability to filter the transfers list by last name and/or church – especially helpful for large conferences. Finally, (#3) the “Print Pending” button has been moved for a “cleaner” look.

Adding a request

Request

No changes here.

“Filter” power

Filter transfers

Filtering the transfers list by name or church makes it easier to process an entire family or group. Your filter values “stick” until you change them or log out. NOTE: Filtering also helps you find past transfers since it ignores the “days to show” setting and searches back to the beginning of time (eAdventist time, that is).

The new “view”

View transfer

The “view” link now takes you to a clear picture of the transfer process with (#1) a “Grant/Deny” or “Accept/Decline” button when it’s your turn to vote.  (#2)”Withdraw” and “undo” links are easy to find and use.

Entering a vote

Vote transfer

No changes here, either.

You just entered a vote…

Voted transfer

This is where we have improved the “flow”. After entering a vote, you return to the “Transfer” screen where you can see the results of your changes with easy access to “undo” or the next voting step. Click the “Back to transfers” to choose another transfer.

Going back

Back to transfers

The other big change is that (#1) the “Back to transfers” link returns to the same tab (e.g. “To grant”, “To accept”, “Completed”, “Withdrawn”) on the “Transfers” page that you started from. This makes it much easier to process a batch of transfers — an entire family, for instance. As a bonus, (#2) eAdventist no longer needs to automatically take you to the just-voted transfer’s new tab, so you spend less time waiting for the “Transfers” list to load.

That’s it. Essentially the same process with a few small but powerful changes to make transfers even easier to process. A big thank you to Susan Hess (Florida Conference) and Claudya Barrientos (Potomac Conference) for their help on this.

 

TIP – Tags for disbanded churches

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more_tags

Here is a great idea for using “tags” that comes from Carol Sirpless, clerk for Iowa-Missourri Conference. We asked if we could share it with you.

Because we found it to be a pain to keep switching the disbanded churches from inactive to active in order to be able to process a transfer and then remember to switch it back to inactive, and since technically, those members are members of the conference church anyway and their transfers need to be voted by the conf committee, once TAGS became available, we transferred all those people into the conference church records and created a tag for each disbanded org.  So for example we have tags:

Closed-Audubon (IA) Iowa-Missouri Conference 03/01/2012 IA-MO Conference Clerk edit delete
Closed-Cherokee (IA) Iowa-Missouri Conference 02/19/2012 IA-MO Conference Clerk edit delete
Closed-Lake City (IA) Iowa-Missouri Conference 02/19/2012 IA-MO Conference Clerk edit delete

We can now look up in each person’s record to see if there is a tag showing where they were prior to being moved to the conf church and we can search for all the names as a group for any specific disbanded church.

It makes the stats correct with regard to membership count within the conf church (since the members are no longer dispersed among disbanded churches).  The Statistical Recap doesn’t list all those disbanded churches either, cleaning up that report.

When we did this in 2012, I wondered if anything would come up later (hindsight being 20/20) that would make me regret moving these folks’ records from the disbanded churches to the conf church and if tags would be adequate, but in the year since, it has been ALL GOOD.  I highly recommend it for all conferences.