Members

Members is your church’s directory — every person in your congregation, with their contact details, status, and the tags/relationships that connect them to the rest of the app.

Adding a member

Use + Member, fill in the fields you know (only name is required), and save. You can always come back and fill in more later.

Useful fields:

• Status — active, inactive, etc. Most reports and pickers only count active members.
• Serves on rotas — a checkbox marking someone as available to serve. This matters for rota scheduling — see Ministries & Rotas.
• Tags — a flexible label picker (see Tags & Tag Roles) for grouping people any way your church finds useful, beyond ministries and groups.
• Birth Date — used for birthday reminders and to automatically work out whether someone is a minor.
• Growth stage — where someone is on their journey with your church: New, Attending, Connected, Serving, or Leading. See Growth Ladder.

Custom fields

Information HolyCRM has no field for — a baptism date, a membership class, a T-shirt size — can be added as a custom field in Settings → Custom Fields: text, number, date, a list of choices, or yes/no. They appear on every member’s form. Options per field:

• Required — the form won’t save without an answer.
• Minimum / Maximum — for numbers, the values allowed.
• Show in the Members list — adds it as a column in the list (each person can still hide it with the columns button). List and yes/no fields can also be used as list filters.
• Hidden — takes it off the form without deleting the answers already saved.

Minors and guardians

If a member’s birth date puts them below your church’s configured “minor age cutoff” (Church Settings → Minor age cutoff, default 18), a Guardians field appears on their record — pick their parent(s)/guardian(s) from the rest of your members. This is what makes Kids Check-in able to look someone up by their parent’s name — see Attendance & Check-in.

If a member has no birth date on file, “minor” becomes a plain checkbox you can set by hand instead of it being calculated automatically.

Email is locked for members with a login

If a member also has a HolyCRM login (they’re a Volunteer, Coordinator or Administrator who signed in), their email field is locked on the Members form with a note pointing you to the Users screen instead. This is intentional: their login email and their member-record email are kept in sync automatically, and editing it in two places would cause one edit to silently undo the other. Change it from Settings → Users instead — see Users, Roles & Permissions.

Inviting a member to sign in

To give a member their own login (to see My serving, My giving…), click Invite as user on their row. The Users invite form opens with that member already picked and their email filled in — choose the role and send. The button doesn’t show for members who already have a login.

Bringing in members you already have

Don’t retype your whole directory by hand — see Import Data to bring in a spreadsheet. Someone ended up in the directory twice? Find Duplicates merges the two records into one.

Searching and filtering

The Members list supports search and column filters (status, tags, etc.) so you can quickly narrow down to, say, “active volunteers tagged Worship Team.”

Tag…, next to the search box, adds or removes a tag on everyone the list is showing — see Tags & Tag Roles.

The list shows the essentials: name, phone, email, growth stage, tags and status. Use the columns button (top right of the list) to show more, such as birth date, notes or guardians; your choice is remembered on that device.