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A Process is a way to track people through a series of steps (Queues) in your Church Community Builder software. The intent is to make sure that no step is missed along the way.
Creating and using a Process not only lets you track people through ministry steps and action items, but also allows you to easily delegate the tasks, calls, or visits that will be needed from specific volunteers or staff members so you can empower and equip people for successful ministry. When a guest visits a church for the first time, most churches reach out to the guest to help them move along a path to membership. They may send a letter or email, make a phone call, or invite the family to an information luncheon. You can track the progress of these steps plus easily delegate the calls and visits to volunteers or other staff members. Process Queues can help with all this and more.
Here are some common examples of Processes you probably have at your church:
- Guest Connections
- Missions Trip Preparation
- Hospital Visitation
- Spiritual Growth Plan
- Volunteer Placement
- Bereavement Followup
It is important that you take the time to think about the Process you wish to create before building it. Here is a list of questions that are helpful:
- What is the purpose of the Process? This is the big picture idea behind the Process.
- What does success look like? These are key indicators and/or milestones that will let you know you are successful.
- Who will be involved? Who will be responsible for the Process and its Queues, and who in a Family will be added to the Queue?
- What Queues (or Steps) are needed?
- In what order do the Queues happen?
- What kind of automation will go with each Queue?
- Who is responsible for each Queue?
Once you have answered the questions above and mapped out your Process, you can begin building it. There are five steps to successfully creating a Process.
- Create and Name the Process
- Add the Process Manager(s)
- Create and Name the Queues
- Configure the Queues
- Add the Queue Manager(s)
There are three roles associated with a Process in Church Community Builder: Process Administrator, Process Manager, and Queue Manager. (Master Admin can perform all functions).
Process admin privilege: A person with Process admin privilege can access, edit, or delete any Process, create new Processes, assign Process managers, assign Queue managers and run reports across all Processes in the campuses they have Process privileges for.
Process Manager: A Process Manager can access the Processes they have been assigned, create new Queues within the Process, edit Queues currently associated with the Process, assign Queue managers and run reports for their assigned Processes.
Queue Manager: A Queue Manager can access the Queues to which they have been assigned. They cannot run reports or view other Queues in the Process.
Privileges: To create a new Process: You must be the Master Administrator or have Process Admin privileges assigned to you to complete this step.
Hidden Process Tip
Making your Process hidden will prevent most people not associated with the Process (those who are not Process Managers and Queue Managers of other Processes) from seeing notes left in this Process, so long as when the note is created, you select 'Process Managers only'. In addition, from the involvement page in profiles and in the Queue, the Queue status information about the individual will be visible only to those associated with the Process. Process administrators will always be able to see everything within any Process in the system, including notes.
- Click on the 'Create a new Process' under the Actions menu.
- This will take you to a page where you may enter a name that easily identifies the purpose of the Process to others and determine whether or not to make this a Hidden Process.
Process Managers oversee an entire Process. When they log in, they can view and edit all the Queues in the Process they manage, add new Queues to the Process, and add individuals to a Queue. They are unable to view other Processes. Process Managers do not need Process privileges, but they must be Basic Users.
- Click Edit process managers from the Actions area on the Process Detail page.
- Use the search box to find the individual(s) you wish to assign to the process.
- Click the name or use your arrow and return keys to select the person from the list. Process Managers will be able to find unlisted individuals in the search for Queue Managers and when adding individuals into the Queue. There is no limit to the number of people that can be assigned as Manager of a Process.
Privileges:Adding Queues to a Process can be done by the Master Administrator, an individual with Process Admin privileges, or the Process Manager.
A Queue is a step or task that you want to track in the Process. Each Queue may have one or more Managers who are responsible for accomplishing the task (such as calling a new guest). A due date will be set and Managers can be notified when an individual is added to the Queue so they know to login and perform the action needed.
- Click the
from the Actions area on the right side of the Process overview page
- Type the name of the Queue you wish to add, press 'Enter' or 'Return' to add the Queue to the list
- Continue adding Queues until all the Queues in the Process have been added and named
Editing the details of each Queue
Click the Queue name you want to edit and then click
You will see three tabs that you will need to complete:
- Queue Name: This will be visible to Process admins, Process Managers (for this Process), and People admins (from a profile).
- Description: This is the big picture idea for the Queue, the purpose behind the task.
- Instructions: Here go specific details about what the Queue Managers should do when someone is added to the Queue.
Due Date: This is how long the Queue Manager will have to complete the task, starting when a person is added to the Queue. There are multiple options to configure the due date. Once chosen, the due date (with a start date of Today) will appear below the choice to help you determine whether what you selected is correct.
Notify When Due: There are four statuses that may be assigned to a person in a Queue: Not Started, In Process, Waiting, and Done. If a person's status is changed to Waiting, they will be hidden from view until the due date. If you prefer for the people with this status to show up in a Queue Manager's list before the due date, enter the number of days in the box provided. This setting will also send a reminder email to the assigned Queue Manager (or to all Queue Managers, if none is assigned) this number of days before someone's due date. If the number is 0, the email will NOT be sent out.
Notify When Assigned: Queue Managers may be notified via email when a new person is added to a Queue they manage by checking this box. Or, there is the option to notify all Queue Managers when an individual is unassigned. Depending on what box is selected is which Queue Manager that will receive the email.
Group/Position/Event: This automation will add the person marked done to a Group, Event, or Position with a status of Member, attending, or requesting to fill, respectively.
Membership Type: Changes the membership type of a person marked done to the option selected from the pulldown menu.
Baptized: Checks the Baptized box in an individual's profile when the person is marked done.
Mail Merge: Sends the chosen mail merge via email to the individual when the person is marked done.
Queue Sequencing: Select the step(s) immediately following this one. When a person is marked done, queue managers will be presented with the list of queues set here. Remember, this is for the immediate next step(s) for this Queue only. You can automate people to a queue from any process in your campus.
Automated vs. Optional: For all of the choices made on this page you will be able to make the automation mandatory or optional. If it is mandatory (automated), the Queue Manager will not be able to override the choice. For optional automation, you have a secondary decision of having the boxed checked or not. The Queue Manager may override the optional choices. See the Managing a Process article series for further instruction.
When Queue Managers complete the task in a Queue, they mark it done; it is not until this point that the automations will happen in a queue. You can see from the image below that it is listing all the automations that are about to happen.
Make sure to click Save once you have edited all three tabs of the Queue.
If the 'next queue' is in a hidden Process and the Queue Manager is not also a Manager in that hidden Process, the Queue Manager will not be able to override the default setting when marking someone Done. This means that, if the automation is set to 'optional unchecked', the Queue Manager will not be able to check the box and send the person to the Queue in the hidden Process. For this reason, if you have a Queue automating to a Queue in a hidden Process, we recommend using the 'optional checked' or 'automatic' options.
There are four different types of notifications that can be received via the Process Queues feature of the software.
1) Added to Queue
This notification is enabled through the Notify When Assigned setting, which can be found under Details when editing a queue.
The notification is sent immediately to the assigned Queue Manager, or if no one is assigned, to all Queue Managers, when someone is added to the queue. It will include a list of anyone added. It will also not be sent if any due today or near due notifications were sent.
This notification, like the last, requires the Notify When Assigned setting to be enabled. It will be sent to all Queue Managers immediately. If the profile was assigned to a queue manager and the queue manager is unassigned, a new notification will be sent. It will include anyone with a status of ‘not started’, ‘in process’, or ‘waiting’, but not someone marked as ‘done’ who had their assigned queue manager removed.
3) Assigned or Reassigned
This notification also requires the Notify When Assigned setting enabled. It is sent immediately to a Queue Manager when he or she is assigned to someone who was already in the queue. It will include anyone with a status of ‘not started’, ‘in process’, or ‘waiting’, but not ‘done’.
4) Due Soon
When the number in the Notify When Due box is NOT 0 (the default when creating a new queue), this email will be sent that number of days before someone is due.
It is sent to any Queue Manager who has at least one person due assigned to them, and to all Queue Managers if someone due is unassigned.
Queue Managers are responsible for the action in the Queue. They are able to view only those Queues for which they are responsible, not other Queues in the Process or other Processes. Process Admin privileges are not required, but they must be a Basic User. There is no limit to the number of individuals that may be added as Managers of a Queue. Process Administrators, Process Managers, and the Master Administrator may add Queue Managers.
- Access the Process from the Processes & Queues I Manage or All Processes lists and then click the name of the Queue to which you would like to add a Manager.
- On the right-side menu under 'Actions' you will see a link to Add queue managers. Click on this link.
- Start typing in an individual's name who is in your sites database already. Their name will show, click on this press 'Enter', or 'Return'.
- Their name will automatically show on the list of queue managers
Click the Remove the Queue Manager, link next to the individuals name to remove the Queue Manager.
Change the assigned Queue Manager
You have the ability to change which Queue Manager someone is assigned to even after an assignment has been made. The first thing you will want to do is search for the people to reassign:
- While in the Queue click on the search spyglass icon at the top of the page
- From here, choose ‘Any Status’ (the results will include ‘Done’ as well) and then choose ‘Assigned to Anyone’
- Once you get a list of individuals check the box next to the individuals you wish to change the queue manager
- Then click on the button and a pop-up window will come up
- On the first tab ‘Edit’ at the bottom of the window you will see Assign to:, click the toggles at the right and you will have the ability to change the queue manager
- Once you choose the Queue Manager you want to click the
To Edit/Delete a Queue
Delete this queue button will not appear until all form-automations are removed.
Start by going to the Process which has the queue you wish to edit or delete.
- Click on the Queue name
- Click Edit this queue
- Here you can edit any information under the 3 tabs provided. See the section above on Create Queues in the Process for more details. Click 'Save' when you are finished.
- If you wish to deleter the queue, choose button, under the Actions menu
To Edit a Process
To edit a Process is simply to change the name of the process.
Start by going to the Process you wish to change the name > Click on
To Delete a Process
In order to remove a Process, you must remove all the queues, first. We do not recommend removing a Process because you will lose all history of that process including any history of individuals who went through the process. Rather, we suggest editing the name of the process to include “No Longer in Use”, or use the Archive this Process link.
Queues in a Process are listed in the order they were added. You may reorder the Queues to better reflect the pathway of the Process visually, but keep in mind that this is a visual adjustment only and does not affect any automation you have added to the Queue previously.
- Click the from the Actions area of the Process overview page
- This will allow you to do two things with the Queues:
- First, you will be able to drag and drop each Queue into a different location in the list
- Second, you will be able to indent a Queue. See the picture below for examples of each.
- After you have finished rearranging the Queues, click the link in the Actions area on the right.