Me (Person Detail Page)

 

The Person Detail page displays information for an individual and is divided into several tabs. Depending on what security settings have been set by your administrator, you may or may not have all of the tabs listed below.

 

Individual Information Tab

Security Tab

Person Viewed Tab

Contributions Tab

Prayer Requests Tab

Volunteer History Tab

Counseling Tab

 

Individual Information Tab

This section displays demographic and individual information for member/business records. The fields reviewed in this section are default fields. Arena has the option to add custom fields such date fields, check boxes, URLs, text boxes and the ability to upload documents. Access to sections and fields can vary by user. A field that is populated displays. Click the Edit link to display all available fields in a section.

Profile Section

The Profile Section of the Individual Information tab contains Personal Information, Family information, Relationships, Peer Network information, Contributions, Photo, Check-In, Counseling, Phones, Email addresses, Person Attributes, and Address information.

Personal Information

The Personal Information section displays the following fields of information.

•Each record has a Person ID and converted records have Foreign ID. The Foreign ID is the Shelby v.5 alternate ID.

•The SSN filed displays the person’s social security number. After entering and updating the section, Arena displays the last 4-digits.

•Every record has Member Status that represents the relationship to your organization.

•Every record has a Record Status that represents the relationship to the database.

•If your organization is multi-campus, you can identify the Campus for the record.

•Use the Staff Member to identify staff of your organization.

•The Name field displays the person’s title, first, middle, nick, last names and suffix.

•The Previous Last Name field displays the person’s previous last name.

•The Age field displays the person’s complete birth date and age. A complete MMDDYYYY date format is required for the age to display. If the year is not available, consider using a default year such as 1900.

•The Gender field displays the person’s gender. Options are male, female and unknown.

•The Marital Status field displays the person’s marital status. Options may vary by organization.

•The Anniversary Date field displays the person’s wedding anniversary date. A complete MMDDYYYY date format is required. If the year is not available, consider using a default year such as 1900. Add the same date to both spouses.

•This Grade field displays the grade and graduation year. Update this field annually using the Grade Promotion Organization Setting.

•The Medical Info field is a text box to capture medical information.

•The Date Added field displays the date the record was added to in Arena.

•The Date Modified field displays the date the record was last updated.

•The Date Last Verified field displays the last verification date of the record. This is an effective option to verify all contact information as users access the records. Once information is verified, click the Verify link to add the current date.

 

Example of a Child Record

Example of an Adult Record          

Family Information

This section lists the person’s spouse and/or children, their family role and membership status. Family members are listed by family role and then by age. The head-of-household function orders by Family Role and then by gender. The oldest adult male is considered the head-of-household. If no adult male exists in the family, the oldest adult female is considered the head-of-household. Arena allows one adult male and one adult female per family. Use Relationships to identify extended family members.

NOTE: There is a "Gender Neutral Setting" in the Module Settings of the Edit Family Wizard page. Selecting "True" on this setting allows you to add more than one adult of the same gender to a family.

Relationships

Use Relationships to identify relationships outside of the immediate family such as grandparents, aunts, uncles, etc. If your organization uses Arena Check-In, any Relationship Type containing the phrase "can checkin" (case insensitive, no quotes) permits this action. If no Relationship Types exist, they can be added under Administration -> Relationship Types. (When relationships are changed or added, the changes display under the History tab on members Person Detail page.)

Apply a Relationship to a Record

Before you begin, be sure to consider the record currently displayed. After selecting a record, you select the Relationship the person is to the record currently displayed.

1.          Click the Edit link for this section.

2.          Click the Select Person link to display the quick search pop-up window.

3.          Search for an existing record. Click the Name radio button then click the Select button.

4.          Select a Relationship from the drop-down list. Available Relationships vary by organization.

5.          Click the Done link. The inverse of this relationship automatically displays on the other person's record. Be mindful of relationships types that are the same such as sibling.

Peer Network

The Peer Network module exposes relationships between people that would otherwise be somewhat hidden in the depths of the Arena database. Peer Network scoring is calculated based on the Relationship scale setting in Groups and Tags to which the people belong. The arrows represent most recent connection trends. A Trend Up  icon or Trend Down  icon represents the most recent connection trends the person has with records. Click the View Details link to view all connections.

Contribution Information

This section contains default and custom fields used for Contributions. Use this area to denote if sending contribution statements via email or snail mail. Contribute Individually, Print Statement and/or Email Statement must be the same for couples wanting a joint statement. In the case of printed statements, both records should have an active primary address and in the case of more than one active address, at least one must be marked Primary. In the case of email statements, the head of household should have an active email address on their record.

•Last Contribution Date: This date is the most recent contribution the person made.

•Contribute Individually: Check this box to indicate if the person contributes individually. Leave blank if contributing with a spouse so that contributions display on both adult records.

•Print Statement: Check this box to indicate the person wants a printed contribution statement. You can select both Print and Email Statement options, which result in including record in both printed and emailed statements.

•Email Statement: Select this check box to indicate the person wants to receive contribution statements via email. This can only be selected if the record has an email. PIN number is required. You can select both Print and Email Statement. Using this option, Email Statement should be selected on all family members where Contribute Individually is not checked.

•PIN: Use this field to enter the PIN number (up to 10 characters) in order for a contributor to receive an email contribution statement. Statements are emailed as secured PDF documents. A PIN number is required in order for the contributor to open a contribution statement sent via email. To enable the PIN number field, check the “Email Statement” box.

•Envelope Number: Select the Assign check box to assign the next sequential envelope number automatically. You can also manually enter the envelope number. Click the Include in File check box to include or exclude the number with an export file for your envelope vendor.

•Contribution Note: Use this field to enter contribution notes. These notes display when contributions are being entered manually.

•Sub-Donor: Use this field to associate this record with another record. When posting contributions, this person’s name displays with the contributor. The "sub-donor" (or the customized field name for your organization i.e. “Co-Donor” on screen shot on previous page) is a way to associate a gift with another record without actually giving them tax-deductible credit for the gift.

Check-In

This section contains default fields used to record special information that pertains to Check-In. Using Arena’s default Child Tag, an alpha value prints for any fields that contains data—CAMPS. C for Custody Situation, A for Allergies, M for Medical Situation, P for Potty Training and S for Special Note. Consult with your Arena Administrator to customize this section.

Photo

Use this section to upload and view a single photo for the individual. The photo sizes must be at least 200 x 200 pixels for the pictures to display properly.

Add a Photo

1.          Click the Update Photo link.

2.          Click the Choose File button.

3.          Find the photo and click the Upload button to save.

Counseling

This customizable section displays restrictions set on the Counseling tab. (See your Arena Administrator regarding the customizable options.)

You can identify specific records with specific Counseling Restrictions so that the record always displays with [R]. (See your Arena Administrator for additional information.)

Phones

This area displays phone number for the individual or company.

Update or Add a Phone Number

1.          Click the Edit link for this section.

2.          Enter the phone number in the first field, an extension number in the second field (if applicable), indicate if Unlisted or is SMS capable. No formatting is necessary when entering 10-digit phone numbers. They automatically format when you press the “Tab” key. International phone numbers do not format. If you select SMS, you must select a provider from the drop-down. Only users with view permission can view the unlisted phone number(s).

3.          Click the Save button. The Send Text Message  icon indicates you can send an SMS (Short Message Service). If you click the Send Text Message icon, a new communication page opens.

 

Email Addresses

This area displays email addresses for the individual or company. The email address at the top of this section is the preferred email address. Emails sent using Arena Communications include all active email addresses.

Add or Edit Email Addresses

1.          Click the Edit link for this section.

2.          Enter the email address.

3.          Enter Notes such as indicating work, personal, etc.

4.          Select Active to indicate the email address should be used. New Communications are sent to all active email addresses.

5.          Select Allow Bulk Email to indicate if this email address should receive bulk email communications. This field works in conjunction with the “Check here if this is a bulk email message” on the New Communication page. When sending emails where this is checked, a link is added to the email allowing recipients to opt out of receiving future bulk emails. Arena un-selects this box for that email address.

6.          Click the Preferred Email  icon to move any email to the preferred position. The address in the first position is the preferred email address.

7.          Click the Save link.

 

Person Attributes

Add a Document Type to a Person Attribute

1.          From the Administration menu, click the Person Attributes option located under the CUSTOMIZE heading.

2.          Click the Add New Attribute  icon and then enter a Group Name.

3.          Next, select the Display Location and then click the Update button.

4.          Click the Attributes link for the new Person Attributes.

5.          Click the Add link.

6.          Select the Group. Enter a Name for this attribute. Select a Document Type. Select a Qualifier. (This drop-down lists all Document Types marked to Show on the Person Details page.)

7.          Make additional selections.

•Visible: Check this box for the uploaded documents to be visible.

•Read Only: Check this box for the attribute to be Read Only.

•Required: Check this box if users are required to upload a document, when editing this attribute.

•Enable History: Check this box to enable history for Arena to track when the attribute is changed.

•Number of Previous Values: If you Enable History, enter the number of previous values to track.

8.          Click the Update button.

Address/Previous Address

This area displays addresses for the individual or company and the distance to your organization. Address display order is based on the order of the Address Type Lookup. If your organization has more than one campus, the distance is to the main campus.

1.          Click the Map link to display the address location in Google Maps in a new browser window.

2.          Click the Get Directions link to get directions, via Google Maps, starting from the person’s address to the organization, an existing record, a group, a tag or a campus.

Background Section

This section displays the person’s background check information. If permissions allow, you can also access existing background check reports or initiate a new request.

Activity Section

The activity section displays how the individual or company connects to your organization in respect to health meter, area, groups, events, member data and tags.

•Activity: This field displays a numerical value that represents the person’s overall activity, with the strongest activity = 100. This value generates automatically and calculates using a customizable stored procedure.

•Area: This section displays the person’s assigned geographical area. Their address is not required to be within a boundary area.

•Small Group Information: This section displays all groups where the person is a member, leader or pending registrant. If they are not in a Small Group, this area displays “Not in a Small Group.” Groups display in Group ID order.

•Events: This section displays the Event Tags where the person is a registrant.

•Sports: This section displays sport teams where the person is a coach, player, or assistant coach. You can customize roles.

•Volunteer Information: This section displays the person’s volunteer information. All fields are independent fields, which your Arena Administrator can customize. Background Check data is independent from Arena’s Background module.

•Member Path: This section displays the person’s member data.

•Visit Dates: This section displays the person’s visitation dates.

•Membership Details: This section displays additional member data.

•Serving, Personal and Ministry Tags: This section displays all tags where the person is a member and their status. When hovering over a Tag, the tag hierarchy displays.

Security Tab

At the top of the Person Detail page, click the Security tab to display the Security information for the person or company. Click the Add New Login  icon to add IDs. Access to tabs on the Person Detail page may vary by user. Family and Alternate IDs work with the custom CCV Check-In. The Person and Alternate IDs work with Arena default Check-In. Alternate IDs should not start with an “R”, “C”, or “M”, as these are reserved for Check-Out.

 

Person Viewed Tab

The top section of this tab displays the people who have viewed your record. The bottom section of this tab displays the records that you have viewed. Both sections display the first view and last view dates along with how many times the current user has viewed the record.

 

Contributions Tab

The Contributions tab on the Person Details page displays individual contribution information from open and finalized batches. The tab is in three sections — Pledges, Repeating Payment profiles, and Contribution History.

 

Pledges Section

Pledges entered from Pledge Quick Entry display in this section. You can also add, edit and delete pledges from this section. Permissions by user may vary.

 

Edit a Pledge

1.          Click the Add button. This creates a placeholder for the pledge.

2.          Click the Edit  icon.

3.          Enter the begin date, end date, pledge amount, and frequency. The payment gateway provider determines frequency options.

4.          Click the Update  icon. Pledges are retroactive, so if a contribution falls within the pledge date range it counts towards the pledge amount.

 

Repeating Payment Profiles

This section displays the person’s repeating payments created through online giving or manual entry. If permissions allow, you can also add a new Repeating Payment from this page. (See your Arena Administrator regarding permission to add a repeating payment. An Arena-supported payment gateway is required.)

 

Add a Repeating Payment

1.          Click the Add Repeating Payment  icon.

2.          Search and select an existing record.

3.          Enter any missing information.

4.          Enter giving profile information.

•Profile Name: Arena assigns a default giving profile name which you can change

•Frequency: Select the payment frequency for the repeating payment. The payment gateway provider determines frequency options.

•Begin Date: Enter the date you want the repeating payments to begin. The date must be a future date.

•Number of Payments: Select the top radio button to enter a specific number of payments or leave the default Pay Until Further Notice radio button selected.

5.          If using Honorariums, select the check box for Is this gift in honor of someone? You are able to make a specific selection below. If not using Honorariums, skip this step.

6.          Enter payment information.

7.          Click the Next button.

8.          Select the Payment Method. This page varies based on payment gateway provider.

9.          Enter the bank account information.

10.          Click the Next button.

11.          Confirm Information.

12.          Click the Finish button. The below Confirmation page displays.

 

Contribution History

This section displays all contribution and online giving history for the individual or company. Use the filters to filter contributions by date range, fund, type, or transaction number. Click the Reassign Person link to associate a single or multiple contributions to a different person. Select the Show Memo check box to display memos enter during contribution processing. Select the Show Images check box to display scanned checks.

 

Prayer Requests Tab

The Prayer Requests tab displays any prayer requests entered for you or another person.

1.          Click the Add New Prayer Request  icon to add a new Prayer Request for you or another person.

2.          Click the Request link to view the Prayer Details.

 

Add a Prayer Request

1.          Click the Add New Prayer Request  icon.

2.          Enter First and Last Name, if not automatically populated. Enter your name or the person you are praying for.

3.          Enter Email, if not automatically populated.

4.          Select a Prayer Category.

5.          Select the Request Response check box if the requester would like to receive an email response.

6.          Select the Private check box if this prayer request should only be available to prayer team members who have the permissions to view private prayer requests.

7.          Select a Content Category. This drop-down option is applicable when entering prayer requests from the Arena-managed website.

8.          Select a Source. This field is to identify the method of obtaining the prayer request. Default Status is active.

9.          Approve the prayer request if you have permission. (See your Arena Administrator regarding permission options for prayer requests.)

10.          Enter the Expiration Date for this prayer request. Renewal option is available.

11.          Enter the Prayer Request in the Request field.

12.          Click the Save button.

 

Edit Sections on Person Detail Page

Edit Area

1.          Click the Edit link for the Area section.

2.          Select an Area.

3.          Click the Save link.

 

Add Someone to a Group from the Person Detail Page

1.          Click the Edit link.

2.          Click the Assign Groups link.

3.          Expand the Group Tree to select the Group(s).

4.          Click the OK button.

 

Add Someone to an Event Tag

1.          Click the Edit link.

2.          Click the Assign Events link.

3.          Expand the Tag Tree to select the Tags(s).

4.          Select Status.

5.          Enter a Note, if desired.

6.          Click the OK button.

 

Update Sports Information

1.          Click the Edit link.

2.          Select and/or enter data.

3.          Click the Save link.

 

Update Volunteer Information

1.          Click the Edit link.

2.          Enter dates in MMDDYY or MMDDYYYY format or click the Calendar  icon to select dates.

3.          Click the Save link.

 

Update Member Path Information

1.          Click the Edit link.

2.          Update all fields, as desired.

3.          Click the Save link.

 

Update Visit Dates

1.          Click the Edit link.

2.          Update all fields, as desired.

3.          Click the Save link.

 

Update Membership Details

1.          Click the Edit link.

2.          Update all fields, as desired.

3.          Click the Save link.

 

Add Someone to a Personal, Serving, or Ministry Tag

1.          Click the Edit link.

2.          Click the Add Tags link.

3.          Click the Tag Filter to select the tag type.

4.          Then select the tag to which you want to add the person.

5.          Select Status. Selected Status applies to all selected Tags.

6.          Enter a Note, if desired. Notes apply to all selected Tags.

7.          Click the OK button. If selecting multiple Tags, the status and note applies to all tags. 

 

Attendance Section

This section displays the person’s recent attendance. The left side displays all attendance. The right side displays attendance for Attendance Types marked “Weekend” The default attendance history is 24 months. See your Arena Administrator to customize the months of attendance to display.

 

Notes Section

You can add notes to a person’s record from this section. You can view the notes in this section and display the note at the top of the Person Detail page.

Note Checked to Display

 

Add a Note

Search and select the record you wish to add a note.

1.          Click the Add New Note link.

2.          Enter the desired note, making any additional selections.

•User Notes: Enter the note in this field.

•Display at Top: Check this box to display the note at the top of the record. Displayed notes list in order, with the most recent note entry at the top of the list.

•Display at Top Expiration: Enter or select a date for a displayed note. When the displayed note expires, it still displays in the Notes section.

•Private: Notes marked private display only for the user that marks the note private.

•Security: This is a customizable Security Template. Each security template can include various users and security groups. You can mark a note to display and private. In this case, only the current user is able to view the displayed note. See your Arena Administrator for additional information.

3.          Click the Update  icon.

 

Applying Security Templates to Person Notes

With a Person Note Security Template available, users can add the security template to a person note allowing other users access to notes marked private. Refer to the User Online Help for more information regarding creating Person Notes.

 

Personality Section

Spiritual Gifts and DISC Profiles are both optional settings to be determined by your organization. DISC Profiles are based on the DISC profiling personality trait system. Spiritual Gifts can be setup to display individual gifts. DISC stands for Dominance, Influence, Steadiness, and Conscientiousness. Several organizations offer this testing. Arena tracks it for you if you choose to implement it. Click the Spiritual Gift link to display a list of the other records that have the same gift.

•Spiritual Gifts – Your organization can customize this section to display spiritual gifts. Click a Spiritual Gift link to display a list of records that have the same gift.

•DISC Profiles – This section displays specific value from the DISC assessment.

 

History Section

Check the View History box on the right side of this section to display the person’s history that pertains to person updates, person attribute updates, email communications, security changes, small group changes, tag changes and web activity. Each subsection has a drop-down box to view the last 5,100, or all actions. Arena honors security for this section. For example, if a user does not have permission to view security history, Arena does not display this section.

 

Business Information

Businesses display in the same format as an individual record with the exception of the name fields. The first, middle and nickname fields are not applicable.

•Person ID/Foreign ID (Foreign ID = Shelby Systems Name ID if synchronized with Shelby Systems Shelby v.5 software)

•Member Status

•Record Status

•Campus

•Name

•Date Added (to Arena)

•Date Modified

•Date Last Verified (Click the Verify link to update when the record was last confirmed to be correct.)

 

Volunteer History Tab

The Volunteer History Tab allows you to view the services and positions assigned to an individual.

1.          Click the Menu  icon next to a column header to sort or filter the grid by the options listed.

You have the ability to export the positions to both Word or Excel by selecting at least one position on the grid and then clicking the Mail Merge or Export to Excel icons at the bottom.

 

Counseling Tab

The counseling feature enables your organization to record and secure confidential information for the counseling ministry. Along with recording counseling notes, you can customize counseling concerns, counseling restrictions and counseling statuses. Restrictions display on the Person Detail page as a means to communicate with other staff when an individual should be restricted from a specific area or subtlety flag a record. You can also customize the Counseling Status Lookup to display a symbol or letter for flagged records.

 

Customization Options

•Create a Ministry Tag consisting of existing records you want to identify as counselors. Add this tag # to the Counseling Team Member Profile Organization Setting. You can obtain the tag profile_id from the URL when you select the Tag (http://arena/default.aspx?page=25&profile=171), or in the core_profile Arena SQL table.

•Customize the CounselingRestrictionIdentifier Organization Setting. The default setting [R] displays on a record where the “Show Restriction” Lookup value is set to “True.” You can change the default “R” value by entering the desired value, such as * in the Value field.

•Customize Counseling Pastoral Concerns, Counseling Restrictions, and Counseling Status Lookups. Add “true” to a Counseling Restriction to allow users to enter a note for the restriction. Add “true” for Show Restriction to a Counseling Status to display the Restriction Identifier for the status. Add “true” for Set End Date for a Counseling Status to allow user to set an end date for the status.

•Add a Counseling child page to the Person Detail page and set to not display in navigation.

•Add the Counseling and Counseling Request modules to this page.

•Set security for each module. Users with view and edit permission for the Counseling Request module can create a new counseling request. Users with view and edit permission for the Counseling module have full access to Counseling.

•Add the new Counseling page as a tab to the Person Detail page, as shown on the next page.

•Customize the Counseling Request System Email.

 

Add a Counseling Request

1.          Click the Counseling tab on the Person Detail page.

2.          Click the Add New Counsel  icon.

3.          Select Pastoral Concerns. See your Arena Administrator to customize these options.

4.          Enter Summary.

5.          Select if the person is aware of the counseling request.

6.          Click the Create button. If the Counseling|Request System Email is configured, Arena sends an email to the requestor and recipients in the CC and BCC fields of the systems email.

 

Process a Counseling Note

1.          Click the Counseling tab on the Person Detail page or from the Membership menu click the Counseling option.

2.          Click the Status link for the counseling note.

3.          Click the Edit link for any section. 

4.          Enter details for each applicable field. See your Arena Administrator regarding Restrictions and Pastoral Concerns options.

5.          Assign the Counselor and change the Status, as desired.

•Requester: This is the current user. You cannot change the contact person.

•Counselor: Select a counselor for this counseling note.

•Status: Select a status for this counseling note.

6.          Click the Create Request button to return to the Counseling tab.

7.          Click the Save button. If the Counseling|Request System Email is configured, Arena sends an email to the Requestor and recipients in the CC and BCC fields of the systems email.