Managing Your People

Find everything you want to know about your people all in one place in the admin portal! This article gives details about each section of a member Profile, so you'll know exactly where to find each piece of information and how to use it.

Navigate to People  

In the FACTS portal, go to the Profiles > People page.

Click on the purple button containing the name of the profile you wish to view. This opens up an in-depth profile details page.

Or, you can also access the various tabs within the Profiles > People page. To do so, scroll all the way to the right, click on the ellipses to bring up the Actions menu, and select either View/Edit Profile Connections, or Timeline.

You can also delete a profile from this Actions menu.

*Note: if a profile has any gift history, it cannot be deleted.

People Overview  

Within a user's profile page is a Contact Tab, a Connections Tab, and a Timeline Tab. 

If the user verifies their profile via text or email, a green checkmark appears to the left of their name, next to their avatar.

Clicking the View Giving button on the right will take you directly to the Giving > Transactions page, which provides a detailed snapshot of the user’s giving patterns.

Contact Tab  

The Contact Tab shows a user's personal information, any custom fields admins have created, and third party attributes.

You can use the Custom id field as another way to identify people within your organization. The contents of the Custom id field can be letters or numbers. Some third parties (like Powerchurch) assign users a unique identifying number to track records, and this field provides a way to bring that information into your FACTS system.

If entered, Custom id information will be included in a Profiles export (to export, go to Profiles > People and click the Download All button).

Below the Name + Details area is the Contact Info section. To set up a profile a phone number or an email address is required. If there is no known email address or phone number to enter for a user, you can enter all twos in the phone number format (222) 222-2222 instead. The platform doesn't allow fake numbers which start with a 1 or 0.

If a profile is created with both a phone number and an email address, any edits to the profile going forward must maintain both those fields.

Users may have more than one phone number, email address, and street address. Use the +Add Another button and the trashcan button to add and remove instances of these fields. To avoid confusion, one of each must be chosen as the “Primary” contact. If the user or the admin deletes a primary phone number, email address, or street address than the first listed option becomes the primary by default.

Custom Fields

This section provides another way to keep track of information about your members. For example, you may decide that you want to keep track of everyone's baptism date. The members do not enter this information into their profiles. You, as the admin, use the portal to enter the information into each custom field.

To the left of +Create Field, click the Type dropdown, and select your custom field type:

• Text. A fill-in-the-blank text box, such as Favorite Sunday Service Time
• Date. Calendar picker style to select a month/day/year, such as a birthday
• Yes/No. One question with preselected yes or no response, such as Has Kids - Yes or No

After selecting the field type, enter the Custom Field title and click the +Create Field button.

To edit or delete a custom field, click on the custom field, then edit/save or delete the field.

Directory Settings

At the bottom of the Contact tab is the Directory Settings section. This will be visible if your plan includes Member Directory. Here you'll manage whether a user has access to the Directory, and whether their information is listed in the Directory.

• User can access the directory. Select Yes to let the user view other members' profiles in the Member Directory.
• User is listed in the directory. Select Yes to allow other members to view the user's profile in the Member Directory.

Interested in adding Member Directory to your plan? Contact communitysupport@factsmgt.com for more information! 

Connections Tab

The Connections Tab is where you will find member tags, relationships, and households information.

Tags

The first section you’ll notice is the Tags section.

This section shows the tags that have been assigned to a user, by either an admin or the user themselves. This makes it easy to see all the communication groups to which a user belongs.

You can link the user to an additional tag by clicking the + Add Tag button. Select one or more tags to add, then click the Save button.

*Note: Periodically send out a push notification encouraging your members to take a peek at different interests created in-app by clicking on the My Interests button within their profile!

To learn how to remove a tag read this article.

Relationships

You can find the article on the power of the Relationship feature here.

Timeline Tab

The Timeline tab shows how a user is engaging with the app, and includes the following information:

• How many times a user opened the app on a given day
• When a user received push messages
• When a user received text messages
• When a user filled out a form
• When a user made a donation*
• When an Admin Note was added

*Note: If a giving passcode has been set up for your admin account, giving information will not be visible in the profile until you enter the giving passcode.

Admin Note:

You can add an Admin note to a user's timeline to record information that isn’t already captured in the table. Simply click the green +Add Note/Link button at the top of the table to open the Add a Note/Link window.

If you include a link in the note, the link icon will appear to the left of the note in the timeline table, and the Actions menu offers you the option to Copy Link or View Link.

By default, the timestamp displayed in the table for the admin note shows when the note was added, but through the Add a Note/Link window above, you can update the timestamp to reflect when an activity actually occurred. The note will then be ordered in the table based on the value of the timestamp that was manually entered, and an info icon will appear to the right of the timestamp noting the time the note was created by the admin. This allows you to track when an activity actually occurred, and when the note was entered to record the activity.

The Timestamp and Type columns tell you when and where the activity took place in the portal. Open the Type dropdown at the top of the table to filter results for each of the activity types.

An ellipsis icon will appear in the Actions column on the right for certain activities. Click the ellipsis to open the Actions menu, which will provide quick access to the Forms Response page where you can view forms activity, or to the Transactions List where you can view giving activity. You can also delete any previously-added admin notes.

Profiles provides an insightful and robust way to understand your users. It allows you to learn more about your community so you can engage with them in more meaningful ways! If you'd like to learn how to import people profiles, read this article next!

If you have any questions or need help, send us a note at communitysupport@factsmgt.com!