People, grades and duplicates
Tools for keeping your people data clean. All of these are under your avatar > Workspace Settings, in the Data and Automation groups. Only Administrators can use them.
Unmatched People
Unmatched People lists everyone in Ministry Toolkit who isn't linked to a CCB profile and hasn't been confirmed as a guest. They usually show up when a registration or sync couldn't find the person in CCB, or when someone was added by hand.
Each row shows where the record came from and what it holds (registrations, attendance, groups, volunteering). Click a row to see the details.
For each person, pick one:
- Match to CCB: search CCB by name and pick the right person. Everything the placeholder holds moves onto the real CCB person.
- Confirm guest: they really aren't in CCB (a visitor or one-time guest). They leave the list.
- Delete: only possible when the record holds nothing at all.
Work this list after each big registration push. It's the fastest way to fix "why is this kid's attendance split in two" questions.
Duplicates inside CCB
If CCB itself has the same person twice, Ministry Toolkit can't merge them. You'll get a Sync drift needs attention notification. Merge the two profiles in CCB, then sync.
A staff member has two records
The first time a staff member opens the Serve app, a record may be created for them. If they already existed in your directory, go to Users, point their Directory record at the original, then match or delete the extra one here.
People Import
Use this to bring in a group of people from CCB all at once so later syncs can match them.
- In CCB, export a group's individuals as a CSV. It needs First Name, Last Name and Individual ID columns. Email, phone and address columns are optional.
- In People Import, click Choose file (or paste the CSV).
- Check the preview and click Import N People.
People already linked to a CCB ID are skipped. Someone with the same name but no CCB ID gets linked.
Grades
In Ministry Toolkit, a student's grade is the grade they just finished. A student who finished 5th grade in May is "5th" all summer, until you promote grades. CCB doesn't send grades to Ministry Toolkit, so grades come from registration form answers and your own edits.
That's why the question on your CCB forms matters. "What grade did your child just complete?" lines up. "What grade will they be in this fall?" puts them a year ahead.
There are two ways to move grades forward. Pick one for your church and stick with it.
Grade Promotion (once a year)
Moves every student up one grade. 12th graders graduate.
- Open Grade Promotion. It shows how many will move up and how many will graduate.
- Click Promote grades, then Yes, promote grades.
This affects everyone in the workspace and there's no undo. Run it once, after the school year ends.
Reconcile grades from CCB saved searches
If your church keeps grade saved searches in CCB (one saved search per grade), you can copy grades from those instead.
- Open Field Enrichments and click Load Saved Searches.
- Click Add Enrichment, pick a saved search and enter the grade it represents (0 is Kindergarten, 1 to 12, -1 and -2 for 5 and 4 year olds).
- Repeat for each grade and click Save Enrichments.
From then on, every sync fills in grades for people who don't have one. To overwrite grades that are already set (after CCB promotes grades):
- Under Reconcile grades, click Check CCB grades to see a preview of every change.
- Click Apply N changes, or Discard.
People in more than one grade search are skipped and listed so you can fix them in CCB.
Common questions
A student is in the wrong grade. Check which question their registration form asked. If it asked about next year's grade, fix the student by hand and change the question on the form. Also check whether grades were promoted twice (Grade Promotion plus a CCB reconcile).
A student disappeared from a group or placement list after promotion. Their grade moved out of the group's grade band. Update the group's grades, or roll the group into the new season with Advance grade. See Seasons and rollover.