FACT ONE: Most CMS programs will allow you to Export your data which can be imported into another CMS.

It’s now easier than ever to make a switch to a new church data base program. Most Church Membership Programs (CMS’s) now have a data export option which will allow you to save your data to an Excel or Data Base file. While the feature was intended to allow churches the opportunity to export data for mail merges or custom reports by using their Word or Excel processing programs, the opportunity also exist to export their data for import into a new CMS program.
As a partner in a CMS online service we knew that offering the export in our own program could make it easy for clients to switch but we were willing to forgo the negative due to the greater benefit that this feature provides for our clients.

FACT TWO: A Data Import Can Save You Valuable Time and Records

First let me explain what you need to understand about exporting data from one CMS and then importing it into another CMS.
Data Base programs in general use fields or cells to store data. Data is placed in a field or a cell in a column that has a name at the top of the column defining the type of data listed in the column. See below:

When a Data Export is performed the information you entered into your CMS is exported into a viewable document (most likely Excel). This document is also known as a spreadsheet. The information can be used in a number of ways: like mail merge letters or reports.
As mentioned before, you can use this exported data to switch over to another program if that program has a Data Import service or feature.
Your exported data is then matched up with like fields in your new CMS and then uploaded. This transfer or data import allows you to get up and running much faster than re-entering the data again for each person. Thus, saving you time in re entering the data.

FACT THREE: A Service Import Provides Better Data Import Results

We at Church Office Online use a “Service Import ” as opposed to a “Program Feature Import”. Simply defined: A Service Import is “we do it”, as opposed to a Program Feature Import where “you do it”.

The reason we chose providing it as a “Service Import” is twofold;

1. We are experienced in Data Export and Import and can accomplish the service with ease and accuracy.
   
   A program feature places the task on the client who is not as informed about data export and import.
   
2. As a service, we make sure the exported data in NOT corrupted and will cause no conflicts or errors when it is imported into your CMS and stored on our secure servers.
   
   A program feature export/import can and does corrupt CMS fields. It also puts at risk not only your data stored on the servers but the data of other clients as well.

Finally I would encourage you to consider the cost of the Import Service. The service can range from the low $40’s and on into the hundreds. However, because it is a one-time-fee you won’t be seeing it each month.

Mike Smith, CMO Ministry Support
Church Office Online

Having served as a pastor for 27 years in young and old churches, large and small, I understand the importance of taking attendance and the difficulty that goes with it. I can offer you several suggestions some will be easier to implement based on your attendance others on the age of your church. I have also included attachments of support materials, i.e. cards, list and links which you may use free with our permission.

1. CARD PEW ATTENDANCE

Place cards in the pews that both visitors and attendees are instructed to place in the offering. Visitors fill out their contact information; Members fill out names of those in the household attending only or check a box for household attendance. (See Attachment Card 1)

2. GROUP ATTENDANCE

Divide up your congregation into groups (5-10 families per group). Have individuals or couples designated with the task of seeking out those individuals/families each service and record their attendance on a service attendance sheet. This method works great because it strengthens the church community.

3. DROP CARD TREE

For your members, have cards (heavy card stock) made up for each family that list their names and address. Have them available in three or more areas in the foyer (punch-card holder racks work great). They simply pick up their card and place it in the attendance box in the foyer or place in the offering. This is very green as you are using the cards over and over.

4. NAME BADGE TREE

They simply pick up their name badge and at the end of the service they drop it in the badge return box at the door. They are picked up and marked off in CMO attendance and then placed back on the Badge Tree.

5. PEW LIST ATTENDANCE

Have a clip board in each pew that has a copy of your member’s names which they can check off and pass down their isle. Limit the list to one isle if at all possible as more isles will create a disruption. A designated person/s will collect the clip boards and record them online.
(See Attachment 2)

Hi-Tech Attendance Solutions

6. COMPUTER ENTRY ATTENDANCE

Some churches have placed laptops at various places in the foyer using the check box attendance in our program. This can be done by an attendant or not. Visitor cards would be recommended as it reduces both traffic and confusion. Some systems allow for touch screen entry.
(See Attachment CMO Check List)

7. iPad Attendance

With our program we recommend the Apple iPad as an inexpensive device which has a great touch screen and finger scroll for attendance using our attendance program. See an example picture of using an iPad to take attendance below.

8. BAR CODE ATTENDANCE

Today’s technology also makes available bar code readers. It has been billed as fast and simple. A check-in station, computer connection, scanner, would be required. An attendant is usually required and there are options other than bar-coding: i.e. magnetic strip cards, fingerprint scan, and face recognition : )

NOTE: As in most things that are new for a church there will be a learning curve. Don't expect whatever method you use to instantly work. Churches no matter how old they are can put into practice a good attendance program (I have served in churches that were over 100 years old).

It doesn't take a Rocket Saint to know the advantages. People in general feel followed up, connected, and missed. Leadership will better be able to care for their people and see growth.

I hope this has been helpful. If you have another way to take Individual attendance please let me know. I would love to hear from you.

Mike Smith, CMO Ministry Support
Church Office Online

 Did you know that you have a new program to help keep your church records current?

It’s called Me.Churchmembershiponline.com (or Me.Church…).

In the high tech Internet world it is referred to as “Individual Member Access”.

Once logged into Me.Church… individuals can securely view or edit their contact information, i.e. name, address, email, phone, and household contact information. Changes will instantly update their records in Church Membership Online. They can also view their contributions and print a giving report for taxes and personal records.

Me.Church… is designed to be a no load to load reducing feature.

Administrators will not have to create the individual login and passwords as the program will do it for you. A tutorial can be viewed on the link below.

Visit your new program at: https://me.churchmembershiponline.com

*me.churchofficeonline.com is a feature of Church Membership Online, a service program of Church Office Online and provided free to all subscribers.

I remember when my senior pastor said: “I’m not into numbers”. At first I understood it as a statement suggesting priority on spiritual growth over numerical. As a compliant and zealous youth pastor I took the statement and quickly put it into practice. No attendance was to be taken, no heads counted… no numbers, it was easy to apply. However, the problem came when the elders asked why my year end report contained no numbers but only general statements about growth. 
 
Biblically: “Numbers” does not have the negative connotation that my fellow pastor asserted.  If one looks into the Bible you will see a book named Numbers. My first read through it was like reading the parts list for a Boeing 747. It was hard for me to keep interested and awake. Later as an administrative pastor, one thing impressed me about Numbers was that they kept track of their people. They knew who, where and how many. The early church also kept track as recorded in Acts.  Even Jesus’ parable of the 99 sheep represented the value of each individual to him. Jesus makes it a point to know the “who, where and how many”.
 
Professionally: Accountability is the first thing that comes to mind when I think of attendance. When we know the “who, where and how many” we become accountable to those who are represented by those numbers.  If I take a van load of teens to Mexico on a short term mission trip and pay attention only to their growth experience and not notice that I went down with twenty and came back with nineteen; do you think the parents of the missing teen will not hold me accountable? As leaders we must be diligent to keep the attendance of those that God entrust to us.
Secondly, keeping track of the numbers should speak more to the leadership than the congregation. When I see an Individual not attending each Sunday, I don’t write a letter and ask “What’s  your problem?” instead  I ask, “What’s our expectation, is it Biblical and what are we doing ?” Other questions you can ask are: “Is their lack of attendance systematic  of: no follow-up, ministry done poorly or a misfit ministry.”
 
I am thankful to our LORD for allowing me the opportunity to help churches in the care and growth of their church through the service of ChurchOfficeOnline.com. When we began development of the Church Membership Online Program we began with the conviction that attendance was not just an added feature but central to the program. Numbers do count when you are feeding and caring for the flock. The best way to know the "who, what and where' is to take individual attendance, doing so can lead to a healthier church.
 
Pastor Mike Smith, CMO Ministry Support
Church Office Online