Outreach Reporting

The outreach report provides a summary of visits and decisions as well as a detailed list of visits and decisions. The report can be accessed from either the Admin component or the Outreach component and contains sort and filter options to customize the report.

Outreach Report

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Print Giving Statements

As tax season approaches, your members will need a record of their giving for the past year. The following video tutorial demonstrates the simple process to print giving statements.

Print Giving Statements

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Upload Directory Picture

A picture can be uploaded for each person in the directory. The following tutorial video shows how to upload a picture and create a thumbnail for display in the directory profile.

Upload Directory Picture

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New Directory Layout

In a continuing effort to improve the usability of the Shining Light Technologies software, the directory layout has been upgraded.  The following tutorial video provides an overview.  In order to view the video, you must have QuickTime.

Install Quicktime

Directory Overview

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Collections, Groups, and Ministries

Collections are the starting point for the groups module.  Collections contain sets of related groups.  Examples of collections are Care Groups, Small Groups, Bible Study Groups, Sunday School, Families, Staff, etc.  Every group must be placed into a collection.  Attendance reporting and rosters can be displayed across an entire collection (e.g. all Sunday School attendance).

Ministries are a separate module, and may or may not correlate to collections.  Ministries may contain sets of groups, but a group does not need to be placed into a ministry.  A ministry may contain groups from multiple collections.

The following example shows an example for two collections (Kids Club and Sunday School) and two ministries (children and teens).

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Care Groups

Care Groups are small groups of people led by key individuals and couples who understand the overall purpose of the church and are skilled in helping people become active serving members of the church.  Care Groups can make the difference in connecting new members to the church family.  Care Groups provide an opportunity for people to develop close relationships, where people have an opportunity to relate more deeply with a small group of people.  Care Groups are designed for application of truth, with the expectation that truth is being discovered through the regular preaching and teaching of God’s Word.

Qualifications for Care Group Leaders

  • Dedicated to the mission of the church – “all in” and ready to apply Biblical council to concerns raised by care group members, involved in weekly outreach activities
  • Encouraging – ready with a positive word, Biblical council
  • Compassionate – sensitive to the needs of others, expressing concern and seeking to meet needs wherever possible
  • Organized – disciplined in regular contact, remembering important dates, following up where necessary

Guidelines for Church Leaders:

  • Prepare material for teachers and care group leaders
  • Give note cards to care group leaders
  • Do not overwhelm care group leaders initially – reduce the initial list to the essentials (Fellowship, Followup, Faithfully Report) and fill in with reminder emails
  • Send bi-weekly reminder email with tip, idea, etc
  • Conduct quarterly meeting with staff, class leaders, and care group leaders

Guidelines for Class Leaders:

  • Look for natural fits between care group leaders and care group members (life stage, career, personality, geography, interests, etc)
  • Assign new people to care groups after clearing with church leadership
  • Use Shining Light Tech Groups component to form care group rosters
  • Constantly reevaluate care group assignments

Guidelines for Care Group Leaders:

  • Schedule a fellowship within one month of forming care group (e.g. meet for coffee, game night, pizza after church, etc)
  • Contact each member of your care group weekly
  • Communication ideas – share a verse, mention an activity, ask a question, share a praise, follow up on a prayer request
  • Use a mix of email, phone calls, text messages, handwritten notes, and visits
  • Send weekly status email to group leader and church leader, focusing on praises and concerns
  • Use social networking to encourage care group members
  • Ask for prayer requests and pray faithfully
  • Recognize birthdays & anniversaries
  • Encourage and disciple care group members
  • Invite members to relevant activities
  • Seek to form connections between care group members and other members of the church or larger group
  • Invite each care group member over or out for a meal one time per year
  • Coordinate meals
  • Encourage new converts to enroll in discipleship
  • Expose care group members to ministry opportunities
  • Take on special projects as a care group
  • Be patient with people who are less faithful and/or seem less committed
  • Encourage care group members to reach others with the Gospel through personal interaction and organized church-wide outreach
  • Recommend good material (books, music, websites, etc)
  • Facilitate genuine fellowship among the members of the care group
  • When concerns arise, share with leadership
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Mobile Application Tutorial

The following tutorial videos show how to use the Shining Light Technologies mobile application. The Shining Light Technologies mobile application runs in all mobile device browsers.  In order to view the videos, you must have QuickTime.

Install Quicktime

  1. Mobile Application Overview
  2. Mobile Directory
  3. Mobile Groups
  4. Mobile Outreach
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Broadcast Email Tips

To send an email without formatting, use the broadcast messaging feature built into the Shining Light Technologies software.

To send a broadcast email with graphics (e.g. banner) and custom formatting, download a copy of the roster and compose the broadcast email using your local email program:

  1. Go to Groups
  2. Select Rosters
  3. Select the desired Group
  4. Download the Roster (Excel file)
  5. Sort on the email column so that valid email addresses are separated from empty/invalid entries
  6. Copy and paste the email addresses into the email BCC. Copy and paste 50 at a time since some email programs can’t handle too many email addresses at once

Follow these general tips for sending broadcast email messages:

  1. Bcc everyone to avoid reply-alls and to avoid email addresses getting in the wrong hands.
  2. Avoid large attachments.  Post large files to your web server and send a link instead.
  3. Minimize frequency.  Infrequent meaningful emails are more welcome than frequent trivial emails.
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VIP Summary Report

Outreach Team Members can add prospects, new converts, and other people to their personal list of Very Important People (VIPs).  The Outreach Director can assign VIPs to Outreach Team Members as well.  The VIP Summary Report shows which VIPs are not assigned to any Outreach Team Members so that nobody falls through the cracks.  Look for progress by comparing the current report to the last time that the report was run (“Last” and “Change” columns in the summary table). To access the VIP Summary Report, go to the admin window and click the VIP Summary report link on the left side. The report can be filtered by age and status. For example, the youth pastor can focus on just the teens.

To assign people to VIP lists, go to the Outreach window, click the Outreach Team link, click the VIP List link next to the desired Outreach Team member, and add a VIP to the Outreach Team member’s VIP list.

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Remove Duplicate Directory Entry

When a person is accidentally added to the directory multiple times, here are the steps to remove the duplicate entry:

  1. Search for the person in the directory.
  2. Modify the first name in each directory entry to add a number to distinguish between the two entries – e.g. change “Bill” to “Bill 1″ and “Bill 2″.
  3. Decide which directory entry to keep, which is typically the directory entry with a more complete directory profile and/or more associated groups and outreach records (visits, decisions).
  4. For the directory entry that will be removed, note the directory profile information, group memberships, and outreach records that are not in the directory entry that will be kept.
  5. Delete the duplicate directory entry by clicking the red X icon on the directory profile.
  6. Modify the directory entry that was kept in order to include the profile information, group memberships, and outreach records from the directory entry that was removed.
  7. Remove the number that was added in step 2 – e.g. change “Bill 1″ back to “Bill”.
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