Person Profile Overview
Every person in your TimelyChurch directory has a detailed profile page. This is your one-stop view for everything about that individual -- their personal information, family connections, attendance history, giving records, group involvement, notes, follow-up tasks, and more. The profile is organized into tabs so you can quickly find what you need.
Opening a Person's Profile
- Go to People from the left sidebar.
- Click on any person's name in the list.
- Their full profile will open.
Profile Header
At the top of the Overview tab you will see this person's summary card:
- Profile Photo -- The person's photo (or their initials if no photo has been uploaded). You can upload, change, or remove the photo while the profile is in edit mode.
- Full Name -- Including prefix (Mr., Mrs., Dr., etc.), first name, middle name, last name, suffix (Jr., Sr., III, etc.), and nickname.
- Membership Status Badge -- A colored badge showing their current status. The badge label matches whichever status is currently set (Member, Regular Attender, Visitor, Participant, In Progress, No Longer Member, Inactive, Former, or Campaign Donor).
- Active/Inactive Status -- Whether this person is currently active in your database.
- Edit Profile button -- Switches the Overview tab into edit mode so you can update fields inline, then Save Changes or Cancel.
- Actions Menu -- The three-dot menu opens quick actions (see Actions Available from Any Profile).
The Tabs
A profile has up to seven tabs across the top. The first three always appear; the rest only show when there is relevant data (and Giving depends on your plan):
- Overview -- always shown
- Notes & Tasks -- always shown
- Family -- always shown
- Involvement -- appears when the person is in any group, class, small group, or serving team
- Attendance -- appears when there are check-ins or attendance records
- Giving -- appears when your plan includes Giving
- Forms & Registrations -- appears when the person has form submissions or event registrations
Many tabs display a small count badge (for example, the number of notes and pending tasks, family members, or donations).
Overview Tab
The Overview tab contains all the core personal information for this person, shown in a clean read-only layout. Click Edit Profile to switch into edit mode, make your changes, and then click Save Changes. Fields are organized into sections:
Personal Information
- Prefix -- Mr., Mrs., Ms., Dr., Rev., etc.
- First Name, Middle Name, Last Name
- Suffix -- Jr., Sr., III, etc.
- Nickname -- An informal name or preferred name
- Gender -- Male or Female. (TimelyChurch currently supports these two values only. If you import data from Planning Center, Realm, or another system that uses additional gender labels, those values will need to be mapped to Male, Female, or left blank.)
- Birthdate -- With automatically calculated age
- Marital Status -- Single, Married, Divorced, or Widowed
- Anniversary Date
Contact Information
- Email (primary)
- Email (secondary)
- Mobile Phone
- Home Phone
- Work Phone (with optional extension)
Address
- Street Address (line 1 and line 2)
- City
- State/Province
- ZIP/Postal Code
- Country
Church Relationship
- Membership Status -- One of nine values:
- Member -- Officially a member of the church
- Regular Attender -- Attends regularly but has not pursued formal membership
- Visitor -- Has attended at least once; default for new contacts
- Participant -- Engaged in church life (programs, classes) without being a member or regular attender
- In Progress -- Currently going through membership preparation
- No Longer Member -- Was a member; relationship has ended (use the lifecycle fields below to record why)
- Inactive -- Still in your records but not currently engaged
- Former -- A historical attender or member you are keeping for the record
- Campaign Donor -- Connected to your church through a campaign or one-time gift, not regular attendance
- Membership Date -- When they officially became a member
- Membership End Date -- The date their active relationship ended. Setting any of the three lifecycle fields below records an entry in the audit log.
- Membership End Reason -- Why the relationship ended. Pick one of: Moved, Deceased, Personal Decision, Church Discipline, Transferred to Another Church, or Other.
- Membership End Notes -- Free-text context (sensitive notes about a transfer, the new church name, pastoral context, etc.). Limited to 1,000 characters.
- First Visit Date -- When they first attended
- Baptism Date
- How They Found Us -- Referral source (friend, website, drove by, etc.)
- Previous Church
Tip: Changes to Membership Status, Membership End Date, Membership End Reason, and Membership End Notes are recorded in the audit log along with the staff member who made the change. This gives leadership a clear paper trail for transfers and discipline decisions.
Emergency Contact
- Emergency Contact Name
- Emergency Contact Phone
- Emergency Contact Relationship
Directory Privacy Settings
These settings control what information appears when this person is shown in the member-facing church directory:
- Show in Directory -- Whether this person appears at all
- Show Email -- Whether their email is visible
- Show Phone -- Whether their phone number is visible
- Show Address -- Whether their address is visible
- Show Photo -- Whether their profile photo is visible
- Show Birthday -- Whether their birthday is visible
- Show Anniversary -- Whether their anniversary is visible
Tip: Directory privacy settings give each person control over what their fellow church members can see. Encourage your members to review these settings.
Custom Fields
Below the standard fields, you will see any custom fields your church has created. These might include things like spiritual gifts, t-shirt size, allergies, volunteer interests, and anything else your church tracks. See Custom Fields for details on setting these up.
Notes & Tasks Tab
The Notes & Tasks tab is where your team records important information about interactions with this person and tracks any follow-up tasks. It has two sections: Notes at the top and Follow-ups (tasks) below. The tab's count badge reflects the number of notes plus any pending follow-ups.
Adding a Note
- Click Add Note in the Notes section.
- Choose a Note Type: General Note, Pastoral Care, Prayer Request, Phone Call, Visit, or Meeting.
- Type your note content.
- Set the Visibility:
- Private (Only me) -- Only you can see this note
- Shared with specific people/groups -- Share with specific team members, groups, or roles
- All Administrators -- All church admins can see this note
- Everyone -- Everyone in the church can see it
- Optionally set a Follow-Up Date and assign it to a team member.
- Click Save.
Managing Notes
- Edit a note by clicking the edit icon
- Delete a note by clicking the delete icon
- Filter notes by type using the Filter menu
- If a note has an open follow-up date, you can mark that follow-up complete right from the note
Tip: Use note visibility settings thoughtfully. Pastoral care notes should typically be set to "Private (Only me)" or shared only with pastoral staff.
Follow-up Tasks
Below the notes, the Follow-ups section lists all follow-up tasks associated with this person. Click Add Follow-up to create one. Each follow-up includes:
- Category -- What kind of follow-up (General, Pastoral Care, Home Visit, Hospital Visit, First-Time Visitor, etc.)
- Method -- How to follow up (Phone Call, In-Person Visit, Message/Email, Meeting)
- Priority -- Low, Normal, High, or Urgent
- Due Date -- When it should be completed
- Assigned To -- Which team member is responsible
- Status -- Pending, In Progress, Completed, or Cancelled
From here you can create new follow-ups, edit existing ones, mark them as complete, or delete them. For full details, see Follow-Ups.
Family Tab
The Family tab shows which family or families this person belongs to, along with their role in each family.
What you will see here:
- Family Name -- The name of the family unit (for example, "The Smith Family")
- Role -- Head of Household, Spouse, Parent, Child, Grandparent, etc.
- Other Family Members -- Names and roles of everyone else in the family
From this tab you can:
- Add the person to an existing family
- Create a new family with this person
- Change their role within a family
- Remove them from a family
For more details, see Family Management.
Involvement Tab
The Involvement tab shows all the groups, classes, small groups, and serving teams this person is connected to. It appears only when the person has involvement data.
Groups
- Lists every group membership, organized by type (Serving Teams, Small Groups, Ministry Groups, Other Groups)
- Each entry links to the group's page
Class Enrollment
- Shows the current class enrollment and any previous classes
- Use the Enroll in Class button (labeled Change Class when already enrolled) to pick a class and enroll the person directly from this tab
Serving
- Shows serving teams, upcoming and past event assignments, and any volunteer roles
Attendance Tab
The Attendance tab provides a history of this person's attendance and check-in records. It appears only when there are check-ins or attendance records.
Check-Ins
Shows the most recent 50 check-ins (newest first), including:
- Date and Time of check-in
- Group/Class they checked into
- Session details
- Check-out time or current "Checked In" status, plus the security code where applicable
Attendance (90 days)
Shows attendance from the last 90 days, including:
- Date of each recorded attendance
- Group they attended
- Status -- Present, Absent, Late, or Excused
Tip: Attendance data helps you identify engagement patterns. If you notice someone has not attended recently, consider creating a follow-up to reach out.
Giving Tab
The Giving tab provides access to this person's financial records, including:
- Donation history
- Active pledges and pledge campaigns
- A Record Giving button for manually entering donations on behalf of this person
The giving section shows the available funds for your church and any active pledge campaigns. This tab appears only when your plan includes Giving; otherwise the tab is locked and points you to the upgrade page.
Tip: For more information about managing donations and pledges, see the Giving section of the knowledge base.
Forms & Registrations Tab
The Forms & Registrations tab appears when this person has form submissions or event registrations. It shows two sections:
Event Registrations
- Events the person has registered for, with the event date, registration date, any amount paid, and status (Registered, Attended, Waitlist, or Cancelled)
Form Submissions
- Any forms this person has completed, such as connection cards, volunteer sign-up forms, and other custom forms you have created, along with each submission's status
Actions Available from Any Profile
The Actions menu (the three-dot button in the profile header) offers quick actions. Depending on the person's record, you may see:
- Invite to Team -- For a person with an email who is not yet a portal user, start an admin/team invite pre-filled with their details
- Send Email -- Open a new email to the person's address
- Copy Profile Update Link -- Copy a shareable link the person can use to update their own profile
- Merge Profiles -- Combine this profile with a duplicate record (see Duplicate Detection and Merge)
- Deactivate / Activate -- Toggle whether the person is active in your database
- Disable Comments / Enable Comments -- Toggle the person's ability to leave comments
- Archive -- Soft-delete the person from your directory (archived people can be restored)
- Restore -- Bring an archived person back (shown only for archived records)
- Delete Permanently -- Remove the person entirely