PEOPLE

Students, Staff & Parents

 

Tracking valuable data in youth ministry starts with collecting the information that matters most for the people involved in your ministry.

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People

Ministry is About People

Youth ministry is basically adults that love Jesus (and actually give a crap about teens) laying down their lives for the sake of the gospel. The three most critical people in youth ministry are the students, the staff leaders, and the parents.

MinHub Youth makes it easy to track all three types of people (students, staff and parents) as well as the connections between each. Looking at connections show which staff have connected with specific students and vice versa.

All students that are added are treated similarly.  Adults, however, can be added as parent, staff or both.


 

Students

Adding Students

There are two ways to add students. On the iPhone in the People tab or on the iPad in the Students tab hitting the + button at the top will open up a long form with all fields. This method is great for when a staff member needs to add a students.

The other method is when you tap on the +New Student button while taking attendance at an event. This method is ideal for a student entering their own information at an event. It will break the fields on to separate screens which personalizes the experience a bit.

The information that is required for adding a student are:

  • First Name
  • Last Name
  • Text Message Preference
  • Phone Number (if they opted in for text messages)
  • Grade
  • School

Optional fields are:

  • Nickname
  • Birthdate
  • Gender
  • Email
  • Parent Name
  • Parent Phone Number
  • Address
  • Photo

Editing Students

To update the information of a student, there are a couple ways to do it. The first is to tap on the Student’s name to see their detail screen from the People tab on the iPhone and the Students tab on the iPad. From there, tapping Edit > in the upper right corner will reveal a screen where you can edit all the information about that student.

The other way to access this screen is to long press on a student’s photo during attendance. This will also bring up the Edit screen. This is great for updating schools when a student switches schools or if a student gets a new phone and they are talking about it at an event.

Connecting Students

Tapping on a student profile will show a button called Connections. Tapping on Connections will display students and staff that are connected to this student and what type of connection. Tapping the plus button allows you to create a new connection.

Student to student connections are useful for tracking siblings and friends. Tapping the plus button will easily allow you to add a student to student connection for siblings and friends. Once this choice is set, contact info is displayed for quickly contacting the friend or sibling of a student. Tapping Edit > will allow you to switch the connection between Friend and Sibling. Swiping any connection to the left will reveal a Delete button if the connection needs to be removed.

Student to staff connections are created in two ways. When a student is in a Shared Group with a Leader, an implicit connection is created. The other way is to visit a student’s detail screen, tap on Connections, and tap the plus button. Connecting a staff member to a student grants access for contact information. Tapping on Details > will show assigned roles, group connections, and all recorded Ministry Moments between the staff and student.

Removing Students

Removing students is really a two step process. The first is to archive a student. Swiping to the left on a student in the list in the People tab on the iPhone or the Students tab on the iPad will reveal a red button that says Archive. Tapping that button will remove students from that list and from the attendance list going forward.

In the More tab, there is a section called Manage Archived People. As long as the students remain in the archive, their attendance at previous events is preserved. However, if you delete the student completely, it removes all instances of the student from the app, including all previous record of attendance at events, any connections that existed or appearing in any groups.

Students that leave your ministry should stay in the Archive. At any point, you would be able to restore them to the app if they returned to your ministry. Deleting students completely is really just for when you’ve created some sort of test student or other student profile that you are sure you will never need again.


 

Parents

Adding Parents

The direct way to add parents to the app is to tap the + button at the top of the People tab on the iPhone or on the iPad in the Parents tab. This method is great for when a staff member needs to add a parent to the app.

The other method happens during the addition of a student. There is a field for the Parent’s name. As the characters are typed, the app searches for a parent with that name. This helps connect parents that may have more than one student in the ministry without duplicating the parent.

The information that is required for adding a parent are:

  • First Name
  • Last Name

Optional fields are:

  • Phone Number
  • Address
  • Photo

The reason that addresses are tied to parents rather than to students is because many students live at two different addresses when there are joint custody issues.

Connecting Parents

When creating a parent during the process of adding a student, a connection is automatically created. That connection is labeled as Guardian as the default because gender information for the parent is not collected.

Tapping on a student profile will show a button called Parents. Tapping on Parents will display any adults that are already connected along with contact information for the parent. Tapping the plus button allows you to create a new connection. Tapping Edit > will allow you to correctly identify the relationship as Father, Mother, Step-Father, Step-Mother or the catch-all, Guardian. Swiping any parent’s name to the left will reveal a Delete button if the parent connection needs to be removed.

If a new parent needs to be added to the database, tapping the plus button at the top of the People tab on the iPhone or the Parents tab on the iPad will allow you to add a parent.

Tapping the plus button will easily allow you to add a parent that is already in the database. Search by name or simply scroll to the parent, tap on the one you are looking for, and select the type of relationship.

Editing Parents

To update the information of a parent, first tap on the parent’s name to see their detail screen from the People tab on the iPhone and the Parents tab on the iPad. From there, tapping Edit > in the upper right corner will reveal a screen where you can edit all the information about that parent.

The other way to access this screen is to long press on a student’s photo during attendance. This will also bring up the Edit screen. This is great for updating schools when a student switches schools or if a student gets a new phone and they are talking about it at an event.

Tapping a child’s photo will allow you to view the child’s profile, edit the relationship with the parent, or remove the relationship altogether.

Removing Parents

Removing parents is really a two step process. The first is to archive a parent. Swiping to the left on a parent in the list in the People tab on the iPhone or the Parents tab on the iPad will reveal a red button that says Archive. Tapping that button will remove parents from that list and from any parent relationships with students.

In the More tab, there is a section called Manage Archived People. As long as the parents remain in the archive, their information and relationships can be restored.

Parents that leave your ministry should stay in the Archive. At any point, you would be able to restore them to the app if they returned to your ministry. Deleting parents completely is really just for when you’ve created some sort of test parent or other parent profile that you are sure you will never need again.


 

Staff

Adding Staff

There are a few ways to add staff. On the iPhone in the People tab or on the iPad in the Staff tab, hitting the + button at the top will open up a long form with all fields. This method is great for when one staff member is adding other staff members.

Another method is when you set up your device for the first time or on the login screen where you select a staff account, at the bottom of the list there is a plus button for adding new staff. This allows a staff member to input all of their own information.

The information that is required for adding staff are:

  • First Name
  • Last Name

Optional fields are:

  • Nickname
  • Birthdate
  • Gender
  • Email
  • Phone Number
  • Address
  • Photo

Connecting Staff

Tapping on a staff member’s profile will show a button called Connections. Tapping on Connections will display students that are connected and what type of connection. Tapping the plus button allows you to create a new connection.

Staff to Student connections are created in two ways. When a staff member is in a Shared Group as a Leader, an implicit connection is created with all the students in that group. The other way is to visit a staff member’s detail screen, tap on Connections, and tap the plus button. Connecting a staff member to a student grants access for contact information. Tapping on Details > will show assigned roles, group connections, and all recorded Ministry Moments between the staff and student.

Editing Staff

To update the information of a staff member, there are a couple ways to do it. All staff that have linked a device can go to their own profile and update any changes in information. You can also tap on the staff member’s name to see their detail screen from the People tab on the iPhone or the Staff tab on the iPad. From there, tapping Edit > in the upper right corner will reveal a screen where you can edit all the information about that staff member.

The other way to access this screen is to long press on a staff member’s photo during attendance. This will also bring up the Edit screen.

Removing Staff

Removing staff is a two step process. The first is to archive the staff member. Swiping to the left on a staff profile in the list in the People tab on the iPhone or the Staff tab on the iPad will reveal a red button that says Archive. Tapping that button will remove students from that list and from the attendance list going forward. This will also remove them from any groups.

In the More tab, there is a section called Manage Archived People. As long as the staff member remain in the archive, their attendance at previous events is preserved. However, if you delete the staff member completely, it removes all instances of the staff member from the app, including all previous record of attendance at events, any connections that existed or appearing in any groups.

Staff that leave your ministry should stay in the Archive. At any point, you would be able to restore them to the app if they returned to your ministry. Deleting staff completely is really just for when you’ve created some sort of test staff member or other staff profile that you are sure you will never need again.