By using the new Check-in system, you will be forking/splitting your data. If you have household, allergies, grades, or care notes data in Church Management that you would like to export and import, we highly recommend discussing this with our support team before moving forward.
š Tips
Go to People > Duplicates to clean up any duplicate profiles first
āHousehold IDā is the single identifier that our importer will use to group people into a household. You can use any value like a numerical ID, a street address, an email, etc. As long as all household members have that same exact value, they will be linked together. The first street address for a household is unique in Management/Fluro, so we recommend using that.
Household data that can be exported and imported to speed up Sunday Check-in:
Household ID a unique identifier
Household role: Adult, Child, or leave blank
Allergies: text field - please limit to 40 characters
Care notes: text field - please limit to 40 characters
Grade: blank, pre-k, k, 1st, 2nd, 3rd, 4th, 5th, 6th, 7th, 8th, 9th, 10th, 11th, 12th
Graduation year (YYYY)
Export your household data in Church Management:
In the navigation, go to Management > People > Contacts
From the gear in the Contacts table, enable the following columns:
Family household - we just want to enable this so we can filter out folks who are NOT in a household
Household role
Primary email address
Family Household ID - this will be your unique identifier
Allergies:
Checkin Details - Allergies
-or- any custom field regarding allergies that you created in a detail sheet
Care notes:
Checkin Details - Conditions / Special Needs
-or- any custom field regarding special needs or care notes that you created in a detail sheet
Grade
Custom field regarding Grade that you created in a detail sheet. For example, in my test account, we used Checkin Details - Grade
Household role
Nametag notes
If your organization does not use this field, no need to export it
Filter out contacts who are not in a household
Add a filter for "Family Household" and "is not empty"
Now you can export your CSV
Data clean up
Here is an example of a CSV before clean-up:
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Remove the following columns:
Empty columns
Age
Gender
Household
Tag
Status
Updated
Created
Family household
Rename the following columns:
Family Household ID to Household ID
Checkin Details - Allergies to Allergies
Checkin Details Conditions/Special Need to Care notes
Checkin Details - Grade to Grade
Clean-up tips:
Household name: Import doesnāt need this data because some organizations have multiple families with the same last name. It can be a helpful reference point, but the name of the household cannot be imported into Subsplash. We will generate a household name based on the last name of the first person imported into the household. You can edit the household name later in the dashboard.
Add Adult or Child to the Household Role column if any are empty. We will automatically handle turning a Parent into an Adult. If this data is unknown at the time of check-in, our kiosk will have the family verify or add that information.
Your Family Household > Address > Address Line 1 is your unique Household ID. If there are any additional family members to add that are not yet in the system, you can include them now as an additional row
If you have multiple data points for a single Subsplash data point such as care notes, for example, you have Nametag notes and Checkin Details - Conditions / Special Needs, you will need to move that data into a single column
Example of Household Import CSV
Go to Home > People > Import
Drag and drop your CSV to Upload your data into the Importer.
Match columns
Map your CSV columns to the Subsplash fields
Here is an example of all columns matched up:
Preview import
Review your data to make a final check. You can scroll to the right to review more columns. If all looks good, Finish import.
When complete, you will receive an email of the import digest as well as arrive on this Import digest page.
Clean up duplicates
Since email is the unique identifier, if there were profiles that didnāt have this data to key off of, a new profile would be created.
Go to People > Duplicates and merge duplicate people