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How to use your member database to keep kids safe

A new system

In Australia as of 15 June this year, there are new requirements for working with children. This is a thoroughly good idea, that will involve rigorous checks for anyone working with kids – including in churches.

“A Working With Children Check involves a national criminal history check and review of reported workplace misconduct, and the result is either a clearance to work with children for five years, or a bar against working with children. If the outcome is a clearance, the Check can be used for any paid or unpaid child-related work in NSW.”

The process is different in each state, but here’s an overview what’s happening in NSW. The new process is being rolled out in phases, and churches are the first phase to be brought into the new system.

Harnessing the member database

At Church by the Bridge, we use Elvanto as our member database, and one of the great things about Elvanto is its flexibility to record information. You can create whatever fields you like to store whatever information you need.

I’ve been working with the team here to understand the government and Diocesan requirements, and how we can use Elvanto as one part of a process of keeping our kids safe.

The fields

Below are the fields that I’ve created in Elvanto in a new section on our database called ‘Working with Children’:

Screen Shot 2013-07-10 at 9.09.25 AM

Please note: this is a work in progress and we are still confirming the requirements. However, I hope it gives you can idea of what is possible.


Another great feature of Elvanto is its ability to generate reports based on any data that has been recorded. For example, I could create a report to tell me everyone who is working with children, who we don’t have a signed ‘working with children’ declaration form:

Screen Shot 2013-05-28 at 2.47.46 PM

This is just an example, again to illustrate what’s possible. We’re still working out what’s best to report on in order to care for our kids.

As I said (and stress), this is a work in progress and we haven’t figured it all out yet.

I share this with you to encourage you by showing you what’s possible with technology, and how we can use technology to care for the kids in our churches.

If you’ve done some thinking on this, please share it with us.

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  1. Kevin Reid

    June 19, 2013 at 2:48 pm

    Thanks Steve, this is a very helpful post.
    There was also a Safe Church’s website that was being developed for churches who have signed up to the Safe Church Training Agreement, to help them in complying with SCTA requirements. I’m not sure what stage it is at. Does your church use that website as well, or are you finding Elvanto alone is sufficient?

  2. Steven Kryger

    June 19, 2013 at 3:42 pm

    Hi Kevin, we’ve just using Elvanto for this. It’s a custom form to record the information we need to, according to the new government requirements.

  3. Aimee Kent

    September 13, 2013 at 11:14 am

    Hi Steven, Thanks, I am also in the midst of trying to set this up in Elvanto. I was just wondering if you added the above as a section within people’s individual profiles, or set it up as a separate category called ‘Working with Children’ ?

  4. Steven Kryger

    September 16, 2013 at 10:03 am

    Hi Aimee, I’ve set this up as a section within individual profiles – seems to be working well.

  5. Kevin Reid

    February 26, 2014 at 2:35 pm

    Did you set up these fields as an additional section within the layout of an existing people category, or did you set up a whole new people category?
    Thanks again,

  6. Steven Kryger

    February 26, 2014 at 7:37 pm

    Hi Kevin, we added this to our ‘Member’ people category.

  7. Kevin Reid

    February 26, 2014 at 11:28 pm

    Thanks Steve

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