In July last year, I wrote a series on ‘Search for the ideal church database’, exploring a range of web-based member database solutions for churches. Here are the posts to refresh your memory:

• The list: 32 church database solutions
• Search for the ideal church database (part 1)
• Search for the ideal church database (part 2)
• Search for the ideal church database (part 3)
• Search for the ideal church database (part 4)

After much deliberation, the member database my church decided on is Jethro.

Here’s six reasons why we chose Jethro. None of these on their own sealed the deal, but together formed a compelling case for my church to use Jethro:

1. Jethro is Australian. I’ve got nothing against solutions from overseas (there are some first-class solutions, particularly from the U.S.), but I really like the ability to easily receive support in my own timezone. I also liked the opportunity to support a local church who had generously developed the database and made it available for free.
2. Jethro is open source (and free), but well-supported. I’ve been very impressed by the support provided by the developer, and set-up on our server wasn’t a difficult tasks. For the record, the support provided by Ascribe and Church Community Builder in particular, was also excellent.
3. Jethro is easy to use (and not just for tech-savvy people). Our staff team has a range of technical skill levels. Jethro is intuitive making it easy to use and easy to learn. I wrote a brief user guide for our staff, but I didn’t want to (and couldn’t afford to) invest in complex training or an on-going support package that is required or recommended by some other solutions.
4. Jethro can do all the things we needed a database to do. I wrote a list of requirements, and with one minor exception, Jethro meets these requirements.
5. Jethro has great tools for tracking attendance. One of our core requirements was to be able easily track attendance, and identify people to follow-up, who haven’t been regularly attending. This is an important part of caring for the sheep entrusted to us. Jethro does this very well.
6. Jethro doesn’t do too much. Some databases had amazing functionality that went above and beyond our requirements. Powerful community tools, iPhone interfaces, child check-in systems, etc. These are great, but for various reasons specific to my church, these aren’t necessary and would be features we would pay for but don’t need. Jethro met our needs without providing more than we needed.

Two things I should make clear:

1. It simply wasn’t possibly to comprehensively review each of the 32 solutions – I’d like to do this and post the findings on Communicate Jesus in the future, but I don’t have time at the moment I narrowed down the list of options based on my church’s requirements and the information provided on the websites of providers (including how accessible and intelligible this information was).
2. I want to make clear that each church is different, and the needs of my church might not be the same as yours. Understanding your specific requirements is key. Jethro may not be the best solution for your church, but for my church’s current and (anticipated) future needs, it will serve us well.

Last week I wrote a post where I mentioned Church Community Builder and gave it a bad write-up, citing poor responses to my emails. I would like to publicly apologise to Church Community Builder.

The problems I was experiencing were not due to Church Community Builder failing to reply, but my email server failing to forward these emails through to me. My church uses two email accounts (an older account for a previous domain should be re-directing to the new account) and for some reason, this re-direction ceased. All emails sent to the old email account were not re-directed, and therefore I didn’t receive them. I’m still trying to work out why this is broken.

This explanation aside, I would like to make very clear that the issue was in no part due to poor service by Church Community Builder, and I would like to apologise to the CCB team who have built a great product and provide excellent service.

I have also removed the mention of Church Community Builder from last week’s post.

My sincere apologies.

I’ve now written out the requirements (and some optional extras) for the database for my church. I’d encourage you to do the same for your church. As I’ve been pondering requirements, I’ve also been contacting different database providers to arrange for demos/trials, and some of them have been contacting me with details of their databases.

Stafftool

My church has been using Stafftool for the past 18 months. The best thing about Stafftool is Toby – his support and (very) prompt replies and help, plus his willingness to implement changes and suggestions has been a breath of fresh air. Unfortunately, my church’s requirements are exceeding what Stafftool can currently provide, but I would recommend it to other churches, and certainly consider it again in the future.

Ascribe

At first glance (i.e. looking at the website) Ascribe doesn’t look promising. I’m easily turned off by cheesy images and the one on this homepage is right up there! However, I pushed on and requested a demo. I’m pleased I did, as I have been very impressed. The interface is nothing like the website – it’s well designed, the functionality is excellent and the support I’ve received has been first class. Truman has patiently answered my many questions and has been both friendly and helpful.

Jethro

Jethro is a database developed by Tom – on the staff at Christ Church Inner West. Tom has just released the latest version and I’ve just received the link – I’m taking a look now, and it looks promising. You can explore the demo too, here. I’d love to hear your thoughts, and Tom is keen for feedback too.

PAM

PAM is the online database developed by the Sydney Anglican Diocese. This is the first version, and it’s been developed in conjuction with a number of Parish administrators. I’m encouraged to see the Diocese developing these tools to assist Parishes (one of the benefits of being a part of a denomination!), and to see the Anglicans making use of web technologies. They also have a great road-map for future developments, based on feedback from current users. You can check out the demo using the details below, and again, I’d love to hear your thoughts.

https://secure.anglican.asn.au/Demo

user name: demo
password: parish01

A couple of extras…

Thanks to Truman from Ascribe, I’ve discovered a great series of posts written last year, documenting the search the a new church database. Here’s the summary of the search. I’m coming to different conclusions (at least for my church), but the series is well worth a look. It also includes details of some databases that I hadn’t come across previously. I’ve included these below, along with a couple of others I found since posting The List.

• Church Growth Software
• Church Management Solutions
• Church Office Online
• Connect Our People
• Cross Connection (EZRA)
• EChurch Essentials
• Gospel Software
• Member Connect
• Membership Edge
• People Driven Software (not web-based)

I’ve been doing some thinking about my church’s requirements for a database. There are some things that we need in a database. There are other things that we would like in a database, but can live without.

Different churches have different needs, but I think that a lot of these requirements would be common to many churches. This isn’t a final list – is there something that you think most churches would need that I haven’t included?

What we need (i.e. non-negotiable)

• Access the database online. Why? To enable group leaders (e.g. Connect Leaders, leaders of Welcome Teams) to take ownership of their groups. To enable church members to access and edit their own information (e.g. when they change address). To access the database regardless of platform (Mac or PC). The online database option is a fairly new strategy – only made available by new technologies in recent years. However, I’m keen to explore this option for the reasons above.
• Ability to easily print out a directory of members. Why? Because not everyone wants to view the directory of church members online, and we want to give multiple options for our members to contact each other.
• Ability to track attendance (people, not just number of attendees). Why? To keep track of who came to church on the weekend in order to care for people who haven’t been for a couple of weeks. Most databases contain an ‘attendance’ facility, e.g. to note that 54 people attended the morning service on Sunday. We require the capacity to track if John Smith attended the service on Sunday morning, and how regular his attendance has been.
• Ability to email groups (e.g. men, 6.30pm congregation). Why? Sending email directly from the database to pre-existing groups saves a lot of time (e.g. avoids the need to import email addresses into my email software, create a new group, and then send the email).
• Excellent support. Why? I want to be confident that if the system goes down, they will be on top of it quickly. I’d like to know that if I have requests for how the database might be improved, they will be responsive to the feedback. I’d like to know that if I’m stuck or need help, the will be keen to help.  The expectations for support are much greater for online databases than a software-based database, because a) the costs are higher, but also b) the capacity to roll-out continual improvements is also greater.
• Easily get data out of the database. Why? Because we won’t necessarily keep using the same database forever and because there are times when we need to take information from the database to use in another format (e.g. name badges or labels for a mail merge).
• Identify gifts, passions and abilities. Why? As the church grows, it becomes harder for all staff to know all the people in the church and therefore be aware of who is gifted, passionate and able in particular ways/areas. Tagging members with gifts, passions and abilities (e.g. passionate about interior design, gifted in reading the Bible) enables faster identification of people who might be able to serve in current and potential ministries.
• Varied access levels. Why? Different staff and lay leaders require different access to information on the database. We want to give members access to basic information of other members (with their permission of course), without listing all the details about all members.
• Detail ministry involvement. Why? To keep track of who is involved in particular ministries (e.g. is a Kids Church leader, plays piano in the Saturday Night band). There is also potential (i.e. this would be an optional extra) to list who has been approached about serving in a particular ministry (e.g. “asked John to join welcoming team – busy with uni until October, follow up in November”).
• Detail who has done child protection training, and when. Why? To remain above reproach, adhere to legislative/Diocesan requirements and to care for the children and leaders.
• Create basic workflows. Why? To care for people. For example, a basic workflow might involve a reminder to call someone within four weeks of their first visit, to ask how they are finding church, and if there’s anything they would like to know, or get help with.

What we would like (desirable but optional)

• Support for Australian (international) date, phone and address formats. Why? Whilst not essential, it can be frustrating adding data to the database in a different format to how this is normally entered.
• A planned path of growth. Why? It would be encouraging to see that the developer of the database has a plan for its growth and a road-map for how these improvements will be implemented and when.
• Support for internet-enabled devices (e.g. iphone). Why? As more and more people (staff and members) use these devices, the capacity to access the database (either via a designated app, or a mobile-friendly site) would be useful.
• Track important dates. Why? Again, to care for people. e.g. date first attended the church, date baptised, etc. This could be followed up by a phone call – “you joined our church 6 months ago…”
• Set reminders. Why?  e.g. a reminder to call John in November to follow-up request to serve at Kids Church.
• List previous involvement in a ministry. Why? Someone who is new to the church might have been involved in men’s ministry at their previous church, but you would like to give them time to settle (and observe their Christian life) before inviting them to get involved. If this information is noted, you can return to it once they have become a member of the church.
• Track who has completed training. Why? Running a training event doesn’t guarantee that everyone who needs to be trained actually attends! Tracking this information enables follow-up of people who should have been trained, but haven’t been trained yet.

What have I left off these lists that you think should be included?

The search continues (for some context, read Part 1 and The List: 32 Church Database Solutions).

Where am I up to in the search?

I’ve signed up for some trials of church databases and it’s been an interesting (read: frustrating) but enlightening experience. Here’s what I’ve encountered:

1. I’m trying to get details on the cost of one database. I’ve now sent around 5 emails (to the sales rep who originally got in contact with me and also the general email address for the company) – but I’ve received no response. I hope this wouldn’t be representative of the support I’d receive if I signed up for the product, and then had a problem with it.

2. I’m trying to sign up for a trial account with another database. Every time I try to sign up to create a trial account the following error message appears:

“We were unable to create your trial account at this time. Please contact us directly.”

So I have contacted them directly several times (as I’ve tried to sign up several times!), and every piece of advice I’m given to create an account fails. Again, this isn’t a positive sign – if I can’t even create a trial account, how can I have confidence in the product that I would be paying to use?

Neither of the above companies seem particularly interested in my business. In fact, in the example above, I’m not even addressed in email correspondence and each reply is a brief one-liner, e.g.

“Do you have a different email you can use to see if that is causing the issue? let me know..”

Not a ‘Hi, how are you?’. Not an apology ‘I’m sorry it’s taking so long to get this trial working’.

This doesn’t give a great impression.

3. I’ve signed up for another database trial which, much to my frustration, required far more information than they actually need to provide me with a trial (check out ‘Don’t make contact painful‘). I was able to complete the trial request form (a better result than in the previous example!) but the confirmation page had typos and a terrible graphic:

What is that graphic trying to communicate?!

In fact, terrible graphics seem to be the order of the day for church database websites! For example, here’s another three that I’ve come across:

Two questions arise from the latest steps in my search:

1. Am I just being pedantic and fickle to be so easily turned off by typos and cringe-worthy graphics? Does the appearance and accuracy of a website matter, or is functionality the only consideration?
2. Am I right to think poorly of the product based on my experience with the sales people? Or should I try to put this out of my mind too, and just use the functionality of the product as the only consideration in selecting a database?