Understanding People Profiles In Nucleus
One aspect of maintaining your church’s people database is ensuring the profiles of each person record is up to date. While computers and machines typically use numbers and letters to identify a record, at the end of the day, there are real human beings on the other side of each person record with names, birthdays, email addresses, phone numbers, and more.
Nucleus People offers a wide variety of information any profile can hold, so it’s important to know what those pieces of information are and how to manage them.
In this guide, we'll cover the following topics. Click on any one to jump ahead.
Update & Augment Profile Information
Before diving into the nitty gritty of a person’s profile, it’s important to note that if you have the permission to edit people records, you can update & augment profiles in your people database.
Generally, we recommend allowing people from your church to keep their own personal contact and profile information up to date themselves; however, there may be times when, as an admin, you need to update or add information to someone's profile.
To learn about people record permissions, and the levels that allow an admin to edit records, click here.
Once you, as an admin, have edited or added information to a person’s profile, this information will show up for you and other admin team members across your Nucleus Dashboard anywhere that person appears in People lists; however, admin edits will not appear inside the person's personal My Nucleus account. For a person to update the information they see inside their account, they would need to login and update it themselves.
Admin changes are more like profile notes and will appear only to themselves and other people with admin access to their church's Nucleus Dashboard. This is because Nucleus allows for the best of both worlds:
- People can keep their profile updated and any new info they share via a Flow, etc. is automatically copied into the church’s version of the profile, updating previously saved info by the person, or adding brand new info that wasn't previously there.
- Information or notes the admin adds don’t sync back to the person so admins can keep their view the way they like it without deleting or removing something from a person’s personal account without their permission, or accidentally revealing internal notes.
To update a person’s profile information, find a person in your People database and click the View Profile button beside their entry. (You can actually do this from any list of People, whether directly in Nucleus People or in another product.)
Components Of A Profile
There are several components of a person’s profile. Depending on how much detail an admin (or the person behind the profile) has added will determine how much information you see while viewing a profile. Below are the various components:
Connection Type
A person’s Connection Type describes what kind of relationship a person has with your church. Are they a visitor, a regular attender, a member, etc.? When a Connection Type is added to a profile, that person is then added to that particular Connection List. This also means that if you have any privacy controls enabled in other products, that particular Connection Type might prohibit - or enable! - them from accessing a particular aspect of your Nucleus Suite (e.g. access to your church’s Prayer Wall).
To learn more about Connection Types, click here.
If a Connection Type has not been added to a profile, it will simply say Connection Type. To change what Connection Type someone has, click on the dropdown menu and select the appropriate one.
Note: You can only add one Connection Type to a profile. (For instance, you can’t be both a visitor and a member. That wouldn’t make any sense 😅)
Person Card (Primary Contact/Account Card)
The Person Card will display as the Nucleus ID Profile. If the person record whose profile you’re viewing is a digitally created record, you cannot augment the details shown there: name, primary email address, primary phone number. These pieces of information will always be controlled by the person on the other side of the account.
However, if this is a manually created person record, the pieces of information displayed there will coincide with the name, email address, and phone number entered below the Person Card in the Contact Info section.
Contact Info
The Contact Info section consists of a person’s email addresses, phone numbers, and postal addresses. For each point of contact, you can label it to further help organize and categorize those details.
Personal Info
The Personal Info section contains several pieces of information you - or the actual person - can include to round out their profile. This includes name information, gender, marital status, birth date and anniversary, as well as a place to upload a profile photo.
Notes
From time to time, it can be helpful to include additional information that doesn’t quite fit in the above categories. This could include other important dates (like when they were baptized) or allergy information. These notes are not shared with the person and are not showcased in their account while they’re viewing their own profile.
Member + Person IDs
If you keep track of member IDs, you can manually enter one in that matches your church’s ID system. At the same time, it’s helpful to note that every single person record has a unique Nucleus Person ID. While people can have the same names, or potentially have duplicate accounts, searching for a Nucleus Person ID is the most accurate way to find a specific person record.
Note: When submitting inquiries to our Customer Success Team regarding specific people records, it’s always helpful to include the Nucleus Person ID, rather than just the name and/or email address associated with the person record.
Other Elements Of A Person Record
While viewing a person’s record, you will be able to see tabs other than just their profile. These tabs will be different depending on what product from which you’re viewing their record. For instance, in Nucleus People, you’ll see Profile, Lists, and Activity; but if you view that same person record while in Nucleus Giving, you could see several different tabs from Digital Giving, to Offline Giving, to Gift Entry, and more! (But you won’t see Lists or Activity.)
Specifically while viewing a person record in Nucleus People, you can see what lists a person is added to by viewing Lists. (You can also easily add/remove them from lists here.)
While looking at Activity, you will see quick links out to products that this person has interacted with, any combination of Giving, Prayer, and Flows.
Note: Because an admin might have access to Nucleus People but not to Nucleus Giving, we do not allow specific submission data available in Nucleus People while viewing people records. To learn more about admin access levels and permissions, click here.
What Next?
Now that you’re familiar with Nucleus People Records, it’s time to explore how to best manage your people records and database. Click on any of the helpful guides below: