Planning Center Online Migration Guide

PCO People Migration

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Procedures

QA PROCEDURE

Weekly Unassigned Clean Up

Automation →

Using Dashboard

Unsubscribed Newsletter → Make inactive

Procedure for Removing a Member

Members are removed for the following reasons:

By their own request

If they have moved out of the Foothills area

If they are deceased

If they are determined to be inactive and do not respond to our attempts to reach them

Removal from membership means that the former member will no longer have voting rights at Foothills, will no longer be eligible for Board or Leadership positions, and they will be taken off of the UUA “UU World” magazine list. They may still attend all Foothills events, and they are welcome to rejoin if they so desire.

The workflow “Determining Inactive Membership/Membership Removal” in PCO is where the removal from membership process should begin. If a member meets any of the 4 criteria above, they should be put into this workflow.

Step 1: Initial Staff Assessment (Currently assigned to Sean Neil-Barron)

Check the Activity Tab in PCO for recent activity:

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Deep dive into the specifics of the activity if needed by toggling between the specific apps:

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If there is no activity within the last 6 months, the person in the workflow should then be reviewed to check for the following:

Are they indeed a Member

Is there anything in their notes field that we need to take into account (recent setback or life change)

Check their family members (spouses) for any additional information (look at notes field)

Check on the Membership tab for the designation of Lifetime Member. A Lifetime Member is someone who has been a member for at least 5 years and due to life circumstances, cannot actively partake in church activities, but take pride in their membership status. Lifetime members should be removed from the workflow.

If it is decided that they may be inactive, move them on to:

Step 2: Email Outreach (Currently assigned to Sean Neil-Barron)

Send email (Templates, “Inactive member email”). Allow 14 days for a response (card will be snoozed for 14 days). No matter the response, a note should be added to their PCO profile in the general category that sums up or copies their response.

If the response is that they are engaged or would like to reengage, make a note in the notes field and include the correspondence, and remove the card from the workflow.

If the response is that they have moved on from Foothills and are no longer interested in membership, move to step 5.

If there is no response, move to Step 3.

Step 3: Letter Outreach (Currently assigned to Sean Neil-Barron)

Address and send Inactive Member Letter:

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https://docs.google.com/document/d/1xYZZhUfh7LUFt56c39BuHnZJyJangoICL2Y9sOihJo/edit?usp=sharing⁠

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Card will be snoozed for 1 month to wait for response.

Step 4: Waiting for Letter Response

The response will either be:

A request to leave Membership – move card to Step 5.

A request to maintain membership – add note to their profile and remove from workflow. Continue engagement.

No response – move card to Step 5.

Step 5: Change Membership Status to Former Member and Add “Left Membership” Date and Reason to profile.

Options for “Reason” include:

Moved

New Church

Deceased

Upset

Unresponsive

Health

Namaqua Transfer

Failure to Connect

Other Reason

Step 6: Send Letter Confirming Membership Status Change

There are 2 options for the letter depending on the situation:

Opt-out letter:

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https://docs.google.com/document/d/1LJyK8YJ09HEG5CCmg4GhLHfv92JIbHA6LD6B3miVS_0/edit?usp=sharing⁠

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Unresponsive letter:

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https://docs.google.com/document/d/1EpsDX3qXbvExqc5pra7QEolJYWkcvAoE5hv2whTqk/edit?usp=sharing⁠

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Step 7: Remove from UU World Subscription

Go to the UUA website:

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https://my.uua.org/contactinfo/index.php⁠

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Select “Manage Members for Delivery of UU World Magazine”:

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Include reason for leaving membership.

Step 8: QA PCO Profile (Pledge Communication, Etc)

Run the list “Former Member PCO QA Check” to check the following:

Membership status has been changed

Profile has been set to inactive

Communication Preferences have all been unchecked

Current pledge information is set to zero (stewardship note should be added if there is a cancellation of a pledge).

Left Membership date and reason have been filled out.

Letter has been uploaded.

Go into Giving App and ensure that “Recurring Donations” are no longer appearing.

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Step 9: Add “Left Membership” date to Membership book

Check the membership date of the former member to help you find their entry in the Membership book. Handwrite the “Left Membership” date in the Membership book.

Completed

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