A person’s UCare profile can be used to record their contact details, address, important dates, attendance, notes, files, photos, relationships, groups, grant access, and more.
You can easily send them email and SMS messages or leave follow-up tasks emailed to the team.
Here is an example of some of those details on a profile page. The Recent attendance line lets you see at a glance how connected this person has been, with a blue dot displayed for every day they have attended a meeting.
💡 Tip: If “Send email” is disabled, then this person is unsubscribed and won’t receive email; this can be disabled manually, or it may have happened when they unsubscribed from an email. Tap the toggle to resubscribe them to email.
💡 Tip: Tap View map under their address to view a map and get directions.
💡 Tip: Email yourself their contact info to add their contact details to your phone’s contact list.
Change name or household
If you need to change their name, household, gender, or bar code, then tap Edit and make the change. If you want to move this person to a new home, tap New household, enter the details of their new household, and tap Save.
You can choose who can see a person's profile by restricting it to one or more security areas.
Profile
The profile tab contains all personal information of the person, including contact details, relationships, and notes.
Mobile devices
The layout on devices with smaller screens is a little different. Rest assured that all the information is still available. To view it, tap on the blue Notes heading and select the information you want to view.
Contact details
The first section on a person’s profile is contact details; this is where all the contact info for this person can be kept. To change a contact detail, tap the ... options menu and then tap Edit. If the person has multiple contact details of the same type, tap the star to mark the preferred one (e.g., if you have a personal and work email listed, tap the star next to their personal email so that email will be sent to that address).
If the contact detail is for another person or there is some other info you need to record about the contact, you can just enter it in the Description field.
Description and Restrict access are not available for Home contacts. Adding a Home contact detail will update the home phone number for everyone in the person’s household. Because Home is an exceptional household contact detail, it can’t have a description or be restricted.
If UCare cannot send to an email or mobile, the contact detail will be displayed in red. Hovering the red contact will display a message about why sending failed. If you want to send messages to that person again, tap the ... options menu next to the contact detail and then tap Retry.
💡 Tip: Use search groups to find people with missing or invalid contact details.
Note: UCare will not send messages to every email address and mobile number on a person’s profile; the email or mobile with the preferred star will be used.
💡 Tip: Restricted contact details will be excluded from exports, such as directory exports. You could use this if people don’t want their number or email listed in a printed directory. To ensure their contact info is included in an export, select the security area their contact details are restricted to.
Dates
Any important dates regarding a person can be recorded in this section; for example, birthday, baptism, certificate expiry dates like child safety, or even first aid training can be added. To change a date, tap the ... options menu and then tap Edit.
You can add new types of dates just by typing the new type of date in the name field, and the details field can be used to record extra info, for example, the child safety number. This is how you create custom date fields in UCare.
💡 Tip: If a person’s birthday is in the next two weeks, it will be highlighted in green at the top of their profile card to see this relevant info easily.
💡 Tip: Use search groups to find people younger or older than a certain age or by another date missing, past, or coming up.
💡 Tip: When you add a relationship, the anniversary will be displayed in the list of dates.
💡 Tip: The tags field can be used to add extra info. For example, you may record the department that added the date. You can later use search groups to report on all dates created by that department, which may be KPI for that department.
More details
If you have custom details that you need to record but aren’t date-related, add them under more details, you can add things like member status, title, nickname, or even occupation. To change a detail, tap the ... options menu and then tap Edit.
You can add new types of details by typing the new type of detail in the name field; this is how you create custom fields in UCare.
💡 Tip: Use search groups to find people with details; for example, you could search for people with a nickname recorded or all the people that don’t have their occupation recorded.
💡 Tip: The tags field can be used to add extra info. For example, you may record the department that added the date. You can later use search groups to report on all dates created by that department, which may be KPI for that department.
Files
Attaching files to a person's profile is useful for many reasons. You can attach a permission form, a working with children approval form, or any other file related to the person.
💡 Tip: Use search groups to find people with a file; for example, you might want to see all your kids’ leaders who don’t have a working with children’s approval. File type can narrow the type of files you are searching for.
Notes
Notes can be used to record important information about a person that may need to be communicated to others viewing the profile. To change a note, tap the ... options menu and then tap Edit.
Notes like contact details, dates, more details, files, and tasks can be restricted to one or more security areas, in this case, Protected. If you are an admin, you can add your own security areas, for example, for each church location or Executive. Things that are restricted are only visible to people that have permission to access those security areas.
💡 Tip: Use search groups to find people by the notes tag; for example, you could search for people with a note tagged Pastoral Care added in the last 30 days. You can also use note tags with the Group notes report.
Relationships
Relationships allow you to see people’s relations at a glance, and you add and remove them as needed. If you include an anniversary, then that will also be displayed under the dates section. While many relationship types are included by default, you can also add additional types; type it in the first field.
People that are part of the same household but haven’t had a relationship added will still be displayed with the relationship type of “lives with.” You can’t directly remove that relationship. Instead, you need to move the person to a new household to remove them from the relationships list.
💡 Tip: Use search groups to find people with certain relationships; for example, you might want to see all people with a child relationship.
💡 Tip: When a person receives an email through UCare, they can unsubscribe or update their details. They can also edit the details of any people listed as their children and are under 16.
Groups
You can add people to one or more groups; these aren’t just small groups; they can be ministries, gifting, or anything you want.
Use search groups to find people in one or more groups, such as searching for all the people in the church regulars group that aren’t in a department group (i.e., not serving) and are in the Gifting: Hospitality group.
Leader of
You can add people as a leader of one or more groups; you can also set the description of the role they perform in the group; for example, “Leader,” “Assistant,” or “Oversight.”
Attendance
The attendance tab displays all the meetings a person has been checked into and the meeting time. It also shows meetings for groups they are a member of, even if they didn’t attend, in which case it is unchecked.
Bookings
The bookings tab displays all the events for which a person has booked tickets and the event’s date.
Payments
The payments tab displays all a person’s payments and the time they were paid. The payments could be giving, orders, or event bookings.
Form responses
The forms tab displays all the Form responses a person has submitted, and the time it was submitted.
Processes
The processes tab displays all the processes that a person has gone through, the time they progressed through each step, and highlights any they are currently going through. You can also add people to processes from this tab.
History
The history tab displays all the people who have viewed this person’s profile and all the changes made.
Edit photo
When you hover or tap a photo, you get the option to edit the image, which can be very useful to crop the picture so you can better see the face of the person.
