Adding Non-registered Parishioners

These instructions are for creating a new family record in a parish that they are not registered in. This will mostly be done so that a parish can track contributions or pledges in “Contributor Only” families, create sacrament records for “Sacrament Only” families, or other situations where you need to access other non-registered family records.

1. Within the Family List for the parish, click on the Add New Family button to set up the new family.
2. You will be prompted to search for the family you want to add.
   1. Be sure to search and see if a record exists for this family in another parish.
      1. This is especially important when the family exists in another parish, as you will be able to import a copy of that family record and may not have to enter as much data for this family. Additionally, this helps prevent duplicate family registrations within the Archdiocese. Reminder: each parishioner should only be registered with a single parish.
      2. Keep the search as simple as possible to prevent missing them. Start by only searching for the last name. (i.e. – searching “Johnson” will find William Johnson, whether he is listed as William, Willie, Willy, Bill, Billy, or anything else.) Only expand the search if the results are too many to look through within a minute.
3. If you find a matching record in another parish, click the Add Selected Family ▼button and then select “As Unregistered” from the dropdown list.
   1. Change the Family Group to “Contributor Only” or another appropriate group.
   2. You will have only limited access to make changes to the family data, but you can make any other appropriate changes at this time.
      1. Any field name that is in red font will be available for you to edit.
      2. Any field name that is in normal, black font will not be available for you to edit.
   3. If you need to add information in a field that you do not have access to, contact the parish in which they are registered or the Diocesan Administrator to get this information added or updated.
   4. “Save” the changes that you made to the family record and “Close”.
4. If you do not find a family record in another parish, click on the Add New Familybutton within the search results window and enter the member information and address.
   1. Be sure to uncheck the Registration Status checkbox.
   2. Change the Family Group to “Contributor Only” or another appropriate group.
   3. All fields that are marked with a red asterisk (*) must have information in them.
   4. When you enter the Role for the members of this family, be sure to select “Head” for single people (or single parents) and “Husband” and “Wife” for married couples, as the system will not allow you to save the new record without one of those roles.
   5. Once you have entered the name, role and address, click the Save & Edit button.
   6. You can now enter more information on the Member Details pages.
      1. Be sure to click “Save” after adding or updating each member’s page – changes are not kept once you have left a page.
   7. Since you are creating a new family record, you will “own” this record and be able to edit every field, even though the record is ‘unregistered’.
   8. Enter all of the family and address information that you have for the new family, without worrying about making this record complete. As an ‘unregistered’ family it will not be counted in your statistics.
   9. If you are assigning an Envelope # to this family:
      1. Be sure to save the record and close out after entering all other information.
      2. Re-open the record.
      3. Select the “Envelope #” field without going into any other field
      4. Enter the number that you want.
      5. Save and close your changes without Tabbing or clicking into any other field.
5. When you finish entering information on any tab, click the Save button before moving to the next tab or page.
6. When you are done entering all information for this family, click the Save & Close button to save your final information and close out of this record.