Using Family Roles

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  • Avatar
    mallory

    Is there a way to categorize single/divorced/widowed adults as the head of their household? It very much confuses things that currently they are listed as "Not In Family."

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    Sheley

    Hey Mallory!  There is indeed a way to categorize individuals as the head of household! 

    Follow these steps to add a family role to someone without additional family members in the system:

    1. Go the person's page
    2. Edit the family section
    3. Click 'add a family member'
    4. Choose 'existing person'
    5. Type in the name of the person's profile that you're viewing and add that same person
    6. Click 'add to family' 
    7. Change the role from 'unassigned' to 'head of household' 
    8. Save
  • Avatar
    mallory

    Game changer. Thank you!

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    emeryhurd

    Is there a way to changethe address for an entire family at once? It is laborious to go into all the family members and do this.

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    mallory

    Pretty sure there's a checkbox under the address fields that you can select to apply to all family members when making changes.

  • Avatar
    Sheley

    Hi @emeryhurd, @mallory is exactly correct! 

    When you click on the contact area section you'll see "show more options" under the home phone and address that will allow you to apply it to all family members!  It is checked by default.

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    office

    I have the opposite problem.  I am trying to change one family members address but still keep her associated with her family.  I have unchecked the make address same for all family members but it keeps reverting back.  Suggestions?? 

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    Sheley

    Hey - I wanted to follow up you up with that via email because I think our specialists may have an idea of possibly a third party API integration affecting the address reverting back.  Look for that email from me and our specialist team :) 

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    SkipOM

    We're having some trouble with single women showing up in mailing labels with couples as "Smith Family" verses "Mary Smith".  I have some single ladies who show up fine. But my recent widows are all showing up as " ____ Family." I'm sure I'm missing something obvious.

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    Sheley

    Hey!  I have a hunch that this is due to them being listed as a "family" member, rather than just an individual.  I just looked into it from my end and if someone is listed as being in a family (even if they're the only one) it will show up as "The ______ Family".  Once we remove them from a family, that will fix the issue.  To do that, go to their profile, click edit on the family section, and then click the 'x' next to their name.  It will ask if you want to remove them from the family.  Say yes and then it will take away the family role.  Now they'll be considered an individual and a mailing label will populate with their name rather than "The _____ Family". 

    Here's a video of what that looks like: https://www.screencast.com/t/n7JSL1M5o

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    tomyoon12

    I added some family members to my profile but now my kids names are showing up in the directory.  Is there a way to prevent them from being listed?

    Even if I remove "view -> family" from a user's role, they can still see the names of my children.

    I've seen you can do this through tags but I'd prefer there be a different way.  Maybe anyone tagged as a child should be hidden by default.

  • Avatar
    Sheley

    Hey @tomyoon12 - If you put all children in a tag called "unlisted" or something along those lines, you can set it up so that all children are automatically put into that tag and then remove access to your users from seeing that tag. 

    Here's how we would do that: 

    1. Create your "unlisted" tag
    2. Go to More > Tasks > Automated Tasks 
    3. Click "Add Task" in the top right corner then click "Smart Tag"
    4. Create a filter of anyone matching the family role "child"
    5. Choose that they will go into your "unlisted" tag
    6. Edit your roles (More > Users and Roles > Roles) to check the box found by going to "People > Only Access certain people > People not in tags > 'Unlisted'"

    Now you'll have it set up where anyone who is listed as a child will not be viewable. 

  • Avatar
    pegw

    Hi, I was having the same issue as SkipOM with single people showing up as Families. We are hoping that by removing them from the Immediate Family Members section, they'll be considered an individual and a mailing label will populate with their name rather than "The _____ Family". 

    But in another thread  (https://support.breezechms.com/hc/en-us/community/posts/360009513993-Option-to-Change-Head-of-Household-Family-Role-to-Primary-Contact) Breeze said the "names used (HOH, Spouse, Adult, Child) organize how Breeze exports data--the order names are listed in, to whom something is addressed, etc."

    My question is: if a single individual does not have an Immediate Family Member designation (because I've removed them from the Immediate Family Members section, how can Breeze export their data?

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    Emily W.

    Hi pegw,

    Great question! Breeze will still export their data as simply an individual with name, phone number, address, etc. listed on reports such as the directory. They'll be considered an individual and a mailing label will populate with their name rather than "The _____ Family". 

    Emily

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    Jan

    How do you get children listed by first born- to youngest and not alphabetically? It's a total scramble when looking up a family. We have head of household, spouse, then the children are all mixed up. It would be so much easier if it put them in birthdate order.

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    amanda

    Hi! Is there an easy way to tag or edit a tag for an entire family at once instead of having to go to each person individually to add the same tag? 

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    Emily W.

    Hey Jan!

    You can sort by age in the directory or you can download as an excel file and then sort from there. :)  Hey Amanda!

     Using Smart Tags you could easily add to the same tag. :) 

  • Avatar
    Sheley

    Hey Amanda - If you go to the People tab, you can run an Advanced Search and search for the last name of the family (you can use the check box option to grab just the family members you're looking for if multiple families share a last name).  Then follow the steps here: Bulk Assigning or Unassigning Tags to add them all to a tag. 

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    amanda

    Thank you so much Sheley, this is just what I needed!! 

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    Brydon Marks

    Is there a way to mark a minor as "Child" even if their family is not in our records? (Example: children who come ONLY to our children's outreach or teenagers who come to church on their own?) We would like to be able to send them donation records or special mail, but might not want to include them in the directory.

    Can you create a family with only one person? Is there a better system? 

  • Avatar
    smcqueen

    It's frustrating that when I am adding a new family, each person (EXCEPT the first person I enter) is automatically put in as Head of Household. Shouldn't the first person be head of household, then everyone else come in under some other role???

  • Avatar
    Sheley

    Hey @Brydonmarks - You can create a "family" even if there is just one person in said family.  What you'll want to do is:

    1. Edit the family section
    2. Click "Add Family Member" 
    3. Click "Existing Person"
    4. Without typing in anyone's name, click "Add To Family"

    Now that person will be eligible to receive a family role, even though no one else is listed in their family. 

    Hi @Smcqueen - I do apologize for the frustration! The Head Of Household is the first listed on the dropdown which is why everyone automatically received that family role.  This is something on our radar that we would like to fix in the future.  We do have the first steps toward that with our new check in that we're going to be rolling out into Beta testing tomorrow and releasing to the public beginning in a couple of weeks.  When you use the check in feature to add in new people, you'll be able to add in entire families (more smoothly than you can currently) and it doesn't automatically give each person the "head of household" role, and allows for you to give the original person a family role as well.

    I hope this will be a great stepping stone to help solve the issue with family roles! 

     

    Cheers,

    Sheley 

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    katapult

    Is there a permission level I can set that would allow users with "Member" access to add family members to their own family without being able to modify others? Is there also a setting to allow people to adjust the family "role" as well?

    Thanks!

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    Emily W.

    Hi @katapult! Yes there is! Within the Member Role you will need to edit the permissions under "My Profile" and make sure that "Access Family Members: is selected. This will give them the ability to add their family members as well as edit information about them. When they go to add a family member, they will see the option to adjust the family role as well. 



  • Avatar
    katapult

    Thanks Emily!

    Does enabled "Add" and "Edit" under the "People" category also allow them to add and edit people outside of their own family? I'd like to allow people to augment and update their own family records but not edit anyone elses. Including the ability to change the "role" of their family members (only).

  • Avatar
    Emily W.

    Hey @katapult!

    My apologies! Let me clarify! Yes, if you are just wanting members to update only their own family records this is all you need to do:

    Permissions:
    My Profile > Access to My Family Members

    They will have the same edit permissions for their family members that they have established under My Profile > Edit My Details

    Hope this is helpful!

    Happy Breezing!

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    cathyroberts

    I am not finding the Access to My Family Members to work as you describe. Users with that permission can edit details for other family members such as phone, email, etc. but are not able to add a family member (such as a child) or change the family role. (The only option available to edit under family is the Anniversary date.) The Members role has only My Profile and have everything checked under View my Details, all but a few custom profile fields checked under Edit My Details and everything else checked in My Profile section. Is there another permission they need to have to add their children or modify their family roles?

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    Emily W.

    Hi @cathyroberts!

    To be able to add another person to their family, they would actually need permissions and access to the Add and Edit in People. However, this would give them the ability to edit family members for other people within the entire database.I know this is not ideal, but one recommendation is to have the admin add all the members so that then members are just able to edit the information of their profile or their family that has been added. :) 

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    cathyroberts

    Thank you for the feedback. I'd like to request/suggest an enhancement that allows people to add members to their own family but not to other families.

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    Emily W.

    Hi Cathy!

    Thank you so much for your feedback here about how we can improve breeze--we’re always on the hunt for the next great idea to serve churches better! Currently we are not accepting feature requests via the Community forum. For more information about submitting a feature request, please check out www.breezechms.com/features.:)

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