2013 in Review / 2014 Preview

Here's a quick overview of what we gave you in 2013 and a little preview of just some of the things we have in store for 2014


2013 was another great year for Church Office Online and we pray we were of great service to you and your ministry. Here is a summary of what we accomplished in 2013 and a small preview of just a few of the things we have planned in 2014.

Helpful Information

We brought you some great "how to" articles...


New Features

And of course we added a ton of great new features in 2013...


What's Next

We are planning 2014 to be full of great things as well, here are some highlights of new features that you can expect to see in Church Office Online church management software in the near future.

  • Child Check-In improvements (actually this is already done :)

  • Continue to Give integration

  • QuickBooks Online accounting integration

  • Protect My Ministry background check integration

  • Customizable church message in text messaging

  • More text messaging filter options

  • More reports


Want to Share Your Ideas?

Most of our new features ideas come straight from you. We have a great site where you can vote on existing ideas and suggest new ones. We encourage you to vote on ideas that you think would be useful and share your ideas here: Click here to vote on ideas or share your own.

Tell Us What You Think

If you have a few spare minutes, we would love it if you could share your experience with Church Office Online with the world. Click here to write a review.


Thanks for a great 2013 and being part of Church Office Online!

Church Office Online

1/21/2014 4:12:00 PM

How To Create Year End Donation Reports

How do I print off year end contribution reports for my church?

Instructions for Printing Year End Reports:

  1. You must have a Administrator, Pastor or Finance level access.
  2. Contributions for individuals must have been entered for the year you wish to generate reports.
  3. Your church’s address must be entered into Church Settings located in the "Admin" menu (IRS required).
  4. You must enter your church’s Federal Tax ID into Church Settings located in the "Admin" menu (IRS required).
  5. You must have a printer.

Steps:

  1. Highlight the "Reports" menu icon in Church Membership Online.
  2. Under the "Contribution Reports" heading select "Individual Contributions" or "Household Contributions".
  3. Under "Select Date Range" select "Previous Year".
  4. Leave "Filter by Individual" and "Filter by Contribution Category" blank.
  5. Select the option to "Print for Windowed Envelopes" if you are not using mailing labels.
  6. Select to "Group Contributions by Category" if you want a further breakdown of sub-totals and totals.
  7. Click the "Preview Report" button which will allow you to preview the report.
  8. To print reports you can click the Printer Icon on right in grey tool bar.

Or

  1. If you elect to create a document, select a file type in the "Export to the Selected Format" menu (Acrobat PDF is standard) then click "Export". A pop-up window will appear on the bottom of your screen. You can elect to Open, Save, or Save As. You can then choose to save or print your files.
  2. After printing off the Tax Contribution reports you can elect to save file.

Thanks,

Church Office Online

1/21/2014 4:06:00 PM

New Child Check-In Features

We are pleased to announce the release of some great new features and major enhancements to our check-in application. All of the new features and enhancements are live, so you have access to them immediately.

Child Check-in Enhancements and New Features

  • Changed Child Check-in Name Search to include first and last name

  • Added "Responsible Party Contact" information to check-in results

  • "Responsible Party Contact" information included on name tags, if it exists

  • Child ministry automatically selected if the child is part of one or more ministries. If the child is part of more than one ministry, the first ministry found is selected.

  • Three check-in options available "Check-in & Print", "Check-in & Download" and "Check-in"

  • Seamless printing for supported configurations (Chrome, Internet Explorer 9+, Safari)

  • New "Add Individual" button on Child Check-In screen


General Check-in Enhancements and New Features

  • Enhanced to allow check-in based on standard filters used in Church Membership Online

  • Added the ability to print name tags

  • Added three check-in options "Check-in & Print", "Check-in & Download" and "Check-in"

  • Supports seamless printing


Additional Information

We have also posted a bunch of new video tutorials, instructions and “how to” documents to make getting setup with check-in easier than ever.


Thanks,

Church Office Online

1/6/2014 2:53:00 PM

Child Check-In Wireless iPad Printing

iPad Wireless Child Check-In Printing

Church Office Online’s Check-In application makes child check-in fast, easy and secure. We fully support (and promote) the use of iPads to check-in children to Sunday school and adults into events and meetings. Using the following instructions you can quickly and easily setup child check-in name tag printing from your iPad device.

iPad wireless child check-in printing requires the following:

  1. iPad

  2. WiFi wireless internet

  3. Dymo LabelWriter 450 label printer

  4. Mac or PC computer connected to the Dymo LabelWriter 450 label printer


iPad Wireless Printing via an Apple Computer

iPad Wireless Child Check-In Printing with an Apple Mac Computer
  1. Make sure your Mac computer is setup to print child check-in name tags successfully the following instructions

  2. Download and install Printopia (http://www.ecamm.com/mac/printopia/index.html) on your Apple Mac computer. (Macbook, iMac, Mac-mini, etc.)

    1. Printopia installation instructions: http://www.ecamm.com/mac/printopia/instructions.html

  3. Go to https://checkin.churchmembershiponline.com using the Safari browser on your iPad

  4. Select children to check-in and touch the “Check-In & Print” button.

  5. The PDF containing the claim and name tags should open and display automatically in Safari and the print dialog should be displayed.

  6. Make sure the “DYMO LabelWriter 450” is selected from the available AirPrint printers.

  7. Touch print.

  8. Name and claim tags should print successfully.


iPad Wireless Printing via a Windows Computer

iPad Wireless Child Check-In Printing with a Windows Computer
  1. Make sure your Windows computer is setup to print child check-in name tags successfully by following these instructions.

  2. Download and install Google Chrome (https://www.google.com/intl/en/chrome/browser/) on your Windows computer.

  3. Follow Google’s instructions to add the Dymo Labelwriter 450 as a “classic printer” to Google Chrome cloud print. https://support.google.com/cloudprint/answer/1686197?rd=1

  4. Install Google Chrome on your iPad from the iTunes App Store. https://itunes.apple.com/us/app/chrome/id535886823?mt=8

  5. Go to https://checkin.churchmembershiponline.com using the Google Chrome browser on your iPad

  6. Select children to check-in and touch the “Check-In & Print” button.

  7. The PDF containing the claim and name tags should open and display automatically in Google Chrome and the print dialog should be displayed.

  8. Touch “Google Cloud Print: and then select the “DYMO LabelWriter 450” from the available AirPrint printers.

  9. Choose the following printer settings:

    1. Paper size: 30857 Badge Label

    2. Orientation: Portrait

  10. Touch print.

  11. Name and claim tags should print successfully.

If you need more help...

Log into your Church Membership Online account and click on the orange “Feedback and Support” button on the right side of your screen. This will allow you to create a support request and our support team will help you.

You may also want to check out...


Thanks,

Church Office Online

1/6/2014 1:57:00 PM

Child Check-In Name Tag Printing Setup

The following video tutorials will guide you through setting up child and individual check-in name tag printing to create a seamless name tag printing process.

We also have step-by-step instructions that you can follow in addition to the video here.

Which Name Tag Printer Should You Use?

We recommend the Dymo Label Printer 450 for printing children name tags. The Dymo 450 can be purchased at any major office retailer or online at Amazon.com.


Apple Mac Check-In Setup Video


Windows Check-In Setup Video


Thanks,

Church Office Online

1/6/2014 1:52:00 PM

Check-In Attendance Setup

Recording Attendance During Check-in

Our child and general check-in application makes it incredibly fast, easy and secure to check-in children to Sunday school and check-in individuals to events and meetings. You can also automatically record attendance for any child or individual that is checked in. The following instructions will guide you through how to setup automatic attendance tracking while using the check-in application.


Automatic Check-in Attendance Setup

  1. Log into Church Membership Online, our church management software application.
  2. Add Ministries / Groups by going to the Church menu and then selecting “Add Ministry or Group”. Assign ministry members to each ministry/group as you are adding them.
  3. After Ministries have been created, you will need to add a Calendar item for each event/meeting. Go the Calendar menu and select the “Event Calendar” or the “Meeting Calendar.” Add an event or meeting to the calendar for the times and dates each ministry meets.
  4. Once the Ministries gatherings have been added to the Calendar, attendance will be automatically recorded for each child or individual checked in to a ministry on a date that matches a calendar item.

For Attendance reports for services, events or ministries just go to the Reports menu in Church Membership Online and select the attendance report you need.

If you need more help...

Log into your Church Membership Online account and click on the orange “Feedback and Support” button on the right side of your screen. This will allow you to create a support request and our support team will help you out with whatever you need.

You may also want to check out...

Check-In Overview Video Tutorial


Thanks,

Church Office Online

1/6/2014 1:46:00 PM

New Check-in Video Tutorial

We have released a new and improved video tutorial overview of child and individual check-in system. We hope you enjoy it!

Which Name Tag Printer Should You Use?

We recommend the Dymo Label Printer 450 for printing children name tags. The Dymo 450 can be purchased at any major office retailer or online at Amazon.com.


Check-In Overview Video


Thanks,

Church Office Online

1/6/2014 1:44:00 PM

QuickBooks Integration

The following is a guest post by Nancy, Office Administrator - Next Level Church - Yorktown, VA.

A Little Bit About Administration...

Church administration is sometimes complicated and always busy. To ease the stress, it is imperative to have systems in place that streamline efficiency while ensuring accuracy and accountability. The two areas where this balance is most necessary are bookkeeping and data management.

Church Membership Online (CMO) is the easiest and most streamlined program I have used. Entering new church members, visitors, and contributions is uncomplicated and intuitive. There are multiple customizable fields that allow churches to have quick access to whatever information is needed. Each church is able to set up Ministries, Spiritual Development, and any other information it finds necessary. All information for each individual can be entered at one time on one screen. It provides child check-in which enables children’s ministries to provide a safe and secure environment.

CMO also allows online giving which is automatically credited to the individual contributor. Individuals can access their giving information at any time. End of year statements can be downloaded by members at their convenience or printed and mailed by church staff.

With all contribution accountability functions being done by Church Membership Online, Quickbooks then becomes your “checkbook” to pay bills, record deposits, and track spending. The combination of these two programs eases the stress and paperwork involved in church administration.

 

Quickbooks Accounting

Coordinating these two powerful programs is easy. Quickbooks is my program of choice for bookkeeping and has proven to be relatively easy to learn. Maintaining our financial records through Quickbooks has been a smooth process. The chart of accounts is customizable to multiple deposit and expense accounts.

 

Combining The Power Of CMO + Quickbooks

Church Membership Online serves as the mechanism for tracking an individual’s giving and provides end of year statements for tax purposes. Some churches use Quickbooks for this function, but I have found that to be redundant. There is no need to keep dual records on every person that makes a contribution to your church. With CMO’s online giving feature, all online contributions are already automatically credited to the individual. Rather than having to re-enter every contribution into Quickbooks, all you need to do is make the deposit. No individual giving records need to be kept in Quickbooks.

Entering deposits from multiple sources and even multiple fund accounts is a very easy process using the “Make Deposit” feature in Quickbooks. It is similar to using a checkbook register. We use both online giving and traditional envelope giving. With CMO the online contributions are automatically recorded and attributed to the individual. When cash or checks are received through the offering on Sundays, it is a simple process to enter that data.

 

Step By Step Integration

Each week a team gathers to count and deposit the contributions for the week.

  1. The offering is sorted into “batches.” Our batches include anonymous, cash, and check. If you have a high volume of contributions, breaking them down into batches with 20 to 25 checks in each helps eliminate and, if necessary, more easily find errors in calculation. Batches are also used to separate contributions earmarked for different funds such as Missions, Building, etc. Once the sorting is complete we count the money in each batch and get a total using a calculator.
  2. Once we have a total for each batch, we then enter the individual contributions in to Church Office Online using the Manage Batches interface. Create the batches by naming them in a consistent manner and entering the totals.
  3. Next go to the Add Individual Contributions area and enter each batch by first selecting that batch from the drop down menu. Enter each contribution. When the batch totals match, that batch is complete. Select a new batch and continue until all batches have been entered. CMO also allows you to enter a new contributor directly from the contributions screen. This feature is immensely helpful and a time saver.
  4. The total of all the batches can then be entered in to Quickbooks as a single deposit. Select the Banking tab in Quickbooks and then Make Deposit.
  5. If you have different funds such as General, Missions, Building, etc., the deposit can be split by entering the total for each income account and selecting that account from the drop down menu on the Make Deposits page. Quickbooks enters the amount as one deposit, which then matches your bank statement deposit amount.
  6. Through CMO Reports, we run a report for online contributions for that week. We consider a week Monday through Sunday. We then enter each of the online contributions individually in to Quickbooks on the date of each transaction. This can be a little time consuming, but saves time when reconciling at the end of the month, as then each deposit more closely matches your statement.
  7. Once all your contributions are entered in to CMO and Quickbooks you can run a report to get that week’s totals. The Quickbooks reports can be customized to give you the data you need. With these reports you can easily determine that your data matches.

Thanks!

Nancy
Office Administrator - Next Level Church - Yorktown, VA.

12/4/2013 3:42:00 PM

Check-in Name Tag Printing Setup

Which Name Tag Printer Should You Use?

We recommend the Dymo Label Printer 450 for printing children name tags. The Dymo 450 can be purchased at any major office retailer or online at Amazon.com.

DYMO Label Writer 450

DYMO 30857 Adhesive Name Tags


Windows PC Setup Instructions

  1. Download and install Dymo Labelwriter 450 drivers

    1. Go to http://www.dymo.com/en-US/labelwriter-450-label-printer

    2. Click on the Support tab

    3. Under “Drivers and Downloads” click the link for your system
      LabelWriter 300, 400, 450 Series Print Drivers, Windows XP/Vista/7 (32bit)
      or
      LabelWriter 300, 400, 450 Series Print Drivers, Windows Vista/7 (64bit)

    4. Once the file has downloaded, double click the *.msi file and follow the instructions to install the drivers

  2. Download and install Adobe Acrobat Reader

    1. Go to http://get.adobe.com/reader/

    2. Uncheck the optional offer to install “McAfee Security Scan”

    3. Click the “Install Now” button and follow the installation instructions to install Adobe Acrobat Reader

  3. Add Google Chrome PDF Plug-in
    *option step for Google Chrome users* If you are using Google Chrome you also need to install Google’s “Docs PDF/Powerpoint Viewer” plug-in by following the steps below.

    1. Go to http://bit.ly/ZiwpCw

    2. Install the Google Chrome “Docs PDF/Powerpoint Viewer” by clicking on the “+Free” button

    3. After the plug-in is installed, you will see a screen called “Docs PDF/Powerpoint Viewer Options”, make sure the top check box for “Adobe Acrobat: .pdf” is checked

  4. Configure Dymo 450 printing preferences

    1. In Windows, open Control Panel

    2. Click on the “View devices and printers” link under the “Hardware and Sound” category

    3. Right click on the Dymo LabelWriter 450 printer icon and select “Printing Preferences” from the menu

    4. Click on the “Layout” tab and set “Orientation” to “Landscape”

    5. Click the “Advanced…” button

    6. In the “Advanced Options” window, set the “Paper Size:” to “30857 Badge Label”

    7. Click the “OK” button on each window to save printing preferences

That’s it, you have completed setup for seamless name tag printing in child check-in. Now you can check in children and print name tags quickly and easily.

  1. Check-in Children and Print Name Tags

    1. Go to https://checkin.churchmembershiponline.com

    2. Login and go to the Child Check-in feature

    3. Search for children using their name or the last 4 digits of their parent’s (or guardian's) phone number

    4. Select children to check in and click the “Check-in & Print” button

    5. A PDF containing the name tags for the children selected should be open and the print dialog displayed automatically

    6. Make sure the “Fit” print option is selected if it exists

    7. Click the “Print” button

Apple Mac Setup Instructions

  1. Download and install Dymo Labelwriter 450 drivers

    1. Go to http://www.dymo.com/en-US/labelwriter-450-label-printer

    2. Click on the Support tab

    3. Under “Drivers and Downloads” click the “Dymo Label Software v8.5” link

    4. Once the file has downloaded, double click the *.dmg file and follow the instructions to install the software and drivers

  2. How to Check-in Children and Print Name Tags

    1. Go to https://checkin.churchmembershiponline.com

    2. Login and go to the Child Check-in feature

    3. Search for children using their name or the last 4 digits of their parent’s (or guardian's) phone number

    4. Select children to check in and click the “Check-in & Print” button

    5. A PDF containing the name tags for the children selected should be opened and the print dialog displayed automatically

    6. On the print dialog, click the “Show Details” button

    7. Change your printer preferences to match the following:

      1. Create a new “Preset” by selecting “Save the Current Settings as Preset…”

      2. Name the Preset “Child Check-In”

      3. Select “30856 Badge Card Label” for the “Paper Size”

      4. Orientation should be “Landscape”

    8. Click “Print” when you are done configuring printer settings.

      1. Printer settings should be saved for next time if you created a “Preset” as defined above.

  3. Add Google Chrome PDF Plug-in
    *option step for Google Chrome users* If you are using Google Chrome you also need to install Google’s “Docs PDF/Powerpoint Viewer” plug-in by following the steps below.

    1. Go to http://bit.ly/ZiwpCw

    2. Install the Google Chrome “Docs PDF/Powerpoint Viewer” by clicking on the “+Free” button

    3. After the plug-in is installed, you will see a screen called “Docs PDF/Powerpoint Viewer Options”, make sure the top check box for “Adobe Acrobat: .pdf” is checked

That’s it, you have completed setup for seamless name tag printing in child check-in. Now you can check in children and print name tags quickly and easily.


Thanks!

Church Office Online

12/4/2013 11:32:00 AM

In Kind Donation

Churches commonly receive in kind, non-cash donations and need a place to properly record their receipt. Good tracking procedures and receipts enable churches to account for items received and to credit individuals for contributions at tax time.

In Kind Donation Receipts

A church might want to consider giving out non-cash donation receipts instead of tracking them as part of individual contributions. Most churches and non-profit organizations will give out a donation receipt for physical goods at the time of donation. This reduces the burden on your staff because they don't need to record the in kind donation. The individual can then hang on to the receipt and record it as a physical goods donation at tax time.

You can download a template for donation receipts from Microsoft Office here: http://office.microsoft.com/en-us/templates/donation-receipt-TC006089148.aspx

The easiest way to handle it would be to print up a bunch of blank receipts and have your financial secretary fill them out as needed when people drop physical donations off.


Church Management Software

While it isn’t required by United States tax codes, physical donations can be recorded in church management software to keep a record of items that were given to the church.

Recording non-cash donations in Church Office Online can be accomplished by going to Admin → Contributions Category, and then add a category called “Non-Cash Contributions”. When inputting individual contributions you will now have the option to select non-cash contributions. It is the onus of the contributor to properly determine the cost of the non-cash contribution, so enter a value of “0” in the amount field. Enter a description of the item in the “Notes” field When you run reports, it will now properly show your categories and attribute contributions to the appropriate individual.

We hope this article helps you manage in kind donations for your church. Please let us know if you have any question or comments.


Thanks!

Tim Wall
Church Office Online

12/2/2013 12:04:00 PM
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