Breeze Docs

Reference Guide

Getting Started

Videos

Below are a series of videos intended to give a quick overview of the main sections of Breeze. For greater detail, use the navigation to select the topic you'd like more information on.

People

View, edit and add additional fields.

Tags

Use tags to organize people into groups.

Check In

Keep track of attendance and print name tags.

Contributions

Record who gave what and when.

Users & Roles

Create multiple users with different permissions.

Follow Ups

Have staff or volunteers follow up with specific people.

Forms

Create registration forms, RSVP forms, and more.

Volunteer Management

Schedule volunteers for events and set automatic reminder notifications.

Member Access

Allow members to access their profile within Breeze.

Online Giving

Quickly set up online giving for your members.

MailChimp

Integrate with your MailChimp account.

Import

Import your data into Breeze.

 

Checklist

When getting started, some may find it helpful to have a checklist to reference in getting set up. While there's no strict order, below is our recommended checklist for getting up and running.

  1. Add or Import your Data

    The first step to getting started is to add your data in, specifically people information (and many churches import contribution information as well). We do offer a free import service to import your data from an alternate source (like an Excel file or an alternate church management system). If you'd like to take advantage of this, just email us at support@breezechms.com.

    Alternatively you can import your data yourself or manually add it in through Breeze.
  2. Give Your Team Access

    Give your team access by creating user accounts for each user who should have access to Breeze. You can also set their permissions so that they only have access to what you'd like them to see. A video overview of users and roles is also available.

    You can also let your team know that they can download the Breeze App on their iOS (iPhone/iPad) or Android device.
  3. Set Up Tags and Events

    While there's a number of areas you could dig into at this point, tags and events are features many churches find very helpful and may be worth setting up next. Tags allow you to group people together into helpful groups (e.g. Bill's small group, staff, deacons, etc). Events allow you to view schedules and take attendance for different events.
  4. Enable Online Giving

    If you'd like to allow donors to give to your church online, enabling online giving would be a great next step. Here's a quick video overview on how to set up online giving.
  5. You're Live!

    Congratulations! You're up and running. There's a lot more you can do such as as follow ups, forms, or allowing members to access Breeze. At this point you're free to dive into any of the features you'd like. Enjoy!

People

Details on topics related to people.

View People

  1. Select the "People" tab from the top right.
  2. Click the person from the list you wish to view.
If looking for a specific person, see Search People.
You can also hover over the image of a person to view some basic information about them without needing to open their profile.

Add People

  1. Select the "People" tab from the top right.
  2. Click the "Add Person" button from the right.
  3. On the left, select the fields you wish to add. 1
  4. Fill in the fields and click the button to create the person.
1 The selected fields will be remembered the next time you add a person.

Delete People

People can be deleted individually or in bulk.

Individual

  1. Navigate to a specific person.
  2. Click delete on the left.

Bulk

Delete By Criteria
  1. Bring up a list of people using the people advanced search.
  2. On the right under the available actions, click "More Actions"
  3. Select the "Delete" item from the options on the right.
Delete By Recently Added
  1. Navigate to "More > Bulk Tasks"
  2. Select Delete from the left
  3. Select "People" from the left and the appropriate time period from the right.

If a person has giving records, deleting the person will not remove the giving history but will mark those gifts as coming from "Anonymous".

Edit People

This allows you to edit the information of an individual. If you're interested in bulk updating many people at once, have a look at the Bulk Update People section.

  1. Navigate to the person you wish to edit.
  2. Click the gray header over the section you wish to edit.
  3. Make the desired changes.
  4. Click the save button on the gray header to complete the process.

Simple Search

You can perform a simple search by:

  1. Click the "People" tab.
  2. Type the name of the person in the field on the left.
  3. The results will automatically display on the right
You can also perform a simple search by:
  1. Type the name of the person in the search box on the top.1
  2. Select the person's name from the list that drops down. 2
1 You can jump immediately to this field using the keyboard shortcut "/".
2 The person can be selected using the mouse or the arrow keys and enter button.

Advanced Search

  1. Click the "People" tab in the top right.
  2. On the left, click more filter options.
  3. Select all of the criteria you would like to filter by. Results will show up on the right.
For additional functionality, you can use the following characters for special text searches:
Asterisk (*) = Searches for everyone who has any data for this field.
Exclamation Mark (!) = Searches for everyone who has no data for this field.
Asterisk(*) + Text = Treats the asterisk as a wildcard. For instance, you could search for all people who had a last name starting with "Sm" by searching the last name field for "Sm*". Conversely you could search for all people who had their last name ending with "son" by searching the last name field for "*son".
Surrounding Double Quotes = Searches text fields for that exact value (e.g. searching "ball" will only return ball, not basketball or softball)

Save Searches

Saving a Search
  1. Click the "People" tab in the top right.
  2. On the left, click more filter options.
  3. Select all of the criteria you would like to filter by. Results will show up on the right.
  4. To save the search, click "More Actions" on the right and select "Save this Search"
Loading a Saved Search
  1. Click the "People" tab in the top right.
  2. On the left, click more filter options.
  3. Using the dropdown on the top left, select the previously saved search. The search will run automatically when you select the option.

Reports

Reports typically refer to obtaining a list of people matching certain criteria. To generate this list, see advanced search. If you'd like information on how to export this list, see Export.

Change Fields

To change what information is stored, use the following.

  1. Navigate to "More > Profile Fields"
  2. Drag items from the left into the center area within the section you desire.
  3. Rename the field to the name you desire.
  4. Click save.
This updates all of the eligible fields for every person within your database.

Commonly Used Fields

Here is a list of commonly used fields that may be helpful to think through when creating new profile fields.

  1. Status
  2. Marriage Date
  3. Married At
  4. Married By
  5. Baptism Date
  6. Baptized By
  7. Profession of Faith Date
  8. Background Check Date
  9. Deceased Date
  10. Transfer In Date
  11. Reason Joined Church
  12. Transfer Out Date
  13. Reason Left Church
  14. Membership Date
  15. Spiritual Gifts
  16. Skills (e.g. electrical, plumbing, etc)
  17. Title (e.g. Mr., Mrs., etc)
  18. Allergies (can be stored simply for reference or printed on check in nametags)
  19. Secondary Address
  20. Personality
  21. Occupation
  22. Eligible to serve in Children's Ministry
  23. Should Not Serve
  24. Membership Category
  25. Membership Stopped Date
  26. Membership Stopped Reason
  27. Membership Details
  28. Include in Church Directory (could also be handled by filtering by membership status)

Email

Individual

  1. Navigate to a specific person.
  2. Click on that person's email address to bring up the email compose window.
  3. Write your email and click send.

Group

  1. Bring up a list of people (e.g. click people to see everyone, run an advanced search, view people in a tag, etc).
  2. On the right, select the option to email people.
  3. Write your email and click send.

Reply All

By default, Breeze sends all emails as bcc (blind carbon copy) messages1. This means that recipients will not be able to see who else the message was sent to and will not be able to reply-all.

If you'd like to switch to sending messages as "to" messages so that each recipient can see all other recipients (and reply-all if desired):

  1. When composing the email, click on the list of recipients on the top
  2. Click "Bcc " and select "To" from the dropdown list2

1 On a technical level, our bcc emails are a bit more sophisticated than traditional bcc emails in that we send out a separate email to each recipient. For example, if you send an email to a list of 30 people as bcc recipients, 30 emails will be sent, each email having one recipient in the "To" field.

2 Note that "To" messages cannot be used in conjunction with mail merge fields as everyone is receiving the exact same email (not a personalized email).

Email Signature

To create an email signature that will automatically show up on the bottom of emails when composing a message:

  1. Open the email compose window by clicking to email an individual or group
  2. Make the content of your email your signature
  3. In the toolbar, click the "..." icon and then "More" and select "Set as Email Signature"
Once complete, when composing emails in the future you'll see your signature automatically appended to the end of the email.

Email Templates

Email templates allow you to save messages or layouts that you frequently use so that you can select them quickly in the future.

Using a Template

  1. Open the email compose window by clicking to email an individual or group
  2. Click the "..." icon on the toolbar
  3. Click "Templates" from the toolbar and select the template you'd like inserted

Adding a Template

  1. Open the email compose window by clicking to email an individual or group
  2. Create the email message that you'd like to save as a template
  3. Click "Templates" from the toolbar and select "Save as New Template"
  4. Give the template a name and click "OK"

Replacing a Template

  1. Open the email compose window by clicking to email an individual or group
  2. Create the email message that you'd like the previous template to be updated to
  3. Click "Templates" from the toolbar and select "Replace Template"
  4. Select the template you'd like to replace and click "OK"

Deleting a Template

  1. Open the email compose window by clicking to email an individual or group
  2. Click "Templates" from the toolbar, over over the "Delete" option, and select the template you'd like removed from the sub menu

Scheduling Emails

While by default emails will send right away to the list of recipients, users can also schedule an email to be sent at some point in the future. To do so:

  1. Compose your message to an individual or a group as you normally would
  2. Instead of clicking "Send", click the arrow just to the right of the "Send" button and select one of the available options1 to send the message in the future.
If you'd like to see what's scheduled to be sent in the future, when it's scheduled for, or remove a message before it's sent, you can access your scheduled messages within your email history. To access email history:
  1. Navigate to "More > History > Emails"
  2. Select an email to view its details. The details screen will also provide a way to unschedule/remove the message if desired.

1 All times are in your local timezone as specified within your account's General Settings.

Deliverability Report

Users can see the following for emails they've sent out through Breeze:

  • Email addresses that their message was successfully delivered to
  • Email addresses that opened their message (and an overall open rate percentage)
  • Email addresses that clicked a link in their message (and an overall click rate percentage)
  • Email addresses that failed to receive the email
This information can be helpful in making sure the email addresses you have within Breeze are accurate and getting a sense on how engaged your readers are as well as being able to improve your email content for greater engagement. To access this information:
  1. Navigate to "More > History > Emails"
  2. Select a previous email to view its details
  3. Click either "Delivered" or "Failed" on the left to view additional information

Deliverability Issues

Email deliverability is important and it's something we take seriously.

For the most part, users should never have a problem with email deliverability. Breeze uses a service (SendGrid) that helps emails get to their destination successfully and not be flagged as spam. You can also view your deliverability report to specifically look into the status of a certain email to a certain address.

In some rare cases, users may see an email that's either not delivered or is mistakingly marked as spam. When this happens, one of the following is most likely occurring:

Sending to the wrong email recipient
Ensure that the recipient's address is correct. You can see more details about an email you've sent to a specific address (and ensure that address is correct) by viewing the deliverability report for your email.

Sending from a Yahoo! or AOL Address
While sending to Yahoo! or AOL email addresses will work just fine, if you're attempting to send from a Yahoo! or AOL address (e.g. churchname@yahoo.com) within Breeze your message will be handled slightly differently. This is because Yahoo! and AOL have policies preventing any third party applications from sending emails on their behalf.

To work around this, we automatically detect if your message is coming from one of the services with stricter rules. If it is, we'll adjust your message in the following ways:

  • We'll set the "from" address to be from "@breezechms.com" so it doesn't run into this limitation.
  • We'll keep your name in the from field so recipients clearly know who it's coming from (e.g. "John Smith <jon_smith_rt+yahoo@breezechms.com>)
  • We'll set the reply address to be your actual address. This means that if people hit the reply button, it will go to your real address (and not jon_smith_rt+yahoo@breezechms.com)
If you'd like to have your email's from address be accurate, our best practice recommendation would be to send from a domain that you own (e.g. john.smith@yourchurch.org instead of john.smith@yahoo.com). Not only does this solve this issue but it also results in a more polished and professional email presence. Our recommended approach is to use Google Apps (free for non-profits) to manage your domain's email; click here for an article to learn more.

Sending to your own Microsoft Exchange, Outlook, or Office 365 Addresses
When setting up email through Office 365, Microsoft instructs users to add a setting which indicates that only Microsoft is able to send emails from that email address. As a result, when Breeze sends emails from that address, if the email goes to anyone in your organization that message may end up in their spam folder (although most recipients outside your organization likely receive them just fine). To resolve this, you'll need to modify the setting that was originally set.

To do so, log into your domain name and modify the TXT record controlling this (logging in to modify this information can be more complex; if you're not comfortable we'd recommend contacting an IT professional to do this change).

It should currently look something like this:
v=spf1 include:spf.protection.outlook.com -all
This essentially is saying the only authorized server to send email from this domain name is Office (spf.protection.outlook.com).

And you'll want to change it to be:
v=spf1 ip4:167.89.70.164 include:spf.protection.outlook.com -all
This means that the only authorized servers to send emails from this domain is Breeze (167.89.70.164) and Office (spf.protection.outlook.com). Be sure to replace the original TXT record with this rather than adding a new record as multiple TXT (SPF) records can cause issues.

Once changed, after waiting up to 72 hours (although often just a few hours) for the change to take effect, emails you receive from Breeze should no longer be marked as spam. For more information, see Microsoft's article on the topic.

Improving Email Deliverability
If you find yourself in a situation where the default settings aren't providing the deliverability you need, the following steps may help. Note that these tasks are more technical and typically best handled by an IT professional.
  1. Add an SPF record to your domain. The record you'll want to add is "v=spf1 ip4:167.89.70.164". This tells email clients around the globe that Breeze is authorized to send on your email domain's behalf. For information on how to add an SPF record in your specific context, contact the company your domain name is registered with (e.g. GoDaddy, 1&1, Network Solutions, etc).
  2. Add the Breeze sending IP address to your list of allowed IP addresses. This is most helpful if you're having issues receiving emails from Breeze on your own email platform (such as the MS Exchagne, Outlook, and Office 365 scenario mentioned above). While different programs have different interfaces for adding this (and we recommend you search specifically for how to do this in your software), the sending IP address to add is 167.89.70.164.

Text People

General Information

Breeze allows users to text one or more people at a time for quick communication. The texting tool is meant for one-way communication and cannot receive replies. Churches can use 250/month at no additional charge. Because we do pay for each text, we need to have boundaries at some point, and so you're welcome to exceed 250, it's just a penny per text after the first 250.

On the technical side, when a text message is sent to a group of people, Breeze sends individual text messages to each person in the group. If for instance, you send a text to 30 people, Breeze will send out 30 individual texts, all containing the same message, one text being sent to each number. At this time the phone number that sends texts cannot be changed.

Individual

  1. Navigate to a specific person.
  2. Click on that person's mobile phone number to bring up the text compose window.
  3. Write your text and click send.

Group

  1. Bring up a list of people (e.g. click people to see everyone, run an advanced search, view people in a tag, etc).
  2. On the right, select the option to text people.
  3. Write your text and click send.
On a technical level, text messages are sent out as having one recipient. If you send a text to a list of 30 people, 30 messages will be sent, each message having one recipient.

Scheduling Texts

While by default texts will send right away to the list of recipients, users can also schedule a text to be sent at some point in the future. To do so:

  1. Compose your text message to an individual or a group as you normally would
  2. Instead of clicking "Send", click the arrow just to the right of the "Send" button and select one of the available options1 to send the text message in the future.
If you'd like to see what's scheduled to be sent in the future, when it's scheduled for, or remove a message before it's sent, you can access your scheduled messages within your text history. To access text history:
  1. Navigate to "More > History > Text"
  2. Select a text to view its details. The details screen will also provide a way to unschedule/remove the message if desired.

1 All times are in your local timezone as specified within your account's General Settings.

Directory

Create Directory

  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Directory" from the dropdown list. Check your desired options and click export.

Customize Directory

  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Directory" from the dropdown list.
  4. Click the pencil icon () in the lower left
  5. Select an alternate template format or choose "Custom" to create your own format, including exactly the information you want. If choosing custom, you'll be able to use the toolbar above the edit window to select which fields you would like to include.
Once your directory is generated, you can modify any of the information prior to printing simply by clicking on that information.

Mailing Labels

Create Mailing Labels

  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Mailing Labels" from the dropdown list and export.
Mailing labels download in Microsoft Word format. At this time the file generated can only be opened in Microsoft Word (both PC and Mac) as alternate programs such as Pages, Open Office, etc. do not support mailing label format used.

Customize Mailing Labels

  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Mailing Labels" from the dropdown list.
  4. In the bottom left, click the pencil icon ()
  5. Select one of the provided templates or use the "custom" option to define your own template
  6. Export the mailing labels

Name Tags

  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Name Tags" from the dropdown list and export.
When updating a checkbox field, unchecked items will be removed from people who do have those items checked.

Bulk Update

Bulk updating allows you to make a change to an entire list of people all at once without the need to open each person's profile individually. This could be used, for instance, if you wanted to mark a list of 30 people who attended a membership class as having the status "Member". To do a bulk update:

  1. Bring up the list of people you'd like to update (by running an advanced search, going to a tag, or another method)
  2. On the options on the right, select "Update People".
  3. Select the field you'd like to update, select the value the field should be updated to, and click "Update".
Name tags download in Microsoft Word format.

Merge People

Merge Individual

There may be times where you end up with duplicate names in the database. This can be especially problematic if giving or attendance records are associated with both names so that simply deleting one is not an ideal solution. To solve this you can merge two records together.

  1. Navigate to More > Bulk Tasks > Merge People
  2. Select the first person you'd like to merge in the Person 1 selection 1
  3. Select the duplicated person you'd like to merge them with in the person 2 selection
1 The first person selected will be the one that preference is given to if people have conflicting data. For example, if both people have an address, the address for person 1 will be retained and the address for person 2 will be discarded. Giving history, tags, and attendance data will be retained from both people - simply merged into the remaining person.

Merge All Duplicates

If you have many duplicates in your database, merging them all at the same time may be beneficial. This will assume people with the same name are in fact the same person. When there is conflicting data, the person's profile who has been most recently created takes priority.

  1. Navigate to More > Bulk Tasks > Merge People
  2. Click the group icon in the upper right ()
  3. Click "Merge All Duplicate People" 1
1 If you have a large number of duplicates, this may take several minutes.

Show Duplicates

Users can bring up a list of all the people in the database who appear to be duplicates (have the same first and last name). From this screen users can quickly merge any of them together. To bring up the list.

  1. Navigate to More > Bulk Tasks > Merge People
  2. Click the list icon in the upper right ()
  3. You'll now see a list of people who are duplicates in the system
  4. To merge one of them together, click "View X Duplicates" to the right of their name
  5. Click "Merge" to merge those duplicated profiles together for that person 1
1 The star next to the left of the profiles indicate which profile will be used when conflicting data is encountered. For exmaple, if you are merging two people who both have email addresses, the email address in the starred profile will be used.

Excel

Overview

Exporting allows you to download all of the data for people you have specified. Export files are downloaded as Microsoft Excel files and can contain all person detail data, including custom fields. Tags, event, and contribution data is not included in the export.

  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Excel" from the dropdown list and export.

Customizing an Export

Customizing an export allows users to specify which columns should be included on the export. To customize the export:

  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Excel" from the dropdown list.
  4. Click the pencil icon () in the lower left.
  5. Select the desired preset or select "Custom" to manually specify which fields should be included.

Saving a Customization

Saving a customization allows users to quickly select a specific group of fields to export. To save a customization:
  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Excel" from the dropdown list.
  4. Click the pencil icon () in the lower left.
  5. Select "Custom" from the dropdown and check the fields you'd like included
  6. Beneath the "Specify Fields" label click "Save as Preset" and provide a name for your preset.
Saved customizations are available only to the user who saved them and cannot be seen by other users from the same church.

Deleting a Customization

Deleting a customization removes that option from your list of available presets. To delete a customization:
  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Excel" from the dropdown list.
  4. Click the pencil icon () in the lower left.
  5. Select the preset you'd like to delete from the dropdown
  6. Click the trash can icon () just to the right of the dropdown.1
1 Default presets cannot be deleted.

Letters

For contexts where printing out a physical letter is needed, users can write a single letter in Breeze to a list of desired recipients. Breeze will then generate a unique letter for each recipient, customized to that person (e.g. each letter greets the recipient by name). To write and generate letters from Breeze:

  1. Bring up a list of people.
  2. On the right, click "Export".
  3. Select "Letter" from the dropdown list.
  4. Write your letter and click "Download".
Letters download in Microsoft Word (docx) format.
Looking for details on emailing people instead? See Email People.

Default Filter

There may be times in which you want only a limited number of people available to a given user by default. This may be because some people are inactive (moved away, deceased, etc) or because that user has a specific subset of people in the church he or she interacts with (e.g. youth pastor interacting with students and their families).

In either case, setting a default filter on the People page can help provide a solution to this. By setting a default filter, only people who match that filter are displayed on the people page.

People outside of this filter will still show up in other places, such as searching for them by name, running an advanced search, viewing them in check in lists, etc. This simply controls who shows up on the initial list of people on the "People" section.

Note that this is not intended to be a security setting. Users can easily change the default filter or view people not included within the default filter by searching for them.

To set a default filter

  1. Click the "People" tab on the top right
  2. Scroll to the bottom of the page and click "Set Default Filter" in the bottom right
  3. Select your filter and click "Apply Filter"
Exports download in Microsoft Excel format.

Family

Breeze stores families by linking individual profiles to one another. All families that are linked together are considered the same family.

Adding someone to a family

To add someone to a family
  1. Navigate to their profile
  2. Click to edit the family section
  3. Click "Add Family Member" and select the person or family you wish for them to be a part of

Removing someone from a family

To remove someone to a family
  1. Navigate to their profile
  2. Click to edit the family section
  3. Click the remove icon () to the left of the person's name. This will remove them from the family but not the database

Family Roles

Family members can have the role of:

Role Description
Head of Household The first person to be listed on directories and mailing labels.
Spouse The person married to the head of household.
Adult Adults who should still be considered part of the head of household/spouse's family (rather than their own family)
Child Minor children of the Head of household/spouse (children who are not minors should be made their own family so they receive their own contribution statements)
Unassigned Family role has not been set
These roles are intentionally limited to these options as they are not intended to be a detailed description of a person's position in the family (e.g. wife, son, adult child, uncle, mother-in-law, etc) but rather to help organize the output of giving statements and people directories.

The best rule of thumb to use is asking if they should receive their own end of year tax statement. If they should, they should be moved to their own family (such as adult children or a live-in mother-in-law). If they should be included on the same statement, leaving them in the family is the best route. Breeze is then designed to store families as:
 
  • Couples
  • Parent(s) with their minor children

If you're interested in storing more details, we recommend adding an additional field to store that information (see Change Fields).

Photos

Individual

To upload a photo of an individual:
  1. Navigate to that person's profile
  2. Click on the image of that person at the top
  3. Click "Upload Image" and select the image1
  4. Crop the image to the appropriate size2 and save the change
Looking for a faster way to add images for people? Take a look at updating photos through check in.
 

Family

To upload a photo of a family:
  1. Navigate to the profile of someone in the family
  2. Click to edit the family section and then click "Add Family Picture"
  3. Click "Upload Image" and select the image1
  4. Crop the image to the appropriate size2 and save the change

1 Images must be in jpeg, png, gif, or bmp format

2 All photos are forced to a 3x2 ratio. When uploading the photo, Breeze will force users to crop the photo to the correct dimensions. If your photos don't fit within the cropped area (e.g. you're using portrait photos that don't translate well to this format), we recommend using http://img-resize.com (select the "Letterbox" option and set the dimensions to 600x400).

Hide People

There may be times where you wish to hide certain people from a user or users, such as when you want a user only to be able to access a certain small group.

(If you're looking to hide a person from everyone's view, such as when someone passes away or is no longer active at your church, see Archive People instead.)

Breeze allows you to control which people a user or users can see by setting the appropriate permissions for their role. You can set this up using the following:

  1. Navigate to the "Edit Role" screen for the role you'd like to modify.
  2. Within the permissions, navigate to "People > Only Access Certain People"
  3. Select the tags you'd like to be included and/or excluded. Only people within or outside of these tags will be visible to users with this role.
Example: A Small Group Leader having Access to only their Small Group
Create a tag called "Matt's Small Group" or a similar title. Place all people who the user should access within this. Then set the permissions so that only people within "Matt's Small Group" tag display. Whenever a person is added to "Matt's Small Group" tag, they will become visible to users with this role.


Looking for something less restrictive? Instead of the above, you can set who shows up on the "People" page using the Default Filter. This only limits the initial list of people while still allowing users to search for anyone in the database.

Archive People

Overview

Archiving people allows you to remove a person from showing up on reports and communications, but still keep their profile available if you ever need to reference it. Typically this would be used for:

  • archiving deceased individuals or
  • archiving people who no longer attend your church

Archive a Person

To archive a person:

  1. Navigate to the person's profile
  2. On the left, select "Delete" from the menu (after clicking "More" to expose the additional options)
  3. Select the "Archive" option on the bottom left of the window.
  4. Click the "Archive Person" button on the bottom right of the window

Archive Multiple People

To archive multiple people:

  1. Navigate to any list of people via the advanced search
  2. On the right, click "Delete People" from the menu (after clicking "More" to expose the additional options)
  3. Select the "Archive" option on the bottom left of the window.
  4. Click the "Archive People" button on the bottom right of the window

View Archived People

To view archived people:

  1. Navigate to the People section
  2. In the upper-right, select the down arrow () to the right of the "Add Person" button
  3. Select "View Archived People" from the dropdown

Restoring a Person

To restore an archived person:

  1. Navigate to the People section
  2. In the upper-right, select the down arrow () to the right of the "Add Person" button
  3. Select "View Archived People" from the dropdown
  4. Click the undo icon () to the right of the person you'd like to restore

Tags

Best Practice

Tags and folders can be used in any combination to organize groups within your church. That said, if you use a structure similar to the following, you will likely find it easier to organize your data. The example assumes that some ministries in your church are small group based while others are not. This example is provided not to copy directly but rather to give direction for how you might organize your own tags based on the programs you offer.


Children's Ministry
     Nursery
     Preschool
     K - 3
     4th & 5th
     Volunteers
Student Ministry
     Middle School
         Adam's Group
         Carl's Group
         Kate's Group
         Laura's Group
         Leaders
     High School
         Becky's Group
         Cindy's Group
         Greg's Group
         Jack's Group
         Leaders
Women's Ministries
     Moms
     Wednesday Morning Bible Study
Leadership
     Elders
     Deacons
     Staff

View Tags

  1. Click the "Tags" tab on the top right.
  2. Use the drop down folder structure on the left to navigate to the folder containing the desired tag.
  3. Click the tag name to view who is in the tag along with other details.

Add Tags

  1. Click the "Tags" tab on the top right.
  2. Navigate to the folder in which you desire to place the tag.
  3. Click the "Add New Tag" button.
  4. Give the tag a name and save.

Edit Tags

  1. Click the "Tags" tab on the top right.
  2. Navigate to the folder containing the tag you wish to edit.
  3. Hover over the the tag you wish to edit. On the right, a pencil icon will appear. Click on the pencil icon.
  4. Make the desired changes and click save.

Move Tags

Move tags and/or tag folders into different folders.

  1. Click the "Tags" tab on the top right.
  2. Navigate to the folder containing the tag or folder you wish to move.
  3. Click and hold the tag icon () or folder icon () to the left of the tag or folder name.
  4. Drag the icon to the folder on the left you'd like to move it to and release the mouse button.
The same works for folders.
If the folder you wish to move the tag to is in the currently open folder, you can also drag it to that folder in the list.

Delete Tags

  1. Click the "Tags" tab on the top right.
  2. Navigate to the folder containing the tag you wish to edit.
  3. Hover over the the tag you wish to edit. On the right, a delete icon will appear. Click it to delete the tag.

Tag Folders

Tag folders help organize your tags. Tags exist within folders. Folders can also exist within folders. We recommend using folders to structure your church similar to the best practice example. Folders can be created, edited, and deleted, in the same way that tags can.

Assign Tags

Any number of tags can be assigned to any number of people. To assign a person or people to a tag:

  1. Click the "Tags" tab on the top right.
  2. Navigate to the folder containing the tag and click the tag.
  3. On the right, click Add Person.
  4. Begin typing the person's name. The name will appear in a drop down list.
  5. Select the person's name.
  6. Repeat steps 4 and 5 until everyone you'd like to add has been selected, then click "Add".
Alternatively, you can assign multiple tags to a single person by:
  1. Navigate to a person's profile page.
  2. Click tags from the left menu.
  3. On the right, click to edit the tags assigned to that person.
  4. Select the tags you'd like assigned/unassigned to that person.
  5. Click to save your changes.

Unassign Tags

Unassign a tag or tags from a specific person.

  1. Click the "Tags" tab on the top right.
  2. Navigate to the folder containing the tag and click the tag.
  3. You will see a list of people within that tag. Click the remove icon to the right of the person you wish to remove.
Alternatively, you can unassign multiple tags from a single person by:
  1. Navigate to a person's profile page.
  2. Click tags from the left menu.
  3. On the right, click to edit the tags assigned to that person.
  4. Deselect the tags you'd like unassigned to that person.
  5. Click to save your changes.

Bulk Assign Tags

Assign a tag or tags to a group of people.

  1. Create a list of people you'd like to assign the tag to by running an advanced search.
  2. Click "Assign to Tags" on the right.
  3. Select the tags you'd like those people assigned to.
  4. Click assign to complete the process.

Bulk Unassign Tags

Unassign a tag or tags to a group of people.

  1. Create a list of people you'd like to unassign the tag from by running an advanced search.
  2. Click "Remove from Tags" on the right.
  3. Deselect the tags you'd like those people removed from.
  4. Click remove to complete the process.

Email Tags

Email Single Tag

Email everyone within a tag.

  1. Click the "Tags" tab on the top right.
  2. Navigate to the folder containing the tag and click the tag.
  3. Click "Email People" on the right.

Email Multiple Tags

To email everyone within a number of tags:

  1. Navigate to the Advanced Search page.
  2. On the left, one of the filter options is "Tags". Click it to expand it.
  3. Check the tags you'd like to email.
  4. Click the email button to the right of the list of people.

Export

Export people data within a tag to various formats.

  1. Click the "Tags" tab on the top right.
  2. Navigate to the folder containing the tag and click the tag.
  3. Click "Export" on the right.
  4. Select the type of export you desire and click "Download".

Events

Add Event

  1. Click the "Events" tab on the top right.
  2. Click "Add Event" or click an empty space on the date in which you'd like the event added.
  3. Fill out the event information and save the event.

View Event

  1. Click the "Events" tab on the top right.
  2. Click the event for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
For more information on checking people into events, see Check In.

Edit Event

  1. Click the "Events" tab on the top right.
  2. Click the event for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
  4. Select "Settings" from the left.
  5. Make and save your changes.

Delete Event

  1. Click the "Events" tab on the top right.
  2. Click the event for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
  4. Select "Settings" from the left.
  5. Click "Delete Event" from the bottom right.
If deleting a recurring event, you will be asked if you want to delete the current event only, all future events, or all events.

Reports

Event reports allow users to see details about who attended an event.

Overview

To see an overview of a given event including graphs of attenders over time and first time attenders:

  1. Click the "Events" tab on the top right.
  2. Click the event for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
Users can click on a bar graph to see the people that graph consists of.

Attenders

To see a list of people who attended a given event:

  1. Click the "Events" tab on the top right.
  2. Click the event for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
  4. On the left select "Attenders"

Use the link in the upper right to switch to viewing only people who did not attend the event.

If the event is only eligible to certain tags, this page will have a "group by tags" option near the top. If checked, the list of people will be grouped by tag. If printed, each tag will output on it's own page, making a physical copy of who is in what classroom quick and easy to generate.

Spreadsheet

To see attendance in a spreadsheet format or to print out a spreadsheet to check people in by paper and pen:

  1. Click the "Events" tab on the top right.
  2. Click the event for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
  4. On the left select "Report"

Last Attended

To see a report of the last time people attended in a certain range:

  1. Click the "Events" tab on the top right.
  2. Click the event for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
  4. On the left select "Report"
  5. On the upper right select the graph icon ()
Use both sides of the slider to select the range you're most interested in. For instance, if you wanted to see everyone who missed three weeks or more, set the left slider to "3" and the right slider to the end of the scale. If you wanted to see only people who have missed 3, 4, or 5 weeks in a row, set the left slider to 3 and the right slider to 5.

In order to show up on this chart, attenders must have at least one attendance record.

Multiple Events

To view information for multiple events at once:

  1. Click the "Events" tab on the top right.
  2. Click one of the events for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
  4. On gray bar on the top select "View Multiple Events"
  5. On the calendar select the date the additional event is on and click it when it appears beneath the calendar. Repeat this for all the events you'd like to view.
  6. Click "View Selected Events"

Filter Report

Filtering the results of an event can be really useful, especially if you've checked in multiple classrooms into a given event and want to filter to see the data for just one of those classrooms. You could also filter to see data for only members, a certain gender, or nearly any other criteria. To filter the event report to apply only to certain people:

  1. Click the "Events" tab on the top right.
  2. Click one of the events for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
  4. On gray bar on the top select "Filter People"
  5. Set the filter to your desired options and click "Apply Filter"

Multiple Calendars

Multiple calendars allow you to place different events on different calendars. You can choose to show or hide certain calendars, give users permission to only access specific calendars, and even select which calendars should show up on your website.

Common Uses

  • Giving users access to check people into only the events they should have access to and restricting them from seeing other events.
  • Allowing volunteer coordinators to create volunteer-specific events on their own calendar without cluttering up the other calendars.
  • Selecting which calendars should show up on your church’s website (effectively creating public and private calendars).
  • Create calendars dedicated to sensitive information (such as care team schedules) and restrict others from viewing the calendar.

Add Calendar

  1. Click to create a new event
  2. Click "Show More Options" in the bottom left of the new event window
  3. Underneath the "Calendar" dropdown that appears select "or add a new calendar"

Rename Calendar

  1. Navigate to "Events" and click the dropdown in the top right showing the calendar colors
  2. Select the bottom option which reads "Edit Calendars"
  3. Click the pencil icon () to the right of the calendar you wish to rename1
  4. Rename the calendar and click "Save"

Delete Calendar

  1. Navigate to "Events" and click the dropdown in the top right showing the calendar colors
  2. Select the bottom option which reads "Edit Calendars"
  3. Click the remove icon () to the right of the calendar you wish to remove2

1 You cannot rename the main calendar.

2 Deleting a calendar will delete all events on that calendar. If you'd like to retain these events, we recommend moving them to an alternate calendar prior to deleting the calendar in question. The main calendar cannot be deleted.

Event Settings

When creating a new event, you'll be displayed a series of settings. If you've already created the event, you can edit the settings by following these steps:

  1. Click the "Events" tab on the top right.
  2. Click the event for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
  4. Select "Settings" from the left.

Check In List

When specifying who can check into an event, you can choose any of the following:
Option Description
Everyone Shows everyone in the database on the check in list.
Specific Tags Limits the check in list to people who are in specific tags (e.g. Nursery tag for checking into the nursery).
Form Respondents Limits the check in list to people who have filled in a specific form or forms.
No One Does not show anyone on the list. Most useful if checking people in anonymously, not by name.

Check In Options

When creating or editing an event, different options can selected. The chart below provides a quick reference for what those options allow.
Setting Name Description
Print Name Tag at Check In When a person is checked in, the system will automatically print a name tag for that person. For help on customizing the name tag, see Customizing Name Tag.
Print copy for Parent This prints a copy for the parent so that workers can match the tags, increasing security by making sure the correct person is picking up the child. If used in conjunction with "Check In by Family", a single parent tag will be printed containing all of the children checked in (rather than one parent tag for each child). For help on customizing the name tag, see Customizing Name Tag.
Include Checkout Allows people to be checked in and checked back out. The date/time is recorded for each.
Check in By Family When checking in, if the person being checked in also has family members in the same list, a pop up will appear allowing you to select which members of the family to check in at the same time. If used in conjunction with printing a parent tag, a single parent tag will be generated containing all of the children (rather than one parent tag for each child).
Specify Add Person Fields When adding a new person on the check in page, specify what fields are asked for.
Disable Thumbnail Updating By default, people can update their picture by clicking on it on the check in screen. Selecting this option disables this functionality.

Event Locations

Overview

Assigning a location to an event allows churches to:

  • Easily include what room or location an event is happening in
  • Automatically detect conflicts if two events are using the same room at the same time

Assign

To assign a new event a location:

  • Begin creating a new event
  • On the event creation window, select "Show More Options" on the bottom right to display additional options, including room location
  • Specify the room you'd like the event to be assigned to (or create the room first)
If you'd like to assign a room to an existing event, you can do a similar process within the event's settings.

Add New Location

To add a new location:

  • Navigate to the events section and click "Add Event" to bring up the new event window
  • Select "Show More Options" in the bottom left
  • Beneath the "Location" option, click the link to add a location
  • Type in the name of the location and click "Add Location"

Edit Location

To edit the name of an existing location:

  • Navigate to the events section and click "Add Event" to bring up the new event window
  • Select "Show More Options" in the bottom left
  • Beneath the "Location" option, click the link to add/manage locations
  • On the bottom left of the "Add Location" window, select "or manage existing locations"
  • Click the pencil icon to the right of the location you'd like to modify, make the desired change, and click to update the location

Delete Location

To delete an existing location:

  • Navigate to the events section and click "Add Event" to bring up the new event window
  • Select "Show More Options" in the bottom left
  • Beneath the "Location" option, click the link to add/manage locations
  • On the bottom left of the "Add Location" window, select "or manage existing locations"
  • Click the remove icon to the right of the location you'd like to remove

Volunteers

Overview

The volunteers section allows users to schedule volunteers for events (e.g. nursery, band, etc). Those volunteers can then receive email reminders and/or RSVP requests so event organizers can easily keep track of who is going to be there and plan for those who can't make it.

Adding Volunteers

Volunteers can be scheduled to serve at an event by:

  1. Navigate to "Events", click on the event of your choosing, and click "View Details"
  2. On the left, click "Volunteers"
  3. Click the "Add Volunteers" button in the upper right
  4. Type the name and select the volunteer you'd like to schedule and click to add them in. You can add multiple people at once.
If you'd like to schedule volunteers for multiple events in the series, click the "Grid View" button towards the upper right and then type the volunteer's name into the available inputs.
If you'd like to schedule volunteers on a recurring basis (e.g. every other week for a certain event), after adding the volunteer click the arrow icon ( ) next to their name and specify the desired recurring schedule.

Removing Volunteers

Volunteers can be unscheduled from serving at an event by:

  1. Navigate to "Events", click on the event of your choosing, and click "View Details"
  2. On the left, click "Volunteers"
  3. Click the gray x icon () next to the person you'd like to unschedule (if you'd like to unschedule volunteers from multiple events at once, click "Add Volunteers", then click the "Grid View" button on the bottom left of the "Add Volunteers" window to view and unschedule volunteers from multiple events)

Notifications

Scheduled volunteers can receive email and/or text notifications1 that either remind them about an event or request an RSVP response on if they are able to serve at a given event. To set up notifications:

  1. Navigate to "Events", click on the event of your choosing, and click "View Details"
  2. On the left, click "Volunteers"
  3. Click the "Change Notification Settings" link in the tan bar towards the top2
  4. Select the settings you'd like and save the notification for either that event or all events in the series 3

1 Notifications are sent out between 3pm and 5pm ET each day. If a notification is not in place by this time, it will not be sent. You can always manually send a notification out immediately by selecting "Now" for the notifications send time.

2 In order for the tan bar and link to appear, you must have at least one volunteer scheduled

3 Saving a notification for the entire series makes that notification the default notification. You can always override this default for specific events in the sereis by saving a notification just for that event, not the series.

Roles

Users can assign volunteers specific roles and volunteers can receive notifications that are specific to their roles.

To specify a role for a volunteer:

  1. Navigate to the volunteer section for the event in question and, if not already done, add the volunteer to the event.
  2. Beneath the volunteer's name, click "No Role"
  3. You can then check the different role(s) the volunteer has
To have the volunteer receive a notification specific to their role:
  1. Navigate to the volunteer notifications section of your event
  2. Click "Show More Options" in the bottom left
  3. Scroll down and click "Show Role-Specific Messages"
  4. Add messages for each role and save your changes
To edit or remove a role so that it is no longer an option:
  1. Navigate to the volunteer section for the event in question.
  2. For one of the current volunteers (it doesn't matter which one), click the "Roles" dropdown and select "Create New Role"
  3. In the bottom left click "Manage Roles"
  4. Using the edit ( ) or delete ( ) icon, perform your desired action

Request Volunteers

Users can send a message to a person or group of people, requesting them to volunteer for a specific date or dates. Recipients can select which dates they'd like to volunteer which automatically adds them to the volunteer list for that date. To request volunteers for a specific event:

  1. Navigate to "Events", click on the event of your choosing, and click "View Details"
  2. On the left, click "Volunteers"
  3. Click the dropdown arrow to the right of the "Add Volunteers" button and select "Request Volunteers"
  4. Select the settings you'd like and send the request

Send Schedules

Users can send volunteers a schedule for the coming weeks/months. Volunteers will receive only their schedule (i.e. they will not be able to see when other people are scheduled to volunteer). This feature can be a great way to check in to confirm that everyone is able to serve on their scheduled dates for the coming weeks or months.

  1. Navigate to "Events", click on the event of your choosing, and click "View Details"
  2. On the left, click "Volunteers"
  3. Click the dropdown arrow to the right of the "Add Volunteers" button and select "Send Schedules"
  4. Select the settings you'd like and send the schedules

Alerts

Create an email alert to notify you or someone else if a person has missed a certain number of times.

  1. Click the "Events" tab on the top right.
  2. Click the event for which you'd like to see details.
  3. On the pop up, click the "Event Details" button.
  4. Click the "Alerts" link on the left.
  5. Click "Add Alert". You can specify who the alert goes to as well as what people the alert should be associated with. If you only want the person to be alerted if a certain group of people miss the event (alerting the leader of a small group for instance), simply set the alert to match the tag of the small group.

Check In

Check In allows you to mark people as having attended a given event. For more information, see Check In.

Embed Calendar

To embed the Breeze calendar on your website you can either:

Use the Breeze Embed Code

  1. Click the "Events" tab in the top right
  2. Below the calendar on the right, click " Embed Calendar on Website"

Integrate with Google Calendar

Alternatively you could push your Breeze calendar out to a Google Calendar and embed the Google Calendar on your website with Breeze events showing up within it. For more information on our Google Calendar integration, see External Calendars.

Have a WordPress website? You might consider using the third party WordPress Breeze Plugin.

External Calendars

You can integrate your Breeze calendar with an external calendar in both/either:

  1. Having your Breeze calendar events display on your Google/Apple/etc calendar
  2. Having your Google/Apple/etc calendar events show on your Breeze calendar

Breeze to External Calendar

You are able to have the events on your Breeze calendar show up on any external calendar that can read an iCal URL feed (Google Calendar, Apple Calendar, Outlook, etc). If you're using our multiple calendars feature, each calendar will have it's own iCal address, allowing you to share only the events you want to.

To add your Breeze calendar events to an external Calendar:

  1. Within Breeze, navigate to the "Events" page. In the bottom right, select "Google & Apple Calendar Integration"
  2. Click the "Breeze External Calendar" button
  3. Copy the URL for the Breeze calendar you wish to include on your external calendar
  4. Go to your external calendar (Google Calendar, Apple Calendar, etc) and provide the URL in the appropriate field

    Google (& Android) Calendar Instructions

    1. Navigate to your Google Calendar
    2. On the left, click the dropdown arrow just to the right of the "Other calendars" title
    3. Select "Add by URL" and paste your Breeze iCal calendar URL in

    Apple Calendar Instructions

    1. Navigate to your Apple Calendar
    2. On the top toolbar, select "File > New Calendar Subscription..."
    3. Provide your Breeze iCal calendar URL

    iPhone/iPad Instructions

    1. On your mobile iOS device, navigate to "Settings > Mail, Contact, Calendars > Add Account"
    2. Select "Other" from the bottom of the list
    3. Select "Add Subscribed Calendar"
    4. Provide your Breeze iCal calendar URL

External Calendar to Breeze

Breeze can read any iCal URL feed (the iCal format is a popular calendar format). If you're using a calendar that provides an iCal address (such as Google Calendar or Apple Calendar), you can have that calendar show up on your Breeze Calendar. To do so:

  1. Within Breeze, navigate to the "Events" page. In the bottom right, select "Google & Apple Calendar Integration"
  2. Click the "Breeze External Calendar" button
  3. Provide your external calendar's iCal URL

    Google Calendar (& Android) Instructions

    1. Navigate to your Google Calendar
    2. On the left, click the dropdown arrow just to the right of the calendar you'd like to include
    3. Select "Calendar Settings" from the dropdown
    4. Look for the row titled "Private Address" and click the "ICAL" button to access your address1
    1 The "Calendar Address" ICAL format could be used in place of the "Private Address row if your calendar is public.

    Apple Calendar (& iPhone/iPad) Instructions

    1. Navigate to your Apple Calendar
    2. Command Click (or right click) the calendar on the left panel and from the dropdown select "Share Calendar"
    3. Click the "Public Calendar" checkbox and then user the web address displayed below to enter into Breeze 1
    1 In our testing, this address could not simply be copied. Rather we had to open it in a program, such as "Messages" to be able to then copy the URL to bring it into Breeze.

    Other Calendars

    The iCal format Breeze uses is the main calendar standard making it easy to include calendars from many different sources on your Breeze calendar. While the process for obtaining the iCal address differs from program to program, once you find the address you'll be able to add it into your Breeze calendar. Here are some example addresses that you're free to use if you'd like1:

    US Holidays
    http://www.webcal.fi/cal.php?id=52&format=ics&wrn=1&wp=4&wf=53&color=%23FF3100&cntr=us&lang=en&rid=wc

    Christian Holidays
    http://www.webcal.fi/cal.php?id=424&format=ics&wrn=1&wp=4&wf=53&color=%231C4587&cntr=us&lang=en&rid=wc

    Moon Phases
    http://www.webcal.fi/cal.php?id=41&format=ics&ph=1&ecl=1&pa=1&es=1&du=mi&wrn=1&wp=2&wf=26&color=%23666666&cntr=us&lang=en&rid=wc
    1 Calendars are provided by http://www.webcal.fi.

Removing an External Calendar

To remove an external calendar, please see the "Delete Calendar" steps within the Multiple Calendars section.

Syncing Frequency

When integrating an external calendar with Breeze, the calendars will stay in sync as changes area made however that synchronization will not necessarily happen immediately. If these changes were instant, a lot of website owners would be unhappy with Google, Apple, or any other calendar company for constantly bombarding their server, looking for calendar updates (not to mention it being a potentially slower experience navigating the calendar as you'd have to wait for the external calendar to provide data).

To avoid this problem, calendar companies synchronize their calendars periodically. While we're not able to control the syncing frequency of other companies, we've done our best to outline them below.

Name Frequency
Breeze Once per hour
Google Calendar At least once every 24 hours 1
Apple Apple allows users to set their syncing frequency. Options include once every 5 minutes to once per week.
Outlook Whenever the "Send/Receive" command runs
Other Each company controls their own synching frequency. If you use an option other than the above, we'd recommend you reach out to them.

1 Google does not seem to publish their synching frequency, however based on user testing it seems that their frequency is somewhere between "every few hours" and at least once every 24 hours

Check In

Best Practice

Generally speaking, check in works best when churches create one event for each category, rather for each room. Here's an example of how we recommend your events to be laid out:

Recommended Approach

One Event Per Category
  • Children's Ministry
  • Adult Sunday School
  • Sunday Service

Non-Recommended Approach

One Event Per Room
  • Nursery
  • Preschool
  • Kindergarten
  • 1st - 3rd Graders
  • 4th & 5th Graders
  • Spiritual Formation Adult Sunday School
  • Apologetics Adult Sunday School
  • Galatians Adult Sunday School
  • Sunday Service
Each category can list all the people eligible to check into the events that fall under that category.
Churches generally use either a central check in model (where everyone checks in at the same place) or a room-specific model (where everyone checks in at their individual rooms). Read the type that corresponds to your desired set up.

I check in at the room...

For churches that check in at the room, we recommend creating multiple events, one for each room. Reports can be accessed by viewing the details for each individual event.1

I check in at a central location...

For churches that have a central check in location for everyone, we recommend creating a single event with all eligible people listed. Reports can be accessed by viewing the one event. Data for individual classrooms can be viewed by filtering that one event by tag. (We recommend tagging people by classroom so as to be able to filter accordingly).
1 The exception to this is if you'll frequently want to report on a given event merged with other events. A good example of this is a preschool Sunday school classroom in which the children's pastor wants to view all children's ministries activities together (e.g. Preschool + Nursery + Elementary). In these scenarios, using the central location method is more advantageous as it provides consolidated reporting. The check in screen can be filtered by tag so that each room has only their list showing on the check in screen.

Basic Usage

Checking People In

To check people into an event:

  1. Go to "Events"
  2. Click on an existing event
  3. Click "Check In"
The people who show up in the list correspond to who you have marked as eligible in the event's settings. For more information see Eligible People.

Adding New People

To add a new person from the check in page:

  1. On the check in page, click the plus icon () in the top right to display the "Add Person" panel
  2. Enter the person's name (and other information if it's being collected1)
  3. Add them in (they'll be checked in automatically)
1 You can specify what fields you want to show up when adding a new person from the check in page. To specify the fields, see the event's settings.

Eligible People

Often times churches will want to control who shows up in the list of eligible people to be checked into a certain event. If you're checking infants into the nursery, you may not want senior citizens showing up on the same list. Breeze allows you to restrict who shows up on the list.

For a new event:

  1. Go to "Events"
  2. Click "Add Event"
  3. Within the pop up, look for the drop down specifying who shows up on the list.

For an existing event:

  1. Go to "Events"
  2. Click on an existing event
  3. Click "View Details"
  4. Click "Settings"
  5. The drop down specifying who is eligible is on the right

Options

Everyone Everyone in your database will show up on the check in list. This is the default behavior.
Specific Tags Only people within specific tags will show up on the list. This option allows you to link the event with any number of tags.1
Form Respondents People who have filled out a certain form will show up on the check in list. Ideal for a registration form to check those people in when they show up to the event they registered for.
No One No one will show up on the check in list. This is ideal if you only want to keep track of a total head count rather than specific names.
1 When creating these tags, you may want to bulk assign people based on certain criteria to a tag or tags so you don't need to add each person individually. See Bulk Assign Tags for more information.

Filtering

If you'd prefer to filter the list of people (by tag) after the check in page loads1:
  1. Load the check in page for the event you're interested in.
  2. Click the gear icon () at the top by the event's name.
  3. Click the "Filter" button.
  4. Select the tags containing the people you'd like included on the list
1 Note that this option is only available when the event's eligibility is set to "Specific Tags"

Attendance Reports

There are multiple attendance reports that can be viewed for a given event.

Graphs

To view general graphs showing information about people checked into the event.

  1. Click the "Events" tab on the top right and click the event you'd like details on.
  2. On the pop up, click the "Event Details" button.
  3. The graphs will then display on the screen1

1 If you'd like to graph more information than what you initially see, scroll to the bottom of the graphs and click to add a new graph.

List People

To view a list of people checked into any given event:

  1. Click the "Events" tab on the top right and click the event you'd like details on.
  2. On the pop up, click the "Event Details" button.
  3. On the menu to the left, click "People"

Spreadsheet

To view a spreadsheet showing people who have checked in over time (or to generate a blank spreadsheet which could be used to print off and check people in on paper):

  1. Click the "Events" tab on the top right and click the event you'd like details on.
  2. On the pop up, click the "Event Details" button.
  3. On the menu to the left, click "Reports"

Missed Recently

To see the people who recently missed an event:

  1. Click the "Events" tab on the top right and click the event you'd like details on.
  2. On the pop up, click the "Event Details" button.
  3. On the menu to the left, click "Reports"
  4. In the upper-right select the graph icon ()
  5. Use both ends of the slider to select the range you're most interested in (e.g. show people who missed the last 3 to 5 events in a row)

Multiple Events

Breeze allows users to view reports for multiple events at once. This can be helpful, for instance, to view the details for multiple services at once or for an overview of the last 4 events of a given series. To view reports for multiple events at once:

  1. Click the "Events" tab on the top right and click one of the events you'd like details on.
  2. On the pop up, click the "Event Details" button.
  3. Towards the top of the screen you'll see a horizontal gray bar. On the right of it, click the text that reads " View Multiple Events".
  4. Using the calendar, select the events you'd like to view at once. Selected events will appear on the left. Once all events are selected that you'd like to view at once, click "View Selected Events".

Filter Results

Breeze allows users to filter results for a given event so only people matching that filter show up. This is especially helpful if you are checking people from multiple classrooms into a single event and would like to, after the fact, see details for just one of those classrooms. To filter event results:

  1. Click the "Events" tab on the top right and click one of the events you'd like details on.
  2. On the pop up, click the "Event Details" button.
  3. Towards the top of the screen you'll see a horizontal gray bar. On the right of it, click the text that reads " Filter People".
  4. Set your filter to the desired options (usually by tag if you're filtering for a specific classroom) and click "Apply Filter"

Include Checkout

By enabling this setting, the check in screen also allows users to check people out. Breeze retains both the check in and check out time.

Print Name Tags

Supported Printers

Breeze supports the following printers:

DYMO LabelWriter 450 Label Printer
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DYMO LabelWriter 450 Turbo Label Printer
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Supported Labels

Breeze supports the following label:

DYMO LabelWriter Shipping Labels, White, 2-5/16" x 4"
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Printer Setup

  1. Install DYMO Label Software version 8.6 or higher 1
  2. Connect the printer. Ensure the printer prints successfully from the software.
  3. With the printer connected, open Breeze in a browser.
  4. Create a new event and select the checkbox relating to printing name tags (see Event Settings for more details).
  5. Open the check in page for the event and check a person in. The first time you load the check in page the browser will ask for permission to access the DYMO Label Framework. Grant it permission (you won't need to do this again).
  6. The printer should print the name tag automatically when you check the person in.
We recommend using our printer connection tester to ensure that your printer is hooked up correctly.

1 Note that previous versions may not work on all browsers, specifically Chrome and Edge.

Customizing Name Tag

The printed name tag can be customized either when creating the event or on the event's settings page for an existing event. You'll have the option to select what fields go where on the name tag. To access the name tag customization screen for an existing event:

  1. Navigate to Events > Click on your event > View Details
  2. Click "Settings" on the left
  3. On the right, select "Print name tag at check in"
  4. Click "customize" behind the checkbox to bring up the customize screen
  5. Be sure to click "Save Changes" after customizing the name tag

Below is a quick chart to help identify what the available options mean.

Name Description Examples
Blank No Output
Date & Time Date and time of check in 1/1/2014 @ 11:32:12
1/14/2015 @ 15:12:37
1/17/2016 @ 9:02:01
4 Digit Code Four digit security code 1242
8723
2351
3 Digit Code Three digit security code 526
125
724
Parent Mobile Phone Mobile Phone Number of Parent(s) (555) 234-2345
(555) 456-4567
(555) 567-5678
Mobile Phone Mobile Phone Number (555) 123-1234
(555) 345-6789
(555) 987-6543
Child Name Name of person being checked in Jack Smith
Kyler Edmondson
Chris Williams
Parent Names Names of the adults in the family John & Kathy Smith
Katie Edmondson
Kevin Williams
Tag Name The name of the tag the person is assigned to 4th Graders
Pete's Group
Choir
Text Type in the text you'd like displayed on every nametag The Rock Youth Group
Horizons Church
Prompt When checking in, prompts the user to enter data on the spot 555-123-1234
Has to leave early
Feels a little sick
Child Name(s) Only available for the family tag; a list of all children who were checked in for that family. Chris Williams
Sarah Williams
Dean Williams
Person-specific fields The remaining fields reflect the fields you are storing within Breeze. Most, but not all, of the fields are available for your use.

Troubleshooting

Each name tag takes a long time to print
  1. Ensure that you are using DYMO Label Software version 8.6 or higher
  2. For some churches, their wireless networks receive a lot of traffic on Sunday mornings from everyone's smartphone connecting (or attempting to connect) to their network. To help determine if this is the cause, try checking someone in during a time when very few people are in the building.

    If in this test the name tag prints out quickly, it may be worth limiting public access to the wireless network. One of the following techniques may work well to resolve this:
    • Password-protecting church wireless internet
    • Changing the access point to not broadcast the access point's name so devices can't even attempt to connect to it
    • Creating multiple networks (subnets) which partition bandwidth and throttle usage by device (more advanced)
  3. If printing is slow during a time when few people are in the building, this points to the issue being between the computer and the printer itself. This can be due to:
    • An older computer being used
    • A lower-end (i.e. slower) computer being used
    • A computer that's also running many other tasks in the background
    • A bad install of the DYMO Label Software

    To resolve this:
My Printer is Not Printing
  1. Use the Printer Connection Tester to let Breeze diagnose the issue for you.
  2. Ensure that you are using DYMO Label Software version 8.6 or higher
  3. Ensure the printer prints from the installed DYMO software (software is required for web-based printing).1
  4. When you check someone in, check to see if the print request is making it to your printer queue. If it is but it's not printing, try disconnecting the printer's power and USB connection for 30 seconds and then plugging it back in. This will restart the printer.
  5. DYMO Label Software runs a small program (DYMO Label Web Service) in the background listening for print commands from the browser. It's possible this program was closed. To check, look in your system tray (Windows) or in the icons in the top right (Mac) to ensure it's running. If it's not present, try reinstalling DYMO Label Software 8.6 or higher.
  6. Try uninstalling everything related to DYMO (DYMO Label Software and DYMO Web Service if you're using it), restarting your computer (important to complete the uninstall), and then reinstalling the DYMO Label Software.
  7. If problems persist, contact support@breezechms.com
1 See DYMO documentation for installation instructions.

Print from Mobile Devices

Breeze allows you to print to a computer-connected printer from any device that has a web browser. This includes iPhones, iPads, Andorid tablets, Android phones, Kindles, Nooks, laptops, desktops, and more.





  1. On the computer physically hooked to the DYMO printer, navigate to the "Events" page and then click the " Print Station" link on the bottom left, beneath the calendar.1
  2. On your mobile device, load the check in page for the event.2
  3. When the check in page loads, you should be automatically presented with a list containing any available print stations to print to.3
1 You can run multiple print stations at the same time.
2 Ensure the event's settings are set to print out a name tag.
3 If the list does not automatically appear, click the gear icon () on the top of the check in page and select "Printers".

Parent Copy

Printing a parent copy allows you to give a parent one label and the child the other. Having the parent show the corresponding tag when picking up the child increases security.

For a new event

  1. Create a new event.
  2. Check "Print Name Tag at Check In".
  3. Check "Print Tag for Parent".
For an existing event
  1. Navigate to the event's settings.
  2. Check "Print Name Tag at Check In".
  3. Check "Print Tag for Parent".

Visitors

To add new people while on the check in page, use the following option that best fits your scenario:

Add Individual

  1. When in the check in page, click the plus icon () on the top right
  2. A panel will slide out asking for the person's information (you can customize what information is being asked for in the event's settings)
  3. Begin typing the person's name. If the person is already in the database, a box will pop up allowing you to select that person from a list
  4. If the person isn't already in the database, finish adding their information and click to check them in

Add Family

  1. When in the check in page, click the plus icon () on the top right
  2. A panel will slide out asking for the person's information (you can customize what information is being asked for in the event's settings)
  3. On the top of the panel are two tabs. Select the family icon (). This will allow you to type multiple names which will all be grouped into the same family.
  4. Once all the names and information has been entered, click to add everyone.

Add Anonymously

If someone is attending an event who is not already in your database and you don't wish to add that person into your database, you can check them in anonymously. This allows users to record accurate attendance numbers without adding the person to the database. For details on how to add someone anonymously, see Anonymous Check In.

If only people in certain tags are eligible to check into the event, Breeze will force newly added people to be assigned to one of the eligible tags so that they will show up on the list in the future.

Anonymous Check In

If you wish to record the number of people who attended an event but are not interested in recording their names (or only have some of their names), Breeze allows you to check people in anonymously. To do so:

  1. Load the check in page for the event you're interested in.
  2. Click the gear icon () at the top by the event's name.
  3. Click the "Anonymous" button.
  4. Use the arrows or type in the total amount. Note that this number indicates the total number of people at the event, including those you've checked in. (e.g. a total number of 50 with 15 people checked in will result in 35 people checked in anonymously)

Self Check In

By default, the Breeze check in page displays a list of everyone who can be checked into an event. For churches who desire self check in, typically it's preferred to have members search for their name rather than to display a list of names. To do so:

  1. Load the check in page for the event you're interested in.
  2. Click the gear icon () at the top by the event's name.
  3. Click the "Mode" button.
  4. Click to enable "Search Mode" rather than "List Mode"
You'll only have to make this change once as it will be retained for the selected event and all future events in the same series.

Attendance Sheets

If you're in a situation where you need to print out lists of people on paper for check in purposes, you can use Breeze to print out attendance sheets. To do so:

  1. Click the "Events" tab on the top right and click the event you'd like details on.
  2. On the pop up, click the "Event Details" button.
  3. On the menu to the left, click "Reports"
  4. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it
  5. Select "Print Attendance Sheet" from the dropdown

If you want to print out a different attendance sheet for each tag (assuming the event's eligibility is set by tag), select the "Group by Tag" option prior to printing the attendance sheets. Breeze will then print out a different page for each tag.

Update Photos

A check in station can be one of the best places to update photos for an individual. When running on a mobile device with a camera, you can use the check in page to update photos. This will prompt the device's camera to take a picture.

If on a laptop or desktop, the prompt will allow you to select a file from your computer. This can be helpful especially if you're putting a lot of pictures in place that you already have on your computer as it bypasses the cropping step.

  1. Navigate to the check in page for any event.
  2. Tap the thumbnail image of any individual. 1
  3. This will launch the native camera app (or file selection window) on the device. 2
  4. Take a picture or select an existing picture and it will automatically be cropped and resized to fit the Breeze standard.

1 Some smaller screens may have the thumbnails hidden to save space (e.g. iPhone in portrait/vertical orientation). Flip the device to landscape/horizontal orientation to show the thumbnails.
2 If on a laptop/desktop, you'll see a file selection prompt instead. You're welcome to select the file from your computer. Using this feature to update a large quantity of photos can be a helpful time saver.

Contributions

Add Contributions

Users can add contributions into Breeze by using the donor's name, envelope number, or scanning their check.

By Name

  1. Navigate to "More > Contributions".
  2. Type and select the person who gave the contribution.
  3. Type the amount given.1
  4. Click "Add Contribution"
1 If you would like to set more details such as specifying a different date, fund, or payment method, click "Add Details".

By Envelope Number

  1. Navigate to "More > Contributions".
  2. Click the "Person " label and select "Envelope Number" from the dropdown.1
  3. Type in the envelope number.2
  4. Type in the amount.3
  5. Click "Add Contribution"

1 Breeze will remember this selection so it does not need to be re-selected in the future.

2 If the number does not match any existing envelope numbers, you'll be prompted to match the number with a person in your database. If you would like to set up envelope associations ahead of time, see Envelopes.

3 If you would like to set more details such as specifying a different date, fund, or payment method, click "Add Details".

By Check Scanner

While entering contributions by scanning a check does not take a physical image of the check, it does automatically associate the gift with the correct profile in your system which can speed up the process of entering contributions. To add contributions via check scanner:

  1. Navigate to "More > Contributions".
  2. Click the "Person " label and select "Check Scanner" from the dropdown.1
  3. Scan the check using your check scanner2
  4. If this is the first time a gift has been given from the scanned check's account, the user will be prompted to supply the donor's name. If the donor has previously given before through that account, their name will be automatically populated by scanning the check.
  5. Type in the amount.3
  6. Click "Add Contribution"

1 Breeze will remember this selection so it does not need to be re-selected in the future.

2 Breeze supports the Mini MICR, 3-Track MSR, MICRSafe USB Keyboard Wedge (22551002). The check scanner, when hooked up, simply outputs the MICR number (numbers on the bottom of the check) into the field within Breeze. Breeze then automatically interprets... [more]the output as needed. If you would like to test the scanner's functionality before having a scanner, you can use paste the following line into the "Awaiting Scan..." field and click enter: "T100000123T12345678-1234U". This uses a fake account number to replicate what the check scanner would do. While alternate scanner models don't officially work with Breeze, one church using Breeze put together this document explaining how they used an alternate MagTek scanner successfully with Breeze (if you're using the model number above you do not need to reference this document).

3 If you would like to set more details such as specifying a different date, fund, or payment method, click "Add Details".

Edit Contributions

Edit a Single Contribution

To modify a previously entered contribution:

  1. Bring up the contribution you'd like to modify by using the Contribution Search tool or via the person's profile page.
  2. Click on the amount given to bring up payment details.
  3. In the bottom left of the payment details window, click "Edit".1
  4. Make the desired changes and click "Save Changes".
1 This option will only be available if your account has permission to edit contributions.


Edit Many Contributions

Bulk editing contributions is limited to changing one's gifts to have come from another person. This is most frequently used if someone has passed away and their giving should be transferred to a surviving spouse. (If you need to make other changes, you'll want to edit each of the individual contributions). To change someone's giving to have come from someone else:

  1. Navigate to the person who the gifts are currently recorded as having come from.
  2. Select "Giving" on the menu to the left of their profile.
  3. On the top right, click the drop down arrow () to the right of the "Download as Excel" button.
  4. Select "Move Contributions"1, select the person you'd like them to now come from, and click "Move".
1 This option will only be available if your account has permission to edit contributions.

Delete Contributions

To modify a previously entered contribution:

  1. Bring up the contribution you'd like to modify by using the Contribution Search tool or via the person's profile page.
  2. Click on the amount given to bring up payment details.
  3. In the bottom left of the payment details window, click "Delete".1
1 This option will only be available if your account has permission to delete contributions.

Funds

All contributions made must be assigned to a fund or funds. Funds can be designated as tax deductible or not tax deductible.

Create a Fund

  1. Navigate to "More > Contributions > Funds"
  2. Click "Create New Fund" in the upper right

Edit a Fund

  1. Navigate to "More > Contributions > Funds"
  2. Click the pencil icon () in the row corresponding to the fund you'd like to modify

Merge Funds

  1. Navigate to "More > Contributions > Funds"
  2. Click the remove icon () in the row corresponding to the fund you'd like to merge into an alternate fund
  3. A window will pop up asking you which fund you'd like to merge those contributions into
  4. Select the alternate fund and proceed with deleting the current fund. While the fund will be deleted, all contributions within the fund will be transferred to the alternate fund, effectively merging the two together

Group Funds

  1. Navigate to "More > Contributions > Funds"
  2. Click the dropdown arrow to the right of the "Create New Fund" button and select "Create New Group"
  3. Give the group a name and click to create it
  4. You can now hover over the name of other funds (or groups) and drag them into the group

Delete a Fund

  1. Navigate to "More > Contributions > Funds"
  2. Click the remove icon () in the row corresponding to the fund you'd like to remove1
1 When removing a fund, you will be prompted to specify an alternate fund to re-assign contributions to that were previously assigned to the deleted fund. Deleting a fund does not remove contributions. You cannot remove the primary fund.

Batches

Overview

A batch represents a collection of contributions that are grouped together. Typically this group would represent a series of contributions that were all given at the same time, such as "Sunday Morning" or "Sunday Morning 9:15 Service" on a given date. When adding a contribution, a batch is automatically opened in which all subsequent entries are added to. The batch will not be closed until manually clicking the "Close Batch" button, or closing the browser. After closing the batch, new entries will be added to a new batch.

Add Batch

To add entries to a batch:

  1. Navigate to "More > Contributions"
  2. On the "Add Contribution" page, you'll see a batch number on the right. This is the batch any contributions will be added to.
  3. If the batch already has entries in it, you can click "Close Batch" to close the batch and add entries to a new batch number.

Note: To add entries to a pre-existing batch, on the "Add Contributions" screen click the batch number. From the dropdown list that appears, select the batch that you'd like to add contributions into.

View Batch

To view details for a given batch:

  1. Navigate to "More > Contributions"
  2. Click "Batches" on the left.
  3. Click the batch number corresponding to the batch you'd like more details on.
  4. You will be shown a list of all contributions within that batch as well as summary information.

Close Batch

To close a batch:

  1. Navigate to "More > Contributions"
  2. Ensure you're on the "Add Contribution" page.
  3. On the right of the page, beneath the batch number, click the close batch button.

Note: Batches will also automatically close when closing your browser window. To re-open a batch to add more contributions, see change batch.

Change Batch

There may be occasions where a batch is accidentally closed prematurely or you'd simply like to add a contribution(s) to a previous batch number. While you can change the batch number on already submitted contributions by editing the contribution, to add new contributions into a previous batch you can do the following.

  1. Navigate to "More > Contributions"
  2. Ensure you're on the "Add Contribution" page.
  3. Click the large batch number on the right of the screen. It will change to a drop down menu.
  4. Use the drop down menu to select the batch you'd like to enter contributions into.

Envelopes

Overview

Giving by envelope number, sometimes called "giving number", allows you to assign a number to a specific person. When entering contributions then, they can be associated with a specific person simply by supplying that person's envelope number. This can help increase confidentiality so that those entering contributions do not necessary know who gave them.

Add Envelope

To add an envelope association:

  1. Navigate to "More > Contributions"
  2. Click "Envelopes" on the left
  3. Click the "Add" button in the upper right
  4. Supply the envelope number and person you'd like it associated with

Delete Envelope

  1. Navigate to "More > Contributions"
  2. Click "Envelopes" on the left
  3. Click the "Delete" icon to the right of the envelope number you'd like to delete
Note: Deleting envelope associations will not delete contributions given using those envelope numbers. When adding contributions by envelope number, the envelope acts as a pointer to assign the contribution to the person, not the envelope number.

Statements

Print Statements

Statements can be printed for individuals, specific filters, or for everyone in the church:

Printing a Specific Person's Statement

  1. Navigate to the person's profile you'd like the statement for
  2. Click "Giving" on the left navigation bar
  3. On the top right of the results, click the dropdown arrow to the right of "Download as Excel"
  4. Select "Print Statement" from the dropdown list
Printing Statements Based on a Filter

Printing a giving statement based on a filter allows more control over what appears on the giving statement. Users can filter by fund, amount, or any other criteria, and only contributions that match the filter will be used when creating the statement.
  1. Search contributions for the contributions you'd like to include in the giving statement
  2. On the top right of the results, click the dropdown arrow to the right of "Download as Excel"
  3. Select "Print Statement" from the dropdown list
Printing All Donors' Giving Statements
  1. Navigate to "More > Contributions > Statements"
  2. Click "Print"
  3. Select the desired date range and click "Print"

If you'd like to remove the header and footer content which can often contain page numbers, the web address, and more, you can specify this in your browser's print settings. Information on hiding this in Chrome and Firefox can be found here.

Printing statements will load a web page showing statements in a printer-friendly format. If you'd like to save this as a PDF, we'd recommend using a browser's print function to save to a PDF. For more information see how to save to a PDF via the Chrome browser.

If you plan on printing statements on both sides of the paper (two-sided printing), prior to printing close the print dialogue window and click "Two-Sided Printing" in the upper left of the preview screen. This will create extra pages where appropriate so the front of one statement never prints on the back of another (note that only Internet Explorer and Edge browsers support this functionality).

Email Statements

Emailing statements allows users to send statements to an individual via email. Statements are sent as attached PDF files. If sending to multiple people, each recipient will receive only their giving statement as the attachment.

Emailing a Specific Person's Statement

  1. Navigate to the person's profile you'd like the statement for
  2. Click "Giving" on the left navigation bar
  3. On the top right of the results, click the dropdown arrow to the right of "Download as Excel"
  4. Select "Email Statement" from the dropdown list
  5. Write your email and click "Send"
Emailing Statements Based on a Filter

Emailing a giving statement based on a filter allows more control over what appears on the giving statement. Users can filter by fund, amount, or any other criteria, and only contributions that match the filter will be used when creating the statement.
  1. Search contributions for the contributions you'd like to include in the giving statement
  2. On the top right of the results, click the dropdown arrow to the right of "Download as Excel"
  3. Select "Email Statement" from the dropdown list
  4. Write your email and click "Send"
Emailing All Donors' Giving Statements
  1. Navigate to "More > Contributions > Statements"
  2. Click "Email"
  3. Select the desired date range and click "Continue to Compose Message"
  4. Write your email and click "Send"
If you'd like to preview a statement prior to sending it, you can do so on the email compose window. Click the "Preview" link behind the attachment on the bottom to view what the statement looks like. If multiple people will be receiving their statements, you'll be able to select which person's statement you'd like to preview.

Customize Statements

Statements can be customized to include whatever information you'd like (e.g. logo, text, etc). To customize a giving statement:

  1. Bring up the "Print Statements" window
  2. Click the pencil icon in the lower left of the window.
  3. Customize the statement how you desire. Use the "Mail Merge" dropdown to specify person-specific information such as name, amount given, or date range of statement.
  4. Click "Save"

The following information is available to insert into your statement by using the "Mail Merge" dropdown on the toolbar.

Name Description
Name Donor's Name. If part of a family, names of adult's will be used (e.g. 'John & Jane Smith')
Address Donor's Address
Start Date Contributions included start at this date
End Date Contributions included end at this date
Church Name Name of your church as defined within "More > Account Settings"
Total Amount Total amount of tax-deductible contributions given
Itemized List An itemized list of each tax-deductible contribution given. You can also specify which columns show up on the itemized list by adding specific text (view column options).
By default, the itemized list of contributions will contain the 1) date, 2) donor name, 3) method of payment, 4) fund, and 5) amount (in that order). By adding specific text to the field, you can determine what fields show up and in the order that you desire. The specific text is placed behind the [itemized] code, separated by colons, for example:
[itemized:date:name:method:amount]
[itemized:date:envelope:amount]
[itemized:date:fund:method:amount]
The options are:
Text Description
date Date of the contribution
name Name of the contributor
method Method of payment
fund Fund payment was given to (if listed as first column, entries will be sorted by fund; otherwise entries will be sorted by date)
amount Amount of contribution
batch Contribution's batch number
batch_name Contribution's batch name
envelope Donor's envelope number
note Note on contribution
check Check Number
account Checking Account Number
Funds Summary A list of each tax-deductible fund the donor has given to along with the total given to each of those funds
Pledges Summary A list of pledges that were active during any part of the selected date range.

The amount given to the pledge will include all previous contributions matching that pledge from the end date, even if they extend before the start date, so that the amount given to the pledge will be accurate regardless of your starting date range.

You can also specify what pledge information is displayed and which pledges will show up by adding specific text (view customization options).
By default, the pledge summary will contain the 1) campaign name, 2) date range, 3) frequency, 4) amount paid compared to the total amount, 5) amount remaining, and 6) percentage paid. By adding specific text to the field, you can determine what information show up (the order cannot be changed). The specific text is placed behind the [pledges_summary] code, separated by colons, for example:
[pledges_summary:campaign_name:date_range:amount:remaining:percent]
[pledges_summary:campaign_name:amount:remaining:percent]
[pledges_summary:campaign_name:amount:remaining:percent:campaign-5823]
The options are:
Text Description
campaign_name The name of the campaign
date_range The range of the donor's pledge (e.g. 1/1/2017 - 12/31/2017)
frequency How often and how much the donor planned to give (e.g. $50 weekly)
amount The amount and total amount (e.g. $200 of $500)
remaining The amount that still needs to be paid (e.g. $300 Remaining)
note The note associated with the pledge
percent The percentage paid (e.g. 40%)
campaign-nnnn The ability to specify a specific campaign to include, excluding the rest. Replace nnnn with the campaign ID. The campaign ID can be obtained by navigating to the campaign in your Breeze account and looking at the number on the end of the URL. You may include multiple campaign IDs if desired (e.g. :campaign-1000:campaign:1001:campaign:1002). An example using this option might look like:

[pledges_summary:campaign_name:amount:remaining:percent:campaign-5823]
Envelope Number The envelope number of the donor (lists all envelope numbers if people in family have different numbers)
Family Members A list of all family members
Non Tax Deductible Total Amount Total amount of non tax-deductible payments
Non Tax Deductible Itemized List An itemized list of each non tax-deductible payment. You can also specify which columns show up on the itemized list by adding specific text (view column options).
By default, the itemized list of contributions will contain the 1) date, 2) donor name, 3) method of payment, 4) fund, and 5) amount (in that order). By adding specific text to the field, you can determine what fields show up and in the order that you desire. The specific text is placed behind the [itemized_non_tax_deductible] code, separated by colons, for example:
[itemized_non_tax_deductible:date:name:method:amount]
[itemized_non_tax_deductible:date:envelope:amount]
[itemized_non_tax_deductible:date:fund:method:amount]
The options are:
Text Description
date Date of the contribution
name Name of the contributor
method Method of payment
fund Fund payment was given to (if listed as first column, entries will be sorted by fund; otherwise entries will be sorted by date)
amount Amount of contribution
batch Contribution's batch number
batch_name Contribution's batch name
envelope Donor's envelope number
note Note on contribution
check Check Number
account Checking Account Number
Non Tax Deductible Funds Summary A list of each non tax-deductible fund the donor has given to along with the total given to each of those funds
Family Name The last name of the family surrounded by 'The' and 'Family' (e.g. 'The Smith Family'). If the person is not a part of a family, the person's name is used instead (e.g. 'John Smith')
Family Members A list of all family members
Unique ID A unique number (this number changes each year)
Today's Date The current date with the full month name listed (e.g. January 14, 2017)
The customizations made will be applied to both printed and emailed statements.
Statements can also be customized via the preview screen when emailing statements.

Statement Templates

We've provided a number of different statement templates you can use. This allows you to select the template that most closely matches your needs and tweak it to perfectly display how you'd like it to. To select a template:

  1. Bring up the "Print Statements" window
  2. Click the pencil icon in the lower left of the window.
  3. Click the "..." icon in the toolbar to expose the second row of buttons
  4. Click "Templates" and select the template you'd like to use
You can also create your own templates by typing in the content you'd like to have saved and then selecting "Save as New Template" from the same menu dropdown as above1.
1 Saved templates will be accessible by all users with permission to access the customize statements section. For more information on custom templates, continue using the statements window and refer to Email Templates (as the functionality is similar in both locations).

Statement Logic

Breeze has built-in logic that intelligently retrieves the list of statements the user most likely desires. While most users will never need to reference this section, for users who would like a peek under-the-hood to better understand this logic, here is how Breeze determines what statements to retrieve:

When Printing/Emailing Statements for a Specific Person

When printing or emailing statements for a specific person:

  • Breeze will generate a statement for that person, regardless of if the person has giving or not or how that giving is designated.


When Printing/Emailing Statements from a Contributions Search Result

When printing or emailing statements based on a specific contributions search result.

  • Breeze will generate a statement for everyone in the list, regardless of if the person has giving or not or how that giving is designated.


When Printing/Emailing Statements for Everyone

When printing or emailing statements for everyone using the buttons located at "More > Contributions > Statements":

  • If the church's customized contribution statement does not include any of the non-tax deductible mail merge fields:
    • Statements will be generated for people who have tax-deductible giving
    • Statements will be ignored for people who do not have tax deductible giving (even if they do have non-tax deductible payments)
  • If the church's customized contribution statement does include any of the non-tax deductible mail merge fields:
    • Statements will be generated for people who have tax-deductible giving
    • Statements will be generated for people who have non-tax deductible payments (even if they don't have tax-deductible giving)

Pledges

Overview

Pledges allow users to record who pledged to give what, compare that to what they actually gave, and send statements to donors showing what they've pledged to give compared to what they've actually given. When a pledge is created, it is given a date range and what fund(s) it includes. Any contributions (even if previously created) that match the date and fund for that person will be included in what was given to that pledge.

Add Pledge

To add a pledge:

  1. Navigate to "More > Contributions > Pledge"
  2. Select the campaign you'd like to add a pledge to
  3. Click "Add Pledge" in the upper right
  4. Fill in the fields and click the "Add Pledge" button to save your changes

If adding multiple pledges, select the "Keep Open After Adding" checkbox to avoid having to reopen the add pledge dialogue each time. Settings will also be retained (e.g. fund will stay on the same fund as the previous fund for subsequent entries)

Edit Pledge

To edit a pledge:

  1. Navigate to "More > Contributions > Pledge"
  2. Select the campaign you'd like to add a pledge to
  3. Click pencil icon () on the right of the pledge you'd like to modify
  4. Fill in the fields and click the "Update Pledge" button to save your changes

Delete Pledge

To delete a pledge:

  1. Navigate to "More > Contributions > Pledge"
  2. Select the campaign you'd like to add a pledge to
  3. Click remove icon () on the right of the pledge you'd like to delete

Campaigns

All pledges must exist within a campaign. Campaign help organize pledges into different groups. For instance, you may have a campaign named "2017 Building Campaign" or "2018 Pledge Drive".

Online Giving

Summary

Online Giving allows you to accept credit card, debit card, and ACH bank transfer donations from anyone over the web or by text. We'll create a giving page for you and you can link to it from your website, embed it within your site, send it to others by email, or share it on social media. Simply turn on online giving and Breeze will give you your page to share.

We love simple pricing and so there are no additional monthly fee for using online giving; rather you simply pay transaction fees (a small percentage of each donation) which are listed here.

Donations that come in through online and text giving automatically show up within your contributions section and we attempt to match the donor with the donation. Having everything in one system makes reconciliation easy too, allowing users the ability to see exactly what donations make up a given bank deposit.

Read our setup section to get started.

Our integrated online option is currently only available for churches in the United States. For online giving options for other countries, please see our third party integrations.

Setup

Breeze allows people to donate to your church and automatically records their giving. Donors do not need to have Breeze account to give. To set up online giving:

  1. Navigate to "More > Contributions > Online Giving"
  2. Click to enable online giving
  3. You can then share your giving address (displayed towards the top of the screen) with donors via your church website, emails, Facebook, and wherever else you'd like to share it

Note that as you begin accepting more donations, we'll be asking for more verification information to ensure that you're not a con-artist (it's nothing personal, we promise). You'll receive email alerts when this information is needed.

Give by Website

When you enable online giving with Breeze, we'll provide you a web address that you can link to from your home page, share with others via email or social media, and even embed the forms right in your website so your users have a completely seamless experience. To share your giving page:

  1. Navigate to "More > Contributions > Online Giving"
  2. Click the "Share" button in the upper right on the orange bar
  3. Use one of the three available options:
    1. Giving Page Address
      An address you can email to others or post on Facebook and other social media sites. Donors can click the link to give to your church.
    2. Link from Website
      Code that your web developer can use to create a "Give" button directly on your church website.
    3. Embed in Website
      Embed the giving form directly in your website for a seamless donation experience so the donor never has to leave your site. Note that we highly recommend installing an SSL certificate (https) on your site prior to using this option.

Have a WordPress website? You might consider using the third party WordPress Breeze Plugin.

Give by Text

Set Up Text Giving

To enable text giving:

  1. Navigate to "More > Contributions > Online Giving"1
  2. Look for the gray bar towards the top that says text giving is not active. Click "Activate" on the right of that bar.
  3. Select the number you would like to use to receive text gifts and continue to enable text giving 2

1 If you haven't already, enable online giving. Online giving is a prerequisite for text giving.
2 We'll display a list of numbers from what we assume is your own area code. You can always change the area code by clicking link in the lower left of that window to adjust your area code.

Donating By Text

To donate by text, a donor simply:

  1. Texts the amount they'd like to give to your number (e.g. $50)1
  2. If they've donated by text before, they'll receive a confirmation text in response that their gift has been received successfully and they're done
  3. If it's the first time they are donating by text, they'll be given a link and asked to supply their payment method (credit card, debit card, or bank account). This payment source will then be linked with their phone number so that, in the future, all they need to do is text in the amount and do not need to reenter their payment information.
1 For more command options, see the section below titled "Text Giving Commands"


Text Giving Commands

The following are a list of commands that the text giving system accepts:

Command Description
$50 Donate $50 to your church. Users can type any amount; the dollar sign is optional (e.g. $50 and 50 both work).
give $50 Same as above.
give Your online giving number will respond asking how much you'd like to give. Telling people to text 'give' to your number can be a more succinct way to communicate text giving.
$50 missions Gives $50 to the missions fund. You can customize fund keywords and what fund they point towards.
$50 weekly Sets up a recurring gift of $50 each week. Frequency options are 'weekly', 'biweekly', 'monthly', and 'yearly'.
$50 missions weekly Sets up a recurring gift of $50 each week to the missions fund. Frequency options are 'weekly', 'biweekly', 'monthly', and 'yearly'.
refund Refunds the previously given contribution1
update Allows donor to update their payment method or recurring gift. Your text giving number will respond with a link where users can make these changes.
unlink Unlinks a user's phone from the text to give system
commands Provides the user with a list of the available text commands
1 Donors can only refund their own gift with this command within 24 hours of giving the gift. If the previously given contribution started a recurring gift, the recurrence will also be canceled.

Text Giving Settings

Organizations can specify what fund text gifts go to by default as well as set up keywords for giving to specific funds. To adjust these settings:

  1. Navigate to "More > Contributions > Online Giving"
  2. On the orange bar near the top that tells you text giving is enabled, click "Settings"1
  3. Make your changes and click "Save"

1 This assumes you have already enabled text giving.

Customize

Church's can customize the appearance and options of their online giving page such as color, what funds can be given to, what payment methods they'll accept, and more. To customize these settings:

  1. Navigate to More > Contributions > Online Giving1
  2. Towards the top you'll see a tan bar that informs you that your online giving page is live. On the left of it, click the "Settings" link
The setting options include:
Setting Description
Credit/Debit/ACH (Payment Types) Can select if you'll accept credit/debit cards, ACH bank transfers, or both
Funds (Can donate to) Can select which funds show up on the online giving page. A single fund can be selected or multiple funds can be selected. If you want to add a new fund to the list, add the fund into Breeze first and it will then show up on the list.
Default Fund If giving to multiple funds, set which fund shows up as initially selected (this option only appears if giving to multiple funds).
Comments If enabled, donors can leave a comment with their donation.
Notifications If enabled, churches will receive a notification when someone gives.
Send Notification To The email address that will receive the notification (if enabled). The list is populated from your list of users.
Email Receipts From The email address receipts will be sent from. The list is populated from your list of users.
Email Receipt The email receipt the donor receives. Use the "Mail Merge" option in the toolbar to include donation-specific information (such as donor's name, donation amount, etc).
Confirmation Page The content the donor sees on their page after they complete their donation.
Page Content Any information you'd like displayed on the top of your online giving page.
Colors The color of your donation page.

1 We'll assume you've already enabled online giving

Refunds

To issue a refund:

  1. Navigate to "More > Contributions > Online Giving"
  2. Click to view your gifts in the last 30 days1
  3. Click the dollar amount of the gift you'd like to refund
  4. Click "Refund"
  5. Select if the refund is a full or partial refund
If you need to refund a gift given more than 30 days ago, search for the contribution and then click the dollar amount to bring up the details view.

Transfers

Setup
When transferring donations from where they collect in Breeze to your bank account, you can have the money transfer either automatically on a routine schedule or manually. To set up transfers to your bank account:
  1. Navigate to "More > Contributions > Online Giving"
  2. Click the "Transfer to Bank Account" button in the upper right
  3. Provide the necessary information
When setting up transfers you'll have the option for collected contributions to automatically be deposited into your account each week (automatic transfers) or for you to manually push the deposit over whenever you'd like (manual transfers).

Timing
When a gift is given, the amount of time it takes to become available in your bank account depends on both the type of gift (credit card, debit card, or bank transfer) as well as weekends and holidays. Below is a table to show how long it takes for a gift to be available to transfer to your bank account:
Payment Type Time
Credit Card & Debit Card Gifts 2 business days for security
ACH Bank Account Gifts 4 to 5 business days to process + 2 business days for security
Breeze uses a company called "Stripe" for payment processing. If you'd like to read more about ACH bank account timing, you can do so on their page here.


Automatic Transfers

Automatic transfers (our recommended approach) allow users to have donations they've collected automatically deposited into their bank account once per week. Using this method users can easily reconcile a transfer to the individual payments that make up that transfer.
Manual Transfers

Manual transfers allow users to have donations they've collected deposited into their bank account at the time of their choosing1. Using manual transfers, users have the ability to specify how much they want placed into which bank account.

Because users can select the amount of their choosing to transfer, this prevents users from seeing a specific list of payments that make up a given transfer, making reconciliation potentially more challenging.

For instance:
  1. Church receives donation of $100
  2. Church receives donation of $200
  3. Church transfers $150 to their bank account
We have no way of mapping that $150 to any specific gift and so the church is not able to see what donations a given transfer consists of. Automatic transfers in contrast would bring over $300 and retain the link between the transfer and the donations it consists of. For this reason we recommend Automatic Transfers for most users.
Viewing Previous/Upcoming Transfers
To view transfers that have already taken place or are scheduled in the future:
  1. Navigate to "More > Contributions > Online Giving"
  2. In the upper-right, use the dropdown arrow to the right of the green transfer button and select "Transfer History"

1If an amount has not been deposited into a users account within 30 days of receiving it, it will be automatically deposited.

Reconciling Transfers with Payments

Viewing Details for a Given Transfer

With Breeze managing your online giving, it makes it very easy to view the donations that make up a given deposit into your bank account.1 This will show you specific details relating to each transfer such as gross amounts, transaction fees, and net amounts. To view this:

  1. Navigate to "More > Contributions > Online Giving"
  2. Click the arrow to the right of the green "Transfer Settings" button and select "Transfer History"
  3. Find the transfer you'd like details for and click on the number of payments in that transfer to bring up the transfer's details
1You're only able to see what payments make up a given transfer if you're using automatic transfers, not manual transfers. Transfers will not necessarily align with batches as different payments may take different amounts of time to become available for transfer. Searching by "Transfers" then becomes a better tool for reconciliation than batches.

Searching for Contributions within a Given Transfer

If you'd prefer to run a search within Breeze for certain criteria, including by transfer date, you can do the following.1

  1. Navigate to "More > Contributions > Search"
  2. On the filter near the top, select "More" and add the "Transfers" search criteria to the list
  3. Click "Transfers" and select the transfer(s) you'd like to see details for
  4. The payments the transfer(s) consist of will appear in the search results
1Note that this will show the full amounts given. If you're interested in viewing fees or net amounts, use the option in the preceding section ("Viewing Details for a Given Transfer").

Report

Breeze allows users to view a report showing the details of your online transactions including fees.

To view a report by transfer:

  1. Navigate to "More > Contributions > Online Giving"
  2. Click the green arrow in the top right next to "Transfer Settings" and select "Transfer History"
  3. Select the payments link for the transfer you'd like more details on
  4. Click "Download as Excel" near the bottom of the window to download a complete report of those payments

Recurring Donations

Online giving through Breeze has the ability for donors to create recurring gifts baked right in.

View Recurring Donations
To view a recurring donation:
  1. Navigate to "More > Contributions > Online Giving"
  2. Towards the bottom of the page you'll see the number of recurring donations that are currently set up. Click the number to view a list of recurring gifts.
  3. For additional details click the donation amount
Modify a Recurring Donation
To modify a recurring donation:
  1. Navigate to "More > Contributions > Online Giving"
  2. Towards the bottom of the page you'll see the number of recurring donations that are currently set up. Click the number to view a list of recurring donations.
  3. Find the donation you'd like to modify and click the amount
  4. Click the " Change" button next to the section you'd like to adjust and make the desired changes

Giving Accounts

Giving accounts, also known as "Member Accounts", are great for donors who wish to:

  • Manage their recurring gifts
  • Give quickly through a previously-used card or bank account1
Donors will first need a Breeze account to log in with. You can either create it for them or allow them to create it themselves. Once they have an account:
To manage their recurring gift(s) they can...
  1. Log into Breeze
  2. Click the "Give Now" tab in the upper right
  3. Click "Recurring Gifts" from the navigation on the left and click "change" to adjust the recurring gift they'd like to change
To give from a previously used card or bank account they can...
  1. Log into Breeze
  2. Click the "Give Now" tab in the upper right

Fees

We're big fans of having everything included, no extra costs, and the same philosophy is true for online giving. There are no additional monthly fees for using online giving, only transaction fees. Below are the transaction fees:

Type Amount
Online Giving Monthly Fee $0
Text Giving Monthly Fee $0
Credit/Debit Cards 2.9% + $0.30/transaction
Bank Transfer (ACH) 1% + $0.25/transaction

Less Common Fees
Failed ACH (bank transfer) gifts incur a $1 fee.
When a donor successfully disputes a transaction (e.g. credit card company or bank pulls back the funds), a $15 fee is incurred. More Info

Credit card companies and banks allow account holders to dispute a transaction if they believe it was not legitimate (e.g. fraudulent, inaccurate, etc). If a credit card holder disputes a transaction, you'll have a chance to argue your case. If a bank account transfer is disputed, the money will be pulled back without a chance to argue your case. These dynamics are related to the banking industry and are not specific to Breeze.

Associations

When someone gives to your organization through your giving page, a third party integration, or a form payment, Breeze will attempt to match up that payment with an individual in your database1. If unable to find a match, Breeze will place the contribution in a list of unassigned contributions for you to manually assign.

To associate the payment with the correct profile:

  1. Navigate to "More > Contributions > Associations"
  2. Type the name of the person in the box and select them from the dropdown

1 To match a person, Breeze first looks for both:
  1. A matching name
  2. A matching email address or a matching street address

Third Party Integrations

If you'd prefer to use an alternate payment platform (i.e. not the built-in Breeze payments system), Breeze allows churches to receive money through third-party payment providers and have those donations show up within Breeze. We have two types of integration:

Automated Integration

Automated integration means that the donations show up automatically within Breeze when the donor gives a gift. Third-parties that have automated integration are:

Manual Integration

Manual integration means that the church can export a file from the third party donation system and import that file into Breeze (view specific steps). This can be done however often the church desires (e.g. daily, weekly, monthly, quarterly, etc). Third parties that have manual integration are:

Don't see your provider on the list? Let us know at support@breezechms.com. In most cases we're able to add them in.
* Third parties with this symbol, in addition to being used for online giving, can also be integrated with Forms to accept registration and other form payments.

Customize

Breeze allows you to customize your online giving page to include the content you'd like. To modify the page:

  1. Navigate to "More > Contributions > Online Giving"
  2. If you haven't already, set up online giving
  3. Click the "Settings" button
  4. Click "View More Options" in the bottom left
  5. Scroll down and make the changes you'd like made
  6. When complete, click "Save"

People

It can be useful to obtain a list of people who match a given contribution search filter. Perhaps you want to email everyone who has given, or given to a particular fund, export a list of donors, or print a list of donors' mailing labels. To email, text, export, etc the people who match a given criteria:

  1. Search for the contributions associated with the people you'd like
  2. Scroll down to the "Totals Overview" section
  3. Click the number total contributions to display a list of those people. You can then interact with that list (email, text, tag, etc)

Methods

When recording a contribution, users can select what method the contribution came by (e.g. 'cash', 'check', 'stocks', etc). The list of methods can be modified by:

  1. Navigate to "More > Contributions > Methods"
  2. Click "New Method" in the upper right
  3. Provide a name and click "Create Method"

Users & Roles

Add User

To add a new user:

  1. Navigate to "More > Users & Roles"
  2. Click the "Add New User" button
  3. Fill in the required information and click "Create User"

Add Role

To add a new role:

  1. Navigate to "More > Users & Roles"
  2. Click "Roles" on the left
  3. Click "Add New Role"
  4. Give the role a name, description, and desired permissions
  5. Click Create Role
To learn about how to assign your new role to a user, see assigning roles.

Edit Role

To edit an existing role:

  1. Navigate to "More > Users & Roles"
  2. Click "Roles" on the left
  3. Click the pencil icon to the left of the role you'd like to modify
  4. Change the permissions you'd like adjusted and save
To learn about how to assign your new role to a user, see assigning roles.

Assign Role

To assign a role to a user:

  1. Navigate to "More > Users & Roles"
  2. Click the pencil icon to the right of the user you'd like to modify
  3. Adjust the role to the desired role and save your changes

Member Access

Member access allows an individual limited access to Breeze in that they can see their own data and (optionally) their giving history, attendance records, groups they belong to, and the ability to donate online through previously-used payment methods (i.e. a specific credit card, debit card, or bank account).

By Invitation: To invite a member to create an account

To send a member an email inviting them to create an account (username and password):
  1. Navigate to "More > Users & Roles > Members"
  2. Ensure that the roles dropdown on the top of the screen is on the role you'd like members to have 1
  3. Find the person you'd like to have access and click "Invite" on their row
  4. That person will be sent an email inviting them to create an account.
  5. Repeat step 3 for each person you'd like to provide access to.
1 Before starting ensure you've created at least one role with the the "My Profile" permission checked. Breeze will only allow you to invite members to create accounts with roles having this permission. As a safeguard, Breeze will also restrict users from inviting members into roles with the "Account Settings" or "Contributions" permission checked.

Without Invitation: To allow members to create accounts without invitations

If enabled, members can create their own account by providing their name and email address. If that name and email address match someone in your database, the email address will receive an invitation. Breeze is able to better ensure security by only sending to an email address within the database.1
  1. Navigate to "More > Users & Roles > Members"
  2. Click "Settings" on the orange bar near the top
  3. On the "Create By" field, select one or more of the following checkboxes and click save.
    • Members can create an account from the log in page
      This option will add a link to your Breeze log in page that members can click to create their own account.
    • Members can create an account from the online giving page
      This option will add a link to your online giving page which members can click to create their own account.
    • Members can create an account from a link I share
      This option will provide you a link that you can share with others (note that if either of the above two options are checked, this link will be live as well. We've added it as it's own option however so that churches can enable this feature without having to list it on the log in or online giving page.
1 If a user does not yet have a profile within your database (or that profile doesn't have an email address), a church administrator will first need to create/update their profile before they can create an account.

Manually

To create a member account as an administrator (i.e. the member does not need to do anything to set the account up), do the following:
  1. Navigate to "More > Users & Roles"
  2. Click "Add New User"
  3. Fill in the information, making sure to select a role that has the "My Profile" permission enabled
  4. Once a role with the "My Profile" permission is selected, an additional field will appear asking which profile you'd like to link that user account with
  5. Select the appropriate profile and finish creating the user account

Follow Ups

Summary

Follow Ups allow tasks to be assigned to staff or volunteers in relation to a specific person in the database. One of the most common uses for follow ups are for following up with someone who is interested in more information about a specific area in the church.

For instance, imagine John Smith shows up at your church and fills out a connection card indicating that he's interested in information on volunteering in the middle school youth group and joining an adult small group.

An administrator would enter John's connection card into Breeze and an email would automatically be sent to the youth pastor notifying them that John was interested in volunteering information. An email would also automatically be sent to the small groups pastor informing them that John was interested in joining a group.

The youth pastor and small groups pastor can then reach out to John in regards to John's interest and afterwards, mark the assignment as complete and include an optional note.

Using Follow Ups for processes like these and many others can make sure people don't fall through the cracks, provide accountability for staff and volunteers in charge of ministries, and ultimately can help you serve your community better.

Assign Follow Ups

Follow Ups can be assigned in one of three places:

When Entering a New Person

  1. Navigate to People > Add Person
  2. Fill in the person's details as normal
  3. Prior to saving, click "Assign Follow Ups" on the right
  4. Select the follow ups you'd like to assign

For an Existing Person

  1. Navigate to the person's profile
  2. Click "Follow Ups" on the menu on the left side of the screen
  3. Click "Add Follow Up" in the upper right

From the Follow Ups Section

  1. Navigate to More > Follow Ups
  2. Click "Add Follow Up" in the upper right

When assigning a follow up, the default user associated with that follow up as well as the default date will appear. You can adjust the user and date by clicking on the user's name or the date.

Complete Follow Ups

Users who have had follow ups assigned to them can mark those follow ups as completed by either:
  1. Clicking the "Complete" button in the email notification they receive or
  2. Viewing their list of follow ups within "More > Follow Ups > Assigned To Me" and clicking the checkbox in front of the follow up

Edit Follow Ups

Administrative users can edit a follow up by:
  1. Navigating to the following up by searching for it
  2. Clicking the edit icon () to the right of the follow up1
  3. Making and saving the desired changes
1 If you do not see the edit icon, it is likely because you either do not have permissions or you need to enable the "Edit/Delete" column on the columns dropdown on the upper right of the screen.

Delete Follow Ups

Administrative users can delete a follow up by:
  1. Navigating to the following up by searching for it
  2. Clicking the delete icon () to the right of the follow up1
1 If you do not see the delete icon, it is likely because you either do not have permissions or you need to enable the "Edit/Delete" column on the columns dropdown on the upper right of the screen.

Add Follow Up Options

  1. Navigate to More > Follow Ups > Options
  2. Click "Add New Option" in the upper right
  3. Fill in the fields1
  4. Click create. This will now be an eligible follow up option when assigning a follow up.

1 The assigned user and time to complete will show as the selected default option when creating assignments.

Email Notifications

Emailed assignments allow the recipient to quickly view the follow up name, description, due date, the note associated with the follow up (if present), and some contact details for the person to which the follow up is for. The email also contains a link allowing the user to mark the follow up as complete. This link does not require the user to log in.

New Assignment Notification

New assignment notifications are emailed to the assigned user when the assignment is made. They contain information about the assignment as well as information on the person to whom the assignment is made for.

Pending Assignments Notification

The pending assignments notification is a list of all pending notifications sent out once a week to the person to whom they are assigned. This email will only go out if there is at least one pending assignment.

Turning On/Off Notifications

New Assignment notifications, pending assignment notifications, and the day of the week that pending assignment notifications are sent can be enabled or disabled. The following steps explain how:

  1. Navigate to More > Follow Ups
  2. Click the bell icon () in the upper right.
  3. Change the notification settings to what you desire
  4. Click "Save"

Forms

Summary

Forms allow churches to create custom forms which church members can fill out. Entries can then be associated with the person's Breeze profile, allowing churches to quickly see what forms an individual has filled out. Forms are public-facing, meaning people do not need a Breeze account to fill them out. Forms are a great application for:

  • Mission Trip Registrations
  • Class Registrations
  • VBS Registrations
  • Small Group Leader Feedback
  • Event Feedback/Questionnaires
  • Surveys
  • Other contexts where you'd like to collect data from a group of people

Create a Form

Forms can be created by:

  1. Navigating to "More > Forms" 1
  2. Click "Create New Form"
  3. Drag the fields in you'd like to include and set your color scheme
  4. Click "Create Form"

1 Don't see forms listed? Be sure your account has permission to access it. To give yourself permission, see Edit Role.

Share a Form

To send others to your created form:

  1. Navigate to "More > Forms"
  2. Click "Share Form" by the form on the list you'd like to share
  3. Use one of the available options listed below to share the form:
    1. Form Address
      A link to the form that you can direct people to, email to others, and post to Facebook and other social media sites.
    2. Link
      Have your web developer include a link to the form from your website
    3. Embed
      Embed the form directly in your website

Form Results

View Entry

To view results of those who have filled out a form:

  1. Navigate to "More > Forms"
  2. Click "View Entries" by the form on the list you'd like to view the results for
  3. Click "View" on the list by the entry you'd like to view in more detail or click "Download All" to download an Excel file of all of the data

Edit Entry

To edit a submitted form entry:

  1. Navigate to "More > Forms"
  2. Click "View Entries" by the form on the list you'd like to view the results for
  3. Click "View" on the list by the entry you'd like to edit
  4. In the lower left, click the "Edit" button, make the desired changes, and click "Save"

Print Entry

To print a submitted form entry:

  1. Navigate to "More > Forms"
  2. Click "View Entries" by the form on the list you'd like to view the results for
  3. Click "View" on the list by the entry you'd like to print
  4. In the lower left, click the dropdown arrow next to the "Edit" button and select "Print" from the list

Download Entries

To download all the entries into an Excel file for a given form:

  1. Navigate to "More > Forms"
  2. Click "View Entries" by the form on the list you'd like to download the results for
  3. Towards the top right click the "Download as Excel" button

Delete Entry

To view results of those who have filled out a form:

  1. Navigate to "More > Forms"
  2. Click "View Entries" by the form on the list you'd like to view the results for
  3. Click the delete icon () to the right of the entry you'd like to remove

Form Settings

Form settings allow users to change the form's description, the confirmation email, who the confirmation email is sent from, and more. To adjust a form's settings:

  1. Navigate to "More > Forms"
  2. Click to either create a new form or edit an existing form
  3. Click the "Go to Settings" link in the bottom left

Archiving Forms

You may find yourself wanting to clean up your list of forms. You may not want to delete a form however as using it later could be helpful. In these cases we recommend archiving the form. Archiving a form removes it from the list of forms as well as disabling people from responding to the form, and you can reference it later or restore it if you'd like to use it again.

To archive a form

  1. Navigate to "More > Forms"
  2. Click the archive icon () to the right of the form you'd like to archive

To restore an archived form

  1. Navigate to "More > Forms"
  2. Click the dropdown arrow to the right of the "Create Form" button. From the dropdown select "View Archived Forms"
  3. Click "Restore Form" beneath the form you'd like to restore

Accepting Payments

Users are able to create forms which accept payments. By default forms use Breeze's built-in payments platform which requires no set up beforehand1. To accept payments:

  1. Within Breeze, click to create a new form
  2. In constructing the form, drag in the "Payment" field (if not already in) and single click it to modify the amount1
  3. If you'd like to modify what fund the payment is stored to or what processor is used2, click "Go to Settings" in the bottom left
  4. Save your form

1 The amount can be:
  1. a numeric amount such as $10
  2. a blank which will then prompt the user to enter an amount
  3. 0 which will bypass the payment section altogether (helpful if including multiple payment options and one should be "Pay Later")
2 Payments through forms can be processed by Breeze, PayPal, or Stripe

Forms & People

Associating Entries with People

Breeze will automatically attempt to associate an entry with the corresponding profile within Breeze1. If Breeze is unable to automatically find a match, you can associate an entry manually by using the following steps.

  1. Navigate to "More > Forms"
  2. Click "View Entries" by the form on the list you'd like to view the results for
  3. Click "Connect" next to the name you'd like to associate
  4. Click "Existing Person" to select the person in the database who filled out the form

1 Our automatic association looks first for a match or a close match of the person's name. If found, Breeze will look for a matching email address or street address. If either of these are found, Breeze will automatically associate the entry with the corresponding profile.

Create People from Form Entries

At times it may be helpful to create a new person's profile based on the information they provided in the form. This may be helpful when:

  • A church has created a form primarily for adding new records into Breeze
  • An individual registers for an event and that individual was not previously in the database
To create a profile based on a form entry:
  1. Navigate to "More > Forms"
  2. Click "View Entries" by the form on the list you'd like to view the results for
  3. Click "Connect" next to the name you'd like to associate
  4. Click the "New Person" button; Breeze will display fields for adding in that person and attempt to automatically populate the fields based on the submitted form data1
  5. Modify any information as desired and click "Create Person"

Updating People from Form Entries

Often it can be helpful to update a new person's profile based on the information they provided in the form. This may be helpful when:

  • Someone fills out a registration form and their phone number differs from what you're storing in their profile
  • You want to collect specific information, like allergies, and have it transferred to a field in their profile
To update a profile based on a form entry:
  1. Navigate to "More > Forms"
  2. Click "View Entries" by the form on the list you'd like to view the results for
  3. Connect the form entry with a profile in the database
  4. If there's any form data that doesn't match profile data1, Breeze will prompt the user on if they want to update the profile based on the form data
If you need to update a profile that's already been connected to a form:
  1. Navigate to "More > Forms"
  2. Click "View Entries" by the form on the list you'd like to view the results for
  3. Click "View" next to the entry you'd like to have update the profile
  4. In the bottom right, click the arrow next to the "Close" button and select "Update Profile"

1 When looking to match the profile fields with form fields, Breeze looks for matching field names. For instance, if your profile field has a "Gender" field and you create a "Gender" field within your form, Breeze will see and attempt to reference that when matching the fields. A few field names have special behavior associated with them; for a list of special field names click here.
Field Name Description
Home Phone Form fields with this name will map to the profile's "Home" phone number field
Work Phone Form fields with this name will map to the profile's "Work" phone number field
Mobile Phone Form fields with this name will map to the profile's "Mobile" phone number field
Cell Phone Form fields with this name will map to the profile's "Mobile" phone number field
Phone Form fields with this name will map to the profile's "Mobile" phone number field
Birthdate Form fields with this name will map to the profile's "Age" field (expects a date format)
Birth Date Form fields with this name will map to the profile's "Age" field (expects a date format)

Forms & Events

Forms are a great way to create event registration pages. If you'd like the respondents to your form to show up directly in the check in list for a given event, you can do the following:

  1. Create a form
  2. Create an event
  3. In the event's settings, set those eligible to check in to "Form Respondents" and then select your form from the list

Extensions

API

The Breeze API (application programming interface) allows churches to build custom functionality integrated with Breeze. If you have someone with programming talent in your community, that person can use the Breeze API to build anything you'd like. Want the check in functions to operate differently? Want to pull people's data into a separate system? Integrate away! This can be nerdy stuff - don't hesitate to contact Breeze if you have any questions.

To view the API documentation:

  1. Log in to your Breeze account (or demo)
  2. Navigate to "More > Extensions > API"

Planning Center Online

Overview

Planning Center Online (http://www.planningcenteronline.com) is a powerful tool that helps churches organize services, schedule volunteers, and more.

The problem churches can face when using Planning Center Online along with a church management system is that they end up having to maintain two databases. One database for people within Planning Center Online and the other for people within their church management system.

Breeze looks to solve this by integrating with Planning Center Online so that changes made to people within Breeze are reflected within Planning Center Online. Breeze will not put all of your people's into Planning Center, rather you can decide who gets synchronized and who does not. (Planning Center Online's pricing model is based on number of people in your Planning Center Online database, and so we won't add anyone unless you tell them to be added).

The integration is limited to synchronizing people within the "Services" module of Planning Center Online.

Connect

To connect to your Planning Center Online account from Breeze:
  1. Navigate to "More > Extensions > Planning Center Online"
  2. Click the "Connect to your Planning Center Online Account" button
  3. If not logged in, log in with your Planning Center Online username and password
  4. You will be prompted to allow Breeze to access your Planning Center account. Grant Breeze access.
  5. You're connected! See "Synchronize" below for how to use the integration.

Synchronize

Once connected to your Planning Center Online account, you'll see a list of all of your Planning Center Services people within Breeze. You are then able to select which person or people you'd like to synchronize.
  1. Click the unlink icon () icon to the right of a name you'd like to syncronize.
  2. Select the corresponding profile within Breeze
  3. Save the change

Now whenever this person's Breeze profile is updated, Planning Center will automatically update as well. The list below represents the data that Breeze will update Planning Center Online with:

First Name
Last Name
Email Address
Street/City/State/Zip
Home Phone
Mobile Phone
Work Phone
Birth Date


Synchronization is one way, from Breeze to Planning Center Online, meaning that changes made in Breeze will be reflected in Planning Center Online but changes made in Planning Center Online will not be reflected in Breeze. We recommend using Breeze as the 'hub'. Planning Center does not allow administrative accounts to be uploaded via the sync.

Disconnect

To disconnect Planning Center from Breeze:
  1. Navigate to "More > Extensions > Planning Center Online"
  2. Click "Disconnect" in the bottom right

QuickBooks

QuickBooks (http://quickbooks.intuit.com) is a leader in the market of accounting software. Breeze intentionally limits its financial scope to tracking contributions. We don't attempt to be a full accounting program with accounts payable and accounts receivable because frankly, we think QuickBooks is doing a great job with this. We'd rather let QuickBooks do what they do well and allow us to focus on what we do well, that being church management software.

Given this philosophy, we want to give you the power of QuickBooks should you choose to use it along with Breeze. While Breeze can run most reports that a church typically is interested in, if you'd like to combine your contribution data with QuickBooks, this extension allows you to download your Breeze contribution data whenever you'd like and import it into the desktop version of QuickBooks so that your QuickBooks records can include giving records from Breeze without the need to double-enter them.

Note that this brings over each individual contribution into Quickbooks and does not contain what fund the contributions go towards. If you're interested in just bringing over fund totals, we recommend using the contribution search which includes a funds summary which can quickly be manually typed into Quickbooks rather than adding complexity with an unneeded integration.

To import your most recent contributions into Quickbooks:

  1. Navigate to More > Extensions > Quickbooks
  2. Download the Quickbooks File
  3. Import the file into your desktop version of Quickbooks by
    1. Opening your desktop version of QuickBooks. If you have multiple licenses, ensure you are in single user mode.
    2. Back up your current copy of QuickBooks (QuickBooks has no way of undo-ing an import). Whenever importing data then, this is a good idea.
    3. Navigate to "File < Utilities < Import < IIF File..."
    4. Select your IIF File
    5. The import will take place and you will get a confirmation that the import is complete.

MailChimp

Overview

MailChimp (http://mailchimp.com) is a simple, powerful, and effective communication tool allowing organizations to email out beautifully-designed emails to large groups of people and allow senders to see how many people opened their email.

Churches that use MailChimp may run into the struggle of having to keep two lists up-to-date: their church management group and their MailChimp group. Here's an example:

David is a freshman who comes to youth group for the first time in the middle of the year. The youth pastor adds David into the youth group within the church management program but forgets to add David's email address into the MailChimp list. Even though David will show up on church management reports, David isn't getting any emails from the youth pastor.

Breeze resolves this by giving you the ability to synchronize tags with MailChimp lists. If synchronized, as soon as someone is added into a tag within Breeze, that person is also added into the MailChimp mailing list corresponding to that tag. This saves churches from having to worry about if they remembered to update MailChimp with their church data because the two are synchronized.

Connect

To connect MailChimp with Breeze:

  1. Navigate to "More > Extensions > MailChimp"
  2. Enter your MailChimp API Key
  3. Click "Connect"

Synchronize Tag(s)

To synchronize a tag or tags with a mailing list:

  1. Navigate to "More > Extensions > MailChimp"
  2. After linking MailChimp to your account, you'll see a list of all of your MailChimp mail lists within Breeze. If you don't have any created, you'll need to first create one within MailChimp. 1
  3. Click the unlinked icon to the right of the list you'd like to connect with a tag or tags.
  4. Select the tag or tags and click connect. Updates to who is in those tags will now be automatically reflected in your Breeze mailing list.2

1 For security purposes, MailChimp restricts the ability for Breeze to create Mailing Lists on your behalf; rather MailChimp requires lists to be initially created via the MailChimp interface.
2 Note that you may see a delay when looking for the updates on MailChimp's side. Please allow up to 5 minutes for the change to be reflected within MailChimp. Additionally, in most cases, you'll see fewer names in your MailChimp mailing list than within Breeze. This is because MailChimp will not include:
  • People with no email addresses
  • People who have previously unsubscribed from that mailing list
  • The same email address more than once
  • Invalid email addresses

Subscribing & Unsubscribing

MailChimp directly offers a way for recipients to subscribe to mailing lists. While this can be an extremely useful feature for letting people opt into your newsletter, keep in mind that the Breeze integration will overwrite any changes. This means people's requests to opt in will not be retained the next time Breeze updates the list with the tag.

As a result we recommend managing a mailing list with either Breeze or MailChimp, but not attempting to do so with both.

Note that unsubscriptions work differently in that if someone unsubscribes from your list, Breeze will not add them into the mailing list in the future, even though they are still a part of the synced tag. This is typically desirable behavior, giving people the ability to opt out of a mailing without you needing to un-tag them.

When Breeze updates MailChimp, we first check to see what addresses are already in the MailChimp mailing list so as to not push extra "add" commands to MailChimp (i.e. we don't just overwrite all entries on every sync. As a result, MailChimp should have accurate information as to how long an address has been subscribed, allowing use of MailChimp's automation features such as "emailing everyone one week after sign up".

Disconnect

To disconnect MailChimp from Breeze:
  1. Navigate to "More > Extensions > MailChimp"
  2. Click "Disconnect from MailChimp in the bottom right"

Import

People

Importing people allows you to add many people into Breeze all at once.

When ready to import, navigate to "More > Bulk Tasks > Import People". Download the template file, populate it with your people data, and import it using the button on the same page. Use the key below for determining how to populate the data.

Note: The template file is dynamically generated based on the profile fields you have set up. If you'd like to import data beyond the default fields, first add the new fields and then download the template file. You'll see the new fields as new headers on the template file.

If you're interested in doing this to update people that already exist, take a look at our Bulk Update People section.

Field Options Examples
First Name String Jack
Susan
Arnold
Sara
Last Name String Rogers
Smith
Doe
VanDerSloothen
Middle Name String David
Elizabeth
James
Emelia
Nick Name String Dave
Sue
Jimmy
Emma
Maiden Name String Hook
Rock
Gender "Male"
"Female"
Male
Female
Male
Female
Marital Status "Married"
"Single"
"Engaged"
"Divorced"
"Widowed"
"Separated"
Married
Married
Single
Engaged
Age
More Info
Age is stored as a person's birth date, allowing Breeze to automatically determine age. If only month and day is known, set year to 0000 as Breeze will then exclude the year when displaying.
mm/dd/yyyy 5/8/1985
1/2/1997
6/13/0000
11/9/1959
Family ID
More Info
Family IDs serve to connect people together in the same families. Family IDs can be any value; Breeze will simply look for matching values. If a family ID does not have any others that match it (i.e. person is the only one in that family), it will be ignored.
Anything 101
101
351 8th St.
351 8th St.
Anderson
Anderson
Family Role "Head of Household"
"Spouse"
"Adult"
"Child"
Head of Household
Spouse
Child
Child
Grade
More Info
Grade is stored by graduation year. Breeze automatically computes the grade off of the year, preventing the need for administrators to have to update the the grade each summer as this happens automatically.
yyyy 1995
2016
2030
1987
Mobile
More Info
Breeze is flexible when it comes to what format phone numbers are imported in as. This mobile phone field is what the SMS texting feature uses.
String 616-123-4567
123-4567
6161234567
616 1234567
Home
More Info
Breeze is flexible when it comes to what format phone numbers are imported in as.
String 616-123-4567
123-4567
6161234567
616 1234567
Work
More Info
Breeze is flexible when it comes to what format phone numbers are imported in as.
String 616-123-4567
123-4567
6161234567
616 1234567
Email String john.smith@test.com
theresa.rogers@test.com
ilovekittens23@test.com
Street Address String 123 Main St.
456 8th Ave.
789 Toad's Turnpike
City String Grand Rapids
Palo Alto
Green Hollows
State Two digit abbreviation MI
CA
AK
Zip String 12345
67890
T0E 1S2
Single Line (generic)
More Info
This data cannot be filtered.
String This person loves candy
This person likes kittys
This person dislikes spiders
Multiple Choice (generic)
More Info
If an option doesn't already exist in Breeze, including it in the import file will automatically create it. That said, if you'd like the options to be in a certain order, it's advisable to create them first, otherwise Breeze will order them based on the order they are uniquely found in the import file.
String Attender
Member
Member
Visitor
Inactive
Checkbox (generic)
More Info
If an option doesn't already exist in Breeze, including it in the import file will automatically create it. That said, if you'd like the options to be in a certain order, it's advisable to create them first, otherwise Breeze will order them based on the order they are uniquely found in the import file.

To check multiple options, separate them with a semicolon.
String Leadership
Teaching
Hospitality
Leadership;Teaching
Giving;Teaching;Leadership
Dropdown (generic)
More Info
If an option doesn't already exist in Breeze, including it in the import file will automatically create it. That said, if you'd like the options to be in a certain order, it's advisable to create them first, otherwise Breeze will order them based on the order they are uniquely found in the import file.

Dropdowns are ideal for longer lists where the multiple choice options would take up too much space.
String Class 101
Class 102
Class 103
Class 104
Class 105
Class 201
Class 202
Class 203
Class 204
Class 301
Class 302
Notes (generic)
More Info
This field cannot be filtered.
String This is some text about this person
that is more than just a couple of
words, therefore it fits better in
a notes field than a single line field.
Paragraph (generic)
More Info
The paragraph allows a church to place descriptive text on the profile pages. This descriptive text is the same on every page. It is not user-specific and is defined once when setting up the field; this field cannot receive imported data.
- -
Date (generic)
More Info
If only month and day is known, set year to 0000 as Breeze will then exclude the year when displaying.
mm/dd/yyyy 5/10/2002
11/7/2017
2/26/1950
3/12/0000

Bulk Update People

This option allows you to update existing people in bulk by downloading an Excel file, making the desired changes, and then re-uploading the Excel file.

  1. Navigate to "More > Bulk Tasks > Update People" and download the template file.1
  2. Make the desired changes in the downloaded template file.
  3. Import the file back in using the import button. The information for those people will be updated.

You are free to remove both columns and rows from this file; the only required column is "Breeze ID" as this is what associates the row with the correct person. Removing columns excludes those fields from the update. Removing rows excludes those people from the update.

The update will reflect exactly what's in the file you import. If you remove data from the file, it will be removed from Breeze (e.g. delete a phone number on the file when imported that phone number will be removed from Breeze).

For details on how to format your data, please follow the guidelines listed for importing people.

1 This file contains nearly all of the data you're storing for the people in your database. File fields and photos cannot be updated through this method.

Tags

Importing tags allows you to add people to tags.

When ready to import, navigate to "More > Bulk Tasks > Import Tags". Download the template file, populate it with your tag data, and import it using the button on the same page. Note that tags, if not found as already existing, will be created by the import process. They will be placed in the "All Tags" folder. Use the key below for determining how to populate the data.

Field Options Examples
Breeze ID
More Info
If a person is not in the database, add them. If there’s a large number of people not in the database, bulk import them. Be sure that the person is not in the database with a slightly different name as creating them as a new person will create a duplicate person. If duplicates are created, they can be merged (individually).
Integer 102301231
194202391
140293123
First Name
More Info
Technically speaking, the first name field is ignored by the import (the Breeze ID is the only identifier used). The first name field is for the benefit of the person constructing the import file.
String (optional) Jack
Lisa
Sue
Craig
Last Name
More Info
Technically speaking, the last name field is ignored by the import (the Breeze ID is the only identifier used). The last name field is for the benefit of the person constructing the import file.
String (optional) Anderson
Smith
Rogers
Doe
Tag Name
More Info
The tag must be created prior to importing people into it. First create the tag(s), then run the import.
String Youth Group
Biking Group
Elders

Attendance

Importing attendance allows you to add attendance history for one or more events.

When ready to import, navigate to "More > Bulk Tasks > Import Attendance". Download the template file, populate it with your attendance data, and import it using the button on the same page. Use the key below for determining how to populate the data.

Breeze will automatically create the events for you, assuming each unique event name should be a different series. An event will only be created if there are attendance records associated with that date. For recurring events, Breeze will attempt to find the pattern and create future events for you to use1.

Field Options Examples
Breeze ID
More Info
If a person is not in the database, add them. If there’s a large number of people not in the database, bulk import them. Be sure that the person is not in the database with a slightly different name as creating them as a new person will create a duplicate person. If duplicates are created, they can be merged (individually).
Integer or "Anonymous" 102301231
194202391
140293123
Anonymous
First Name
More Info
Technically speaking, the first name field is ignored by the import (the Breeze ID is the only identifier used). The first name field is for the benefit of the person constructing the import file.
String (optional) Jack
Lisa
Sue
Craig
Last Name
More Info
Technically speaking, the last name field is ignored by the import (the Breeze ID is the only identifier used). The last name field is for the benefit of the person constructing the import file.
String (optional) Anderson
Smith
Rogers
Doe
Event Name
More Info
The name of the event. All names that match will be considered in the same series.
String Jr High Youth Group
Kid Zone
Wed Night Small Group
Vacation Bible School
Valid Date (mm/dd/yyyy)
More Info
The top cell of each column should contain the date (see downloadable template). If the event does not have a meeting on the date you've provided, this import will create the event on that date. Rows should have either a "Y" (signifying the person attended) or left blank (signifying they did not).
Y
Number2
blank
Y

Y
Y
25

1 If there are more than 5 events matching a regular pattern without exception (i.e. occurring weekly), Breeze will automatically create additional events extending into the future following the same pattern. If you don't want these, you can later delete all future events in the series from a given date.

2 Can only be used if Breeze ID is "Anonymous" for row

Giving

Overview

Importing giving allows historical contribution records to be imported into Breeze. Users may want to do this to populate Breeze with data from a previous database or regularly import giving files received from a 3rd party online payment solution.

To import contributions:

  1. Navigate to More > Bulk Tasks > Import Giving
  2. In the bottom right, use the drop down to select the format of the file you'll be providing Breeze 1
  3. Download the template file. Ensure that your import file matches the template format.
  4. Import your file. Your file will be verified prior to importing.

Following the import we recommend checking that the sums match the original data.

1 If loading data from a previous church management system, we recommend using the Generic format. If you don't see your giving platform on the list, let us know as support@breezechms.com and we can let you know if it can be added to the list.

Fields

While different file formats have different columns, below you'll find the general categories used.

Field Options Examples
Breeze ID
More Info
If a person is not in the database, add them. If there’s a large number of people not in the database, bulk import them. Be sure that the person is not in the database with a slightly different name as creating them as a new person will create a duplicate person. If duplicates are created, they can be merged (individually).
Integer
"Anonymous"
102301231
194202391
Anonymous
140293123
Processor ID
More Info
If importing from a third party provider, this is the ID associated with the person in the third party system. Breeze will prompt you to associate this ID with the corresponding profile within Breeze (if not already associated). Some third party providers will use their own unique ID while others will use a phone number or an address.
Integer
"Anonymous"
b2932kdfsf23
555-123-4567
123 Main Street Ave SE
First Name
More Info
Technically speaking, the first name field is ignored by the import (the Breeze ID is the only identifier used). The first name field is for the benefit of the person constructing the import file.
String (optional) Jack
Lisa
Sue
Craig
Last Name
More Info
Technically speaking, the last name field is ignored by the import (the Breeze ID is the only identifier used). The last name field is for the benefit of the person constructing the import file.
String (optional) Anderson
Smith
Rogers
Doe
Date mm/dd/yyyy 1/1/2012
3/15/2013
10/1/2014
Amount
More Info
Be sure to remove any text or currency symbols.
Float 100
100.01
100.10
100.1
Fund
More Info
If the fund name does not match an existing fund, a new fund with that name will be automatically created. Funds can be merged afterwards if a new fund was accidentally created. When importing, rows can only contain one fund. Split funds should be entered as two separate contributions.
String General Fund
Student Ministries
Spring Fundraiser
Building Fund
Method
More Info
If the method name does not match an existing method name, a new method with that name will be automatically created. Methods can be merged afterwards if a new method was accidentally created.
String Check
Cash
Credit/Debit Online
Credit/Debit Offline
Donated Goods (FMV)
Stocks (FMV)
Direct Deposit
Carrier Pigeon
Batch Number
More Info
We recommend adding batch numbers grouped by date (oldest to newest) starting at 100 and incrementing up by one for each subsequent date. For example:
Date Batch
1/1/2012 100
1/1/2012 100
1/8/2012 101
1/8/2012 101
1/15/2012 102
Integer 100
100
101
101
102
Batch Name
More Info
If a batch name is already defined, names in subsequent rows with the same batch number will be ignored.
String (optional) Sunday 11:00 Giving
Wednesday PM Giving
Mid-July Fundraiser
Check Number
Integer (optional) 100
5201
10042
Note
String (optional) Part of bulk import
Import from old system

Manage Associations

Some import formats require you to link the ID of the 3rd party payment provider with the person within Breeze that number should associate with. You will be prompted to do this when importing the file for any associations that do not currently exist.

To view or delete associations that already exist:

  1. Navigate to More > Bulk Tasks > Import Giving
  2. Click "Manage Associations" in the bottom left.
  3. Delete any associations you'd like to remove by clicking the "X" to the right of the row.

Users

Importing users allows you to bulk import a number of users at the same time. This can be especially useful when you need to create a large number of accounts for church members to use.

When ready to import, navigate to "More > Bulk Tasks > Import Users". Download the template file, populate it with your data, and import it using the button on the same page. Use the key below for determining how to populate the data.

If you are creating accounts for people already in your database, you may find it helpful to export the people and select the relevant columns from the export file to populate the import file.

Field Options Examples
Username
More Info
Usernames will be imported as all lowercase, regardless of what case you include in your file. Duplicate usernames are not allowed.
String jsmith
johnsmith@test.com
jonsmith
Password
More Info
You can set a users password as anything you'd like (it cannot be blank however). That said, we recommend using secure passwords. Generally speaking the longer the password is, the more secure it is. For more information on passwords, visit Google's recommendations.

When creating passwords for members, you can use the Notify User feature (see below) to have that password sent to the user via email.
String Av0cado123
Pin3apple82
jsmith7283
ilikekittensandpuppies23
First Name String John
Adam
Sarah
Kate
Last Name String Smith
Rogers
Johnson
Williams
Email Address
More Info
Must be a valid address. If you don't know their address and you do not plan to give the user permission to email others, we recommend setting it to one of your own addresses such as "no-reply@yourchurch.com".
String johns@test.com
adam.rogers@test.com
sarah@test.com
kwilliams23@test.com
Role
More Info
The role must match the name of a role you have stored in your database.
String Admin
Standard
Member
Notify User
More Info
If set to "Yes", an email will be sent to the email address provided containing the username and password.
Yes
No
Yes
Yes
No
Breeze ID
More Info
If the account type is a "Member" account, you can associate the user with the person in your database by including that person's Breeze ID in this column.
Integer (optional) 2342362
2636345
2463456

Envelopes

Importing envelope numbers allows envelope numbers to be matched with individuals so that contributions can be added with only using the envelope number as the reference for who gave the contribution. While envelope numbers can be added individually, importing them allows multiple envelope numbers to be added at once.

When ready to import, navigate to "More > Bulk Tasks > Import Envelope Numbers". Download the template file, populate it with your data, and import it using the button on the same page. Use the key below for determining how to populate the data.

Field Options Examples
Breeze ID
More Info
Breeze IDs can be obtained by exporting people after they've already been imported. Use the names column to cross-reference the rows to obtain the correct Breeze ID. If a person is not in the database, add them. If there’s a large number of people not in the database, bulk import them. Be sure that the person is not in the database with a slightly different name as creating them as a new person will create a duplicate person. If duplicates are created, they can be merged (individually).
Integer 102301231
194202391
140293123
First Name
More Info
Technically speaking, the first name field is ignored by the import (the Breeze ID is the only identifier used). The first name field is for the benefit of the person constructing the import file.
String (optional) Jack
Lisa
Sue
Craig
Last Name
More Info
Technically speaking, the last name field is ignored by the import (the Breeze ID is the only identifier used). The last name field is for the benefit of the person constructing the import file.
String (optional) Anderson
Smith
Rogers
Doe
Envelope Number Integer 50
101
10003

Notes

Importing notes allows you to bulk import a number of notes at the same time.

When ready to import, navigate to "More > Bulk Tasks > Import Notes". Download the template file, populate it with your data, and import it using the button on the same page. Use the key below for determining how to populate the data.

Field Options Examples
Breeze ID
More Info
The Breeze ID for the person to whom the note should be assigned. This can be accessed by exporting the people.
Integer (optional) 2342362
2636345
2463456
Date mm/dd/yyyy 5/8/1985
1/2/1997
6/13/0000
11/9/1959
Note String Visited John at the hospital; he was doing well.
Susie likes puppies
Jack told me that Susie likes puppies
Username
More Info
Must be a valid username in your database.
String (optional) jsmith
kwilliams
srogers
Private
More Info
If 'Yes', only the person specified in the "Username" column can see the note. Cannot be 'Yes' if no username is specified.
Yes
No
Yes
Yes
No

Reference

Associating Breeze IDs

One of the challenges faced when importing anything other than people is getting the correct Breeze ID into the import file. Typically users will have a file with dozens or hundreds of names and, after pasting the data into the import template, the only column that still needs to be filled in is the Breeze ID.

Depending on the number of rows on the import file, adding the Breeze ID by hand can feel anywhere from monotonous to exceedingly overwhelming. Fortunately, with a little Excel wizardry, you're able to generate a formula to do this automatically for you by cross-referencing the person's name, making a task that could take hours only take a few minutes.


The formula looks like this:

=VLOOKUP(needle, haystack, index)

Name Options Examples
needle
More Info
In order to select a single cell to use as a reference, you may need to merge two cells such as first and last name (see example download).
Cell Reference A2
A4
A6
haystack
More Info
At least two of the columns must be the search column and desired response column and the first column must be the search column. The dollar sign in the example tells Excel not to make the cell value relative if you drag it to other cells (i.e. to always use this same selection)
Range of cell references including at least 2 columns Sheet2.$A$2:$B$24
Sheet1.$A$1:$B$99
MySheet.$A$1:$B$50
index
More Info
Within the haystack range, this column represents which column you'd like to return. If it's the second column for instance, you'd put a 2.
Number (column number to return) 2
3
6


Sometimes seeing a function in action is easier than in the abstract and so if you'd like, you can download an example here:

Download Excel File showing example of VLOOKUP()
Note the multiple tabs on the bottom of this Excel file.



Special Characters

Some characters don't format correctly when exported/imported as CSV files. Typically these are characters outside the English language such as á, é, í, ó, ú, ü, ñ, ¿, ¡, อักษรไทย, 汉字, and more. Excel doesn't do a great job opening CSV files with these characters due to how Excel treats encoding. As a result we recommend using Open Office (https://www.openoffice.org), a free program similar to Microsoft Office.

When opening CSV files with Open Office, you'll have the chance to select the "Character set". Setting this to "Unicode (UTF-8)" should allow the special characters to be read properly.

Account Settings

Details on topics related to managing your Breeze account.

General Settings

Within the account settings, users can adjust a number of different options relating to their Breeze account which include:

  • Church Name
  • Time Zone
  • Country
  • Grade Promotion Date
  • Enable Unlimited Text Messages
  • Log In Page Logo
To update your account settings:
  1. Navigate to "More > Account Settings"
  2. Make your desired changes
  3. Click "Save Changes"

Update Payment Method

To update your card on file:

  1. Navigate to "More > Account Settings > Payment Settings"
  2. Click "Change Card"
  3. Provide and update Breeze with your new card information

Invoices

To view invoices for your account:

  1. Navigate to "More > Account Settings > Invoices"
  2. Click the row you'd like an invoice for to download the invoice as a PDF file

Export

Users can export people, tags, attendance, contributions, and notes into Excel files. For churches that like to retain a local back up of their key data on their own computer(s) or switch to an alternate system (not that we'd want you to), this can be a helpful way to export your data. To export:

  1. Navigate to "More > Account Settings > Export"
  2. Select the type of data you'd like to export from the dropdown
  3. Click "Export"

Restore

Mistakes happen. If you've accidentally deleted some data that you'd like to bring back, you may be able to do it with our restore tool. To restore previously deleted data:

  1. Navigate to "More > Account Settings > Restore"
  2. Find the deleted item on the list
  3. Click "Undo" to the right of that item
Note: The restore function is not available for all actions and only persists for actions made in the last 30 days. Over time we plan to have the restore tool support more actions within Breeze. If you do not see the action you'd like to restore, please email support@breezechms.com and, depending on the action and when it was done, we may be able to help.

Log

Overview

The Breeze log can be a powerful tool for administrators to have a better idea on how Breeze is being used.

The log is designed to:

  • Record key actions that users take within Breeze
  • Help administrators better train users when they notice people making errors
  • Provide accountability for those using Breeze (such as those with access to modify contribution records)
The log is not designed to:

  • Be a comprehensive record of every action every user has taken1
  • Record every detail about a recorded action1
1 While logging every action and every detail of every action could be useful, we need to weigh this against performance issues so that Breeze operates quickly for all users. As a result we are logging the information that is typically most crucial to reference (such as edited and deleted records).

Accessing the Log

To access the log:
  1. Navigate to "More > Account Settings > Log"
  2. Search by the criteria (such as date range) you'd like

Logged Actions

Breeze logs the following actions:
Communications
Email Sent
Text Sent
Contributions
Contribution Added
Contribution Updated
Contribution Deleted
Batch Renamed
Batch Deleted
Events
Event Created
Event Updated
Event Series Deleted
Event Instance Deleted
Event Future Instances Deleted
Calendar Created
Calendar Updated
Calendar Deleted
Attendance Deleted
People
Person Created
Person Updated
Person Deleted
Person Merged
People Updated
Bulk Update People
Bulk Delete People
Import People
Tags
Tag Created
Tag Updated
Tag Deleted
Tag Folder Created
Tag Folder Updated
Tag Folder Deleted
Tags Bulk Assigned
Tags Bulk Unassigned
Forms
Form Created
Form Updated
Form Deleted
Form Entry Updated
Form Entry Deleted
Users
User Created
User Updated
User Deleted