People
The People module is where NazTrack helps you manage everyone your church connects with. In many ways, it’s the heart of the system. Use it to strengthen engagement, support pastoral care, improve retention, and maintain clear situational awareness. Anyone who interacts with your church—from the most casual visitor to the most committed member—should be included here. Together, these individual records form your church’s accountability roster (your complete list of people).
The People List page is your starting point for finding people quickly and managing the size and scope of your people dataset. It is designed for fast lookup and high-volume filtering.
The main search box supports name, email, and phone lookups. The Filters drawer gives you deeper filtering across names, contact fields, membership, status, personal attributes, date ranges, and additional notes-related fields.
By default, the list is set to Unarchived Only, which keeps day-to-day results focused on active profiles. You can switch this to Archived Only or Any when you need historical records.
The page loads results in batches and keeps loading as you scroll. Selecting a person row opens that person’s detail page.
Who can view: Any signed-in church user in the selected church context.
Who can edit: The list itself is a viewing/filtering surface. Editing person data happens on the person detail page. The Add Person button appears only to users with people-edit permission.
The header sits at the top of the person detail page and contains the person’s photo, key actions, and the main tabs for navigating their record. Some header controls are permission-based and may not appear for every user.
Profile photo
On the far left of the header is the person’s profile photo. Click the photo to open the photo editor and upload a new image.
If the person already has a photo, uploading a new one replaces the existing photo. Uploaded images must be 2MB or smaller and can be JPG, PNG, or WebP. After uploading, you can drag and crop the image. NazTrack automatically resizes the image to the sizes used throughout the app.
Status dropdown (auto-save)
The Status dropdown updates the person’s status classification. Changes save automatically when selected; there is no separate Save button for this field.
Status Definitions
Regular Attender: A person who participates in the life of the church with a consistent pattern. What counts as regular is ultimately up to church leadership, and the distinction is somewhat subjective. As a general rule, someone who engages with the church a few times a month would usually be considered a regular attender. A regular attender would typically say your church is their church.
Infrequent Attender: Similar to a regular attender in that they would probably say your church is their church if asked, but they participate only rarely, typically a few times a year.
Non-Attender: Someone who does not participate in your church but still has some connection to it. Examples include a parent of a student in youth ministry, a one-time donor, or a visitor who attended while on vacation. This person is not likely to be a prospect and probably does not consider your church to be their church, but you need to keep a record of them for some reason.
Former Attender: Someone who used to be a regular or infrequent attender but is no longer participating in the life of the church. Along with Non-Attender, this is often the status of someone who is about to be, or has been, archived. They may have moved away, joined another church, or simply stopped being involved. They would say your church used to be their church, but is no longer.
Prospect: Someone who is new to the church and whom you hope to fully integrate into the life of the church. This is a good status for visitors who provide contact information. A helpful pastoral practice is to regularly review people with a Prospect status and look for ways to help them move toward becoming a Regular Attender.
Shut-In: Someone who would like to be active in the life of the church but cannot due to age or physical limitation. Tracking shut-ins is a valuable way to support pastoral care and visitation ministry.
Friend of the Church: A catch-all category for people who do not fit the other statuses. Examples include a teenager who belongs to another church with their family but occasionally visits your youth group with a friend, or an out-of-town family member of someone in your church who visits often enough that you want them in the database. The key distinction between a Non-Attender and a Friend of the Church is that both would say your church is not their church, but a non-attender generally never attends, while a friend of the church does attend from time to time.
Employee checkbox (church admin only)
The Employee checkbox is only available to church admins. It marks the person as an employee in the system for internal administrative tracking.
Archive / Unarchive
Archive removes the person from normal active lists and workflows without deleting their record. If the person is already archived, the button changes to Unarchive and restores them to active use.
Make Private
Make Private restricts visibility of a person’s record to authorized users based on permissions. When a profile is marked private, it will not appear to users who do not have administrative or staff permissions. A profile can be marked private by an administrator or staff user, and any user can also mark their own profile as private.
Mark Deceased
Mark Deceased is used when a person has died. Once a person is marked as deceased, NazTrack will automatically apply the following changes, and they are irreversible:
- If the household has two heads of household, transfer this year’s giving to the other head of household.
- Remove the person from their family.
- Mark the person as deceased.
- If the person is a member, update membership to Removed → Deceased.
- Archive the person’s record.
- If the other head of household’s marital status is Married, update it to Widowed.
If someone is marked deceased by mistake, you will need to email kevin@naztrack.com to have the record corrected. NazTrack currently does not include a way to mark a person as living again.
The Information tab is the operational center of a person record. It is where your team maintains identity, contact details, household relationships, membership data, milestone history, and safety-related details.
Anyone who can view the person record can open the Information tab. Edit permissions vary by section and are listed below.
Personal Info
This section stores the core identity details for a person, including legal/preferred naming, date of birth, gender, and marital status.
This section is mostly self-explanatory, but note that First Name should be the person’s legal first name. For example, if their legal name is Thomas, do not enter Tom here.
Use Preferred Name for the name the person actually goes by. In that case, you would enter Tom as the preferred name.
NazTrack generally displays the preferred name throughout the application, except in places where the legal name is required (for example, on giving receipts).
Who can view: Anyone with a church user account, unless the profile is marked Private. If the profile is private, only church administrators, staff, and the user associated with that person can view the record.
Who can edit: Staff with people-edit permission, or the profile owner.
Contact Info
This section contains the person’s communication and address data, including phone numbers, email, physical address, and mailing address.
Changing the address for one member of a family will automatically change the address for all members of the family.
Who can view: Anyone who can open the person record.
Who can edit: Staff with people-edit permission, or the profile owner.
Family
This section manages household composition and family roles. It is used to add/remove household members, assign roles, and resolve family merge/move conflicts.
It’s important to use the Family feature correctly. In NazTrack, a family represents a single family unit that shares the same address. Do not group people as a family only because they live together—NazTrack makes certain assumptions based on family roles.
Changing the address of one member of the family will automatically change the address for all family members.
Head of Household
- No more than two people should be marked Head of Household.
- Only adults should be marked Head of Household.
- If two people are marked Head of Household, NazTrack will treat them as married for household-based features (such as giving receipts).
- NazTrack does not automatically change marital status in the person’s Info section.
- If two adults live together but are not married, they should be placed in separate families.
Adult Child
- Use Adult Child for single adults who still live in their parents’ household (for example, young adults living at home, college students, disabled adult children).
- If an adult child is married, they should be Head of Household in their own family, even if they live at the same address as their parents.
Child
- Use Child for anyone who is a minor living at the address under the care of the Head(s) of Household (children, grandchildren, foster children, etc.).
- NazTrack does not infer specific relationships between children and the Head(s) of Household—it only tracks that they are minors in the household.
- Children who live at a different address should generally be placed in a family at the address where they actually live (for example, grandchildren, split custody, or other living arrangements).
Other
Use Other only for people who do not fit the categories above (for example, an adult relative living in the home). In most cases, extended family should have their own family record, even if they share the same address.
None
None means the family role has not been set. Everyone in a family should have a role assigned—no one should remain as None.
Who can view: Anyone who can open the person record, except this section is hidden when the person is marked deceased.
Who can edit: Staff with people-edit permission.
Membership Info
This section tracks a person’s church membership status and history, including status changes, received/removed details, relevant dates, and membership notes.
It’s important to maintain accurate membership records because NazTrack uses them to infer and pre-fill certain reporting data. When a membership status changes, NazTrack records a corresponding date for that transition. For example, Joined Date applies to anyone who is, or has been, a member, while Inactive Date is only available if a member is marked Inactive.
The section is generally intuitive, but one distinction matters: Non-member is someone who has never been a member of the local church, while Removed is someone who was a member but is no longer.
Who can view: Administrative/staff users with expanded access to person sections.
Who can edit: Staff with people-edit permission.
Safety
This section stores safety and care information used for responsible ministry operations, such as background-check date, emergency contacts, and medical notes.
Everyone who is a minor in the church should have at least one emergency contact on file.
Who can view: Administrative/staff users with expanded access to person sections.
Who can edit: Staff with people-edit permission.
Milestones
This section records major life and ministry moments, including baptism, dedication, and anniversary details, with support for partial dates when full dates are unknown.
Who can view: Administrative/staff users with expanded access to person sections.
Who can edit: Staff with people-edit permission.
The Notes tab is used for internal staff notes tied to an individual person record. It supports pastoral follow-up, contextual reminders, and private documentation that should not be stored in public-facing fields.
You can add notes, pin important notes, edit existing notes, soft-delete notes, search notes on the current person, paginate through note history, and export visible notes to CSV.
Each note has a visibility setting: Author only, All staff, or Specific staff. When Specific staff is selected, you can search staff users and explicitly choose who can see that note.
How notes are accessed: Open a person record, then select the Notes tab at the top of the page.
Who sees the Notes tab/card: Only users with people-edit permission in the appropriate scope (staff/admin access).
Who sees individual notes: Visibility is controlled per note (Author only, All staff, or Specific staff). Important: Author only does not hide a note from church administrators. Users with church administrator permissions can review all notes in their church scope.
The Giving tab shows a person’s contribution history and high-level giving totals. It is intended for financial review, donor care follow-up, and year-to-date/lifetime visibility.
The Giving tab is not where contributions are entered. Contribution entry is done in the Giving module from the main menu. View Giving Help.
You can filter transactions by date range using the From and To fields. Results refresh automatically when the date range changes.
The transaction table includes date, method, fund splits, total amount, and batch reference. Summary totals are also shown for the selected date range, year-to-date, and lifetime giving.
How giving is accessed: Open a person record, then select the Giving tab at the top of the page.
Who sees the Giving tab: Users with giving-view permission, plus the profile owner when they have permission to view their own giving.
By default, staff users do not see giving data. Giving visibility is generally reserved for church administrators, the church treasurer, and church offering counters.