Data Migration Manual


If migrating from Elexio Deluxe to Elexio Community, explore information using the interactive index below.

If migrating from another system, click here for details on the process and what can be migrated. 

Index

What is “Elexio Data Migration”?
Migration Overview
Scope - WHAT IS INCLUDED and what is not
Process Overview
Detailed 3 Step Process - Includes what is kept vs. purged with each migration run
Migration Choices
Data Mapping Chart  - DETAILED LIST of what is included
Additional Details
Streamlining - How to Delete Inactive Records
Step By Step Instructions for Running Your Data Migration
Data Migration of Online Givers

 

What is “Elexio Data Migration”?

Elexio Migration is a service that moves information between Elexio software products.

Elexio Deluxe and Elexio Community are both cloud-based software products that empower your church community.

Elexio Migration is one component of your implementation process. Project and change management are required to effectively engage your people, develop new processes and configure new technology.

The remainder of this document describes, how your information is translated from Elexio Deluxe to Elexio Community. In addition, it explains the process of executing and validating your information transfer.

 

Elexio Migration Overview

Elexio securely migrates your data based on a carefully pre-determined mapping. You will have some choices along the way of how much data you want to migrate and how you want to map certain fields. 

This data migration does not remove or delete data from Elexio Deluxe. The two systems independently store data in a similar way. The systems have a different structure and different features, so you will want to learn as much about Community as you can to know how to best make your choices. Where there are differences, your data is translated from Elexio Deluxe to the closest comparable location in Elexio Community.

 

Scope of Migration

What is included?

  • People records and their related information including names, contact information, dates, created date, and current status
  • Information related to people including group involvement, attendance, active pledges, giving history, notes, follow-ups, prayer requests, photos, background check details, other documents, check images for the current year, and ministry assessment data.
  • People's username and password for those who have Database and or Portal accounts. 
  • Online Giving accounts and schedules can be migrated from Deluxe to Elexio Giving in a separate process. It includes: recurring schedules, saved payment/card numbers, and usernames/passwords.
  • See the below Data Mapping Chart for a detailed list.

What is not included?

The list of items that are not included: Events, web forms, security roles, contribution tags, certain giving methods, general settings such as church address, status history besides created date and current status, and a few data fields: Title, Middle Name, Seeker?, New Resident?. 

For a DETAILED LIST of what is included and what is not, go to the Data Mapping Chart below.

Elexio Community is partially configured during the process, creating appropriate destinations to store the migrated data. Configuration refers to customizing the software architecture with configurable and system-defined fields. There are additional explanations of the data structure differences between Deluxe and Community in paragraph form below the Data Mapping Chart.

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Migration Process Overview

  • Initial Data Migration
    • Export your data from Elexio Deluxe based on a number of choices. 
    • Import the data into Elexio Community with additional choices.
    • Review the migration of the data.
    • Optionally, adjust the choices of Export and or Import and do as many additional migration runs as desired. 
    • Select a date for your final migration (and confirm it with your Success Coach if you have one).
  • Sandbox Phase
    • Work in Community as a sandbox for learning, training, practicing, and testing implementation decisions.
      • This could be 1 week or 10 weeks depending on your needs. The common items that take more time are 1) Setting up and testing Check-in groups, station settings, and printers; and 2) Setting up your Elexio Giving account and communication plan. 
  • Final Data Migration (FDM) and Go Live
    • *After making sure your team is ready to begin using Community as your authoritative database...
    • Run your final migration by repeating the exact same Export and Import steps.
    • Review and sign-off on the final migration with an email notifying Elexio.
    • You are now LIVE! 
      • If you have requested it, the Elexio team can then migrate your Online Giver accounts and schedules into Elexio Giving.

With limited experience in Community, it may be hard to know the benefits of each choice. Please read this Data Migration Manual first and refer to it over and over as you come across new questions. Sometimes it is helpful to see and work in the data, so don't be afraid to run the migration with your initial choices, knowing you can change your choices after testing them out. We suggest going with our recommended options unless you have specific needs to do otherwise. If you haven’t been consistent in tracking certain things, you may want to start fresh, by not migrating those fields. You can avoid bringing in “bad data.”

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Detailed 3 Step Process

  1. Initial Data Migration

The first run of data migration from Elexio Deluxe into Elexio Community is called Initial Data Migration (IDM). An initial migration is performed by you and moves your data from Elexio Deluxe to Elexio Community. The IDM does not change or delete information in Elexio Deluxe. When ready, see the Step By Step Instructions.

Once your IDM has been completed, you and your team will begin verifying 2 things.

Data Accuracy: First, you will verify that your data has been migrated accurately by comparing what migrated to Elexio Community versus what is recorded in Elexio Deluxe. Please complete this data validation before making any changes in Elexio Community. You will need to review any automatic system configurations created in the IDM process. The validation effort will ensure accuracy and complement your other training efforts.

Confirming Choices: You will want to look at and work with your data to verify that the export and import choices you made are appropriate. If they need to be adjusted, other Data Migration runs can be initiated. Each run will wipe out all the non-configuration data and re-migrate it with the new export and import mapping. For example, you may decide you want certain note types migrated to Configurable Fields instead of to the Personal Note field.

Even though you see your data in Elexio Community, you will continue using Elexio Deluxe until your Final Data Migration is complete. Even if your data migration mapping choices have been finalized, we recommend taking the time to learn Community, making implementation decisions, testing, and preparing your team before you complete a Final Data Migration and go live.

 

  1. Sandbox Phase

After initial data migration and subsequent adjustment migration runs, a copy of your Elexio Deluxe data remains temporarily in Elexio Community. On a later date, when the final data migration is run, all the non-configuration data in Elexio Community will be purged and replaced with the most current information in Elexio Deluxe. However, some configuration settings will be saved. The time between these two dates provides a "sandbox" training environment in Elexio Community during your implementation process. The Sandbox Phase is an ideal time to practice using Community and defining your processes.

We recommend 4 to 16 weeks of learning and planning before going live. The average church goes live in the 8 to 10-week range.

There are two different aspects of the Sandbox Phase – Data and Configuration.

Data is simply your information migrated from Elexio Deluxe and any other information you add. This information is PURGED with each migration run. It includes:

  • People and Households
  • Usernames and Passwords
  • Communication Values and people fields
  • Groups and Attendance
  • Notes and Interactions
  • Contributions and Pledges
  • Attendance
  • Photos
  • Background checks
  • Check images
  • Other items that are associated with people or groups:
    • Configurable Fields
    • Group Categories & Properties
    • Interactions and Interaction Types
    • Workflows
    • Events
    • Saved Advanced Searches (because they can include groups)
    • Scheduled Emails
    • Dashboard Widgets

You can practice in Elexio Community with your own data and practice entering new data without risk. During the Sandbox Phase, please remember to only enter data into Elexio Community for practice, as all data will be purged from Elexio Community on a later date.

Configuration is system settings. Configuration is not data. Configuration is creating settings and new places to store data. And unlike data, which will be purged and replaced later, configuration will REMAIN PERMANENTLY in Elexio Community.

Examples of permanent configuration include:

  • Permission Roles Setup
    • However, do not take the time to set up detailed Interaction Permissions or Group Permissions for each role since those two areas get re-created with the final migration run. This changes their ID's and will require the permissions to be re-done.
  • Calendar Settings (not events)
    • Permission settings (but not permission assignments/people), Properties, Views, Campuses, Rooms, Equipment, and Vehicles
  • Settings
    • General
    • Terminology
    • Attendance
    • Groups > Group Finder
    • Check-in Mode & Check-in Stations Settings
      • However, if you filter on a group Property, you will need to re-set this field after each migration.
    • Giving Statement Templates
    • Settings > Services - (MailChimp, Constant Contact, and Planning Center sync groups by Group IDs which change with each run. If you test these, you will need to delete and re-do the sync groups after each run.)

 

  1. Final Data Migration (FDM) and Go Live

After taking the time to learn Community, making implementation decisions, testing, and preparing your team, a final data migration from Elexio Deluxe to Elexio Community can be executed. The scope of migrated data and configuration is the same as Initial Data Migration. FDM purges all data, but not some configurations from Elexio Community and replaces it with a copy of the most recent information in Elexio Deluxe. FDM does not remove or delete data from Elexio Deluxe.

*Optional: Data Migration of Online Givers to Elexio Giving - This is a separate process run by an Elexio data migration team member after you sign off on your FDM. It will migrate the following from Deluxe to Elexio Giving: Username and Password; Saved Payment Methods; Recurring Giving Schedules. The Giving schedules will be deleted from Elexio Deluxe so people are not double charged. If you desire this information to be migrated, please notify us as soon as possible - at least 1 week in advance - however depending on our schedule, not every date will be available. Please do this by replying to the Data Migration email from Jenny. 

This is the moment your church ceases to use Elexio Deluxe and begins to use Elexio Community exclusively. During the review period of this final run, you should not edit either database between the final data migration to Community and your final sign-off. Do not change/edit data while in the review phase of your final data migration from Deluxe to Community. The reasons are, 1) So you review is not thrown off by changes; and 2) in case there is a bug, the developer needs to see the data exactly as it was migrated. Please consider the impact of this change carefully. You will want to have planned accordingly and be ready to communicate with your staff, volunteers, and congregation as desired. 

Successful churches pre-schedule their FDM to occur at the end of their team’s implementation planning process, just before the team switches from Elexio Deluxe to Elexio Community. Here is the schedule surrounding FDM:

  • All data entry must be completed in Elexio Deluxe prior to data migration.
  • During Elexio Deluxe export and Elexio Community import, make sure everyone except the Admin is logged out so no data is being editing during migration. 
  • Elexio Community will be ready for validation following migration.
    • We recommend that you validate your data in Elexio Community compared to your Elexio Deluxe data, just as you did after the Initial Data Migration. If you see any discrepancies, please contact Elexio with a detailed explanation of what information was not imported correctly, allowing us to make corrections as quickly as possible.
  • After validation, you sign-off with an email to Elexio, then your team begins using Elexio Community to complete any additional setup and data entry in preparation for your internal launch (Go Live) and public rollout.
  • If you are choosing to migrate Online Giving, make sure your sign-off email mentions you are ready for the Elexio team to run the Data Migration of Online Givers. You don't have to wait for this 2nd migration to be completed before working in Community because this only saves information into Elexio Giving and not into Community. 

Go Live

Once your Final Data Migration is complete and your data validated, you will announce to your team that your church is now Live with Elexio Community. It is at this point that Elexio Community becomes your authoritative database. From this day forward your team will use Elexio Community for all data management. You can have separate internal and public "Go Live" dates. Public "Go Live" is where you roll out features to your attenders, such as the Mobile App, Online Giving, Small Group Leader Attendance Taking, Calendar, etc. 

Here are a few things you’ll want to do right after your FDM is signed off on:

  • Assign correct permission roles to all needed users
  • Check and update settings if needed
  • Start data clean up if necessary (edit, merge, move, split, etc.)
  • Set up groups by changing names, adding groups, and adding members and leaders to groups or deleting unneeded groups
  • Check all group settings and create and assign group Categories and Properties
  • Setup any needed Interaction types, workflows, etc.

 

Congratulations!

Your team is now up and running with Elexio Community! We are honored to have you as a church partner. We’re excited to see how Elexio Community helps your team accelerate ministry in your church.

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Migration Choices

A data migration is a good time to evaluate how useful certain historical data is. You may not want to bring in data that is rarely accessed. If you want to have access “just in case,” it is better to archive your data into an Excel report outside of your main database. Then it doesn’t get in the way, making it harder to find and use more current data. While we cannot meet every possible desire of every different church or ministry, we provide choices in key areas.

With limited experience in Community, it may be hard to know the benefits of each choice. Don’t worry, you can change your choices after testing them out. You can do multiple migration runs with adjustments. We suggest going with our recommended options below (in green italic font) unless you have specific needs to do otherwise. For example, some churches haven’t been consistent in tracking certain things, so they want to start fresh, by not bringing in “bad data.”

Export Options

  1. Contributions – Yes or No. You can select how many years of contribution data you'd like to convert by adding a start date or select None. We recommend 3 to 7 years.
  2. Migrate Attendance - Yes or No. Select Start Date. We recommend 1 to 2 years since the recent attendance is what is most useful.
  3. Weekly Stats - Yes or No. Choose a start date only if you have been using the Weekly Stats tab to enter your total weekend attendance number.
  4. Migrate Involvement – Yes or No. If Yes, this will export all active and inactive Involvement records. Later, in the Import step, you can choose to migrate them All or Active Only. No - No small groups, ministry teams, mailing lists or classes will be migrated.
  5. Documents -  Yes or No. This exports all Types in the Background Checks area regardless of whether they have an attached document or not. Later in the Import process, you can choose if and how to import each type. 
  6. Photos -  Yes or No. This exports all Individual photos and a family photo for each person who has one, but doesn't have an individual photo. Later, in the Import process, you can choose whether or not include these family photos. They can be cropped to just the individual in Community.
  7. Usernames & Passwords - Yes or No. We recommend Yes even if you don't have many users who have usernames and passwords. When you select Yes, if users do have an account, it will migrate the username (which is their default email address) and their password into Community. It will also migrate all email addresses (except duplicates) into the Username field in Community even if the person doesn’t have a Deluxe Portal or Database account. This will make it easier for future Community account maintenance since we recommend using email addresses as usernames in Community instead of the default of Firstname.Lastname. Please see the details below for more information.  

Import Options:

  1. Do you want to import family photos if individuals don't have an individual photo, but do have a family photo? Yes, No
  2. Migrate all involvement records including active and inactive? Selecting “No” migrates active involvement records only. Yes, No.  Yes - Migrates both Active and Inactive records. Inactive involvement will be marked the same in Community. No - Only migrates Active records. 
    1. *Note: All people in the group will be migrated regardless of levels of involvement, including Interested. Community doesn’t have levels of involvement, so all will be marked as Member. You may want to use the Deluxe Mass Edit tool to move Interested people to a new group such as Ministry Team – Children’s – Interested or you may want to print a list and then remove them after the final migration.
  3. Combine all attendance records into a single group called Imported Attendance? Selecting “No” will create separate groups for each event. Yes, No
    1. No – Migrates all events as separate groups that attendance is attached to. This is the most common option. It adds a group for every event series and names them: EVENT – Event Name. Post migration - be careful about removing Event groups since deleting a group that has attendance will delete the attendance. You can rename the groups to use them for check-in (think Children’s Check-in events) or you can archive the groups so they will not appear on your groups list.
    2. Yes – Migrates into one single group called Imported Attendance. The advantage of this option is that you will still see all the dates a person attended something, but you will not see a group involvement record for every single event that had attendance in the date range you choose to export. If you choose “No” and have many different events (series) and are bringing in many years of attendance, people may have an involvement list that is very long.
  4. Mark all attenders as involved in their respective groups. Yes, No.  Yes – Keeps attendance and adds event attendees as members of the rosters of each separate group that was created. This is the most common option and enables you to rename these groups as your ongoing attendance groups in Community. For example, all the kids who attended the 2nd grade class during the dates you selected for attendance will be added to that event/roster.  No – Keeps attendance, but does not add event attendees to the separate groups created.
  5. Prayer Request & Follow-up Request Options: These are being migrated as Interactions. Update Permissions immediately if you decide to migrate Private Prayer Requests due to privacy risk.
    1. Migrate None
    2. Migrate Active [Only] - If there are hundreds of active ones, they will be listed on the Outstanding Interactions tab, which can overwhelm that area of the database. They can only be marked as completed or deleted one at a time.
    3. Migrate All - Migrates active and inactive requests. Inactive in Deluxe = Complete in Community. Same risk as #2.
    4. Migrate All (Mark Complete) – This is our recommended option if you want history, but want to avoid a long list of non-current Outstanding Interactions that would appear on each staff member’s list and on email reminders.
  6. Fields - there are some fields that do not have a matching system field in Community. For example, Marital Status and Schoool. They are most commonly migrated into a Configurable Field, but are sometimes migrated to the Note field or left out if you are not using them. You can choose how you want each one migrated.
    1. Nothing - not migrated
    2. Notes Field - The Notes field in Community is a single text box field so the values you choose to migrate into Notes will be combined into one field, separated by blank rows, and sorted by date - newest to oldest.
    3. Configurable Field
  7. Communication Types - Mobile, Home and Work phone fields default to matching system fields in Community. Other options for types such as Facebook, Fax, or Other include:
    1. Nothing
    2. Notes Field
    3. Configurable Field
  8. Note Types - Update Permissions immediately if you decide to migrate any Private Notes due to privacy risk.
    1. Nothing
    2. Notes Field - The Notes field is a single field so the values you choose will be combined into one field separated by a blank row and sorted by date. Typically used for the General Note Type
    3. Child Check-In Notes Field - Typically used for the Allergies, Special Instructions and Medical Needs fields. They print on check-in labels.
    4. Interaction - A new Interaction type is created for each different Note Type. It then creates a new entry for each note.
    5. Group - A group is created for the type and each person with a Note of that type is added to the group with the Join Date being the Note date. 
    6. Configurable Field - The text of the field is populated with the text of the Note for each person. 
  9. Background Checks and/or Documents - Background Checks and Documents can be mapped to Background Check Details or Documents. If you choose Background Check Details, it migrates just the date and type which is all you need to for tracking renewal dates. If you choose “Document”, it will migrate the actual document to the Documents area. We recommend migrating Deluxe Background Check Types to Community Background Check Details, not Documents. Permissions for the Documents area are all or nothing. So if you want all your staff and leaders to be able to see youth liability waivers or medical release documents, they would also have access to see background check files, which is typically a bad thing. 
    1. Nothing
    2. Background Check Details
    3. Document
    4. Both

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Data Mapping Chart

Items marked with * in the Elexio Community column have additional information provided below. Clicking the item will take you to the detail section. Recommended (default) options are in green font. 

Elexio Deluxe:

Elexio Community:

GENERAL INFO

 

Title

-

First Name

First Name

Middle Name

-

Goes By Name

Preferred Name

Last Name

Last Name*

Suffix

Added to the end of Last Name

Family Position

Relationship

Household Head will default to Primary, Spouse to Wife or Husband, Child1 Male to Son, Child1 Female to Daughter, etc.

Gender

Gender

Birth Date

Born On*

Age Groups

Groups*

Anniversary Date

Configurable Date Field, Note, Group or Do Not Convert

Race

Configurable Text Field or Note or Do Not Convert

Marital Status

Configurable Text Field or Note or Do Not Convert

Occupation

Configurable Field which includes Occupation, Company, Job Title as one field or Note or Do Not Convert

Company

Configurable Field which includes Occupation, Company, Job Title as one field or Note

Job Title

Configurable Field which includes Occupation, Company, Job Title as one field or Note

Education

Configurable Text Field or Note or Do Not Convert

School

Configurable Text Field or Note or Do Not Convert

Prior Church Status

Configurable Text Field or Note or Do Not Convert

Heard about Us From

Configurable Text Field or Note or Do Not Convert

Campus

Group(s)*

Zone

Group(s)

Address Line 1

Address

Address Line 2

Address

City

City

State

State

Postal Code

Zip Code

Country

Country

Phone Numbers

Mobile, Home, & Work migrate to Cell, Home and Work.
Other types can migrate to Configurable Text Fields or Notes or Do Not Convert

Individual Email

Migrates Default Email to Primary Email*

Family Email

-

Status

The Current Status is migrated as a Group the person is assigned to

Status Date

Status Group – Joined Date (for current status only)*

Status History

Partially migrated. The Created Date indicates when they first visited and were entered into the system. Their current Status group Join Date indicates when they became that Status, i.e. Regular Attender or Member.

Baptism Date

Baptized on

Baptized Here

Configurable Text Field or Notes or Do Not Convert

Membership Date

Configurable Date Field or Notes or Group or Do Not Convert*

Seeker?

-

New Resident?

-

First Created Date

Created Date

Last Attended Date

Last Attended Date

Left On Date

Configurable Date Field or Note or Group or Do Not Convert*

Check In PIN

- (Community uses name or the last 4 digits of phone numbers)

Include this person in directory

Directory Group

Opt out of all email Communications

Unsubscribed (appears under a person’s email address on the record View tab, on their Account tab, and is a column listed when you export records)

Hide address on directory or report

- (This does not migrate. All private contact information is being migrated since Community does not have a feature for marking specific contact info as private.)*

Staff Member

Group

Personal (Secondary) Address

Residential & Mailing Address*

Username and Password

Username and Password (details) or Do Not Export/Migrate

Security Role & Security Role Assignments

- (Community security roles are structured too differently to migrate.)

 

INVOLVEMENT

 

Small Group

Group*

Ministry Team

Group*

Mailing List

Group*

Class

Group*

 

MINISTRY ASSESSMENT

 

Spiritual gifts

Group

Passion

Group

Skills

Group

Personality

Group

Experiences

Group

Hobbies

Group

Training

Group

My Church Assessment

Group

Background Checks

Background Check details (or Documents or both)*

Other documents

Documents*

 

CONTRIBUTIONS & PLEDGES

 

Date Given

Date

Fund

Giving Category

Giving Method

- (Checks only)

Comment (which includes check number)

Giving Note*

 

Tag

-

Check Images

Check Images (Current year only; for solving bank or donor discrepancies) 

Amount

Amount

Do not Mail Printed Statement

Group named "Paperless Giving Statement"

Track Contributions Separately

“Giving with Family” field is unchecked

Envelope Number

Envelope Number

Pledges

Pledges*

Pledge Start & End Date

Indicated in Pledge Campaign

Pledge Amount

Pledge Amount

Pledge Interval

Pledge Frequency

Total Pledged

Total Pledged

Pledge Amount Received

Pledge Status

Online Giving - recurring schedules,
saved payment/card numbers, and
username & passwords

Migrates in a separate process into
Elexio Giving. Wow! For details, see
step 3 of the Detailed 3 Step Process above.

 

PERSONAL & MISC

 

Follow Up

Interactions - Convert None, Convert Active [Only], Convert All, Convert All (Mark Completed)*

Prayer Requests (Private & Non-Private) Privacy Risk

Interactions (Private and Non-Private) - Convert None, Convert Active [Only], Convert All, Convert All (Mark Complete) *

Notes (Private and Non-Private) Privacy Risk

Each individual Note Type can be migrated to one of these: Notes (Personal or Child Check-In), Interaction, Group, Configurable Text Field, Configurable Date Field, or Do Not Convert*

Photo (Individual & Family)

Individual photo (or family photo for each person who doesn't have an individual photo. This photo can be cropped to just the individual in Community)

Attendance

Migrated as unique Groups (for each Event series) or one Imported Attendance group or Do Not Convert

Web Forms

- (Does not migrate. The new web forms back-end is different. You have 2 months after final migration to access Deluxe forms so you can refer to them as you create new Community forms. You can even leave Deluxe forms live for that time period to receive payments or registrations. If you don't want people using the Deluxe Portal for Online Giving during this time you will want to remove your web site links and change the Security setting for Portal and Mobile Users to not allow Giving. )

Anonymous Record

Migrated as an individual record, however, the contributions are linked to the system record of Anonymous Giver*

General settings such as church address

-

 

Group Name examples:  

-STATUS – Member

CLASS - Class 101

EVENT – Grace Kids – 1st Grade (9:00)

MAILING LIST – Newsletter

MINISTRY TEAM - Guest Services – Greeters

SMALL GROUP – Williams, James

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Additional Details

Last Names: Unknown: First Name is a required field in Community, so it cannot be left blank. If the First Name field in Deluxe is Unknown/blank, the existing Last Name field migrates to the First Name field in Community and the Last Name field is left blank.

Birth Year and Anniversary Year of 9999: Deluxe allows you to put in a month and day without a year for a birthday. In the background, it saves with a year of 9999, but knows not to display it. With Community, the 9999 will be displayed when calculating and displaying ages, people could be -7982 for example. If you want to avoid this, you'll want to run reports in Deluxe using FCR3101 People List to identify individuals who have this "unknown" date, then acquire and update accordingly in Deluxe before the final migration or in Community after the final migration.

Age Groups: Age Groups (regardless of Status) migrate as Groups. Please note that we also migrate an Unknown Age Grouping. When a person is added to the database, if you do not know the person's age, you may want to add them to this group. These groups may not be needed long term and may be deleted.

Community does not use Age Groups like Elexio Deluxe. After the final data migration, we recommend that you rename the attendance events groups (or in some cases, the children's age groups) to groups you use for Check-in. For example, EVENTS – 1st Grade or Age Group- 1st Grade, could be changed to Kingdom Kids - 1st Grade where Kingdom Kids is what you call your Children's Ministry. You can move or copy multiple age groups into a single new group if you have a preschool class that has multiple ages.

For adult age groups, Community will not automatically move people from 20's to 30's, etc. so you will want to either delete these age groups or maintain them manually. We recommend deleting them unless you use them extensively.

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Campus Group(s): "Campus" migrates as a prefix to this grouping. You may want to update the name(s) in case of redundancy before the final is run or post-migration. Changing group names is easy. In Community, go to Groups, check a Campus Group name, then click Edit. Also, note there may be a "Campus - Unknown" group migrated, if so, you'll want to be aware of it or update these individuals to reflect the campus they attend, then delete it.

Individual Email: Migrates the Default email to Primary Email. If there isn’t one, then the first individual email listed will be migrated.

Family Email: Few adult records have a Family Email, but not a personal email. The personal email will migrate, but since family email is often a duplicate, it does not migrate. It is usually not a problem for children not to have email addresses, since when emailing families of children in Community, you can check a box to “Email the parents.”

Secondary Address: If there is a secondary address on a person's record, both migrate as "Residential & Mailing". This can be updated to the correct label, either Residential or Mailing, post-migration. The address must be complete for the secondary address to show on the profile page.

Private Address AND Contact Information: This information migrates and is not marked as private. Here are some notes that will help you post-migration and assist you in understanding how you'll handle this info. 

First, to be sure you know where to enable the Directory feature, click Permissions and look for Enable Directory with a dropdown. When Yes is selected, you can add the Directory group, then select the fields you wish to include.

Options to assist in managing & updating private contact info:

1-This is the best practice: Offer to remove them from the Directory group. This will allow you to communicate with them, however, keep their info from being shared in the Directory. If they want access to look up others, they might change their mind. 

2-Choose what fields you want to include (or not include) in the directory which would apply to everyone in that group. Do not select those fields that individuals may want as private. Please note that those fields will not show for anyone in the Directory group.

3-Move private communications for the person to new Configurable Fields such as Private Phone, Private Email. Although you are accommodating their request for privacy, the info will not be in the normal fields for communication with them so they will not be included in those mailings or contacts.

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Status Date: The current Status and current Status Date are migrated into a group. Each person in Community should be in one and only one Status group. Each group has a Join Date and for Status, this is the date each person was given that status. For Members, you will have a record of their membership date built into the group (Join Date) and not need a separate Membership Date. However, some churches use the Membership Date extensively so we also migrate that field into a configurable field. It can be used for Advanced Searches and reports where the group Join Date cannot. If you don’t use the Membership Date extensively, we recommend deleting the configurable field to alleviate the added data maintenance of keeping this date in 2 places – group join date and configurable field.

First Created Date: We are migrating the First Created Date in the Elexio Database to the Created Date field in Community. This gives you a history of when the person first visited and was entered into the database.

Left On Date (No Longer Attending Date): This date is determined by the date associated with any status in the Drop Out Grouping in the Status Code area on the Administration tab in Deluxe. Make sure all your Left, Moved, or No Longer Attending statuses are in this grouping.

Directory: The records migrated into the Directory group are those in a Status grouping that is marked "Include in the directory" (See Admin - Codes) AND who have the checkbox marked to "include in the directory" on the General Info tab of their record to this group. If you plan to use the Community online or mobile directory feature, select this group by clicking Permissions > Enable Directory > Yes, then set the Directory Group as… you guessed it… Directory. Also, select the fields you want visible for Directory viewers.

Username and Password: The 2 main reasons we recommend migrating these are, 1) Elexio Giving requires the username to be an email address and since the Giving and Community are separate but integrated systems, it will be less confusing for your attenders if they can use their email address for both logging into Giving and Community; and 2) The long term direction for Giving and Community is to have a single sign-on (one username and password for both) and this will be using email address. However it is a ways off from being developed. If you migrate and continue to use email address for the username instead of the default which is Firstname.Lastname, your attenders will not have to switch usernames in the future. 

So, with this in mind, we are advising all churches to go this direction in their migration and then for future new users that you want to grant Community account access to, you would first copy their email address into the username field. 

When you select to Export usernames and passwords, it will migrate all email addresses (except duplicates) into the Username field in Community even if the person doesn’t have a Portal or Database account. If they do have an account, it also migrates the password.

  • How the migration checks for duplicate individual emails:
    • If there are any, the priorities are this:
      • If someone with that email address has a Portal Account, they get that email address as their Username.
      • If none have a portal account, the highest ranking person in the household with that address, gets it assigned to them. The others do not.
      • If the address is in 2 different households, it just gets assigned to the first household it gets to.
    • Results: No duplicate emails are brought in to the Username field. But duplicates may be brought into the Primary Email Address field.

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Involvement: Depending on your selections, active and/or inactive involvement may have been migrated. Small Groups, Ministry Teams, Mailing Lists and Classes are migrated with an identifiable prefix. People with all levels of involvement are migrated, including Interested. You may want to remove certain people based on level such as Interested before the final migration. 

Classes - The checkbox by people’s names in a class is for processing a letter - NOT for active vs inactive. For example, if someone completes the Membership class, you can check that box and then next time you print letters, it will print the Welcome to Membership letter. Since you can have any number of involvement levels, such as, Attended, Attended Committed, Leader, Interested, etc. we can’t know which ones you want imported and which ones you don’t. If you don’t want some imported, you will have to move them to a different group (for example, Membership Class Interested) or remove them from the class.

Background checks and Documents: Background Checks that have an Expiration date older than the migration date are not migrated. You can choose which Background Check/Document types you want to be migrated. If selecting Document, it only migrates those lines that have an actual document. If selecting Background Check, it adds a Background Check line item marked as Completed, with the Date and Type for every single line regardless of having a document or not.

You can run Background Check reports (FCR 3801.1 & CSO102) from Elexio Deluxe to find the Failed ones or any other ones you want to delete or edit. We suggest you start using Protect My Ministry integration for all new Background Checks post-migration. There is no way to manually enter background checks in Community. The main need for historical Background Check details is so you know who has been approved and so you know when they need to be renewed. You can do these things without having the actual files and in the rare case when you need to look at the Background Check document, you can access it through your provider.

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Contributions Comment and Giving Method (including Check Number): Deluxe has one field for both Comments or Check Number and Community has 2 fields. Since having comments in the check number field which usually displays on giving statements would be confusing for donors, the Comments field is migrated to Giving Note in Community. Community tracks giving method differently. It denotes that a donation is a check if there is any text in the Check Number field. It denotes cash by having the word cash anywhere in the Giving Note field. It denotes Online giving by tracking the source (Online vs. Input).

Moving forward, you will enter a Check Number in the Check Number field and notes in the Giving Note field. To denote which historical donations were checks, the word CHECK is inserted into the Check Number field. This is not ideal for statement display purposes, but will only be a factor if you migrate mid-year and only for that one year’s statements. For future giving, you can differentiate between check, cash, other, and online.

Household Heads Tracking Separately: If this exists in your Deluxe Database, in the migration, Household Heads are migrated to give with the family and members of their household are marked so they do not give with the family.

Funds: All funds have been migrated as either tax-deductible or non-tax-deductible. Please verify. To view and change these (post-migration), click Settings > Giving > Giving Categories. For each Active Categories, click the small gear for each to indicate in the pop up if is tax-deductible or not. You can also determine if a fund is active or not. Again, any changes you make now in Community will be overwritten in the final migration so please wait until the migration is officially complete.

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Follow up Requests & Prayer Requests: A new Interaction type will be created for each type of follow up request in Deluxe. An individual interaction for each follow-up or prayer request is created. When migrating your data, selecting Convert All (which migrates active and inactive requests) can overwhelm this area of the database. Convert All (Mark Complete) is a good option if you want history, but want to avoid a long list of outstanding Interactions. See Private Prayer Request information 2 sections below.

For Prayer Requests, the text of both the request and or the answer is saved in both the Instructions and the Summary fields. If there is a request and an answer, the word "Request: " will be before the request text, there will be a line break after the request, and the word " Answer/Update: " will be before the answer text. The reason for this is that in Community sometimes only the Instructions are listed and sometimes only the Summary is listed. You will want the Deluxe text to appear in both.  

  • Dates - In general:
    • Deluxe Request Date = Community Date Assigned
    • Deluxe Answer Date = Community Date Completed
  • Dates - Specific Scenarios:
    • If Active... it will stay as "Outstanding" and there will not be a Date Completed
    • If Inactive and no Answer date... Community Date Completed = Date of Migration
    • If you choose "Mark as completed"... Community Date Completed = Date of Migration

Notes: The Notes fields is a single field so the values you choose will be combined into one field, as different lines, sorted by date with the newest at the top. The following Notes types: Allergies (for kids), Special Instructions (for Kids) and Medical (for kids) can be migrated to Child Check-In Notes and can be seen in 2 places. 1) On a person's individual record in the Notes box by clicking the dropdown and changing it from Personal to Child Check-in. 2) In Check-in Mode, click on Edit Note next to the person's name. This may be an area that you want to clean up post-migration so the name tag format looks clean and to make sure there are no duplicates.

Private Notes and Private Prayer Requests – PRIVACY RISK: Update Permissions immediately if you decide to migrate Private Prayer Requests and/or Private Notes due to privacy risk. A new Interaction type and an individual interaction for each private note are created. They are being migrated as Interactions instead of Notes because in Community, the Notes field is a single field and the individual entries in that field cannot be hidden separately. However, Interaction types – the ones you want to be kept private – can be hidden using Permissions. 

If users in a certain role don’t have access to Interactions at all, you don’t need to do anything special. If users do have access to Interactions (staff and maybe key leaders), it is VERY IMPORTANT to make sure you uncheck the box for these private Interaction types for every Permission role except for Pastors for example. To do this, in every Permissions role that has access to Interactions, but not private Interaction types, check the box for each Interaction heading (View, Edit, etc.) and then uncheck the boxes for all the private Interaction types.

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Pledges: In Deluxe, pledges are connected to the household unless the person is marked to be tracked separately. Since pledges are connected to Individuals in Community, household pledges are migrated to the “Primary” family member only. Active campaigns are the only ones migrated. For clarity, if a pledge is entered on a person’s record and the ending date is prior to the date of export from Deluxe for a data migration run, it will not be included in the migration. If there are multiple date ranges for the same campaign in Deluxe, they can be merged into one single campaign during the migration process. We recommend this. For example, if 98% of people pledge for 1/1/2017 to 12/31/2018, but a few have pledge start dates of 12/31/2016 to give early, you will merge these 2 date ranges into the same campaign in Community. In Community, each contribution can be associated with a pledge, which makes these early or late campaign donations easy to associate with a campaign when they are given outside the normal date range. 

Anonymous Unknown record & contributions: This record in Deluxe was migrated as an individual record in Community. However, the contributions are now linked to the "Anonymous Giver" in the Community Database vs. being on the individual record in Deluxe. You can verify those contributions by clicking on Reports- Giving - By Anonymous.  You can delete the individual record of Anonymous Unknown post-migration if you do not need it.

Calendar: With each run of the migration the calendar will be overwritten, including Permissions. However, the Calendar Roles themselves and settings are not overwritten.

Online Help Content: If you need assistance as you are using Community, the Help Center can be accessed by clicking the Help link in the upper right corner of the screen in Elexio Community. The help website with videos can be accessed here – http://help.elexioessentials.com

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Streamlining - How to Delete Inactive Records

Be very careful. One of the biggest risks is deleting records with current year giving and not being able to send them giving statements. In Community, you can view a list of everyone in a group and then delete them all or just check certain names from the group and delete them in mass. However, there is not a field in Community for Last Contributed by Household, so it is very risky to delete people in mass without deleting people with contributions.

The solution we propose…

Before you final data migration, create a Mailing List in Deluxe using the Mass Edit feature and then delete all the people in the Mailing List group in Community after the final conversion. Why? In Deluxe, you can only delete one record at a time, but in Community, you can easily delete large groups of people records. 

Typical Steps to delete records:

  • In Deluxe, create a mailing list such as “TEMP - Inactive Records to be Deleted.”
  • Use the People List Report FCR 3101 (or another report) in Deluxe.
  • On the Field Chooser tab, select the fields that you want to include in your filters.
  • Then on the Report Filter tab, you can drill down on the specific criteria you want to use to limit the data in the report.
  • You want to make sure you are not deleting anyone who has current year giving, so include the Last Contributed by Household field.
  • Example filters:
    • People List Report: Status equals No Longer Attending AND Last Contributed by Household is less than 1/1/2016 (or less than 1/1/2017 depending on how many records you want to delete).
    • Custom Search: Using filters similar to the "Newcomers Who Are No Longer Attending or Giving" report, such as the “Times given in the last 1 (or 2 or 3) year” equals 0, “Times attended by household in the last 1 (or 2 or 3) year” equals 0, AND Status Groupings is X.
  • Be very careful, because people in the same household may have different statuses and you could end up deleting just the parents or just the children.
  • When the list is checked and finalized, click on the Output Wizard, then Mass Edit, then Add all to the Mailing List you created for this group of people.
  • To double-check your new Mailing List, you can run a Contribution Detail report and filter for just the people in that Mailing List to make sure none of them have current year contributions or a current status.
  • In Community:
    • Click on Groups, then click the group to be deleted.
    • Click the check all box at the top left to select everyone in the group.
    • Click the gear and select Delete People From Entire System and click OK to all the prompts.
    • Delete the temporary group itself (it should be empty now).

Before your final conversion, we recommend thorough testing in at least one of your interim runs to make sure you didn’t accidentally delete records with giving. After you review the interim conversion run for overall data accuracy and there is nothing needing to be fixed, test the deletions. First, delete the records using the above steps, then run reports for current year giving totals in both Community and Deluxe to make sure they match.