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Blog

 

Children and family data management best practices

This is Adam from Hubb, and I’m excited to share my best-practice guide for effective children’s data management within Hubb. Implementing these practices will enable seamless integration with other features in your hubb.church system, ultimately reducing your admin time and allowing you to focus more on your mission.

As a parent of four and a volunteer children’s worker in my own church, I’m passionate about ensuring our tools work well for both churches and families and deliver tangible results.

A quick note: we’re actively testing Secret Feature 2, as mentioned in our recent communications, so addressing these best practices sooner rather than later would be beneficial.

I’ve been helping several churches recently with their Sunday Service check-in setup, which, by the way, is completely separate from Secret Feature 2. This experience inspired me to create a guide to help all our church customers put the necessary foundations in place for excellent children’s data management.

So, let’s get started…

A word about the app...

We strongly recommend that churches ensure they have the app enabled, and parents install the app and can log in.
Contact us to talk about this.

Overview

  • Create groups that match your children’s work and add the children to them. Also, add your leaders to these groups and ensure they are tagged as leaders.
  • Check that every child has their date of birth entered and is placed in their correct families.
  • Ensure parents have their date of birth added, or are marked as an Adult / Guardian, and have a mobile number and email address listed. It is also important that the family address is completed, including the postcode.
  • Enable login access for parents, and send them a link to set up their password.
  • We strongly advise setting up your app and helping people install it. It is very easy.
  • Create a custom field to record MADI (Medical, Allergy and Dietary Information). This must be a Text field. We suggest creating a custom field category called Children for this. Make sure it is a global field and is set to appear in My Profile so parents can keep it updated.
  • Optionally, set up consent questions specifically for children. This allows you to request permission to use photos on your website, social media, or in newsletters.
To help you, we have made the following guides to show you how to do all of this.
 

How-To Guides

 
Article 1: Setting up Groups and Leaders

The first step in this plan is to create your groups and appoint leaders. Here is how it could look.

Children-1

Instructions

Add the groups

  1. Navigate to the Site Manager in your web office.
  2. Select the group where you want your new group to live, click the Tasks button, and choose Create a subgroup.
  3. Name your new group to match your children’s work, for example, Children’s Church, and click Create Group.
  4. Keep adding subgroups to this new group for your actual age groups, as shown in the screenshot above.

Add the people

  1. To add children and leaders, you will need to either add new people to the system or select existing records if they are already in your Hubb site.
  2. Existing members: Click the Members tab in your new group and use the blue + icon to add people.
  3. New members: Add new people to the system first, then assign them to the correct group.
  4. To tag someone as a leader, click the three dots to the right of their name in the member list.
Article 2: Managing Dates of Birth and Families
  1. Locate a child in the group, or search for them using the Quick Find tool.
  2. Click on their name in the search results to open their user record.
  3. Under the personal details section, you can add or update their date of birth.

    children 2
     
  4. To check their family, look at the top left of the record and click on the Family button. Here, other family members are listed alongside the family name.
  5. If they are not in the correct family, click the family link to edit the family details.

    Children 3
Article 3: Updating Parent and Guardian Details
  1. Open the parent’s user record using the Quick Find tool or the Members tab.
  2. In the contact details section, ensure their email address and mobile phone numbers are filled in.

    Children 3-2
     
  3. Click on the family name link at the top of the record to view the family details.
  4. Check that the family address and postcode are fully completed.

    Children 3-4
     
  5. Click the Save button to confirm your changes.
Article 4: Creating a MADI Custom Field
  1. Navigate to Site Settings, then select General, followed by Custom Fields.
  2. Select User from the dropdown list and click Add Field.

    Children 4-2
     
  3. Enter your field name, choose Text as the data type, and select your Children category.
  4. Ensure the Global Field box is ticked.
  5. Tick Appears in My Profile so parents can update this information themselves, then click Save.

    Children 4-5
Article 5: Setting up Consent Questions for Children
  1. Go to Site Settings, select Users, and click on Consent & Messaging Channels.
  2. Hover over the blue + icon and select Consent Question.

    Children 5-2
     
  3. Give your field a title and write your specific consent question for children. Tip: This allows you to request permission to use photos on your website, social media, or in newsletters

    Children 5-3
  4. Ensure the box is ticked to keep it visible to users.
  5. Click Save to confirm your new consent question.

I hope you get on ok with this and as always, feel free to get in touch with us for any help.

adam

Adam