How to add a new person to Elvanto

At Centrepoint, adding a new person to Elvanto is a key part of the follow-up process. This guide walks through adding a person, assigning them to a People Flow, making them a volunteer, and giving them access to Elvanto.

If you have any questions, reach out to your Campus Pastor or Admin Team.

Key Takeaways

• New people should always be added to the "New People Flow" unless otherwise noted.

• Phone numbers are preferred over email for follow-ups.

• After adding a person to a flow, manually complete the first step to send the Welcome Video and assign them to Week 1 Call.

• People Pools (Baptism, Welcome Lunch, Alpha) do not have due dates but help keep track of attendees.

• Login access is only necessary if the person needs to manage rosters, groups, or admin features.

Adding a New Person to Elvanto

This is the first step after a new person fills in their details in the welcome lounge. 

1. Log in to Elvanto at one of the below:

• centrepointperth.elvanto.com.au

• or use the Elvanto app.

2. Navigate to the Admin Area (top left) → People.

3. Click on “Add Person” (green button).

4. Select your category; 90% of the time this will be ‘New People’

5. Enter the required details:

   • First Name & Last Name (Essential)

   • Phone Number and/or Email Address (Phone preferred if only one is available)

   • Location/Campus (e.g., Singleton, Bibra Lake, etc.)

   • Demographics (if available) – This will often be included on new people & new Christian cards for additional information.
     Note: Do not modify access permissions at this stage.

6. If relevant, scroll down to the bottom and add them to a relevant people flow (e.g. New People Flow → Welcome to Centrepoint Video), assigning them to yourself. 

7. Click "Save" to add the person to the database.

Refer to Elvanto's official documentation for more details:
https://help.elvanto.com/hc/en-us/articles/7580148448279-Adding-People

FAQs

• Why is phone number preferred?

  • At Centrepoint, follow-ups often involve a call or text before an email. A valid phone number helps leaders connect quickly.

• What about demographics?

  • We are improving data collection for new people. Check the New People Card or leave it blank if demographics weren't recorded on Sunday.

• Primary Service Selection:

  • While you can assign a primary service (e.g., Singleton 10 AM), this is not mandatory and is mainly useful once they begin serving.

Adding the Person to a People Flow

Adding a new person is just the first step—People Flows help track their journey at Centrepoint.

1. Scroll to the "People Flows" section at the bottom of the person’s profile.

2. Click "Add to People Flows".

3. Select the correct flow and step:

• New People Flow (Standard for all new people)

• New Christians Flow (If they made a decision for Christ)

4. Assign the flow to yourself (or the relevant leader).

5. Click "Save" to confirm.

Additional Step: Completing the First Step in the Flow

Once you have added the person to the flow, you must manually send them the Welcome/new to faith text and place them in the Week 1 Call Step.

How to do this:

1. Go to the People Flows section in Elvanto.

2. Find the relevant flow you just added people to.

3. In the first step of the flow, look for the person you added, marked as “Not Started”.

4. Select their name and click “Complete Step”.

5. Confirm that you want to send the Video text message and assign this person to a connect leader for the call.

6. They will now be placed in the Week 1 Call step and assigned to a Connect Leader.

FAQs

• Why is this step important?

  • Elvanto does NOT automatically send the Welcome Video. You must complete this step to ensure they receive the video link.

  • This step also places them in the Week 1 Call queue, which triggers the next follow-up process.

• What happens next?

  • The assigned Connect Leader will be notified via email and text.

  • The leader will make a call within 3 days to welcome them.

• What if they visit multiple times before committing?

  • If someone attends sporadically, you can re-add them to the flow later.

  • If they are unsure about making Centrepoint home, we can add them to Elvanto and include a note highlighting why we haven’t added them to a people flow.

Designating the Person as a Volunteer

If someone expresses interest in serving, follow these steps to mark them as a volunteer, allowing you to add them to rosters. 

1. Open the person’s profile in Elvanto.

2. Go to "Account & Volunteering".

3. Under "Volunteer Status", check "This person is a volunteer".

4. Select the "Reports To" person (usually their team leader).

5. Assign them to their service departments (e.g., Kids Team, Worship, Host Team).

6. Click "Save" to confirm the volunteer status.

FAQs

• Why assign a "Reports To" person?

  • At Centrepoint, team leaders oversee their volunteers. This ensures new volunteers are directly connected to the right leader.

  • If unsure, you can assign them later.

• Can they volunteer immediately?

  • While some roles require onboarding/training, others may allow immediate serving.

Giving the Person Login Access to Elvanto

Once a person is added, they may need login access to view and manage rosters, groups, and people flows.

1. Open the person’s profile.

2. Ensure their email address is correct.

3. Click on "Account & Volunteering".

4. Scroll to "Access Permissions".

5. Enter a username in the following format: firstname.lastname

6. Click “Send login details by email”.

7. Click “Save”.

8. The person will receive an email with their login information. It may take 5-10 minutes for the email to arrive.

FAQs

• What if they don’t receive the email?

• Ask them to check spam/junk folders.

• Ensure their email storage isn’t full (common issue with iCloud accounts!).

• If needed, resend the email manually.

• What if they forget their login?

• They can reset their password via the Elvanto login page.

• Admins cannot reset passwords, but Super Admins can.

• Do new people need access right away?

  • Most do not need an account unless they are serving, in leadership, or managing groups.

Managing Groups

Adding People to Groups

Option 1: From a Person’s Profile

1. Go to People.

2. Search for the person.

3. Under Groups, click Add.

4. Select the appropriate Connect Group.

5. Click Save.

Option 2: From the Group Itself

1. Navigate to Groups.

2. Open the relevant Connect Group.

3. Click Add People.

4. Search and select individuals.

5. Click Add People.

Removing People from Groups

Option 1: From a Person’s Profile

1. Open their Profile.

2. Under Groups, click the Delete button next to the group.

3. Confirm the removal.

Option 2: From the Group Page

1. Open the Group.

2. Check the box next to the person’s name.

3. Click Mass Manage.

4. Select Remove from Group.

5. Click Perform Mass Manage.

Keeping Connect Leader Lists Updated

In the Connect Leaders Group

Your campus has a list of connect leaders within the category ‘CITYWIDE Connect Leaders’.
Ensure it stays up-to-date so leaders are properly assigned to People Flows.

1. Navigate to the relevant group’ [Campus] Connect Group Leaders’.

2. Remove inactive leaders.

3. Add new leaders as necessary.

In the People Flow Steps

1. Compare CITYWIDE Connect Leaders with Step Admins in People Flows.

2. Remove inactive leaders.

3. Add new leaders as necessary.

4. To apply changes across all steps:

   1. Click Edit next to another step within that people flow.

   2. Click Copy Admins, select the step you want to copy from

   3. Tick Override Existing.

   4. Click Save.

In the ‘Approve Connect Group’ Step

1. Go to People > Flows > [Campus]_ Connect and Events.

2. Select edit next to the Approve Connect Group step.

3. Add or remove connects from the list of available Connect Groups.

   1. Ensure it is not automated (it should be ‘Optional (unchecked by default).

4. Click Save.