Importing From Church Windows

Depending on which version of Church Windows you have will determine which instructions set you will use. Try the first method, and if it doesn't work use the second.

1st Method

Go to Membership > Reports > Directory > Export

In the "Print Membership Reports Window":

People tab:

Select a membership field: choose Individual #
Make selections: Is not Blank
Select the + Selection button
Check Members and Visitors. Select Terminated/Inactive if you wish to import member data for former or inactive members into your new ChurchTrac account

Select "Next"

In the "Selections for Membership Report Window":

Options tab:

Select Mail Merge/Export
Select the + button to add a report
Select the Select Fields button. Select all fields

Export Options section:

For File, select the ... button and select the location of the export file
Select Comma as the Delimiter
Check Include year on Birth Date (Make sure it's not only for children)
Give the file a name

Select the Export button

2nd Method

Go to Membership
Select Contact List
Select Print

In the "Report Format" window:

Select Mail Merge/Export
Check Include year on Birth Date (Make sure it's not only for children)
Select the New + button

In the "Mail Merge/Export" window:

Give the report a name or title
Separate fields with: {Comma} ()
Uncheck Include at End of Record
Select the fields to import: select the Add all >> button
Select OK

Select Next

When you see the report preview, the report has been created. You can save the report to your computer

Please arrange the column layout according to our requirements as outlined in this article or check out our import template. Attach it to a support ticket, and we'll perform the import for you.

How to Format the File

The FIRST NAME (A), LAST NAME (B), and FAMILY NAME (C) columns are required. Do not leave any of these fields blank.

The format for FAMILY NAME (C) should be “LASTNAME, Husband and Wife”. This is how the family's name will be displayed when you run reports per family in the People Screen, including the member directory and photo directory. This is also how the system will format new names so you want to be consistent throughout your database.

This is a shared data field among all family members so put that same info for the spouse and children. So for example, you would enter for all family members: SMITH, John and Sally

FORMAL NAME (M) is recommended as well, formatted "Mr. & Mrs. Husband Lastname", as it's what's used on contribution statements to address the family: Mr. & Mrs. John Smith

We grant one free spreadsheet import for your account. Going forward, you will enter new names on the People Screen. Please note that subsequent requests in the future for another spreadsheet import will incur a small fee, so make sure the initial file is as complete as possible.