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How to create, edit, and delete a person

People profiles are the core of your church data in Gracely. This guide shows you how to add a new person, update their information over time, and remove a record when needed.

🎬 Watch the 30-second video: People: How to add a member

Adding a new person

Use this option when you want to add one person manually.

👉 Log in to Gracely to follow along.

Step-by-step

  1. Go to People from the left sidebar.

  2. Click Create new at the top of the page.

  3. Fill in the basic details:

    • First name

    • Last name (required)

    • Email address (optional)

    • Gender

    • Age group (Child, Adult, or Elder)

    • Tick Visitor if this person is not yet a member

  4. Click Create.

① Last name is the only required field. ② Tick Visitor for someone who isn't a member yet. ③ Create more adds another row so you can add several people at once. ④ Create.

The person is created instantly and appears in your People list. Open their profile to add more information at any time.

💡 Tip: You only need a name to get started. Everything else can be completed later.

Editing a person

You can update a person’s details at any time. Each profile is organized into clear sections to keep things simple.

Open a profile

  • Click the person’s name from the People list
    or

  • Click the three dots in the Actions column and select Go to profile

① Create new adds a person. ② Click a name to open their profile. ③ Or use the ⋯ button in the Actions column.

The same ⋯ menu also has Send login invite, which emails the person an invitation to log in to the My Gracely app or your church’s Portal. It appears for people with an email address who aren’t visitors or archived.

Edit personal details

In the Personal details section, click Edit.

  1. Update information such as:

    • First name

    • Last name

    • Gender

    • Birthday

    • Age group

    • Joined at

    • Baptism date

  2. Click Save details.

Edit contact details

  1. Locate the Contact details section.

  2. Click Edit.

  3. Update email, phone number, or address.

  4. Save your changes.

Edit additional details

Use Additional details and Health details to keep important background information updated, such as:

  • Occupation and education

  • Language and marital status

  • Allergies and emergency contacts

Each section can be edited independently.

Each section of a profile has its own Edit button: ① Personal details ② Contact details ③ Additional details ④ Health details.

Controlling what appears in the member directory

When the member directory is turned on, other members can see basic contact information for the people in your church. You control what’s shared for each person, field by field.

⚠️ Note: Directory fields are visible by default. A field only stops showing once you turn it off, so review these settings for anyone who’d prefer to keep certain details private.

Hide an email, phone, or address

  1. Open the person’s profile and, in the Contact details section, click Edit.

  2. Under Email, Phone, and Address you’ll see a toggle that reads “Member’s [email / contact number / address] is visible to other church members in the member directory.”

  3. Turn a toggle off to hide that field from the directory.

  4. Click Save details.

In Edit contact details, ①②③ turn a toggle off to hide the email, phone or address from the member directory. ④ Save details.

When a field is hidden, the matching action button disappears for other members too. For example, hiding the phone removes the Call and Text buttons, hiding the email removes the Email button, and hiding the address removes the Map link.

Hide or show the profile photo

  1. Open the person’s profile.

  2. In the actions list on the left, click Hide photo on directory to remove it from the directory, or Show photo on directory to put it back.

The actions list on a profile: ① Hide photo on directory ② Archive person ③ Delete person.

💡 Tip: The photo option is only available once the person has a profile photo uploaded.

⚠️ Note: These controls are enforced on Gracely’s servers, so hidden details never leave the system. Members can also manage their own directory visibility from the My Gracely mobile app (Profile → Edit details). The web member portal doesn’t have these toggles yet, so members who use the portal should update their preferences in the app or ask a church admin.

Deleting a person

Deleting a person permanently removes their record from Gracely.

How to delete

  1. Go to People.

  2. Click the three dots next to the person.

  3. Select Delete person.

  4. Confirm the action.

From the People list, open the ⋯ menu: ① Go to profile ② Send login invite ③ Delete person.

⚠️ Deleted people cannot be restored.

Helpful notes

  • Editing changes are saved immediately.

  • Deleted records are removed permanently.

  • If someone is no longer active but you want to keep their history, consider archiving instead.

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