Given that most people have cell phones and email addresses these days, including many clubbers, AWdb has updated how it gathers and stores Contact Info. The 'Legacy Contact' records are those stored using an older format.


Below is a summary of the differences between the old (Legacy) contact records and the new contact records along with information about the conversion process.


Definitions:


Member: a person who participates in Awana as a clubber or leader. A member has a status of 'Active', 'Inactive', etc.


Contact: a person who may need to be contacted in relation to the household (i.e. a parent or person to contact in an emergency) but does not participate in Awana as a clubber or leader. A contact will have a status of 'Contact'.


Differences:


Legacy:

  • Contacts not added to the database
  • Phone/email records included:
    • name of the person it belonged to
    • the relationship of the person to the household
    • indication of an emergency phone number
    • link to a specific club member (optional)
  • All communication records associated to the household

New:

  • Contacts added to the database with the following information:
    • Household Contact Type (Head of Household, Parent, Child, Emergency, etc.)
    • Household Relationship (Father, Mother, Son, Daughter, Aunt, Uncle, etc.)
  • Phone/email records primarily associated to a person
  • Home Phone or shared Email Addresses may be associated to the household


Automatic Conversion:


During the update process, the Household Contact Type / Relationship were set as follows for existing members:

    Leaders - Head of Household / Adult

    Clubber - Child / Son or Daughter


NOTE: clubbers will always use Child / Son or Daughter; leaders can be edited, for example if a leader is also a parent, the record can be changed to Parent / Father or Mother.


Manual Conversion: 


Old records need to be converted to the newer format. We have provided a conversion utility that will streamline that process. If Legacy contacts exist for a household, the Convert Legacy Contacts button will be shown on the Member > Personal page and the Household > Info page. Click the button to open the Contact Conversion Utility. See How-to Convert Legacy Contact Info for instructions.