People
People is your directory — everybody connected to your church, from a guest who came once to a member who has served for twenty years, on one list you can search, filter and export.
Almost nothing else in Passport works on an empty directory. No groups, no attendance, no follow-up. Getting your people in is the job that unlocks the rest.
What you need
- A Passport account with the Admin or Leader role
- Your existing records, if you are moving from another system — see Importing & Exporting Data
Open it from People in the main navigation.
What is on the list
The directory shows everybody, with the columns most teams need at a glance: name, email, phone, person type, follow-up status, baptism and Holy Ghost milestones, preferred language, and first visit date.
Use the search box for a name, phone number or email. The filters above it narrow by church membership, follow-up status, family role, baptism and Holy Ghost status — which is how you answer questions like who visited in the last month and has not been contacted?
Export CSV gives you whatever the current filters are showing, not the whole directory. Filter first, then export.
Person types
Everybody has a type, and it changes as they get more involved:
| Type | Who it is |
|---|---|
| Prospect | Somebody your team met through outreach who has not attended — see the Glossary |
| Visitor | Somebody who has attended a service |
| Attendee | Somebody coming regularly |
| Member | Somebody who has met your church's membership criteria |
Passport promotes people between these automatically as attendance is recorded, using the rules you set under Visitor-Member Path. You can always change somebody's type by hand.
Adding a person
+ Add Person creates a record directly. For guests, it is usually better to use staff intake instead — it handles households, spouses and children in one pass, checks for duplicates, and records how the guest arrived.
A person's profile
Click any row to open the full profile:
- Details — contact information, address, household, and milestones
- Care & follow-up history — every note, contact and assignment, with Add note and Assign care
- Care Tags — what this person needs, and how you find them again
- Pastoral visits — visits logged, with Log Visit
- Discipleship and involvement — their track, groups, ministries and classes
- Timeline — everything that has happened, in order
:::tip Re-issue a passport rather than creating a second record If somebody has lost their card, use Re-issue passport on their profile. Creating a new person splits their history in two. :::
Common questions
| Question | Answer |
|---|---|
| I have the same person twice | Open the newer record and delete it, after moving anything worth keeping. Intake's duplicate detection prevents most of these. |
| Somebody is missing from the list | Check your filters. The default view is not always everybody. |
| Can leaders see everyone? | Leaders see the directory; what they can change depends on their role. See Users & Roles. |
| How do I get people out of Passport? | Export CSV, or a full export under Admin → Settings → Export Data. |
Next steps
- Fill it up — Importing & Exporting Data covers Breeze, Planning Center and CSV.
- Organise it — Care Tags turn a directory into something you can act on.
- Capture new people properly — Staff Guest Intake.