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, type, baptism and Holy Ghost milestones, preferred language, and first visit date.
Use the search box for a name, phone number or email. The filters narrow by type, Care Tag, family role and, with more than one campus, campus. Baptism and Holy Ghost filters appear on Plus. To find guests nobody has reached yet, use the Guests hub and Today's care queue: follow-up lives there, not in the directory.
A person's name opens their profile. Beside it, each row has the actions you would take next:
- Message opens your conversation with them in the Inbox.
- Assign care gives somebody on your team the job of reaching them. Once a care task is open, the row offers Open task instead, which goes to that task on their profile, so nobody is assigned twice.
Admins also see a Care Tags tab at the top of the page, where tags are created and edited.
:::note On Companion Churches on Companion, which run Passport beside Breeze or Planning Center, get the same directory without the baptism and Holy Ghost columns and filters. Those discipleship records are part of Plus. :::
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
New person opens Intake, which handles households, spouses and children in one pass, checks for duplicates, and records how the person arrived.
A person's profile
Click a name to open the full profile:
- Details — contact information, address, household, and milestones
- Care history — every note, call, visit, message and assignment, with Log contact (a note, a call, or a visit) and Assign care
- Care Tags — what this person needs, and how you find them again
- Pastoral visits — logged from Log contact in Care history, and listed there
- 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 → Import & export. |
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.