Download your people, giving and reports as spreadsheets, remove or erase a person's record, and close your church's account.
Everything your church puts into Phyle belongs to your church. You can download it as spreadsheets whenever you like, take people out of your directory, answer a request to be forgotten, and close your account with your data deleted.
Exports are for Administrators and Staff. Giving exports are for anyone who can see giving, which is also administrators and staff. Every export and printout is written to the activity log, so an administrator can see who downloaded what under Settings › Activity log.
Export your people and households
- Go to People.
- To export only some people, search or filter the list first.
- Select More, then Export everyone (or Export these people if you filtered).
You get a spreadsheet (CSV) with one row per person. Each row includes their name, preferred name, email, phone, gender, birthdate, marital status, membership status, household and household role, the household's address, joined and baptized dates, campus, tags, envelope number, grade and allergies. The column headings match what Phyle's importer recognizes, so you can edit the file and import it again.
Each person's row carries their household's name and address. For one row per family instead, go to People › Households and select Export: each row has the household's name, how mail is addressed, the head of household, the address and home phone, and who lives there.
From the same More menu, Print mailing labels makes a sheet of address labels, one per household.
Saved lists
Open a saved list under People › Lists and select Export for a spreadsheet of just those people.
Export groups, events, forms and reports
- Group rosters: open a group and choose Export roster (CSV) from its menu. For every group at once, go to Groups and select Export memberships: one row per person per group, with the group's type, their role and when they joined.
- Event registrations: open the event and, in the registrations section, choose Download spreadsheet.
- Form responses: go to Care › Forms, open a form and select Export.
- Reports: go to Reports, open any report, set its filters and select Export CSV. Reports cover people, attendance, groups, giving, serving and care, so this is the way to get attendance history and similar summaries out of Phyle.
Export giving
- Gifts: go to Giving › Gifts, set the date range and any filters, then select Export. Each row has the date, giver, envelope number, fund and fund code, amount, method, check number, source, batch, transaction reference and note.
- Pledges: open a campaign under Giving › Pledges and select Export.
- Giving statements: go to Giving › Statements and select Print all to open every statement, one per page. Use your browser's print window to print them or save them as a PDF.
- Deposit summaries: open a batch under Giving › Batches and select Deposit summary for a printable record of that deposit.
Online payments themselves also live in your church's Stripe account, where Stripe offers its own reports and exports.
If you need something that isn't listed here, email us at [email protected] and we'll help.
Backups
Phyle backs up every church's data every night. Backups are there so we can recover the whole service if something goes badly wrong. They aren't a way to undo one change in your account, and you can't download them yourself. To keep a copy of your own, use the exports above.
For everyday mistakes, Phyle has its own ways back:
- Removed people wait in Removed people until you restore them.
- If your latest spreadsheet import went wrong, open it under People › Import and select Undo import to remove everyone it added.
Remove, restore or erase a person
Phyle has three levels, from gentlest to permanent.
Mark them inactive
If someone has moved away or stopped coming, open their record, select Edit and set Membership status to Inactive. They stay in Phyle with all their history, and inactive people don't count toward your plan. See billing and plans.
Remove them
Removing takes someone out of your directory but keeps their history, in case it was a mistake. Staff and administrators can do this.
- Open their record and choose Remove from the menu.
- Confirm. They move to Removed people.
To remove many people at once, tick them on the People list, choose Remove and select Apply.
To bring someone back, go to People, select More, then Removed people, and select Restore beside them. Removed people don't count toward your plan.
Anonymize or delete permanently
For privacy requests, when someone asks your church to forget them, an administrator can erase their record. Neither option can be undone.
- Open their record and choose Anonymize or delete… from the menu. For someone already removed, select Erase… beside them in Removed people.
- Choose one:
- Anonymize: best when they gave, attended or registered for events. Their name becomes "Anonymous donor" or "Anonymous person", and their contact details, address, photo, birthday, medical, allergy and pickup notes and custom fields are erased. Notes, follow-ups, prayer requests, form answers, groups, tags, serving and their history are deleted, and any member sign-in is removed. Their gifts, pledges, check-ins and registrations stay, without their name, so your totals still add up.
- Delete permanently: removes the record and everything about them. This is only offered when they have no giving history. Their check-ins go too, so past attendance counts drop.
- Type their name to confirm, then select Anonymize this record or Delete permanently.
Phyle won't erase a record while the person has a team sign-in (remove it under Settings › Users first), a recurring gift that is still running (cancel it under Giving › Recurring first), or if it's your own record.
Close your church's account
There isn't a button inside Phyle to close your account. To close it and have your church's data deleted, email us at [email protected] from an administrator's address, with your church's name and its Phyle address.
- Export what you want to keep first. Use the exports above for people, giving, rosters and reports, and print your giving statements.
- Cancel any paid plan under Settings › Billing › Manage billing. Your church keeps full access until the end of the period it has paid for, and isn't charged again. See billing and plans.
- We delete your data. We delete your church's data within 60 days after the account closes, apart from records we must keep by law, such as invoices.
If you take online gifts, cancel any recurring gifts that shouldn't continue under Giving › Recurring first, then disconnect Stripe under Settings › Connections. Recurring gifts left running keep charging givers in Stripe even after you disconnect. Your Stripe account and its records stay yours.
How we look after your information is set out in our privacy policy and terms of service.
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