Steps to Update Users in ChurchCast from Servant PC

Due to the most recent Servant Keeper update, the utility for updating your ChurchCast account is no longer available. 

Please follow the below instructions to export your users information out of Servant Keeper and import their information into the ChurchCast system:

Export User Data Out of Servant Keeper

There are 2 ways that you can export your data out of Servant Keeper. 

• All Individuals
• Groups

One thing to remember when exporting your data is to include the Individual ID that Servant Keeper has for each member. This is a 1 time process that will need to be done to ensure your export file includes Individual ID's for each user. This process will prevent users from being duplicated in your ChurchCast System. Your Servant Keeper ID previously included the letters SK in the front. This number (#) will no longer have SK and will only include numbers. 

To make sure to include the Individual ID, follow these steps:

1. Log in to Servant Keeper Membership Manager

2. Click on Groups Keeper

3. Select a group

4. Click Display Group

5. Click Select Fields

6. Choose Individual ID

Your Servant Keeper ID previously included the letters SK in the front. This number (#) will no longer have SK and will only include numbers. 

7. Click Add

8. Click OK

To export out All Individuals, follow the steps below.

1. Log in to Servant Keeper Membership Manager

2. Click on Groups Keeper

3. Choose your group.

 3. Select the group All individuals in the directory

4. Open the group

5. Save the group as a file to your computer. (Select Microsoft Excel Spreadsheet) 

If you would like to export specific groups besides your "All individuals in the directory" file, repeat the same export steps above for each group you would like to import. If exporting out an individual group, add the Group Name to your export file in the far right hand column, before adding into your ChurchCast system. Be sure to include the group name in the header and that each user has the group name in their row on the export file.

NOTE: Please be sure to include the Individual ID each time in your file, as the system will recognize the ID#'s for each user and not make a duplicate user in the ChurchCast System. If you completed the steps above, your export should include the ID automatically each time you export in the future.

After exporting your files, log into your ChurchCast system.

Importing Users into ChurchCast

Admin Users can import recipients using a spreadsheet, Excel file, or CSV file. Ensure that the spreadsheet is well organized with the first row containing the headers for all the columns such as first name, last name, cell phone, etc.

If the individual user has already been added to your system, follow the below steps. If the individual user has not been imported into the system before, go to the next section.

The first time you export from Servant Keeper, HGS suggests that you wipe all individuals from the system and use a new file from Servant Keeper to make sure that all Individual IDs import in your ChurchCast system.

There are 2 ways that you can import your data into ChurchCast system. If you want to import in all individuals or do not have the members already in your system, then the regular import data would be needed. If you already have individuals in the system with a unique ID, then you can simply import in the groups individually.

Import User Data

Below are the steps used to import your users into the system:

• From the Users menu in the top navigation bar click Import Users.
• On the Import screen click Choose File or Browse…
• Locate the file on your computer and click Open.
• Back on the Import screen click on Next Step.
• On the Import screen notice that all the columns in your spreadsheet are listed in the gray area to the left.
• Under User Options select Do Not Delete any Users if you want to ADD the spreadsheet of users to the current database. Or select Delete Users that are NOT in the Import file to replace the current database of users with the spreadsheet of users you are about to import.
• Under User Type (required field) select what level access you want the imported list of users to have. (NOTE: Only one User Type Level can be specified and imported at a time. If your list contains a mix of users at both Level One and Level Two, the list will need to be broken into a lists for each User Type and imported separately.)
• Under Contact Options select Do Not Delete any Contacts if you want the existing contact information for the users to remain and add additional contact information from your import sheet. NOTE: Contact information means phone numbers and email addresses not users. Select Delete Contacts that are NOT in the Import file and the User has NOT LOGGED IN if you want to delete contact information for users who have never logged into the program (this is a less common choice). Select Delete Contacts that are NOT in the Import file EVEN IF THE USER HAS LOGGED IN if you want to delete contact information for users in the program even if they have logged in to the program (this is a less common option).
• Under User Information use the dropdown menus to select the field headings in your spreadsheet that correspond to the field headings in the system (Your field names may be different. The fields just need to contain the same information.). First Name is a required field. Leave not used selected in any of the menus for which your spreadsheet does not have a corresponding field.
  • If you are wanting to import your users into a specific groups, the GROUP must be on the file before you upload.
  • If a home phone is also a cell phone, then when importing into the system, mark it as a cell phone. If it is marked differently, then an SMS message will not go to the phone number.
• Click Import to upload your users into the system. Once the import is complete, the system will display how many rows were processed. Check this against your spreadsheet to ensure that the correct numbers of users were processed into your system.
• Click the link to the invalid contacts screen to view any errors. This will list any invalid Phone/Email contacts during the import process.
• From the Users menu in the top navigation menu click View Users to view your imported users.

Import Group Data

• From the Groups menu in the top navigation bar click Auto Create Group.
• On the Import screen click Choose File or Browse…
• Locate the file on your computer and click Open.
• Back on the Import screen click on Next Step.
• Use the dropdown menus to select the field headings. (Your field names may be different. The fields just need to contain the same information.). Student ID is a required field to update your contact into a group.
• Type in the Group Name
• Click Import to import your group into the system. Once the import is complete, the system will display how many rows were processed. Check this against your spreadsheet to ensure that the correct numbers of users were processed into your system.
• You can immediately click Send Message to this group from your screen.

If you have any questions or need help with importing your users data, please feel free to call our support team 1-888-988-5884 ext. 1 or chat with us when logged into the ChurchCast system, using the chat beacon in the bottom right hand corner of your screen.

Updated June 13, 2025 15:36