---
title: "Example: Organizing the submission of certificates of good conduct"
description: "In the interests of child and youth protection, leaders and employees in the children's and youth sector should have a current certificate of good conduct. The certificates are only valid for five years and must then be updated. The certificate…"
url: "https://staging.churchtools.academy/en/help/churchtools-modules/routines-groups/example-organizing-the-submission-of-certificates-of-good-conduct/"
updated: "2026-06-11"
category: Groups / My Group / Routines
---

# Example: Organizing the submission of certificates of good conduct

In the interests of child and youth protection, leaders and employees in the children's and youth sector should have a current certificate of good conduct. The certificates are only valid for five years and must then be updated. The certificate should be submitted to a responsible person and the submission should be documented.

ChurchTools supports you in this process by automatically prompting leaders and employees to submit their certificate of good conduct and reminding them in good time that an update is necessary.

In diesem Tutorial lernst du, wie du Leiter oder Mitarbeiter solcher Gruppen über [Automatische Mitgliedschaften](https://staging.churchtools.academy/en/help/churchtools-modules/automatic-membership/) in eine Gruppe "Führungszeugnisse" hinzufügen lässt. In dieser Gruppe erreichst du dann über [Routinen](https://staging.churchtools.academy/en/help/churchtools-modules/routines-groups/understanding-routines/) die **Vorlage eines Führungszeugnisses und das automatische Nachfragen vor Ablauf der Gültigkeit**. So unterstützt du Leiter und Mitarbeiter dabei, rechtzeitig ein neues Führungszeugnis zu beantragen und dem Verantwortlichen vorzulegen. Wie das genau geht, erklären wir dir in diesem Artikel.

**Hinweis**

Wahrscheinlich liegen dir bereits Führungszeugnisse vor, deren Neuvorlage du ebenfalls mit der Routine organisieren möchtest. Wie du das umsetzen kannst, zeigen wir dir weiter unten in *Schritt 4*.

Wichtig dabei ist: Alle Personen, die über die Automatische Mitgliedschaft in die Gruppe aufgenommen werden, bekommen durch den Schritt *E-Mail senden*in der ersten Routine eine E-Mail mit der Bitte um Vorlage des Führungszeugnisses.

Personen, deren Zeugnis bereits vorliegt, können diese E-Mail natürlich vorerst ignorieren. Am besten informierst du daher alle Mitarbeiter in den Kinder- und Jugendgruppen bereits im Vorfeld über die kommenden E-Mails.

## Prerequisites

We will show you how to do this using individual groups for which you want to keep an eye on the leadership certificates. The only thing you need to recreate this are your children's and youth groups with leaders and employees in your ChurchTools. You can also start here if you have not yet fully created your group structures in ChurchTools.

**Tipp**

Selecting individual groups in the *people filter* means that you will have to add new groups manually in future to keep the people filter up to date.

Our recommendation would be that you work with *super-* and *subgroups* in a *group hierarchy* in future and then adjust your *person filter* accordingly.

You can also use the *age groups* of the groups to include groups in which children and young people participate, but which are not only intended for this group of people. This way, the groups are automatically kept up to date when new groups are added.

## 1. Create and customize groups

First, call up the *Groups module* (1) in your ChurchTools, create a new group (2), name it "Certificates of good conduct" (3) and select the *group type* "Properties" (4).

[![Screenshot group Create certificates of good conduct](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.02.15.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.02.15.png)

Once the group has been created, find the person or persons responsible for keeping track of the certificates of good conduct using the *plus symbol* under *Leader* (5) and add them to the group.

[![Screenshot Add leader to new group](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.03.34.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.03.34.png)

If you want to read more about how to do this, read the article [How to create a group?](https://staging.churchtools.academy/en/help/churchtools-modules/my-group/how-to-create-a-new-group/)

## 2. Create, test and activate routine for certificates of good conduct

In the group, open the *settings* (1) for *routines* (2) at the bottom left of the menu and click on the "Member" (4) *Role* under *Apply template* (3).

[![Screenshot Apply routine template for Role Participant](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.08.21.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.08.21.png)

Now select the "Certificate of good conduct" *template* (5) and click on *Apply* (6).

[![Use screenshot template for certificates of good conduct](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.11.22.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.11.22.png)

Once you have applied the template, customize the terms and texts of the template for all *group membership statuses* "Requested" (8), "Active" (9) and "To delete" (10) for you. Finally, *activate* (11) the routines for each individual group membership status.

[![Customize and activate screenshot routines](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.18.11.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.18.11.png)

We explain how to proceed step by step in more detail in the article [How to create/edit a routine?](https://staging.churchtools.academy/en/help/churchtools-modules/routines-groups/how-do-i-create-edit-a-routine/)

## 3. Set and activate automatic membership

Once you have created and activated the routines for the participation role, go to *Automatic memberships* (2) in the *group settings* (1).

### Set personal filter

In the **People filter** section (3), you will first see a *filter* that filters out all **archived and deceased people** (4). Simply leave this filter untouched and click on the bottom *plus*(5).

[![Screenshot Automatic membership; add further filters to person filter](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.22.02.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.22.02.png)

Click on *Membership in a group* (6) to create a new filter.

[![Screenshot Automatic membership; add group membership filter](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.26.41.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.26.41.png)

#### Membership in a group

Use the pencil icon to filter out only the *active* groups (1).

Call up another *group filter* (3) via the *plus below* (2).

[![Screenshot Automatic membership; select groups for group membership filter](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.34.32.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.34.32.png)

Select from all the *groups* that are involved with children and young people in your church (4).

Then click on the *plus* (5) under *Define filter.*.. and select *Group membership* (6).

[![Screenshot Automatic membership; Add further group membership filter](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.36.46.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.36.46.png)

Select the "Leader" and "Member" (7) *roles* here.

[![Screenshot Automatic membership; set group membership filter](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.43.12.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-26-at-15.43.12.png)

### Set actions

Switch to the **Actions** section directly below. Under *People in the filter result* (1), set them to be added to the "Certificates of good conduct" group with the group membership status *Requested* and the *Role* "Member" (2).

**Important**

Make sure that you use the "Member" Role for which you have activated the "Certificates of good conduct" routine (see point 2).

Of course, it can happen that managers or employees give up their task. In this case, you set the following for the **people who are no longer in the filter result** (3)

- that their *requests are deleted*(4) and
- persons marked as *active* or *to be deleted* are automatically *removed from the group* (5 and 6).

[![Screenshot of set actions](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-20-at-11.15.35.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/CleanShot-2026-01-20-at-11.15.35.png)

### Activate automatic membership

Sind der Personenfilter und die Aktionen korrekt eingestellt, klicke oben auf der Seite auf *Einmalig ausführen* (1), um alle Personen, die bereits über den Filter gefunden werden, in den Prozess aufzunehmen. Aktiviere abschließend die *automatische Ausführung* (2). So stellst du sicher, dass deine Gruppe auch bei zukünftigen Änderungen aktuell bleibt.

[![Screenshot Automatic membership; Automatic execution](https://staging.churchtools.academy/wp-content/uploads/2026/03/Kleingruppe-Adendorf-·-Gruppen-·-CTC-2026-03-16-at-18.00.28-1024x323.png)](https://staging.churchtools.academy/wp-content/uploads/2026/03/Kleingruppe-Adendorf-·-Gruppen-·-CTC-2026-03-16-at-18.00.28.png)

Once you have created your group and set up the routines and automatic membership for it, your only tasks as the person responsible are to carry out due follow-ups and have conversations where necessary. ChurchTools makes it as easy as possible for you to organize and keep appointments.

## 4. Optional: Personen mit bereits vorliegendem Führungszeugnis bearbeiten

Du kannst diese Routine auch für Personen nutzen, die ihr Führungszeugnis bereits vorgelegt haben. Dazu änderst du in diesem letzten Schritt den **Gruppenmitgliedsstatus** der betreffenden Personen auf *Aktiv* und passt für sie die **Wartezeit** bis zum nächsten Routinenschritt auf das Ablaufdatum des Zeugnisses an. Beachte dabei folgenden Hinweis:

**Hinweis**

Wie bereits in der Einleitung beschrieben, haben alle Personen, die über die Automatische Mitgliedschaft in die Gruppe aufgenommen wurden, durch den Schritt *E-Mail senden*in der ersten Routine eine E-Mail mit der Bitte um Vorlage des Führungszeugnisses bekommen.

Personen, deren Zeugnis bereits vorliegt, können diese E-Mail natürlich ignorieren. Am besten informierst du daher die betreffenden Leiter und Mitarbeiter darüber.

Um für die Personen, die bereits ein Führungszeugnis vorgelegt haben, den Gruppenmitgliedsstatus und die Wartezeit bis zur nächsten Erinnerung individuell anzupassen, gehst du folgendermaßen vor:

1. Suche dir in der Mitgliederliste der Gruppe die Personen heraus, für die bereits ein Führungszeugnis vorliegt, und setze ihren Gruppenmitgliedsstatus auf *Aktiv*.
2. Stelle für jede dieser Personen im Routinenschritt *Verzögerung* für die Rolle *Aktiv* die individuelle Wartezeit manuell auf einen passenden Zeitraum. Klicke dazu einfach auf die Zeitangabe im Verzögerungsschritt. Über die sich öffnende Liste kannst du die individuellen Anpassungen vornehmen (s. a. [Was sind Verzögerungen und Schleifen in Routinen?](https://staging.churchtools.academy/en/help/churchtools-modules/routines-groups/what-are-delays-and-loops-in-routines/)). Wir empfehlen ein Datum 3 Monate vor Ablauf des zuletzt vorgelegten Führungszeugnisses.

[![Screenshot Verzögerungsschritt für die Rolle Aktiv](https://staging.churchtools.academy/wp-content/uploads/2026/03/Edit-Docs-„Beispiel-Vorlage-d…hurchTools-Academy-–-WordPress-2026-03-16-at-18.44.00.png)](https://staging.churchtools.academy/wp-content/uploads/2026/03/Edit-Docs-„Beispiel-Vorlage-d…hurchTools-Academy-–-WordPress-2026-03-16-at-18.44.00.png)

Mit diesen zusätzlichen Schritten hast du nun eine funktionierende Routine, die dir einen vollständigen und aktuellen Überblick über die vorgelegten Führungszeugnisse eurer Mitarbeiter im Kinder- und Jugendbereich bietet.

## Collection of further links

You can find out more about groups and their hierarchy in our [overview of the Groups module](https://staging.churchtools.academy/en/help/churchtools-modules/groups/overview-groups/) and in the article [What is the hierarchy?](https://staging.churchtools.academy/en/help/churchtools-modules/organize-groups/what-is-the-hierarchy/)

Of course, we have also explained exactly what routines are and how you can use them in our Academy. A good starting point is the article [Understanding routines](https://staging.churchtools.academy/en/help/churchtools-modules/routines-groups/understanding-routines/).

You can use automatic memberships wherever you want to bring people together in groups. You can find everything you need to know about this topic in our [Automatic memberships](https://staging.churchtools.academy/en/help/churchtools-modules/automatic-membership/) category.

## Read more

- [What are delays and loops in routines?](https://staging.churchtools.academy/en/help/churchtools-modules/routines-groups/what-are-delays-and-loops-in-routines/)
- [How to create/edit a routine?](https://staging.churchtools.academy/en/help/churchtools-modules/routines-groups/how-do-i-create-edit-a-routine/)
- [Understanding automatic memberships](https://staging.churchtools.academy/en/help/churchtools-modules/automatic-membership/understanding-automatic-membership/)