Pastor & Ministry Leader Guide

Overview

This chapter is for pastors and anyone who leads a ministry — worship, prayer, youth, kids, outreach, hospitality, and so on. You'll use the Meetings, Events, Ministry, Prayer, and Communication features the most.

Scheduling meetings

Use Meetings for recurring church gatherings — Sunday service, midweek prayer, leadership team, small groups.

Creating a meeting

• Open Meetings from the General section of the side menu.
• Click "+ Add Meeting".
• Choose a meeting type (Sunday Service, Bible Study, Prayer, etc.). If you don't see the right type, create one from Meeting Categories.
• Set the date and start/end times.
• Choose how often it repeats: One-time, Daily, Weekly, or Monthly. For weekly meetings, tick which days of the week. For monthly, choose either a specific day (e.g., the 15th) or a pattern (e.g., the first Sunday).
• Add the location — either pick from a member's saved address or type a new one.
• Optionally upload a flyer image.
• Click Save. The meeting is added to your calendar and reminders will go out automatically based on your reminder schedule.

Tip: Old one-time meetings are auto-deleted after 90 days to keep the calendar clean. If you want to keep one, tick "Do not auto-delete" when editing.

Planning events

Events are different from meetings — they're typically one-off gatherings open to registration, like a Christmas service, picnic, retreat, or fundraiser.

Creating an event

• Open Events from the General menu.
• Click "+ Add Event".
• Fill in the event name, type (In-Person, Online, Hybrid), date and times.
• Add address and host details.
• Set a registration deadline if you want online RSVPs.
• Tick "Generate QR Code" if you want a code for entry/check-in at the door.
• Tick "Allow Self Check-in" so attendees can check themselves in by scanning the QR code on their phone.
• Add food and accommodation options if applicable.
• Click Save. A public registration link is generated — share it on your website, bulletin, or social media.

Managing event volunteers

Inside any event, click Volunteers to see, add, and message helpers.

• Search the member directory to add volunteers from your roster.
• Click "+ Add Manually" to add someone who isn't (yet) a member.
• Assign roles like "Greeter," "Setup Crew," or "Sound Tech."
• Email or text all volunteers at once with one click.

Ministries & Groups

Ministries are ongoing teams that serve a purpose — Worship Team, Outreach, Hospitality, Children's Ministry, and so on. They show up under General → Ministry and are managed similarly to groups.

Prayer Ministry

The Prayer Ministry page is a hub for prayer requests, volunteer prayer warriors, and follow-ups.

Adding a prayer request

• Open Prayer Requests from the General menu.
• Click + Add Main Section to create top-level categories like "Healing," "Family," "Salvation."
• Expand a section and click + Add Prayer Request.
• Enter a short title (e.g., "Sarah's surgery"), a description, and who requested it.
• Choose a status: New, Assigned, In Progress, Following Up, Answered, or Closed.
• Optionally assign one or more volunteers from your prayer team.
• Save.

Managing prayer volunteers

• On the Prayer Requests page, click 👥 Manage Volunteers.
• Use the search box to add existing church members to the prayer team.
• Or click "+ Add Manually" to add someone who isn't a member.
• Assign an optional role (e.g., "Team Lead," "Intercessor") and toggle Active when needed.

Adding notes to a request

Click the 💬 icon on any prayer request to open a notes thread. Notes are timestamped and attributed to whoever wrote them — perfect for tracking follow-up calls, updates from the family, or internal ministry notes.

Closing a prayer request

When a prayer is answered or no longer needed, click the 📦 icon to close the request. Closed requests are hidden from the main list but remain in history — tick "Show Closed" to see them.

Worship planning

Use Worship Planning to schedule services, assign worship teams, manage song libraries, and upload sheet music.

• Auto-assign worship teams to upcoming services from your roster.
• Upload song lyrics and chord charts as PDFs or Word documents.
• Drag and drop songs into a setlist.
• Notify team members of their assignments.

Sending emails to the congregation

Use Compose Email to send messages to the whole church, a group, a single member, or event registrants.

• Open Compose Email from the General menu.
• Choose the recipient list: All Members, a specific Group, Event Registrants, or Individual.
• Type a subject and message. Format with the toolbar (bold, italic, links, images).
• Click Send. Track delivery from the Email Logs page.

Tip: Always preview before sending. The Preview button shows the email as your members will see it.

Follow-Ups

Follow-Ups help you track action items — visitor follow-up, hospital visits, new-member check-ins, event RSVPs, prayer follow-up. Each follow-up has an owner and a due date so nothing falls through the cracks.