Step-by-step guides · v0.4
Practical workflows for treasurers, pastors, ushers, and admins — where to click in the sidebar and what to do each week. Updated 7 June 2026.
Weekly tasks
Start here if you're new — these are the tasks churches run every Sunday and every week.
6 guided workflows
Check-in, visitors, and a quick leadership snapshot — in under 30 minutes.
For: Ushers, welcome team, pastors
Count offerings, enter tithes, and keep funds balanced before Monday.
For: Counters, treasurers
Capture guest details and start follow-up the same day.
For: Welcome team, discipleship pastors
Reach active members without a WhatsApp blast list.
For: Comms team, church admin
Reconcile giving, approve expenses, and pull a report for leadership.
For: Treasurers, finance council
Publish a public giving page members can use without logging in.
For: Treasurers, church admin
Each guide below walks through a dashboard module in order. For feature lists and package requirements, see the documentation reference.
Sign up, configure your workspace, invite your team, and go live in week one.
Each church gets an isolated tenant with its own subdomain, data, roles, and package features.
Register at Start free or choose a plan on Pricing.
Complete email verification if prompted, then finish the setup wizard — branches and funds first.
Invite team members from Administration → Users & Access and assign roles.
Open Overview daily for members, giving, visitors, and upcoming events at a glance.
Fine-grained access so treasurers, pastors, and volunteers only see what they need.
Open Administration → Roles & Permissions to review default roles before inviting anyone.
Invite users under Administration → Users & Access — assign one role per person.
Give treasurers finance permissions only; pastors get Minister Dashboard and Interaction log without full admin.
Revisit roles when you add modules (groups, welfare, online giving) on a higher plan.
Member records, visitors, discipleship, groups, and confidential pastoral notes.
Central directory with profiles, contact info, custom fields, and household links.
Go to People → Members and click Add member (or Import for bulk migration).
Open a profile to edit contact details, assign groups, upload documents, or view giving history.
Use search and filters by branch or status for outreach lists.
Export from Reports when you need a spreadsheet for an event or audit.
Print member QR cards and run check-in from a tablet or phone-linked scanner session.
Open People → Print QR Cards, select members or a branch, and print cards for regular attenders.
On Sunday, open People → QR Scanner and start a session (tablet at the door works best).
Scan each card or search by Member ID when someone forgets their card.
Attendance rolls up automatically to Ministry → Attendance for that service.
Church-wide log of enquiries, prayer, counseling, visitations, and follow-ups with privacy controls.
Open People → Interaction log after pastoral conversations (or from a member profile).
Click Log interaction, pick a member, choose type and visibility, and set a follow-up date if needed.
Filter by Overdue or Prayer cases each Monday to clear your follow-up queue.
Minister Dashboard links here directly — use it as your daily starting point.
Pastoral KPIs, prayer cases, absent members, and quick links for daily ministry work.
Open Pastoral → Minister Dashboard after sign-in — bookmark it on mobile.
Click any stat or list row to jump to members, interactions, or attendance.
Use Refresh before staff meetings to pull the latest counts.
Share absent-member lists with care volunteers the same day.
Track first-time guests and intentional discipleship pathways.
Log every guest under People → Visitors before the welcome team leaves the building.
Set follow-up owner and next contact date on each record.
Create classes under People → Discipleship and enroll visitors after their second visit.
Mark milestones when someone completes a class and is ready for membership.
Small groups with rosters, dues, fund requests, and a dedicated leader dashboard.
Create groups under People → Groups — name, branch, and assign a leader.
Leaders sign in and open People → Group Leader to manage rosters, dues, and messages.
Treasurers approve group fund requests under Finance → Group fund requests.
Configure group settings (dues amounts, messaging) under People → Groups → Settings.
Attendance, calendar, events, service notes, and church media.
Service attendance, transcripts, contact tracing, and optional children check-in.
Before service, open Ministry → Attendance and confirm today's service is listed (or create it).
During service, check members in via search, QR scanner, or bulk mark from a roster.
After service, review member vs visitor counts on the service summary.
Export transcripts under Ministry → Attendance → Transcripts for leadership reports.
Secure check-in and pickup labels for children's ministry.
Open People → Children Check-in when families arrive.
Search the child or guardian, check them into the correct room, and print or display the pickup tag.
At pickup, verify the matching code before releasing the child.
Counts feed into attendance reports for children's ministry planning.
Worship services, life events, and church calendar in one place.
Plan weekly services under Ministry → Church Planner → Worship services.
Add weddings and baptisms under Ministry → Church Planner → Life events.
Publish standalone programs under Ministry → Events when you need registrations.
Share the calendar view with department heads so rooms aren't double-booked.
Sermon notes, service summaries, and archival timeline.
Record each Sunday under Ministry → Service notes within 24 hours while details are fresh.
Tag series and scriptures so Ministry → Service notes → Trends shows preaching patterns.
Archive milestones under Ministry → Church History for anniversaries and institutional memory.
Social accounts, weekly recap reports, and internal team updates.
Link accounts under Ministry → Church Media → Social logins.
Draft the weekly recap under Ministry → Church Media → Reports after Sunday service.
Post team coordination notes under Ministry → Church Media → Team updates.
Review the overview dashboard every Monday for activity across platforms.
Giving, accounting, offertories, online giving, funds, budgets, and reports.
Task-first hub: record giving, record expenses, view transactions, manage accounts.
Start every week at Finance → Overview — address the pending approval banner first.
Use the top tabs: Overview | Giving | Transactions | Accounts | Reports.
Open All finance tools for scanner giving, pouches, offertories, and reconciliation.
Bookmark Finance → Giving on mobile for counters who enter gifts at the table.
Tithes, offerings, and designated gifts with fund and payment method tracking.
After service, open Finance → Giving and enter each gift while counters are still present.
Pick member (or anonymous), amount, fund, and whether cash or bank.
For high-volume Sundays, switch to Finance → Scanner giving on a tablet.
Reconcile offering pouches under Finance → Offering pouches before approving totals.
Day-born and custom offertory schemes with monthly totals posted to finance.
Open Finance → Offertory boards and set up your scheme (day-born or custom) under Settings.
Each month, open the period and enter totals for each segment (e.g. Monday-born, Tuesday-born).
Review running totals against physical board counts before closing.
Close the period and post to finance — entries appear in Finance → Transactions.
Public giving pages with card and mobile money checkout — no login required.
Open Finance → Online giving and connect your payment provider.
Set default funds and copy your public giving URL.
Share the link on slides, bulletins, and social — members give without an account.
Review new gifts in Finance → Transactions; they arrive as approved or pending based on your rules.
Full ledger of income, expenses, and transfers with approval workflow.
Filter by Pending to clear items flagged on the overview banner.
Open each transaction, verify fund and account, then Approve or Reject with a note.
Approved entries update fund and account balances immediately.
Download receipts for board packets from the transaction detail view.
Where money is held (bank, cash, mobile money) and what it is earmarked for.
Set up every real-world account under Finance → Bank Accounts before recording giving.
Create funds under Finance → Funds to match stewardship categories (Tithes, Building, Missions).
Enter opening balances once during onboarding — after that, transactions drive balances.
Use Finance → Reconciliation monthly to match bank statements.
Planning and accountability beyond day-to-day entry.
Build annual budgets under Finance → Budgets at the start of the fiscal year.
Record member pledges under Finance → Pledges and track fulfillment through the year.
Run Finance → Reports monthly — income by fund is the most-used board report.
Use chart of accounts and reconciliation when your auditor requires full double-entry.
Structured benevolence requests from submission through disbursement.
Medical, funeral, emergency, school fees, and benevolence with approval workflow.
Submit requests from Care → Welfare → New request or use category quick links on the dashboard.
Reviewers filter Needs review weekly; pastors add pastoral notes before approval.
Treasurers disburse from approved cases — each payment can post to finance automatically.
Close cases after follow-up so dashboards stay accurate for elder meetings.
SMS, email, WhatsApp, and announcements to your congregation.
Broadcast messages with templates, scheduling, and delivery logs.
Open Communications → Compose, pick SMS or Email, and select your audience filter.
Save reusable wording under Communications → Templates.
Schedule recurring reminders under Communications → Scheduled.
Check Communications → Delivery Logs and Communications → SMS Hub for credits and failures.
Configure WhatsApp Business integration for your church workspace.
Confirm WhatsApp is on your plan, then open Settings → WhatsApp.
Follow the connection steps for your WhatsApp Business account.
Test with an admin number before announcing to the congregation.
Pair with Communications modules for structured outreach — not ad-hoc broadcast lists.
Dashboard rollups, advanced reports, clergy HR, and committee oversight.
Membership, giving, attendance, and welfare summaries with exports.
Open Overview → Reports for the full catalog of available exports.
Set branch and date range before generating — defaults may not match your meeting period.
Download PDFs for board packets; use spreadsheets when you need to combine with other data.
Schedule a monthly rhythm: attendance + giving + welfare before elder meetings.
Minister and staff profiles, access provisioning, and HR reports.
Add staff under Leadership → Clergy & HR → Add staff.
Link an existing user account or provision new access from the profile page.
Run Leadership → Clergy & HR → Reports before annual reviews.
Committee structure, membership, and governance reports.
Define committees under Leadership → Committees at the start of each church year.
Assign members and note chairperson roles.
Export committee reports before denominational or board submissions.
Mobile experience, settings, and how we ship improvements.
Use ChurchDek on phones and tablets without a separate native app.
Sign in on your church workspace URL on mobile — same account as desktop.
Use the bottom bar for quick jumps; open Menu for the full sidebar.
Counters can record giving from Finance → Giving on a phone at the counting table.
Add to Home Screen on iOS/Android for an app-like shortcut.
Church profile, branches, printer setup, WhatsApp, and subscription.
Open Settings → General to update church name, logo, and branches.
Configure receipt printers under Settings → Printer before finance go-live.
Review your plan and enabled modules under Settings → Subscription.
This page plus the Changelog track features, fixes, and version history.
Start with Quick start workflows at the top of this page for day-one tasks.
Use the sidebar On this page nav to jump to any module.
Check Changelog before training your team on a new release.
Book a demo and we'll map your Sunday, finance, and pastoral workflows to the right ChurchDek modules.
