User Manual

Welcome to ChurchOps — a unified platform designed to help churches manage people, programs, finances, and operations efficiently and securely.

Step 1: Sign In to ChurchOps

1. Open your web browser and go to https://www.churchops.com
2. Click Sign In
3. Enter the username and password (which you have reset after Onboarding by your church administrator)

Tip: If your account was created by an administrator, you may receive an email to set or reset your password.

Step 2: Understand the Dashboard

After signing in, you will land on the Dashboard. The dashboard gives you a quick overview of member activity, attendance trends, financial summaries, and pending tasks or approvals (based on your role).

Use the Top navigation menu to access different modules such as Members, Attendance, Collections, and Expenses.

Step 3: Confirm Your Church Information

Before adding data, confirm your church information is correct (church name, address, and primary contact details).

If you need to update church information, please contact your church administrator or support.

Accurate information helps ensure reliable reporting and smooth communication.

Step 4: Create Users and Assign Roles

ChurchOps uses roles to control access. Start with least access, then expand permissions as needed.

1. Go to Users
2. Click Add User
3. Enter the user’s name and email address
4. Assign an appropriate role

Common roles include:

• Admin – full access to church operations
• Church Leaders – department-level access (if enabled)
• Volunteers – limited access to assigned tasks

Security note: Always give users the minimum access they need.

Step 5: Start with Core Modules

To get value quickly, begin with these core modules:

• Members / Directory – add and organize your congregation
• Attendance – track service and event attendance
• Collections – record tithes, offerings, and donations
• Expenses – manage spending and approvals

You can expand into Programs, Transport, Resources, and Reports as your church grows.

Best Practices for New Churches

• Start small: add recent members first
• Assign one or two admins initially
• Review data weekly to stay consistent
• Use notes and descriptions for clarity

Next: Continue to the Members / Directory section to begin adding your congregation.

ChurchOps uses roles to control what a user can see and do. Roles help keep the system secure and ensure each person only accesses what they need for their responsibilities.

How Roles Work

• Visibility: roles control which modules and pages are visible to a user
• Actions: roles control what the user can do (view, create, edit, approve, delete)
• Separation of duties: for example, the person requesting an expense should not be the same person approving it

Common Roles in ChurchOps

• Super Admin: platform-level administration (multi-church setup, global oversight, advanced maintenance)
• Admin: church-wide administration (full access to church operations and modules)
• Church Leaders: access based on responsibilities (for example, department or unit-level access if enabled)
• Volunteers: limited operational access (only what is needed for their assigned tasks)

Recommended Setup (Best Practice)

1. Start with 1–2 Admins for the church
2. Assign Church Leaders only to the modules they need (e.g., Attendance, Programs, Transport)
3. Keep Volunteer access minimal and task-focused
4. Review roles quarterly (or when responsibilities change)

Security Tips

• Use strong passwords and do not share accounts
• Remove access immediately when someone changes roles or leaves
• Give “approve” permissions only to trusted leaders

The Members/Directory module helps you maintain a clean, searchable record of your congregation. It supports everyday ministry operations like communication, attendance tracking, follow-ups, and reporting.

Common Things You’ll Do

• Add a new member or visitor
• Edit member details (phone, address, email)
• Search and filter by name, group, or status
• View a member profile and history (where available)

Add a New Member

1. Open Members from the top navigation menu
2. Click Add Member
3. Enter the person’s basic details (name, phone, email)
4. Save

Tip: If you’re onboarding a lot of people, start with the most active members first.

Recommended Data to Capture

• Full name
• Phone number and email
• Home address (optional)
• Member status (Member, Visitor, New Convert, etc.)
• Notes (e.g., “prefers WhatsApp”)

Best Practices

• Use one consistent naming format (e.g., “First Last”)
• Avoid duplicates — search before adding
• Keep sensitive notes respectful and minimal
• Update records immediately after major events (new address, new phone, etc.)

The Attendance module helps you track participation across services and events. This supports planning, growth measurement, and follow-up.

Common Things You’ll Do

• Record attendance for a service (Sunday service, Bible study, etc.)
• Track new visitors
• Review attendance trends over time

Record Attendance

1. Open Attendance from the top navigation menu
2. Select the service/event (or create one if needed)
3. Enter the count or mark attendees (depending on how your church records attendance)
4. Save

Best Practices

• Record attendance the same day (or immediately after service)
• Use consistent event names (e.g., “Sunday Service – Morning”)
• Track visitors separately when possible
• Use attendance trends to guide capacity planning and volunteer scheduling

Quick Troubleshooting

• I can’t record attendance: you may not have permission — contact an Admin
• I don’t see my event/service: confirm it exists or ask Admin to create it

The Collections module is used to record church income such as tithes, offerings, donations, and special funds. It supports accountability and helps your finance team produce clear summaries.

Common Things You’ll Do

• Record a collection for a specific service date
• Split amounts by fund/category (e.g., Tithes, Offering, Building Fund)
• Review daily/weekly/monthly summaries

Record a Collection

1. Open Collections from the top navigation menu
2. Select the date/service the collection relates to
3. Add the amount(s) and choose the correct fund/category
4. Save

Best Practices

• Record collections immediately after counting
• Always select the correct fund/category
• Use notes for special situations (e.g., “combined service”)
• Limit who can edit historical records

Quick Troubleshooting

• Totals don’t match: check if amounts were split into multiple funds
• Can’t edit a record: you may not have permission — contact an Admin

The Expenses module helps your church track spending, approvals, and accountability. It supports better budgeting and clearer oversight.

Common Things You’ll Do

• Create an expense request
• Attach a receipt or description (where available)
• Approve or reject expenses (for authorized leaders)
• Review expense summaries

Create an Expense

1. Open Expenses from the top navigation menu
2. Click Add Expense
3. Enter amount, category, and description
4. Submit

Approvals (if enabled)

Some churches use an approval workflow. If approvals are enabled, expenses may move through statuses such as: Pending → Approved → Paid.

Best Practices

• Use clear descriptions (what, why, and for which ministry)
• Attach receipts whenever possible
• Separate “request” vs “paid” for better accountability
• Keep approval permissions limited

Quick Troubleshooting

• I can’t approve: you likely don’t have approval permissions
• I don’t see my expense: check filters (date/status) or ask Admin

This module helps your church plan events and execute them smoothly using a simple workflow: Program → Action Items → Tasks.

How It Works (Simple)

• Program: the big activity (e.g., “Easter Service”, “Youth Conference”)
• Action Item: a key deliverable (e.g., “Book venue”, “Print flyers”)
• Task: smaller work items assigned to individuals (e.g., “Call printer”, “Design flyer”)

Create a Program

1. Open Programs from the top navigation menu
2. Click Create Program
3. Add a title, date/time, and notes
4. Save

Add Action Items and Tasks

1. Open a program
2. Create action items for major deliverables
3. Create tasks under each action item and assign owners
4. Move items through statuses as work progresses

Best Practices

• Keep action items outcome-based (deliverables, not activities)
• Assign tasks with clear owners and due dates
• Use weekly reviews to move items forward
• Don’t overload one person with every task

The Transport module helps organize pickups and drop-offs for church services and events. It is useful for guests, new members, elderly members, and special programs.

Common Things You’ll Do

• Create a transport request
• Assign a driver
• Track pickup details (address, time, contact)

Create a Transport Request

1. Open Transport from the top navigation menu
2. Click New Request
3. Enter pickup address, time, and contact information
4. Save

Best Practices

• Confirm pickup details the day before
• Only share pickup information with assigned transport volunteers
• Keep notes clear (gate codes, landmarks, etc.)

The Resources/Inventory module helps your church track items like chairs, tents, projectors, sound equipment, and other assets used for services and events.

Common Things You’ll Do

• Add resources (items/assets)
• Track quantities and availability
• Record usage for events (where available)

Add a Resource

1. Open Resources from the top navigation menu
2. Click Add Resource
3. Enter the name, quantity, and notes (e.g., storage location)
4. Save

Best Practices

• Use clear item names (e.g., “White folding chairs”)
• Record where items are stored
• Update quantities after major events
• Assign one person to manage inventory changes

How do I get support?

Use the Contact page or email support. Include screenshots and what you tried.

I can’t see a module that someone else can see. Why?

This is usually a role/permission issue. Contact an Admin to confirm your access level.

What should we do first when onboarding ChurchOps?

Start with Members, Attendance, Collections, and Expenses. Add Programs/Tasks and Transport next.

How often should we review our data?

Weekly is best (attendance + collections + expense approvals). Monthly reviews help with reporting and budgeting.