One reference for every team. It maps each role to the tools it owns, shows the weekly workflows end to end, and defines who hands off to whom — so nothing waits on "someone" doing it.
Every feature on the platform has exactly one owning team. If it's in your card, it's your queue — nobody else is watching it.
For each workflow: who does the work, who is accountable that it happened, and who is kept informed automatically by the platform.
| Workflow | Ushers | Pastors / Elders | Deacons | Group Leaders | Sunday School | Content Mgr | Finance | Office / Admin |
|---|---|---|---|---|---|---|---|---|
| Sunday check-in & guests | D | A | I | I | ||||
| Service close & attendance report | D A team lead | I | I | D | ||||
| Visitor follow-up (48h) | I | A | D | |||||
| Absence follow-up | A | D | I | |||||
| Children's check-in & checkout | A | D | ||||||
| Membership applications | D A | D | I | |||||
| Group join requests | I | D A | ||||||
| Giving, pledges & offline donations | I | D A | ||||||
| Sermons, events & announcements | A | D | D | |||||
| Church-wide broadcasts | D A | own group only | D | |||||
| Pastoral care cases | D A | D assigned | ||||||
| Member data & onboarding links | I | D A |
The one day everything meets. Order matters — each step feeds the next.
Ushers open the event kiosk with the PIN; Sunday School signs into the children's kiosk. Do both once online — after that they survive any network outage. Ushers · Sunday School
Members self-scan the QR or give a name; families check in together in one stop. Guests are recorded as first-time or returning — the phone number politely asked for powers the follow-up call. Children are checked in with medical notes shown. Ushers · Sunday School
Attendance builds live on the dashboard and attendance board — leadership sees the room fill without leaving their seat. Pastors & Elders (watch)
Every child released only to an adult on their authorised pickup list. Unlisted collector: hold the child, call the registered guardian. One in, one out, every time. Sunday School
The usher team lead closes the service. Check-ins become the attendance report; every absent member gets an automatic email and surfaces in the Absence Follow-ups queue. Nothing to hand in. Usher team lead
Deacons open Visitor Connections and call every first-timer within 48 hours. Pastors work Approvals — applications, submissions, prayer requests. Deacons · Pastors
Two pipelines run automatically after every Sunday. The platform does the noticing; people do the caring.
Usher captures name + phone at the door.
UshersVisitor lands in Visitor Connections; admins get a bell notification.
PlatformDeacon calls while interest is highest — mention what they wrote on the form.
DeaconsWelcome email series runs automatically; every contact logged on the record.
Platform + DeaconsMembers not checked in are identified automatically.
PlatformEach absent member gets a signed link: fine / travelling / needs support.
Platform"Needs support" and repeat absences appear badged in Absence Follow-ups.
DeaconsConvert to a private Pastoral Care case — assigned, tracked, closed.
PastorsMember applies from their dashboard; admins get a bell.
MemberPastor reviews in the Approvals queue.
PastorsWelcome email and personal activation link (SMS) go out; /onboard re-sends it with DOB + phone/email.
PlatformDirectory or GPS finder → join request → leader approves within 3 days.
Group LeadersWhen something is beyond your queue, this is where it goes. Escalating early is a strength, not a failure.
Kiosk PIN issues, duplicate member records spotted at the door, a guest claiming to be a member (soft-bypass alerts already reach admins automatically).
Any pickup dispute or unlisted collector who won't wait. Hold the child, call the guardian, and bring a pastor or elder in on the spot.
A visitor call or absence response that reveals a crisis — bereavement, illness, hardship. Escalate to a private case; it leaves the general queue and gets assigned.
A group member gone quiet or in need beyond the group — raise it rather than carry it alone.
Expenses above the approval threshold route to the approval workflow automatically; disputes or unusual gifts go to leadership.
Wrong member data, access problems, "I can't see the menu I need" — the office fixes records and permissions.
| Channel | Who can send | Reach | Use it for |
|---|---|---|---|
| Broadcast (push + SMS + email) | Pastors, Elders, Admin, Office | Whole church, or filtered by role / ministry / group | Announcements, event calls, urgent notices. One composer, all channels, logged. |
| Group push | Small group leaders | Their own group only | Meeting reminders, group news. |
| Admin bell | The platform (automatic) | Admin roles | New applications, visitors, prayer requests, pledges, offline donations — no one has to go looking. |
| Automatic emails | The platform | Individuals | Welcome drips, absence check-ins, activation links, birthday wishes. |
Every call, visit, and decision goes on the record. That's how the team avoids double-calling and how nothing gets forgotten when people rotate.
The badge counts in the Approvals sidebar are the to-do list. A queue at zero on Sunday night means the week starts clean.
Both kiosks keep working through an outage — but only if they were opened while connected. Make it the first thing you do on arrival.
A guest record without a phone number can't be followed up. Ask politely, every time.
Pastoral care cases, private prayer requests, and giving records are visible only to the roles that need them. Never screenshot or forward them.
"I didn't get the activation message" — piwctakoradi.org/onboard with date of birth plus phone or email re-sends it on the spot.