MinistryTracker.com

Features

Nothing is better than experience! MinistryTracker.com was designed by staff who were on the front lines of ministry day in and day out. MinistryTracker.com evolved over time to include those features that were needed in real youth ministry experiences. It has been in use for over seven years by various ministries and youth centers around the world from Great Britian to Australia to the United States. We hope you’ll find MinistryTracker.com to be just as powerful for you as it has for many others!

Key Features

• Security & Privacy
• People Tracking
• Family Tracking
• Staff Tracking
• Events & Attendance
• Event Registration
• Schools & Churches
• Groups, Email & TXT messaging
• Financial & Budgets
• Reports
• Built for Big (or Small) Organizations
• Design

Compare MinistryTracker.com
to Other Ministry Database Software

Security & Privacy

Our mission is to help you do ministry, we will never share any of the student, staff, or family information you enter into our system. That information is yours, not ours. We protect that information with the utmost of security and privacy. Instead of you having to worry about backups, security, and firewalls, we manage all that technology for you. Your information is protected and will never be used for marketing or research or sold to any other company. Our security and privacy practices include:

• Complete 256-bit SSL Encryption for all data crossing the internet.
• PCI (Payment Card Industry) approval and certification.
• Secured firewalls for all servers.
• Regular scanning by a 3rd party for over 30,000 known vulnerabilities.
• Trust Guard Certification for:
  • Security
  • Privacy
  • Business
• Real-time database backups to multiple data centers.
• RAID 1, complete data mirroring disk storage for all drives.
• 2048 bit AES Encryption for financial information.
• Secure programming and code writing techniques.

People Tracking

MinistryTracker.com is the ultimate solution to ministry tracking:

Example Profile Page

• Track a person with their full name, nickname, photo, address, phone number, cell phone, email addresses and instant messenger ID.
• Easily upload photos from your hard drive and MinistryTracker.com will resize them automatically.
• Track a person’s grade level in school, church attended, birthdate (with automatic notification), baptized date, confirmed date, gender, employer, work hours, significant other’s name and anniversary, behavior and general notes, sports and hobbies and more.
• Link a person to their Facebook Profile and then you’ll see their Facebook profile information right on their MinistryTracker.com profile. You can even comment on their current Facebook status.
• Track a person’s monetary account from fundraisers and expenses for events and camps.
• People can be placed into Stages that you define so you can track progress through your development plan. For example, Pre-Evangelism, Evangelism, Follow-up, and Leadership.
• Assign a staff member to each person and track their relationship and the staff member’s contacts with the person.
• Record any significant commitments made by the person. You define the commitment types and then assign them to people who make them in appointments or at events. For example, New Decision, Rededication, and Missionary Service.
• Record any contacts with the person by any of your staff or volunteers...for example record the coffee appointment, the visit at school, or the game you attended to watch them play.
• Download PDF mailing labels ready to print.
• Track the person’s attendance at events so you know when they’ve come and when they’ve been missed.
• Easily make a person inactive so they don’t get counted in your statistics.
• Download a Microsoft Excel^® file with people’s names and addresses.
• Keep track of medical information, allergies, and health-related contact information.
• Upload scanned copies of medical release forms and premission slips so you can access them online from anywhere in the world.
• Include private notes that only authorized staff can view.

Family Tracking

Every Organization has families and some families have lots of people. MinistryTracker.com allows you to track a family and when things change all of that family’s people records are updated - regardless of which area the person belongs.

• Store family information such as parent’s names, home address and phone number.
• Include a family photo for the family directory.
• Link people to families and the family information immediately updates that person’s record.
• Share families across areas of an organization.
• Quickly view person profiles from the family record.
• Remove or attach people to families at any time.
• Print family directories.

Staff Tracking

Even small ministries need to keep track of their adult staff and volunteers. MinistryTracker.com gives you the tools to keep staff information organized as well as give staff and volunteers access to MinistryTracker.com so they can view and update student information.

Example Staff Page

• Give staff and volunteers their own usernames and passwords to access MinistryTracker.com.
• Staff and volunteers can be given granted permissions to only view or edit specific information or students.
• Staff profiles are shared across multiple areas if your staff work in multiple areas of your ministry.
• Assign staff to disciple people and then view staff progress.
• Download a Microsoft Excel^® file with staff mailing addresses.
• Make a staff member inactive if they no longer work actively in your ministry.
• Record staff start dates and volunteer status.
• View all staff contacts with people.

Events & Attendance

MinistryTracker.com includes Sign-In^SM, the first ever online tool for allowing people to sign themselves in at your events — it requires nothing but a web browser — no specialized hardware, drivers, or barcode scanners are needed. However you can use Barcode scanners and Biometrics if you want to.

Example Event Statistics

• Use Sign-In^SM* to let students sign themselves in when they attend your event.
• Have people type their name at the computer or use a Barcode reader or Biometric scanner for signing students in.
• Publish events automatically to Facebook so all your students see your upcoming event in their social media channels.
• Use Sign-In^SM with Labels for your Children’s ministry check-in. Allow a parent to check-in more than one student with just a few clicks and have all of the labels printed in just seconds.
• Use Family Check-in to check in a whole family at one time.
• Upcoming events are published via an RSS feed that you can place onto your ministry Web site or distribute via email to your students, parents, and volunteers.
• Include events on your Google Calendar, desktop iCalendar or Outlook via the iCal subscription link.
• Print a paper attendance sheet for use at events where you don’t have computer access.
• Attendance statistics are automatically generated from your attendance records.
• View graphs of event attendance and your average attendance at events.
• Mark that the Gospel was presented at an event and all attendees will be counted in statistics of who has heard the Gospel.
• First time attendees are noted so you can send them a thank you or welcome note.
• People can add their own record when you use Sign-In^SM and a new person checks in.
• Total attendance as well as unique student attendance is automatically calculated.
• Randomly pick a person to win a door prize from the list of people who have signed in.
• Track event types, dates, time, length, and notes.

Event Registration

MinistryTracker.com includes the event registration. Different from attendance, registration allows people and parents to sign-up for your events ahead of time, pay online, and keep up-to-date if they are on the waiting list.

• Online Registration allows people and parents to register for your events from home.
• Registration shows a person’s amount paid and amount due.
• Online event payments can be made by checking, savings, credit card or PayPal (PayPal also supports international currencies and a variety of other payment methods.)
• We don’t charge extra for online payments. We simply pass along what our bank charges us. All payment fees are paid by students/parents so your ministry receives the entire amount you need.
• Receive a check at the end of the month with all the money that has been paid for your event, or request an earlier payout at any time.
• Manage event registration including deposits and payments for events, waiting lists, and male/female numbers.
• Brand new people can sign-up and create their profile during the event registration process.

School and Church Tracking

MinistryTracker.com allows you keep track of schools and churches in your area.

• Track school information including key school personnel, school address, Web site, phone number, and notes.
• Link people to the school they attend and you can easily view who attends a school from the school information page.
• Track church information including key church personnel, church address, Web site, phone number, and notes.
• Link people to the church they attend and you can easily view who attends a church from the church information page.
• Record a visit to a school event or lunch and quickly mark off contacts with people on a single page.

Groups, Email and TXT Messaging

Easily place students into groups and then email or TXT those groups at a click of a button.

• Create smart groups instantly from any advanced search results. Smart groups automatically update as people that match the search criteria are added to the database.
• Send email (including HTML email and file attachments) to groups of people. A copy is conveniently kept so you know what messages you’ve sent out.
• Easily send TXT messages to your people’s cell phones for just pennies! (Read more about why our TXT service costs just pennies per message recipient.) Remind them of upcoming events quickly and easily.
• Schedule TXT messages to be sent out a certain date and time.
• Receive TXT replies to your email or phone.
• Manually edit the recipient list for cases where you don’t want someone to receive a specific TXT (e.g. surprise birthday party.)
• With the ProTXT plan receive incoming TXT messages to your TXT inbox.
• With the ProTXT plan people can send a TXT message to be added to a group, get group information, register for an event, mark themselves as having attended an event, and get their account balance all view TXT message.
• With the ProTXT plan you can conduct real-time polls where people can vote with their cell phone and you see instant results on screen.
• View the attendance history for each person in a group.
• Print group directories or labels for mailing quickly.

Financial & Budgeting

Track incoming financial gifts and pledge drives using the new Giving features.

Financial Graphs

• Create giving and budget categories customized to your organization.
• Create Pledge drives to easily track pledge goals, pledge amounts, and actual gifts.
• Print tax receipts at the end of the year.
• Search for specific transactions by person, family, category, pledge, or date.
• Track gifts by family or person.
• Create budget sheets and watch income as it relates to your budget expectations.
• Graph actual versus budget for each category and your entire ministry.

Reports

The beauty of all the data you enter into MinistryTracker.com is that it’s instantly added to a database and then accessible for statistics and detailed reporting.

Example demographics report

• Advanced Search report allows you to pick people based on almost any criteria in their record. Instantly create groups or email the people in your search results.
• View a Contact Report that shows each person and when they were last contacted by a staff member or attended an event. Color coding makes visual identification quick and easy.
• Assignment Reports show each staff member and the people they have been assigned. Quickly see the nature of the relationship, the person's stage and their last contact on a single page for each staff member and person.
• Instantly create customizable printable directories of people and or families complete with photos.
• Contact reports show each contact by staff members so you can easily track who is making contacts with your people.
• Stage Reports show which people are in which stage and when they entered their current stage. Quick links to a person’s assigned staff give Director’s the ability to encourage staff to be moving people through the process intentionally.
• Demographics report shows pie charts of your people by age, gender, ethnicity, etc.
• Prayer Requests as consolidated onto a single page so your staff can prayer for them.
• Download a Microsoft Excel^® file with people addresses for mailing.
• Download a Microsoft Excel^® file with volunteer addresses for mailing.
• Download a Microsoft Excel^® file with all contact information.
• Organization decision makers can download a Microsoft Excel^® file with person mailing information for every perrson in an organization.

Built for Big (or Small) Organizations

MinistryTracker.com can radically simplify the way your organization keeps information whether it’s big or small. MinistryTracker.com can be used in a single church ministry or a multi-country outreach group with distinct branches or areas.

• Organization reports show statistics for all areas in the organization so decision makers can see instant up-to-the-minute reports on how every area is doing.
• Each area has distinct people, events, schools, churches and statistics. However, MinistryTracker.com allows you to move people from one area to another, so once a person graduates from your Junior High ministry, their record can move with them into your High School ministry. Staff can be involved in more than one area of ministry while retaining the same record.
• Organizational staff can be granted permissions to view and edit any areas within your organization.
• Organizations set preferences for person stages, commitment types, and contact types that apply to all their areas.
• Area directors are given full permissions to change anything within an area but not organization preferences.
• A small organization with just one area won't be bogged down with complex interfaces or choices...everything stays simple regardless of the number of areas in your organization.

Design

MinistryTracker.com’s design was inspired by ease-of-use and extensive work in Human Computer Interaction. With over 7 years of use in real-life ministry, MinistryTracker.com is already well refined, but we continue to improve and seek comments and feedback from our users.

• Context sensitive help — just hover your mouse over a term or statistic that you don’t understand.
• Easy to use Web form elements create the interface for ease of use.
• Simple is better and MinistryTracker.com tries to keep the information and pages as simple as can be so you can focus on your ministry...not learning new software.
• Since MinistryTracker.com is web-based you can access it from any computer connected to the internet. This includes mobile devices like the iPhone, iPad, Blackberry and Android mobile devices. There is a mobile optimized version or you can use the desktop version on your mobile device.

Want to see more, check out the MinistryTracker.com Demo or Sign Up for your MinistryTracker.com service today!

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