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Last Updated: 12/16/14

Ministries

The Ministries link is the place to administrate the ministries of your church.  You can enter new ministries or potential ministries that you’d like to offer at some point in the future.  Of course you can also mark ministries as inactive and thus preserve a historical record of your past ministries.

There are several sample Ministry Teams already entered for you.  These are provided just to give an idea of what kind of information can be stored.  You are encouraged to delete or edit these groups.

To add a new ministry, click on the Add New Ministry link under the Common Tasks button.  To view an existing ministry, click on it from the list to the left.  A list of Team Members will appear in the middle column (if they are tagged appropriately).  Each name on the list is linked to that individual's profile, simply click on their name and you will jump to the People screen.

Name:  Enter a name for the ministry.

Description:  Enter a brief description of the ministry.  (You are limited to 255 characters.)  You may want to also include information about expectations for involvement like how much time is required, when and where the ministry takes place.

Hide Ministry Team Members Online: If this box is checked the list of members will only show for leaders of the group. If it is unchecked, then anyone with an involvement as "active" in the group will be able to see the members of the group in Portal.

Meeting Day: Add what day this ministry meets / is active.

Frequency:  Select a frequency or a day of the week from the list

Service Time:  Enter the time the ministry takes place.  (e.g., "First Service 8:30 to 9:45 am")

Original Start:  Enter the date the ministry launched.

Restart Date: Enter the date the ministry will start again and be open to new members or starting a new season/project.  This box is used on some publicity reports to encourage new people to join the ministry so that it looks "fresh."

Date Ended: Enter the date the ministry will end or has ended.

Open to New People:  If the ministry is open to receiving new people as assigned by the church staff this box should be checked.  This means that the ministry will show up on publicity reports advertising the church’s ministries.  Uncheck this box if the ministry is closed and not accepting new members.

Status:  Ministries can have a status of potential, active, in recess or inactive.  This list is customizable.  From the Administration screen, click on the Look Up Codes link and enter the type of Ministry Status.

  • If you want to keep track of requests that people make for certain types of ministries, you can create a new ministry and give it a status of potential.  Add the person who requested it to the ministry.  When you get enough people interested you can launch it and change the status to active. 

  • An active status means the ministry continues to function on a regular basis. 

  • The recess status means the ministry is taking a break from regular service but will resume at a later date. 

  • Inactive means that the ministry does not exist anymore. 

Purpose/Category:  Select the main purpose for this ministry or the area of staff responsibility it falls under (i.e. which person on the staff to whom it belongs).  This list is customizable.  Click on the Codes link of the Administration screen and select the type of code called Ministry Purposes to make changes to this list.

Zone: Use this field to note which specific community or subdivision (if any) around your church the ministry belongs to. To add new values to the drop down list, you need to go to the Codes section of the Administration screen.

Location:  Use this field to name the place where the ministry takes place. (e.g., "Worship Center" or "Food Bank Downtown" or "Varies-Call first")

Time Commitment:  Enter the amount of time required of those who wish to serve in this ministry.  For example, "This ministry requires 2 hours a week."

Required Skills/Gifts/Personality: List the skills and abilities necessary for serving in this ministry. 

Purpose: Enter information about the intended purpose of the ministry.

Comments/Other:  This is a free-form text box where you may enter an unlimited amount of information.  Use it as a log to keep track of the ministry, growth, issues, leadership development needs, etc.   Enter comments about the ministry from the leader.

Deleting a Ministry Team:  Under Common Tasks Button along the left side of your screen, click on the Delete this Ministry link.  Keep in mind that you will lose all your ministry team history of each individual if you delete the ministry. Consider changing the Ministry Team Status so you can keep the information.

Ministry Team Involvement Levels

Follow Up Coordinator:  This code is used to note that a person is responsible for following up with anyone who inquires about the ministry and/or indicates interest in joining the ministry.  This code is used in the auto-email functions.

The Follow Up Coordinator is also needed for the Ministry to display in the Ministry Handbook reports.  Without this involvement role the ministry will be excluded.  The Follow Up Coordinator can be the same person as a Leader, Member, etc.   

Helper:  This code is used to note that a person is a helper or assistant to the ministry.  They may not be considered a leader, but might be an apprentice.

In Process:  This code is used to note that the person has been contacted and is in the process of joining/interviewing for the ministry.

Interested:  This code is used to note that a person has indicated interest in joining the ministry team. When using this involvement role, these individuals would be included on the Automated Email sent to the Follow Up Coordinator. 

Leader:  This code is used to note the person is a leader of the ministry team. This code is used in many reports to count leaders, invite them to leadership meetings etc.

Member:  This code notes that a person is a member of the ministry team.  It does NOT mean the person is a member of the church.

Staff Leader:  This code is used to track the staff person responsible for overseeing and supporting this ministry.

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