10 Church Management System Features That Matter Most
Choosing the right church management software (ChMS) seems like a leap of faith, but with a lot more Googling. There are dozens of church management system features to consider, and more software providers are always joining the ChMS market!
Yep. It's true: it’s never been harder to pick church management software that fits you and your church leadership team.
No worries, though, because my team and I have done some serious heavy lifting for you. Today, we'll explore the features all industry-leading ChMS tools share in common. We'll especially focus on those that are essential to enabling and increasing church leadership effectiveness.
So...What IS Church Management Software?
Church management software automates and streamlines many of church leaders' most administratively intensive tasks.
Simply put, the right ChMS features need to make it easier for you to win at work.
Here are a handful of ChMS recommendations for you, each with a general comment about which circumstance it's best suited for:
Ten Features Your Church Management System Needs
Church leaders are some of the busiest on the planet, always juggling various priorities simultaneously. As a pastor, your responsibilities are widespread; the church management software your church deploys must support you in a wide variety of ways:
- Reduce your day-to-day administrative load
- Cut down on your managerial tasks
- Decrease time spent on manual data entry
- Improve data-gathering and provide accurate reports
The very best church management software programs share similar core features:
1. Member Management
Managing member information can be overwhelming. This feature allows you to easily track member information and attendance (online member records). Your church members can also update their contact details and personal info in one place. Most ChMS also allow you to segment your members into groups for better communication. Simplify member tracking and enhance communication with easy-to-use member management tools.
2. Church Communication
Keeping your congregation informed can be challenging. With church communication, you can send emails, texts, and church newsletters directly from the software. You can schedule messages for future dates and times. You can also track open and response rates to improve engagement and streamline communications with your church members.
3. Event Management
Coordinating church events can be time-consuming. Event management is a cornerstone of ChMS tools. You and your staff can create and promote church events with ease. Management of event registrations and payment processing happens online. Then, generate attendee lists and check-in members seamlessly. Simplify event coordination and enhance participation with efficient event management.
4. Online Giving
Handling donations can be a hassle. Enable the church members who tithe or give offerings to do so online. Track donations and generate giving statements. Set up recurring donation options for consistent, predictable support. Make giving easier and more consistent with online giving features.
5. Volunteer Management
Organizing volunteers can be complex. Organize and schedule volunteers for various roles. Send reminders and updates to keep volunteers informed. Track volunteer hours and recognize their contributions. Streamline volunteer coordination and ensure everyone stays informed.
6. Child Check-In
Ensuring child safety during church events is crucial. Ensure a secure and streamlined check-in process for children. Print name tags and guardian receipts instantly. Track attendance and allergies or special needs. Enhance child safety and simplify check-ins with efficient child check-in processes.
7. Reporting and Analytics
Understanding church metrics can be daunting. Choosing the RIGHT church metrics is even more so. A church management system will allow you to generate detailed reports on attendance, giving, and more. Customize reports to suit your church’s needs. Use church metrics to make informed decisions and plan better. Gain valuable insights and improve decision-making with comprehensive reporting and analytics.
8. Financial Management
Managing church finances is complex - but a ChMS allows you to manage budgets, expenses, and income in one place. Track financial transactions and generate financial reports. Integrate your ChMS with your accounting software (which can support good church accounting best practices) for streamlined processes.
9. Mobile App
Staying connected to the church while on the go can be difficult for members, staff, and volunteers. A ChMS mobile app is a vital feature. Volunteers can quickly log in and find when they’re next scheduled to serve. Leaders can easily check in to reference member information and manage events, giving, and attendance - all from their phones.
10. Integration Capabilities
Using multiple tools can be inefficient. Sync with other tools like email platforms and social media. Import and export data easily between systems. Use APIs to connect with custom applications. Enhance efficiency and streamline operations with seamless integration capabilities.
How To Determine Most Useful Features For Your Own Church
Your church size and primary growth goals should be considered as you evaluate which weighting to give the various features. Here are a few things to consider as you make your choice:
| Church Size | Features to Prioritize |
| Under 100 members | Basic member management, simple financial tracking, essential communication tools |
| 100–500 members | Event management, advanced reporting, online giving options, child check-in systems |
| 500+ members | Integration capabilities, volunteer management, mobile app functionality, comprehensive reporting |
| Growth Goals | Features to Prioritize |
| Outreach | Communication tools, event management, online giving |
| Member Engagement | Member management, volunteer coordination, reporting |
Three Things to Remember:
- Find church management system features that closely match your specific needs, and avoid choosing based on flashy or innovative tools alone.
- Use free trials! Know exactly what you're getting before purchasing. Keep an eye out for features that may be wasted on your organization.
- Don't rush into a new church management system. Ensure it feels right for your organization. Expect some snags along the way, but remember: if setup takes too long, the software isn’t doing its job.
What’s Next?
If you're ready to start evaluating the right software for your team, check out our picks for the best church management software. Our team has thoroughly vetted and ranked the best ChMS tools on the market today.
More Practical Advice Worth Checking Out
- how to elevate church business meetings with a strong agenda
- how to handle criticism as a church leader (and defuse the critics)
- how to choose church management software you (and your team) will love
- how to start a church (story of New Life Fellowship)
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