2025’s Best Church Database Software Tools
10 Best Church Database Software Shortlist
Here's my pick of the 10 best software from the 17 tools reviewed.
Our one-on-one guidance will help you find the perfect fit.
When our church planting team first planted New Life Fellowship back in 2019, managing our church information felt simple. With only a handful of members and volunteers, it was easy to keep track of everything on a spreadsheet. But as our church grew, our team started feeling the cracks:
- We'd constantly scramble to update contact info for members and volunteers.
- Follow-ups and care needs began slipping through the cracks.
- We missed out on patterns in giving and attendance that could have shaped our practical decisions.
These challenges were a wake-up call—we needed a better system. That’s why I’ve put together this roundup of the best church database software tools. Each one offers features that help you stay organized, gain insights, and focus on what matters most: ministering to your people.
Why Trust Our Software Reviews
We have been testing and reviewing church database software since we launched TheLeadPastor in 2019. As pastors and church leaders ourselves, we know how tough it is to identify and select the right software.
Like you, we've spent countless hours finding the best tools for our ministries. To make life easier for our readers (you, basically), we've invested in extremely detailed, thorough research. We've trialed over 2,000 tools and written over 1,000 reviews to help you make the 'just right' choice.
Want to see how we stay transparent? Check out our affiliate page. For a detailed look at our process, see our review methodology.
The Best Church Database Software Solutions Summary
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best free plan | Free plan available | From $9/month | Website | |
| 2 | Best for all-in-one church management | Free version available | From $12/month | Website | |
| 3 | Best for member data security | Free plan available | From $19/month (billed annually) | Website | |
| 4 | Best for database automation | 14-day free trial | From $249/user/month (billed annually) | Website | |
| 5 | Robust church database app with accounting suite | Not available | Website | ||
| 6 | Best for membership groups | 30-day free trial | From $14/month/up to 75 group members | Website | |
| 7 | Best for large churches | Not available | Website | ||
| 8 | Church database with custom form builder | 30-day free trial | From $50/month/account | Website | |
| 9 | Best dashboards & reports | 10-day free trial | From $40/month | Website | |
| 10 | Best database to integrate newcomers | 30-day free trial | From $15.50/month/account | Website |
Reviews Of The Best Church Database Software Solutions
Here’s a brief description of each church database app to showcase each tool’s best use case, some noteworthy features, and screenshots to give a snapshot of the user interface.
ChurchTrac is a cost-effective church management software that offers a robust free plan, making it accessible to small churches and ministries on a budget.
Why I Picked ChurchTrac
ChurchTrac shines as an affordable option with a free plan that still provides essential features. It covers member management, event planning, and giving tracking without requiring a financial commitment. For instance, small churches can manage their congregation, create schedules, and track attendance with ease, making it a perfect starting point for budget-conscious ministries.
Standout Features of ChurchTrac
ChurchTrac’s free plan includes features like member tracking, attendance, and even giving management, which is rare for free-tier software. It also provides song library and worship planning tools for churches that emphasize music ministry. The built-in communication tools, such as bulk texting and emailing, make it easy to stay connected with members.
ChurchTrac's Integrations
Integrations include Stripe, QuickBooks, Mailchimp, and Planning Center. It also supports exporting data for third-party use but does not offer API access.
Pros and cons
Pros:
- Bulk texting and emailing capabilities
- Free plan includes essential features
- Supports member and giving management
Cons:
- Limited integrations compared to competitors
- Lacks deep customization options
ChMeetings is a cloud-based Church Management Software (ChMS) designed to help faith-based organizations streamline their operations. Used by over 7,000 churches worldwide, it provides an intuitive and affordable solution with multilingual support in 22 languages.
Why I Picked ChMeetings
As an all-in-one church management system, ChMeetings excels as a comprehensive church database tool. It allows administrators to efficiently manage member records, track attendance, and oversee small groups or ministries with ease. The software also supports secure online donations, making it simple to collect and monitor contributions while providing built-in financial management features for budgeting and reporting.
Standout Features of ChMeetings
Beyond its core functions, ChMeetings stands out with additional features that enhance church operations. Event management tools help organize services, fundraisers, and community gatherings, while automated communication features enable churches to send emails, SMS, and push notifications to keep members engaged. Plus, every user gets access to a standard mobile app, with an option to upgrade to a branded version for a customized experience.
ChMeetings' Integrations
Integrations include Stripe, Twilio, Google Calendar, and Mailchimp. It also supports data exports and API access for advanced customizations.
Pros and cons
Pros:
- Communication tools for group messaging
- Real-time updates across devices
- Accessible via mobile and web apps
Cons:
- Limited donation tracking features
- Extra setup for advanced configurations required
Gracely is a user-friendly church management software that offers features such as people management, events and attendance tracking, an online giving system, forms management, and email communication. Its platform is designed to be accessible to people without advanced tech skills and it offers a free plan, which is ideal for smaller churches with minimal resources.
As a church database software, Gracely has a detailed people directory that tracks contact information, age groups, and other optional fields like location and occupation. Additionally, the customizable church portal provides a centralized place to share updates, manage and track events and donations, and find groups within the database. Furthermore, Gracely ensures data protection by securely storing member and payment data in the encrypted cloud.
Keap is a CRM platform designed to streamline database automation, helping churches efficiently manage member communication and follow-ups.
Why I Picked Keap
Keap’s automation tools are its biggest strength, making it ideal for churches that want to save time on repetitive tasks. You can automate workflows for follow-ups, event reminders, and even donor thank-you notes. For example, after a member attends an event, Keap can automatically send a personalized email thanking them and inviting them to the next activity. This ensures consistent engagement without adding to your workload.
Standout Features of Keap
Keap excels at email and text message automation, allowing you to set up multi-step campaigns triggered by specific actions. It also offers advanced segmentation, letting you group members based on attendance, donations, or ministry involvement. The built-in invoicing and payment tools are a bonus for churches with event registrations or paid resources.
Keap's Integrations
Integrations include QuickBooks, Zapier, Mailchimp, Google Workspace, and HubSpot. It also provides API access for custom automation and additional integrations through third-party platforms.
Pros and cons
Pros:
- Built-in email and text campaigns
- Advanced member segmentation tools
- Robust automation for workflows
Cons:
- Requires time to set up automations
- Reporting tools are not donation-focused
ACS is a powerful all-in-one church management solution designed to streamline member tracking and financial management for churches of all sizes.
Why I Picked ACS
ACS stands out because of its combination of database management and accounting tools, making it ideal for churches that need both in one system. It lets you manage member records, track giving, and handle finances, such as budgets and payroll, all in one place. For example, you can track donations and easily generate detailed financial reports for transparency and compliance.
Standout Features of ACS
ACS integrates its accounting tools seamlessly with its member management features, providing a comprehensive view of your church’s health. It also includes pledge tracking, event registration, and attendance management, ensuring you’re covered across various church functions. Its multi-campus support adds extra flexibility for larger churches.
ACS's Integrations
Integrations include QuickBooks, Constant Contact, Vanco, and Stripe. ACS also supports API access for advanced customizations and works with select third-party tools to expand its functionality.
Pros and cons
Pros:
- Strong financial reporting features
- Event registration and attendance tracking
- Combines database and accounting tools
Cons:
- Lacks advanced visitor follow-up tools
- Steeper learning curve for beginners
Planning Center is a suite of tools you can use to record and maintain critical information about your church and its members. It has a calendar functionality you can use to schedule events and track rooms and resources to avoid scheduling conflicts. Planning Center has a membership management feature to record and organize the personal details of church members like contact information, group memberships, church history, and others.
Planning Center is the best church database software if your church has many active small groups because it has a group management feature you can use to maintain a database of groups and their members. The software lets you add a comprehensive description of a group and its goals to help encourage new members. You can also use Planning Center to share useful documents, videos, audio, and other files to specific groups to help both the group and its members grow.
Planning Center integrates with other church management tools, including ProPresenter, PushPay, Worship Extreme, Zapier, etc.
Churchteams is a comprehensive church management software built to meet the needs of large churches, with scalable tools for managing members, communication, and engagement.
Why I Picked Churchteams
Churchteams is tailored for the complexities of large churches, offering features like robust member management and powerful group tools. For example, it can handle multiple campuses and ministries with ease, track attendance across all activities, and enable streamlined communication with different groups at once. Its scalability ensures that even as your church grows, the platform can grow with you.
Standout Features of Churchteams
Churchteams excels with its group-based approach to management, allowing detailed tracking of small groups, teams, and ministries. Its automated follow-up system ensures no member is overlooked. Additionally, its text-to-church feature lets members check in, register for events, or give donations via text, making it incredibly user-friendly.
Churchteams' Integrations
Integrations include QuickBooks, Mailchimp, Planning Center, and Google Calendar. It also offers API access for advanced customizations and works with Zapier to connect with a wide range of third-party tools.
Pros and cons
Pros:
- Developed with scalability in mind
- Multi-campus support
- Robust group management tools
Cons:
- Setup process more complex than other tools
- Advanced features require technical expertise
Elvanto is a SaaS church management system for handling administrative tasks like maintaining your church calendar, managing membership database, worship planning, volunteer scheduling, and donor management. It has built-in templates allowing you to send mass emails and SMS to relay critical information to all members. Elvanto has a mobile app version that works on iOS and Android mobile devices so church volunteers can participate in event planning and collaborate with fellow volunteers.
Elvanto is the best church management system if you want to create custom forms to obtain membership details because of its form builder feature. Elvanto’s form builder feature provides you with customizable forms you can use for group memberships, worship services, fund-raising events, and others. This gives you complete control over the type of information you want to obtain for your church database software program. You can embed forms on your church website so you can automatically sync information, ensuring that your church database is constantly updated.
Elvanto integrates with other church management and productivity apps like SongSelect, PayPal, MailChimp, and Stripe.
FaithTeams is a comprehensive church management software that excels in providing intuitive dashboards and detailed reports, empowering church leaders with actionable insights.
Why I Picked FaithTeams
FaithTeams offers user-friendly dashboards and robust reporting tools, making it ideal for churches seeking clear data visualization. Its customizable dashboard provides a bird's-eye view of key metrics like attendance, contributions, and volunteer involvement. For example, you can quickly assess weekly attendance trends or monitor donation patterns, facilitating informed decision-making.
Standout Features of FaithTeams
FaithTeams includes pre-built reports that offer visual clarity on trends such as contributions by fund, donation types, and new donor activity. Additionally, it provides tools for tracking visitor data and analyzing engagement through SMS and email campaigns, helping churches understand and enhance member involvement.
FaithTeams' Integrations
Integrations include Stripe, Mailchimp, and Twilio. The platform also supports data exports, but it does not currently offer API access or advanced third-party integrations.
Pros and cons
Pros:
- All-in-one platform with communication tools
- Pre-built reports with visual trend analysis
- Customizable dashboards for key metrics
Cons:
- Limited advanced financial management features
- Advanced customization options are limited
ChurchSuite is an all-in-one church management platform that focuses on helping churches connect and integrate newcomers into their community.
Why I Picked ChurchSuite
ChurchSuite’s emphasis on engagement and newcomer integration makes it a standout. It offers tools like small group management, event sign-ups, and member directories that make it easy to guide newcomers into church life. For example, you can track a visitor’s journey from their first visit to active involvement in a ministry or small group, ensuring no one slips through the cracks.
Standout Features of ChurchSuite
ChurchSuite shines with its visitor follow-up automation, which helps ensure newcomers feel welcomed and informed. Its small group management tools simplify organizing and communicating within groups. Plus, the integrated event sign-up system makes it easy for members and visitors to join in on church activities with minimal barriers.
ChurchSuite's Integrations
Integrations include Mailchimp, Google Calendar, Xero, Stripe, and Planning Center. ChurchSuite also offers API access, allowing you to create custom integrations tailored to your church’s needs.
Pros and cons
Pros:
- Customizable member directories
- Integrated event sign-up system
- Strong visitor follow-up automation
Cons:
- Steep learning curve for new users
- Limited donation management features
Other Options
Here are a few other options if you haven’t found what you’re looking for yet.
- Blackbaud
For managing church stewardship
- Tithe.ly
Donation database
- SteepleMate
For detailed member tracking
- Breeze ChMS
Affordable church management software to track areas of service, skills, tools and resources
- Fellowship One
Church mobile app builder
- Servant Keeper
Track areas of service, skills, tools and resources for church members
- Aplos
Web-based church management software with people management and robust reporting
Selection Criteria for Church Database Software
When selecting church database software, we focus on features that reduce admin time, allowing you to dedicate more to ministry. Our team carefully tests and reviews these tools to ensure they meet essential needs and solve common challenges.
Core Church Database Features (25% of total score)
Key functions include member management, attendance tracking, donation and volunteer tracking, event scheduling, communication, reporting, mobile access, security, and integrations.
To qualify, the software must effectively handle:
- Tracking member information and history
- Managing donations and finances
- Organizing events and volunteers
- Communicating with members via email and SMS
- Generating reports for church leadership
Additional Standout Features (25% of total score)
These features set some tools apart:
- Mobile app access for on-the-go management
- Advanced reporting and analytics
- Integration with social media for outreach
- Customizable dashboards
- Enhanced security, like two-factor authentication
Some also offer automated attendance tracking and data analytics for deeper insights.
Usability (10% of total score)
Look for:
- Easy-to-use interface
- Drag-and-drop event scheduling
- Simple navigation and search
- Clear data entry forms
Onboarding (10% of total score)
Strong onboarding makes a difference, including:
- Training videos and interactive tutorials
- Pre-designed templates for quick setup
- Step-by-step product tours
- Chatbots and webinars for ongoing support
Customer Support (10% of total score)
Reliable support matters. Look for:
- 24/7 customer support
- Responsive, knowledgeable staff
- Multiple support channels (phone, email, live chat)
- Comprehensive help center or FAQ
Value for Money (10% of total score)
Make sure pricing is:
- Competitive and transparent
- Tiered for different church sizes
- Offering a free trial or demo
Customer Reviews (10% of total score)
- Seek positive feedback on functionality, ease of use, and reliable customer support, as well as testimonials highlighting time savings.
By focusing on these criteria, we aim to recommend church database software that truly supports pastors in focusing on ministry rather than admin tasks.
How to Choose Church Database Software
As you go through the process of choosing software, keep these points in mind:
- User-Friendly Interface: The software should be easy to use. Complex systems can frustrate your team and lead to inefficiencies. For instance, a church secretary should be able to manage the database without needing extensive training.
- Integration Capabilities: See if the software connects with other tools your church already uses, like accounting or email marketing software. This can save time and reduce data entry errors. For example, software that works well with your church management system can make daily tasks easier.
- Scalability: Make sure the software can grow with your church. As your congregation grows, your software needs may change too. Choosing a scalable solution now can save you the trouble of switching systems later. For instance, a database that handles your current needs should also be able to manage a larger group in the future.
- Security Features: Look for strong security measures, like encryption and user access controls, to protect sensitive information. This keeps your members’ data safe from breaches. For example, software with two-factor authentication adds an extra layer of security.
- Support and Training: Reliable support and helpful training resources are important. Quick and effective help can make all the difference when issues come up. For example, 24/7 support or easy-to-follow online tutorials can greatly improve user experience.
By considering these factors, you’ll be better prepared to choose the right church database software for your needs.
What is Church Database Software?
Church database software helps churches manage day-to-day tasks. It can send member emails, track event attendance, and automatically record donations. This software allows leaders to easily track member information, donations, event planning, and communications.
Using church database software lets you focus on ministry, not paperwork.
Key Features to Look For
Choose software that reduces admin time so you can focus on ministry. Important features include:
- Easy Member Management: Quickly update member details to support pastoral care.
- Automated Reporting: Generate reports with minimal effort, saving time for higher priorities.
- Event Scheduling: Organize events easily, freeing you to focus on spiritual leadership.
- Online Giving: Simplifies donations, reducing admin tasks and increasing transparency.
- Communication Tools: Email or text members easily, enhancing outreach.
- Volunteer Management: Track volunteers effectively, ensuring smooth activities.
- Attendance Tracking: Monitor attendance simply to understand member involvement.
- Mobile Access: Manage operations on the go.
- Customizable Dashboards: View key info at a glance for quick, informed decisions.
- Security Features: Protect data to give peace of mind and enable focus on ministry.
Benefits of Church Database Software
Here are five key benefits for pastors and church leaders:
- Better Member Management: Easily track and update member info for stronger connections.
- Efficient Communication: Send important messages quickly to keep members engaged.
- Simple Donation Tracking: Keep donations organized, improving financial transparency.
- Effective Event Coordination: Manage events and volunteers efficiently, letting you focus on ministry.
- Quick Reporting: Generate reports fast, gaining insights that help you lead effectively.
Using church database software helps you manage church tasks more efficiently, freeing more time for ministry. These tools boost member engagement, improve financial oversight, and streamline admin work, ultimately strengthening your church.
Costs & Pricing for Church Database Software
When selecting church database software, understanding the different plan options and their prices is essential. This knowledge will help you find the best fit for your church’s needs and budget. Below is a table summarizing common plans, average prices, and included features.
| Plan Type | Average Price | Common Features | Best For... |
|---|---|---|---|
| Free | $0 | Basic member management, limited communication tools, basic reporting. | Small churches with tight budgets. |
| Basic | $20/month | Member management, email communication, donation tracking, basic event scheduling. | Small to medium churches needing core features. |
| Standard | $50/month | All Basic features, plus text messaging, advanced reporting, volunteer management. | Medium churches needing more tools. |
| Premium | $100/month | All Standard features, plus mobile app access, custom dashboards, enhanced security features. | Larger churches needing advanced features. |
| Enterprise | $200/month | All Premium features, plus full integration with other software, priority support, unlimited users. | Very large churches needing top-tier features. |
Each plan offers a variety of features to meet different needs. Think about your church size, budget, and specific needs when choosing a plan.
Church Database Software Frequently Asked Questions
Is our members' information safe and secure with this software?
Yes, most church database software offers strong security features like encryption and user access controls to keep member information secure. Look for options with two-factor authentication and regular security updates.
Can this software manage multiple church locations?
Yes, many church database tools can support multiple locations. They allow you to manage data, events, and finances for each site while keeping everything connected.
Can we customize the software to fit our church’s needs?
Yes, you can usually customize dashboards, reports, and member fields. Many tools also allow integration with other software your church uses.
How does the software back up and recover our data?
Good church database software automatically backs up your data and offers easy recovery options, ensuring your information stays safe and accessible.
Are there any extra fees or hidden costs?
Some software may have extra fees for added features or users, particularly transaction fees. Most providers are upfront about pricing, but it’s a good idea to review the details and ask about any extra costs before deciding.
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