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.
Church database software stores and organizes the essential information every church needs to run well: names, contact info, attendance, giving history, volunteer roles, and more. A good database gives your team a clear, unified view of who’s part of your church and how they’re connected.
Over the past 20+ years in church leadership, I’ve seen how often critical details slip through the cracks. We used to rely on spreadsheets, email archives, and handwritten notes—and when someone asked, “Who followed up with them?” nobody could say for sure. Today, the churches that want to stay organized and responsive are leaning on church database software to keep their systems grounded. I've personally researched and reviewed dozens of software tools like this for churches, and of this I'm confident:
The clarity, stability, and shared access a solid database provides can bring much-needed order to your ministry. With that in mind, I’ve gathered a dependable list of tools designed to help churches track what matters most—without overcomplicating things.
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 for member data security | Free plan available | From $19/month (billed annually) | Website | |
| 2 | Best for all-in-one church management | Free plan available | From $12/month | Website | |
| 3 | Best free plan | Free plan available | From $9/month | Website | |
| 4 | Best for database automation | 14-day free trial | From $249/user/month (billed annually) | Website | |
| 5 | Best donation database | 30-day free trial | From $119/month | Website | |
| 6 | Best for managing church stewardship | Free demo available | Pricing upon request | Website | |
| 7 | Robust church database app with accounting suite | Free demo available | Pricing available upon request | Website | |
| 8 | Church database with custom form builder | 30-day free trial | From $50/month/account | Website | |
| 9 | Best database to integrate newcomers | 30-day free trial | From $15.50/month/account | Website | |
| 10 | Best dashboards & reports | 10-day free trial | From $40/month | 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.
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.
New Product Updates from Gracely
Gracely's Update: New Customization Tools and Improvements
Gracely's weupdate introduces new customization tools, including integrated website building, custom fields, advanced filters, donation batches, and role creation, along with improved dashboard layouts and bug fixes. More details at Gracely Release Notes.
ChMeetings is a cloud-based Church Management Software (ChMS) designed to help faith-based organizations in the US, Canada, UK, Australia, and South Africa streamline their operations. Used by over 7,000 churches across these regions, 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
New Product Updates from ChMeetings
Event Sign-Ups with ChMeetings' Simple Registration
ChMeetings has introduced Simple Registration to ease event sign-ups by collecting only the primary registrant's details and the number of attendees, enhancing privacy and reducing data-entry workload. More details at ChMeetings Product Updates.
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
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
Tithe.ly is a powerful giving platform that simplifies donation management and helps churches grow their generosity through user-friendly tools.
Why I Picked Tithe.ly
Tithe.ly is built to handle all aspects of giving, making it perfect for churches focused on generosity. It supports one-time and recurring gifts, tracks donors' giving history, and even helps with tax statement preparation. For example, its text-to-give feature makes it easy for members to donate on the spot, while its seamless dashboard ensures you can access donor insights anytime.
Standout Features of Tithe.ly
Tithe.ly’s standout features include a mobile-first giving experience with text-to-give, app-based donations, and online portals, all of which make donating effortless. The platform also offers tools for managing campaigns and tracking progress toward financial goals, which is great for pledge drives or special projects. Its automated donor receipts save time during tax season.
Tithe.ly's Integrations
Integrations include QuickBooks, Mailchimp, Breeze, and Planning Center. Tithe.ly also supports API access for advanced customization and works with Zapier for additional third-party integrations.
Pros and cons
Pros:
- Text-to-give functionality
- Easy tracking of donor history
- Mobile-first giving tools
Cons:
- Limited non-donation features
- No free tier available
Blackbaud is a powerful tool for helping churches manage their finances and build stronger relationships with donors, making it a great choice for improving stewardship.
Why I Picked Blackbaud
Blackbaud makes it easy to show donors how their giving makes an impact. With tools for personalized reports and updates, you can share stories, financial breakdowns, and results in a way that encourages generosity. For example, you can send donors a report showing how their gifts helped fund a mission trip or community outreach, strengthening trust and connection.
Standout Features of Blackbaud
Blackbaud provides an online donor portal where people can log in to see their giving history, financial reports, and even thank-you messages. It also simplifies the process of creating donor updates and reports, saving time for your team while helping donors feel appreciated.
Blackbaud's Integrations
Integrations include QuickBooks, Mailchimp, and PayPal. Blackbaud also offers API access, so you can customize the platform to fit your church’s unique needs.
Pros and cons
Pros:
- Robust financial tracking and reporting features
- Offers powerful donor engagement and stewardship tools
- Simple, effective tracking of finances and donations
Cons:
- Limited mobile app functionality
- Requires a learning curve for new users
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
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.
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
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
Other Options
Here are a few other options if you haven’t found what you’re looking for yet.
- Churchteams
For large churches
- Planning Center
For membership groups
- SteepleMate
For detailed member tracking
- Breeze ChMS
Affordable church management software to track areas of service, skills, tools and resources
- Aplos
Web-based church management software with people management and robust reporting
- Fellowship One
Church mobile app builder
- Servant Keeper
Track areas of service, skills, tools and resources for church members
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 is a tool that helps churches store, manage, and access important information about their people and operations.
It keeps everything in one place—contact records, attendance logs, giving data, volunteer assignments, and communication history—so pastors and staff can quickly find what they need. This makes it easier to follow up, plan events, assign tasks, and serve people with care and consistency.
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
What’s the real cost for a small church, beyond the advertised monthly fee?
Most software charges a basic monthly rate, but add-ons like extra users, text messaging, or advanced reporting can raise the price. Transaction fees for online giving are common, too. Always ask for a full breakdown before signing up, and check if you can turn off features you don’t need.
How hard is it to move our data from spreadsheets or old software into a new church database?
Data migration can be tricky, especially if your old system is outdated or messy. Some providers offer free help with data import, while others charge for it. Before you start, ask for a clear migration plan and see if there’s hands-on support for your team.
Can volunteers or part-time staff use church database software without a lot of training?
Many tools are designed to be simple, but some have a learning curve. Look for software with easy onboarding, clear guides, and quick support. If your team isn’t tech-savvy, ask for a demo and try out the basics before you commit.
Are there ways to keep costs low if our church only needs basic features?
Yes, some providers offer free or low-cost plans with just the essentials—like member management and basic communication. Don’t pay for extras you won’t use. Start small, and only upgrade if your needs grow. It’s worth comparing several options to find the best fit.
What happens if we outgrow the software or want to switch later on?
Good software should let you export your data easily if you need to move to something bigger. Ask about data portability and contract terms before you sign up. Avoid tools that lock you in or make it hard to leave; flexibility matters as your church changes.
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