Church management software checklist 106 Questions to Ask before You Buy
Introduction Choosing the right church management software for your church is an important and potentially difficult decision because there are so many variables and so many people who are affected by the decision, namely your church staff and volunteers. As you begin your search for the right software, you want to find a solution that streamlines your workflow and enhances the processes that currently work well for your church. Good church management software is crucial to accomplishing the everyday tasks of a church office. At Concordia Technology Solutions, we have been developing and selling church management software for over 30 years we know how difficult it can be to sort through your options and to make a decision. That s why we ve put together this Church Management Software Checklist. We surveyed over 3,500 of our church management software customers and asked what was important to them when they purchased their software. What follows are their answers to guide you in the process of finding the right church management software for your church. We hope this white paper will help you uncover your needs, ask the right questions, and point you in the right direction. Throughout this document, you ll see two symbols. This indicates questions you should ask the people who will be using your church management software. This indicates questions you should ask the sales representatives associated with the software you re considering. The final pages contain all the questions suggested to ask sales representatives, which can be printed off as many times as needed. Church Management Software Checklist 2
Decision 1. Why are you moving away from your current software solution? It s good to get this clarified at the beginning of the decision-making process. The answer could be anything from too high of a price to the lack of functionality. In some cases, it could just be that the church staff does not like it. 2. What brought about this change in software? Usually, the answer to this question stems from a change in the software itself, a change in church personnel, or a decrease in budget. Knowing the answer to this could help you prepare for any future changes of the same nature. 3. What do you not like about your current solution? When you use something day in and day out, the little annoyances become unbearable and you become acutely aware of the flaws. Document all the things you would change to make a wish list for your next software. 4. What do you like about your current software? Even though you are ready for a change, each software features at least one redeeming quality (if not more) that your next software solution might not have. Be sure to know what you like about your current software to help you avoid purchasing a different solution that omits the features you currently enjoy. 5. What s your time frame for making a decision? Sales representatives will want to sell you something right away. Have a clear understanding of when you want to make this decision so you can clearly communicate your time frame to the salespeople. Doing so can prevent an overabundance of sales calls too early on in the decision-making process. 6. What s your budget? Your church can only afford so much, and the pricing of church management software varies greatly. In most cases, you get what you pay for, so depending on how large your budget is, you may have to be willing to give up certain features for a lower price. Church Management Software Checklist 3
7. What is the process at your church for making the decision to purchase new software? Every church approaches the decision-making process in a different way. Some churches put together a committee to make a recommendation to the church council, while other churches rely on the pastor to make the decision himself. Clarifying this process up front will help you avoid any misunderstandings. 8. Who needs to be involved in making the decision? If your church chooses to make the decision with a committee, it s very important that the people who use the software the most are on that committee. There are a lot of volunteers with good intentions who like to be involved, but if they re not going to be using the software, their input will not be as valuable as the input of those who will be using the software more frequently. 9. Who will review the different software options? Depending on how many people are on your decision-making committee, you may want to select a few people who will review the different options and bring the best three or four back to the group. With everyone s busy schedules, establishing a time for product demonstrations with more than two people could prove to be difficult, thus delaying the process. 10. Who has the final say on what to purchase? With any decision, it s almost impossible to achieve a unanimous decision; therefore, it s always a good idea to designate one person or to agree on a majority vote to make the final decision. Church Management Software Checklist 4
Users 11. Who will use the new software? Making a list of all potential users is crucial in choosing the right software for your church. Some software companies limit the number of users or licenses, which could be a disappointing surprise if you find out you have more users than available seats. 12. What level of computer knowledge do the users have? Some software is designed for novice users, while other software is better suited for users with moderate to advanced software skills. Having a good understanding of your users strengths and weaknesses will prevent you from selecting a software that is a mismatch. 13. Does your church staff use PCs, MACs, or both? This question could eliminate a long list of potential software options right from the start. Most church management software that is installed on your computer will only work with a PC or a MAC, not both. Web-based solutions work for both, which have made them quite appealing in recent years. 14. What other software does the church staff use on a regular basis? This may seem like an odd question, but it becomes important when determining the level of computer knowledge among your staff, as well as when reviewing the different church management software integration options. 15. Does your church utilize a computer server? Many churches don t have the need to share files or resources, so they choose not to implement a server. If that s the case, you may want to go with a web-based solution so that you can access the same database across all computers. 16. Who is your on-site technical support person? If you have tech-savvy staff member, you may not need to use or pay for technical support. However, if there is no one at your church to fill a support role, the type and availability of technical support for your software becomes an important variable in the decision-making process. Church Management Software Checklist 5
General 17. Do you prefer a web-based or server-based solution? If the computer setup at your church permits you this option, it s still important to determine your preference of web-based versus server-based software. There are dozens of different church management software options, and the answer you come up with for this question can quickly narrow your options. 18. If web-based, do you plan on using the software on mobile devices? Not all web-based solutions work well on smartphones, so it s important not to assume that you can use all web-based software on mobile devices. 19. Do you prefer a one-time fee or regular billing? Most web-based solutions only offer regular billing, so if you re looking to pay for software once and use it forever, a server-based solution may be your best bet. Just remember: most companies require annual support contracts for technical support and product upgrades. 20. If regular billing, do you prefer to pay monthly or annually? Depending on your church, you may have no choice but to pay monthly. However, discounts associated with paying annually generally prove to be the less expensive option in the long run. 21. Does it allow the number of users you need? When you first compare church management software options, be sure to clarify the number of users you require so the price you are quoted is accurate. Some software solutions charge a fee for each additional user. 22. Does it allow for different user permission groups? Security and privacy are very important issues for churches. If a software doesn t allow for certain permissions to be set up, your users might have access to information that you don t want them to have. Church Management Software Checklist 6
23. Will the price change if the church changes in size? Beware of hidden fees. The price quoted during the initial purchase may be fine for today, but what about a year from now? Be sure to find out if the price for your software will increase as your church membership grows. 24. Does it integrate with other standard software? This question is often overlooked because users expect their next church management software to have the same functionality (or feature more) as their current solution. Make sure your new solution integrates with other software you often use. Church Management Software Checklist 7
Membership 25. How many people do you have recorded in your database? Since most pricing is based on church membership size, this key element will give you and sales representatives a good indication on how much you ll end up spending. 26. How many members do you have in your church? Many church management software options will charge you only for those you consider members, so you are not paying more for keeping a record of visitors. 27. How many member households do you have in your church? Other church management software options charge you based on the number of households, regardless of the number of members within those households. 28. Does it limit the number of records that can be kept for individuals? If so, you ll want to see how close you currently are to that limit so you don t have to pay more in the near future. 29. If your church grows, can you easily upgrade the software? Some software is meant for smaller churches, and moving to a version designed for larger churches could mean having to switch software entirely. 30. What information do you ask visitors to submit? The information you collect on visitors should be the least amount of information required for adding a person to your church database. At the very least, you ll want to make sure the new software will allow for you to record all the visitor information you currently collect. 31. Does it allow you to quickly add visitors to the database? The process of adding visitor information should be quick and efficient. If the software is going to require you to enter more information about visitors than you ll ever receive, you ll need to decide if such a feature is an inconvenience. 32. Does it allow you to print mailing labels? This very common task should be able to be completed with just a few clicks. Be sure to inquire about such features that your church would need for simple, everyday tasks. Church Management Software Checklist 8
33. Does it provide a denominational report for your church? While not very common in church management software, this feature could save you a lot of time at the end of each year. 34. Does it automatically group your members based on the data? Having software that groups members automatically will save you a lot of time and prevent you from forgetting someone when contacting or creating a group. 35. Does it allow you to track involvement in small groups? Small-group ministries continue to thrive, but managing these groups can be a difficult task. Make sure the software allows you to manually group members and manage smallgroup information. 36. Does it allow you to keep track of individuals skills, hobbies, etc.? When providing pastoral care or looking for volunteers for a new ministry, standard demographic and contact information just won t cut it. Your new church management software should be as flexible as possible in tracking information that helps you identify members with specific skills, interests, hobbies, and so forth. Church Management Software Checklist 9
Communication 37. Where does your master church calendar reside? Communication is a constant challenge for churches due to the number of people involved and the generally limited amount of time people spend at church. Whether you depend on your church management software for your master church calendar could determine how important this feature is for making your software decision. 38. Does it have the functionality to serve as your church calendar? Most church management software solutions have calendar functionality, but it s important to review it and to make sure that it meets your church s specific and unique needs. 39. What is your primary way of communicating to members? Depending on the average age and the demographics of your congregation, your primary means of communication could vary greatly from other churches. Make a list of the most effective ways you currently reach your members to see if the software you re considering will help you in your efforts. 40. What information do you regularly communicate to members? Just as important as how you communicate is what you communicate. Prayer requests may be communicated differently than your monthly newsletter. Consider how the software will help you communicate important church information. 41. Do you want the software to communicate with your website? While most churches do have a website, many still do not utilize it as anything other than an online bulletin board. There are many ways that church management software can improve and integrate with your website. 42. Does it provide a desired level of integration with your website? There are varying levels of integration available, from exporting the church calendar to displaying membership information. Be sure to ask for specifics on how the new software will integrate. Church Management Software Checklist 10
43. Does it allow you to send mass emails for no additional charge? Most email clients limit the number of email addresses you can include in a single email in order to prevent spam, but there are services that remove this roadblock for you. While most third-party services charge you, some church management software solutions allow you to send mass emails without extra fees. 44. Does it support text messaging at no additional charge? Just like sending mass emails, most text messaging services charge fees based on the number of phone numbers. However, depending on your demographics, this may not even be a need for your church. 45. Will it allow you to securely post your member directory online? A secure online member directory is an excellent addition to any church website. Many software solutions provide this feature with no additional fees, but some do charge extra. 46. Does it allow your members to securely communicate online? With the widespread usage of social media, the ability to communicate online may seem to be unnecessary, but having this reside within the confines of your website prevents sensitive information (such as prayer requests) from inadvertently being shared publicly. 47. Does it integrate with an automated phone tree service? An automated phone service is a great way to quickly reach your members with urgent information, such as prayer requests, schedule changes due to weather, or canceled meetings. But managing your phone number list can be time-consuming. Some church management software solutions will automatically sync your members phone numbers for you with the information in the membership database. 48. Will the software allow you to manage your facility schedule? For smaller churches, managing the facility schedule may not be an issue, but for larger churches, it can be quite difficult to maintain. If this is something you need help with, be sure to ask about it ahead of time. Church Management Software Checklist 11
Attendance 49. How do you take attendance at your church? There is no right way to take attendance, and it seems like there are usually just a few people at the church who actually do this. Answer this question early on so everyone on your committee has a good understanding of this task and the expectations that go along with it. 50. Who enters the attendance information into the database? Generally, the person who takes attendance is not the one who enters it into the church management software. Be sure to get the person who enters this data involved in the decision-making process. 51. Would you like for attendees to check in electronically? The larger the church, the harder it is to track attendance. An easy way to take some of the workload off your church staff is by asking your members to note their attendance electronically. 52. Does it allow you to enter attendance in your preferred manner? Because you know how your church takes attendance now, make sure the new church management software allows you to do so in the same way or provides you with features that will improve the process. One of the biggest frustrations for new software users is a reduction in efficiency because of a software s limited features. 53. Does it allow you to quickly enter attendance for each church service? Spend some time investigating the availability of this feature to make sure it is efficient and user-friendly. 54. Does it provide quick access to the list of absentees? One of the main reasons you track attendance is so you can see who was not there. Review each software to see how quickly you can pull that information when you need it. 55. Does it allow you to easily track member activity? Investigate whether the new software will help your pastor and the church staff know the last time a member communed, particularly when a person is homebound or hospitalized. Church Management Software Checklist 12
Check-In 56. Do you have a need for secure check-in? If you answer no to this question, then you can move on to the next section. However, be careful how you answer this, because even if you don t use a check-in software now, think about whether your church might move toward that direction in the future. 57. Do you currently have secure check-in software? Many check-in software options can be utilized independently of your church management software, so if you have a check-in solution that you like, this feature may not be a deciding factor for your new church management software. However, you might be able to save money by utilizing the check-in solution that comes with your new software. 58. What is your current process for recruiting volunteers? Many, if not most, churches allow people to volunteer without going through an interview process. Today, security is becoming increasingly important, so now might be a good time to review how you recruit and onboard volunteers. 59. Does it integrate with a background check provider? If your church does not already request background checks on your volunteers, now would be a good time to start. The check-in portion of the church management software does not necessarily have to be there to integrate with a background check provider, but it s important to consider security. 60. Does your church s layout limit the entry/exit of attendees? If you are considering implementing a check-in software, you should review if your church s physical layout is conducive for a secure environment. If there are multiple ways for people to get in and out of your children s ministry area, then no check-in software can make that more secure. 61. Does the software provide a secure check-in process? The first question to ask about check-in software is whether there is a solution in place already. If not, then you can ask about integrating third-party solutions. 62. Does it support check-in for multiple events at the same time? Some check-in solutions limit you to one event at a time. If you have multiple events that need security at the same time, it s good to ask this question before making a decision. Church Management Software Checklist 13
63. Does it allow check-in for events that do not need security? Events that require security are not the only events that could benefit from having check-in software. The attendees of your worship services could check-in and print a name badge, all while letting the church office know they were there. 64. Does the check-in software require touch screen monitors and barcode scanners? Check-in software typically comes with a lot of expensive equipment. While the added equipment can be beneficial, it may not be necessary. Research whether the check-in software can be used with the computer equipment you currently have at your church. Church Management Software Checklist 14
Offerings 65. In what ways do members tithe? Members often give their offerings to their church in a variety of ways and expect the church to report it accurately. If your members give by cash, check, electronically, or with gifts-in-kind, your church management software should be able to handle the variety. 66. To what funds do members contribute? Churches vary on how they assign offerings to different funds. Compiling a list ahead of time will help you understand if the software can accommodate your preferences. 67. Who enters, or will enter, the offerings into your church database? Make sure this person is on the decision-making committee. This process can be a very time-consuming task if the software does not make it efficient. 68. Who distributes the contribution statements? Depending on the size of your church and the frequency of distribution, this can be a very large task. Be sure to let the person who does this test or review the software to make sure it works well. 69. How do you distribute the contributions statements? Churches may send out giving information in person, in the mail, or via email. Make sure the decision makers understand the preferred methods for distribution and the why behind the method. 70. Does it allow you to quickly enter offerings in your preferred way? Test this process out with real offerings, and make sure it allows you to enter the information in the way you prefer. 71. Does it integrate with your preferred online giving vendor? Online giving not only encourages regular giving, it can also save you the time of entering that information into your church management software. Church Management Software Checklist 15
72. Does it support offering envelopes? As more churches move to online giving, many people think that offering envelopes will become obsolete but trends have proven that not to be true. Make sure your new software supports this functionality if your church uses offering envelopes. 73. Does it allow you to easily renumber envelopes when needed? Some churches allow members to use the same envelope number each year, while other churches renumber annually. 74. Does it allow users to enter offerings without seeing the names? Often, churches recruit volunteers to enter offerings and to tie them to an envelope number. Will the software allow volunteers to do so without seeing names? 75. Does it convert the list of offerings into a deposit in your church finance software? Often, those who enter offerings and those who make deposits are not the same people, so communicating financial information within the software takes an extra step out of the process. 76. Does it allow for recurring offerings? Offerings by person, especially those who give electronically, rarely vary week to week. Setting up recurring offerings can save a lot of time while entering information. 77. Does it allow you to enter pledges for each contributor by fund? Many churches ask their members to pledge their gifts by fund. If your church does that, be sure to check that your new software can accommodate such activity. 78. Does it allow for easy distribution of contribution statements in your preferred manner? Your new church management software doesn t have to allow every way of distributing contribution statements; it just needs to support your church s preferred method. Church Management Software Checklist 16
Finance 79. Do you plan on changing your finance software as well? There usually is not too great of a need to have your church management software and your church finance software integrate. Often, the financial people at your church prefer to choose their own program, so be sure to clarify whether you are looking to use your current software or to buy a new finance software at this time. 80. Who uses your church finance software? If you are planning on buying finance software, the people involved in the church finances should also be involved in this decision. Usually there are two people: the treasurer, who manages the chart of accounts and budgets, and the financial secretary, who enters the transactions and balances the accounts. 81. What is their level of accounting knowledge? Many churches do not have the luxury of having an accountant manage their finances. If that s the case for your church, you ll want to get software that is easy to use and does not utilize a lot of financial jargon. 82. Do you currently have a solution for processing payroll? Just like finance software, it is not critical that your payroll software be part of your church management software. Therefore, it is important to decide whether incorporating payroll functionality in your church management software is a priority. 83. Does it allow for quick and easy entry of transactions? Like personal finances, churches purchase items for their ministry on a daily basis. Therefore, it is import to be able to enter these transactions with minimal time and effort. 84. Does it require knowledge of credits and debits? The importance of this question depends on the level of financial expertise of your church treasurer and financial secretary. Be sure your finance software is accessible to your volunteers and your staff. Church Management Software Checklist 17
85. Was it developed specifically for churches? Some of the most popular financial software used by churches were not developed for churches, or even for nonprofit organizations. Using finance software developed for businesses is not a bad practice, but it will have extra features that could clutter your software. 86. Does it provide a secure audit trail? Churches use Fund Accounting for their finances, which emphasizes accountability above all else. A secure, unchangeable audit trail is crucial for accountability. 87. Does it allow you to print checks? Printing checks directly from your church finance software can save you time and effort when paying the bills. While this feature is not critical, it can be quite helpful. 88. Does it allow you to process payroll? If you are hoping to utilize the financial part of the church management software for processing payroll, and the software you re considering does not offer payroll processing, it will require you to pay for another software. 89. Does it integrate with your preferred third-party payroll software? If you already use a different payroll processing software, you ll save a lot of time if your new church management software easily integrates with your current payroll software. 90. Does it integrate with your online banking? While this feature is a luxury, it is not common in the church management software market due to the many available banking options. 91. Does it help you in the budgeting process? Anyone who has held a position on a church council can tell you that the church budgeting process can be long and difficult. If your new church management software can aid you in this process, it will save your church staff and volunteers time and stress. Church Management Software Checklist 18
Company 92. How long has the company been developing church software? Companies that have been around for a while generally have a better understanding of their customers needs. While startups may have some exciting new technology, they often lack some of the fundamental pieces that experienced users take for granted. Also, be on the lookout for companies that know software but don t know churches. 93. Does the company currently have a large customer base? The answer to this question will give you a clue as to the company s breadth of available software features. If a company has just a few customers, it most likely means that their products are either new or geared toward a niche market. 94. Is the average church size of their customers comparable with your church? Churches have different needs; some operate more like a business due to the volume of members, income, and expenses. Finding out the average church size for the company s customer base will give an idea as to whether the company will be a good fit. 95. Do they offer live/online product demonstrations? This seems like a no-brainer, but some companies only give you the option to try the software yourself without showing you how it works. Beware of those companies they ll likely be less available when you need technical support. 96. Do they have printed materials available that provide more information on their products? Often in the decision-making process, you have to convince members of the committee to make a decision without seeing the product for themselves. Having detailed printed information will make that decision easier for them. 97. What are the future plans for this software? Software is ever changing, so a company without a plan for development is one that won t be around for long. Some company information is proprietary, but it never hurts to ask. 98. Are there any upcoming specials or promotions? Sales representatives often have an idea of upcoming price breaks and are happy to share that with you if they think it will help them with a sale. Church Management Software Checklist 19
Implementation 99. How long does software implementation typically take? Some software is easy to get up and running, while others can take weeks. While this may not be a reflection of the usability of the software, it s best to go in with a clear understanding of the implementation process. 100. What kind of training is offered? Training is almost always a necessary piece of implementation. Even with the simplest of software, it s best to learn how to use the software correctly to prevent future frustrations. 101. Is the training free, or does it cost extra? Training can be an expensive investment for church software companies, so they often charge for training. Be sure to check these prices and include that in your cost estimate. 102. If training costs extra, are there any discounts for new users? It s important to software companies that customers get up and running right away to begin reaping the benefits of their product. That said, many companies offer free or discounted training during the first year. Ask and take advantage of the offer before it s too late. 103. Does technical support cost extra? While it may seem to be excessive, some companies can only provide technical support because they charge for it. Including support in your investment will prevent any future surprises, and you ll soon find it is worth the additional expense. 104. If support costs extra, are there any discounts for new users? Some companies give new users a free or discounted first year of support, so be sure to factor that into your total price. 105. What is the availability of technical support? Think about your church staff and volunteers and when they are going to be using the software. Make sure that technical support is available in a timely fashion when they need it. 106. Are upgrades released on a regular basis? When bugs are found in the software, does the company release fixes right away, or do they only release updates at specific times throughout the year? Church Management Software Checklist 20
Checklist Print off as many of these as needed, and complete one for each software you review. Church Management Software: Company: Sales Representative: Phone Number: Email Address: General / Company Yes No Is it web-based? Is it server-based? Does it have a one-time fee? Does it have regular billing? Do you have the option of annual or monthly billing? Is it compatible on mobile devices? Does it allow the number of users you need? Does it allow for different user permission groups? Will the price change if the church changes in size? Does it integrate with other standard software? Has the company been developing church software for a while? Does the company currently have a large customer base? Is the average church size comparable with your church? Do they offer live/online product demonstrations? Do they have printed materials available that provide more information? Are there future plans for this software? Are there any upcoming specials or promotions? Church Management Software Checklist 21
Membership Yes No Does it limit the number of records that can be kept for individuals? If your church grows, can you easily upgrade the software? Does it allow you to quickly add visitors to the database? Does it allow you to print mailing labels? Does it provide a denominational report for your church? Does it automatically group your members based on the data? Does it allow you to track involvement in small groups? Does it allow you to keep track of individuals skills, hobbies, etc.? Communication Yes No Does it provide a desired level of integration with your website? Does it allow you to send mass emails for no additional charge? Does it support text messaging at no additional charge? Will it allow you to securely post your member directory online? Does it allow your members to securely communicate online? Does it integrate with an automated phone tree service? Will the software allow you to manage your facility schedule? Attendance Yes No Does it allow you to enter attendance in your preferred manner? Does it allow you to quickly enter attendance for each church service? Does it provide quick access to the list of absentees? Does it allow you to easily track member activity? Church Management Software Checklist 22
Check-In Yes No Does it integrate with a background check provider? Does the software provide a secure check-in process? Does it support check-in for multiple events at the same time? Does it allow check-in for events that do not need security? Does the software require touch screen monitors and barcode scanners? Offerings Yes No Does it allow you to quickly enter offerings in your preferred way? Does it integrate with your preferred online giving vendor? Does it support offering envelopes? Does it allow you to easily renumber envelopes when needed? Does it allow users to enter offerings without seeing the names? Does it convert the list of offerings into a deposit in your church finance software? Does it allow for recurring offerings? Does it allow you to enter pledges for each contributor by fund? Does it allow for easy distribution of contribution statements in your preferred manner? Finance Yes No Does it allow for quick and easy entry of transactions? Does it require knowledge of credits and debits? Was it developed specifically for churches? Does it provide a secure audit trail? Does it allow you to print checks? Does it allow you to process payroll? Does it integrate with your preferred third-party payroll software? Does it integrate with your online banking? Does it help you in the budgeting process? Church Management Software Checklist 23
Implementation Yes No Does software implementation typically take a long time? Is training offered? Is the training free, or does it cost extra? If training costs extra, are there any discounts for new users? Does technical support cost extra? If support costs extra, are there any discounts for new users? Is technical support readily available? Are upgrades released on a regular basis? Additional Questions Yes No Comments / Notes Church Management Software Checklist 24
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