EasyChurch User Guide

Getting Started with EasyChurch

Welcome to EasyChurch — the all-in-one church management platform built for modern Philippine congregations. This guide will walk you through every feature of the platform, from initial setup to advanced reporting.

EasyChurch is a cloud-based SaaS platform, which means there is nothing to install. You access everything through your web browser at app.easychurch.ph. Your data is securely stored and accessible from any device — desktop, tablet, or mobile.

Account Setup

When you first register your church, EasyChurch automatically creates a dedicated workspace. Here's how to get your church set up correctly from day one.

1. Church Profile

Navigate to Settings → Account Settings and fill in your church's information:

• Church Name — The full official name of your church
• Location — City/municipality where your church is based
• Social Media — Your Facebook page or church website link
• Logo — Upload your church logo (PNG or JPG, max 2MB)

2. Initial Configuration

Before adding members, configure these settings to match your church's structure:

• Networks — Your congregational networks or geographical areas (e.g., North, South, Central)
• Ministries — Ministry groups within your church (e.g., Worship, Youth, Children)
• Services — Your regular service schedules (e.g., Sunday 8AM, Sunday 10AM)

User Roles & Permissions

EasyChurch uses role-based access control. Each team member gets a role that determines what they can see and do.

Adding Team Members

1. Go to Settings → User Accounts
2. Click "Add User" and enter the person's email address
3. Select a role: Moderator or Group Leader
4. If assigning a Group Leader, link them to their small group
5. Click Save — an invitation email will be sent to the user

Importing Members

If you're migrating from another system (or from spreadsheets), you can import your member list using a CSV file.

CSV Format

Your CSV file should include the following columns. The first row must be the header row.

• first_name — Member's first name (required)
• last_name — Member's last name (required)
• middle_name — Middle name (optional)
• email — Email address (optional but recommended)
• mobile — Philippine mobile number (e.g., 09171234567)
• birthday — Date of birth in YYYY-MM-DD format
• gender — M or F
• civil_status — Single, Married, Widowed
• network — Network name (must match a network in Settings)
• ministry — Ministry name (must match a ministry in Settings)
• status — Active, Visitor, Inactive

Members & Visitors

The Members module is your complete congregational directory. Every person in your church — whether an active member, a visitor, or someone on a discipleship journey — has a profile here.

Member Profiles

Each member profile contains:

• Personal information (name, contact, birthday, address)
• Church information (network, ministry, status, join date)
• Attendance history
• Small group membership
• Discipleship journey progress

Member Status Lifecycle

Member status changes automatically based on attendance and eligibility rules you configure in Settings:

• Visitor — First-time or irregular attendee
• For Membership — Visitor who qualifies to become a member
• Active — Regular member in good standing
• Inactive — Member who hasn't attended for the threshold period
• For Withdrawal — Inactive member eligible for withdrawal
• Transferred / Withdrawn / Deceased — Final statuses

First-Time Visitors

To register a first-time visitor during a service, go to Members → New First Timer or use the quick-add button in the Attendance module. Visitors are automatically tracked for follow-up.

Attendance

EasyChurch makes it easy to take and track attendance for every service and event your church holds.

Taking Attendance

1. Go to the Attendance module from the sidebar
2. Select the date and service schedule
3. Search for members by name or browse the full list
4. Mark each person as Present, Absent, or First Timer
5. Click Save — the attendance is recorded and dashboards update in real time

Usher Mode

For ushers taking attendance at the door, EasyChurch offers a simplified "Usher Mode" — a streamlined interface optimised for speed. Ushers with the Moderator role can access this from any device, including tablets and phones.

Event Attendance

For special events (conferences, prayer nights, outreaches), create an event under Events and manage attendance separately from regular Sunday services. Event attendance contributes to member engagement scores.

Small Groups

The Small Groups module helps you manage every cell group, fellowship, and home group in your church — from individual group activities to church-wide hierarchy views.

Creating a Small Group

1. Go to Small Groups → Group Management
2. Click "+ Add Group"
3. Enter the group name, assign a leader, and optionally set a parent group
4. Save the group — it will appear in the groups list immediately

Group Status

EasyChurch automatically tracks the health of each small group:

• Potential Small Group (gray) — Group has activity but hasn't yet met the qualified member threshold
• Active Small Group (green) — Group meets the minimum qualified member count
• Inactive Small Group (red) — No activities recorded in the configured inactivity period

Recording Group Activities

Group leaders log each fellowship or bible study session under Group Management → Activities. Activities include a date, activity type, and the list of attendees. Attendance is cross-referenced to calculate member qualification status.

Group Reports

Access detailed attendance matrices showing which members attended which sessions, along with attendance rates, perfect attendance counts, and "at risk" member flags. Go to Small Groups → Group Reports and filter by leader and month.

Auto Status Settings

Configure the rules for automatic status updates in Settings → Small Group Settings:

• Min Members for Active Status — How many qualified SG Members a group needs to become Active
• Min Meetings for Member Qualification — Meetings a member must attend to become an "SG Member"
• Max Consecutive Absences — Absences before a member is tagged Inactive
• Months Without Activity — How long before a group is tagged as Inactive Small Group

Discipleship Journey

The Discipleship Journey module maps out your church's spiritual growth pathway and tracks every member's progress through it.

Configuring Stages

Navigate to Journey → Stages to define your church's discipleship stages (e.g., New Believer, Core Member, Leader in Training, Leader). Each stage can have associated trainings that a member must complete before advancing.

Enrolling Members

1. Go to Journey → Enrollment
2. Select the member and the stage or training to enroll them in
3. Set an enrollment date and any notes
4. The member's profile will reflect their journey progress immediately

Journey Reports

View the discipleship stage breakdown of your entire congregation under Members → Journey. This gives leadership a clear picture of where your congregation is in their spiritual growth and where follow-up is needed.

SMS Broadcast

Send announcements, event reminders, and follow-up messages directly to your congregation's phones.

Sending a Broadcast

1. Go to Broadcast → Send SMS
2. Compose your message (up to 160 characters for a single SMS)
3. Choose your recipients: All Members, by Network, by Ministry, or by Status
4. Review the estimated recipient count and SMS cost
5. Click Send — messages are delivered within minutes

Best Practices

• Keep messages short and clear — stick to one topic per broadcast
• Always include the church name at the start (e.g., "Grace Church: Service this Sunday at 9AM...")
• Send at appropriate hours — avoid early morning or late night messages
• Use targeted broadcasts (by network or ministry) to reduce message fatigue

Reports & Analytics

EasyChurch provides comprehensive reports to help your leadership team understand congregational health and make data-driven decisions.

Available Reports

• Members Report — Full directory export with status, network, and ministry filters
• Visitors Report — All visitor records with first-visit and last-visit dates
• Attendance Report — Service attendance trends by week, month, or year
• Small Group Report — Group health summary across all cell groups
• Group Attendance Report — Per-session attendance matrix for individual groups
• Members Journey Report — Discipleship stage distribution across the congregation
• SG Leader Report — Leader performance and group health scorecards

Exporting Reports

All reports can be exported to Excel (.xlsx) for further analysis in spreadsheet tools. The Group Attendance Report also supports PDF / Print output directly from the browser for physical distribution to leadership.

Attendance Settings

Configure the thresholds that control automatic member status transitions based on attendance behavior.

• Days to Follow Up — How many days of absence before a member is flagged for follow-up
• Max Inactive Days — Days of inactivity before a member is automatically set to "Inactive"
• Min Active Days — Days of consistent attendance before a Visitor is eligible for membership
• Min Attendance Per Week — Minimum weekly attendance to count toward the active threshold

Small Group Settings

Control how the auto-status system works for your small groups and their members.

• Auto Status Updates — Toggle to enable or disable automatic status recalculation
• Min Members for Active Group — Qualified SG Members needed for a group to become "Active Small Group"
• Min Meetings for Member Qualification — Number of meetings attended to become an "SG Member"
• Max Consecutive Absences — Consecutive missed sessions before a member is tagged "Inactive"
• Months Without Activity (Group) — Inactivity period before a group becomes "Inactive Small Group"
• Force Recalculate — Manually trigger a full recalculation of all statuses based on current attendance data

Account & Billing

Manage your church's subscription, billing history, and payment methods under My Subscription (accessible from the top-right avatar menu).

Changing Your Plan

You can upgrade or downgrade your plan at any time. Upgrades take effect immediately. Downgrades take effect at the end of your current billing cycle.

Payment Methods

EasyChurch accepts GCash, Maya, credit cards (Visa/Mastercard), and bank transfer. Payment information is processed securely and never stored on EasyChurch servers — we use PCI-DSS compliant payment processors.

Invoices & Billing History

Download PDF invoices for all past payments from the My Subscription page. These can be used for official church accounting purposes.

Frequently Asked Questions

Can I use EasyChurch on mobile?

Yes. EasyChurch is a responsive web application that works on any device with a modern browser — no app download required. Small group leaders especially find it convenient to log activities from their phones during fellowship.

Is there a limit on how many members I can add?

Each plan has a member limit (100 on Free, 500 on Growth, unlimited on Church). If you're approaching your limit, you'll receive an in-app notification and can upgrade at any time.

What happens to my data if I cancel?

Your data remains accessible for 30 days after cancellation. During this window you can export all your member and attendance data. After 30 days, data is permanently deleted from our servers.

Can I have multiple admin accounts?

Yes. The Growth plan includes up to 5 admin/moderator accounts. The Church plan has no limit on admin accounts.

Is training or onboarding available?

Church plan subscribers receive a dedicated onboarding session. All plans have access to this documentation and our email support team.

How secure is my church's data?

We take data security very seriously. All data is encrypted in transit (TLS 1.3) and at rest (AES-256). Your church's data is completely isolated from other churches on the platform. Read our full Security Policy.

Contact Support

Can't find what you're looking for? Our support team is here to help.