Everything you need to run TracFlock

Getting Started

When you sign up, TracFlock creates your church's account on a 30-day free trial and signs you in as the first Admin. Every new church automatically gets four starter email templates — Initial Invite, Follow-Up Nudge, We Miss You, and Checking In — so you can send your first follow-up email without writing anything from scratch.

If you're moving from another system or a spreadsheet, start with Importing a CSV to bring your existing contacts in before working through the workflow below.

See it in action first. Each demo is about two minutes:

• Walk-in QR code — how visitors check themselves in, and are added automatically.
• Importing a list — bring in an existing spreadsheet without creating duplicates.
• Following up — see who hasn't been around and send a ready-made email.
• Setting up online giving — connect your church's Stripe account so members can give from their phone.

In-App Getting Started Guide

If your church has fewer than 15 people in TracFlock, a plain-language, step-by-step guide pops up automatically the first time you log in — extra-large text and buttons, no jargon, built with less tech-savvy team members in mind. It covers adding someone through the Walk-In QR code, adding a lead or person by hand, importing an existing list, setting up online giving, and following up on an assignment — with a link to the matching demo video at each step.

Skip it and come back anytime from Help → Getting Started Guide at the top of the app. Still stuck at the end of it? Click Schedule a Demo, confirm your phone and email, and our team will reach out.

Home Dashboard

The Home page is the first thing you see after logging in — a quick snapshot of where things stand, with no digging required:

• Leads — total leads, how many have converted, how many you haven't reached yet, and how many are lost.
• Visitors & Members — how many visitors and members you have, baptisms, and how many are lost or need follow-up.
• Giving — total giving, year-to-date, and average weekly giving, with a chart you can toggle between this year and all-time. Admins and Secretaries see this card; Reps don't.
• Attendance — this week's and this month's attendance, average weekly attendance, and the same toggleable chart.
• Feedback — how members rate your church, groups, and events, plus their latest comments. See Member Feedback. Admins and Secretaries see this card on the Starter and Growth plans; Reps don't.
• Replies — every email, text and WhatsApp reply from the last 14 days. See Email & Text Replies.

Email & Text Replies

When someone replies to an email or text you sent from TracFlock, their reply shows up in the Replies card on your Home dashboard. It lists every reply from the last 14 days, newest first, with:

• Whether it was an email, a text or a WhatsApp message, and when it arrived.
• The person's name — click it to open their record and follow up.
• What they wrote. For emails, TracFlock hides the quoted earlier conversation so you only see their new message.

Use the All, Texts, and Emails buttons to filter the list. Every reply is also saved to the person's activity timeline, so you can see it alongside the rest of their history.

Admins and Secretaries see every reply. Reps only see replies from the leads and people assigned to them.

WhatsApp Messaging

Churches in the Caribbean, Kenya, Nigeria, Ghana, South Africa, Uganda, Australia, New Zealand and the Philippines can message leads and people on WhatsApp from TracFlock. It takes the place of texting, which is only for churches in the US and Canada. WhatsApp is included on the Starter plan (250 messages a month) and the Growth plan (1,000 a month, or 500 in the Caribbean). It isn't included on Basic or the free trial.

• Consent first — open the person or lead, click Edit, and tick that they've agreed to receive WhatsApp messages at their number. If their number is from another country, enter it with the country code (for example +1 876 for Jamaica).
• Sending — click Send WhatsApp on their record, or tick several people on Visitors & Members or Leads and click WhatsApp Selected. Choose one of the ready-made welcome, follow-up and reminder messages; you'll see a preview with their name before you send.
• Your own words — WhatsApp only allows the ready-made messages unless the person has messaged you in the last 24 hours. When they have, you can choose Write my own reply.
• Replies — when someone replies on WhatsApp, it's saved to their activity timeline with a green WhatsApp label and shows in the Replies card on your Home dashboard (under Texts).
• Not delivered — if WhatsApp can't deliver a message (for example, the number isn't on WhatsApp), the timeline shows a red Not delivered label with the reason.
• Stopping messages — if someone replies STOP, TracFlock stops sending them WhatsApp messages automatically.

Core Workflow: Lead → Visitor → Member → Group

This is the pipeline TracFlock is built around. Every person moves through these four stages, and nothing has to be re-typed along the way.

1. Add the lead

Go to Leads and click Add Lead. Enter their name and however you got in touch — email, phone, or both — plus an optional source (e.g. "Sunday walk-in," "Facebook form," "referral"). New leads start with status New.

2. Move them through the pipeline, then convert to Visitor

As you follow up, update the lead's Status: New → Contacted → In Progress. Once they've actually attended, set the status to Converted. A lead in Converted status shows a Convert to Visitor button (and a Convert to Member button, if they're ready to join outright) on its detail page — click it to create their Visitor record. Their name, email, and phone carry over automatically.

3. Convert to Member

Once a Visitor is ready to formally join, open their profile and click Promote to Member. You can optionally record a baptismal date at the same time. Their attendance history, giving history, and activity log all stay attached to the same record — promoting them doesn't start a new one.

4. Assign to a Group

Membership shouldn't be the finish line. Go to Groups, open the group you want them in (or click Add Group to create one), search for their name, and click Add. A person can belong to more than one group.

Households

A household groups the people who live together — a married couple, a family with children, or roommates — so you can see a family at a glance and keep their address in one place. Each person stays their own record with their own attendance, giving and follow-up history; the household just links them.

Create a household

Go to Households and click New Household. Give it a name (for example "The Reed Family") and, optionally, the family's address.

Add people to it

Open a person under Visitors & Members, click Edit, choose the household from the Household list, and pick their role — Head, Spouse, Child, or Other. You can also choose the household when you first add someone. Repeat for each family member.

See and manage a household

The Households page lists every household with its address and how many people are in it, and you can search by name or address. Open one to see everyone in it with their role and contact details. From there you can:

• Edit the household's name or address.
• Remove someone from the household — they stay on file, just no longer linked to it.
• Delete the household (Admins only) — everyone in it stays on file, unlinked.

Attendance & QR Check-In

Under QR Codes → Walk-In, print the code and post it where visitors will see it. When someone scans it and checks in:

• If TracFlock recognizes their email or phone from an existing active Visitor or Member, it records today's attendance against that person — no duplicate is created.
• If they're new, a Visitor record is created automatically from what they enter.

The Visitors & Members page has a Recently Attended tab (defaults to the last two weeks, adjustable) and highlights anyone who hasn't attended in a while so they don't fall through the cracks — that's exactly who the We Miss You / Checking In templates are for.

Member Portal & Self-Register QR Code

The Member & Visitor Portal is your congregation's own sign-in page. Once they create an account, members and visitors can see your church's announcements, upcoming events, the groups they belong to, and their own giving — and, depending on your plan, give feedback or request to join a group.

Invite people with the Self-Register QR code

Go to QR Codes → Self Register. Print the code, put it in your bulletin, or show it on the screen. When someone scans it, they land on your church's portal sign-up page and create an account with their email and a password.

• They need to sign up with the same email your church has on file for them as a visitor or member. If the email isn't on file, they'll be asked to check with the church — add them under Visitors & Members (or have them scan the Walk-In QR code first), then they can sign up.
• Each person can have one portal account. If they already have one, they're told to sign in instead.

Signing in and forgotten passwords

Members sign in on the same page with their email and password. If they forget it, the Forgot your password? link emails them a reset link that works for one hour. If they never created an account, that email invites them to sign up instead.

Events & Volunteers

Create an event under Upcoming → Events with a name, date, and location. You can optionally set a Leader (a person responsible for the event) and assign Volunteers from your Visitors & Members list. Each event also tracks its own invitees and giving records, so a fundraiser dinner's RSVPs and donations live with the event itself, not in a separate spreadsheet. Volunteers, Invitees, Giving, and Notes are organized as tabs on the event's page, with Volunteers shown first. To let people sign up online — or buy tickets — see Event Sign-Up Pages.

Event Sign-Up Pages

Any event can have its own public sign-up page that people open on their phone. Open the event, click Edit, and tick Let people sign up online (or tick it when you add the event). Add a start time, end time, and description too — they all show on the page.

• Share it — the event's Sign-ups tab has a Share panel with the link (app.tracflock.com/e/<your-church>/<event>), a Copy link button, a printable QR code for flyers and the bulletin, and Share on Facebook.
• What people see — the event details, a map link for the location, and a short form: name, email, an optional phone number (with a box to agree to texts), and how many people are coming. After signing up they can add the event to Google, Apple, or Outlook calendars and invite a friend.
• New people become leads — each sign-up is matched to an existing visitor, member, or lead by email or phone. Anyone new is added as a lead with the source “Event sign-up: event name”, so they're in your follow-up pipeline right away. They won't get the automatic new-lead invite while their event is still coming up.
• Emails — a confirmation from your church right away (with a “Can't make it?” link to cancel), a reminder 24 hours before the event, and a note to your admins and the event's leader for every new sign-up.
• The Sign-ups tab — everyone who signed up, how many people are coming, and buttons to cancel or restore a sign-up. From the day of the event, Mark attended records their attendance too. Export CSV downloads the list.

Event times and reminders use your church's time zone. Set it under Admin → Church Settings — it starts as US Eastern.

More sign-up options on Starter and Growth

• Spot limit — counts everyone in each group. When the event is full, new sign-ups join a waitlist and are moved in automatically, oldest first, with an email to let them know when a spot opens. Turn the waitlist off to simply close sign-ups when it's full.
• Sign-up deadline — the last day people can sign up.
• Sign-up questions — up to five, each a short answer, yes or no, or a choice from a list, and each optional or required (“Any food allergies?”, “Which session?”). A live preview shows exactly how they'll look, and the up/down arrows change their order. Answers appear on the Sign-ups tab and in the CSV.
• Reminder texts — people who agree to texts also get a reminder text the day before (US and Canadian numbers; counts toward your monthly texts).
• After-event emails — the morning after, your admins and the event's leader get a reminder to mark who came. Two days after the event, at 10 AM, people marked as attended get a thank-you and everyone else who signed up gets a “we missed you”, each listing your upcoming events. If no one was marked as attended, nothing is sent. The Sign-ups tab has a Send now button, and you can turn these emails off for any event.
• All your events on one page — app.tracflock.com/e/<your-church> lists every upcoming event that's taking sign-ups, ready to pin on Facebook or your website.

Paid Tickets & QR Check-In

On Starter and Growth you can charge for an event. First connect your church's Stripe account under Admin → Online Giving (see Online Giving) — tickets use the same account. Then enter a Ticket price (per person) in the event's sign-up options. Leave it blank for a free event.

• Buying tickets — the sign-up page shows the price and a running total. Continue to payment opens Stripe's secure checkout, which shows your church's name. Each person's spot is held for up to 30 minutes while they pay, so an event can't be oversold. Paid events don't use a waitlist — when every spot is taken, they're sold out.
• The money — payments go to your church's Stripe account, with the same fees as online giving. The Sign-ups tab shows Paid on each person and a Ticket sales total (before fees).
• Their ticket — the confirmation email includes a ticket with a QR code and how many people it admits, plus a link to open it on their phone. Stripe emails them a receipt as well.
• Checking people in — on the event's Sign-ups tab, tap Check people in (scan tickets) on a phone, allow the camera, and point it at each ticket. Green means checked in (and marked as attended); amber means that ticket was already scanned; red means it was refunded, cancelled, for a different event, or not a TracFlock ticket. If a ticket won't scan, type the ticket code printed under its QR code. A running count shows how many people are in.
• Refunds — admins can click Refund on a sign-up to return the full payment and cancel the tickets; the person gets an email. People can't cancel paid tickets themselves — they reply to their confirmation email and you decide. Cancel (no refund) cancels tickets without returning the money.

Announcements

Post timely announcements — a flyer, a schedule change, a one-off event — under Upcoming → Announcements. Click + Add Announcement and fill in:

• A date and a description.
• An optional image (JPG, PNG, or WEBP) — shown right on the announcement, not as a download.
• Recurring weekly, for anything that happens on the same day every week (a Bible study, choir practice, a standing prayer meeting). A recurring announcement always shows its next upcoming occurrence and never disappears on its own — only deleting it removes it. Everything else is deleted automatically once its date has passed, so the list never needs manual tidying.

Announcements show up on your church's self-service portal as their own card at the very top of the page — visible to every member with portal access, not just event or group leaders — sorted with the soonest one first.

Order of Service

Every event has its own Order of Service — a reorderable run-of-show for planning who's doing what, and when, on a specific date. Open an event and click Order of Service to get started.

• Add a task with a title, and optionally assign it to a person and give it a duration in minutes.
• Use the up/down arrows to reorder tasks — there's no drag-and-drop to fight with on a phone.
• Set a Start time for the whole plan and every task shows its own computed start time automatically, with a running End time for the whole service — set the 5-minute Welcome to start at 10:00 and the next task shows 10:05 without any manual math.
• Attach a file to any task. Audio files (MP3, WAV, M4A, OGG) play right in the browser — perfect for cueing a song. PDFs and images (chord charts, lyrics sheets) open as a download.
• Add notes to any task for extra detail the team needs to see.
• Click Print for a clean, formatted printout — just the schedule, no app clutter — to hand to your team before the service.

An event's designated Leader doesn't need a staff login to help plan it — they can sign in through your church's own portal (app.tracflock.com/portal/<your-church>/login) and plan the order of service for any event they lead, right alongside managing that event's volunteers.

Member Feedback

Member feedback is included on the Starter and Growth plans.

Members can share feedback from your church's self-service portal — on the church as a whole, on a group they belong to, or on an event. Each piece of feedback includes:

• A rating: Below expectations, Meets expectations, or Exceeds expectations.
• Optional comments on what's working well, suggestions for improvement, and anything they didn't like.
• An option to submit anonymously.

The Feedback card on your Home dashboard shows red, yellow, and green counts for the church and for each group or event that has feedback, along with the most recent comments. Once at least 5 written comments have come in, click Summarize on the card to get a short AI summary of the common themes. As new comments arrive, click Refresh to update it.

Feedback is on by default. To turn it off, go to Admin → Church Settings and uncheck the feedback option. That hides the Give Feedback areas in the portal; feedback that's already been submitted stays visible to you.

Online Giving

Under Admin → Giving, connect your church's own Stripe account. Once connected, you can print a Giving QR code for the sanctuary or share your giving link directly — donors give straight to your account, and every gift is recorded against the giver's profile automatically when they include their contact info.

Year-End Giving Statements

Under Admin → Giving → Year-end giving statements, pick a year to see every donor who gave that year and their total. Click Print on any donor for a ready-to-hand-out statement — your church's name, address, and tax ID, an itemized list of their gifts, the year's total, and the disclosure language the IRS requires for tax-deductible contributions. Click Print all to print every donor's statement in one pass, each starting on its own page.

Add your Tax ID / EIN under Admin → Church Settings so it appears on the printed statements.

Automated Follow-Up

Automated follow-up is included on the Starter and Growth plans. It's on by default, and you can turn it off anytime in Admin → Church Settings.

TracFlock can send follow-up emails for you. Choose which ones under Admin → Automated Follow-Up:

• New visitor follow-up — a friendly note one week after someone's first visit, and a second invitation at three weeks if they haven't been back.
• New lead invite — an invitation to visit, two days after a new lead is added, if they're still marked New and haven't been emailed. Leads from a CSV import are never included.
• We Miss You & Checking In — a "We Miss You" email when a regular misses 2 services in a row, then a personal "Checking In" email if they miss 4.

You can edit the wording of each one under Email Templates (the templates named "Automated: …").

Review before sending

At first, every automated email waits on the Automated Follow-Up page for you to Approve or Skip, and admins get an email when some are waiting. Once you're comfortable, turn off Review before sending and they'll go out on their own between 9am and 7pm Eastern.

Why attendance matters

We Miss You, Checking In, and the three-week visitor note depend on attendance, so TracFlock only counts services where your church actually recorded attendance. If attendance hasn't been recorded for two weeks in a row, those emails pause on their own — so nobody gets a "We Miss You" just because attendance wasn't taken — and start again once you're recording again.

Weekly attendance reminder

On every plan, admins get a short email on Monday mornings reminding them to record the week's attendance — unless it's already been recorded. Turn it off in Admin → Church Settings.

Email Templates & Follow-Up Nudges

Every church starts with four templates under Email Templates:

• Initial Invite — sent to a new lead who's expressed interest in visiting.
• Follow-Up Nudge — a gentle reminder for a lead who hasn't visited yet.
• We Miss You — for a Visitor or Member who hasn't attended in a couple of weeks.
• Checking In — a warmer, more personal second touch if they're still absent.

Templates support merge fields like {{recipient_first_name}}, {{church_name}}, and {{pastor_name}}, which fill in automatically when you send. You can edit any template or write your own from the same page. Every email includes an unsubscribe link automatically.

Importing a CSV

Under Admin → Import, upload a CSV of leads or people. TracFlock previews how each row will be classified — new, a likely duplicate of someone already in your database, or skipped (rows with neither an email nor a phone number are skipped automatically, since there'd be no way to reach them) — before anything is written. Re-importing the same file later won't create duplicates: TracFlock matches by email and phone, even against contacts that were entered by hand rather than imported.

Exporting to a Spreadsheet

Your data is always yours. Admins and Secretaries can download it as a spreadsheet (a CSV file that opens in Excel or Google Sheets) at any time:

• Visitors & Members — click Export to spreadsheet for everyone, including inactive people: contact details, household, the groups and saved lists each person belongs to, birthday, member since and baptismal dates, last attended, and text/email consent.
• Leads — click Export to spreadsheet for every lead with status, source, saved lists, and consent. Leads who have become visitors or members also show which groups they've joined since.
• Giving — under Admin → Giving → Year-end giving statements, export one year's gifts or all of them, with each donor's household and groups, and whether the gift was given online or recorded by staff.

Reps can't export, since they only see the people assigned to them.

Church Settings

Admins can set up the church's details under Admin → Church Settings. Click Save at the bottom after making changes.

• Church icon — upload a logo (JPG, PNG or WebP). It appears beside your church's name at the top of TracFlock and on printed giving statements and orders of service.
• Church name, pastor name, address and phone — used in your emails. They fill in the {{church_name}}, {{pastor_name}}, {{church_address}} and {{church_phone}} tags in your email templates.
• Country — sets your currency for online giving (US, Canadian, Australian or New Zealand dollars) and how year-end giving statements are worded. Choose it before connecting Stripe.
• Time zone — used for event times and event reminder emails. Every church starts on US Eastern time, so change it if you're somewhere else.
• Tax ID / EIN (or CRA Registration Number for Canadian churches) — printed on year-end giving statements.

You'll also find these switches:

• Automatic thank-you email — emails anyone who fills in the Walk-In QR code form with an email address. The message differs for a first-time visitor, someone not visiting today, and someone checking in again. Edit the wording under Email Templates.
• Member feedback — lets members rate the church, groups and events from the portal. See Member Feedback. Starter and Growth plans.
• Automated follow-up — sends follow-up emails to new visitors, new leads, and regulars who've missed a few services. See Automated Follow-Up. Starter and Growth plans.
• Weekly attendance reminder — emails Admins on Monday mornings to record the week's attendance, unless it's already been recorded.

Team & Roles

Invite staff under Admin → Users with one of four roles:

• Admin — full access, including billing, user management, and church settings.
• Secretary — manages leads, people, events, and giving, without access to billing or user management.
• Super Rep — supervises the reps. Sees every lead and person, can follow up with anyone and reassign leads and people from one rep to another, and has the Rep Activity page. No access to giving, groups, events, announcements, exports, or settings.
• Rep — works their own assigned leads and people; can't see or edit records assigned to others.

Rep Activity

Super Reps and Admins can open Rep Activity from the menu to see whether each rep is keeping up:

• Scorecard — for each rep: open leads, leads waiting (still New with no contact after 3+ days), people assigned, people overdue (not seen in 14+ days and nobody has reached out in 14 days), follow-ups in the last 7, 30 or 90 days, and when they last followed up. Numbers in red need attention.
• Leads waiting for a first contact and People slipping away — the actual names, with an Assigned to dropdown on every row so you can hand them to a rep who will follow up. Click a rep in the scorecard to see just their lists.
• Recent follow-ups — every call, email, text, note and status change logged by staff, newest first.

Only follow-ups done by a person count — automatic emails and reminders don't.

Billing & Plans

Your current plan and usage are under Admin → Billing. Every new church starts with a 30-day free trial with Basic's features — no credit card required. Choosing a plan is a self-serve checkout with no sales call required, and you can manage, switch or cancel your subscription from the same page at any time.

• Basic ($19.99/mo) — up to 75 people: the full lead-to-member pipeline, QR check-in and attendance, groups and events, event sign-up pages, online giving, and CSV import.
• Starter ($39.99/mo) — up to 250 people. Everything in Basic, plus texting (250 a month) — or WhatsApp (250 a month) for churches outside the US and Canada, automated follow-up emails, member feedback with AI summaries, group self-service, event waitlists, sign-up questions, reminder texts and after-event emails, and paid event tickets with QR check-in.
• Growth ($69.99/mo) — everything in Starter, with unlimited people and unlimited texting, or 1,000 WhatsApp messages a month (500 in the Caribbean) for churches outside the US and Canada.

When your free trial ends

If you haven't chosen a plan by the end of your 30 days, nothing is deleted. You can still log in, see and edit everything, record attendance, follow up, and export to a spreadsheet, and online giving keeps working. What pauses until you choose a plan: adding new people, leads, groups and events (including imports), and new sign-ups through your QR codes, visitor form and event pages — those pages still load, and people already on file can still check in. You'll get reminder emails before your trial ends.

Churches that joined TracFlock before free trials began keep the Free plan (up to 75 people) for as long as they like.