CPCana Training Handbook

Welcome! If your church or ministry recently began using this software, you might be wondering: "Why can't we just stick to sticky notes, emails, and phone calls?"

When multiple ministries share a church campus, things get lost in the shuffle:

• Two groups book the Fellowship Hall on the same Tuesday evening.
• Someone assumes the communion cups were ordered, but nobody actually placed the order.
• A volunteer steps up to help with Vacation Bible School, but they never receive their checklist.
• Emails get buried in overflowing inboxes.

CPCana is our church’s central digital bulletin board, supply closet ledger, and organizing binder all in one clean place.

If computers make you nervous, don’t think about databases, software, or clouds. Picture a traditional church workroom:

1. Check Your Email: Your church administrator will send you an invitation email with a link to set up your account. The link stays valid for 7 days; if it runs out, ask your administrator to send a new one.
2. Open Your Web Browser: Click the link in your email (or type your church's web address into Google Chrome, Safari, Microsoft Edge, or Firefox).
3. Set Your Password:
   • Choose a password you can remember easily (write it down in your personal password notebook if that helps!).
   • Re-type the password to confirm it.
   • Click the green or blue button that says "Set Password & Sign In".
4. Bookmark the Page: Press Ctrl + D on Windows (or Command + D on Mac) to bookmark the page so you can return to it anytime with one click.

If you ever forget your password, you don't even have to wait for an administrator to be in the office:

1. On the sign-in screen, click "Forgot password?" right above the password box (or navigate directly to /forgot-password).
2. Type your account email address and click "Send reset link".
3. Check your email for a secure message with a 24-hour single-use reset link. Click the link and enter your new password. (To protect our church community from unwanted spam and automated tampering, password resets are rate-limited to 3 requests per hour.)

When you log in, your screen is divided into three friendly areas:

┌──────────────────────────┬────────────────────────────────────────────────────────┐
│  CHURCH LOGO             │  [ 🔍 Global Search (Ctrl+K) ]   [ 🔔 Inbox ] [ Profile ]│
├──────────────────────────┼────────────────────────────────────────────────────────┤
│  WORKSPACE: Inbox, Tasks │  PAGE TITLE                                            │
│  OPERATIONS: Projects,   ├────────────────────────────────────────────────────────┤
│  Inventory, Meetups, RACI│  MAIN WORKING AREA (Where your task checklists,        │
│  ⚙️ Settings (Bottom)     │  inventory sheets, and detail drawers appear)          │
└──────────────────────────┴────────────────────────────────────────────────────────┘

1. The Left Sidebar: Your main filing cabinet — switch between tasks, projects, calendar, or supply lists.
2. The Top Bar: The Search Bar (find anything by typing a word) and your Profile icon.
3. The Main Stage: Where your actual work happens. Click any task and a detail drawer slides out.

Not everyone in the church needs to see or edit every single item. For example, a youth ministry volunteer does not need to balance the church budget, and a guest bringing cookies to a potluck doesn't need a staff login.

The software has four distinct access profiles:

                  ┌───────────────────────────────┐
                  │          ADMINISTRATOR        │
                  │   Full access across church   │
                  └───────────────┬───────────────┘
                                  │
                  ┌───────────────▼───────────────┐
                  │            MANAGER            │
                  │  Leads teams, projects, stats │
                  └───────────────┬───────────────┘
                                  │
                  ┌───────────────▼───────────────┐
                  │       USER / TEAM MEMBER      │
                  │  Staff & active church workers│
                  └───────────────┬───────────────┘
                                  │
                  ┌───────────────▼───────────────┐
                  │         OUTSIDE GUEST         │
                  │ No login needed (RSVP / Form) │
                  └───────────────────────────────┘

1. Administrator (The "Master Key")

• Who this is for: Senior Pastor, Executive Pastor, Office Administrator, or Church IT Coordinator.
• What they can do:
  • View and edit every project and task across the entire church.
  • Create and delete user accounts, and reset passwords.
  • Form new Teams and adjust the church Org Chart.
  • Build reusable Workflow Templates for church-wide use.
  • Access the All Trash safety vault to restore anything anyone accidentally deleted.
  • View church-wide executive dashboards and the Executive Pastor (XP) financial hub.

2. Manager (The "Department Head")

• Who this is for: Worship Director, Facilities Director, Children's Ministry Director, Youth Pastor.
• What they can do:
  • Work in every project they belong to, like any member. (Only administrators create projects and add people to them.)
  • View a dedicated Team Dashboard showing who is overloaded, what is due this week, and what is overdue.
  • Add or remove members within the teams they lead.
  • Send Remind nudges to members of the teams they manage (see Chapter 4).

3. User / Team Member (The "Faithful Worker")

• Who this is for: Ministry staff, key committee members, teachers, and regular volunteers.
• What they can do:
  • Access any project an administrator has added them to.
  • Manage their own My Tasks list and private Personal Tasks scratchpad.
  • Mark tasks done, leave comments, and attach files.
  • Log supply counts in the Inventory module.
  • Vote on meeting dates and claim volunteer roles in Meetups.
  • Restore tasks they personally deleted from Trash.

4. Outside Guest (The "No Login Required" Visitor)

• Who this is for: Congregation members, parents, contractors (like an HVAC repair technician), or one-time volunteers.
• What they can do:
  • Submit public Intake Forms (e.g., requesting a room setup or submitting a prayer request).
  • Open a secure Guest Link sent via email/text to view a specific task.
  • Read a single task shared with them by guest link, and leave a comment, without creating an account.
  • Sign up for a potluck slot or vote on meeting times.

When you begin your work day, you do not need to hunt through dozens of projects to figure out what you need to do. Your personal workspace gathers everything relevant to you in four simple views:

  ┌──────────────────────────────────────────────────────────────┐
  │  YOUR DAILY 3-STEP ROUTINE                                    │
  │                                                              │
  │  1. Check INBOX (Top left) ➔ Clear new notifications         │
  │  2. Open MY TASKS          ➔ Review what is due today        │
  │  3. Check CALENDAR         ➔ Look ahead at the week          │
  └──────────────────────────────────────────────────────────────┘

Click Inbox at the top of your sidebar.

Your CPCana Inbox is not an email inbox. You will never receive spam here. It only notifies you when something directly affects your work:

• Someone assigns a new task to you.
• Someone mentions you in a comment (e.g., "@Sarah, do we have enough bulletins?").
• An intake form you manage was submitted by a church member.
• A reminder fires for an upcoming deadline.
• A task you were waiting on is finished, so your task is now unlocked and ready for you.

The "Reminders & Deadlines" Tab

Deadline-related messages collect in their own tab, Reminders & Deadlines, so they don't get buried under comments. Look there for:

• Automatic due-date reminders, which arrive once each morning (around 7–8 AM Central): Due tomorrow, Due today, and Overdue. An overdue reminder repeats each morning for up to 14 days.
• Dependency alerts, when a task that yours is waiting on has gone overdue.
• Nudges from teammates who are waiting on your work (see Chapter 4).
• Reminders you set for yourself, or that a manager sent you.
• "Task unlocked" notices.

When your overdue task is holding up other people's work, the reminder says so plainly (for example, "[URGENT] Overdue … (blocking 3 tasks)"). That's your cue to handle it first.

How to Process Your Inbox

1. Click on any unread notification. The task or item will open immediately on your screen so you can see what happened.
2. After reviewing it, click the small checkmark icon ("Mark as Read").
3. If you have several notifications and want a fresh slate, click "Mark All as Read" at the top right.

Click My Tasks in the sidebar.

This is your master to-do list. It pulls every task assigned to you from every church project, plus any onboarding checklist items assigned to you, into one list:

• Sorted by due date. The soonest due date is at the top, and tasks with no due date come last.
• Overdue dates show in red, so slipped work stands out.
• Finished tasks are hidden. To see them, open the filter bar and add Done under Status.

Marking a Task Done

When you finish a task, open it and set its Status to Done, or drag its card into the Done column on the project board.

• The task drops out of My Tasks (it stays in its project, marked Done).
• Anyone else on that project sees the change right away.
• The checkbox at the start of each row selects tasks rather than finishing them. Tick several, then use Set status… to mark them all Done at once.

Click Personal Tasks in the sidebar.

Have you ever wanted to write down a quick to-do, but didn't want to create an entire formal project for it? That’s what Personal Tasks is for:

• Completely Private: Nobody else—not even the church administrator or senior pastor—can see your personal tasks.
• Great for: Reminders like "Call plumber for parsonage", "Buy thank-you card for Mary", or "Review sermon scripture notes".
• You can give your personal tasks due dates, priorities, and notes, exactly like project tasks.

Click Calendar in the sidebar.

The Calendar shows you a clean, monthly or weekly layout of all your upcoming church commitments:

• Color-Coded by Priority: Urgent tasks appear in bright red/amber; normal tasks appear in calm slate or blue.
• Filter Bar: At the top of the calendar, you can filter by project, priority, or person.
• Rescheduling Made Easy: If you need to push a task to next Tuesday, simply drag and drop its box from today's square to Tuesday's square!

Projects and Tasks are the heartbeat of our church workflow.

A Project is a collection of tasks working toward a common goal or managing an ongoing ministry area.

Examples of great church projects:

• Event Projects (One-Time): "Vacation Bible School 2026", "Fall Craft Fair", "Easter Cantata".
• Ongoing Ministry Projects: "Weekly Bulletin & Worship Prep", "Facility Maintenance", "Deacon Care Ministry".

Creating a New Project

Only Admins can create projects. Managers and Users don't see the button; if you need a new project, ask an admin to set it up and add you as a member. Once you're in, you can add columns and tasks yourself.

1. Click All Projects in the left sidebar.
2. Click the blue button at the top right: "+ New project".
3. Type a clear name (e.g., "Thanksgiving Food Drive") and, if you like, a short description.
4. Click "Create project".

To start from a standard layout, open the new project's Workflows & Automations page and apply a Process Blueprint.

Every person's brain works differently! Inside any project, look at the top header bar. You will see six view tabs:

   [ List ]  [ Board ]  [ Timeline ]  [ Grid ]  [ Workload ]  [ Dashboard ]

1. List View (The Traditional Checklist)

• Looks like a standard paper checklist.
• Grouped by sections (e.g., "Planning", "Execution", "Wrap-Up").
• Best for step-by-step sequential tasks and reading long notes.

2. Board View (The Sticky Note Corkboard / Kanban)

• Columns represent progress stages: To Do, In Progress, and Done.
• Tasks appear as physical cards.
• To update a task's status, simply drag the card from "To Do" and drop it into "In Progress" or "Done"!
• Perfect for visual learners.
• Renaming a column: click its name, type the new one, and press Enter. Any project member can rename, add, or remove columns. A column's name is what links it to a status: dropping a card into a column changes the task's status only when the column is named exactly To Do, In Progress, or Done (or is the ★ Base To Do column), and marking a task Done from anywhere else moves its card into the column named Done. Rename "Done" to something like "Finished" and both stop: cards dropped there keep their old status, and tasks marked Done stay in their current column. Keep a column called Done at the end of the board, or mark each finished task Done yourself, so blocked tasks unlock and repeating tasks start their next cycle.
• On a phone, the board switches to one column at a time. See "Using the Board on Your Phone" later in this chapter.

3. Grid View (The High-Speed Spreadsheet)

• Looks and acts just like Microsoft Excel or Google Sheets.
• Lets you edit titles, assignees, priorities, and dates rapidly across dozens of tasks without clicking into each one.
• Superpower: You can copy (Ctrl+C) and paste (Ctrl+V) across cells, or drag down to fill values! (See power-user shortcuts in Chapter 17.)

4. Timeline View (Dates at a Glance)

• Shows each task as a bar running from its start date to its due date, grouped by column. A task with only one of the two dates shows as a single day.
• Click a bar to open the task. The timeline is read-only: change dates in the task itself or in Grid view.
• Tasks with no dates aren't drawn; the view tells you how many there are.

5. Workload View (Who's Carrying What)

• One row per person (plus Unassigned), counting their open tasks in this project by due date.
• Columns: Overdue (due before this week and not done), each of the next six weeks starting this Monday, Later (due after those six weeks), Unscheduled (no due date), and Total. Each row's columns add up to its Total.
• Week cells are shaded against a target of 5 tasks a week: 1–4 is Manageable, 5 is Full Capacity, and more than 5 is Overloaded. The target is a fixed rule of thumb, not something CPCana knows about anyone's schedule.
• Click any number to list those tasks under the row, then click a task to open it. A task with two assignees counts for both people.
• Print Grid prints the table in black and white for a staff meeting.

6. Dashboard View (Project Statistics)

• Displays pie charts and progress bars showing how close the project is to completion.
• Shows how many tasks are done, in progress, or waiting.

When you click on any task, a detail drawer slides out from the right side of your screen. The project name under the title is a link that opens the project (and the project chips under Projects link to their projects when you're a member):

┌─────────────────────────────────────────────────────────────────┐
│  TASK DETAIL PANEL                                          [X] │
├─────────────────────────────────────────────────────────────────┤
│  [  ] Order communion juice and wafers                          │
│                                                                 │
│  Assignee:      [ 👤 Pastor Mark  ▼ ]                           │
│  Due Date:      [ 📅 Oct 15, 2026 ▼ ]   Start: [ 📅 Oct 10 ]    │
│  Priority:      [ 🟡 Medium       ▼ ]                           │
│  Status:        [ ⏳ In Progress   ▼ ]                           │
│  Tags:          [ + Add Tag (e.g., Worship, Supplies) ]         │
│                                                                 │
│  Description:                                                   │
│  ┌───────────────────────────────────────────────────────────┐  │
│  │ Please verify that gluten-free wafers are included.       │  │
│  │ Vendor contact number: 555-0199.                          │  │
│  └───────────────────────────────────────────────────────────┘  │
│                                                                 │
│  Subtasks (Checklist):                                          │
│  [x] Check inventory in kitchen cabinet                         │
│  [ ] Place order with Christian supply store                    │
│  [ ] Confirm delivery arrival with church secretary             │
│                                                                 │
│  Activity & Comments:                                           │
│  💬 Sarah: "Left message with vendor on Monday."                │
│  [ Write a reply...                                        ]   │
└─────────────────────────────────────────────────────────────────┘

1. Title: A clear, action-oriented sentence (e.g., "Test sanctuary microphones" rather than just "Mics").
2. Assignee: The single person primarily responsible for making sure this job gets done.
3. Due Date & Start Date: The deadline. Setting a start date lets you plan work that takes several days.
4. Priority:
   • 🔵 Low: Do when you have spare time.
   • 🟢 Medium: Standard everyday task.
   • 🟠 High: Needs attention soon.
   • 🔴 Urgent: Critical deadline or obstacle.
5. Description: The full story, instructions, phone numbers, or links needed to do the job.
6. Subtasks: Smaller checklist items inside the main task.
7. Comments: A running conversation thread between team members. Typing @ followed by someone’s name will send them a notification!

1. Multi-Homing (Putting One Task in Two Places at Once)

Sometimes a task belongs to two different teams. For example:

• Task: "Set up 50 folding chairs in gym"
• Belongs to: Facilities Team AND Youth Lock-In Project.
• In CPCana, you can add a task to multiple projects without creating duplicates. When someone marks it done in the Facilities project, it is automatically marked done in the Youth project too!

2. Task Dependencies: "Wait on Me First"

If you cannot do Step B until Step A is finished, use Dependencies:

• Open the task, scroll to Dependencies, and select the blocker task.
• If "Print bulletins" depends on "Finalize sermon title", the system will display a small lock icon alerting you that the sermon title must be finished first.

What a locked task looks like:

• On the Board, the card is faded, shows a 🔒, and reads Waiting on "Finalize sermon title". In List View, a 🔒 sits beside the title.
• Inside the task, under Dependencies, an amber box reads "🔒 Locked until prerequisite work is completed" and lists each unfinished step, who has it, and when it's due.
• A locked task can't be moved out of To Do until its prerequisites are done. If you try, CPCana politely tells you what it's waiting on.

The "Digital Mute": no alerts until it's your turn. If you're assigned to a locked task, CPCana deliberately does not send you an assignment notice yet, because there's nothing you can do so far. The moment the last prerequisite is checked off, you get one clear message: "Print bulletins" has been unlocked. That's your baton. Think of the relay runner waiting quietly in their zone until the previous runner arrives.

Nudging someone politely. Waiting on a teammate? Open your locked task and click Nudge assignee next to the step you're waiting on. They get a friendly note: "Sarah is waiting on 'Finalize sermon title' to start 'Print bulletins.'" The button changes to ✓ Nudged! To keep things gracious, each person can only be nudged once per day for the same task.

3. Repeating Tasks: The In-Place Reset Engine

Churches have lots of tasks that repeat every week, month, or season.

To make a task repeat: open it and tick This task repeats. CPCana starts you at every 1 week, reset on a schedule. Change the number and the unit (day(s), week(s), month(s), or year(s)), pick one of the two repeat styles below, and add an Ends on date if the series should stop. Only main tasks can repeat; subtasks reset along with their parent.

Unlike older systems that clutter your project boards with duplicate copies, CPCana uses a single enduring task card that resets in place:

• No Duplicate Clutter: When a repeat cycle arrives, the task resets itself directly on the board. All comments, file attachments, and complete audit history stay intact forever—no lost context or broken links!
• Automatic Move to Base To Do: When the reset fires, the task automatically moves back into the project's designated Base To Do column (or the project's default initial To Do column if no base column is specified), and its status resets to To Do.
• Nested Subtasks Reset Automatically: Any checklist subtasks inside the card are automatically unchecked and reset to To Do in the base column, ready for the new cycle. (Note: subtasks cannot repeat independently; recurrence is configured on the parent task).
• Intelligent Due Date Clamping: The task's due date rolls forward by the repeat interval (e.g., +1 week). If a task was overdue across multiple cycles before completion, CPCana's clamping advances the due date until it reaches or exceeds the target cycle date—guaranteeing the task never wakes up already overdue!
• Two Distinct Repeat Styles:
  • Reset on a schedule (regardless of completion): Perfect for calendar cadences like "Weekly Sunday Bulletin" or "Sanctuary Flowers". The task resets overnight on its scheduled repeat day (the nightly job runs around 2 AM Central in summer, 1 AM in winter). If you complete it early, it rests in Done until that night, then cleanly resets to To Do for the new week.
  • Reset after completion: Perfect for turnaround chores like "Replace HVAC air filters every 90 days" or "Audit door keycard logs". The timer for the next cycle only starts ticking once the current card is marked Done.
• Designating a Project's Base To Do Column: On the Kanban board, each column header shows a star toggle (★ / ☆). Click the star on any To Do column to designate it as the ★ Base To Do column for all newly created tasks and resetting recurring workflows.
• Customizable Next Reset Date: In the task details panel, you can view the calculated Next reset date and adjust it if an upcoming cycle needs to happen sooner or later.

4. Guest Links (For Outside Helpers)

Need a volunteer or outside contractor to see a job and weigh in, but they don't have a login?

1. Open the task and click "🔗 Share with guest".
2. Click "+ New guest link".
3. Copy the private link and send it via text or email.
4. When the recipient opens the link on their phone or computer, they see the task's title, description, status, priority, due date, and comments, and they can post a comment of their own (kept separate from staff comments).
5. Links don't expire. When the job is done, click Revoke in the same panel and the link stops working.

Any member of the task's project can create or revoke its guest links. To have people sign up for slots or vote on a date instead, use a Meetup's guest link (Chapter 7).

5. Reminders: "Remind Me" and "Remind Someone"

CPCana already reminds everyone automatically each morning about work that's due (see the Inbox in Chapter 3). For the occasional time-critical job, there are two manual reminders in the task panel:

• ⏰ Remind me (next to Due date, visible to the task's assignees). Pick a date and time under Remind me at, which starts at 8:00 AM on the due date, then click Set reminder.
• 🔔 Remind (next to Assignees, visible to Managers and Admins). Write a short message and choose Send now or Schedule for later. Managers can remind members of the teams they manage; Admins can remind anyone.

6. Using the Board on Your Phone

On a phone (or any narrow screen), the Board shows one column at a time, with a row of tabs across the top such as To Do (4), In Progress (2), and Done (7). Tap a tab to switch columns.

Because you can't drag a card to a column you can't see, each card has a small ⇄ button ("Move to another column"):

1. Tap ⇄ on the card.
2. A Move task list appears, with the card's current column greyed out and marked Current.
3. Tap the column you want. The card moves to the bottom of that column.

To close the list without moving anything, tap outside it or press Esc.

Once your team is comfortable with basic lists, these powerful tools will save hours of administrative effort each week.

Every ministry tracks different details:

• The Worship Team wants to track Key (e.g., C Major), Tempo, and CCLI Song #.
• The Finance Committee wants to track Estimated Cost and Receipt Attached.
• The Facilities Team wants to track Room # and Equipment Required.

Adding a Custom Field

1. Open your project and click "Manage Fields" in the top header.
2. Click "+ Add Field".
3. Choose the field type:
   • Text: Short notes or names.
   • Number: Dollar amounts, counts, or headcounts.
   • Date: Secondary deadlines or inspection dates.
   • Dropdown: A neat menu of options (e.g., "Sanctuary", "Fellowship Hall", "Youth Room").
   • Checkbox: Simple Yes/No flags (e.g., "Background Check Verified").
4. These fields will now appear as tidy columns in your List and Grid views!

Tags are colorful labels you can stick to any task across a project (e.g., #AudioVisual, #NeedVolunteers, #UrgentPrayer, #Kitchen).

• Click "Manage Tags" in your project header to pick colors and tag names.
• You can filter your entire project by clicking any tag to see only those items.

Instead of receiving random texts, phone calls, and hallway conversations, you can create a clean Public Web Form that automatically turns requests into tasks in your project!

┌─────────────────────────────────────────────────────────────────┐
│  PUBLIC INTAKE FORM (No login required)                         │
│  "Sunday Morning AV / Tech Request"                             │
├─────────────────────────────────────────────────────────────────┤
│  Your Name:           [ Johnathan Miller                      ] │
│  Your Email:          [ jmiller@example.com                   ] │
│  Event Date:          [ 11/08/2026                            ] │
│  Room Needed:         [ Sanctuary                             ] │
│  Microphones Needed:  [ 3 Wireless Handhelds                  ] │
│  Special Notes:       [ Need video projector for slides       ] │
│                                                                 │
│                       [ 📨 SUBMIT REQUEST ]                     │
└─────────────────────────────────────────────────────────────────┘

How to Create an Intake Form

1. Inside your project, click the Forms tab.
2. Click "+ New Form".
3. Give your form a name (e.g., "Facility Usage Request" or "Bulletin Announcement Submission").
4. Choose which Section new tasks should land in (e.g., "New Requests (Needs Review)").
5. Pick a default person to be notified when a form is submitted.
6. Add your questions (Text boxes, Dates, Dropdowns, or Paragraphs).
7. Click "Save Form" and then "Copy Public Link".
8. Paste that link on your church website, in your email newsletter, or email it directly to ministry leaders!

Automations are simple "When this happens to a task ➔ do this to a task" rules. Each rule watches one task (the source task) and does one thing when its trigger happens.

The action can land on a different task (the target) or on the source task itself. A few examples:

• When "Draft bulletin" is marked Done ➔ assign "Print bulletin" to the office admin (they get a notification).
• When "Order communion supplies" is 2 days from its due date ➔ move it to the Urgent section.
• When "Set up Fellowship Hall" is marked Done ➔ create a "Debrief & Review" task in the Review section.

To create a rule: open your project, click Workflows & Automations, choose the Automation rules tab, and click "+ New rule". Fill in the When… and Then… boxes; the preview at the bottom reads your rule back in plain words.

Recipes. Click Quick Recipes in the new-rule window (or Use recipe on a project with no rules yet) to fill in the form for a common pattern. A recipe never picks tasks for you: you still choose which task it watches and which task it acts on.

• The Relay Baton: when a task is marked Done, assign the next task to someone.
• The Editorial Review Gate: when a draft is marked Done, mark its review task In Progress.
• The Due Date Watchdog: when a task is 2 days from its due date, move it to your Urgent section.
• The Follow-Up Generator: when a task is marked Done, create a "Debrief & Review" task.

Check rule. Every rule has a Check rule button. It reads the rule's setup and the current state of its tasks and tells you whether the rule will run, for example "The target task is in the trash" or "The source task has no due date, so this rule never fires." It never runs the rule or changes anything. A rule that can't run also shows a red Won't run badge, so you can spot it without clicking.

One rule CPCana won't let you make: a rule that changes the same thing it watches, on the same task. "When this task becomes Done, set this task to To Do" would undo itself every time, so CPCana stops you and explains why.

Printing. Print runbook prints a review sheet of every rule in the project: what each one does, a box to check and initial beside each rule, and a sign-off block at the end. Only the sheet prints, not the page behind it.

Why reinvent the wheel every time your church hosts a wedding, funeral, or baptism?

• Administrators can build a process blueprint (Admin ➔ Workflows ➔ Process Blueprints) that holds the whole checklist: stages, tasks, and subtasks.
• When an event is scheduled, open the project, click Workflows & Automations, stay on the Process stages tab, choose a blueprint, and click "Apply blueprint".
• The blueprint's stages and tasks are added to your project, ready to be assigned!
• Check stages points out any stage that has no tasks yet, and Print runbook prints the stages and tasks as a checklist with a sign-off block.

Have you ever opened the church kitchen cabinet on Sunday morning only to discover we are completely out of 8-ounce coffee cups? The Inventory Module eliminates this frustration forever.

Churches consume large quantities of regular supplies:

• Hospitality: Coffee beans, creamer, sugar packets, paper plates, napkins, tea bags.
• Worship & Sacraments: Communion cups, wafers, altar candles, baptismal certificates.
• Operations: Copier paper, bulletin blanks, printer toner, AV batteries (9V and AA).
• Facilities: Hand soap, paper towels, trash bags, light bulbs, salt for winter sidewalks.

The software mirrors your physical campus:

• Buildings: Main Sanctuary, Fellowship Center, Education Wing, Admin Offices.
• Rooms: Kitchen, Sacristy / Chancel Closet, Copier Workroom, Custodial Closet 102.
• Shelf Locations: Inside each item, you can type exact notes like "Shelf B, top rack" or "Under the sink in blue tub".

You don’t need to write numbers on a clipboard and re-type them into a computer later. Grab your smartphone or tablet:

┌─────────────────────────────────────────────────────────────────┐
│  ROOM AUDIT: Fellowship Kitchen                                 │
│  Tap the buttons or type the on-hand quantity:                  │
├─────────────────────────────────────────────────────────────────┤
│  8 oz Paper Coffee Cups (Sleeve of 50)                          │
│  Target: 20 sleeves | Low Alert: 5 sleeves                      │
│  Current Count: [ - ]  [  4  ]  [ + ]   ⚠️ Low Stock Alert      │
├─────────────────────────────────────────────────────────────────┤
│  French Roast Coffee Beans (5 lb Bag)                           │
│  Target: 6 bags | Low Alert: 2 bags                             │
│  Current Count: [ - ]  [  5  ]  [ + ]   ✅ Good                 │
├─────────────────────────────────────────────────────────────────┤
│  Half & Half Creamer Quarts                                     │
│  Target: 8 quarts | Low Alert: 2 quarts                         │
│  Current Count: [ - ]  [  1  ]  [ + ]   ⚠️ Low Stock Alert      │
├─────────────────────────────────────────────────────────────────┤
│                [ ✅ SUBMIT COMPLETED COUNT ]                    │
└─────────────────────────────────────────────────────────────────┘

1. Click Inventory in the sidebar.
2. Click "Count by Room" and select the room you are standing in.
3. Walk down the shelves! Tap the [ + ] and [ - ] buttons on your phone to enter what you see.
4. Click "Submit Completed Count".
5. Done! The church database is updated in real time, and any low items are immediately flagged for reordering.

For volunteers and sextons conducting rapid room checks, the Quick-Audit Scanner turns any smartphone or tablet camera into a handheld inventory scanner:

┌─────────────────────────────────────────────────────────────────┐
│  QUICK-AUDIT SCANNER (Mobile View)                              │
│  [ 📷 Camera Active ]  [ Align QR or Barcode ]                  │
├─────────────────────────────────────────────────────────────────┤
│  Shelf Tag Scanned: ROOM-FH-CAB-B (Communion Supplies)          │
│  [ Communion Cups (1000ct) ]  [ Grape Juice ]  [ Wafers ]       │
├─────────────────────────────────────────────────────────────────┤
│  Communion Wafers (Box of 500)                                  │
│  The Church › Kitchen • Shelf CAB-B                             │
│  Par Target: 4 Boxes                                            │
│                                                                 │
│  On-Hand Count:                                                 │
│       [  –  ]         [   4   ]         [  +  ]                 │
│                                                                 │
│  [ Set to Par (4) ]   [ Zero (0) ]   [ +5 ]   [ +10 ]           │
│  ✅ Count saved & logged to church database                     │
└─────────────────────────────────────────────────────────────────┘

1. Tap "Quick-Audit Scanner" on your mobile screen (or click the QR icon on the /inventory dashboard).
2. Point Your Camera at the Shelf QR Code: Scan labels like ROOM-FH-CAB-B pasted on cabinet doors or shelf edges, or barcode stickers on products.
3. Multi-Item Shelf Chips: If a cabinet holds multiple supplies (e.g. wafers, cups, and juice), the scanner displays quick-select chips so you can audit the entire cabinet in seconds.
4. Instant + / – Counting: Tap the large touch-friendly [ + ] and [ – ] stepper buttons or presets (Set to Par, +5). Counts auto-save in real time with an instant toast notification.

When an item drops below its preset safety threshold:

• A bold yellow/red badge appears on the inventory dashboard.
• Managers can click "Create Restock Order" to bundle all low items into an official purchase order.
• The system records which vendor supplies the item, their phone number, website link, and past prices.
• When the delivery truck arrives, simply click "Receive Order" to add the new quantities into inventory automatically!

The volunteer unpacking boxes in the fellowship hall usually doesn't have a laptop. Open any restock order and click Print Packing Slip to give them a clipboard page instead:

• A header reading PURCHASE ORDER & RECEIVING SLIP, with the order number, status, and date.
• One row per item with an empty Check box, the destination room and shelf, quantity ordered, a blank for quantity received, and prices.
• A sign-off block at the bottom: Received By (Signature), Date Received, Stocked / Stored In Rooms By, and Notes / Damaged Items.

Buttons and menus are hidden automatically, so only the slip prints. When the paper comes back, enter the received quantities with Receive Order.

Church life is rich with fellowship gatherings, committee meetings, choir rehearsals, and volunteer training sessions. The Meetups Module coordinates the people, the times, and the food.

Click Meetups in the sidebar to see all upcoming gatherings. To schedule a new one, click "+ New Meetup" and select its category:

• ☕ Ministry Hangout / Fellowship
• 🍲 Potluck Social
• 📋 Board / Committee Meeting
• 🎵 Worship Rehearsal
• 🎓 Volunteer Training
• 🏕️ Retreat / Offsite

Tired of sending 15 emails back and forth trying to find a Tuesday evening when all 7 committee members are free?

1. When creating a meetup, enable "Time Voting Poll".
2. Suggest 3 or 4 potential dates/times.
3. Share the meetup link with your committee.
4. Members click one of three clear choices for each time:
   • YES (I can make it!)
   • IF NEED BE (Not my favorite, but I can make it work)
   • NO (I have a conflict)
5. The system tallies the votes in a clean grid. Once the winning slot is clear, the organizer clicks "Finalize Time", and everyone is sent a calendar invite!

No more paper sign-up sheets pinned to the bulletin board that get lost!

For a Potluck:

Organizers can add slots like:

• Main Dish (Need 4)
• Salad / Fruit (Need 3)
• Dessert (Need 4)
• 2-Liter Drinks (Need 6)

For Volunteer Events:

• Greeter at East Door (Need 2)
• Coffee Barista (Need 2)
• Cleanup & Dishwashing Crew (Need 3)

Volunteers open the link on their computer or phone, click "Claim Slot", type their name, and the slot is instantly reserved. It prevents duplicate casseroles and ensures every door is staffed!

On the day of the event, the person at the door needs paper, not a screen. On the sign-up roster, click Print Check-in Sheet. The page prints as Volunteer & Meeting Roster Check-In (or Potluck & Supplies Check-In Sheet for a potluck) with:

• Every slot, with a check box and an Initials: ____ line for each person who signed up.
• Blank (Walk-in / Standby) lines for any spots still open, so walk-ups can be written in.
• Sign-off lines for the Check-in Lead Signature and Date & Operations Notes.

Serving in the church should be joyful, not exhausting. CPCana doesn't yet schedule volunteer rotations for you: there's no automatic "who served last" suggestion, no availability or blackout-date calendar, and no accept-by-text. Here's what works today:

• For a gathering, use the Meetup's role roster or potluck sign-up sheet (above). Volunteers claim their own slots from the guest link, so nobody is signed up without saying yes.
• For a standing weekly duty, make it a repeating task with one assignee, and change the assignee when the rotation turns over.
• To keep from overloading anyone, check the project's Workload view before assigning.

Sharing what is happening in the life of the church should never feel like reinventing the wheel for every Sunday service, bulletin insert, social media post, and email newsletter.

The Communications Module (/communications) lets ministry leaders and church staff manage the entire lifecycle of an announcement from a single dashboard. Instead of writing separate emails to different volunteers, you create one central announcement, schedule where and when it should appear across our communication channels, and let CPCana coordinate the production tasks, review steps, and publication deadlines.

In CPCana, communications work is organized around two core concepts:

• An Announcement: The central event, program, or ministry focus being communicated (for example, the "Church Fall Festival" or "New Discovery Classes"). An announcement holds the event's start and end dates, times, ministry area, public description, background notes from the requester, and a Google Drive link to one shared master graphic.
• A Placement: Where and when that announcement is scheduled to run on a specific delivery channel. For example, the Fall Festival announcement might run across four channels: Sunday announcements, Website, Social media, and Email. Each ticked channel carries its own due dates, optional channel-specific custom wording, internal notes, and a "Maybe" confirmation flag.

CPCana coordinates announcements across eight distinct communication channels:

Every announcement moves through a predictable five-stage pipeline. Rather than living in a separate silo, every step in this pipeline is a normal CPCana task inside the designated Communications project. Tasks appear in each team member's Inbox, My Tasks, and Calendar with real due dates and assignment notifications.

Finishing a task anywhere counts: whether you click Mark published inside the Communications screen or check off the task in your personal My Tasks list, Board view, or Grid view, the announcement's progress updates in real time.

┌─────────────────┐     ┌──────────────────┐     ┌────────────────┐     ┌──────────────────┐
│  1. NEW REQUEST │ ──▶ │  2. PRODUCTION   │ ──▶ │   3. REVIEW    │ ──▶ │  4. PUBLISHING   │
│   Coordinator   │     │  Graphic & Copy  │     │    Reviewer    │     │    Publisher     │
│  Triage & Plan  │     │ Make art & words │     │ Approve or note│     │ Mark each day    │
└─────────────────┘     └──────────────────┘     └────────────────┘     └──────────────────┘

1. New Request (Triage):

   • When a request is submitted (internally or via the public link), it arrives in the Requests tab with status New request (REQUESTED).
   • The Coordinator is assigned a task titled Review request: [Title], due within 2 days (if no Communications project is set, the request is saved but no task is created).
   • If the requester picked channels (public form), each one is waiting for its own decision. The Coordinator opens the request and, for each channel, can change its date and click Approve or Decline (with an optional note). The requester is emailed after each decision. Approving a channel starts only that channel: its publish tasks are made, along with Graphic, Copy and Review (once per announcement). The first approval moves the request into production. The other channels stay waiting, and the request stays on the Requests tab (with a "channels to review" label) until each has been decided. The Review request task is marked Done once no channel is left waiting. Declining the last open channel declines the whole request. Decline the whole request is also available while it is still new.
   • If the requester picked no channels (or a staff member added it), the Coordinator ticks the channels and their due dates under Where should it go? (this can also wait until after approving, under Where and when), and clicks Approve and start production (or Decline with an optional explanation note). Approving marks the triage task Done and launches production, and the requester is emailed.
   • Graphic: the requester says whether they want a designed graphic. The Coordinator can turn Design a graphic for this on or off in the review box. With it off, no Make graphic task is created (an open one is removed) and the announcement moves to review once the description is done.

2. Production (Graphic & Copy):

   • Approval immediately generates two parallel production tasks in the Communications project (just the description when no graphic was asked for):
     • Graphic Role: Receives Make graphic: [Title]. They paste a Google Drive link to the finished graphic on the announcement page (only links starting with https://drive.google.com or https://docs.google.com are accepted). Make sure the file is shared so the team can open it (the app only stores the link).
     • Copy Role: Receives Write description: [Title]. They draft the main public announcement description (and can customize text for specific channels under Details).
   • Task Frequency & Lead Times: Graphic and Copy tasks happen once per announcement, no matter how many channels or dates are scheduled. They are due 14 days before the earliest channel due date (the "Graphic and description due" setting, default 14). Dates in the past are never assigned; if an announcement is approved late, the due date clamps to today. If a Graphic or Copy task goes overdue, it keeps its due date (it shows as overdue) rather than moving.

3. Review:

   • The moment both the Graphic and Copy tasks are marked Done, the announcement moves to In review (REVIEW).
   • The Reviewer receives a Review: [Title] task. Like Graphic and Copy, this happens once per announcement. It is due 10 days before the earliest channel due date (the "Review due" setting, default 10; never due earlier than production). If the review task goes overdue, it keeps its due date (it shows as overdue) rather than moving.
   • On the announcement page, the Reviewer evaluates the artwork link in Drive, public copy, and scheduled channels:
     • To approve: Click Approve. This marks the review task Done, moving the announcement to Approved (APPROVED).
     • To request changes: Click Request changes. A dialog prompts you to choose which piece needs revision (Graphic, Description, or both) and provide clear feedback in Feedback / instructions *. Clicking Send feedback resets the selected task back to To Do, posts your instructions as a comment directly on that task where the creator works, and returns the announcement to production.

4. Publishing:

   • Each channel due date is its own publish task for the Publisher role (for example, Announce on Sunday: Fall Festival (Sun Oct 10) or Send in email: Fall Festival (Fri Oct 22)).
   • Publish tasks are created automatically up to 14 days ahead of their scheduled due date (based on the "Create publish tasks" setting, default 14). Future dates beyond 14 days are generated each morning by CPCana's daily sweep as they come into range. Dates in the past are never assigned.
   • On the day a channel runs, the Publisher executes the post or print. Anyone who is a member of the Communications project can click Mark published on the screen (or check off the task in CPCana), not just the Publisher.

The Communications Task Model

The task model follows a straightforward rule:

• Graphic, Copy, and Review happen once per announcement: No matter how many channels or dates you choose, there is only one Graphic task, one Copy (description) task, and one Review task.
• Graphic and Copy due date: Due "Graphic and description due" days (setting, default 14) before the earliest channel due date.
• Review due date: Due "Review due" days (setting, default 10) before the earliest channel due date.
• Publish tasks happen per date: Each channel due date is its own publish task for the Publisher.
• Overdue tasks stay put: If a Graphic, Copy, or Review task goes overdue, it keeps its due date (it shows as overdue) rather than moving.

Example: Vacation Bible School (VBS)
VBS, event June 15, Sunday announcements due May 25, June 1 and June 8, Social media due June 1, produces:

• Graphic due May 11
• Copy due May 11
• Review due May 15
• Three Sunday announcement tasks (May 25, June 1, June 8)
• One Social media task (June 1)

This produces seven tasks.

Channels are chosen using a checklist. Everywhere channels are chosen—the New announcement form, the approve-a-request panel, and the announcement page's Where and when section—there is one checkbox per channel:

• Sunday announcements
• Website
• App
• Social media
• Email
• Sign
• Bulletin board
• Pulse (print)

Standard Lead Times

Ticking a box displays Due with a date filled in from that channel's standard lead time:

• Sunday announcements: The Sunday before the event
• Website, App, Bulletin board, Pulse (print): 14 days before the event
• Sign: 13 days before the event
• Social media: 7 days before the event
• Email: The Friday before the event

If that date has already passed, it fills in today instead.

Adding and Adjusting Dates

• Changing a date: You can change any filled-in due date directly in its date input field.
• Adding more dates (+ add date): For a channel that runs more than once (like several Sundays), click + add date. This adds another due date one week after the last one.
• Removing a date (×): The × next to a date removes that date.
• Each date is a task: Each date is its own task for the Publisher.
• Past dates: A date before today shows an amber note: no task is made for it.
• Date tracking on the New announcement form: On the New announcement form, until you change a channel's dates yourself, its date follows the event date as you change it.
• Date behavior on existing announcements: On an existing announcement, changing the event date does not move channel due dates; update them under Where and when.

Saving Channels and Tracking Task Status

On the announcement page, ticking, unticking, or changing dates shows Save channels; nothing changes until you click it (Cancel discards unsaved changes). On the New announcement form and the approve-a-request panel, the channels are saved with the announcement.

Under each saved channel, every due date shows its task status:

• Published: The task is finished.
• Mark published: A button to mark the announcement published on that channel right from the page.
• task not created yet: Tasks are made automatically N days ahead, where N is the "Create publish tasks" setting (default 14).

Clicking Details under a ticked channel opens:

• Notes for the team: Notes for logistics (e.g., "Front page banner", "Pulpit slides", or "Bulletin insert").
• Text for this channel (blank uses the description): Tailored copy for this channel. If left blank, the channel uses the main announcement description.
• Maybe (not confirmed yet): A checkbox for tentative channels. Ticking this displays an amber Maybe badge next to the channel name across the announcement page, This Week view, and monthly overviews.

Unticking a channel and clicking Save channels removes it from the announcement:

• Open tasks: Open tasks for that channel go to the Trash.
• Finished tasks: Finished tasks stay preserved in history.
• Removing a single date: If a channel has multiple dates, clicking the × next to a specific date (then Save channels) removes only that date; its open task moves to the Trash while a finished one stays.

The Add several button sits beside New announcement (/communications/bulk). It opens a page with a table, starting with 5 rows; click + Add row to add more (up to 50 rows per batch). You can also use the ×1–×4 counts on channels to repeat them (e.g. ×2–×4 adds that many weeks in a row before the event, so Sunday announcements land on consecutive Sundays).

Table Columns

Each row contains:

• Title (required)
• Event date (required)
• End date
• Start time
• End time
• Ministry
• Graphic link (optional Google Drive link)
• One checkbox per channel: Sunday announcements, Website, App, Social media, Email, Sign, Bulletin board, Pulse (print)

Fast Batch Setup

• Tick all rows for a channel: A checkbox in each channel's header ticks that channel for every row in the table.
• Standard dates applied: Each ticked channel gets its standard due date (the list under Standard Lead Times) relative to the row's event date. A date that has already passed becomes today. The page lists these under When are channels due?
• Row actions: Rows can be duplicated or removed. A row with nothing typed in it is skipped, even if channels are ticked on it, so ticking a channel for every row doesn't turn the spare rows into errors.
• At least one channel: Every row needs at least one channel.

Validation

Nothing is added unless every row is valid. Problems show on the affected row:

• Missing title or event date
• End date before start date
• An event that is already over (its last day is before today)
• No channel selected
• A non-Drive link (must start with https://drive.google.com or https://docs.google.com)
• The same title and date entered twice in the table
• An event that is already in Communications with the same title and date (with a link to the existing announcement)

Importing from a CSV

Beside + Add row sit Import CSV and Download CSV template. The template is a starter spreadsheet with two example rows; Import CSV fills the table from a file you choose.

• Columns: Title, Start Date, End Date, Start Time, End Time, Ministry, Graphic Link, then one column per channel: Sunday announcements, Website, App, Social media, Email, Sign, Bulletin board, Pulse (print). Columns are matched by their header names, so their order doesn't matter. Title and Start Date are required.
• Channel columns (Y/N): Y or Yes publishes on that channel; N, No or a blank cell does not. Anything else in a channel cell is left off and listed in a note. A file with no column for a channel treats that channel as N, and the note says so.
• Dates and times: Dates are yyyy-mm-dd (for example 2031-06-15); m/d/yyyy, which Excel writes when it re-saves a file, is also read. Times are 24-hour hh:mm (for example 18:30). A cell that can't be read is left empty and listed in the note.
• Nothing is saved yet: The import only fills the table. Rows you already typed stay, imported rows go after them, and the spare empty rows are replaced. The table holds up to 50 rows; any further rows in the file are left out, and the note says so.
• Then add as usual: A note under the table says how many rows loaded and lists anything it couldn't read. Check the rows, fix what is highlighted, and press the Add button; the checks under Validation apply to imported rows exactly as to typed ones.

Production and Notifications

• Immediate production: Bulk-added announcements start in production right away like staff-created ones.
• One notification per person: Each person gets one notification (and email, if they get emails for assignments) saying how many new Communications tasks they were assigned, instead of one per task.
• Background task creation: With a large batch, some tasks may be made by the next daily run (early morning) instead of right away; the page says so when that happens.
• Fine-tuning: To fine-tune dates, open each announcement afterward.

The Coordinator, managers, and administrators can import events directly from an eSpace export. First export the All CPC Events report from eSpace as a CSV file. On Add several, switch to From eSpace file, click Choose CSV file and select your export. Nothing is saved until you add rows or apply changes. You must then choose, under What kind of export is this?, whether the file is a Full calendar export or a Filtered export; there is no default. A full export allows CPCana to spot events that were removed or changed. A filtered export skips these change and removal checks, so it won't mistakenly flag an event as removed just because your filter left it out of the file.

Click Check against CPCana. CPCana compares the file with what it already has and groups the results into panels:

• Matches existing announcements: an announcement you made by hand that has the same title and date as an eSpace event. Its Link box is ticked; linked announcements are tracked against eSpace from then on.
• Changes to existing announcements: what eSpace changed since the last import, before and after, with what it affects.
• No longer in eSpace (full exports only).
• New events: search, a room filter, Hide past events (on by default) and Show recurring (off by default). Tick events and click Send to the grid; the grid holds 50 rows, and the page says when some didn't fit. On the grid, an eSpace row carries a small eSpace tag. You can leave its channels empty and add them later from the announcement's page; it still gets Graphic, Copy, and Review tasks like any announcement.

Click Apply eSpace changes to update existing announcements and link the ticked matches. When an event moved, its channel dates move with it (Sunday slides and emails stay on their Sunday and Friday). CPCana only copies the dates and times from eSpace; the title and room are shown for your information but are not copied. The description, contact email, phone, and resources are never read from the file because they can hold door codes and personal contact details. If a date is moved in a recurring series, CPCana shows it as "no longer in eSpace" plus a "new event". Running the same file twice changes nothing.

When an import records changes, the Coordinator, managers, and administrators see a banner at the top of Communications with the number of changes to review and the date of the last full eSpace import. They also get an "eSpace calendar changes" notification (except whoever ran the import).

Clicking the banner takes you to the /communications/espace-changes page. Here you can review each change:

• Mark reviewed (for a change): clears it from the list. The new dates and times were already copied when the import was applied.
• Archive announcement (for an event no longer in eSpace): archives it (it then shows under All with the Archived filter) and unlinks it from eSpace, so the event can be added again if it comes back.
• Keep, and unlink from eSpace (for an event no longer in eSpace): keeps the announcement as it is, stops tracking it against eSpace, and, if it began as a public request, marks it as a request again.

Removed events are never archived automatically. Each change displays an impact note explaining what the change means. For example, it might list channels where the event is already published, note how many publish tasks were moved to match new dates, list dates that were removed because they'd now be in the past, or warn if CPCana's date or time had been edited by hand and eSpace's value replaced it.

CPCana stores a Google Drive link for each announcement's master graphic rather than uploading image files:

• Accepted links: Only links starting with https://drive.google.com or https://docs.google.com are accepted.
• Announcement page controls: The announcement page's Graphic area has a field to paste a Google Drive link, an Open in Drive link, and a Remove button.
• Other forms: The New announcement form and the bulk add form also have a graphic link field.
• Links in views: In the This Week view and the All list, the graphic thumbnail is replaced by a Graphic link that opens Drive.
• Sharing tip: Make sure the file is shared so the team can open it (the app only stores the link).

The This Week tab (/communications/this-week) is the central operational command post for the current seven-day period:

• Week Navigator: Move through time using ← Previous week and Next week → (the header shows the Sunday–Saturday span, e.g. Sun Oct 10 – Sat Oct 16).
• Sunday: Highlights all announcements running during Sunday worship, complete with copy text, a Graphic link that opens Drive, and a Mark published action button (or Published badge).
• Due this week: Groups all other active channels by delivery channel (Website, App, Social media, Email, Sign, Bulletin board, Pulse). Each card includes a Copy text button that copies the announcement text to your clipboard in one click.
• Stuck in production: Flags any active announcements whose Graphic, Copy, or Review tasks are overdue or due before the end of the week. Shows the blocked step (Make graphic, Write description, or Review), due date, overdue warning, and assignee (or Unassigned).
• By person: Groups all open Communications tasks due this week by assigned team member (and includes an Unassigned section), with direct links to open each task.

The Announcements page replaces the old Dashboard, All, and Month/Year views. It is your central hub for finding and filtering announcements (old links to Month/Year and the Dashboard now redirect here).

Tabs at the top navigate between This Week, Requests, and Announcements.

On the Announcements tab, you have full control over how you view the data:

• List/Calendar switch: Toggle between a standard list and a calendar layout.
• Show: Filter by status, such as active, archived, or declined.
• Timeframe: Choose periods like This month or This year, and use the ← Prev and Next → buttons to move backward or forward in time.
• Filters and Counts: Filter by title, stage, origin, channel, ministry, role, assignment, and flags. Quick counts show totals for Active, Awaiting triage, In production, Ready for review, Overdue, and eSpace changes to review.
• Views: Built-in and saved views let you quickly switch contexts. Built-in views include All active, This month (calendar), Needs my review, eSpace schedule (next 60 days), and Social & digital queue. You can also save up to 30 custom views.
• Row Expansion: Click the arrow at the LEFT of each row to expand it and view Who, What, When, and Where details without leaving the list. You can mark tasks done right from the row.

Print this week (on This Week) and Print (on the Announcements page) print a plain black-on-white sheet for a clipboard. Buttons, tabs, banners and the week or period switcher are left off. The sheet starts with the organization's name, when one is set for this CPCana, and the week or period it covers. On the week sheet, each Sunday item and each channel item has an empty box to tick by hand. Both sheets end with Prepared by and Reviewed by lines, each with a date line, for signing.

Church life follows an annual rhythm—Vacation Bible School, Easter services, Fall Festivals, and Christmas pageants recur every year.

Instead of re-entering channels from scratch:

1. Open the existing announcement (active or archived).
2. Click Copy to next year in the top header.
3. CPCana automatically creates a brand-new announcement shifted forward exactly 52 weeks (364 days), preserving the identical day of the week for the event and all channel due dates.
4. All approved channels' due dates, notes, "Maybe" flags, and request details copy over (channels that were declined or never decided do not). The graphic request (yes or no, and its notes) copies too. Each channel's custom text and the graphic link do not, since next year usually needs new ones. The new announcement launches fresh into production with new Graphic, Copy, and Review tasks.

Staff and ministry leaders do not need an CPCana account to request an announcement. Anyone can submit a request via the public link:

https://yourchurch.com/request-announcement

The form collects essential event information:

• Your name * and Your email *
• Ministry * (e.g., Youth, Women's Ministry, Outreach)
• Event name * and Event date * (with optional End date and Start time)
• Tell us about it * (what it is, who it's for, sign-up links)
• Where should it be announced? Tick each channel they want and the day they'd like it to go out. Each date starts at the channel's usual lead time before the event, and + add date adds more. Leaving every channel unticked is fine.
• Please design a graphic for this (on by default), with an optional notes box for size, colors or a photo link.

What the requester gets by email: a confirmation when they submit, then a short note as each channel is approved (with its date) or declined (with the Coordinator's note), or when the whole request is approved or declined. The emails are fixed wording that names only the event and the channel, and they carry no links. People who never made a request can ignore them.

Submission Protections:

• Rate-limited to 5 requests per email address per hour (and 8 requests per IP address per hour) to protect against accidental spam. Every request sends a confirmation email, so these limits also stop the form being used to mail other people.
• Includes invisible honeypot verification to reject automated web bots.
• Event dates must be today or in the future, up to two years ahead.
• Once submitted, the requester sees "Thanks — the communications team will be in touch", and the request appears instantly on the Requests tab for Coordinator review. The requested channels stay inactive (they do not appear in This Week, Overview, or progress counts, and make no tasks) until the Coordinator approves them.

Have you ever worked on a major church event where everyone assumed someone else was handling the sound system, and Sunday morning arrived with no audio?

A RACI Chart is a proven, visual chart that ensures total clarity across complex church projects.

Look at how clear this matrix makes our responsibilities:

Result: No arguments, no dropped balls, and no hurt feelings. Everyone knows their lane and feels supported!

For church officers, elders, pastors, and committee chairs, CPCana provides high-level organizational and financial clarity.

Click Org Chart in the sidebar.

The Org Chart displays an interactive, visual family tree of our church leadership and staff:

• Click on any department (e.g., Children's Ministry, Worship & Arts, Facilities, Pastoral Care) to see who leads it and who serves on that team.
• Clicking a leader’s card shows their direct reports and contact information.
• Only administrators can move people between departments, preventing accidental organizational confusion.

Click Dashboard in the sidebar.

Managers and administrators see an instant executive overview of ministry health:

• Workload Balancing Table: See how many tasks each team member currently carries. If one person has 25 open tasks and another has 2, leaders can rebalance the load.
• Overdue Task Radar: Highlights tasks that have slipped past their deadline so leaders can offer help before things stall.
• Due This Week: A clean summary of all upcoming milestones across all active projects.

For churches that enable the XP Hub, click XP in the sidebar. This area houses governance and stewardship tools:

1. Budget Lines: Tracks category allocations against actual spending (e.g., Youth Ministry Budget: $12,000 allocated, $8,450 spent).
2. Quarterly Variance Memos: When an expenditure deviates from the budget by more than a set threshold (e.g., an unexpected $1,200 furnace repair), staff can document the explanation and mitigation plan.
3. Board / Session Packets: Organizes upcoming elder/deacon meeting agendas, attached financial reports, and previous meeting minutes in one place.
4. Financial Health Benchmarks: Automatically calculates non-profit benchmarks (such as Months of Cash Reserve, Program Efficiency Ratio, and Personnel Expense Ratio) without exposing individual private salaries.

Our highest calling is the pastoral care and physical safety of the children, youth, and vulnerable adults entrusted to our church. The Child Protection Module (/admin/child-protection) gives church leadership a rock-solid, audited compliance registry so no volunteer or staff member ever serves without up-to-date credentials.

• Peace of Mind for Families: Parents can worship freely knowing their nursery, Sunday school, and youth workers have been thoroughly vetted and trained.
• Church Insurance & Legal Standards: Denominations and church insurance underwriters require strict, up-to-date compliance records with zero gaps.
• No Lost Paperwork: Eliminates scattered filing cabinets, expired paper certificates, and hallway guesswork.

Every worker serving in minor-facing ministries is tracked against three non-negotiable pillars:

┌───────────────────────────────┬───────────────────────────────┬───────────────────────────────┐
│ 1. Signed Policy Agreement    │ 2. MinistrySafe Training      │ 3. Background Check Screening │
├───────────────────────────────┼───────────────────────────────┼───────────────────────────────┤
│ • Signed church safety policy │ • Sexual abuse awareness &    │ • Multi-jurisdiction criminal │
│ • Tracked via DocuSign or     │   prevention training course  │   and sex offender screening  │
│   verified signed PDF upload  │ • Valid for 3 years           │ • Valid for 5 years           │
└───────────────────────────────┴───────────────────────────────┴───────────────────────────────┘

CPCana evaluates each volunteer's records in real time and assigns one of four clear status badges:

Volunteers don't intentionally let certifications lapse—they simply forget after 3 or 5 years. CPCana acts as your automated watchdog:

• 45-Day Warning Trigger: When any volunteer's training or background check is 45 days away from expiring, their status shifts to 🟡 EXPIRING SOON.
• Weekly Renewal Sweep: Every Monday morning, CPCana files a compliance review task for anyone who is lapsed or inside the 45-day window. Each task is created unassigned, in the project your administrator chose when the app was set up, so make sure someone watches that project and assigns each one. If no project was chosen, the sweep files nothing; ask your administrator.
• 30-Day Quiet Period: CPCana files at most one of these tasks per person every 30 days, so an unresolved renewal comes back about once a month instead of every week.
• Leap-Year Precision: Certification mathematics account for February 29 leap years safely in UTC, preventing date drift.

Child protection records contain sensitive information, so they are locked away from the general public and casual volunteers. However, ministry directors need to know who is cleared for their classrooms:

• Administrators can click "Manage Access" in the top-right of the Child Protection screen.
• Grant Compliance Shares to specific team leaders (such as the Children's Ministry Director or Nursery Coordinator).
• This gives them viewing or management rights for their own workers without granting them full Administrator access to church billing, system settings, or user deletion.

If your church already tracks safety data in a spreadsheet or insurance portal:

1. Navigate to /admin/child-protection.
2. Click "Import CSV".
3. Download the example template or upload your existing CSV.
4. CPCana validates names, email addresses, and completion dates, immediately reporting compliant and expiring workers on your roster with full audit trail logging.

Bringing a new team member onto the church staff—or welcoming an intern, pastoral resident, or high-commitment volunteer lead—involves dozens of moving parts across multiple departments. The Onboarding Module (/admin/onboarding) replaces chaotic email threads with structured, repeatable blueprints.

Welcoming a casual Sunday greeter takes five minutes. But bringing on an Associate Pastor, Youth Director, Nursery Lead, or AV Technician requires coordination:

• The Facilities Team needs to cut brass keys or program RFID door fobs.
• The IT/Office Team needs to order a laptop, create an @church.org email, and set up software accounts.
• The Treasurer/Finance Team needs payroll direct deposit forms and needs to track equipment expenditures.
• The Ministry Team needs to schedule orientation, campus walk-throughs, and pastoral shadowing.

Click Onboarding under Administration in your sidebar (or visit /admin/onboarding).

The Onboarding Roster lists every case with its Candidate / Staff, Role, Status, Checklist Progress, Capex (One-Time), Opex (Monthly), and Start Date. Summary cards above it count cases that are Active In-Flight and Day 1 Ready, and total the hardware and monthly license costs.

Launching a New Onboarding Case

1. Click "New Onboarding Case" (or visit /admin/onboarding/new).
2. Candidate Information: enter their Full Name (required), Email Address, and Target Start Date.
3. Select Role Blueprint(s): pick one or more roles (for example, Pastoral Staff + Children & Youth). Their checklists merge, and items they share appear once. Each role shows Ready if its blueprint has items, or Empty if not.
4. Workflow Delegation Defaults: choose who owns each of the four categories (for example, the facilities manager for keys). Leave one as Unassigned (Assign Later) to decide later. Assigned items show up in that person's My Tasks.
5. Check the Budget Estimator on the right, then click "Launch Onboarding Case". The case gets a copy of every checklist item.

Under Role Blueprints (/admin/onboarding/templates), administrators keep one blueprint for each of eight roles: Pastoral Staff, Worship & Music, Admin & Office, Children & Youth, Facilities & Ops, IT & Media Production, Key Volunteer Leader, and General Staff.

• Pick a role, then click "Load Recommended Defaults" or "+ Add Deliverable", and "Save Blueprint" when done.
• Each item has a Category, a Title, an Estimated Cost that's either One-Time or Monthly, and an optional link to a document template to copy.
• The four categories:

┌──────────────────────────────────────┬──────────────────────────────────────┐
│ Paperwork & Compliance               │ Hardware & Equipment                 │
│ • Direct deposit & tax forms         │ • Staff laptop / tablet              │
│ • Staff handbook sign-off            │ • Office desk & chair                │
│ • 1-on-1 lunch with Sr. Pastor       │                                      │
├──────────────────────────────────────┼──────────────────────────────────────┤
│ Software & Cloud Licenses            │ Facility & Physical Access           │
│ • Church email (@church.org)         │ • Sanctuary & office brass keys      │
│ • CPCana task manager account           │ • Security RFID door fob             │
│ • ChMS & church giving login         │ • Campus facilities tour             │
└──────────────────────────────────────┴──────────────────────────────────────┘

Shadowing and check-in steps (the lunch, a 30-day check-in) go under Paperwork & Compliance. Keys, fobs, and tours go under Facility & Physical Access.

Every piece of equipment and software seat carries a financial cost. CPCana automatically computes and displays two budget totals for every onboarding case:

1. Capex Total (Capital Expenditures): One-time setup costs, such as a $1,200 staff laptop, $75 desk phone, or $25 replacement key fob.
2. Monthly Opex Total (Operating Expenditures): Ongoing recurring costs, such as a $15/month email license, $30/month software seat, or monthly cell phone stipend.

This gives the Executive Pastor and Finance Committee complete financial visibility before a new worker arrives on campus.

This chapter covers the administrative tools used by church office administrators and pastors.

Click User Management under the Administration section in the sidebar.

Adding a New Staff Member or Volunteer

1. Click "+ New user".
2. Type their name and email address.
3. Choose their Role (User, Manager, or Admin).
4. Leave Send first-time login invitation email with setup link ticked to email them a setup link. (A Temporary password is optional when the invitation is sent; untick the box to set one yourself instead.)
5. Click "Create user".
6. CPCana confirms with User Invited and shows the 7-day setup link, so you can also copy it and send it another way.

Resetting a Forgotten Password

Staff members and volunteers can reset their own password at any time by clicking "Forgot password?" on the login screen.

If an administrator needs to assist someone from the office:

1. Find their name in the User Management list.
2. Click the "..." menu on their row and choose "Reset Password".
3. Choose either:
   • Send email link: Sends a secure, single-use 24-hour reset link directly to their inbox. If email fails to deliver, CPCana displays the exact direct link so you can copy and text it to them immediately.
   • Set manually: Generate or type a temporary password of at least 8 characters, click Save password, and share it securely with the user. (Password resets are protected by an automated rate-limiting safety guard of 3 attempts per hour per email address).

Under Administration, click Workflows, then the Process Blueprints tab.

• Here, administrators build standard operating procedures for the church. Click "+ New blueprint" and choose Start blank or From a template.
• Break each blueprint into Stages (e.g., Stage 1: Initial Inquiry, Stage 2: Planning, Stage 3: Rehearsal, Stage 4: Day of Event).
• Add tasks and subtasks, each with a title, an optional description, and a default priority. Blueprints don't hold due dates or assignees; set those on the project after you apply the blueprint.
• Any blueprint can be applied to a project. Tick Reusable template to also offer it as a starting point for new blueprints and list it first when someone applies a blueprint.

When a one-time event is fully over and nobody will need its history, an Admin can remove the whole project. Click Delete project in any of three places: the bottom of the project's card on the Projects page, the project header (next to + Add member), or the project's options menu in the sidebar.

Accidents happen! Someone might bump their mouse or click "Delete" by mistake. Do not worry—nothing is erased immediately.

┌─────────────────────────────────────────────────────────────────┐
│  THE TWO-TIER TRASH SAFETY NET                                  │
├─────────────────────────────────────────────────────────────────┤
│  1. TRASH (/trash) — Available to EVERYONE                      │
│     Shows every task you personally deleted (kept 30 days).     │
│     Click "Restore" next to any task to put it right back.      │
│                                                                 │
│  2. ALL TRASH (/admin/trash) — Available to ADMINS ONLY         │
│     A church-wide safety vault of every deleted task from       │
│     every project. Admins can find and restore any of them.     │
└─────────────────────────────────────────────────────────────────┘

Deleted tasks remain safely in the trash vault for a 30-day recovery window before being permanently cleaned out. The screen clearly shows how many days remain to restore each item.

A few details worth knowing:

• The Trash holds tasks. Deleted projects do not go here (see Deleting a Project above).
• You can restore or permanently delete tasks you deleted. Admins can restore anyone's from All Trash, and CPCana shows the task's details for confirmation first.
• Restoring a task that other work was waiting on can re-lock those waiting tasks. CPCana tells you right away, for example: "Restored — 2 tasks are locked again."

Your workspace should feel comfortable, uncluttered, and peaceful. You can adjust your personal screen without affecting anyone else.

Click Settings at the very bottom of the left sidebar.

Click Notifications under Settings.

Tired of getting dinged by emails throughout the day? You have complete control:

• Instant Email Alerts: Turn emails on or off for each kind of notice, including new task assignments, @mentions, Task unlocked, and Due date & dependency reminders. Your in-app Inbox still receives everything.
• Comments are digest-only by design. An ordinary "commented on your task" notice never sends an instant email. It waits for your digest. An @mention is different: it emails you right away, because someone is asking for you specifically.

The Email Digest (Highly Recommended!)

Under Email digest, choose Off, Daily, or Weekly, and pick a Send around hour.

• Daily is the default, and the default hour is 7:00 AM Central.
• Weekly arrives every seven days, counted from your last digest. It isn't tied to a particular weekday.
• The digest lists Your Tasks (overdue, due today, and due in the next 7 days) and up to 20 other unread updates. Managers and Admins also get a Project Summary of the projects they oversee.

1-Click Unsubscribe from Emails (No Login Needed!)

Every email from CPCana ends with an "Unsubscribe from all emails" link, and Gmail and Apple Mail also show their own one-click unsubscribe button.

• The link opens a page with a single Unsubscribe button. You do not need to sign in.
• It turns off every CPCana notification email and your digest. Your in-app Inbox keeps working.
• To turn off only some alerts (for example, assignment emails), use Settings ➔ Notifications instead.

Click Navigation under Settings.

If you are a volunteer who only uses My Tasks, Calendar, and Inventory, you don't need to stare at 15 different sidebar links:

• Hide Unused Items: Uncheck any module you don’t use (e.g., hide RACI, Meetups, or XP Hub).
• Rearrange Order: Drag items up or down so your favorites are right at the top.
• Group Items: Collapse sections to keep your screen tidy.

• Calendar Connections: Connect your work Google Calendar or Outlook account so your tasks can link to your personal schedule.
• Developer & Webhooks: For your church tech team to connect custom church websites, automated giving systems, or notification bots.
• Outbound Email & SMTP Diagnostics (Admins Only): Under /settings/developer, administrators have access to an interactive Outbound Email & SMTP Diagnostics panel. This verifies whether mail delivery is configured, tests connection to your mail server (STARTTLS / SSL), and allows you to send live test emails to verify deliverability in real time.

Click Handbooks & Guides at the bottom of the left sidebar, just above Settings, to open the CPCana Handbooks Library in a new tab. Every guide lives there: this handbook, the Workflow Strategy Guide, the Workflows & Automations Field Guide, the Field Cards, the Admin Guide, and the System Handoff Runbook.

• Help & Handbooks under Settings has a card for each guide: who it's for, what it covers, and a Read handbook button.
• Search (Ctrl+K) finds them too. Type handbook, guide, or help to list them all, or a guide's subject, such as training, admin, field card, or handoff, to jump straight to it.
• Some pages link to their own guide. A project's Workflows & Automations page has a Field Guide button that opens the tutorial for the tab you're on. Child Protection and Onboarding each have a Field Card button that opens that page's printable card. For admins, User Management and Workflows link to the matching section of the Admin Guide.

Q1: "I clicked on something and now my screen looks different. How do I get back home?"

A: Simply click My Tasks or All Projects in the left sidebar. The left sidebar is always there to guide you back to familiar territory!

Q1b: "I forgot my password or I'm locked out. How do I get back in?"

A: Click "Forgot password?" on the login screen, type your email, and check your inbox for a secure 24-hour reset link. If you do not see it within a few minutes, check your spam folder or contact your Church Administrator. Administrators can generate and copy a 24-hour setup link for you directly from User Management.

Q2: "Can people from other churches or hackers see our church data?"

A: No. Our church has its own completely separate, private, encrypted database. Only authorized accounts created by your church administrator can access your system.

Q3: "Do I have to log in on a computer, or can I use my iPhone, iPad, or Android phone?"

A: CPCana works beautifully on any smartphone or tablet! Open Safari, Chrome, or your phone's browser, go to your church's web link, and log in. You can even tap "Add to Home Screen" on your phone to create a dedicated app icon!

Q4: "I checked off a task by accident! How do I bring it back?"

A: Finished tasks are hidden from My Tasks and List view. Open the filter bar and add Done under Status to show them, then open the task and set its Status back to To Do or In Progress.

Q5: "What is the difference between a Task and a Subtask?"

A: A Task is the main job (e.g., "Host New Member Reception"). Subtasks are the bite-sized steps required to finish it (e.g., "1. Buy cookies", "2. Brew punch", "3. Print name tags").

Q6: "Why can't I see a project that my coworker was talking about?"

A: You only see projects you've been added to, and only a church administrator can add people (with "+ Add member" on the project). Ask your administrator to add your name.

Q6b: "Why can't I drag this card out of To Do? And why did nobody tell me I was assigned?"

A: The task is locked (look for the 🔒). It's waiting on an earlier step that isn't finished yet. CPCana holds its assignment notice on purpose so you aren't pinged about work you can't start. You'll get a "Task unlocked" message the moment it's ready. If you're tired of waiting, open the task and click Nudge assignee.

Q7: "How do I send a checklist to a volunteer who refuses to use computers?"

A: Open the project in List View, press Ctrl + P (or Command + P on Mac), and print a crisp, clean paper copy! CPCana has a built-in printer stylesheet that hides all buttons and prints a clean, beautiful paper checklist for volunteers who prefer paper.

Q8: "Can an outside contractor or wedding coordinator comment on a task without an account?"

A: Yes! Open the task, click "🔗 Share with Guest", generate a guest link, and text or email it to them. They can view the task, see the notes, and post a comment directly from their phone without logging in.

When something doesn't seem to work right, take a breath, don't panic, and check this quick reference:

┌───────────────────────────────┬────────────────────────────────────────────────────────┐
│  WHAT HAPPENED?               │  HOW TO FIX IT IN 30 SECONDS                          │
├───────────────────────────────┼────────────────────────────────────────────────────────┤
│  "My task disappeared!"       │  1. Finished? Add Done under the Status filter.        │
│                               │  2. Look in Trash in the left sidebar.                 │
│                               │  3. Press Ctrl+K and search the task title.            │
├───────────────────────────────┼────────────────────────────────────────────────────────┤
│  "I made a mistake in the     │  Press Ctrl+Z (Windows) or Command+Z (Mac) to undo     │
│   spreadsheet Grid view!"     │  your last change instantly.                           │
├───────────────────────────────┼────────────────────────────────────────────────────────┤
│  "I'm getting too many        │  Settings ➔ Notifications turns off some alerts;       │
│   emails in my inbox."        │  the email footer link turns off all of them.          │
├───────────────────────────────┼────────────────────────────────────────────────────────┤
│  "A card won't move out of    │  It's locked (🔒) — an earlier step isn't done yet.    │
│   To Do."                     │  Open it to see what it's waiting on, then Nudge.      │
├───────────────────────────────┼────────────────────────────────────────────────────────┤
│  "I can't drag cards between  │  On a phone the board shows one column at a time.      │
│   columns on my phone."       │  Tap the ⇄ button on the card to move it.              │
├───────────────────────────────┼────────────────────────────────────────────────────────┤
│  "The screen looks stuck or   │  Click the browser Refresh button (or press F5 on      │
│   isn't updating."            │  Windows / Command+R on Mac) to reload fresh data.     │
├───────────────────────────────┼────────────────────────────────────────────────────────┤
│  "I forgot my password!"      │  Click "Forgot Password?" on the login screen, or ask  │
│                               │  your Church Admin to send you a 1-click reset link.   │
└───────────────────────────────┴────────────────────────────────────────────────────────┘

Pressing keys on your keyboard can save you dozens of clicks!

Everywhere in the Software

• Ctrl + K (Windows) / Command + K (Mac): Universal Search. Opens a search box instantly. Type any word to find tasks, projects, comments, or people in a fraction of a second.
• Escape (Esc): Closes any open drawer, modal, or popup window. If one popup is open on top of another, Esc closes only the top one.
• Tab / Shift + Tab inside a popup: Moves between the popup's buttons and fields without wandering off behind it. When the popup closes, you land back where you started.

Inside the Spreadsheet Grid View

• Arrow Keys (↑, ↓, ←, →): Move from cell to cell like Excel.
• Enter: Edit the selected cell.
• Tab / Shift + Tab: Move horizontally across columns.
• Ctrl + C / Ctrl + V: Copy and Paste text or dates across cells.
• Ctrl + D (Fill Down): Copies the value from the top cell down across all highlighted rows!
• Ctrl + Z / Command + Z: Undo your last Grid edits (up to the last 20).

• Assignee: The person responsible for completing a task.
• Automations: Helpful background rules that automatically move tasks or notify people when something happens.
• Base To Do Column: The designated project column (marked with a ★) where newly created tasks and resetting repeating tasks land.
• Capex Total: Capital Expenditures: one-time upfront equipment costs (laptops, door fobs, keys) in onboarding cases.
• Child Protection Module: The church compliance registry tracking background checks, MinistrySafe certifications, and signed policies for youth/children workers.
• Compliance Share: Delegated access allowing ministry directors to view or manage safety records for their volunteers without full Admin rights.
• Custom Field: An extra detail box added to a project (such as Room #, Dollar Amount, or CCLI Song Number).
• In-Place Reset: The engine where a repeating task and its subtasks reset their status and advance their due dates directly on the board without spawning duplicate cards.
• Intake Form: A public webpage where church members can submit room bookings or prayer requests without logging in.
• Kanban (Board View): A view where tasks look like index cards on a corkboard organized into To Do, Doing, and Done columns.
• Locked Task: A task waiting on an unfinished earlier step. It shows a 🔒 and stays quiet until it unlocks.
• MinistrySafe: Sexual abuse awareness and prevention training for church staff and volunteers, valid for 3 years.
• Monthly Opex Total: Operating Expenditures: ongoing monthly recurring costs (software seats, email licenses) in onboarding cases.
• Multi-Homing: Having a single task live in two projects at the same time without creating duplicates.
• Nudge: A polite, once-a-day note to the person whose unfinished step is holding up your task.
• Onboarding Blueprint: A pre-built role template containing standardized paperwork, hardware, and shadowing steps for new hires or leaders.
• Org Chart: The visual tree showing departments, ministry leaders, and reporting relationships.
• Par Level (Ideal Quantity): The target baseline quantity of a supply that should always be kept on hand in the church closets.
• QR Quick-Audit: A mobile scanner feature allowing volunteers to point a smartphone camera at shelf QR codes to record inventory counts in seconds without clipboards.
• RACI: A management matrix clarifying who is Responsible, Accountable, Consulted, and Informed.
• Subtask: A smaller checklist item nested inside a main task.
• Task: A single piece of work with a title, assignee, and due date.
• Workflow Template: A pre-made checklist blueprint for recurring church events (weddings, funerals, VBS).

(Pin this to your desk, bulletin board, or refrigerator!)