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Events and Volunteers

This guide covers the main tools used to manage events and volunteer coordination in TheFaithApp. For team rosters, recurring schedules, availability, wellbeing, training, and worship plans, continue to Volunteers and Serving Teams. These tools include:

• Events
• Event categories
• Event registration setup
• Attendee management and check-in
• Public event pages
• Volunteer ministries
• Volunteer categories
• Volunteer skills
• Volunteer opportunities
• Volunteer signups

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Before You Start

• Sign in to your admin account.
• Events and Volunteers are in the left sidebar.
• Some create, edit, or delete actions depend on your admin permissions.

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Event Categories

Use Event Categories to organize events by theme, audience, or purpose.

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What You Can Do

• Create a new event category
• Add a description and color
• Mark a category as active or inactive
• Search categories
• Edit or delete existing categories

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Steps

1. Open Events.
2. Select Event Categories.
3. Click Add new.
4. Enter the category name, description, and color.
5. Set the category status if needed.
6. Save the category.

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Tips

• Use category names that make event filtering easier for your team.
• Keep inactive categories for older event types you do not want to remove yet.

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Events

Use Events to plan services, groups, classes, rehearsals, outreach programs, conferences, and other church activities.

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What You Can Do

• Create a new event
• Add a cover image, date, time, and location
• Assign the event to a category
• Switch between a list and a calendar
• Search and filter events by category or publication status
• Open an event details drawer without leaving the calendar
• Review registrations or run check-in from the same event workspace
• Review the next occurrence of a recurring event
• Edit or delete existing events
• Repeat an event daily, weekly, every two weeks, monthly, or yearly
• Publish an invite-friendly public event page

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Event Details

• Event title
• Event description
• Date and time
• Cover image
• Category
• Location name and address
• Recurring or multi-day options
• Registration, reminder, and check-in settings

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Steps

1. Open Events.
2. Click Create event.
3. Enter the event title and description.
4. Add the date, time, and cover image.
5. Choose the event category.
6. Add the location details.
7. Turn on recurring scheduling when the gathering repeats.
8. Turn on Public event when people should be able to open and share its public page.
9. Save the event.

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Notes

• Event cards show the next occurrence, location, registration state, price, capacity, and recurring status.
• Past events remain visible with a visual status change, which helps with reference and cleanup.
• Each occurrence of a recurring event keeps its own registration and attendance list.

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Event Registration Setup

Use event registration when attendees need to confirm participation before the event date.

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What You Can Set

• Whether registration is required
• Built-in registration or an external registration link
• Registration capacity
• Registration deadline
• Contact person name and email
• A fee per person or per registration
• A waitlist when an occurrence reaches capacity
• Meal count, childcare count, and special-note questions
• Reminder times before the event
• The member self-check-in window

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Steps

1. Open Events.
2. Create a new event or edit an existing one.
3. Turn on Registration Required.
4. Choose the registration type.
5. Add the capacity if you want to limit attendance.
6. Turn on the waitlist if people should still be able to join after the available places are filled.
7. Add a registration fee and currency when the event is paid.
8. Choose any extra information your team needs, such as meals, childcare, or special notes.
9. Add reminder times in minutes before the event. For example, 1440, 60 sends reminders one day and one hour before it starts.
10. Choose when member self-check-in opens and closes.
11. Set the registration deadline and contact person.
12. Save the event.

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Notes

• Built-in registration is best when you want attendance managed inside the platform experience.
• Use an external registration link if your church already relies on another signup tool.
• Paid registration becomes available after the church completes Stripe setup.
• Capacity counts the person registering and every additional guest in their party.
• When a registration is cancelled, the earliest waitlisted party that fits the available places is promoted automatically.

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Public Event Pages

A public event page gives guests an unguessable link they can open without signing in.

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Share an Event

1. Create or edit the event.
2. Turn on Public event.
3. Save the event.
4. Select the event in the calendar or list to open its details drawer.
5. Select Copy public link.
6. Open the copied link once before distributing it.

The public page shows the event details, future occurrences, location, capacity, price, and only the registration questions enabled for that event. Paid guests continue through secure Stripe Checkout. A paid guest who moves off a waitlist can reopen the private registration link in their update email and continue payment.

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Manage Attendees and Check In

Select an event in the calendar or list, then open Registrations or Check-in in its details drawer.

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What You Can Review

• Registered and waitlisted people
• Total occupied places, including guests
• Checked-in attendance
• Meal and childcare totals
• Payment state
• Special notes

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Work With an Occurrence

1. Open the Registrations tab in the event details drawer.
2. Choose the occurrence date.
3. Select Load occurrence.
4. Review the totals and attendee list.
5. Select Check in as people arrive, or switch to the Check-in tab for a focused check-in desk.
6. Cancel a registration only after confirming the attendee’s request.
7. Select Export to download the occurrence list as a CSV file.

Members can also check themselves in from the mobile app during the event’s configured check-in window. Staff check-in remains available outside that member window when an authorized team member needs to help at the door.

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Member Registration in the Mobile App

Members can open Events from Quick actions on the mobile Home screen, then:

• Browse an agenda or calendar
• Open event details and add the event to their calendar
• Register themselves and additional guests
• Enter meal, childcare, and special-note information when requested
• Pay securely in the app for paid events
• Review My registrations
• Open a registration to see its current status, party needs, payment, reminders, and check-in timing
• Cancel a registration
• Check themselves in during the event window
• Share a public event

Event reminders and waitlist updates open the referenced event in the mobile app. If the event cannot be loaded, the app falls back to the Events list. A registration that still needs payment remains clearly marked so the member can safely resume checkout.

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Volunteer Ministries

Use Volunteer Ministries to group opportunities under larger service teams.

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What You Can Do

• Create a ministry
• Add a short description
• Search ministries
• Review how many opportunities belong to each ministry
• Edit or delete ministries

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Steps

1. Open Volunteers.
2. Select Ministries.
3. Click Add Ministry.
4. Enter the ministry name and description.
5. Save the ministry.

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Volunteer Categories

Use Volunteer Categories to organize opportunities by type of service.

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What You Can Do

• Create categories for different service areas
• Search categories
• Review opportunity counts by category
• Edit or delete categories

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Steps

1. Open Volunteers.
2. Select Categories.
3. Click Add Category.
4. Enter the category name and description.
5. Save the category.

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Volunteer Skills

Use Volunteer Skills to track the abilities that can be matched to volunteer opportunities.

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What You Can Do

• Create a skill
• Describe what the skill is used for
• Search skills
• Review how many opportunities and members are linked to each skill
• Edit or delete skills

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Steps

1. Open Volunteers.
2. Select Skills.
3. Click Add Skill.
4. Enter the skill name and description.
5. Save the skill.

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Volunteer Opportunities

Use Volunteer Opportunities to publish open serving roles and manage needed capacity.

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What You Can Do

• Create a new opportunity
• Assign it to a ministry and category
• Set location, date, and time
• Define how many volunteers are needed
• Require approval before a signup is accepted
• Filter by ministry, category, or status
• Open signup requests for review
• Edit or delete opportunities

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Opportunity Details

• Title and description
• Ministry
• Category
• Location
• Date and time
• Volunteer slots needed
• Status
• Approval requirement

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Steps

1. Open Volunteers.
2. Select Opportunities.
3. Click Add Opportunity.
4. Enter the opportunity details.
5. Choose the ministry and category if needed.
6. Set the date, time, and location.
7. Add the number of volunteer slots.
8. Turn on approval if your team wants to review requests first.
9. Save the opportunity.

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Notes

• Opportunity cards show the number of filled and open volunteer spots.
• Active opportunities are easier for team leads to review from one page.

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Volunteer Signups

Use the signups drawer to review volunteer requests for a specific opportunity.

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What You Can Do

• Review incoming signups
• Filter signups by status
• Approve or reject pending requests
• Remove a signup when needed

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Steps

1. Open Volunteers.
2. Select Opportunities.
3. Find the opportunity you want to review.
4. Click View Signups.
5. Use the status filter if you want to narrow the list.
6. Approve or reject pending requests from the actions column.

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Notes

• Opportunity cards show the current signup count before you open the drawer.
• Approval-based workflows are useful when volunteer roles have limited spaces or need team-lead review first.