Operations and Facilities

Operations & Facilities gives church teams one place to prepare the building, run services, resolve issues, and coordinate a safe response. Members can make eligible requests in the mobile app, while staff use permission-controlled sections in the web dashboard.

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Before You Start

1. Name the people responsible for facilities, service operations, safety, and restricted access.
2. Give each person only the Operations viewing, management, safety, or sensitive access their role needs.
3. Confirm your emergency contact tree, assembly areas, evacuation steps, and local emergency procedures outside the app.
4. Gather the current room capacities, equipment quantities, key holders, inspection dates, approved drivers, and contractor requirements.
5. Create one test service and rehearse a booking conflict, checklist, alert, runbook, incident, weather decision, and role call before rollout.

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Add Rooms, Equipment, and Supplies

Open Operations & Facilities > Resources & stock, then add each room, equipment pool, serialized asset, vehicle, building system, safety item, or consumable. Record the location, capacity or quantity, booking and approval rules, stock and reorder point, asset tag, and next lifecycle or inspection date. Use serialized tracking for a key, credential, vehicle, or item that can have only one current holder. Low stock and overdue lifecycle items appear on the Overview. These are review signals; the app does not silently revoke access or certify an inspection.

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Review Facility and Equipment Requests

The Calendar shows pending and approved reservations. A room or serialized item cannot have overlapping approved bookings, while pooled equipment checks the remaining quantity. Members can use the mobile Operations & Facilities hub to request an available room or resource, add setup notes, and record climate or lighting intent. They can also send maintenance, setup, cleaning, access, stock, or lost-and-found requests and follow the status of their own request. Approve or decline a booking only after reviewing its time, occupancy, resource warning, and setup needs. Restricted access detail belongs in the sensitive workflow rather than an ordinary alert. When reserving a room or equipment specifically for a service, select its related service operations plan. The reservation then participates in that service’s readiness checks before publication.

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Prepare Sunday Operations

Open Services & checklists and create the service operations plan. Link the existing Volunteer service plan when one exists, then add:

• The timed run sheet and owners
• Usher, greeter, parking, production, and safety stations
• Parking map reference and zones
• Required rooms or equipment
• Communion portions, cups, dietary alternatives, and reset work
• Baptism count, warm-baptistry confirmation, and towels

Add production, opening, cleaning, setup, sacrament, inspection, or closing checklists and assign the work. Publication remains blocked while required resources, volunteer coverage, or lyric-projection permission needs review.

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Publish QR Runbooks and Reconcile CCLI Use

Use Runbooks & CCLI to publish a public-safe procedure for equipment or a building system. Include clear steps and a visible instruction for when to stop and contact a trained person. Place the generated QR link only where the procedure is intended to be used. The public page never displays restricted staff notes, contact trees, key holders, or operator identity. Rotate the link if it is shared more widely than intended. For critical systems, record at least two trained operators where possible. Review lyric-projection permission before publishing a service, then generate the date-bounded CCLI usage reconciliation when needed.

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Coordinate Safety and Weather Decisions

Use Safety & emergency to publish each emergency plan with its contact tree, assigned roles, evacuation checklist, assembly guidance, and next drill date. Service alerts use public-safe instructions and allow acknowledgement and resolution. Incident reports may contain protected detail and require the appropriate safety or sensitive access. For immediate danger, follow local emergency procedures before recording the incident. A weather decision records the named criteria, observed conditions, decision, affected church audiences, and explicitly confirmed outside contacts. Review the scope before cascading it; a sent decision cannot silently expand to a new audience. Assigned safety coordinators can start volunteer role call from the mobile hub. A role call cannot close until everyone in its scope is accounted for. Children remain in the protected Children & Youth emergency roster.

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Manage Access, Vehicles, and Vendors

The sensitive Access & transport section records one current holder for a key or serialized asset, its due date, and its return. The offboarding view helps locate open custody and critical-system knowledge before a volunteer leaves. Review a driver’s licence, insurance, training expiry, and approved vehicle class before approving a trip. A trip also checks vehicle capacity and time conflicts. Passenger manifests are protected and should contain only the information needed for that trip. Vendor visits record the sponsor, purpose, access window, insurance or compliance expiry, issued credential label, check-in, and check-out. Record an asset return or vendor departure promptly so the current access view remains accurate.