How it works
Every module, explained.
EkklesiaHQ is built around a single idea: one person, one profile, everything connected. Here's how each piece fits together — from your first service plan to Sunday morning check-in.
From zero to running in an afternoon
Six steps. No IT person. No consultant. Just you and your team.
Create your organization
Add your church name, logo, and brand color. Pick your subscription — $10/month flat, 14-day free trial. Takes about 3 minutes.
Invite your team
Share a join link or send email invites. Assign roles — owner, pastor, manager, team lead, volunteer, security. Everyone gets the right level of access automatically. No manual permission setup.
Set up your ministries
Create ministry hubs for Worship, Kids, Youth, Security, and any others. Assign team leads. Each team lead sees only their area — clean and focused.
Add your people
Import existing members via CSV, or let them self-register through sign-up forms and connection cards. Every person gets a unified profile. Families auto-link. Duplicates get flagged for review.
Start scheduling
Build your first service plan. Define positions, assign volunteers, or send confirmation requests. Watch coverage fill in. Volunteers get reminders automatically. You're running.
Open check-in
Launch the kiosk on an iPad at the door. Print security tags. Track classroom capacity. Volunteers run checkout stations. Every check-in feeds attendance records and person profiles — automatically.
The modules
Each module works on its own — but they're better together. Here's what each one does.
People
One record per person, everything connected.
The backbone of EkklesiaHQ. Every person — member, guest, volunteer, child — gets a single unified profile. Family links tie households together. Volunteer status, serving teams, attendance history, background checks, allergies, authorized pickup, and blockout dates all live on one record.
- Unified profiles with family & household linking
- Volunteer status, serving teams, and positions
- Attendance history & check-in records merged into each profile
- Background checks, training, and certifications tracking
- Allergies, medical notes, and authorized pickup contacts
- Availability and blockout date management
- Duplicate detection with merge review queue
Scheduling
Build services, fill positions, track coverage.
Create service plans for any ministry or event. Define positions and teams, then assign volunteers or send confirmation requests. Volunteers can request specific dates they're available. See coverage at a glance — who's confirmed, who's pending, what's still open.
- Multi-team service plans with positions and roles
- Confirmation requests — volunteers accept or decline
- Volunteers request dates they want to serve
- Coverage tracking with confirmed/open/pending counts
- Song planning and service flow builder
- Reminders sent automatically before serving
Connections
From first visit to fully plugged in.
Track every person's journey from connection card to placement. Define connection types, opportunities, and custom statuses. Route requests to the right connector, log every interaction, and move people through your process — never lose track of a newcomer.
- Custom connection types with tailored statuses
- Opportunities mapped to teams and placement groups
- Connector assignment and activity logging
- Idle detection and future follow-up scheduling
- Public self-service forms that create requests directly
Check-In
Fast, secure, full-featured kiosk check-in.
Standalone kiosk mode for iPads at the door. Print security tags with pickup codes. Track classroom capacity in real time. Volunteers run checkout stations in each room. Every check-in feeds into the person's profile and attendance records automatically.
- Full-screen kiosk mode with auto-timeout
- Security tags with pickup codes and allergy alerts
- Classroom capacity tracking with live counts
- Dedicated checkout stations for classroom volunteers
- QR code launch for instant kiosk setup
- Year-over-year attendance analytics and growth trends
Tasks
Assign, prioritize, and track to completion.
Create tasks and assign them to anyone in the org. Set priority levels and due dates. Tasks show up on the assignee's dashboard. Filter by ministry, status, or priority. Nothing slips through.
- Priority levels: urgent, high, medium, low
- Assign to specific volunteers or roles
- Ministry-scoped task filtering
- Dashboard integration — tasks surface where they matter
Sign-Ups
Custom forms for any opportunity.
Build sign-up forms for serving opportunities, events, baptisms, membership classes, or anything else. Publish a shareable link. Submissions create people records, connection requests, or sign-up registrations automatically — no manual data entry.
- Custom fields: text, textarea, select, checkbox, date
- Auto-creates or matches person records on submission
- Feeds directly into Connections or standalone registrations
- Shareable public links with custom slugs
- Thank-you messages and confirmation
Inventory
Stock, kits, and volunteer-operated checkout.
Track inventory across profiles and locations. Build kits from component items. Run a volunteer-operated checkout remote — a POS-style terminal where volunteers hand out supplies (baptism kits, shirts, towels) and every transaction is logged with stock automatically adjusted.
- Multi-profile, multi-location stock management
- Kit builder with auto-generation from gender/size combos
- Volunteer-operated checkout remote (POS-style)
- QR code scanning for fast checkout
- Restock tracking, reorder points, and usage reports
- Monthly reports on stock movement and usage
Announcements
Reach everyone or just the right people.
Send announcements to the whole org, a specific role, or a ministry team. Mark urgent. Keep your people in the loop without group texts that everyone mutes.
- Target by role, ministry, or org-wide
- Urgent flagging for critical updates
- Integrated with the notifications dropdown
Prayer & Care
Receive, route, and follow up on every request.
Congregation members submit prayer requests. Route them to the right person. Track follow-ups and mark them handled. Show your people they matter.
- Prayer request intake with status tracking
- Routing to designated prayer team members
- Follow-up tracking and resolution
Analytics
See who's serving, where gaps are, and how you're growing.
Dashboards for volunteer engagement, attendance trends, and ministry health. Simple charts, useful data — not vanity metrics.
- Volunteer serving frequency and engagement
- Attendance trends and year-over-year growth
- Ministry coverage and gap analysis
- Org-scoped — strictly your data only
Security Hub
Incident logs, watch lists, and controlled access.
A dedicated, restricted module for your security team. Log incidents, maintain people watch lists with history, and control who can see it. Discreet, organized, and access-controlled.
- Incident logging with severity levels
- People history with observations, warnings, and bans
- Restricted access — security-approved users only
- Audit-logged access to the security hub
Ministries
Separate hubs, one platform.
Each ministry — Worship, Kids, Youth, Security, Care — gets its own hub with teams, schedules, and tasks. Team leads see only their area. Everyone stays in their lane.
- Ministry-scoped teams and volunteer rosters
- Role-based visibility — team leads see their area only
- Cross-ministry scheduling for shared services
Songs
Plan your worship sets.
Maintain a song bank with keys, tempos, and tags. Pull songs into service plans. Keep your worship team organized.
- Song bank with key, tempo, and tags
- Integration with service plan builder
- CCLI and licensing notes