I’m Pastor Jim Caldwell, and I've been in full-time ministry for over 30 years serving churches across the Southeastern US. It always breaks my heart to miss a hospital visit or forget to check on someone I know is ill. Ministry Trakker makes it easier than ever to not let people slip through the cracks. Add your people to a Google Form or Sheet and get text reminders to pray, text, call, or visit. Care made simple.
Welcome to Ministry Trakker, your not-so-average tool for managing ministry needs with ease. We don’t replace your church management software… we complement it! This page is your guide to understanding how we help your ministry stay organized, responsive, and maybe even a little less chaotic.
What Is Ministry Trakker?
Ministry Trakker streamlines your ministry by tracking needs and assigning them to your staff via a Google Sheet or Google Form. Think of it as your digital assistant that texts reminders to the right people at the right time, so no need slips through the cracks. Here’s how it works:
- Enter a Need: Add a person with a ministry need into your Google Sheet or through a Google Form. Assign it to one or more staff members.
- Set the Status: The status you choose determines the texting schedule. Get this right, and you’re golden:
- After submitting a Google Form: Ministry Trakker automatically triggers an immediate text to the assigned staff and switches the status to “Active.”
- Active: Daily texts (Monday–Friday) to remind staff of the need. Perfect for urgent or short-term needs.
- Ongoing: Texts on Mondays and Thursdays for needs that don’t need daily nudging.
- Weekly: Texts on Mondays for needs that require weekly care.
- Bi-Weekly: Texts every other Tuesday for longer-term needs.
- Monthly1: Texts on the first Wednesday of each month for ongoing but infrequent check-ins.
- Monthly2: Texts on the third Wednesday of each month for ongoing but infrequent check-ins.
- Resolved: Marks the need as complete. Once a week, resolved needs are archived to a separate sheet to keep your main sheet tidy.
- Don’t want to contact until a date in the future: All texting statuses will not send if the follow-up date field is a date in the future. This ensures you send the text only when you need it. We’ve found this especially helpful for upcoming surgeries and other needs you know about early but don’t need a reminder yet.
- Customize Reminders: Need a different texting schedule? Just ask, and we’ll tweak it to fit your ministry’s rhythm.
Pricing
Service Cost: $39 per month for Ministry Trakker’s full functionality + $5 per month per user over 5.
Twilio Account: Estimated $5 per month for a non-profit Twilio account, which powers the texting. You’ll get a toll-free number for staff texts.
No Hidden Fees: We’re upfront about costs because ministry budgets deserve clarity.
Onboarding Process
Getting started is as easy as clicking the “Onboarding” button on our website (ministrytrakker.com). Here’s what happens next:
- Submit Info: Provide details about your ministry and non-profit status.
- Twilio Setup: We create your Twilio account and apply for non-profit status (and sales tax exemption, if applicable in your state). This can take up to 14 days, but it’s usually faster.
- Handover: We’ll send you instructions to add your credit card to Twilio (see our separate guide for that).
- Access Granted: We share the Google Sheet with you and anyone you designate. You’re ready to start tracking!
Why Choose Ministry Trakker?
- Simplicity: No tech degree required. If you can use Google Sheets, you can use Ministry Trakker.
- Flexibility: Adjust reminders to match your schedule. We’re not here to make you fit our mold.
- Clean Data: Weekly archiving keeps your main sheet focused on active needs.
- Support: Got questions? Email us at info@ministrytrakker.com. We’re here to help, not to make you figure it out alone.
FAQs
Can we train our staff to use Ministry Trakker?
Absolutely. We provide a training video and support to get you up and running.
How secure is our data?
Your Google Sheet is only shared with people you authorize. Twilio uses industry-standard encryption for texting. We don’t store sensitive data ourselves—your ministry stays in control.
What if our Google Sheet gets corrupted or we accidentally delete it?
Ministry Trakker backs up your sheets every night. If you need to restore because of some problem, we’ve got you covered. Backups are kept for 30 days.
Can we integrate this with other tools?
Ministry Trakker is built around Google Sheets and Forms for simplicity. If you have specific integration needs, let us know and we’ll explore options.
Get in Touch
Have more questions or ready to dive in? Email us at info@ministrytrakker.com or visit www.ministrytrakker.com. We’re excited to help your ministry make a difference, one need at a time.
Ministry Trakker: Because ministry is about people, not paperwork.