.png)
How Church Management Software Helps You Be a Better Pastor
Church management software helps pastors care intentionally, lead wisely, and strengthen their churches with real-time data and insights.
Being a pastor today comes with both incredible opportunities and overwhelming challenges. You’re called to shepherd God’s people, preach the Word faithfully, and lead your church into spiritual health and growth. But in a world where church members are more mobile, congregations more diverse, and expectations higher than ever, how can you possibly stay connected to every individual and make wise decisions for the whole body?
This is where Church Management Software (ChMS) becomes a powerful ally—not as a replacement for your pastoral heart, but as a tool to amplify it.
In this guide, we’ll explore (click the topic to jump to it)
Why Church Leaders Can’t Ignore Technology
The Biblical Case for Knowing Your Flock
Pastoral ministry is deeply relational. It’s no wonder the New Testament word for “pastor” (poimēn) literally means “shepherd.”
In Proverbs, we find this timeless wisdom:
“Be sure you know the condition of your flocks, give careful attention to your herds.” — Proverbs 27:23
Shepherds in biblical times didn’t just lead their sheep—they knew them. They knew which ones limped, which needed extra feed, and which tended to wander. That knowledge wasn’t accidental; it came from intentional observation and care.
In the same way, as a pastor, you’re called to know your people. But in a congregation of hundreds—or thousands—how do you remember birthdays, prayer needs, attendance patterns, or who’s dropped off the radar?
This is where church management software steps in. It acts like a digital shepherd’s staff, helping you keep track of your flock’s spiritual and practical needs without burning out.
What Is Church Management Software?
Church management software is a digital system designed to help churches organize, track, and manage their daily operations and member relationships.
Common features include:
- Member databases with detailed profiles
- Attendance tracking for services and small groups
- Giving and donations management
- Event planning and registration tools
- Volunteer scheduling
- Communication tools (email, SMS, notifications)
Top ChMS platforms like Tithely, Planning Center, and Breeze from Tithely are built specifically for church contexts, ensuring they align with your ministry’s unique needs.
7 Ways Church Management Software Makes You a Better Pastor
1. Gain a Clear Picture of Your Church’s Health
Just as a doctor checks vital signs before making a diagnosis, church leaders need a way to monitor the health of their congregation.
With ChMS, you can quickly see:
- Attendance trends (Are families drifting? Did attendance drop after summer?)
- Giving patterns (Is there consistency, or warning signs of financial strain?)
- Volunteer engagement (Who’s serving? Who might be burning out?)
- Small group participation (Are people finding connection?)
This “dashboard” view enables you to address issues early, celebrate wins, and make data-informed decisions for the future.
As Dean Sweetman from Tithely puts it:
“Data allows church leaders to get those top-line vital signs so you can get a feel of the health of the church member, and the health of the church in general.”
Without this, you’re flying blind.
2. Care Personally for Every Member
The heart of pastoral ministry is care. But as your church grows, it’s easy for individuals to get lost in the crowd.
A ChMS lets you:
- Record pastoral visits and counseling notes securely
- Set reminders for follow-ups (e.g., after a hospital stay or prayer request)
- Track important life milestones like baptisms, weddings, and births
- Keep up with birthdays or anniversaries to send encouragement
Imagine knowing that a young couple hasn’t attended in three weeks, or that an elderly member just entered the hospital—not because someone happened to tell you, but because your system flagged it.
This isn’t about replacing relationships with screens. It’s about leveraging technology to strengthen relationships and ensure no one slips through the cracks.
3. Empower Your Leadership Team
Ephesians 4:12 reminds us that pastors are to “equip the saints for the work of ministry.” You can’t do it all—but with ChMS, you don’t have to.
You can:
- Assign care tasks to staff or volunteer leaders
- Share notes and updates securely across your team
- Track who has reached out to whom
- Ensure continuity in care even when leaders change
This creates a culture where pastoral care is a shared responsibility, and your people feel consistently supported.
4. Make Smarter Ministry Decisions
Big vision is inspiring—but actionable insight comes from data.
- Should we plant a campus? Check attendance growth and geographic data.
- Do we need more children’s workers? Analyze volunteer trends.
- Are young families engaging? Review demographics and small group data.
By basing your decisions on real-time information, you can allocate resources wisely and lead your church toward its mission with confidence.
5. Improve Communication and Connection
Consistent communication keeps your congregation engaged and informed. Many ChMS tools include:
- Bulk email and text messaging
- Automated follow-ups for newcomers or absentees
- Event invitations and RSVP tracking
For example, Tithely integrates event sign-ups and volunteer scheduling so members feel valued and included.
6. Streamline Administrative Work
How much time do you or your staff spend on:
- Counting attendance manually?
- Managing spreadsheets of members?
- Sending individual emails or texts?
ChMS automates these tasks, freeing you to focus on teaching, discipling, and vision-casting.
7. Strengthen Stewardship of Resources
With giving dashboards and donor management tools, you can monitor trends and ensure transparency. Many ChMS platforms also integrate online giving, making it easier for members to give and for you to manage finances responsibly.
Overcoming Resistance: Isn’t This Too “Business-like”?
Some pastors hesitate to adopt data-driven tools, fearing it might feel corporate. But remember:
- Shepherds knew their sheep intimately—not to control them, but to care for them.
- The early church kept records (Acts 2:41 notes “about 3,000 were added” on Pentecost).
- Good stewardship includes wisely managing people, time, and resources.
Technology is just a tool. It’s not about replacing prayer and relationships—it’s about supporting them.
Frequently Asked Questions About Church Management Software
1. What is Church Management Software (ChMS), and why do churches need it?
Church Management Software (ChMS) is a digital tool designed to help churches organize member information, track attendance, manage giving, schedule volunteers, and streamline communication. It helps pastors and leaders stay informed about their congregation and provides practical ways to care for people effectively—especially as a church grows.
2. Is Church Management Software only for large churches?
No. Even small churches can benefit from ChMS. Many platforms like Breeze and Tithely are designed with smaller congregations in mind, offering affordable pricing and simple interfaces. Whether you have 50 members or 5,000, ChMS helps you stay organized and care for your people better.
3. How does Church Management Software help with pastoral care?
ChMS helps pastors track individual member needs, life events, and spiritual growth. For example, it can alert you if someone hasn’t attended in several weeks, remind you of a hospital visit follow-up, or keep notes from previous counseling sessions. This ensures no one slips through the cracks and allows for more personalized care.
4. Is Church Management Software secure?
Yes—most reputable ChMS providers use industry-standard security protocols, including encrypted data storage, secure logins, and regular backups. There are platforms available, like Tithely, that prioritize protecting sensitive member information. Always choose a provider with strong privacy and security policies.
5. Can Church Management Software handle online giving?
Absolutely. Many ChMS platforms include built-in online giving tools or integrate with third-party solutions. These tools make it easy for members to give via credit card, bank transfer, or mobile app, and they automatically update donor records and contribution statements.
6. Will using ChMS make ministry feel too “corporate”?
Not at all. ChMS is a tool, not a replacement for relationships or spiritual leadership. It allows you to focus more on people by reducing administrative burdens and ensuring you have the insights needed to shepherd well. It’s about supporting ministry, not replacing the heart of it.
7. What features should I look for in a Church Management System?
Key features to consider include:
- Member database and profiles
- Attendance tracking
- Giving management and reporting
- Volunteer scheduling
- Communication tools (email, SMS, push notifications)
- Event planning and registrations
- Mobile accessibility
The best system depends on your church’s size, budget, and ministry needs.
8. How much does Church Management Software cost?
Costs vary widely depending on the provider and features. Some systems, like Tithely, offer free or low-cost options, while others like Church Community Builder provide premium plans for larger churches. Expect monthly pricing to range from $50–$250 for most mid-size churches.
9. How hard is it to implement ChMS in our church?
Most modern ChMS platforms are designed for ease of use and offer onboarding support, tutorials, and customer service to help you get started. Begin with core features like member tracking and giving management, then expand as your team becomes comfortable.
10. Can Church Management Software integrate with other tools we already use?
Yes. Many ChMS platforms integrate with popular tools like Mailchimp, QuickBooks, Zoom, and social media platforms. This allows for a seamless workflow and minimizes duplication of effort across systems.
Final Thoughts: Shepherding with Insight and Care
Your calling hasn’t changed—but your tools can.
Church management software helps you:
- Stay connected to your people
- Make informed, Spirit-led decisions
- Delegate and empower your team
- Focus on preaching, prayer, and discipleship
It’s not about data for data’s sake. It’s about knowing your flock, so you can lead them well into the purposes of God.
As Proverbs 27:23 reminds us:
“Be sure you know the condition of your flocks, give careful attention to your herds.”
With the right tools, you can do just that—faithfully, fruitfully, and without burning out.
Sign Up for Product Updates
Chris Dunagan is a marketing strategist focused on church tech and digital engagement. He helps churches grow through SEO, email campaigns, and tools like Tithe.ly and Breeze ChMS, with an emphasis on online giving, content strategy, and digital outreach.
Being a pastor today comes with both incredible opportunities and overwhelming challenges. You’re called to shepherd God’s people, preach the Word faithfully, and lead your church into spiritual health and growth. But in a world where church members are more mobile, congregations more diverse, and expectations higher than ever, how can you possibly stay connected to every individual and make wise decisions for the whole body?
This is where Church Management Software (ChMS) becomes a powerful ally—not as a replacement for your pastoral heart, but as a tool to amplify it.
In this guide, we’ll explore (click the topic to jump to it)
Why Church Leaders Can’t Ignore Technology
The Biblical Case for Knowing Your Flock
Pastoral ministry is deeply relational. It’s no wonder the New Testament word for “pastor” (poimēn) literally means “shepherd.”
In Proverbs, we find this timeless wisdom:
“Be sure you know the condition of your flocks, give careful attention to your herds.” — Proverbs 27:23
Shepherds in biblical times didn’t just lead their sheep—they knew them. They knew which ones limped, which needed extra feed, and which tended to wander. That knowledge wasn’t accidental; it came from intentional observation and care.
In the same way, as a pastor, you’re called to know your people. But in a congregation of hundreds—or thousands—how do you remember birthdays, prayer needs, attendance patterns, or who’s dropped off the radar?
This is where church management software steps in. It acts like a digital shepherd’s staff, helping you keep track of your flock’s spiritual and practical needs without burning out.
What Is Church Management Software?
Church management software is a digital system designed to help churches organize, track, and manage their daily operations and member relationships.
Common features include:
- Member databases with detailed profiles
- Attendance tracking for services and small groups
- Giving and donations management
- Event planning and registration tools
- Volunteer scheduling
- Communication tools (email, SMS, notifications)
Top ChMS platforms like Tithely, Planning Center, and Breeze from Tithely are built specifically for church contexts, ensuring they align with your ministry’s unique needs.
7 Ways Church Management Software Makes You a Better Pastor
1. Gain a Clear Picture of Your Church’s Health
Just as a doctor checks vital signs before making a diagnosis, church leaders need a way to monitor the health of their congregation.
With ChMS, you can quickly see:
- Attendance trends (Are families drifting? Did attendance drop after summer?)
- Giving patterns (Is there consistency, or warning signs of financial strain?)
- Volunteer engagement (Who’s serving? Who might be burning out?)
- Small group participation (Are people finding connection?)
This “dashboard” view enables you to address issues early, celebrate wins, and make data-informed decisions for the future.
As Dean Sweetman from Tithely puts it:
“Data allows church leaders to get those top-line vital signs so you can get a feel of the health of the church member, and the health of the church in general.”
Without this, you’re flying blind.
2. Care Personally for Every Member
The heart of pastoral ministry is care. But as your church grows, it’s easy for individuals to get lost in the crowd.
A ChMS lets you:
- Record pastoral visits and counseling notes securely
- Set reminders for follow-ups (e.g., after a hospital stay or prayer request)
- Track important life milestones like baptisms, weddings, and births
- Keep up with birthdays or anniversaries to send encouragement
Imagine knowing that a young couple hasn’t attended in three weeks, or that an elderly member just entered the hospital—not because someone happened to tell you, but because your system flagged it.
This isn’t about replacing relationships with screens. It’s about leveraging technology to strengthen relationships and ensure no one slips through the cracks.
3. Empower Your Leadership Team
Ephesians 4:12 reminds us that pastors are to “equip the saints for the work of ministry.” You can’t do it all—but with ChMS, you don’t have to.
You can:
- Assign care tasks to staff or volunteer leaders
- Share notes and updates securely across your team
- Track who has reached out to whom
- Ensure continuity in care even when leaders change
This creates a culture where pastoral care is a shared responsibility, and your people feel consistently supported.
4. Make Smarter Ministry Decisions
Big vision is inspiring—but actionable insight comes from data.
- Should we plant a campus? Check attendance growth and geographic data.
- Do we need more children’s workers? Analyze volunteer trends.
- Are young families engaging? Review demographics and small group data.
By basing your decisions on real-time information, you can allocate resources wisely and lead your church toward its mission with confidence.
5. Improve Communication and Connection
Consistent communication keeps your congregation engaged and informed. Many ChMS tools include:
- Bulk email and text messaging
- Automated follow-ups for newcomers or absentees
- Event invitations and RSVP tracking
For example, Tithely integrates event sign-ups and volunteer scheduling so members feel valued and included.
6. Streamline Administrative Work
How much time do you or your staff spend on:
- Counting attendance manually?
- Managing spreadsheets of members?
- Sending individual emails or texts?
ChMS automates these tasks, freeing you to focus on teaching, discipling, and vision-casting.
7. Strengthen Stewardship of Resources
With giving dashboards and donor management tools, you can monitor trends and ensure transparency. Many ChMS platforms also integrate online giving, making it easier for members to give and for you to manage finances responsibly.
Overcoming Resistance: Isn’t This Too “Business-like”?
Some pastors hesitate to adopt data-driven tools, fearing it might feel corporate. But remember:
- Shepherds knew their sheep intimately—not to control them, but to care for them.
- The early church kept records (Acts 2:41 notes “about 3,000 were added” on Pentecost).
- Good stewardship includes wisely managing people, time, and resources.
Technology is just a tool. It’s not about replacing prayer and relationships—it’s about supporting them.
Frequently Asked Questions About Church Management Software
1. What is Church Management Software (ChMS), and why do churches need it?
Church Management Software (ChMS) is a digital tool designed to help churches organize member information, track attendance, manage giving, schedule volunteers, and streamline communication. It helps pastors and leaders stay informed about their congregation and provides practical ways to care for people effectively—especially as a church grows.
2. Is Church Management Software only for large churches?
No. Even small churches can benefit from ChMS. Many platforms like Breeze and Tithely are designed with smaller congregations in mind, offering affordable pricing and simple interfaces. Whether you have 50 members or 5,000, ChMS helps you stay organized and care for your people better.
3. How does Church Management Software help with pastoral care?
ChMS helps pastors track individual member needs, life events, and spiritual growth. For example, it can alert you if someone hasn’t attended in several weeks, remind you of a hospital visit follow-up, or keep notes from previous counseling sessions. This ensures no one slips through the cracks and allows for more personalized care.
4. Is Church Management Software secure?
Yes—most reputable ChMS providers use industry-standard security protocols, including encrypted data storage, secure logins, and regular backups. There are platforms available, like Tithely, that prioritize protecting sensitive member information. Always choose a provider with strong privacy and security policies.
5. Can Church Management Software handle online giving?
Absolutely. Many ChMS platforms include built-in online giving tools or integrate with third-party solutions. These tools make it easy for members to give via credit card, bank transfer, or mobile app, and they automatically update donor records and contribution statements.
6. Will using ChMS make ministry feel too “corporate”?
Not at all. ChMS is a tool, not a replacement for relationships or spiritual leadership. It allows you to focus more on people by reducing administrative burdens and ensuring you have the insights needed to shepherd well. It’s about supporting ministry, not replacing the heart of it.
7. What features should I look for in a Church Management System?
Key features to consider include:
- Member database and profiles
- Attendance tracking
- Giving management and reporting
- Volunteer scheduling
- Communication tools (email, SMS, push notifications)
- Event planning and registrations
- Mobile accessibility
The best system depends on your church’s size, budget, and ministry needs.
8. How much does Church Management Software cost?
Costs vary widely depending on the provider and features. Some systems, like Tithely, offer free or low-cost options, while others like Church Community Builder provide premium plans for larger churches. Expect monthly pricing to range from $50–$250 for most mid-size churches.
9. How hard is it to implement ChMS in our church?
Most modern ChMS platforms are designed for ease of use and offer onboarding support, tutorials, and customer service to help you get started. Begin with core features like member tracking and giving management, then expand as your team becomes comfortable.
10. Can Church Management Software integrate with other tools we already use?
Yes. Many ChMS platforms integrate with popular tools like Mailchimp, QuickBooks, Zoom, and social media platforms. This allows for a seamless workflow and minimizes duplication of effort across systems.
Final Thoughts: Shepherding with Insight and Care
Your calling hasn’t changed—but your tools can.
Church management software helps you:
- Stay connected to your people
- Make informed, Spirit-led decisions
- Delegate and empower your team
- Focus on preaching, prayer, and discipleship
It’s not about data for data’s sake. It’s about knowing your flock, so you can lead them well into the purposes of God.
As Proverbs 27:23 reminds us:
“Be sure you know the condition of your flocks, give careful attention to your herds.”
With the right tools, you can do just that—faithfully, fruitfully, and without burning out.
podcast transcript
Chris Dunagan is a marketing strategist focused on church tech and digital engagement. He helps churches grow through SEO, email campaigns, and tools like Tithe.ly and Breeze ChMS, with an emphasis on online giving, content strategy, and digital outreach.
Being a pastor today comes with both incredible opportunities and overwhelming challenges. You’re called to shepherd God’s people, preach the Word faithfully, and lead your church into spiritual health and growth. But in a world where church members are more mobile, congregations more diverse, and expectations higher than ever, how can you possibly stay connected to every individual and make wise decisions for the whole body?
This is where Church Management Software (ChMS) becomes a powerful ally—not as a replacement for your pastoral heart, but as a tool to amplify it.
In this guide, we’ll explore (click the topic to jump to it)
Why Church Leaders Can’t Ignore Technology
The Biblical Case for Knowing Your Flock
Pastoral ministry is deeply relational. It’s no wonder the New Testament word for “pastor” (poimēn) literally means “shepherd.”
In Proverbs, we find this timeless wisdom:
“Be sure you know the condition of your flocks, give careful attention to your herds.” — Proverbs 27:23
Shepherds in biblical times didn’t just lead their sheep—they knew them. They knew which ones limped, which needed extra feed, and which tended to wander. That knowledge wasn’t accidental; it came from intentional observation and care.
In the same way, as a pastor, you’re called to know your people. But in a congregation of hundreds—or thousands—how do you remember birthdays, prayer needs, attendance patterns, or who’s dropped off the radar?
This is where church management software steps in. It acts like a digital shepherd’s staff, helping you keep track of your flock’s spiritual and practical needs without burning out.
What Is Church Management Software?
Church management software is a digital system designed to help churches organize, track, and manage their daily operations and member relationships.
Common features include:
- Member databases with detailed profiles
- Attendance tracking for services and small groups
- Giving and donations management
- Event planning and registration tools
- Volunteer scheduling
- Communication tools (email, SMS, notifications)
Top ChMS platforms like Tithely, Planning Center, and Breeze from Tithely are built specifically for church contexts, ensuring they align with your ministry’s unique needs.
7 Ways Church Management Software Makes You a Better Pastor
1. Gain a Clear Picture of Your Church’s Health
Just as a doctor checks vital signs before making a diagnosis, church leaders need a way to monitor the health of their congregation.
With ChMS, you can quickly see:
- Attendance trends (Are families drifting? Did attendance drop after summer?)
- Giving patterns (Is there consistency, or warning signs of financial strain?)
- Volunteer engagement (Who’s serving? Who might be burning out?)
- Small group participation (Are people finding connection?)
This “dashboard” view enables you to address issues early, celebrate wins, and make data-informed decisions for the future.
As Dean Sweetman from Tithely puts it:
“Data allows church leaders to get those top-line vital signs so you can get a feel of the health of the church member, and the health of the church in general.”
Without this, you’re flying blind.
2. Care Personally for Every Member
The heart of pastoral ministry is care. But as your church grows, it’s easy for individuals to get lost in the crowd.
A ChMS lets you:
- Record pastoral visits and counseling notes securely
- Set reminders for follow-ups (e.g., after a hospital stay or prayer request)
- Track important life milestones like baptisms, weddings, and births
- Keep up with birthdays or anniversaries to send encouragement
Imagine knowing that a young couple hasn’t attended in three weeks, or that an elderly member just entered the hospital—not because someone happened to tell you, but because your system flagged it.
This isn’t about replacing relationships with screens. It’s about leveraging technology to strengthen relationships and ensure no one slips through the cracks.
3. Empower Your Leadership Team
Ephesians 4:12 reminds us that pastors are to “equip the saints for the work of ministry.” You can’t do it all—but with ChMS, you don’t have to.
You can:
- Assign care tasks to staff or volunteer leaders
- Share notes and updates securely across your team
- Track who has reached out to whom
- Ensure continuity in care even when leaders change
This creates a culture where pastoral care is a shared responsibility, and your people feel consistently supported.
4. Make Smarter Ministry Decisions
Big vision is inspiring—but actionable insight comes from data.
- Should we plant a campus? Check attendance growth and geographic data.
- Do we need more children’s workers? Analyze volunteer trends.
- Are young families engaging? Review demographics and small group data.
By basing your decisions on real-time information, you can allocate resources wisely and lead your church toward its mission with confidence.
5. Improve Communication and Connection
Consistent communication keeps your congregation engaged and informed. Many ChMS tools include:
- Bulk email and text messaging
- Automated follow-ups for newcomers or absentees
- Event invitations and RSVP tracking
For example, Tithely integrates event sign-ups and volunteer scheduling so members feel valued and included.
6. Streamline Administrative Work
How much time do you or your staff spend on:
- Counting attendance manually?
- Managing spreadsheets of members?
- Sending individual emails or texts?
ChMS automates these tasks, freeing you to focus on teaching, discipling, and vision-casting.
7. Strengthen Stewardship of Resources
With giving dashboards and donor management tools, you can monitor trends and ensure transparency. Many ChMS platforms also integrate online giving, making it easier for members to give and for you to manage finances responsibly.
Overcoming Resistance: Isn’t This Too “Business-like”?
Some pastors hesitate to adopt data-driven tools, fearing it might feel corporate. But remember:
- Shepherds knew their sheep intimately—not to control them, but to care for them.
- The early church kept records (Acts 2:41 notes “about 3,000 were added” on Pentecost).
- Good stewardship includes wisely managing people, time, and resources.
Technology is just a tool. It’s not about replacing prayer and relationships—it’s about supporting them.
Frequently Asked Questions About Church Management Software
1. What is Church Management Software (ChMS), and why do churches need it?
Church Management Software (ChMS) is a digital tool designed to help churches organize member information, track attendance, manage giving, schedule volunteers, and streamline communication. It helps pastors and leaders stay informed about their congregation and provides practical ways to care for people effectively—especially as a church grows.
2. Is Church Management Software only for large churches?
No. Even small churches can benefit from ChMS. Many platforms like Breeze and Tithely are designed with smaller congregations in mind, offering affordable pricing and simple interfaces. Whether you have 50 members or 5,000, ChMS helps you stay organized and care for your people better.
3. How does Church Management Software help with pastoral care?
ChMS helps pastors track individual member needs, life events, and spiritual growth. For example, it can alert you if someone hasn’t attended in several weeks, remind you of a hospital visit follow-up, or keep notes from previous counseling sessions. This ensures no one slips through the cracks and allows for more personalized care.
4. Is Church Management Software secure?
Yes—most reputable ChMS providers use industry-standard security protocols, including encrypted data storage, secure logins, and regular backups. There are platforms available, like Tithely, that prioritize protecting sensitive member information. Always choose a provider with strong privacy and security policies.
5. Can Church Management Software handle online giving?
Absolutely. Many ChMS platforms include built-in online giving tools or integrate with third-party solutions. These tools make it easy for members to give via credit card, bank transfer, or mobile app, and they automatically update donor records and contribution statements.
6. Will using ChMS make ministry feel too “corporate”?
Not at all. ChMS is a tool, not a replacement for relationships or spiritual leadership. It allows you to focus more on people by reducing administrative burdens and ensuring you have the insights needed to shepherd well. It’s about supporting ministry, not replacing the heart of it.
7. What features should I look for in a Church Management System?
Key features to consider include:
- Member database and profiles
- Attendance tracking
- Giving management and reporting
- Volunteer scheduling
- Communication tools (email, SMS, push notifications)
- Event planning and registrations
- Mobile accessibility
The best system depends on your church’s size, budget, and ministry needs.
8. How much does Church Management Software cost?
Costs vary widely depending on the provider and features. Some systems, like Tithely, offer free or low-cost options, while others like Church Community Builder provide premium plans for larger churches. Expect monthly pricing to range from $50–$250 for most mid-size churches.
9. How hard is it to implement ChMS in our church?
Most modern ChMS platforms are designed for ease of use and offer onboarding support, tutorials, and customer service to help you get started. Begin with core features like member tracking and giving management, then expand as your team becomes comfortable.
10. Can Church Management Software integrate with other tools we already use?
Yes. Many ChMS platforms integrate with popular tools like Mailchimp, QuickBooks, Zoom, and social media platforms. This allows for a seamless workflow and minimizes duplication of effort across systems.
Final Thoughts: Shepherding with Insight and Care
Your calling hasn’t changed—but your tools can.
Church management software helps you:
- Stay connected to your people
- Make informed, Spirit-led decisions
- Delegate and empower your team
- Focus on preaching, prayer, and discipleship
It’s not about data for data’s sake. It’s about knowing your flock, so you can lead them well into the purposes of God.
As Proverbs 27:23 reminds us:
“Be sure you know the condition of your flocks, give careful attention to your herds.”
With the right tools, you can do just that—faithfully, fruitfully, and without burning out.
VIDEO transcript
Being a pastor today comes with both incredible opportunities and overwhelming challenges. You’re called to shepherd God’s people, preach the Word faithfully, and lead your church into spiritual health and growth. But in a world where church members are more mobile, congregations more diverse, and expectations higher than ever, how can you possibly stay connected to every individual and make wise decisions for the whole body?
This is where Church Management Software (ChMS) becomes a powerful ally—not as a replacement for your pastoral heart, but as a tool to amplify it.
In this guide, we’ll explore (click the topic to jump to it)
Why Church Leaders Can’t Ignore Technology
The Biblical Case for Knowing Your Flock
Pastoral ministry is deeply relational. It’s no wonder the New Testament word for “pastor” (poimēn) literally means “shepherd.”
In Proverbs, we find this timeless wisdom:
“Be sure you know the condition of your flocks, give careful attention to your herds.” — Proverbs 27:23
Shepherds in biblical times didn’t just lead their sheep—they knew them. They knew which ones limped, which needed extra feed, and which tended to wander. That knowledge wasn’t accidental; it came from intentional observation and care.
In the same way, as a pastor, you’re called to know your people. But in a congregation of hundreds—or thousands—how do you remember birthdays, prayer needs, attendance patterns, or who’s dropped off the radar?
This is where church management software steps in. It acts like a digital shepherd’s staff, helping you keep track of your flock’s spiritual and practical needs without burning out.
What Is Church Management Software?
Church management software is a digital system designed to help churches organize, track, and manage their daily operations and member relationships.
Common features include:
- Member databases with detailed profiles
- Attendance tracking for services and small groups
- Giving and donations management
- Event planning and registration tools
- Volunteer scheduling
- Communication tools (email, SMS, notifications)
Top ChMS platforms like Tithely, Planning Center, and Breeze from Tithely are built specifically for church contexts, ensuring they align with your ministry’s unique needs.
7 Ways Church Management Software Makes You a Better Pastor
1. Gain a Clear Picture of Your Church’s Health
Just as a doctor checks vital signs before making a diagnosis, church leaders need a way to monitor the health of their congregation.
With ChMS, you can quickly see:
- Attendance trends (Are families drifting? Did attendance drop after summer?)
- Giving patterns (Is there consistency, or warning signs of financial strain?)
- Volunteer engagement (Who’s serving? Who might be burning out?)
- Small group participation (Are people finding connection?)
This “dashboard” view enables you to address issues early, celebrate wins, and make data-informed decisions for the future.
As Dean Sweetman from Tithely puts it:
“Data allows church leaders to get those top-line vital signs so you can get a feel of the health of the church member, and the health of the church in general.”
Without this, you’re flying blind.
2. Care Personally for Every Member
The heart of pastoral ministry is care. But as your church grows, it’s easy for individuals to get lost in the crowd.
A ChMS lets you:
- Record pastoral visits and counseling notes securely
- Set reminders for follow-ups (e.g., after a hospital stay or prayer request)
- Track important life milestones like baptisms, weddings, and births
- Keep up with birthdays or anniversaries to send encouragement
Imagine knowing that a young couple hasn’t attended in three weeks, or that an elderly member just entered the hospital—not because someone happened to tell you, but because your system flagged it.
This isn’t about replacing relationships with screens. It’s about leveraging technology to strengthen relationships and ensure no one slips through the cracks.
3. Empower Your Leadership Team
Ephesians 4:12 reminds us that pastors are to “equip the saints for the work of ministry.” You can’t do it all—but with ChMS, you don’t have to.
You can:
- Assign care tasks to staff or volunteer leaders
- Share notes and updates securely across your team
- Track who has reached out to whom
- Ensure continuity in care even when leaders change
This creates a culture where pastoral care is a shared responsibility, and your people feel consistently supported.
4. Make Smarter Ministry Decisions
Big vision is inspiring—but actionable insight comes from data.
- Should we plant a campus? Check attendance growth and geographic data.
- Do we need more children’s workers? Analyze volunteer trends.
- Are young families engaging? Review demographics and small group data.
By basing your decisions on real-time information, you can allocate resources wisely and lead your church toward its mission with confidence.
5. Improve Communication and Connection
Consistent communication keeps your congregation engaged and informed. Many ChMS tools include:
- Bulk email and text messaging
- Automated follow-ups for newcomers or absentees
- Event invitations and RSVP tracking
For example, Tithely integrates event sign-ups and volunteer scheduling so members feel valued and included.
6. Streamline Administrative Work
How much time do you or your staff spend on:
- Counting attendance manually?
- Managing spreadsheets of members?
- Sending individual emails or texts?
ChMS automates these tasks, freeing you to focus on teaching, discipling, and vision-casting.
7. Strengthen Stewardship of Resources
With giving dashboards and donor management tools, you can monitor trends and ensure transparency. Many ChMS platforms also integrate online giving, making it easier for members to give and for you to manage finances responsibly.
Overcoming Resistance: Isn’t This Too “Business-like”?
Some pastors hesitate to adopt data-driven tools, fearing it might feel corporate. But remember:
- Shepherds knew their sheep intimately—not to control them, but to care for them.
- The early church kept records (Acts 2:41 notes “about 3,000 were added” on Pentecost).
- Good stewardship includes wisely managing people, time, and resources.
Technology is just a tool. It’s not about replacing prayer and relationships—it’s about supporting them.
Frequently Asked Questions About Church Management Software
1. What is Church Management Software (ChMS), and why do churches need it?
Church Management Software (ChMS) is a digital tool designed to help churches organize member information, track attendance, manage giving, schedule volunteers, and streamline communication. It helps pastors and leaders stay informed about their congregation and provides practical ways to care for people effectively—especially as a church grows.
2. Is Church Management Software only for large churches?
No. Even small churches can benefit from ChMS. Many platforms like Breeze and Tithely are designed with smaller congregations in mind, offering affordable pricing and simple interfaces. Whether you have 50 members or 5,000, ChMS helps you stay organized and care for your people better.
3. How does Church Management Software help with pastoral care?
ChMS helps pastors track individual member needs, life events, and spiritual growth. For example, it can alert you if someone hasn’t attended in several weeks, remind you of a hospital visit follow-up, or keep notes from previous counseling sessions. This ensures no one slips through the cracks and allows for more personalized care.
4. Is Church Management Software secure?
Yes—most reputable ChMS providers use industry-standard security protocols, including encrypted data storage, secure logins, and regular backups. There are platforms available, like Tithely, that prioritize protecting sensitive member information. Always choose a provider with strong privacy and security policies.
5. Can Church Management Software handle online giving?
Absolutely. Many ChMS platforms include built-in online giving tools or integrate with third-party solutions. These tools make it easy for members to give via credit card, bank transfer, or mobile app, and they automatically update donor records and contribution statements.
6. Will using ChMS make ministry feel too “corporate”?
Not at all. ChMS is a tool, not a replacement for relationships or spiritual leadership. It allows you to focus more on people by reducing administrative burdens and ensuring you have the insights needed to shepherd well. It’s about supporting ministry, not replacing the heart of it.
7. What features should I look for in a Church Management System?
Key features to consider include:
- Member database and profiles
- Attendance tracking
- Giving management and reporting
- Volunteer scheduling
- Communication tools (email, SMS, push notifications)
- Event planning and registrations
- Mobile accessibility
The best system depends on your church’s size, budget, and ministry needs.
8. How much does Church Management Software cost?
Costs vary widely depending on the provider and features. Some systems, like Tithely, offer free or low-cost options, while others like Church Community Builder provide premium plans for larger churches. Expect monthly pricing to range from $50–$250 for most mid-size churches.
9. How hard is it to implement ChMS in our church?
Most modern ChMS platforms are designed for ease of use and offer onboarding support, tutorials, and customer service to help you get started. Begin with core features like member tracking and giving management, then expand as your team becomes comfortable.
10. Can Church Management Software integrate with other tools we already use?
Yes. Many ChMS platforms integrate with popular tools like Mailchimp, QuickBooks, Zoom, and social media platforms. This allows for a seamless workflow and minimizes duplication of effort across systems.
Final Thoughts: Shepherding with Insight and Care
Your calling hasn’t changed—but your tools can.
Church management software helps you:
- Stay connected to your people
- Make informed, Spirit-led decisions
- Delegate and empower your team
- Focus on preaching, prayer, and discipleship
It’s not about data for data’s sake. It’s about knowing your flock, so you can lead them well into the purposes of God.
As Proverbs 27:23 reminds us:
“Be sure you know the condition of your flocks, give careful attention to your herds.”
With the right tools, you can do just that—faithfully, fruitfully, and without burning out.
Sign Up for Product Updates
Chris Dunagan is a marketing strategist focused on church tech and digital engagement. He helps churches grow through SEO, email campaigns, and tools like Tithe.ly and Breeze ChMS, with an emphasis on online giving, content strategy, and digital outreach.
You Might Also Like
More Resources
From increasing giving, managing your congregation, and engaging your church, our collection of resources will keep you up-to-date on the latest church and ministry trends.
Free Resources
.jpg)
.jpg)
