Hi there! I’m Kelsey G., an admin for my church in Plano, Texas. If you’re reading this, you’re probably in the process of choosing a church management software (ChMS) that will simplify the million different tasks that come with running a church. I know firsthand how overwhelming it can be to find the right software—especially with all the options out there! So I’m here to share what I’ve learned to help you choose a ChMS that’s a perfect fit for your church, whether it’s a small church plant or a growing congregation.

1. Start by Defining Your Church’s Needs

The first step is understanding what you really need from a ChMS. If you’re at a small church, like a lot of church plants I know, you’re probably just looking for the basics: member management, communication tools, and maybe some event scheduling. For a medium-sized church, you might need features like volunteer scheduling, child check-in, and a bit more for financial reporting. And for large churches, you’ll want a more advanced ChMS that can handle specific ministry needs, finances, and a lot of detailed reports.

Pro Tip: Start by making a list of tasks that take up the most time for you and your team. This will help you narrow down the specific features you’ll need.

2. Look for a User-Friendly Interface

A ChMS is supposed to save you time, not add extra headaches. Look for software with an interface that’s easy to navigate. I remember testing some systems that felt like I needed a tech degree just to find member contact info! An intuitive layout, clear menus, and tools like drag-and-drop scheduling can make all the difference.

    What I’ve Learned: If the interface looks cluttered or confusing during a demo, it’s probably not going to get any better once you’re using it daily. Simple is always better!

3. Check Customization Options

Your church is unique, and your ChMS should reflect that! A good church management software lets you customize member profiles, create custom workflows for events, and generate reports that actually matter to you. For example, we like to track volunteer hours and attendance in specific groups, so I needed a ChMS that could let me add those fields.

    Friendly Advice: Think about the unique details you track or would like to track—whether it’s allergies for kids in Sunday School or member anniversaries—and make sure the ChMS can be tailored to suit these needs.

4. Security is Key

This is a big one! Church data often includes sensitive information, so it’s crucial that your ChMS is secure. Make sure the software has data encryption, automatic backups, and allows you to set access permissions. This way, you know who can see (and not see) the church’s financials and member information.

Personal Experience: I sleep better at night knowing our data is protected. Some ChMS providers also offer multi-factor authentication, which I highly recommend for an extra layer of security.

5. Look for Integration Capabilities

If you’re like us and already using different tools for email, accounting, or social media, look for a ChMS that can integrate with these. Our team loves it when our email newsletter tool syncs with our ChMS, and connecting our accounting software has saved us from duplicate data entry nightmares.

    Integration Tip: Ask the provider for a list of integrations. Some ChMS tools even have an API, which is great if you ever need custom integrations.

6. Seek Out Good Support and Training

When you’re new to a ChMS, access to training and support is priceless. The best providers offer live chat, one-on-one setup help, and tons of video tutorials. We once switched systems, and their support team walked us through every step—even imported our data for free. It made all the difference.

    My Advice: Don’t skip the support details! If the ChMS doesn’t offer live help or solid onboarding resources, you’ll be stuck figuring things out alone. Look for a system with active support, whether that’s chat, phone, or even a community forum.

7. Make Sure It Can Grow with You

Your church might be small now, but as you grow, your ChMS should grow with you. I recommend finding a solution that’s scalable. For example, we started with basic features, but as we’ve added more programs, our ChMS has allowed us to easily add modules or upgrade to a larger plan without switching software.

    Scalability Tip: Choose a ChMS that has a range of pricing options or flexible plans so you don’t outgrow it too quickly.

8. Choose Church-Specific Features

Church management software is different from regular management software. It should have features designed for churches, like event management, giving tracking, volunteer coordination, and member profiles that allow family links. We rely on these features daily, from organizing volunteer schedules to tracking donations.

    What to Look For: Think about features you’d want if you had a blank slate. Do you need check-in tools for kids’ programs? Automated reminders for volunteer scheduling? The best ChMS will have features tailored just for churches.

9. Test it with a Free Trial

Most ChMS providers offer a free trial or a demo—don’t skip this! It’s a chance for you and your team to “test drive” the software and make sure it’s a good fit. During our trial, we ran through real-life scenarios to see if the software could handle the basics, like registering for events, sending out emails, and tracking donations.

    My Recommendation: Get your team involved! Have different people try out the software to see if it’s user-friendly for everyone, from the pastor to the volunteer coordinator.

10. Read Reviews and Ask Around

Finally, don’t forget to read reviews and ask other churches what they’re using. Sometimes the best advice comes from a church just like yours. When we were looking for a ChMS, I found online reviews and feedback from similar churches super helpful in finding the strengths and weaknesses of different options.

Pro Tip: Check out other church forums, and look for feedback from churches that match yours in size and needs.

Choosing the right church management software is an investment, but with the right tool, it can change the way your church runs. It can save you hours on admin tasks, improve communication, and help you focus on what really matters—ministering to your congregation. I hope this guide has given you some ideas on what to look for and how to find a ChMS that will fit your church like a glove.

Best of luck, and happy ChMS hunting!