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ChurchBuddy Mobile App

The ChurchBuddy mobile app brings all the scheduling features of ChurchBuddy to your iOS or Android device, allowing you to manage your schedule, set availability, and handle scheduling tasks on the go.

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Getting Started

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Download the App

You can download the ChurchBuddy app from the following links:

• Apple App Store
• Google Play Store

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Login & Authentication

ChurchBuddy uses email-based authentication with one-time passwords (OTP) for secure login.

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Requesting Your OTP

1. Launch the ChurchBuddy app on your device
2. On the login screen, enter your email address
3. Tap Request One-Time Password (OTP)

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Verifying Your OTP

1. Check your email inbox for a message from ChurchBuddy
2. The email will contain your 6-digit OTP
3. Enter the OTP in the app
4. Tap Submit

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Creating a New Account

If this is your first time logging in to any WorshipBuddy app:

1. After entering your OTP, you’ll be prompted to create an account
2. Enter your First Name
3. Enter your Last Name
4. Enter the name of your local church
5. Tap Submit to finish setting up your account

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Demo Mode

You can try ChurchBuddy without creating an account by tapping Try Demo on the login screen. This will log you into a demo organization where you can explore the app’s features.

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Dashboard

After logging in, you’ll see the Dashboard screen, which displays all organizations you belong to. This is your main screen before entering an organization.

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Viewing Organizations

Each organization is displayed as a card showing:

• Organization name
• Organization ID

Tap any organization card to open it and access its features.

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Joining an Organization

To join a new organization:

1. Tap the + icon in the top right corner of the Dashboard
2. Enter the Organization ID provided by your organization’s admin
3. Tap Join

Once joined, the organization will appear in your Dashboard.

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Accessing Settings

Tap the ⚙️ Settings icon in the top left corner of the Dashboard to access your account settings, notification preferences, and more.

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Navigation & Permissions

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Tab Navigation

When you open an organization, you’ll see a bottom tab navigation bar with the following tabs:

• Home - Organization home with announcements, pending assignments, and quick actions (visible to everyone)
• Calendar - Calendar view with services and events (visible to everyone)
• My Schedule - Your personal schedule (visible to everyone)
• More - Additional features and settings (visible based on permissions)

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Permissions Overview

• Owner - Full access to all features
• Org Admin - Can manage organization settings, teams, people, and scheduling
• Team Admin - Can manage specific teams and schedule for those teams
• Scheduler - Can schedule people for specific teams
• Viewer - Read-only access to assigned teams (see team assignments but cannot schedule)

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My Schedule

The My Schedule tab shows your personal schedule, including services where you’re assigned or where you have team permissions.

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Viewing Your Schedule

Your schedule displays:

• Past services (last 30 days) - displayed at the top in a muted style
• Upcoming services - displayed below a divider line

The app automatically scrolls to the first upcoming service when you open the schedule.

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Service Details

Each service card shows:

• Service name and date
• Full date and time
• Location (if specified)
• All teams and positions for teams you have access to
• Your assignments highlighted with a blue border and bold text

Tap any service card to view detailed information in a modal, including all team assignments for teams you’re part of.

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Setting Your Availability

To mark dates when you’re unavailable:

1. Tap Set Your Unavailability button at the top of the My Schedule screen
2. A calendar will appear
3. Tap dates you’re unavailable - they’ll be marked in red
4. Tap a red date again to remove the unavailability mark
5. Tap Save when finished

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Home Tab

The Home tab is your organization’s main screen. It shows:

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Organization Header

The organization name is displayed at the top.

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Quick Actions

Quick access buttons for:

• Unavailability - Set your unavailability dates
• Calendar - Navigate to the Calendar tab
• My Schedule - Navigate to the My Schedule tab

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Pending Assignments

If you have pending assignment confirmations, you’ll see an “Action Required” section with:

• Service name and date
• Your assigned position and team
• Accept or Decline buttons
• Auto-decline warning (if enabled)

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Announcements

The current live announcement (if any) is displayed here. Announcements can include:

• Headings and text
• Buttons and links
• Cards and lists
• Rich formatting

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Calendar Tab

The Calendar tab shows a calendar view with services and events.

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Calendar View

• Tap any date to see services and events for that day
• Services are shown with their name, time, and location
• Events are shown with their name and date range
• Past services (last 30 days) and upcoming services are both visible

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Viewing Services and Events

1. Tap a date on the calendar
2. Services and events for that date appear below
3. Tap any service or event to view details

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Service Actions

For each service, you can:

• View Details - See full service information
• View Availability - See who’s available/unavailable (if you have permission)
• Check In - Check people into the service (if you have permission)
• View Check-Ins - See who’s been checked in

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Events

Events are displayed on the calendar. Tap an event to:

• View event details
• Access event dashboard
• Register for the event (if registration is open)
• Check in to the event (if you have permission)

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Services (via Calendar or More Tab)

Services can be accessed from the Calendar tab or through the More tab. Services show all services in the organization (past 30 days and all upcoming services).

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Viewing Services

Services are displayed in chronological order with:

• Past services shown in a muted style
• A divider line separating past and upcoming
• Auto-scrolling to the first upcoming service

Each service card displays:

• Service name
• Date and time range
• Location

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Creating Services (Owners & Org Admins Only)

Services can be created from:

• The Calendar tab (tap a date, then “Add Service”)
• Service detail screens
• Organization settings

To create a service:

1. Navigate to create service screen
2. Fill in the service details:
   • Service Name (required)
   • Location (defaults to organization address)
   • Start Date & Time - Tap to open date/time picker
   • End Date & Time - Tap to open date/time picker
3. Select teams to assign to this service (checkboxes)
4. Optionally enable This service recurs for recurring services
5. Tap Create Service

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Recurring Services

When creating a new service, you can make it recurring:

1. Enable This service recurs toggle
2. Set Repeat every X week(s)
3. Select weekdays when the service occurs (Sun, Mon, Tue, etc.)
4. Set End after X occurrences (maximum 20)

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Editing Services (Owners & Org Admins Only)

1. Tap any service card to open the edit modal
2. Modify the service details
3. Tap Update Service

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Deleting Services (Owners & Org Admins Only)

1. Open a service for editing
2. Tap Delete button
3. Confirm deletion

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Viewing Availability

To see who’s available or unavailable for a service:

1. Open a service from the Calendar tab
2. Tap “View Availability” (if you have permission)
3. A modal opens showing:
   • Available tab - People who are available for this service date
   • Unavailable tab - People who have marked this date as unavailable
4. Filter by position using the position dropdown
5. View counts for each category

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Service Check-In

To check people into a service:

1. Open a service from the Calendar tab
2. Tap “Check In” (if you have permission)
3. Choose a check-in method:
   • QR Code - Scan QR codes from people’s phones
   • Matrix - Visual check-in with photos
   • Manual - Search and check in by name

See the Service Check-In documentation for detailed information about each method.

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More Tab

The More tab provides access to additional features based on your permissions. It shows:

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Organization Info

At the top, you’ll see:

• Organization name
• Organization ID
• Your role (Owner, Admin, Scheduler, or Member)

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Features Menu

Available features are shown based on your permissions:

• Scheduler - Manage service assignments (if you can schedule)
• Teams - View and manage teams (if you can schedule)
• People - View organization members (if you can view people)
• Groups - Manage member groups (if you’re Owner/Admin)
• Organization Settings - Configure organization (if you’re Owner/Admin)

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Quick Links

Links to:

• Help & Support - Get help with ChurchBuddy
• Feature Request - Share your thoughts and suggestions

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Scheduler

The Scheduler (accessed from the More tab, available to Owners, Org Admins, Schedulers, and Team Admins) allows you to assign people to positions for upcoming services.

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Navigation

The Scheduler displays one service at a time:

• Swipe left/right to navigate between services
• Use ◀ and ▶ arrows in the header to navigate
• A counter shows current position (e.g., “1 / 5”)

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Assigning People

For each service, you’ll see:

• Service name, date, time, and location
• All teams assigned to the service
• Positions for each team
• Current assignments (if any)

To assign someone:

1. Tap the dropdown/box next to a position
2. A modal opens showing eligible people (people who have this position assigned)
3. People are sorted by availability status:
   • Available people (no issues)
   • Fatigue indicators (blue highlighting - shows recent scheduling frequency)
   • Unavailable (yellow highlighting - marked unavailable for this date)
   • Team Conflict (red highlighting - conflict with team assignment rules)
4. Tap a person to assign them
5. Tap — Clear — to remove an assignment

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Scheduling Warnings

The scheduler uses color coding to help you make informed scheduling decisions:

• Red highlighting - Team conflict (person already assigned to another team that doesn’t allow cross-team assignment, or position conflicts)
• Yellow highlighting - Person has marked this date as unavailable
• Blue highlighting - Fatigue indicator (person has been scheduled frequently in the past 4 weeks for the same team/service)

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Pull to Refresh

Pull down on the Scheduler screen to refresh service data and see the latest assignments.

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Teams

The Teams screen (accessed from the More tab, available to Owners, Org Admins, Schedulers, and Team Admins) allows you to view and manage teams in your organization.

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Viewing Teams

Each team card displays:

• Team name
• Number of positions
• Position names and quantities
• Assignment rules (can be assigned with other teams, or independent)
• Description (if set)

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Creating Teams (Owners & Org Admins Only)

1. Tap Create Team button
2. Fill in team details:
   • Team Name (required)
   • Description (optional)
   • Enable Allow assignment with other teams if members can serve on multiple teams simultaneously
3. Add positions:
   • Enter Position Name
   • Set Quantity (how many people needed for this position)
   • Enable Allow assignment with other positions if a person can hold multiple positions on this team
   • Tap × to remove a position
   • Tap Add Position to add more
4. Tap Create

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Editing Teams

Team Admins can edit teams they have Admin permissions for. Owners and Org Admins can edit any team.

1. Tap a team card to open the edit modal
2. Modify team details
3. Tap Update

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Deleting Teams (Owners & Org Admins Only)

1. Open a team for editing
2. Tap Delete button
3. Confirm deletion

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People

The People screen (accessed from the More tab, available to Owners, Org Admins, and Team Admins) shows all people in your organization.

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Viewing People

Each person card displays:

• Name and role badge (Owner, Admin, or Member)
• Email address
• Positions assigned
• Teams they’re part of
• Phone number (if provided)

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Searching People

Use the search bar at the top to search by:

• First or last name
• Email address
• Phone number
• Position name
• Team name

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Adding People (Owners & Org Admins Only)

1. Tap Add Person button
2. Fill in person details:
   • Email (required)
   • First Name (required)
   • Last Name (required)
   • Phone (optional)
3. Assign positions by checking the appropriate boxes
4. Set team permissions using the dropdowns (Viewer, Scheduler, Admin, or none)
5. Toggle Org Admin if this person should be an organization administrator
6. Tap Add Person

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Editing People

Owners and Org Admins can edit any person. Team Admins can edit people in teams they manage.

1. Tap a person card to open the edit modal
2. Modify person details
3. Change positions or team permissions
4. Tap Update

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Viewing Person Details

While editing a person, tap View More Details to see:

• Basic Information: Email, phone, address, gender, birthday, marital status, anniversary
• Positions & Teams: All assigned positions and team memberships
• Family Relations: Related family members in the organization
• Service Participation Analytics:
  • Total assignments
  • Number of teams active in
  • Number of positions held
  • Calendar view showing scheduled dates (blue) and unavailable dates (red)

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Transferring Ownership (Owners Only)

1. Open a person for editing
2. Tap Transfer button
3. Confirm ownership transfer

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Deleting People (Owners & Org Admins Only)

1. Open a person for editing
2. Tap Delete button
3. Confirm deletion

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Settings

Access Settings from:

• The Dashboard - Tap the ⚙️ icon in the top left corner (account settings)
• The More Tab - Tap “Organization Settings” (organization settings, Owner/Admin only)
• Any screen header - Tap the ⚙️ icon in the top right (profile settings)

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Notification Settings

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Schedule Reminders

Configure when you receive push notifications about upcoming services:

1. In Settings, find the Schedule Reminder section
2. Use - and + buttons to adjust days before service
3. Options:
   • 0 days - Remind on the morning of the service
   • 1-30+ days - Remind X days before the service

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Profile Information

The Settings screen displays your:

• Profile name (initials in a circle avatar)
• Email address

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Support & Links

Quick access to:

• WorshipBuddy.org - Main website
• Support Center - Get help and submit tickets
• Feature Requests - Suggest new features
• Donate - Support the project

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Account Management

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Sign Out

1. Tap Sign Out
2. Confirm to sign out

This will clear your local session and return you to the login screen.

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Delete Account

1. Tap Delete Account
2. Read the warning message
3. Confirm deletion

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Developer Tools (Hidden)

Developer tools can be accessed by tapping the version number at the bottom of Settings seven times. This reveals:

• View App Info - App version and build number
• Test API Connection - Check API connectivity
• Storage Info - View local storage details
• Clear Cache - Clear all local data and sign out

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Groups

Groups allow you to organize people for communication and management. Access Groups from the More tab (Owner/Admin only).

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Viewing Groups

1. Go to More → Groups
2. See all groups with:
   • Group name and type (Manual or Automatic)
   • Number of members
   • Description (if set)

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Creating Groups

1. Tap “Create Group”
2. Choose group type:
   • Manual - Select people and teams manually
   • Automatic - Use rules to determine membership
3. Configure the group based on type
4. Save

See the Groups documentation for detailed information about manual and automatic groups.

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Tips & Best Practices

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Setting Availability

• Set your unavailability as soon as you know you can’t serve on specific dates
• Update your calendar regularly to help schedulers make informed decisions
• Remember that unavailability affects all services on that date
• Use the quick action from the Home tab for quick access

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Using the Scheduler

• Check color warnings before assigning people:
  • Avoid red (conflicts) unless you intentionally want to override
  • Consider yellow (unavailable) - respect people’s unavailability
  • Use blue (fatigue) as a guide - it’s informational, not a hard limit
• Use pull-to-refresh to see the latest changes from other schedulers
• Swipe between services to quickly schedule multiple services

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Managing Teams

• Set clear assignment rules when creating teams
• Use descriptions to explain team purpose and requirements
• Consider position quantities carefully - these determine how many people are needed

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Managing People

• Use search to quickly find people when managing large organizations
• Check person details to understand their service participation patterns
• Review analytics to identify scheduling trends and potential issues

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Using Check-In

• Test check-in methods before the service
• Have backup methods ready (QR, Matrix, Manual)
• Train check-in staff on all available methods
• Monitor check-ins during the service

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Troubleshooting

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Can’t See Certain Tabs

If you don’t see the Scheduler, Teams, or People tabs, you don’t have the necessary permissions. Contact your organization’s Owner or Admin to request appropriate permissions.

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Not Receiving Notifications

1. Check your device’s notification settings for ChurchBuddy
2. Verify notification reminder settings in the Settings screen
3. Make sure you’ve allowed notifications when prompted

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Organization Not Appearing

1. Verify you’ve joined the organization using the correct Organization ID
2. Check with the organization admin that your email was added correctly
3. Try signing out and signing back in

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Can’t Join Organization

• Double-check the Organization ID is correct
• Ensure you’re not already a member (check your Dashboard)
• Contact the organization admin if issues persist

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Data Not Syncing

• Pull down to refresh on any screen to sync latest data
• Sign out and sign back in if data appears stale
• Check your internet connection