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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 Continue

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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 Verify

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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 Church/Organization (account setup field)
5. Tap Create Account

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Demo Mode

You can try ChurchBuddy without creating an account by tapping Try Demo Mode 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

Registered events you’ve signed up for also appear on this screen with an Event badge and a Hosted by: line showing the hosting organization. Tap an event to open the My Event portal. 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 Join Org in the header (not available in demo mode)
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 right corner of the Dashboard to access your account settings, notification preferences, and QR code.

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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:

• Home - Organization home with announcements, pending assignments, and quick actions
• Calendar - Calendar view with services and events
• My Schedule - Your personal schedule
• More - Additional features (menu items inside are permission-gated)

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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 in two tabs:

• Schedule — Upcoming services where you’re assigned or have team access
• Past Schedule — Services from the last 30 days

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Viewing Your Schedule

Select Schedule or Past Schedule at the top. There is no auto-scroll — browse the list for the tab you’re on.

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Service Details

Each service card shows:

• Service name and date
• Full date and time
• Team preview for teams you have access to
• Your assignments highlighted with a blue border and bold text

Location appears in the detail modal when you tap a service card, not on the list card itself. 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 Done 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. Use the Services / My Schedule toggle at the top to switch between all org services and your personal schedule on the calendar.

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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

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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
• Availability - See who’s available/unavailable (if you have permission)
• Check-ins - See who’s been checked in (if you have permission)

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Service Check-In

To check people into a service:

1. Open a service from the Calendar tab
2. Tap Check-ins
3. Tap Check People In
4. Choose a method:
   • QR Code - Scan QR codes from people’s phones
   • Matrix - Visual check-in with photos
   • Manual - Search and check in by name

See Service Check-In for details.

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Events

Events appear on the calendar. Tap an event to view details. Available actions depend on your permissions:

• Register — if registration is open and you are not yet registered
• Operations — opens the mobile Event Dashboard (Owner/Admin or users with event dashboard permissions only)

There is no event check-in button on the calendar event modal — use My Event or the Event Dashboard check-in tab instead.

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Services (Calendar Tab)

On the Calendar tab, use the Services / My Schedule toggle to switch views. In Services mode, tap a date to see that day’s services in a modal — there is no separate vertical service list with auto-scroll.

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Viewing Services

Tap a date → select a service in the day modal to view details, availability, or check-ins (based on permissions).

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Creating Services (Owners & Org Admins Only)

Create services from the Calendar tab (Owner/Org Admin only):

1. Switch the calendar toggle to Services (not My Schedule)
2. Tap a date on the calendar
3. In the day modal, tap + in the header
4. Fill in service details and assign teams
5. Tap Create Service

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Recurring Services

When creating a service, enable This service recurs and choose:

• Daily, Weekly, or Monthly pattern
• Repeat interval and end after N occurrences (max 20)
• For weekly: select weekdays

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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 Save Details

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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 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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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 — Team Admins without Scheduler permission show as “Member”)

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Features Menu

Available features are shown based on your permissions:

• My Profile - View and manage your profile (always visible)
• Streaming - Watch live streams (when YouTube is connected or streams exist)
• Sunday School - Shows Coming Soon alert — use the web app for Sunday School (SS screens exist in the app but are not linked from More yet)
• 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 - Basic org info (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
• Donate - Support the project

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Scheduler

The Scheduler (accessed from the More tab, available to Owners, Org Admins, Schedulers, and Team Admins) shows all upcoming services in a vertical scrollable list. Tap a position slot on any service card to assign someone.

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Assigning People

For each service card, 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)
   • Scheduled recently / Scheduled frequently (blue highlighting — fatigue indicators)
   • 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 Assignment to remove an assignment

Scroll down to reach later services — there is no swipe-between-services or arrow navigation.

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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 — Scheduled recently or Scheduled frequently (fatigue indicator)

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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
• Member count
• Position name badges

Tap a team to edit (if you have permission).

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Creating Teams (Owners & Org Admins Only)

1. Tap the + button on the Teams screen
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 the + FAB on the People screen (opens Import People)
2. Add one or more rows with email, first name, last name, and optional phone
3. Assign positions and team permissions per row
4. Tap Import

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Editing People

Owners and Org Admins can edit any person. Team Admins can view people but cannot add or edit — only Owners and Org Admins have edit access on mobile.

1. Tap a person card to open the edit modal
2. Modify person details, positions, or team permissions
3. Tap Save

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Viewing Person Details

Tap a person to edit basic fields inline. For family relations and service analytics, use More → My Profile (your own profile) — the People edit modal does not include a participation analytics calendar. Ownership transfer is web only (not available in the mobile People screen).

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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 right corner (account settings, notification preferences, QR code)
• The More Tab - Tap Organization Settings (organization settings, Owner/Admin only)

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Notification Settings

Configure push notifications from Settings → Notification Preferences:

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Schedule Reminders

1. Open Notification Preferences from Settings
2. Find the Schedule Reminder row
3. Use - and + buttons to adjust days before service (0–7, or OFF)

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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
• Help and Support - 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:

• 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
• Scroll the list to schedule multiple upcoming 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 Features in More

If you don’t see Scheduler, Teams, People, or Groups in the More menu, you don’t have the necessary permissions. Contact your organization’s Owner or Admin to request appropriate permissions. All four bottom tabs remain visible regardless.

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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