Forms

Comprehensive Template Library

Church-Ops includes complete ministry-ready templates for visitor follow-up, membership, baptism, child dedication, volunteering, prayer and pastoral care, events, finance requests, facilities, incident reporting, ministry reports, and Bible Institute workflows.

Each template includes:

Ministry-specific questions, sections, choices, consent, and privacy language.
Appropriate submission, approval, offline, and follow-up defaults.
A protected source definition that creates an editable church-owned draft.
A Member Preview that renders through the same member portal form view members will use. Preview submissions are disabled.

Use Forms > Templates > Preview to inspect the exact member experience, Customize to adjust the structure before saving, or Create Draft to add the complete template to the church workspace.

Forms is a church workflow platform for designing experiences, publishing them, collecting responses, processing approvals, and starting ministry follow-up without form code.

Open the Forms Center

From the church admin workspace, open Administration > Forms.

The workspace is separated into focused pages:

Dashboard for form totals, response workload, approval queues, and recent activity
Forms for lifecycle management, sharing, duplication, and performance
Templates for ministry-ready starting points
Responses for filters, assignments, private notes, tags, and response details
Workflows for submission and approval actions
Approvals for sensitive applications and requests awaiting authorized review
Analytics for response trends and form performance
Public Forms for church-facing links and presentation
Settings for website, member portal, communication, and access-control connections

Each area has its own route. This keeps the workspace focused and avoids loading every builder, response, QR code, and report at the same time on slower connections.

Build a form

Open Forms > New Form or select Open beside an existing form.

The builder has three focused areas:

The Field Library contains basic, choice, layout, church, and advanced fields.
The Live Canvas shows the form experience and supports pages, sections, ordering, and field selection.
The Properties panel edits only the selected field, including label, placeholder, help text, required state, width, choices, and validation.

Choose a connected module such as:

Visitors and guest follow-up
Membership
Children
Volunteers
Events
Prayer and pastoral care
Finance requests
Facilities
Bible Institute
Ministry reports

Supported fields include text, email, phone, long answers, choices, dates, times, numbers, uploads, signatures, consent, ratings, member and ministry selectors, sections, dividers, page breaks, and columns.

The lifecycle is Draft, Testing, Active, Paused, and Archived. Archiving never deletes earlier responses.

Use a template

Open Templates and choose a church workflow such as:

First-Time Visitor Card
Membership Application
Volunteer Application
Prayer Request
Counseling Request
Event Registration
Expense Request
Monthly Ministry Report
Bible Institute Student Application

Every template includes three safe actions:

Preview shows the complete field structure before anything is created.
Customize opens a prefilled builder without saving a form yet.
Create Draft adds a private, unpublished church-owned copy and opens it for editing.

System templates remain protected originals. Editing or archiving a church copy never changes the shared template library.

Form settings and publishing

Design and behavior are intentionally separate. Open a form's Settings page to configure:

Name, category, connected module, and lifecycle status
Admin, website, member portal, and standalone-link publishing
Login, anonymous access, repeated submission, draft, and approval rules
Public title, button label, success message, and redirect URL
Church-Ops workflow actions

A form can be made available on:

The church website
The member portal
A standalone public link

Published forms have admin-only share links and QR codes. Forms can also be selected inside Website Builder.

Portal forms can prefill known member information where the matching field is available.

Response workflow

Open Responses to filter and review submissions. Each response opens on its own detail page with submitted answers, assignment, status, private notes, tags, and an auditable activity timeline.

Staff can:

Change the working status
Assign a response to an active church user
Add private notes
Add tags
Approve and process a response
Reject a response
Mark work completed or archived

Forms requiring approval also appear in the dedicated Approvals queue. Approving a response uses the connected module workflow. Supported visitor, membership, prayer, and task forms can create or update the related Church-Ops record.

Sensitive response details should only be handled by authorized church roles.

Workflow settings

Each form can be configured to:

Require review before processing
Create a follow-up task
Send a confirmation through a configured channel
Notify a leader
Create or update a person
Create a visitor
Add someone to a group
Register someone for an event
Create a prayer or care request
Add follow-up context to Outreach Center

These settings define the intended workflow. Actions that require an enabled communication provider or connected module still depend on that service being configured.

Low-connectivity settings

Public forms save recoverable text drafts locally on the device. Portal forms continue to use the portal's low-connectivity navigation and submission protections. File uploads require connectivity and are never copied into browser draft storage.

File uploads still require a working connection and are limited to approved document and image formats.

Good practice

Collect only information the church genuinely needs.
Use approval for counseling, finance, children, and other sensitive forms.
Assign responses promptly.
Keep private notes factual and respectful.
Archive unused forms instead of deleting their history.