What is Church Management Software?

Running a church isn’t just about Sunday mornings. Between managing volunteers, tracking donations, following up with guests, and planning events, there’s a lot to keep up with. That’s where Church Management Software (or ChMS) comes in.

In this guide, we’ll walk you through what ChMS actually is, why it matters, and how a tool like ChurchTrac can help your ministry stay organized, simplify tasks, and save you time (and headaches).

So… What is Church Management Software?

Church Management Software is a tool built specifically for churches to manage their ministry and communicate with their people.

• Keeping track of your church membership 
• Scheduling events and volunteer management 
• Recording giving and financial management 
• Communicating with your church community

It’s designed to help you spend less time on administrative tasks and more time doing what matters most—ministry.

Why Does Your Church Need A ChMS?

Maybe your current "church management system" is a mix of spreadsheets, paper sign-up sheets, and a group text thread. It might’ve worked for a while, but as your church grows (or your ministry just gets busier), things can get messy. That’s where a ChMS becomes a game changer.

Here's why: 

1. It Saves You Time and Streamlines Ministry 

Automate things like attendance, giving records, and event registration. That means fewer late nights sorting through notes and more time connecting with people. 

2. Using One System Minimizes Mistakes

Let’s be honest—manual data entry is just asking for typos. A good ChMS keeps everything in one database and updates automatically.

3. It Improves Communication With Your Church Members

Want to text your volunteers? Send a quick email to all your small group leaders? Church software makes it easy to stay in touch without jumping between different apps. You can even streamline this process with simple automations that save time and keep everyone in the loop.  

4. Deeper Insight Into Your Congregation

See who’s showing up (and who’s not), track giving trends, and find areas where people are getting plugged in—or falling through the cracks. 

Now that you know why a ChMS matters, let’s talk about what to actually look for.

Check out our other article on "Do I Need Church Management Software?" for more details. 

What Should You Look For in Church Management Software?

Not all church software is created equal. Here are some must-haves when shopping around:

Member Management & Communication

Your people are the heart of your ministry, so your software should make it easy to care for them well. Look for a ChMS that helps you keep track of everyone who walks through your doors, whether they’re first-time visitors or long-time members. You need to know who’s in your church, where they’re serving, and how to reach them. The best tools go beyond just names and numbers—they help you build relationships. Bonus points if it helps with follow-up, birthdays, prayer requests, and all that good stuff. 

Donation Tracking & Online Giving

Let’s be honest... most people don’t carry cash or checks anymore. That’s why online giving is no longer optional—it’s essential.

Your church management software should make it easy for members to give from anywhere—whether it’s through your website, mobile app, or even via text. But it’s not just about receiving tithes and donations. The system should also give your finance team the tools they need to track giving, generate reports, and send end-of-year statements with ease.

Church Website Tools

Whether you already have a church website or you're starting from scratch, having built-in tools can save you a lot of time. Forms for event sign-ups, contact pages, volunteer registrations, and prayer requests are small features that have a big impact. The goal is to keep people engaged and make it easy for them to get involved.

A Mobile App for Your Church Family

People live on their phones. Your ChMS should help you connect with them there, too—whether it’s viewing a directory, signing up for events, or watching a sermon.

A good ChMS will offer a customizable church app that lets people do everything from checking in their kids to signing up for small groups. Look for options that let your members view the directory, register for events, and even give online. The more they can do in one place, the better their experience—and the more likely they are to stay connected throughout the week, not just on Sundays.

(Bonus) Church Accounting & Worship Planning

Some churches rely on multiple tools to handle different tasks: one for finances, one for worship schedules, one for membership—but that can get complicated fast.

If your church needs budgeting, reporting, or worship team coordination, look for a ChMS that bundles those features in. Having accounting tools baked in means you can track expenses, set budgets, and run financial reports without needing a separate program.

Worship planning tools can help organize volunteer opportunities, your team’s schedule, share chord charts and service plans, and reduce mid-week chaos. 

Less time juggling systems means more time focusing on ministry.

What Makes ChurchTrac's Church Software Stand Out?

If you’re looking for a ChMS that checks all these boxes without overwhelming your team, ChurchTrac could be the perfect fit.

ChurchTrac is an all-in-one ChMS built for churches of all sizes. Whether you’re a small congregation or a larger church, it’s got what you need without overcomplicating things.

Key Features

• Member Management: Track individuals, families, attendance, and more.
• Communication Tools: Email, text, and connect with your church, right from the platform.
• Event Planning: Schedule events, manage volunteers, and keep things running smoothly. 
• Giving & Contributions: Accept online giving, manage pledges, and generate giving statements.
• Accounting & Budgets: Track funds, create budgets, and generate financial reports. 
• Website and App: Integrated with your ChMS, accept online donations, create custom web forms, and more.

Why Choose ChurchTrac

• Affordable Plans: Starting at just $9/month.
• Simple & User Friendly: No steep learning curve—just easy-to-use tools that make sense.
• All-In-One Solution: No need to piece together a bunch of tools.
• Amazing Customer Support: Real humans, quick replies, and a support team made up of church leaders.

Your All-In-One Church Software Solution 

If you’ve been looking for a better way to organize your ministry, ChurchTrac is a great place to start.

You can sign up for a free trial, get in touch with our team, or sign up for a live demo. Either way, we’re here to help you lead your entire church with confidence—and without the paperwork overload.