Software for Pastoral Staff
ChurchTrac gives pastoral staff the tools to stay organized and connected. All without requiring a full-time church administrator to run it.
All-In-One Software Built for Every Staff Role
Trusted by over 14,000 churches worldwide, ChurchTrac is the all-in-one church management platform designed to serve your whole team. For pastoral staff, that means a focused, role-appropriate experience that gives you everything you need to manage your ministry area and nothing that slows you down.
Why Pastoral Staff Chooses ChurchTrac
Pastoral staff choose ChurchTrac because it's built for how ministry actually works — department by department, person by person.
- Role-Based Access — User Permissions ensure every staff member only sees what is relevant to their ministry area.
- Simple Enough to Actually Use — A short learning curve means your team spends less time in training and more time in ministry.
- Everything in One Place — People, groups, messaging, and events all live in the same platform your church already uses.
- Affordable for Any Church Budget — No per-user fees that make adding staff logins a budget conversation.
"The system is easy to use. Has a lot of great functions under one system. I can manage communications, online giving, email and text alerts and use it as an all-in-one function." — Will R., Associate Pastor (Capterra)
The Reality of Ministry Without the Right Tools
Most pastoral staff are managing their ministry area with a patchwork of tools. From a group text here, a spreadsheet there, and a lot of things falling through the cracks between busy weeks.
This results in:
- Follow-up that never happens because there's no system to track it.
- Group attendance that goes unrecorded and unreported.
- Communication scattered across personal phones and email accounts.
- No visibility for senior leadership into what's happening in each ministry area.
- Event registrations handled manually or through third-party tools.
ChMS Features Pastoral Staff Need
ChurchTrac gives pastoral staff a clean, focused set of tools that keeps their ministry running smoothly and connected to the rest of the church.
People Management & Follow-Up
Every pastoral staff member needs to know their people. ChurchTrac's People screen gives staff access to member profiles, contact information, and relationship history. Log pastoral notes, track follow-up conversations, and set reminders so that important moments — things like a first visit, a prayer request, a difficult season — are all logged and never forgotten.
Groups Management
Whether you're overseeing a single small group or an entire ministry, ChurchTrac makes it easy to organize people into groups, track participation, and manage your roster. You can use Groups to track attendance, send bulk messages, and run reports.
Attendance Tracking
Take attendance for your ministry's services, groups, or events directly in ChurchTrac. Attendance records feed into the broader church system, giving senior leadership real visibility into engagement across every ministry area, all without chasing down reports from each staff member.
Messaging & Communication
Reach the people in your ministry with a single email or text message. ChurchTrac's built-in messaging tools let pastoral staff communicate directly with their groups and ministry contacts without needing to involve a church administrator every time.
Event Registrations
Planning a retreat, a workshop, a ministry dinner, or a service project? ChurchTrac's event registration tools let pastoral staff manage signups for their ministry area without a separate form tool or third-party app. Members can register online, and staff can see exactly who is coming.
User Permissions & Smart Lists
Church administrators can configure each staff member's access so they only see what's relevant to their role. A youth pastor sees the youth ministry. A children's director sees their department. Sensitive financial or pastoral data stays protected while every staff member still has the full access they need to do their job well.
ChurchTrac Compared to Other ChMS Tools
Other church management platforms charge extra for additional user logins or bury role-based access behind higher pricing tiers. ChurchTrac includes User Permissions and Smart Lists at every level. With ChurchTrac, adding a staff member is never a budget conversation.
Rated #1 Church Software
Out of over 130 church management platforms, ChurchTrac was rated #1 by Software Advice with a perfect score of 100.
Support is Free. Switching is Easy.
ChurchTrac is affordable and robust — but it's also easy to get started and easy to get help. Free support is included with every subscription, and our team averages a one-hour response time.
Our support is unmatched.
Our people make the difference. Get help when you need it from a team that is second to none.
Regular Software Updates & Active Community
ChurchTrac grows with your ministry and has an active community of church leaders using it alongside you.
- Constantly Improving — Product updates and new features are released year-round.
- Shaped by Churches — Many of ChurchTrac's best features come directly from user feedback.
- Active Facebook Group — Over 5,000 church leaders including pastors, admins, and ministry staff.
- Always Up-to-Date — ChurchTrac is cloud-based, so you never have to worry about installing updates.
Pastoral Staff Software FAQs
Yes — every staff member can have their own login with permissions configured by a church administrator. This means each person only sees what's relevant to their ministry area, keeping sensitive church data protected while giving staff full access to the tools they need.
No. ChurchTrac's pricing is based on the number of people you are tracking, not the number of users. Adding staff logins doesn't cost extra.
Yes. ChurchTrac's People module lets any staff member with appropriate permissions log notes, track follow-up steps, and set reminders directly on a person's profile — keeping pastoral care organized and consistent.
ChurchTrac starts at $9/month and scales based on the number of people you are tracking. There are no long-term contracts and no hidden fees.