In today’s market, there are more than 50 church management programs available for purchase. The task of selecting the right one for your church’s needs can seem like an overwhelming challenge. Each software package has its own unique setup, ease of use, flexibility, and list of features. The two questions churches need to ask in selecting the right program for their church are: 1) what setup is best for our church’s needs and 2) how do we determine which software is right for our church based on our needs?

Church management software will help you to better manage your members, visitors, employees, financials, properties and activities. A good church program should grow with the needs of your church. It should also recommend the next administrative step to help your church to continue with its growth. 

However, just because the software has all the features and functionality to support your church administrative tasks, you should not rely wholly on the software to guide your business process. For example, your church should be secure in keeping track of contributions. You need a process; for example, one person should count the checks, another person should sign the deposit slips, and yet another person should make the deposit. This is a process that cannot be duplicated by software. Often, the church staff will rely too heavily on the software to do the entire business process for them. You need to define your own process and make the software fit your needs. It is important to not try to force your processes to what the software has to offer. The features and functionalities required by your church will change as the growth and focus of the church changes.

It is important that you are aware of the pros and cons of the software installation or setup. Software installation and setup comes in several different shapes and sizes. There are three main configurations for church software installation: single computer, network compatible and Web based. Evaluating the strengths and weaknesses of each installation process can help you choose the right software package for your church.

1. Single-Computer Setup
The most basic type of software installation is the single-computer setup. The single-computer setup comes in the form of a CD or downloadable file in which you can install on only one computer in the church office. This setup is easy to install, easy to update and very secure. This setup tends to be inexpensive due to the lack of multi-user and simultaneous access requirements. However, this setup usually demands high hardware requirements since the entire program will be running on one computer. Not only is the computer hardware a concern, but, with a local installation, the software is dependent on the operating system. Most single-computer installations require Microsoft Windows, so if you have a Linux or Macintosh computer, you will not be able to use the majority of the church software available. Additional downfalls of having all your data and your program on one computer is the inability to have
more than one person using the software at one time and the instability or uptime of the information. Because your program is running on one computer, if that one computer goes down or is inaccessible, then you cannot access your data until the issue is fixed.

2. Network-Compatible Configuration
The next step up from a single-computer installation is the network-compatible configuration.   This installation is usually performed by the person responsible for maintaining the church server. In this setup, the server hardware is much more demanding than the client’s hardware requirements. One downside of the network configuration is that when a software update becomes available, you may have to install that update on every computer that is running your church management program. Along with the single-computer installation, the network-compatible software is usually Microsoft Windows based. Very few installable church software programs are available for Linux and Macintosh computers. But the good news is that since your church’s server is hosting the data and the program, your data is very secure and stable. Assuming your server is backed up regularly, this setup is considered stable because multiple users may access your data at any time from any computer within the church network.  

3. Web-Based Configuration
The most flexible type of a church software setup is the Web-based configuration. This configuration requires no setup for the church and minimal hardware on the computers using the software. However, the hosting company does require a setup and usually includes this work in a setup fee or in the initial cost. The Web-based software is the most flexible configuration because you have very little hardware or software requirements, and you should be able to use any operating system you choose (Microsoft Windows, Macintosh, or Linux). The church program will be accessed using your Internet browser. The system is usually updated by the company hosting your software, and the data is accessible by multiple users at the same time. In general, the software is as stable as your Internet connection. The two biggest drawbacks for using the Web-based configuration are the security and the price of the software. By having your information available on the Internet and transferring your information from your computer to your host, you are opening a potential security weakness that could allow hackers or unwanted data leaks. In most cases, the companies hosting your church software have done as much as they can to make your data safe and secure, but the weakness is always there compared to the other two software installations. In addition to the security weakness, the price can also deter you from the Web-based system. Most Web-based systems have a high monthly support cost that is required for hosting your information and keeping your server up and running on the Internet. 

A couple other configurations to mention are the hybrid and the custom installation. The hybrid installation is software that you need to install on your church’s computers, but the data and the server are located over the Internet, hosted by a church software company. Because the hybrid is a combination of the network-compatible and the Web-based configuration, you will find the same benefits and drawbacks relating to both of these setups. 

The final option for church software is the custom installation. The custom installation is not recommended for most churches and is only used successfully in rare cases. Creating a custom
church management program requires a lot of time, knowledge, money and the right technical skills. Many churches that try to create their own church management software fail in one or many of these areas. This ends up frustrating the church staff and the person or persons responsible for creating the software. There is a reason that church software companies exist.  They have done the research, have the right skills and have invested thousands of hours in perfecting the right system.

Knowing the type of installation or setup your church needs is very important. However, it is still not as important as getting the features, functionality and flexibility your church demands from whatever the type of installation your church chooses. 

Before evaluating or shopping for church software, the church administrator should create a list of features and functionality required. In addition to this list, create a wish list of future features and helpful tools. The combination of these two lists will direct you towards several church programs available. 

One of the most helpful steps to take in identifying the possible candidates that are right for your church is to create a Church Management Request for Quote, which includes the list of features and flexible items needed, and it can be sent to the top 20 companies you see as meeting your church’s needs. If the church software company is interested in helping your church, they will respond to your questions and show you how their solutions meet your needs. This Request for Quote is very important, as you will see the response time and customer support that the company offers. 

The last step in choosing the right software for your church is to contact a few referrals and try out the software. Nothing is as important as trying out the software and identifying how easy or difficult the software is to use. 

The final consideration takes place after you have made your church software selection. Expect at least three months to transition your current information to the new system and to train staff appropriately. The church software company should offer a conversion program to transfer your data. The conversion availability and process will vary depending on how your data is stored and accessed. After your data has been converted, during the first three months, your staff might be frustrated with the learning curve and the ability to retrieve information quickly. Be patient, as this learning curve is necessary but should not take more than three months of continual use. If there is still a high level of frustration and disappointment with the software after three months, check with the software company to see if you can get your money back and start the process over again. 

Choosing the right church management software is a very important process that can take six to nine months of evaluations and reviews. However, after you make the right choice, you will be happy to have a software program that is easy to use, grows with your church, and is easy to maintain. 

Ryan Comingdeer is the chief technology officer at Five Talent Software, www.FiveTalentSoftware.com, an international software company that specializes in Soul Management, a church management program.