A Bible church running benevolence, counseling and marriage mentoring off an external intake form

The church

A Bible church with two campuses and about 310 people on file. No church management system connected; an external intake form feeds the queue. Sixteen months on CareNote.

What they set out to do

Run care as a proper department with a real case file: benevolence, counseling and marriage mentoring, all under one roof.

How it works now

One external form is the front door. A submission becomes a care request, and the category says what kind of care it is: benevolence and financial assistance, Christian clinical counseling, biblical counseling, care follow-up, or a hospital or home visit. Workflow templates open the request and its steps together where the path is known in advance.

From there the case accumulates its paperwork. Expenses are recorded against the request, intake documents and written reports are attached, and the follow-up steps run as tasks. Marriage mentoring runs as a structured programme over several weeks, with visitation schedules keeping the appointments on the calendar. They have also begun inviting members to take a SHAPE assessment, to see who in the congregation is suited to which kind of need.

What it takes

Thirty-five paid seats across two campuses, one external intake form, and expenses and documents kept on the case.

By the numbers

253
care requests handled: 168
of them created straight from the intake form: 208
expense records kept on cases: 92
documents attached to cases

Is this your church?

If your care ministry writes checks and manages clinical referrals, the paperwork has to live on the case: the expense record, the intake document, the report. This church runs benevolence, counseling and a mentoring programme out of one system.

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