Tools I Use In Ministry: MinistryTracker.com

I remember back in mid 90's doing youth ministry at a small church in Hollywood, Fl.  I was working there that summer and loving it.  I created fliers using an old clip art book and black&white copier.  I thought I was cool stuff using "hip" clip art.  When I wanted to talk to students, I called them or they called me.  Thinking back to then and comparing it to now, is amazing to think about.  I don't have books of clip art, I just use Google Images.  I don't use an old copier but a very nice color laser printer.  I contact students using Social Media and texting.  The tools of the youth pastor have changed a lot in the last decade or so.  We use tools that make our work easier and more productive.  This week I will be highlighting some of the tools that I use in ministry.



Keeping track of students used to be done on a piece of paper, then excel and now we have database software.  I have used different program to keep track of student information but in the last 5 years I have been using MinistryTracker.com (used to be YouthTracker.net).  Ministry Tracker is an online database program that was originally designed for youth ministry but has evolved into a whole church Customer Relationship Management (CRM).  They make it very easy to keep track of your students information, parent information and more.

My Homepage Screen

Mark Alway (Owner, Lead Developer) has created, what I believe, is one of the best tools for youth ministry.  The program is easy to use, very useful, reasonably price and much more.  MinistryTracker.com is always making improvements and Mark is fast to respond to emails about improvements.  The browser version is available to anyone with web access and he has created a great mobile browser version as well.  I have talked to Mark many times via email and he has always been gracious and understanding and always helpful with whatever I needed.  I know there are other programs out there, but for me the following are my top 5 reasons to user MinistryTracker.com

1. Online - MinistryTracker is completely online and accessible to anyone with web access. This is a huge benefit for you and your adult leaders.  Each user can have access to the whole program or just a piece.  The admin has the ability to set permissions depending on role and need.  You information is also safe being stored online.  There is very little downtime and the product is always up to date.  Ministry Tracker also just shows in a browser which means almost any PC (even older ones) can access it.
2. Online Event Registration - This is probably the single best feature of Ministry Tracker.  Online event registration is an amazing piece of the program that helps make your job much easier.  There are not accounts to setup or credit card readers to purchase.  All you do is supply your parents with the registration link to the event, they log-in, choose their payment method and complete the purchase.  The cost of the processing is put in above and beyond the event price and range from $.50 for a check to 3-5% for credit card purchases.  When we implemented this in my last church, parents loved it because it made it easier for them.  I was also released of the chore of collecting checks and cash for my events, so I was out of the loop with handling money.  Ministry Tracker just sends you a single check after the event is over (or you can request one sooner).
3. Attendance Sign-in - The days of taking paper attendance are over.  The Sign-in piece of Ministry Tracker is incredible and simple.  All you have to do is create an event and set-up the sign-in and you are done.  Students just type in their name, use their finger print or the bar code you have setup.  This is very fast and easy.  You can also manually input attendance if you have small group leaders that need to do it.  ** You must have internet access to use the sign-in.  This is a downfall for smaller churches or if you don't have internet access throughout your church.
4. Reporting & Stats - I know that youth pastors hate to think about keeping track of numbers but I have found the Ministry Tracker is invaluable in doing this.  When you use the Attendance Sign-in, then keeping track of students is easy.  They have done all the work for you, you just have to run the report.  There are many pre-built reports or you can create your own.  I personally like look at unique weekly attendance and unique monthly attendance.  I have also use the Last Contacted report to find out who hasn't been to our ministry for a while.
5. Price - Ministry Tracker is one of the most reasonably priced database programs out there.  (Check prices here).  There is pricing for each area, texting plans and more.  You can pick and choose what you need access to and how much it is going to cost you.  This is even cheaper if you plan to use it for the entire church but even if you are using it for youth ministry, most budgets can handle the cost.  Especially when you consider everything you get.

Honorary mentions: Group emailing & texting directly from the program, using groups to keep track of students (small groups, ministry teams), great front page, Financial tracking and automatic grade advancement.

I am currently using Ministry Tracker at our church and it has made collecting information easier.   I continue to send Mark request for changes and they are continually making them.  Mark and his team have done a great job of creating a very useful ministry tool.  You need to check it out.  If you sign-up to use it, let them know that I told you about it. :)

*** I do need to mention another tool that is being created but is still missing some features.  Simply  Youth Ministry Tools is a new software that is being created by my friend at Group and Simply Youth Ministry.  I am anxiously watching it and seeing how it turns out but right now is not what I need.