Let’s be honest—you didn’t go into ministry because you love scheduling rooms, tracking contributions, or sending out reminder emails. You answered the call because you care about people. You want to make disciples and help your church grow spiritually.
But admin work? It can feel like a full-time job on its own. From calendar chaos to volunteer no-shows, it’s easy to get buried in the day-to-day tasks that keep things running.
The good news? You don’t have to do it all manually. With the right tools, you can automate many of your most time-consuming tasks, giving you and your team more time to do what you were called to do: lead and love people well.
What does that look like? This blog post will point to a few ways automations can help.
Automate Event and Facility Scheduling – “No More Double-Booked Rooms”
Ever had two ministries show up for the same room at the same time? Awkward. Church calendars can get crowded fast—Bible studies, youth group, weddings, community events, and staff meetings. And when you’re managing it all manually, it’s easy for wires to get crossed.
That’s where automation comes in. With a facilities management solution, your team can see everything in one place—who’s using what, when, and what setup is needed. It’s like giving your building a brain. No more guessing if the fellowship hall is available, no more back-and-forth emails to coordinate details.
Automate Contribution Tracking and Giving Statements – “Let the System Do the Math”
If you’re still entering giving data by hand or generating statements in Excel, there’s a better way—and your future self will thank you.
Contribution tracking is one of those behind-the-scenes tasks that eats up hours, especially around tax season. But with software like Realm, you can automate nearly the whole process. When someone gives online, through a kiosk, or even by check, that information can sync directly into your church’s database. No double entry. No missed donations.
When is the time to send out the giving statements? You don’t have to print, fold, stuff, or stamp a single envelope. Just a few clicks, and members receive their statements via email—clean, accurate, and on time. Realm also allows congregants to view their giving statements online, relieving the admin staff entirely.
Beyond saving time, automated giving records build trust. Donors can see their history, update their info, and feel confident that their generosity is being handled well.
When stewardship is done with excellence, people notice—and are more likely to keep giving.
Automate Volunteer Scheduling – “Yes, You Can Stop the Group Text Chaos”
You love your volunteers, but keeping track of who’s serving where and when can feel like herding cats. Coordinating nursery workers, greeters, tech teams, and communion prep (all with their own preferences and availability) gets messy fast.
You’re working too hard if you’re still using spreadsheets or group texts. With tools like Realm, you can automate much of the scheduling process—and say goodbye to the 10 pm “Can someone cover for me?” messages.
Here’s how it works: You enter roles, people, and preferences once. The system creates the schedule, sends invitations, and tracks responses. Volunteers get reminders ahead of time and can confirm or decline with a tap. If someone cancels, the system helps you find a replacement automatically.
You’re not just saving time—you’re building a culture where volunteers feel valued, informed, and prepared. And when your volunteers are confident and cared for, they’re more likely to keep showing up.
Automate Communication Workflows – “Follow-Up Without Dropping the Ball”
We’ve all been there. A visitor fills out a card on Sunday… and then life happens. Monday comes with meetings, a hospital visit, a budget deadline—and before you know it, that follow-up falls through the cracks.
But it doesn’t have to. With a tool like Growth Method that integrates with Realm, you can create automated communication workflows that help you stay intentional without overwhelming your team.
Here’s how it might look: A new guest fills out a connection card. Growth Method sends them a welcome email. Two days later, a reminder goes out to a staff member or volunteer to make a phone call or send a personal note.
You can set up workflows for more than just new visitors—think prayer requests, pastoral care, or member milestones. The goal is simple: make sure people feel seen, followed up with, and cared for.
The best part? Once it’s set up, it runs quietly in the background, so nothing gets missed—even on your busiest weeks.
Spend Less Time on Tasks, More Time on People
Ministry will always come with some administrative work, but it shouldn’t take over your calling. By automating a few of these key tasks, you can free up hours each week and put that time back where it matters most: discipleship, care, and connection.
Start small. Pick one area—maybe volunteer scheduling or contribution tracking—and let automation do the heavy lifting.
As you see the difference, you’ll wonder why you didn’t start sooner.
Want to take your focus on discipleship even further? Download our free guide, Disciplemaking Essentials: Five Critical Practices for Transforming Your New Visitor Experience into a Life-Changing Discipleship Journey.
ACS Technologies
ACS Technologies sets a new standard in church technology, offering a holistic suite of solutions that streamline administrative tasks and empower your staff to excel in their roles and your church to excel in your community.
In the ever-evolving landscape of church engagement and management, ACS Technologies rises above the rest. Our comprehensive church solutions, bespoke digital offerings, streamlined communication tools, comprehensive ministry consulting, and training make us the trusted choice for over fifty thousand churches. Experience the ACS Technologies advantage and elevate your church’s online presence, connectivity, and generosity today. Join us in redefining church technology for the digital age, where your ministry’s success becomes our shared mission.
