Step-by-step instructions: how to do each thing in the console — where to click, what to fill in, what happens next.
Getting started
Quick start
From sign-up to a working space in one evening.
On the login page choose “Create a church” → church name, your email and a password.
Confirm your email from the message we send. You become the owner — the role with full access.
You immediately get two spaces: the management console and a public site at <your-church>.alphaos.space.
The dashboard shows an onboarding card: “Set up the site”, “Add people”, “Share the QR”.
Fill in the site brief (the Site section), import your people and print the QR from the /links page.
Nothing to install — it all runs in a browser, phones included. No card needed: a new church gets 14 days free at the Standard tier.
Getting started
How it works
Five ideas that make the rest of the docs make sense.
One dataset
The console, the public site and the /links page read one database. Change the schedule in the console and the site changes with it. There is no second store, so the two cannot drift apart.
Your church space
Your data is isolated from every other church. You own it and can export it at any time.
Roles and sections
What a person sees in the menu is decided by their role. Built-in roles: Owner, Admin, Pastor, Treasurer, Minister, Viewer. You can also create your own.
Who serves vs what happens
Team rotas answer “WHO serves this Sunday”; Service plans answer “WHAT happens inside the gathering”. Two views of the same data.
Plans
Basic — church management; Standard — plus the public site and a custom domain; Pro — plus the AI studio. Your current plan shows at the top of the sidebar.
Getting started
The console and navigation
Sections on the left, grouped exactly as they are in the access editor.
Overview
Dashboard and Reports.
People
People (and Families), Small groups, Ministry teams.
Service planning
Service plans, Team rotas, Events calendar, Media plan.
“My serving” is visible to EVERY signed-in person, even one with no sections at all. It is their own rota, their serving confirmations and their votes — without it, an account would be pointless for an ordinary member.
At the bottom of the menu (Owner/Admin) there is “View as role”: pick a role and see the console through its eyes. A banner appears with “Back to my role”.
Overview
Dashboard
The first screen: what needs attention today.
Counters
People, groups, ministries, balance for the month.
Needs attention
Pending applications from the site, new prayer requests, overdue tasks — one click away.
Cards
Next gathering, my tasks, upcoming events, birthdays this week, finance for the month.
Custom widgets
The set of cards is configurable — remove what your church does not use.
The dashboard only shows what you have access to. A minister without finance access does not see the balance card at all — it is not rendered, rather than greyed out.
Overview
Reports
A church-wide summary for a period — for the board, members’ meetings and your own clarity.
Pick a period at the top: “Month”, “Quarter”, “Year” or “Custom range” with two dates.
The page shows people and membership movement, attendance, serving and finance for that same period.
The “PDF” button exports the report as a finished document you can hand out.
Compare like with like: quarter against quarter reads more honestly than month against month, where holidays shift everything.
At the top: the “People / Families” toggle, search, filters by stage (chips) and tags, a “List / Cards” toggle and a statistics tab.
Add manually: “Add person” → name (required), gender, stage, phone, Telegram, email, date of birth, city, tags → “Add”.
Import: “Import” → drop an .xlsx/.xls/.csv (first row = headers) → map the file’s columns to fields → pick a default stage → “Import N”.
Bulk actions: “Select” → tick cards → in the bottom bar “Change stage…”, “Add tag…” or “Delete”.
Export: “Export” downloads the current (filtered) list as CSV.
The profile
Tabs: Overview, Profile, Family, Serving, Notes, Account. Overview also shows that person’s attendance and serving statistics.
Membership stages
Profile → Overview → “Membership stage”: click another stage; the history is kept below. The stages themselves are edited in Settings → Reference lists — including the built-in ones.
Custom fields
Settings → Reference lists → “Extra profile fields”: “Add field” and a type (Text / Paragraph / Date / Number / Select).
Tags and segments
Apply a filter (stage, tag, search) → a “Save filter” chip appears → name the segment. From then on it opens in one click.
Duplicates
When cards look alike by name, phone or email, a “Duplicates: N” button appears → choose the primary one (●) → “Merge”. Notes, giving and group membership move across.
Photo
Profile → Profile tab → “Upload photo” → “Save”.
Console access
Profile → Account tab → email + role → “Create and send”. With no mail configured, the system shows a temporary password.
People
Families
People → the “Families” toggle. Households with real relationships.
Create: “New family” → a name (e.g. “The Kovalchuk family”) → “Create”. The card opens straight away.
Add people: “Add to family” → pick a person and a role (Husband / Wife / Child) → “Add”.
A child who is not in the database yet: “Add a child not in the database” → name, date of birth, gender → “Create and add”.
One Husband and one Wife, matching gender. A person can belong to several families — a child in their parents’ household and a spouse in their own.
The system suggests likely families by surname, so you do not have to comb the list by hand.
People
Small groups
Membership, attendance, a public catalogue and sign-up by link.
Members: open the group → “Members” → “+ Add person…” and a role (Leader / Member) → “Add”.
Attendance: the “Attendance” tab → pick a date → “Record meeting” → who was there, the topic, guests → “Save”.
Public sign-up: switch the group to show on the site and it appears in the /groups catalogue. “Invite link” gives a personal /g/<code> link for guests.
Requests: the requests tab is the queue — “Approve” adds the person to the group (creating a profile for a new guest), “Decline” leaves a trace in the log.
A person can be in only one small group: anyone already in another does not appear in the add list, and a request for a second group is declined with an explanation.
Group schedules flow into the Events calendar automatically — no need to enter the meetings twice.
People
Ministry teams
Teams, positions, leaders and what each person can do.
Create: “Add ministry” → name (e.g. “Worship”), team kind, description → “Create”.
Positions: the “Members” tab → “+ Position” (Vocals, Sound, Coffee, Teacher…). Positions are what people get assigned to in the rota.
People: tick a person for a position and they join the team. The star in a row makes someone a leader.
Dates are scheduled in “Team rotas”, not here.
The team kind is set explicitly at creation — worship, kids, tech, preaching. We do NOT guess it from the name: a team called “Beacon” could be either, and the kind decides which screen its leader gets.
Service planning
Service plans
WHAT happens inside one gathering: order, timings, owners.
Create: “+ New plan” → name, date, time, theme.
Add items from the “Add:” row (Welcome, Worship, Prayer, Sermon, Communion…). Each has a type, title, duration, owner and a note.
Reorder by dragging the ⋮⋮ handle. Total running time is calculated for you.
“Save changes”. A plan is either a “Draft” or “Final”.
Copy to another date: “Copy to date” → “+1 week” / “+2 weeks” / “+4 weeks” or a specific date → “Create copy”.
“Preview / image for the group” renders the plan as a PNG to drop into Telegram or Viber. The share link opens without signing in — your team does not need accounts.
Below the plan sits “Who serves this Sunday”: teams whose positions are not part of the plan itself (welcome, coffee, security). These are the same assignments as in Team rotas.
Service planning
Team rotas
WHO serves on which dates — one table for the whole quarter.
The “All ministries” tab shows the whole Sunday at once: preacher, theme, passage, duration. “+ another sermon” adds a second one to a date.
No dates yet? “Create Sundays (N)” generates empty gatherings for the whole selected period. The weekday comes from your own gatherings — a Saturday church gets Saturdays.
Per-team tabs (“Worship”, “Kids”, “Tech”, “Other ministries”) — people on positions, clashes, auto-fill, invitations.
The auto-planner drafts a rota respecting unavailability, pauses, a monthly cap and even workload — and explains every assignment.
Confirmations
A minister sees their assignment in “My serving” and confirms or declines it with a reason. You see who answered and who has not.
Unavailability
Anyone can mark dates they are away; the planner routes around them.
Monthly cap
Each person’s card sets how often they may be scheduled and the minimum gap between turns.
Team rotas and Service plans are ONE dataset seen from two sides. What a leader sets in their section shows in the rota and the plan; what a pastor sets in the rota shows in the team.
Service planning
Events calendar
A month grid (Monday-first) or a list; public RSVP from the site.
Add: “+ Event” or click a day → name, category, colour, date, time, location, description.
Turn on “Registration (RSVP)” and “Show publicly”; with registration set a “Capacity” (blank = unlimited) → “Create”.
Registrations: open the event → the “Registrations” tab → “+ Add” (someone from your list or a guest). “Mark attended” sets the status, “CSV” exports the list.
The calendar also shows small-group meetings and gatherings from Team rotas — but only inside the console. Only events ticked “Show publicly” reach the website.
On a phone the calendar opens as a list by default — a month grid at 375 px is unreadable.
Service planning
Media plan
A content calendar for the media team: what goes out, and when.
Pick a month at the top — the grid shows what is planned, day by day.
Click a day → a new entry: kind (Post, Story, Reels / Shorts, Video, Announcement, Banner, Podcast, Other), channel (Instagram, YouTube, Telegram, Facebook, TikTok, Site, Other), topic, owner.
Filter by channel to see only what goes out on, say, Instagram.
There is deliberately NO status pipeline here. The media plan answers “what goes out and when”, it does not replace a task board: hand-kept statuses always lagged behind reality. For the work itself, use Tasks.
Ministries
Worship
Your church songbook, a shared catalogue of 80,000+ songs, and analytics.
Songbook
Your church’s songs: lyrics, chords, key, tempo, themes, links to video.
Shared catalogue
Over 80,000 songs with chords. Found one — add it to your songbook in a click.
Analytics & CCLI
What you sang and how often over a period — exactly the numbers a licensing report needs.
A song card: “Chart” — lyrics with chords; “Details” — key, tempo, themes; “Links” — video and tracks; “History” — when you sang it.
Transpose: change the key and the chords follow. Capo and the Nashville number system are both supported.
The setlist for a gathering is built in Team rotas → the “Worship” tab: “+ song” right in the cell for that date.
The band gets one PDF with the charts for the whole setlist.
Who plays and sings on a given Sunday lives in Team rotas. Only songs live here — otherwise a musician would exist in three lists at once, each screen showing part of the truth.
Ministries
Kids ministry
Age classes, rosters, lessons and attendance.
A class: name, age range (“from 3 to 6”), room, teachers. The system warns when there are too few teachers for the number of children.
Roster: children come from the People section — including those entered in families as non-members.
A session: date, topic, a link to the lesson material, attendance.
Ages are current ages, not “how old they turn this year” — otherwise a child would jump to the older class six months before their birthday.
Ministries
My serving
A minister’s personal screen — available to everyone who signs in.
My rota
The dates you serve, with position and team.
Confirm / decline
One button. When declining, give a reason — the leader sees that, not a bare refusal.
My unavailability
Mark the dates you are away and the auto-planner routes around them.
Songs and plan
The setlist and the service plan for your date — no digging through chat history.
My teams and my small group
Where you serve and which group you belong to.
My votes
Open church votes you are eligible for.
A minister needs no administrative section at all to use this screen.
Church life
Meetings, minutes and voting
Agenda, quorum, minutes and secret member ballots.
Two tabs: “Minutes” (for those who run meetings) and “My votes” (for every member).
Create a meeting: date, kind, chair, secretary. The minute number is assigned automatically, numbered per year.
Quorum: the system snapshots the member roll as at the meeting date and computes quorum from it. Later membership changes do not rewrite quorum retroactively.
Agenda: add items — the question, the presenter, materials.
Voting: inside an item press “Add vote” → question, options, who is eligible → “Open”.
Decisions: write the wording; any decision can become a task with an owner and a due date.
“Approve minutes” freezes the document.
Secrecy
A ballot is stored WITHOUT any link to a person. Only turnout is recorded separately. Reconstructing who voted how is impossible, even with database access.
Results
Hidden while the vote is open. On close, the outcome is written into the decision text of that agenda item.
Frozen minutes
Approved minutes cannot be edited by ANYONE — the owner included. To change them, they must be explicitly reopened, and that action is logged.
Who votes
Eligibility follows the membership stage — guests and newcomers are not on the ballot.
Members without an account do not yet vote online — for them the vote happens at the meeting and is entered into the minutes by hand.
Church life
Prayer
Requests from the community and from the public form on your site.
Two tabs: “New” and “Archive (prayed for)”. On a card: “Prayed for” (moves it to the archive), “Back to new”, “Delete”.
Names from prayer requests are never published on the site — that is a platform rule, not a setting.
Church life
Tasks
A kanban board: To do / In progress / Done.
Create: “+ Task” → what to do, description, status, priority, assignee, due date, a link (ministry, group, event, service plan, person, meeting) → “Create”.
Drag cards between columns. Moving to “Done” stamps the completion date.
Tasks completed more than a week ago move to the “Archive” tab automatically — you can “Restore” them from there.
Accounts & currencies: “+ Account” (name, currency, type, opening balance). “+ Currency” adds a new one (code and symbol).
Base currency: the “Base: {code}” button → the new currency and a conversion rate. Every amount is recalculated.
A transaction: “+ Add income” or “+ Add expense” → account, amount, rate (for foreign currency), date, method, fund, donor (for income), category. You can “Attach a receipt / document” (up to 6) → “Save”.
Budgets: “Categories & budget” → enter a monthly budget on an expense category (saved automatically). “Budget vs actual” then appears in the Overview.
Campaigns
The “Funds” tab → “+ New fund / campaign” → set a “Goal” and the fund becomes a campaign with progress, dates, percentage and donor count.
Transfers between funds
In “Funds”. Money moves between funds and counts as neither income nor expense — otherwise the same sum would double your turnover.
Reports
Overview → a period → “PDF report”. Donor statements: “Donors” → open a donor → pick a year. The donor list exports to CSV.
Google Sheets
“Income” → “Google Sheets” → paste the link (sharing set to “anyone with the link”) → map the columns → “Import”.
Duplicates
If a new income entry looks like one already recorded (same date, amount, donor), you are warned before saving.
Finance access is a separate axis of permissions. A treasurer sees donors by name, a pastor can be limited to totals only, everyone else sees nothing. Accounts and the base currency are changed by Owner and Admin only.
Materials
Library
A shared store for notes, outlines and church documents.
Create a note, give it a title and write in the full-size editor. The author and date are kept.
Attach files — an outline, a rota, a scan of a document.
The “Bible study” button opens a separate tool (below).
The library itself works on every plan — the AI assistant inside it is a Pro feature.
Materials
Bible study
Library → “Bible study”. It equips you to study, it does not write your sermon.
Pick a mode: “Step-by-step study” or “Compare translations”.
Study: a reference (e.g. “John 3:16”), a translation → “Start study”. In the chat: “Next thought”, “Original word”, “Cross references”, “Outline”.
Save the result to the Library or turn it into a presentation.
Compare: a reference plus up to 5 translations → “Compare” (verse by verse) → “Explain the differences (AI)”.
The passage text comes from a real source (bolls.life) rather than being recalled by the model.
Materials
Content
A generator for posts, announcements and invitations in your church’s voice.
Choose the type: Post, Announcement, YouTube description, Invitation or Sermon outline.
Describe the topic and press “Generate”.
The result can be copied or sent to the Library. Everything lands in “Generation history”: click to reopen, “Generate” for another take, the bin to delete.
Tone and vocabulary come from your site and your brief — which is why the text sounds like your church rather than a generic one.
Materials
Presentations
From a sermon text to designed slides, with export and projection.
Paste the sermon text or a theme → “Generate slides”. The design follows your site’s style.
Edit by hand: the pencil on a slide card → type (Points / Verse / Quote), heading, thought cards (up to 4), verse, quote. Arrows reorder; “Duplicate”, “Delete slide”, “Add slide”.
Or describe the change in words in the “Edits to the deck” bar → “Apply” and the AI rebuilds it.
“Illustration” adds an AI image to a slide. Export as “PPTX” or “PDF”; “Full screen” projects it.
AI images inside presentations count towards your plan’s monthly image quota.
Materials
Images
A logo, hero photography and illustrations.
Choose a type: “Preview (for posts)”, “Photo for the site” or “Edit a photo”.
For editing, upload the photo. Describe what you need → “Generate”.
Copy the URL or open the result; everything is kept in the “Gallery”.
The counter at the top shows “Used X / …” for your plan. The quota is per church per billing period; repeats served from cache are free.
Materials
YouTube digest
A sermon summary from a video.
Paste a video link — the system reads its captions and produces a structured digest: themes, key thoughts, passages. Save it to the Library or hand it to Content as the basis for a post.
Site & forms
The site brief
The first screen of the Site section: 8 steps that make the site yours rather than a template.
Until the brief is complete, the rest of the Site section stays closed. That is deliberate: a site generated from a single “describe your church” box comes out the same for everyone — the model has nothing to tell churches apart with.
1. About the church
City, tradition, founding year, size, schedule, address, socials (from any country, not just our list) and site languages.
2. Who the site is for
Who you most expect, in order of priority, and the one action the whole page leads to.
3. How you sound
Tone of voice, a sample of your own writing, what to avoid, and whether to name the pastor.
4. Look and references
Mood, logo and brand book, brand colours and up to three reference sites with what exactly you like about them.
5. Site blocks
What belongs on the page — and, crucially, a description for EACH chosen block: “Testimonies” in general and “three families who came back from abroad” produce different sites. You can add blocks of your own.
6. Photos and materials
Up to 8 of your own photos, tagged with what they show, or permission to generate imagery.
7. In your own words
The most valuable part: what no checkbox can hold.
8. Read the brief back
The brief is shown in full — exactly as the AI will read it.
The draft saves itself every few seconds — you can abandon the brief at step five and come back tomorrow.
There is deliberately no “what must not be published” question. Photos of children, private phone numbers and addresses, giving amounts and names from prayer requests NEVER reach the site — that is the platform’s duty under GDPR, not the church’s choice.
Site & forms
The public site
The Site section. “Save & publish” applies your changes.
Style: the “Branding and home page” panel → “Site style” → a preset (Classic, Elegant, Modern, Bold, Calm, Editorial).
Logo and colour: “Generate” (AI) or “Upload”; set the accent colour.
Hero background: “Bring the site to life (logo + background)”, “Generate (AI)”, “Upload”, “Adapt with AI”, or a ready stock photo.
Text: tagline, hero heading and subheading, “About us”. Below: “Ministries”, “Our vision”, “Schedule”, “Links and contacts”, “/links buttons”, “Giving”.
“Save & publish”, then “Open site”.
Site sections
A chat tab: describe in words what a block should be, and the answer is already live on the site — nothing to save.
Layout review
The AI walks the finished site and checks it on desktop, tablet and phone: heading length, colour contrast, empty sections, missing contact details.
Languages
Your church site can be shown in Ukrainian, English, Polish, Spanish or Portuguese.
Empty fields fall back to the template’s default text — the site never breaks because a box is blank.
Site & forms
Your church domain
Site → the “Domain” tab. The subdomain is free forever; a custom domain is connected or bought here.
From sign-up your site lives at <your-church>.alphaos.space. That is a real, permanent address you can use for years. A custom domain (say mychurch.org) is for when the church wants its own brand in the address bar.
Your domains
The table at the top of the tab: address, kind (subdomain / custom / bought through us), status, cost and the date it is paid up to. It is the one place that shows everything at once.
Already own a domain? In the “Custom domain” block enter it (e.g. mychurch.org) → “Connect domain”. Connecting is free.
The system shows two DNS records — a CNAME and a TXT — each with a copy button.
Open your registrar’s control panel (wherever you bought the domain), go to DNS and add both records exactly as shown.
Come back and press “Verify”. The status moves from “Waiting for DNS” to “Active”. That usually takes minutes, occasionally a few hours while DNS propagates.
No domain yet? In “Buy a domain” type the name you want → “Check”. For an available domain you will see the yearly price and a term (1, 2, 3 or 5 years) → “Buy”. After payment it is registered and connected automatically.
What it costs
Connecting a domain you own is free; you pay your own registrar for the domain itself. A domain bought through us shows its exact amount and renewal date in the “Your domains” table.
Renewal
Once a year. We email a reminder 30 days ahead.
The subdomain stays
After a custom domain is connected, the alphaos.space address keeps working — printed QR codes and old links do not break.
Who can do this
Only the Owner or an Admin can connect, buy or remove a domain.
Which zones
Ukrainian ones — .com.ua, .org.ua, .kiev.ua, .in.ua — and international: .org, .com, .church, .info and more. A bare .ua can only be registered by a trademark holder, so we handle those by hand — just write to us.
If the block says the platform has not enabled this yet, domain purchase is still being wired up with the registrar. Connecting a domain you already own works regardless.
Site & forms
Join form
A builder for the public /join form.
Add a field: “Add field” → label, section, type (Text, Phone, Email, Date, Paragraph, Select, Buttons), options for selects, and the “Required” / “Full width” / “Visible” switches.
Order with the ↑/↓ arrows inside a section. The switch hides a field, the pencil edits it, the bin deletes it (your own fields only).
Submitted applications appear in People with the source “Website form” and in the “Needs attention” bar on the dashboard.
Site & forms
QR and the /links page
One code for everything the church has online.
Your church has one public hub page, /links: the site, socials, the join form, giving and your own buttons. Point the printed QR at it, and a banner printed last year stays current — you change the links in the console and the code stays the same.
Buttons
Site → the “/links page buttons” panel: label, caption, URL; order with arrows.
Socials and giving
Pulled in automatically from the “Links and contacts” and “Giving” panels.
Access & security
Roles and access
Settings → the “Access” tab (Owner / Admin).
Grant access: “Invite user” → pick someone from People → email and role → “Grant access”. An email goes out (or the system shows a temporary password).
Custom roles: the “Roles and access” panel → “New role” → name, which sections it sees, the finance level, whether it can edit → “Create role”.
Section grouping
Sections in the role editor are grouped EXACTLY as in the sidebar. That matters: there used to be two groupings, so an owner granted access in one mental model while a minister looked for the section in another.
Finance is separate
Money access is not a “section” but its own level: none / totals only / full. A pastor can see the balance without seeing who gave what.
Managing users
In a user’s row: change role, reset password, disable access, delete the account.
Activity log
The “Activity log” panel: who did what, and when.
Reference lists
The “Reference lists” tab: membership stages, roles in groups and ministries, extra profile fields.
Access & security
Data security
Church data is sensitive — so here are specifics rather than reassurance.
Encryption
In transit — TLS/HTTPS; at rest — at the Cloudflare infrastructure level.
Passwords
Never stored in the clear — only a cryptographic hash (PBKDF2). Not even we can recover a password; it can only be reset.
Church isolation
Each church’s data is separated from every other on every request.
Form protection
Public forms (join, prayer, group sign-up) are protected against automated abuse by a captcha and rate limiting.
Backups
Taken regularly.
Personal data
Photos of children, private phone numbers and addresses, giving amounts and names from prayer requests never reach the public site.
Processing details are in the Privacy Policy. Your church can publish its own policy on its site at /privacy.
Account
Plans, trial and billing
Settings → the “Subscription” tab.
Free trial
14 days free at the Standard tier — no card. So during the trial you have both church management and the public site.
Basic — $39/mo billed yearly ($49 month-to-month)
The whole management system: people, families, groups, ministries, team rotas, service plans, worship, kids, meetings and voting, finance, events, tasks, roles.
Standard — $64/mo billed yearly ($80 month-to-month)
Everything in Basic + the public site, a custom domain, QR and the /links page, AI site generation.
Pro — $99/mo billed yearly ($124 month-to-month)
Everything in Standard + the AI studio: content, presentations, Bible study, YouTube digest and 100 AI images a month.
Change plan: Settings → “Subscription” → “Upgrade” or “Downgrade” on the plan you want.
Billing period: the “Yearly” / “Monthly” toggle. The prices we quote everywhere are the yearly ones (−20%); month-to-month costs more but commits you to nothing.
Cancel: the “Cancel subscription” button. Access continues to the end of the paid period.
When the trial ends and no plan is chosen, the account becomes READ-ONLY. Nothing is deleted or hidden: you still see everything and can export lists, statements and reports — you simply cannot create new records until a plan is active.
The “Usage” tab shows how much AI budget and how many images you have spent this billing period and when the counters reset. The period runs from your renewal date, not from the 1st of the month.
Account
Your data
The data belongs to your church.
People export to CSV via the “Export” button, finance to PDF reports and CSV, donor statements per year, event registrations to CSV. Your own name and password are changed in Settings → “Church”.
Read access and exports remain even after a subscription lapses. We do not hold your data hostage.
