Guest Writer - Pastor Darrell Wickert
When I began my journey as a Children’s Pastor, our check-in system was as basic as it gets: name tags on a wall and an Excel spreadsheet updated at the start of service. It was the first system we used that felt even slightly digital—and at the time, it seemed revolutionary.
Fast forward nearly three decades, and almost every Church Management Software (ChMS) includes built-in check-in features. But what excites me most is not just the technology, it’s the potential these systems offer to support the broader goals of family ministry.
Over the years, I’ve developed four simple goals that help me evaluate each weekend. If these goals are being met, I know we’ve served our families well. And in each case, the right ChMS can make a big difference.
Goal #1: Create An Environment Of Fun
If kids aren’t having fun, they won’t want to come back. Plain and simple. It’s hard to measure “fun,” but one of my favorite ways is to stand at the exit and ask as many kids as possible, “Did you have fun today?” Not only does it give you quick feedback, but it also gives parents a phrase to lean on the next week when their child hesitates. That’s a lot more helpful than the all-too-familiar scenario where little Johnny decides he’d rather sit with Mom and play on her phone during the service (a personal pet peeve of mine). Parents can instead say, “Remember how much fun you had?” It gives the child a moment to recall the joy of last week and, more often than not, change their mind about heading to class.
A ChMS can’t manufacture fun, but it can help set the tone. A fast, frustration-free check-in means kids aren’t starting their morning in a long line. Features like pre-check options, custom backgrounds, playful on-screen messages, or personalized nametags that celebrate birthdays can add to the excitement. The smoother the start, the more room there is for joy once they’re inside.
Goal #2: Prioritize Safety On Every Level
Safety in Family Ministry goes far beyond the idea of “But did you die?” We have to realize that fun and safety often walk a tightrope, creating a delicate balance between the two. Safety works in different lanes: keeping children safe in the classroom, protecting our leaders, and giving parents peace of mind when they leave their children with us.
A good ChMS will help church staff keep the onboarding process for team members organized. References and background checks are just the beginning of volunteering in Children’s Ministry. It’s easy to miss steps in an extensive onboarding process, but a strong system can assist by integrating with background check providers, tracking each step, and providing a visible record of where volunteers are in the process.
The most visible way families feel safe is the check-in process. A good system will create an easy way to identify who children belong to. I remember the first check-in system I used as a Children’s Pastor—it created slips of paper with a picture of the child and a unique code that matched the nametag they wore. It really wasn’t anything different from what we were previously doing with nametags and binders, but adding a technological element to our system minimized human error and created a greater sense of security for parents. A quality ChMS made our processes easier and the safety of our children more apparent than ever before.
Goal #3: Support Weekly Discipleship
Discipleship on a weekly basis in Family or Children’s Ministry can be measured by asking the kids, “What did you learn today?” Obviously, discipleship is more than that, but if kids learn something new each week, you are helping the discipleship process. A quality ChMS will assist your team in preparing your leaders to achieve this weekly.
If I had a dollar for every time a team member messaged me to ask where the lesson was for that week (after I had emailed it, handed them a physical copy, or even sent it through the mail), I would have enough to pay for my church’s ChMS. A quality system provides a central place where lessons and materials can be uploaded and easily found, ensuring leaders have what they need to succeed. Nothing is more frustrating than knowing you put the lesson out, but a team member can’t find it in a bulky or disorganized system.
Goal #4: Track Improvement, Not Only Excellence
Almost every lead pastor will preach “Excellence” to their team. We want to provide excellence in all we do because Jesus and the Gospel deserve our best in everything. The caveat in Family Ministry is that we work with kids—and kids can create hiccups in even the best-laid plans for excellence. I understood that early on, so I always looked for “Improvement, not excellence”, because we can always do better than we did last time.
Before we used a churchwide ChMS, I’d often tell my Lead Pastor, “Our numbers are down.” He’d look at the sanctuary and disagree—because from the stage, everything looked normal. Once we implemented the system, the data told the full story. The decline wasn’t only in Children’s Ministry, it was churchwide.
A quality ChMS doesn’t only track numbers; it helps you measure progress over time. It can sound the alarm when you’re not improving in the physical numbers of people in the building. It lets you see trends, spot warning signs, and celebrate growth. And we must remember: every number represents a soul in the Kingdom.
The Bottom Line
I believe that a quality Church Management System is imperative to achieving the goals of Family Ministry. You may find ways to operate without one, but you will spend more time and effort achieving what God has called you to. A good ChMS will shrink the holes in administrative tasks that so easily open up in the busyness of ministry.
Ask good questions when deciding on a system, and think through the specific needs of families in your church before making your choice. The right system will close gaps, free up your time, and allow you to focus more on what matters most: discipling children, encouraging parents, and building a ministry that reflects the joy and safety of God’s love.
Guest Author - Darrell Wickert
Darrell Wickert served as a Children’s, NextGen, and Family Pastor for nearly 30 years, speaking to kids and leaders at churches and conferences around the world. He and his wife, Margaret, hosted a successful parenting podcast while raising their two children, Scout and Cooper. Darrell now works with TouchPoint Software as an Area Manager and continues to spend his weekends coaching and consulting with churches about their Children’s Ministry needs.
