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Service scheduling for churches

The rota for the whole quarter in one click.

Church Planner assigns duties fairly, asks for availability by messenger and reminds everyone in time. Volunteers confirm with a tap, leaders keep the overview.

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All sample data on this page is invented.

Quarterly plan Q1 2027
Duty02.01.Sat09.01.Sat16.01.Sat23.01.Sat
Service
LeadAnna W.Lena H.Mira S.
ReadingDavid K.Paul M.Mira S.
MusicSara L.Elias F.Paul M.
SermonClara V.Hanna T.Ben S.
Duties
WelcomeFelix A.Lena H.Hanna T.
TechJonas B.David K.Tobias R.Lena H.
FlowersSara L.Elias F.Tobias R.
Service
LeadAssignments: 3
Anna W.(1)02.01.
Lena H.(1)09.01.
Mira S.(1)16.01.
ReadingAssignments: 3
David K.(1)02.01.
Mira S.(1)23.01.
Paul M.(1)16.01.
MusicAssignments: 3
Elias F.(1)09.01.
Paul M.(1)23.01.
Sara L.(1)02.01.
SermonAssignments: 3
Ben S.(1)23.01.
Clara V.(1)09.01.
Hanna T.(1)16.01.
Duties
WelcomeAssignments: 3
Felix A.(1)02.01.
Hanna T.(1)23.01.
Lena H.(1)16.01.
TechAssignments: 4
David K.(1)09.01.
Jonas B.(1)02.01.
Lena H.(1)23.01.
Tobias R.(1)16.01.
FlowersAssignments: 3
Elias F.(1)16.01.
Sara L.(1)09.01.
Tobias R.(1)23.01.
ConfirmedPendingConflictOpen22 duties assigned · 2 conflicts · 6 open
Church Plannerbot
Today

You are scheduled on Saturday, 2 January: Reading, 10:00.

Tap to try
  • 1 clickfor the plan of a whole quarter
  • Messengerinstead of forms and mass emails
  • Voice messageinstead of maintaining spreadsheets
  • 4 languagesGerman, English, Russian, Ukrainian

The same manual work every quarter

Send a form, wait for replies, maintain a spreadsheet, chase cancellations. This can be automated without anyone having to learn something new.

Until now

  • Survey by form, then waiting
  • Copying replies into a spreadsheet by hand
  • Checking overlaps and absences yourself
  • Starting over with every cancellation

With Church Planner

  • Availability by messenger or voice message
  • The quarterly plan is distributed automatically and fairly
  • Conflicts are visible in the grid at once
  • Cancellations and swaps work without a mass email
Quarterly planning

One click, a complete quarterly plan

Church Planner spreads all duties of a quarter evenly across suitable people. Reported absences, double bookings and personal limits are taken into account.

  • Fair distribution based on past assignments
  • Limits per person and quarter, conflicts show up in colour in the grid
  • A second view as a list: per duty, who is assigned how often, with all dates
Swap Check conflicts PDF
Duty02.01.Sat09.01.Sat16.01.Sat23.01.Sat30.01.Sat06.02.Sat13.02.Sat20.02.Sat27.02.Sat06.03.Sat13.03.Sat20.03.Sat
Service
LeadAnna W.Lena H.Mira S.David K.Anna W.Lena H.Jonas B.David K.Anna W.Lena H.
ReadingDavid K.Paul M.Mira S.Sara L.David K.Tobias R.Paul M.Sara L.David K.Tobias R.
MusicSara L.Elias F.Paul M.Nora G.Sara L.Ben S.Paul M.Nora G.Sara L.Elias F.
SermonClara V.Hanna T.Ben S.Felix A.Nora G.Clara V.Ben S.Felix A.Nora G.
Duties
WelcomeFelix A.Lena H.Hanna T.Jonas B.Anna W.Lena H.Hanna T.Jonas B.Felix A.Anna W.
TechJonas B.David K.Tobias R.Lena H.Mira S.Jonas B.Tobias R.Lena H.Mira S.David K.
FlowersSara L.Elias F.Tobias R.Mira S.Sara L.Elias F.Tobias R.Paul M.Mira S.
Kids' teamPaul M.Nora G.Clara V.Elias F.Ben S.Nora G.Clara V.Elias F.Paul M.Nora G.
Hall dutyBen S.Felix A.Anna W.Hanna T.Ben S.Felix A.Anna W.Clara V.Hanna T.Felix A.
Service
LeadAssignments: 10
Anna W.(3)02.01.06.02.13.03.
Lena H.(3)09.01.13.02.20.03.
David K.(2)30.01.06.03.
Jonas B.(1)27.02.
Mira S.(1)16.01.
ReadingAssignments: 10
David K.(3)02.01.06.02.13.03.
Paul M.(2)16.01.20.02.
Sara L.(2)30.01.06.03.
Tobias R.(2)13.02.20.03.
Mira S.(1)23.01.
MusicAssignments: 10
Sara L.(3)02.01.06.02.13.03.
Elias F.(2)09.01.20.03.
Nora G.(2)30.01.06.03.
Paul M.(2)23.01.27.02.
Ben S.(1)20.02.
SermonAssignments: 9
Ben S.(2)23.01.27.02.
Clara V.(2)09.01.13.02.
Felix A.(2)30.01.06.03.
Nora G.(2)06.02.13.03.
Hanna T.(1)16.01.
Duties
WelcomeAssignments: 10
Anna W.(2)13.02.20.03.
Felix A.(2)02.01.13.03.
Hanna T.(2)23.01.27.02.
Jonas B.(2)30.01.06.03.
Lena H.(2)16.01.20.02.
TechAssignments: 10
David K.(2)09.01.20.03.
Jonas B.(2)02.01.06.02.
Lena H.(2)23.01.27.02.
Mira S.(2)30.01.06.03.
Tobias R.(2)16.01.20.02.
FlowersAssignments: 9
Elias F.(2)16.01.20.02.
Mira S.(2)06.02.13.03.
Sara L.(2)09.01.13.02.
Tobias R.(2)23.01.27.02.
Paul M.(1)06.03.
Kids' teamAssignments: 10
Nora G.(3)09.01.13.02.20.03.
Clara V.(2)16.01.20.02.
Elias F.(2)23.01.27.02.
Paul M.(2)02.01.13.03.
Ben S.(1)30.01.
Hall dutyAssignments: 10
Felix A.(3)09.01.13.02.20.03.
Anna W.(2)16.01.20.02.
Ben S.(2)02.01.06.02.
Hanna T.(2)30.01.06.03.
Clara V.(1)27.02.
ConfirmedPendingConflictOpen88 duties assigned · 2 conflicts · 20 open
Mini app in Telegram

The app lives in the chat: nothing to install

The mini app opens right inside the chat with your church's bot. No app store, no updates, no new password. It works the same on iPhone and Android.

  • My duties: see every assignment, confirm, decline or swap
  • Weekly plan: page through the quarter week by week and see what is planned when
  • Availability: mark the days you are away, for the whole family if you like
No installation

Open the bot, tap the button, done. All you need is Telegram.

iPhoneAndroid
Church PlannerMini app

My dutiesQ1 2027

  • ReadingService · Sat 2 Jan
    Pending
    Swap
  • LeadService · Sat 16 Jan
    Confirmed
    Swap
  • MusicService · Sat 6 Feb
    Confirmed
    Swap
Features

Everything a rota needs

From distribution and notification to a print-ready PDF.

Messenger and mini app

Confirm with a tap

Members receive their assignment as a message and confirm or decline. The weekly plan and personal duties live in a mini app right inside Telegram, with nothing to install.

  • Reminders before the duty, grouped by event and date
  • Every church gets its own bot
  • Anyone without a messenger receives links by email
Church Plannerbot
Today

You are scheduled on Saturday, 2 January: Reading, 10:00.

Tap to try
Reporting absence

Just say it instead of filling in forms

Anyone travelling sends the bot a voice message or a short text. Church Planner recognises the period and the person and blocks the days automatically. If you like, the report covers the whole family.

  • Voice messages in several languages
  • Families are set up once and planned together
  • Speech recognition uses an external AI service and can be limited per church
Voice message

“I'm away from 15 to 22 February, the whole family.”

Recognised
Absence 15–22 Febwhole familysaved
Manual assignment

Adjust where needed

Click a cell to see the suitable people for exactly that duty. Green dots mean available, red ones a reported absence. The number in brackets shows the duties of the last twelve months.

  • Absent people stay visible so you decide consciously
  • Members can swap duties among themselves
  • Team leaders review their row before it is released
Reading2 January
  • LH Lena Hofmannavailable (2)
  • DK David Kelleravailable (3)
  • MS Mira Schulteabsent (reported via bot) (1)
  • TR Tobias Rothavailable (4)
CancelAssign
Approval

Review first, then notify

New assignments start as a draft. Responsible people release them, either notifying those affected or silently. Anyone who has not confirmed is reported to the team leader on Friday.

  • Only leaders can see drafts
  • Release with or without a message
  • Automatic escalation when a confirmation is missing
Draft Q1 202742 duties
  • DraftLead · 2 Jan · Anna W.
  • DraftSermon · 2 Jan · Jonas B.
  • DraftMusic · 9 Jan · Mira S.
  • DraftTech · 16 Jan · Paul M.
Output

A PDF to pin up, a weekly message to send

One click turns the quarterly plan into a print-ready PDF. Every week Church Planner assembles a message for the congregation: time, topic, announcements. You check the preview and send.

  • A4 landscape PDF, clear and archivable
  • Weekly message automatic or after your approval
  • Daily, weekly and monthly backups
Sample Town ChurchQuarterly plan Q1 2027
02.01.09.01.16.01.23.01.
LeadAnna W.Jonas B.Lena H.David K.
SermonMira S.Tobias R.Sara L.Paul M.
ReadingLena H.David K.Mira S.Tobias R.
MusicSara L.Paul M.Anna W.Jonas B.
TechDavid K.Mira S.Tobias R.Sara L.
PDF
Weekly messagePreview

Service · Saturday, 10:00

Topic: Trust in everyday life

  • Shared lunch after the service
  • Music team rehearsal on Thursday, 19:00
  • Last week's offering
Send

And what else helps in everyday life

The small things that otherwise cost planning a lot of time.

  • Families

    Family members are set up once and can be reported absent or scheduled together.

  • Rooms and occupancy

    Occupancy by week, month and quarter at a glance, so nothing gets booked twice.

  • Swapping duties

    Members swap among themselves. Leaders see what has changed.

  • Duties and roles

    You create duties, groups and roles yourself, from worship to cleaning. Labels can be translated.

  • Availability by email

    Before the new quarter Church Planner asks automatically. Anyone without a messenger gets a personal link.

  • Birthdays and baptism days

    A weekly overview for the responsible leader, so nobody is forgotten.

  • Statistics

    Duties per person and period, so the load stays fair.

  • Change log

    Changes are logged and deleted again after a fixed period.

  • Light and dark

    Contrast-checked interface for phone and desktop, in light and dark design.

How you get to your first plan

Four steps, then everyday life runs by itself.

  1. 1

    Set up your church

    We create your church. You import members by CSV and connect your Telegram bot.

  2. 2

    Define duties

    Create events, duties and roles, set limits per person.

  3. 3

    Generate the quarter

    One click distributes all duties. Check conflicts, adjust, release.

  4. 4

    The bot does the rest

    Notifications, confirmations, reminders and the weekly message run automatically.

For everyone involved in planning

Each group sees only what it needs.

Members

They stay in the messenger they already use.

  • Confirm or decline an assignment
  • Report absence by voice message
  • Weekly plan and own duties in the mini app

Team leaders

They review their row and keep an eye on replies.

  • Review drafts and swap people
  • See open confirmations
  • Get notified when there is no answer

Administrators

They control the whole process in one place.

  • Generate and release the quarter
  • Manage members, rooms and duties
  • PDF, weekly message and settings

Multilingual from the start

Churches are rarely monolingual. Every member picks their language, the bot answers in that language, and labels can be translated.

Fully translated

  • Deutsch
  • English
  • Русский
  • Українська

More EU languages with a basic translation

  • Български
  • Čeština
  • Dansk
  • Ελληνικά
  • Español
  • Eesti
  • Suomi
  • Français
  • Gaeilge
  • Hrvatski
  • Magyar
  • Italiano
  • Lietuvių
  • Latviešu
  • Malti
  • Nederlands
  • Polski
  • Português
  • Română
  • Slovenčina
  • Slovenščina
  • Svenska

Careful with congregation data

Member data is sensitive. Church Planner is designed to handle it sparingly and transparently.

  • Separate data

    Every church has its own, isolated data set.

  • Automatic backups

    Daily, weekly and monthly, with versioning.

  • Traceable

    Changes are logged and deleted after a fixed period.

  • No tracking

    This website sets no cookies and loads no third-party fonts.

Frequently asked questions

Do all members have to use Telegram?

No. Anyone without a messenger receives notifications and a personal access link by email.

How does setup work?

We create your church and give you access. Members can be imported by CSV. Then you connect your Telegram bot and create duties and roles. We are happy to help with questions.

How much does Church Planner cost?

Church Planner is still being built up. We are glad to talk about prices with you directly. Just write to us.

What happens to voice messages?

For speech recognition the message is sent to an external AI service. The feature can be limited or switched off per church. Text and buttons always work.

Which churches is it meant for?

Churches and groups of any denomination. You define duties, groups and roles yourself.

Can I try it first?

Write to us via the contact form. We are happy to show you Church Planner and talk about what your church needs.

Write to us

Would you like to use Church Planner for your church, or do you have questions? Leave your contact details and we will get back to you.

Or write directly by email: info@churchplanner.eu

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