Care Administrators — Full Course
All 37
episodes.
Run your church's care ministry — setup, imports, workflows, and reports.
Episodes
Start Here — Onboarding
5 episodes
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Episode 01 / 37
Chapters & summary
New to CareNote? Start here. Day one for care pastors and church admins: the dashboard, quick actions, and the Care Action Center — the home base that makes sure no care request slips.
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Episode 02 / 37
Chapters & summary
Five ways care requests reach your church: manual entry, public care request forms, Planning Center forms, email-to-CareNote, and the Care Number. All five land in one care system.
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Episode 03 / 37
Chapters & summary
A care request without a name on it is a request nobody owns. Assign to a person or a whole care group, reassign without guilt, and let first-to-accept find the first yes.
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Episode 04 / 37
Chapters & summary
Stop doing reactive care. Four tools that keep your care ministry in front of the need: the Waiting Room, Risk Radar, Chaser List, and the Daily Beacon morning briefing.
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Episode 05 / 37
Chapters & summary
When the elder board asks how the care ministry is going, show them. The care timeline, AI-assisted matching and briefings, and reports with real numbers from real care.
Getting Your People In
3 episodes
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Episode 06 / 37
Chapters & summary
Connect Planning Center Online once and your whole congregation flows into CareNote — with webhooks that keep people in sync forever after.
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Episode 07 / 37
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Not on Planning Center? If your church management system exports to CSV — Breeze, ChurchTrac, Excel — CareNote imports it, with auto-mapped columns and a consequence-free dry run.
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Episode 36 / 37
Chapters & summary
Churches don't shepherd names on a list — they shepherd families. Households give every family one record: members, address, and all their care together.
The Core Care Workflow
6 episodes
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Episode 08 / 37
Chapters & summary
From a hallway conversation to a tracked, assigned pastoral care need in under a minute. Create a person, open their profile, and file your first care request.
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Episode 10 / 37
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Track pastoral care visits in 30 seconds — home visits, hospital visits, phone calls, notes and prayer requests — with privacy controls on every entry.
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Episode 11 / 37
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Never miss a follow-up again. Every follow-up in CareNote is a task with an owner, a due date, and a state the whole team can see.
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Episode 12 / 37
Chapters & summary
One timeline, one place, one system. See every visit, call, text and task around a care request in chronological order — and print the care story for an elder who doesn't do screens.
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Episode 13 / 37
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The dates a church remembers when it's at its best — surgery recoveries, grief anniversaries, birthdays — tracked with automatic reminders your team doesn't have to think about.
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Episode 18 / 37
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What needs my attention today? One screen answers it: new requests to triage, people at risk, overdue follow-through, and requests waiting for a decision.
Getting Care Requests In
6 episodes
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Episode 19 / 37
Chapters & summary
Track prayer requests, build a daily prayer list, and see exactly which requests are covered in prayer — because prayer is care too.
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Episode 20 / 37
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Prayer cards and care forms your congregation already fills out in Church Center can become care work automatically — parsed, routed to the right group, nobody re-typing anything.
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Episode 21 / 37
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One link on your website or bulletin where anyone can ask for help — no login, no Planning Center needed — and every submission becomes a tracked care request.
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Episode 22 / 37
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"Hey pastor, did you hear about John?" Forward that email to your team's CareNote address and it becomes a tracked care request — subject, body, tags and all.
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Episode 29 / 37
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Not the pastor's cell. A dedicated phone number for care — printed in the bulletin, answered by your system, with volunteers filing visit reports by text.
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Episode 34 / 37
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Teach CareNote your church's language — then let every care request route itself to the right group, the right campus, or whoever's on call today.
Teams, Volunteers & Huddles
8 episodes
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Episode 09 / 37
Chapters & summary
Your volunteers don't need another password. Email-only volunteers are free on every CareNote plan: invite, assign, and get care reports back — all by email.
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Episode 14 / 37
Chapters & summary
Ongoing care relationships, not one-off requests. Assign every deacon their people, set a visit frequency, and watch the visitation schedule recalculate itself after every visit.
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Episode 15 / 37
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Nobody shepherds alone. Give your deacons, homebound ministry and care team each a home in CareNote — with the numbers that tell you where care is flowing, and where it's gone quiet.
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Episode 16 / 37
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A two-minute how-to for care administrators: create a new care group from scratch, decide who on your team can manage it, and add the people it cares for.
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Episode 17 / 37
Chapters & summary
With CareNote Plus a group becomes a working team: one shared activity feed, care requests assigned to the whole group, and check-availability to find who can actually serve this week.
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Episode 27 / 37
Chapters & summary
Right people, right access. Four roles — administrator, team member, huddle member, volunteer — plus invitations you can resend and team-wide privacy settings.
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Episode 32 / 37
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Your email volunteers can do more with CareNote Plus: SMS acceptance, shareable interaction links, first-to-accept broadcasts, and Care Number reporting.
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Episode 33 / 37
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Gather everyone who loves one person — family, friends, a chaplain — into a huddle around their care, while staff notes stay staff-only.
Automation, Reports & AI
4 episodes
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Episode 24 / 37
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The best pastoral care is a program: a year of grief support, a season of baptism prep. Workflow templates turn those programs into schedules that run themselves.
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Episode 25 / 37
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You can't shepherd what you can't see. Care Delivered Insights, activity trends, and provider workload — real numbers from real care, ready for the board meeting.
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Episode 26 / 37
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AI that saves your care team hours while every decision stays human: a morning care briefing, SHAPE-based "who can help?" matching, and reports written from a plain-English sentence.
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Episode 35 / 37
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Care falls through the cracks when it depends on someone remembering. Automations make your best care process the default — triggered by real events.
CareNote Plus & More
5 episodes
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Episode 23 / 37
Chapters & summary
Some care needs more than your church can give. Keep every referral partner — counselors, food banks, sister congregations — one click away, with referral notes that save the next pastor a phone call.
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Episode 28 / 37
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You have CareNote Core — so what does Plus add? Core tracks care; Plus makes sure it happens: requests that flow in from anywhere, SMS acceptance, and automation that runs without you.
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Episode 30 / 37
Chapters & summary
Spiritual gifts, heart, abilities, personality, experiences — a public SHAPE assessment link for your whole congregation, with results that actually route care.
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Episode 31 / 37
Chapters & summary
Surgery, new baby, a season of grief — somebody always says "we should organize meals." The Care Table is a meal sign-up built into the care request: helpers claim a date from a link, no login.
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Episode 37 / 37
Chapters & summary
Where to see what you pay and why: your plan, paid users, free volunteer slots, and invoices — with billing that adjusts automatically as your team changes.