Run a Sunday Service End-to-End

Gather Steward Serve

This guide walks you through a complete Sunday morning workflow: materialising and starting the service, running check-in, recording attendance, completing the service, entering a giving session, and creating a deposit. By the end, your service will be fully documented in SanctuaryOS with both attendance and financial records.

Prerequisites

• At least one Service Pattern configured in Settings → Services (e.g., “Sunday Morning”)
• Funds set up in Settings → Finance → Funds
• Your user account has SUPER_ADMIN, LEAD_PASTOR, or PASTOR role (or a combination of roles covering Gather + Steward access)

Phase 1 — Materialise the Service

Services are generated from Service Patterns. SanctuaryOS automatically materialises upcoming service instances, but you can also trigger it manually from the calendar.

1. Navigate to Gather → Calendar
2. Locate the upcoming Sunday in the calendar view (month or list view)
3. If no service instance exists for today, click “Materialise” to generate it from the service pattern
4. The service appears with status SCHEDULED (amber badge)

Phase 2 — Start the Service

1. On the Gather → Calendar page, find your service row
2. Click the “Start Service” button on the service row
3. The status changes from SCHEDULED to ACTIVE (red pulsing badge)
4. Check-in is now open for this service across all devices

Phase 3 — Run Check-In

1. Navigate to Gather → Check-In
2. Select the active service from the service picker — services with the ACTIVE status appear at the top
3. The Check-In Console opens with three modes:
   • Lookup — search members by name, phone, or email and tap to check in
   • Clicker — simple headcount counter (tap “+” to increment)
   • Roster — scrollable member list with checkboxes
4. Check in members as they arrive. The Headcount and FTV Count update in real time
5. To register a first-time visitor, search for them and click “Add as Visitor” when they don't appear in results

Phase 4 — Complete the Service

1. When the service ends, return to Gather → Calendar
2. Click “Complete Service” on the active service row
3. The status changes to COMPLETED (green badge)
4. Check-in closes — no further check-ins can be recorded

Phase 5 — Enter the Giving Session

Now switch to the Steward module to record the offering.

1. Navigate to Steward → Sessions
2. Click “New Session”
3. Select the Service (the completed service you just ran) and enter the Session Date
4. The Session Entry grid opens. For each giving envelope:
   • Type the Envelope # or donor name to look up the donor
   • Enter the amount in each Fund column (e.g., General, Missions, Building)
   • Set the Payment Method (Cash, Cheque, Card, etc.) — you can type a shortcut key: c for Cash, k for Cheque
   • For cheques, enter the Cheque #
5. Each row auto-saves when you Tab or Enter to the next row
6. The running total updates at the bottom of the grid
7. When finished, click “Submit” to change the session status from DRAFT to SUBMITTED

Phase 6 — Create a Deposit

1. Navigate to Steward → Deposits
2. Click “New Deposit”
3. Select the session(s) to include in this deposit
4. Enter the Bank Amount once you have the deposit receipt from the bank
5. SanctuaryOS compares the bank amount to the session total:
   • Reconciled — amounts match (green badge)
   • Discrepancy — amounts differ (red badge, investigate)
   • Pending — bank amount not yet entered (amber badge)

Summary

Your Sunday service is now fully documented: attendance recorded in Gather, giving entered in Steward, and the deposit reconciled against your bank. The cross-module Services page at /services shows the combined view — attendance, giving totals, and volunteer coverage for any service instance.

What's Next