# Acacia CMS — Complete Client Guide (Editable Master Document)

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---

# Acacia CMS — Client How-To Guide

**Audience:** Church administrators, branch administrators, and staff with assigned roles.

This guide explains **how to use every module** in Acacia CMS (Church CMS): where to find things in the menu, how to complete common tasks step by step, and how each area of the system works.

> **Screenshots:** Captured from the **real Acacia CMS application UI** with demo data. Images live in `assets/screenshots/`.

**Live guide:** [https://your-domain.com/help](https://your-domain.com/help)  
**Download editable copy:** [https://your-domain.com/help/download](https://your-domain.com/help/download) (ZIP with markdown + images + `MASTER-GUIDE.md`)

---

## How to use this guide

| If you want to… | Start here |
|-----------------|------------|
| Learn the basics and sign in | [Chapter 1 — Introduction](chapters/01-introduction.md) |
| Understand the sidebar and header | [Chapter 2 — Navigation](chapters/02-navigation.md) |
| Manage people | [Chapter 3 — Members](chapters/03-members.md) |
| Record Sunday attendance | [Chapter 4 — Attendance](chapters/04-attendance.md) |
| Handle offerings, tithes, expenses | [Chapter 5 — Finance](chapters/05-finance.md) |
| Plan services and send messages | [Chapter 6 — Events & Communication](chapters/06-events-communication.md) |
| Manage multiple branch locations (HQ) | [Chapter 7 — Branches & HQ](chapters/07-branches-hq.md) |
| Run payroll and employee records | [Chapter 8 — HRM](chapters/08-hrm.md) |
| Users, roles, assets, backup | [Chapter 9 — Administration](chapters/09-administration.md) |
| Calendar, to-do, notes, files | [Chapter 10 — Applications](chapters/10-applications.md) |
| Billing and platform support | [Chapter 11 — Subscription & Support](chapters/11-subscription-support.md) |
| Church profile, theme, security | [Chapter 12 — Settings](chapters/12-settings.md) |
| End-to-end workflows | [Chapter 13 — Common Workflows](chapters/13-workflows.md) |

**Interactive version:** Open [index.html](index.html) in your browser for a searchable, printable guide with all chapters in one place.

---

## Complete table of contents

### Part I — Getting started

1. [Introduction](chapters/01-introduction.md)
   - 1.1 What is Acacia CMS?
   - 1.2 Who uses the system (roles explained)
   - 1.3 Single church vs multi-branch headquarters
   - 1.4 Plans, limits, and features
   - 1.5 Permissions (read, create, edit, delete, export)
   - 1.6 Signing in and where you land
   - 1.7 First-time tutorial modal
   - 1.8 Glossary

2. [Navigation & layout](chapters/02-navigation.md)
   - 2.1 Dashboard overview
   - 2.2 Left sidebar (main menu)
   - 2.3 Header bar (search, messages, profile)
   - 2.4 Applications grid (calendar, to-do, notes, files)
   - 2.5 Settings menu
   - 2.6 List pages (search, filters, export)
   - 2.7 Create / edit forms
   - 2.8 Notifications and toasts

### Part II — People & engagement

3. [Member management](chapters/03-members.md)
   - 3.1 How members work (data model)
   - 3.2 View the members list
   - 3.3 Add a new member
   - 3.4 Edit a member profile
   - 3.5 Delete or deactivate a member
   - 3.6 Export members
   - 3.7 Member groups
   - 3.8 Departments and department heads
   - 3.9 Leadership positions
   - 3.10 Follow-ups (pastoral care)
   - 3.11 Birthdays and notifications
   - 3.12 GDPR consent form
   - 3.13 Transfer a member (branch only)
   - 3.14 Visitor form (see Chapter 4.8)

4. [Attendance](chapters/04-attendance.md)
   - 4.1 How attendance works
   - 4.2 Manual attendance (punch in / punch out)
   - 4.3 Attendance tracker (analytics)
   - 4.4 Attendance reports
   - 4.5 AI attendance assistant
   - 4.6 Kiosk setup (admin)
   - 4.7 Public kiosk check-in (member guide)
   - 4.8 Visitor form (QR registration)
   - 4.9 Punch out (admin kiosk panel)
   - 4.10 Export attendance data

5. [Events & communication](chapters/06-events-communication.md)
   - 5.1 Services (worship types)
   - 5.2 Events (calendar activities)
   - 5.3 Noticeboard (single church)
   - 5.4 Announcements (multi-branch)
   - 5.5 Messages (internal mail)
   - 5.6 Live chat
   - 5.7 Attachments and polls

### Part III — Finance

5. [Finance & accounting](chapters/05-finance.md)
   - 5.1 How church finance is organized
   - 5.2 Offerings
   - 5.3 Tithes
   - 5.4 Pledges and pledge payments
   - 5.5 Recorded income
   - 5.6 Expenses and receipt scanning
   - 5.7 Categories and sub-categories
   - 5.8 Bank accounts
   - 5.9 Profit & loss report
   - 5.10 Balance sheet and reconciliation
   - 5.11 Gift Aid (UK churches) — plan, country, and Settings → Financial toggle
   - 5.12 Common fund (multi-branch)
   - 5.13 HQ finance overview and branch access requests
   - 5.14 Export finance data

### Part IV — Organization

7. [Branches & headquarters](chapters/07-branches-hq.md)
   - 7.1 Multi-branch model explained
   - 7.2 Create a branch
   - 7.3 Edit branch details
   - 7.4 Branch admins and passwords
   - 7.5 Branch analytics and filters
   - 7.6 Designations (org-wide titles and custom types)
   - 7.7 Localization (regions, districts, areas, zones)
   - 7.8 What HQ does vs what branches do

8. [Human resources (HRM)](chapters/08-hrm.md)
   - 8.1 Employees
   - 8.2 Add and edit employee records
   - 8.3 Payroll items (allowances / deductions)
   - 8.4 Employee salaries
   - 8.5 Run payroll
   - 8.6 Mark payroll as paid
   - 8.7 Payment reports

### Part V — Administration

9. [Administration](chapters/09-administration.md)
   - 9.1 Users (invite staff)
   - 9.2 Roles
   - 9.3 Permissions matrix
   - 9.4 Assets and asset categories
   - 9.5 Activity logs
   - 9.6 Backup and restore

10. [Productivity applications](chapters/10-applications.md)
    - 10.1 Calendar
    - 10.2 To Do list
    - 10.3 Notes
    - 10.4 File manager

11. [Subscription & support](chapters/11-subscription-support.md)
    - 11.1 Plan package (features and limits)
    - 11.2 Subscription status
    - 11.3 Upgrade plan (Stripe checkout)
    - 11.4 Billing portal
    - 11.5 Open a support ticket
    - 11.6 Track ticket replies
    - 11.7 Ticket reports

12. [Settings](chapters/12-settings.md)
    - 12.1 General / organization profile (logo upload, default logo)
    - 12.2 Financial settings (Gift Aid toggle)
    - 12.3 Website and appearance (theme)
    - 12.4 Security and two-factor authentication
    - 12.5 Activity logs
    - 12.6 Backup and cloud settings
    - 12.7 Clear cache

### Part VI — Quick reference

13. [Common workflows](chapters/13-workflows.md)
    - 13.1 Sunday service with kiosk check-in
    - 13.2 Month-end finance close
    - 13.3 Onboard a new treasurer
    - 13.4 Onboard a new branch
    - 13.5 Onboard a new staff member with limited access
    - 13.6 Request help from platform support
    - 13.7 Run payroll for the month
    - 13.8 Customise the visitor registration form
    - 13.9 Upload your church logo

---

## Appendices

| Appendix | Content |
|----------|---------|
| A | [Glossary](chapters/01-introduction.md#glossary) |
| B | [Troubleshooting](chapters/01-introduction.md#troubleshooting) |

---

## Recent updates (June 2026)

| Topic | Where documented |
|-------|------------------|
| Visitor form QR + submissions | [Chapter 4.8](chapters/04-attendance.md#48-visitor-form-qr-registration) |
| Default church logo & upload prompt | [Chapter 12.1](chapters/12-settings.md#121-general--organization-profile) |
| Gift Aid church/branch toggle | [Chapter 12.2](chapters/12-settings.md#122-financial-settings-gift-aid), [5.11](chapters/05-finance.md#511-gift-aid-uk-churches) |
| Custom designation types (+ modal) | [Chapter 7.5](chapters/07-branches-hq.md#75-designations-org-wide-titles) |
| Unified plan features (single list) | [Chapter 1.4](chapters/01-introduction.md#14-plans-limits-and-features), [11.1](chapters/11-subscription-support.md#111-plan-package-features-and-limits) |

---

*Last updated: 7 June 2026*


---

# Chapter 1 — Introduction

## 1.1 What is Acacia CMS?

Acacia CMS (Church CMS) is a cloud-based church management platform. It helps you manage:

- **People** — members, groups, departments, follow-ups
- **Attendance** — manual entry, kiosk QR check-in, reports
- **Finance** — offerings, tithes, pledges, expenses, reports
- **Events** — services, calendar events, announcements, messages
- **Staff** — employees, payroll, user accounts, roles
- **Organization** — branches, designations, localization (multi-site churches)

Everything runs in your web browser. No software installation is required on your computer.

---

## 1.2 Who uses the system?

| Role | Description | What you see |
|------|-------------|--------------|
| **Founding church admin** | The account created when your church registered. No role assigned. | Full church menu — everything your plan includes |
| **Founding branch admin** | Admin of one branch in a multi-site church | Full branch menu — scoped to your location |
| **Staff with a role** | Users created by your admin (Treasurer, Secretary, etc.) | Limited sidebar — only permitted modules |
| **Members (public)** | No login required | Kiosk check-in page only |

**Founding admin** = first user, full access (within plan limits).

**Role-based staff** = permissions set in **Administration → Roles → Permissions**.

---

## 1.3 Single church vs multi-branch headquarters

### Single congregation

One church, one location. You see:

- Members, Attendance, Finance, Events, HRM, Administration
- No **Branches** menu

### Multi-branch headquarters (HQ)

A head office managing multiple locations:

| HQ manages | Branches manage |
|------------|-----------------|
| Branches (create, edit, deactivate) | Members and attendance |
| Designations (org-wide titles) | Day-to-day finance |
| Localization (regions, districts, areas, zones) | Services and events |
| Consolidated finance reports | Branch users and roles |
| HQ announcements (pushed to branches) | Common fund contributions |

---

## 1.4 Plans, limits, and features

Your subscription **plan** controls two things:

### Feature access

If a module is missing from your sidebar, either:

1. Your plan does not include it, **or**
2. Your role does not grant **Read** permission

Contact your administrator or upgrade your plan.

**Note:** Plan features are configured as a single list — when a module is included in your plan, it works for single churches and branches alike. You no longer need separate “branch vs church” ticks for the same feature.

### Numeric limits

| Limit | Meaning |
|-------|---------|
| Empty / blank | Unlimited |
| `0` | Not allowed |
| Positive number | Maximum count |

Applies to **branches**, **members**, and **users**.

View your current plan: **Platform Billing → Plan package**.

---

## 1.5 Permissions explained

Each module supports six actions:

| Action | What it allows |
|--------|----------------|
| **Read** | View lists and details |
| **Write** | Edit existing records |
| **Create** | Add new records |
| **Delete** | Remove records |
| **Import** | Bulk import (where available) |
| **Export** | Download CSV/Excel/PDF |

Buttons only appear when your role grants the action. Sidebar links require **Read**.

---

## 1.6 Signing in

### Step 1 — Open your church website

Go to your church's public URL (e.g. `https://yourchurch.com`).

![Sign in screen](../assets/screenshots/01-sign-in.png)
*Figure 1.1 — Landing page sign-in form*

### Step 2 — Enter credentials

1. Click the **Sign in** tab (if not already active).
2. Enter your **email address**.
3. Enter your **password**.
4. Click **Sign in**.

### Step 3 — Where you land

| Account type | Destination |
|--------------|-------------|
| Church founding admin | Church dashboard |
| Branch founding admin | Branch dashboard |
| Staff with a role | User dashboard |
| Suspended church | Suspension message — contact platform support |

### Forgot password

Use **Forgot password** on the login page (requires email/SMTP to be configured).

### Two-factor authentication

If enabled, you will be asked for an authenticator code or email OTP after password entry.

---

## 1.7 First-time tutorial modal

When you sign in for the first time, a **welcome tutorial** walks you through available modules.

| Option | Effect |
|--------|--------|
| **Next** | Continue through tutorial steps |
| **Skip** | Hide for this browser session |
| **Don't show again** | Never show again (saved to your account) |

The tutorial adapts to your role and plan — it only shows modules you can access.

---

## 1.8 Glossary

| Term | Definition |
|------|------------|
| **Tenant** | Your church organization in the system |
| **HQ / Head office** | Main church account managing multiple branches |
| **Branch** | A location/site under a multi-branch church |
| **Founding admin** | First user without a role; full tenant access |
| **Role** | Named permission set (e.g. Treasurer) |
| **Plan** | Subscription package with features and limits |
| **Kiosk** | Public check-in page (no login) |
| **Gift Aid** | UK tax reclaim on donations |
| **Visitor form** | Customisable template for registering first-time guests |
| **Designation type** | Category for an org-wide title (Pastor, Elder, etc.) |
| **Common fund** | Shared financial pool across branches |

---

## Troubleshooting

| Problem | Solution |
|---------|----------|
| Module missing from sidebar | Check plan features and role permissions |
| Cannot add member/branch/user | Plan limit reached — upgrade or contact admin |
| Wrong dashboard (church vs branch) | Admin must correct your branch assignment |
| Login blocked after many attempts | Wait one minute (rate limiting) then retry |
| 419 error on login | Clear browser cookies; ensure HTTPS in production |

---

[Next: Chapter 2 — Navigation →](02-navigation.md)


---

# Chapter 2 — Navigation & Layout

## 2.1 Dashboard overview

After signing in, you arrive at your **dashboard** — the home screen with key statistics and shortcuts.

![Dashboard with navigation](../assets/screenshots/02-dashboard-navigation.png)
*Figure 2.1 — Dashboard showing sidebar, header, and KPI cards*

### What the dashboard shows

| Card / section | Typical content |
|----------------|-----------------|
| Member count | Total registered members |
| Attendance | Recent or today's attendance |
| Finance summary | Monthly offerings or income |
| Quick links | Shortcuts to frequent tasks |
| Recent activity | Latest actions in your tenant |

Cards vary by your **role** and **plan** — you only see what you have permission to access.

### Church logo on the dashboard

The welcome area shows your **church logo** prominently. If you have not uploaded a custom logo yet, a **default church logo** is displayed instead. Church administrators see a reminder banner with a link to **Settings → General** to upload their own logo.

---

## 2.2 Left sidebar (main menu)

The **left sidebar** is your primary navigation. It groups modules into sections:

### Typical sections (single church / branch)

| Section | Modules inside |
|---------|----------------|
| **Main** | Dashboard |
| **Member Management** | Members, Follow-ups, Birthdays |
| **Groups & Departments** | Departments, Member Groups |
| **Designations** | Leadership |
| **Attendance & Reports** | Attendance, Tracker, Reports, Kiosk, **Visitor form** |
| **Events & Announcements** | Services, Events, Noticeboard/Announcements, Messages, Live Chat |
| **Finance & Accounts** | Offerings, Tithes, Pledges, Gift Aid, Income, Expenses, Categories, Bank Accounts, Reports |
| **Support** | Tickets, Ticket Reports |
| **HRM** | Employees, Payroll |
| **Administration** | Assets, Users, Roles, Settings |
| **Platform Billing** | Plan Package, Subscription |

### HQ (multi-branch) differences

HQ sidebar replaces member/attendance sections with:

- **Branch Management** → Branches
- **Designations** → Designations
- **Localization** → Regions, Districts, Areas, Zones

### Collapsed sidebar

Click the **menu toggle** (hamburger icon) to collapse the sidebar for more screen space. Click again to expand.

---

## 2.3 Header bar

The top header bar contains:

| Element | Purpose |
|---------|---------|
| **Search** | Find members across modules (if enabled) |
| **Applications grid** | Quick access to Calendar, To Do, Notes, File Manager |
| **Messages icon** | Unread message count |
| **Notifications** | System alerts |
| **Profile menu** | My Profile, Sign out, Clear cache |

### Profile menu

1. Click your **name or avatar** in the top-right corner.
2. Select **My Profile** to update name, email, or password.
3. Select **Sign out** to log out securely.

---

## 2.4 Applications grid

Four productivity tools live in the header (not the sidebar):

| App | Use for |
|-----|---------|
| **Calendar** | Personal and church calendar entries |
| **To Do** | Task lists with completion tracking |
| **Notes** | Quick notes with pin support |
| **File Manager** | Upload and organize documents |

Access: click the **grid icon** in the header → select the app.

Each app requires **Read** permission in your role.

---

## 2.5 Settings menu

Settings are reached from **Administration → Settings** (or the settings gear in the sidebar).

| Settings page | What you configure |
|---------------|-------------------|
| **General / Profile** | Church name, address, contact, timezone, language, **logo** |
| **Financial** | Gift Aid enable/disable (UK churches on eligible plans) |
| **Website / Appearance** | Theme color, branding |
| **Security** | Session preferences, two-factor authentication |
| **Activity Logs** | Audit trail of user actions |
| **Backup** | Export and restore your data |

---

## 2.6 List pages (index screens)

Most modules open to a **list page** with a consistent layout:

| Element | Location | Action |
|---------|----------|--------|
| **Page title** | Top left | Shows module name |
| **Add / Create button** | Top right | Opens create form |
| **Search box** | Below title | Filter by name or keyword |
| **Filters** | Below search | Date, status, category filters |
| **Data table** | Main area | Rows of records |
| **Export button** | Toolbar | Download CSV/Excel/PDF |
| **Pagination** | Bottom | Navigate pages |
| **Row actions** | Each row | View, Edit, Delete icons |

### Using search and filters

1. Type in the **search box** → press Enter or wait for auto-filter.
2. Set **dropdown filters** (status, date range, category).
3. Click **Apply** (if present) to refresh the list.
4. Click **Clear** to reset all filters.

### Exporting data

1. Apply any filters you want (export respects current filters).
2. Click **Export** in the toolbar.
3. Choose format (CSV, Excel, or PDF where available).
4. File downloads to your computer.

Requires **Export** permission on the module.

---

## 2.7 Create and edit forms

Create and edit screens follow a standard pattern:

| Element | Description |
|---------|-------------|
| **Breadcrumb** | Shows navigation path (e.g. Members → Add) |
| **Form fields** | Required fields marked with asterisk (*) |
| **Save button** | Primary action — saves and returns to list |
| **Cancel button** | Discards changes and returns to list |
| **Validation messages** | Red text below fields if input is invalid |

### Tips

- Required fields must be filled before Save works.
- Date fields use your tenant **timezone** (set in Settings).
- File uploads (photos, receipts) show size and type limits.

---

## 2.8 Notifications and toasts

After saving, deleting, or performing actions, a **toast notification** appears (usually top-right):

| Color | Meaning |
|-------|---------|
| Green | Success |
| Red | Error — read the message and retry |
| Orange | Warning |
| Blue | Information |

Toasts disappear automatically after a few seconds.

---

[← Chapter 1](01-introduction.md) | [Next: Chapter 3 — Members →](03-members.md)


---

# Chapter 3 — Member Management

## 3.1 How members work

A **member** is a person registered in your church database. Each member record stores:

- Personal details (name, date of birth, gender, marital status)
- Contact information (phone, email, address)
- Church details (status, join date, departments, groups)
- Optional photo and GDPR consent
- Links to attendance history, follow-ups, and finance records

### Data scoping

| Tenant type | Member scope |
|-------------|--------------|
| Single church | All members belong to the church |
| Branch | Members belong to this branch only |
| HQ (multi) | HQ does **not** manage members — branches do |

### Member status

| Status | Meaning |
|--------|---------|
| **Active** | Currently attending |
| **Inactive** | No longer active but record kept |

---

## 3.2 View the members list

**Menu:** Member Management → **Members**

![Members list](../assets/screenshots/03-members-list.png)
*Figure 3.1 — Members list with sample data, search, and Add Member button*

### Step-by-step

1. Sign in as church or branch admin.
2. Click **Members** in the left sidebar.
3. Browse the table — columns typically include Name, Phone, Department, Status.
4. Use **Search** to find a member by name or phone.
5. Use **filters** (status, department) to narrow the list.
6. Click a **member name** to open their profile.

---

## 3.3 Add a new member

**Menu:** Members → **Add Member** (top-right button)

![Add member form](../assets/screenshots/04-add-member-form.png)
*Figure 3.2 — Add member form with dummy data and annotated fields*

### Step-by-step

1. Open **Members** → click **Add Member**.
2. Fill in **required fields**:
   - First name and last name (or full name)
   - Status (Active / Inactive)
3. Fill in **optional fields**:
   - Email, phone, address
   - Date of birth, gender, marital status
   - Department and member groups
   - Photo (JPG, PNG, or WebP)
   - GDPR consent checkbox
4. Click **Save**.

### Create a login for the member (optional)

If your plan supports member portal access:

1. Check **Needs login** on the form.
2. System creates a user account linked to the member.
3. Member can sign in with the email you provide.

---

## 3.4 Edit a member profile

### Step-by-step

1. Open **Members** → click the member's name.
2. On the profile page, click **Edit** (pencil icon or Edit button).
3. Update any fields.
4. Click **Save**.

### What the profile shows

| Section | Content |
|---------|---------|
| Overview | Photo, contact, status, departments |
| Attendance | Recent attendance history |
| Follow-ups | Open pastoral care tasks |
| Groups | Member groups assigned |
| Leadership | Positions held (if any) |

---

## 3.5 Delete or deactivate a member

### Deactivate (recommended)

1. Edit the member → set **Status** to **Inactive** → Save.
2. Record is kept for history; member no longer appears in active lists.

### Delete (permanent)

1. Open member profile → click **Delete**.
2. Confirm the deletion prompt.
3. Record is permanently removed.

Requires **Delete** permission. Deletion may be blocked if the member has linked finance or attendance records.

---

## 3.6 Export members

1. Open **Members**.
2. Apply filters if you want a subset.
3. Click **Export** in the toolbar.
4. Choose format → file downloads.

Requires **Export** permission.

---

## 3.7 Member groups

**Menu:** Groups & Departments → **Member Groups**

Member groups segment people for communication, reporting, or events (e.g. "Men's Fellowship", "New Converts").

### Create a group

1. Open **Member Groups** → **Add**.
2. Enter group name and description.
3. Save.

### Assign members to a group

1. Edit a member profile → select groups in the **Groups** field.
2. Save.

Or manage assignments from the group detail page (where available).

---

## 3.8 Departments and department heads

**Menu:** Groups & Departments → **Departments**

Departments organize members by ministry (Youth, Choir, Ushering, Media, etc.).

![Departments list](../assets/screenshots/19-departments.png)
*Figure 3.3 — Departments module*

### Create a department

1. Open **Departments** → **Add**.
2. Enter name and description.
3. Save.

### Assign a department head

1. On the department list, click **Assign Head** for the department.
2. Search for a member.
3. Select the member → confirm.
4. The department list shows the **Department Head** column.
5. The head also appears on the member's profile.

### Remove a department head

1. Click **Assign Head** → clear the selection → Save.

---

## 3.9 Leadership positions

**Menu:** Designations → **Leadership** (single church / branch)

Track who holds leadership roles (Pastor, Elder, Deacon, etc.).

### Create a position

1. Open **Leadership** → **Add Position**.
2. Enter title and description.
3. Save.

### Assign a leader

1. Open the position → **Assign**.
2. Select a member and start date.
3. Save.

---

## 3.10 Follow-ups (pastoral care)

**Menu:** Member Management → **Follow-ups**

Follow-ups track pastoral care tasks: home visits, phone calls, prayer requests.

### Create a follow-up

1. Open **Follow-ups** → **Add**.
2. Select the **member**.
3. Enter type (visit, call, prayer), notes, and due date.
4. Save.

### From attendance tracker

When members are absent repeatedly, the **Attendance Tracker** can suggest follow-ups. A badge on the sidebar shows open follow-up count.

---

## 3.11 Birthdays

**Menu:** Member Management → **Birthdays**

Shows upcoming member birthdays.

### Enable birthday notifications

1. Open **Birthdays**.
2. Toggle **Birthday notifications** on.
3. System sends reminders before upcoming birthdays (if email is configured).

---

## 3.12 GDPR consent form

**Menu:** Members → **GDPR Form** (download link)

1. Click **Download GDPR form** to get the consent template.
2. Print and have the member sign.
3. Record consent on the member profile (GDPR checkbox).

---

## 3.13 Transfer a member (branch only)

When a member moves to another branch in a multi-site church:

1. Open the member profile.
2. Click **Transfer to branch**.
3. Select the destination branch.
4. Confirm — member record moves to the new branch.

---

## 3.14 Visitor form

Visitor registration with a **custom form and QR code** is managed under **Attendance → Visitor form**. See [Chapter 4.8](04-attendance.md#48-visitor-form-qr-registration) for the full guide (build form, share QR, view submissions).

---

[← Chapter 2](02-navigation.md) | [Next: Chapter 4 — Attendance →](04-attendance.md)


---

# Chapter 4 — Attendance

## 4.1 How attendance works

Attendance records **who was present** at a service or event on a given date. The system supports three methods:

| Method | Who uses it | When |
|--------|-------------|------|
| **Manual punch in/out** | Admin or usher at a desk | During or after service |
| **Kiosk QR check-in** | Members on their phones | Self-service at entrance |
| **Visitor check-in** | Kiosk or admin | Quick name-only check-in during a service |
| **Visitor form (QR)** | Public phone form | Full custom registration via scanned QR code |

### How records flow

```
Check-in (manual or kiosk)
        ↓
Attendance record created
        ↓
Reports & Tracker (analytics)
        ↓
Follow-ups (for absentees)
```

Each record links: **member** + **service/event** + **date/time** + **status** (present, absent, visitor).

---

## 4.2 Manual attendance (punch in / punch out)

**Menu:** Attendance & Reports → **Attendance**

![Manual attendance](../assets/screenshots/05-attendance-manual.png)
*Figure 4.1 — Manual punch in screen with service selector and member search*

### Punch in a member

1. Open **Attendance** in the sidebar.
2. Select today's **service** or **event** from the dropdown.
3. Confirm the **date** (defaults to today).
4. Search for the member by name.
5. Click **Punch In** — record is saved.

### Punch out a member

1. Same screen — search for a member who is currently punched in.
2. Click **Punch Out** — records departure time.

### Bulk attendance (where available)

Some screens allow marking multiple members present/absent at once for a service date. Select members → mark status → save.

---

## 4.3 Attendance tracker

**Menu:** Attendance & Reports → **Attendance Tracker**

The tracker is an **analytics dashboard** showing:

| Metric | Description |
|--------|-------------|
| Attendance trends | Week-over-week or month-over-month charts |
| Absentee patterns | Members absent 3+ consecutive weeks |
| Demographics | Breakdown by age, gender, department |
| Open follow-ups | Badge count on sidebar |

### Sync follow-ups from absences

1. Open **Attendance Tracker**.
2. Review the absentee list.
3. Click **Create follow-ups** (or per-member action).
4. System creates pastoral care tasks in **Follow-ups**.

---

## 4.4 Attendance reports

**Menu:** Attendance & Reports → **Attendance Reports**

### Generate a report

1. Open **Attendance Reports**.
2. Set **date range** and **service/event** filters.
3. View the report table or chart.
4. Click **Export** to download (requires Export permission).

### Report types

| Report | Shows |
|--------|-------|
| Service summary | Headcount per service date |
| Absentee list | Members not present in date range |
| Demographics | Attendance by age/gender/department |

---

## 4.5 AI attendance assistant

If your platform has AI configured:

1. Open **Attendance Reports**.
2. Find the **Ask** or **AI Assistant** panel.
3. Type a question in plain language, e.g.:
   - "Who was absent for the last 4 Sundays?"
   - "What was average attendance in May?"
4. Review the AI-generated answer.

---

## 4.6 Kiosk setup (admin)

**Menu:** Attendance & Reports → **Attendance Kiosk**

![Kiosk setup](../assets/screenshots/06-attendance-kiosk.png)
*Figure 4.2 — Kiosk page with QR code and service selector*

### Generate a check-in link

1. Open **Attendance → Kiosk**.
2. Select today's **service** or **event**.
3. Click **Generate Link** or **Show QR**.
4. A QR code and URL appear (e.g. `https://yourchurch.com/check-in/abc123`).

### Display the QR code

| Method | How |
|--------|-----|
| Projector | Display QR on screen at entrance |
| Printed poster | Print QR and place at door |
| Tablet | Open link on a tablet at a stand |

### Regenerate token

If the link is compromised:

1. Click **Regenerate Token**.
2. Old link stops working; new QR is generated.
3. Update printed materials.

### Production requirement

Your public URL must be configured (`APP_URL` or `KIOSK_PUBLIC_URL`). If the link shows `localhost`, QR codes will not work for members outside your office.

---

## 4.7 Public kiosk check-in (member guide)

**No login required.** Share this section with your congregation.

### For members

1. Scan the QR code at the church entrance (or open the link on your phone).
2. Search for your name or browse the directory.
3. Tap your name → tap **Check In**.
4. Confirmation message appears. Done!

### For visitors (first-time guests)

1. On the kiosk page, tap **I'm a visitor** (or Visitor tab).
2. Fill in name and optional contact details.
3. Tap **Check In** — recorded as a visitor attendance.

> **Quick kiosk visitor check-in:** For a fast name-only check-in during a service, use **Kiosk → I'm a visitor** (see above). For a **full custom registration form** with QR code, use **Attendance → Visitor form** (section 4.8).

---

## 4.8 Visitor form (QR registration)

**Menu:** Member Management → **Visitor form**

Design a custom visitor registration form and share it via **QR code**. When a guest scans the code, the form opens on their phone; submitted answers are saved in your database.

> **Plan features:** Your subscription must include **Visitor Form** to access the form builder and submissions. **Visitor Form QR Code** must also be enabled for the QR panel and for guests to submit via the public link. If QR is not on your plan, you can still build the form but cannot share a scannable code until your administrator adds the feature.

### Kiosk visitor check-in vs visitor form

| Feature | Kiosk visitor tab | Visitor form (QR) |
|---------|-------------------|-------------------|
| Purpose | Quick attendance during a service | Detailed visitor registration |
| Fields | Name (+ optional contact) | Your custom fields (text, email, dropdowns, dates, etc.) |
| Access | Kiosk check-in QR / link | Dedicated visitor-form QR |
| Data saved | Attendance log | Visitor form **submissions** list |

### Build the form

1. Open **Member Management → Visitor form**.
2. Set **Form name**, **welcome message**, and add fields with **Add field**.
3. Supported types: text, text area, email, phone, number, checkbox, radio, dropdown, date, date & time.
4. Mark important fields as **Required**.
5. Click **Save form**.

On first open, a starter template is created (first name, last name, email, phone, visit date) — edit it to suit your church.

### Share the QR code

After saving, a **Visitor QR code** appears at the top of the page:

1. **Print** or display the QR on a tablet at your welcome desk.
2. Use **Copy link** or **Open form** to test on your phone.
3. **Regenerate QR** only if you need a new link (old printed codes will stop working).

The QR is generated automatically when the form is created — no extra setup.

### What visitors see

1. Scan the QR code with a phone camera.
2. The mobile-friendly form opens (no login required).
3. They fill in your fields and tap **Submit**.
4. A thank-you message confirms their details were saved.

If the form is set to **inactive**, visitors cannot submit until an admin turns it back on.

### View submissions

1. On the visitor form page, click **Submissions** (badge shows count).
2. Browse the list — date, visitor name, and **View** for full answers.
3. Use this for follow-up, exporting data, or welcoming new guests.

Requires **Attendance** permission (Read to view, Write to edit the form).

### Public URL notes

| Environment | Note |
|-------------|------|
| Production | QR uses your live church URL — works on any phone with internet |
| Localhost / XAMPP | Set `KIOSK_PUBLIC_URL` or `APP_URL` so phones can reach the server |
| Same Wi‑Fi (LAN) | Works for testing when phone and PC share a network |

---

## 4.9 Punch out (admin kiosk panel)

After a service, for duration tracking:

1. In **Attendance → Kiosk**, open the **Punched In** panel.
2. Select the same service/event.
3. List shows members currently checked in.
4. Select a member → **Punch Out**.

---

## 4.10 Export attendance data

1. Open **Attendance** or **Attendance Reports**.
2. Apply date/service filters.
3. Click **Export** → download CSV or Excel.

---

[← Chapter 3](03-members.md) | [Next: Chapter 5 — Finance →](05-finance.md)


---

# Chapter 5 — Finance & Accounting

## 5.1 How church finance is organized

Finance in Acacia CMS is split into layers:

```
Givings (congregation donations)
  ├── Offerings
  ├── Tithes
  └── Pledges

Accounting (general ledger)
  ├── Recorded Income
  ├── Expenses
  ├── Categories
  └── Bank Accounts

Reports
  ├── Profit & Loss
  ├── Balance Sheet
  └── Gift Aid (UK)
```

### Key concepts

| Concept | Description |
|---------|-------------|
| **Offering** | General donation (often Sunday collection) |
| **Tithe** | Member's regular tithe (often linked to member) |
| **Pledge** | Commitment to give over time; track payments against it |
| **Recorded income** | Combined view of all income entries |
| **Expense** | Church spending with optional receipt |
| **Category** | Income or expense classification for reports |
| **Bank account** | Physical or virtual account tracked in reports |

All amounts use your tenant **currency** (set in Settings or by plan).

---

## 5.2 Offerings

**Menu:** Finance & Accounts → **Offerings**

![Offerings list](../assets/screenshots/07-finance-offerings.png)
*Figure 5.1 — Offerings list with sample Sunday records*

### Record an offering

1. Open **Offerings** → click **Add Offering**.
2. Enter:
   - **Date** of the offering
   - **Amount**
   - **Member** (optional — link to donor)
   - **Category** (if applicable)
   - **Notes** (optional)
3. Click **Save**.

### Edit or delete

1. Find the record in the list.
2. Click **Edit** (pencil) → update → Save.
3. Or click **Delete** → confirm.

### Export offerings

Apply date filters → **Export** → download.

---

## 5.3 Tithes

**Menu:** Finance & Accounts → **Tithes**

Same workflow as offerings, but tithes are typically:

- Linked to a specific **member**
- Recorded on a regular schedule (weekly/monthly)

### Record a tithe

1. **Tithes → Add**.
2. Select **member**, enter **amount** and **date**.
3. Save.

---

## 5.4 Pledges and pledge payments

**Menu:** Finance & Accounts → **Pledges**

A **pledge** is a commitment to give a total amount over a period.

### Create a pledge

1. **Pledges → Add**.
2. Enter member, total amount, start/end dates, purpose.
3. Save.

### Record a pledge payment

1. Open the pledge detail.
2. Click **Record Payment**.
3. Enter amount and date.
4. Save — progress bar updates.

---

## 5.5 Recorded income

**Menu:** Finance & Accounts → **Recorded Income**

Unified view of all income (offerings, tithes, other income entries).

1. Open **Recorded Income**.
2. Filter by date range or category.
3. Review totals.
4. Export if needed.

---

## 5.6 Expenses and receipt scanning

**Menu:** Finance & Accounts → **Expenses**

### Record an expense manually

1. **Expenses → Add**.
2. Enter date, amount, category, vendor/description.
3. Optionally attach a receipt file.
4. Save.

### Scan a receipt (AI)

If receipt scanning (AI) is enabled for your church:

1. **Expenses → Add**.
2. Click **Scan Receipt**.
3. Upload a photo or PDF of the receipt.
4. System auto-fills amount, date, vendor.
5. Review and correct if needed.
6. Save.

---

## 5.7 Categories and sub-categories

**Menu:** Finance & Accounts → **Categories**

Categories classify income and expenses for reports.

### Create a category

1. **Categories → Add**.
2. Enter name, type (Income or Expense).
3. Save.

### Sub-categories

Some setups support sub-categories under a parent. Create the parent first, then add children.

---

## 5.8 Bank accounts

**Menu:** Finance & Accounts → **Bank Accounts**

Track church bank accounts for balance sheet and reconciliation.

1. **Bank Accounts → Add**.
2. Enter account name, bank name, account number (optional), opening balance.
3. Save.

---

## 5.9 Profit & loss report

**Menu:** Finance & Accounts → **Profit & Loss**

1. Open **Profit & Loss**.
2. Select **date range** (month, quarter, year).
3. View income vs expenses summary.
4. Export if permitted.

---

## 5.10 Balance sheet and reconciliation

**Menu:** Finance & Accounts → **Balance Sheet**

1. Open **Balance Sheet**.
2. Select date.
3. View assets, liabilities, and equity.
4. Use **Reconcile** to match bank account balances against records.

---

## 5.11 Gift Aid (UK churches)

**Menu:** Finance & Accounts → **Gift Aid** (when enabled)

Gift Aid is available only when **all** of the following are true:

1. Your **plan** includes Gift Aid
2. Your church is in a **supported country** (UK)
3. An administrator has turned **Allow Gift Aid** on in **Settings → Financial**

### Enable or disable Gift Aid (church / branch admin)

1. Open **Settings → Financial**.
2. Toggle **Allow Gift Aid** on or off.
3. Click **Save**.

Turn off Gift Aid if your church does not use the scheme, even when it is on your plan.

### How Gift Aid works

UK charities can reclaim 25% tax on donations from donors who have signed a **Gift Aid declaration**.

### Download a blank declaration form

1. Open **Gift Aid** (or **Members → GDPR form** area for related forms).
2. Use **Download declaration form** to get a printable template.
3. Have the donor sign; staff record the declaration in the system.

### Capture a declaration

1. **Gift Aid → Declarations → Add**.
2. Select member/donor.
3. Record declaration date and signed status.
4. Optionally upload the signed form (PDF, DOC, or image).
5. Save.

### Run a Gift Aid report

1. **Gift Aid → Report**.
2. Select tax year or date range.
3. View reclaimable amounts.
4. Export for HMRC submission.

---

## 5.12 Common fund (multi-branch)

| Role | Action |
|------|--------|
| **Branch** | Submit contributions to HQ common fund |
| **HQ** | View consolidated common fund balance |

### Branch: submit a contribution

1. **Finance → Common Fund**.
2. Click **Submit Contribution**.
3. Enter amount and notes.
4. Preview → confirm.

### HQ: view common fund

1. **Finance → Common Fund**.
2. View total pool and branch contributions.

---

## 5.13 HQ finance overview and branch access

**HQ only.**

### Request branch finance access

1. **Finance → Finance Overview** (or Reports → Finance).
2. Click **Request Access** for a branch.
3. Branch admin receives the request.

### Branch: approve or deny

1. **Finance → Finance Access**.
2. Review pending requests.
3. **Approve**, **Deny**, or **Revoke** access.

Once approved, HQ can view that branch's finance data in consolidated reports.

---

## 5.14 Export finance data

Most finance modules support export:

1. Open the module (Offerings, Expenses, etc.).
2. Apply filters.
3. Click **Export**.
4. Download CSV, Excel, or PDF.

Requires **Export** permission.

### Tithes

**Menu:** Finance & Accounts → **Tithes**

![Tithes list](../assets/screenshots/18-tithes.png)
*Figure 5.2 — Tithes module*

Same workflow as offerings — select member, enter amount and date, save.

### Profit & loss

![Profit and loss report](../assets/screenshots/20-profit-loss.png)
*Figure 5.3 — Profit & loss report filters*

### Gift Aid (UK)

![Gift Aid declarations](../assets/screenshots/13-gift-aid.png)
*Figure 5.4 — Gift Aid module (UK churches)*

### Expenses

![Expenses list](../assets/screenshots/14-expenses.png)
*Figure 5.5 — Expenses module*

---

[← Chapter 4](04-attendance.md) | [Next: Chapter 6 — Events →](06-events-communication.md)


---

# Chapter 6 — Events & Communication

## 6.1 Services (worship types)

**Menu:** Events & Announcements → **Services**

Services define worship types used in attendance (e.g. "Sunday Morning", "Midweek Prayer", "Youth Service").

### How services work

- Each attendance record links to a **service**.
- Kiosk check-in uses the selected service.
- Reports group attendance by service.

### Create a service

1. Open **Services** → **Add**.
2. Enter name, description, default day/time.
3. Save.

### Edit or delete

1. Find the service in the list.
2. Click **Edit** → update → Save.
3. Or **Delete** (blocked if attendance records exist).

---

## 6.2 Events (calendar activities)

**Menu:** Events & Announcements → **Events**

Events are scheduled church activities: conferences, weddings, outreach, meetings.

![Events list](../assets/screenshots/15-events.png)
*Figure 6.1 — Events module*

### Create an event

1. Open **Events** → **Add**.
2. Enter title, date, time, location, description.
3. Save.

### View and manage

- List view shows upcoming and past events.
- Click an event for details.
- Edit or delete as needed.
- Export event list if permitted.

---

## 6.3 Noticeboard (single church)

**Menu:** Events & Announcements → **Noticeboard**

**Single-tenant churches only.** Read-only board of announcements.

1. Open **Noticeboard**.
2. Browse posted notices.
3. Click a notice for full details.

To **create** notices in single-church mode, use **Announcements** or **Messages** (depending on your setup).

---

## 6.4 Announcements (multi-branch)

### HQ: create an announcement

**Menu:** Events & Announcements → **Announcements**

1. Open **Announcements** → **Add**.
2. Enter title, body, priority.
3. Select target branches (or all).
4. Save — branches see the announcement.

### Branch: read announcements

1. Open **Announcements**.
2. Browse HQ posts.
3. Click to read → mark as read.

Branches **cannot create** announcements — they consume HQ posts.

---

## 6.5 Messages (internal mail)

**Menu:** Events & Announcements → **Messages**

Internal messaging between authorized users.

### Send a message

1. Open **Messages**.
2. Click **New Message** or select a conversation.
3. Choose **recipients** (users you have permission to message).
4. Type your message.
5. Optionally **attach a file** (image, PDF, Office doc).
6. Click **Send**.

### Read messages

- Unread count appears in the **header icon**.
- Click a conversation to read and reply.

---

## 6.6 Live chat

**Menu:** Events & Announcements → **Live Chat**

Real-time chat (separate permission from Messages). Same interface pattern:

1. Open **Live Chat**.
2. Select or start a conversation.
3. Type and send — messages appear in real time.

---

## 6.7 Attachments and polls

### File attachments

In Messages or Live Chat:

1. Click the **attachment icon** (paperclip).
2. Select a file (size and type limits apply).
3. Send — recipients can download.

### Polls (where available)

Some message threads support polls:

1. Click **Create Poll**.
2. Enter question and options.
3. Send — recipients vote inline.

---

[← Chapter 5](05-finance.md) | [Next: Chapter 7 — Branches →](07-branches-hq.md)


---

# Chapter 7 — Branches & Headquarters

*This chapter is for **multi-branch churches** with a head office (HQ) account.*

## 7.1 Multi-branch model explained

```
Head Office (HQ)
  ├── Branch A (e.g. North Campus)
  ├── Branch B (e.g. South Campus)
  └── Branch C (e.g. City Centre)
```

| Layer | Manages |
|-------|---------|
| **HQ** | Branches, designations, localization, consolidated finance, HQ announcements |
| **Branch** | Members, attendance, local finance, events, local users/roles |

HQ does **not** enter member or attendance data — branches do that locally.

---

## 7.2 Create a branch

**Menu:** Branch Management → **Branches**

*Figure 7.1 — HQ branches list with analytics cards and filters (multi-branch plans only)*

> **Note:** The Branches module is only available on **multi-branch** subscription plans. Single-congregation churches will not see this menu item.

### Step-by-step

1. Open **Branches** → click **Add Branch**.
2. Fill in:
   - **Branch name** (e.g. "North Campus")
   - **Address** and contact details
   - **Country**
   - **Region / District / Area / Zone** (if localization is set up)
3. Click **Save**.

### Branch limits

Your plan sets the maximum number of branches. If you reach the limit, contact your platform provider to upgrade.

---

## 7.3 Edit branch details

1. Open **Branches** → click the branch name.
2. Click **Edit**.
3. Update fields → Save.

### Activate or deactivate

1. On the branch detail or list, toggle **Status**:
   - **Active** — branch users can sign in and operate
   - **Inactive** — branch is suspended; users cannot access

---

## 7.4 Branch admins and passwords

### Add a branch admin

1. Open the branch detail page.
2. Click **Add Admin**.
3. Enter name, email, password.
4. Save — admin can sign in and manage the branch.

### Reset branch admin password

1. On branch detail → **Admins** section.
2. Click **Reset Password** for the admin.
3. Enter new password → confirm.

---

## 7.5 Branch analytics and filters

The branches list page shows **KPI cards**:

| Card | Shows |
|------|-------|
| Total branches | Count of all branches |
| Active / Inactive | Status breakdown |
| Total members | Combined member count across branches |

### Filters

| Filter | Use |
|--------|-----|
| Status | Active or inactive |
| Country | Filter by country |
| Region / Area / District / Zone | Geographic hierarchy |
| Search | Free text on branch name |

Click **Apply** to refresh. Click **Clear** to reset.

---

## 7.5 Designations (org-wide titles)

**Menu:** Designations → **Designations**

Designations are official roles or titles in your organisation (Pastor, Elder, Deacon, Treasurer, etc.).

### Designation types

Each designation has a **type** (category). Built-in types are provided; you can add your own:

1. Open **Designations → Add** (or edit an existing designation).
2. On the **Designation type** field, use the **searchable dropdown** to pick a type.
3. Click the **+** button next to the dropdown to **add a new type** in the modal.
4. Enter the type name → **Save** — it is stored for your church and appears in the list immediately.

Types are saved in the database per church, so existing churches keep working when new types are added.

### Create a designation

1. **Designations → Add**.
2. Select **designation type**, enter name and other details.
3. Use searchable dropdowns for gender, marital status, ministry type, and status where shown.
4. Save.

### Assign to a person

Designations are assigned at branch level through **Leadership** or member profiles.

---

## 7.7 Localization (geographic hierarchy)

**Menu:** Localization → Regions / Districts / Areas / Zones

Build a geographic structure for organizing branches:

```
Region (e.g. South East)
  └── District (e.g. Kent)
       └── Area (e.g. Maidstone)
            └── Zone (e.g. Central)
```

### Create each level

1. Open the level (e.g. **Regions**) → **Add**.
2. Enter name.
3. Save.
4. Repeat for Districts, Areas, Zones — linking each to its parent.

Branches are tagged with their region/area/district/zone for filtering and reporting.

---

## 7.8 What HQ does vs what branches do

| Task | HQ | Branch |
|------|----|--------|
| Manage members | ✗ | ✓ |
| Record attendance | ✗ | ✓ |
| Create branches | ✓ | ✗ |
| Org-wide designations | ✓ | ✗ |
| Geographic structure | ✓ | ✗ |
| HQ announcements | ✓ (create) | ✓ (read) |
| Local events/services | ✗ | ✓ |
| Local finance | View (with access) | ✓ (enter) |
| Common fund | ✓ (view pool) | ✓ (submit) |
| Branch users/roles | Org-level users | Branch-level users |
| Subscription/billing | ✓ | ✓ (own plan) |

---

[← Chapter 6](06-events-communication.md) | [Next: Chapter 8 — HRM →](08-hrm.md)


---

# Chapter 8 — Human Resources (HRM)

## 8.1 How HRM works

The HRM module manages **paid church staff**:

```
Employees (staff records)
  ├── Salaries (per employee)
  ├── Payroll Items (allowances / deductions)
  └── Payroll Runs (monthly pay processing)
```

HRM is separate from **Members** — employees are staff on payroll, not necessarily congregation members.

---

## 8.2 Employees

**Menu:** HRM → **Employees**

![Employees list](../assets/screenshots/21-hrm-employees.png)
*Figure 8.0 — Employees module*

### View employees

1. Open **Employees**.
2. Browse the list — name, role, status, salary.
3. Click a name for the full profile.

---

## 8.3 Add and edit employee records

### Add an employee

1. **Employees → Add**.
2. Fill in:
   - Name, email, phone
   - Job title / role
   - Employment start date
   - Status (Active / Inactive)
3. Save.

### Edit an employee

1. Open employee profile → **Edit**.
2. Update fields → Save.

### Delete an employee

1. Open profile → **Delete** → confirm.
2. Blocked if active payroll records exist.

---

## 8.4 Payroll items (allowances / deductions)

**Menu:** HRM → **Payroll Items**

Payroll items are reusable line types applied during pay runs.

| Type | Examples |
|------|----------|
| **Allowance** | Housing, transport, bonus |
| **Deduction** | Tax, pension, loan repayment |

### Create a payroll item

1. **Payroll Items → Add**.
2. Enter name, type (Allowance/Deduction), default amount or percentage.
3. Save.

---

## 8.5 Employee salaries

**Menu:** HRM → **Salary** (or Employee profile → Salary tab)

Set each employee's base salary:

1. Open the employee → **Salary** section.
2. Enter base salary amount and pay frequency (monthly, weekly).
3. Save.

---

## 8.6 Run payroll

**Menu:** HRM → **Payroll**

![Payroll dashboard](../assets/screenshots/12-payroll.png)
*Figure 8.1 — Payroll dashboard*

### Step-by-step

1. Open **Payroll** → click **New Run** (or **Run Payroll**).
2. Select **pay period** (month/year).
3. Click **Generate** — system creates line items for each active employee.
4. Review each employee's line:
   - Base salary
   - Allowances added
   - Deductions subtracted
   - Net pay calculated
5. Adjust individual lines if needed.
6. Proceed to payment.

---

## 8.7 Mark payroll as paid

1. After reviewing the payroll run, click **Mark as Paid**.
2. Confirm payment date and method.
3. Run status changes to **Paid** — locked from further edits.

---

## 8.8 Payment reports

**Menu:** HRM → **Payment Report**

1. Open **Payment Report**.
2. Filter by date range or employee.
3. View payment history.
4. Export if permitted.

---

[← Chapter 7](07-branches-hq.md) | [Next: Chapter 9 — Administration →](09-administration.md)


---

# Chapter 9 — Administration

## 9.1 Users (invite staff)

**Menu:** Administration → **Users**

Users are staff accounts that can sign in to the system.

### Add a user

1. Open **Users** → **Add User**.
2. Enter name, email, password.
3. Assign a **Role** (e.g. Treasurer, Secretary).
4. For multi-branch: assign **Branch** (if branch-scoped user).
5. Save.

The user receives credentials and signs in at the public login page.

### Edit or deactivate

1. Open user profile → **Edit**.
2. Update details or change role.
3. Set status to **Inactive** to block sign-in without deleting.

### User limits

Your plan may cap the number of users. Check **Platform Billing → Plan Package**.

---

## 9.2 Roles

**Menu:** Administration → **Roles**

Roles are named permission sets assigned to staff.

### Create a role

1. **Roles → Add**.
2. Enter role name (e.g. "Treasurer", "Usher").
3. Save.

### Edit or delete

1. Click the role → **Edit** or **Delete**.
2. Deleting a role unassigns it from users.

---

## 9.3 Permissions matrix

**Menu:** Administration → **Roles** → select role → **Permissions**

![Permissions matrix](../assets/screenshots/09-users-roles.png)
*Figure 9.1 — Permissions matrix for the Treasurer role*

### Configure permissions

1. Open **Roles** → click a role → **Permissions**.
2. For each module row, check the actions to grant:
   - **Read** — see the module in sidebar
   - **Write** — edit records
   - **Create** — add new records
   - **Delete** — remove records
   - **Export** — download data
3. **Allow All** checkbox grants every action for that row.
4. Click **Save**.

### Example: Treasurer role

| Module | Read | Write | Create | Delete | Export |
|--------|------|-------|--------|--------|--------|
| Offerings | ✓ | ✓ | ✓ | ✓ | ✓ |
| Tithes | ✓ | ✓ | ✓ | ✓ | ✓ |
| Expenses | ✓ | ✓ | ✓ | ✓ | ✓ |
| Profit & Loss | ✓ | | | | ✓ |
| Members | ✓ | | | | |

---

## 9.4 Assets and asset categories

**Menu:** Administration → **Assets**

Track church property and equipment.

### Create an asset category

1. **Asset Categories → Add**.
2. Enter name (e.g. "Sound Equipment", "Furniture").
3. Save.

### Add an asset

1. **Assets → Add**.
2. Enter name, category, purchase date, value, location, condition.
3. Save.

### Edit or dispose

1. Open asset → **Edit** → update details.
2. **Delete** to remove from inventory.

---

## 9.5 Activity logs

**Menu:** Settings → **Activity Logs**

Audit trail of actions in your tenant:

| Logged events | Examples |
|---------------|----------|
| User actions | Login, create member, record offering |
| Admin changes | Role update, settings change |
| Impersonation | Platform support sessions (if applicable) |

1. Open **Activity Logs**.
2. Browse entries (paginated).
3. Use filters for date or user.

Activity logs do **not** show financial amounts — only that an action occurred.

---

## 9.6 Backup and restore

**Menu:** Settings → **Backup**

### Export a backup

1. Open **Backup**.
2. Click **Create Backup** or **Export**.
3. Wait for generation → **Download** the archive.
4. Store securely off-site (USB, cloud storage).

### Restore a backup

> **Warning:** Restore may overwrite existing data. Test on a non-production copy first.

1. Open **Backup**.
2. Click **Restore**.
3. Upload the backup archive.
4. Confirm → system restores data per merge rules.

### Cloud backup settings

Configure automatic cloud uploads (if available):

1. **Backup → Cloud Settings**.
2. Enter cloud provider credentials.
3. Enable scheduled backups.

---

[← Chapter 8](08-hrm.md) | [Next: Chapter 10 — Applications →](10-applications.md)


---

# Chapter 10 — Productivity Applications

Four tools live in the **header applications grid** (not the sidebar).

Access: click the **grid icon** in the top header → select the app.

---

## 10.1 Calendar

**Permission:** Calendar (Read/Write/Create/Delete)

![Calendar](../assets/screenshots/11-calendar.png)
*Figure 10.1 — Calendar application*

### View the calendar

1. Open **Calendar** from the applications grid.
2. Browse month, week, or day view.
3. Click an entry for details.

### Add a calendar entry

1. Click **Add Entry** or click a date slot.
2. Enter title, date, time, description.
3. Save.

### Edit or delete

1. Click the entry → **Edit** → update → Save.
2. Or **Delete** → confirm.

---

## 10.2 To Do list

**Permission:** To Do

![To Do list](../assets/screenshots/16-todo.png)
*Figure 10.2 — To Do application*

### Add a task

1. Open **To Do** from the applications grid.
2. Click **Add Task**.
3. Enter title, due date, priority, notes.
4. Save.

### Complete a task

1. Click the **checkbox** next to a task.
2. Task moves to completed section.

### Edit or delete

1. Click the task → **Edit** or **Delete**.

---

## 10.3 Notes

**Permission:** Notes

### Create a note

1. Open **Notes** from the applications grid.
2. Click **Add Note**.
3. Enter title and body text.
4. Save.

### Pin a note

1. Click the **pin icon** on a note.
2. Pinned notes appear at the top of the list.

### Edit or delete

1. Click the note → **Edit** or **Delete**.

---

## 10.4 File manager

**Permission:** File Manager

### Upload a file

1. Open **File Manager** from the applications grid.
2. Click **Upload**.
3. Select file(s) from your computer.
4. Files appear in the list.

### Organize files

| Action | How |
|--------|-----|
| **Rename** | Click file → Rename → enter new name |
| **Download** | Click file → Download |
| **Delete** | Click file → Delete → confirm |

### Folder structure

Create folders to organize documents (policies, media, reports).

---

[← Chapter 9](09-administration.md) | [Next: Chapter 11 — Subscription →](11-subscription-support.md)


---

# Chapter 11 — Subscription & Support

## 11.1 Plan package (features and limits)

**Menu:** Platform Billing → **Plan Package**

View what your subscription includes:

| Information | Description |
|-------------|-------------|
| Plan name | Current package (e.g. "Growth", "Enterprise") |
| Features | Modules enabled (members, attendance, finance, etc.) |
| Limits | Max branches, members, users |
| Price | Monthly or yearly cost |

If a module is missing from your sidebar, check here first.

**Plan features:** The platform uses one feature list per plan. When a module (e.g. Live chat, Attendance, Gift Aid) is enabled on your plan, it applies to your church **and** its branches — you do not configure separate church vs branch copies of the same feature.

---

## 11.2 Subscription status

**Menu:** Platform Billing → **Subscription**

Shows:

- Current plan and renewal date
- Payment status (active, trial, past due, cancelled)
- Billing history

---

## 11.3 Upgrade plan (Stripe checkout)

### Step-by-step

1. Open **Subscription**.
2. Click **Upgrade** or **Change Plan**.
3. Select the new plan.
4. Review price and features.
5. Click **Proceed to Checkout**.
6. Enter payment details on the Stripe payment form.
7. On success, you are redirected back — plan updates immediately.

---

## 11.4 Billing portal

Manage payment methods and invoices:

1. Open **Subscription**.
2. Click **Billing Portal** or **Manage Billing**.
3. Stripe portal opens — update card, view invoices, cancel if needed.

---

## 11.5 Open a support ticket

**Menu:** Support → **Tickets**

![Support ticket form](../assets/screenshots/10-support-ticket.png)
*Figure 11.1 — New support ticket form*

### Step-by-step

1. Open **Support → Tickets**.
2. Click **New Ticket**.
3. Fill in:
   - **Subject** — short summary of the issue
   - **Priority** — Low, Medium, High, Urgent
   - **Description** — detailed explanation; include steps to reproduce
4. Optionally attach a screenshot or file.
5. Click **Submit**.

You receive confirmation and can track the ticket on the detail page.

---

## 11.6 Track ticket replies

1. Open **Support → Tickets**.
2. Click the ticket subject.
3. Read platform team replies in the conversation thread.
4. Add a **comment** to reply or provide more information.

---

## 11.7 Ticket reports

**Menu:** Support → **Ticket Reports**

View analytics:

| Metric | Shows |
|--------|-------|
| Open vs closed | Ticket status breakdown |
| By priority | Distribution of urgency |
| Response time | Average platform response |

Export ticket data if permitted.

---

[← Chapter 10](10-applications.md) | [Next: Chapter 12 — Settings →](12-settings.md)


---

# Chapter 12 — Settings

**Menu:** Administration → **Settings**

---

## 12.1 General / organization profile

**Settings → General** (Profile tab)

Configure your church or branch identity:

| Field | Description |
|-------|-------------|
| Organization name | Displayed in sidebar and reports |
| **Logo** | Shown in sidebar, header, and dashboard (see below) |
| Address | Physical address |
| Phone / Email | Contact details |
| Timezone | Affects report dates and timestamps |
| Language | UI language (where translations exist) |

![Settings profile](../assets/screenshots/17-settings.png)
*Figure 12.1 — General settings / organization profile*

### Step-by-step

1. Open **Settings → General**.
2. Update fields.
3. Click **Save** or **Update Settings**.

### Default church logo

Until you upload your own file, Acacia CMS shows a **generic church logo** in the sidebar, header, and dashboard welcome card. The logo is displayed **large** so your portal looks complete from day one.

| Situation | What you see |
|-----------|--------------|
| No custom logo uploaded | Default church logo + dashboard reminder (church admins) |
| Custom logo uploaded | Your uploaded image everywhere |

### Upload your church logo

1. Open **Settings → General**.
2. In the **Logo** panel, click **Choose file** (JPG, PNG, or WebP).
3. Preview updates after save.
4. Click **Update Settings**.

To remove a custom logo and revert to the default, use **Remove image** then save.

Branch staff see the **parent church logo**. Only church administrators can upload or change it.

---

## 12.2 Financial settings (Gift Aid)

**Settings → Financial**

| Setting | Description |
|---------|-------------|
| **Allow Gift Aid** | Turn Gift Aid modules on or off for your church or branch (UK, plan permitting) |

See [Chapter 5.11](05-finance.md#511-gift-aid-uk-churches) for declarations and reports.

---

## 12.3 Website and appearance (theme)

**Settings → Website** or **Appearance**

| Setting | Effect |
|---------|--------|
| **Theme color** | Buttons, toggles, pagination, sidebar accent |
| **Favicon** | Browser tab icon (if supported) |

### Change theme color

1. Open **Settings → Appearance**.
2. Pick a color from the palette or enter a hex code.
3. Save — UI updates immediately.

---

## 12.4 Security and two-factor authentication

**Settings → Security**

### Enable 2FA (TOTP)

1. Open **Settings → Security**.
2. Click **Enable Two-Factor Authentication**.
3. Scan the QR code with an authenticator app (Google Authenticator, Authy).
4. Enter the 6-digit code to confirm.
5. Save recovery codes securely.

### Disable 2FA

1. **Settings → Security → Disable 2FA**.
2. Enter current authenticator code to confirm.

### Change password

1. **My Profile** (header menu) → **Change Password**.
2. Enter current password, new password, confirm.
3. Save.

---

## 12.5 Activity logs

**Settings → Activity Logs**

See [Chapter 9.5](09-administration.md#95-activity-logs) for full details.

---

## 12.6 Backup and cloud settings

**Settings → Backup**

See [Chapter 9.6](09-administration.md#96-backup-and-restore) for full details.

### Cloud backup

1. **Settings → Backup → Cloud Settings**.
2. Configure provider (if available).
3. Enable scheduled backups.

---

## 12.7 Clear cache

If sidebar modules or permissions seem outdated after a role change:

1. Click your **profile menu** (top-right).
2. Select **Clear Cache**.
3. Page refreshes with updated permissions.

Or: **Settings → Clear Cache** (if available in sidebar).

---

[← Chapter 11](11-subscription-support.md) | [Next: Chapter 13 — Workflows →](13-workflows.md)


---

# Chapter 13 — Common Workflows

End-to-end guides for frequent church operations.

---

## 13.1 Sunday service with kiosk check-in

**Who:** Branch admin or usher  
**Time:** 30 minutes before service

| Step | Action | Module |
|------|--------|--------|
| 1 | Open **Attendance → Kiosk** | Kiosk |
| 2 | Select "Sunday Morning Service" | Kiosk |
| 3 | Display QR code on projector or print poster | Kiosk |
| 4 | Members scan QR and check in on their phones | Public kiosk |
| 5 | After service, open **Attendance → Reports** | Reports |
| 6 | Verify headcount matches expectations | Reports |
| 7 | Open **Attendance Tracker** → review absentees | Tracker |
| 8 | Create follow-ups for members absent 3+ weeks | Follow-ups |

---

## 13.2 Month-end finance close

**Who:** Treasurer  
**Time:** Last day of month

| Step | Action | Module |
|------|--------|--------|
| 1 | Enter all **offerings** for the month | Offerings |
| 2 | Enter all **tithes** received | Tithes |
| 3 | Record **pledge payments** | Pledges |
| 4 | Enter all **expenses** with receipts | Expenses |
| 5 | Open **Recorded Income** → verify totals | Recorded Income |
| 6 | Run **Profit & Loss** for the month | P&L Report |
| 7 | Run **Balance Sheet** as of month-end | Balance Sheet |
| 8 | Export reports for church leadership | Export |
| 9 | Reconcile bank account if needed | Balance Sheet → Reconcile |

---

## 13.3 Onboard a new treasurer

**Who:** Church or branch admin

| Step | Action | Module |
|------|--------|--------|
| 1 | **Roles → Add** → name "Treasurer" | Roles |
| 2 | **Roles → Treasurer → Permissions** | Permissions |
| 3 | Enable Read/Write/Create/Delete/Export for finance modules | Permissions |
| 4 | **Users → Add** → name, email, password | Users |
| 5 | Assign role "Treasurer" | Users |
| 6 | Share login URL and credentials securely | — |
| 7 | Treasurer signs in → sees finance menus only | — |

---

## 13.4 Onboard a new branch

**Who:** HQ admin

| Step | Action | Module |
|------|--------|--------|
| 1 | Verify branch limit in **Plan Package** | Subscription |
| 2 | **Branches → Add** → name, address, region | Branches |
| 3 | **Add Admin** on branch detail → credentials | Branches |
| 4 | Share branch admin login securely | — |
| 5 | Branch admin signs in → configures **Settings** | Settings |
| 6 | Church admin uploads **logo** under Settings → General (optional) | Settings |
| 7 | Branch admin imports or adds **Members** | Members |
| 8 | Branch admin sets up **Services** for attendance | Services |
| 9 | HQ creates **Announcement** welcoming the branch | Announcements |

---

## 13.5 Onboard a new staff member with limited access

**Who:** Church or branch admin

| Step | Action | Module |
|------|--------|--------|
| 1 | Decide which modules the staff member needs | — |
| 2 | Create or select a **Role** with those permissions | Roles |
| 3 | **Users → Add** → assign the role | Users |
| 4 | Staff signs in → lands on **User Dashboard** | Dashboard |
| 5 | Sidebar shows only permitted modules | — |

---

## 13.6 Request help from platform support

**Who:** Any admin

| Step | Action | Module |
|------|--------|--------|
| 1 | **Support → Tickets → New Ticket** | Tickets |
| 2 | Subject: clear summary (e.g. "Cannot export members") | Tickets |
| 3 | Priority: Medium (or Urgent if blocking) | Tickets |
| 4 | Description: steps taken, error messages, browser used | Tickets |
| 5 | Attach screenshot if helpful | Tickets |
| 6 | Submit → track replies on ticket detail page | Tickets |

---

## 13.7 Run payroll for the month

**Who:** Church admin or HR officer

| Step | Action | Module |
|------|--------|--------|
| 1 | Verify all **Employees** are active with correct salaries | Employees |
| 2 | Review **Payroll Items** (allowances/deductions) | Payroll Items |
| 3 | **Payroll → New Run** → select month | Payroll |
| 4 | Generate line items → review each employee | Payroll |
| 5 | Adjust individual lines if needed | Payroll |
| 6 | **Mark as Paid** → confirm date | Payroll |
| 7 | Open **Payment Report** → verify history | Payment Report |
| 8 | Export payment report for accounting records | Export |

---

## 13.8 Customise the visitor registration form

**Who:** Church or branch admin (Attendance permission)

| Step | Action | Module |
|------|--------|--------|
| 1 | Open **Attendance → Visitor form** | Visitor form |
| 2 | Edit welcome message and add custom fields | Visitor form |
| 3 | **Save form** — QR code is generated automatically | Visitor form |
| 4 | Print or display the QR at the welcome desk | — |
| 5 | Test by scanning with a phone | Public form |
| 6 | Review **Submissions** after services | Visitor form |

---

## 13.9 Upload your church logo

**Who:** Church founding admin or admin with Settings access

| Step | Action | Module |
|------|--------|--------|
| 1 | Sign in → note default logo on dashboard (if not yet customised) | Dashboard |
| 2 | Open **Settings → General** | Settings |
| 3 | Under **Logo**, choose PNG/JPG/WebP (square, min 200×200 px recommended) | Settings |
| 4 | **Update Settings** | Settings |
| 5 | Confirm logo in sidebar, header, and dashboard | — |

The dashboard reminder banner disappears once a custom logo is saved.

---

[← Chapter 12](12-settings.md) | [Back to Contents](../README.md)


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