Pastoral Care Software
to Strengthen Connections
Care for every church member with ease using TouchPoint’s powerful pastoral care software tools. Tasks & Notes provides church staff and volunteers with innovative technology to track ministry follow-ups, record important conversations, and organize pastoral touchpoints, so no one slips through the cracks.
Real-Time Engagement Insights for Pastoral Care
Healthy pastoral care takes more than good intentions. TouchPoint pairs real-time engagement insights with tasks, notes, and touchpoints, so your team sees the full story. That covers the member quietly disengaging, the new family needing a next step, and the person walking through crisis. One centralized database keeps care coordinated and ministry connections strong.
Record Ministry Connections Inside Of TouchPoint
1. Create Tasks
Assign pastors, ministry leaders, and lay leaders with Tasks to reach out to churchgoers as needed. For example, Assign John the Task of checking on Robert and family since they have missed church for two weeks.
2. Complete Tasks
Example: John had coffee with Robert and learned that his mother has fallen ill. The family travels out of town to visit her on the weekends. John updates the Task with the notes from his meeting and schedules a follow-up Task to continue checking on the family.
3. Report On Activity
…or lack thereof. TouchPoint’s pastoral care software allows you to report on ministry areas with complete or incomplete Tasks, so you can give thanks where needed and hone in on areas that need attention.
Tasks & Notes
Keywords
The Power of Keywords
Create unique keywords to associate with the Task or Note, and report on all ministry touches with the same keyword. Some of your keywords might be Hospitality, Marriage Ministry, Family Ministry, or Bereavement. Additionally, keywords can have custom questions added to collect additional information that is specific to the topic of the Task or Note. Use this to make sure you collect all the necessary details.
Roles
Keep Sensitive Information Private
Restrict Tasks or Notes that are sensitive in nature to only those with a specific TouchPoint role, such as the Pastoral Care team.
Personalization
Information Where You Need It
Find all Tasks & Notes related to a person in your church member database. All necessary information lives right each person’s people record. Easily identify unresolved ministry opportunities or catch up on the latest goings on with your churchgoers.
Search & Management
Robust Search & Management
Every Task or Note created is centrally located in an easy-to-use search and manage page. Search, sort, or filter to narrow down your results in a flash.
Notifications
Notifications Made Easy
TouchPoint’s pastoral care software automatically sends emails with Task creation and status changes, so you don’t have to worry about notifying an individual about an assignment.
Ask Who Needs Follow-Up.
Right Now.
Tasks and Notes already keep every pastoral care touchpoint in one place. Now your team can ask directly and get answers faster, so care doesn’t wait on someone to dig through records.
- Ask who hasn’t had a follow-up Task closed in two weeks
- Review open bereavement notes before a staff meeting
- Create a follow-up Task the moment a need comes up
Sensitive Notes stay restricted to the roles you’ve already set. AI doesn’t see what your team can’t.
I found 12 people with a real change in the last 90 days. Here are the 5 to reach first, what changed, when your staff last connected, and a personal next step for each. Nothing is assigned until you approve it.
Care Check-Ins · 12 people could use a personal touchCreate care tasks| Person | What changed | Last contact | Next step |
|---|---|---|---|
| RHRobert Hayes | Stepped off the usher team · no attendance since | 2 mo | Personal callPastor Mike |
| LBLena Brooks | Left Wednesday Women · new address on file | 6 wk | Coffee check-inGroup leader Amy W. |
| DCDaniel Cole | Kids team serving went from weekly to none | 5 wk | Personal callPastor Mike |
| MTMaria Torres | Missed 4 group nights · new job on file | 4 wk | Note from her leaderGroup leader Sam P. |
| NFThe Nguyen family | New baby added to family | 2 wk | Bring a mealCare team |
Care plan
Automate Assignments
Take your Touchpoints to the next level by incorporating Tasks & Notes with Process Builder, our church workflow automation tool.
Ministry On The Go
We know that many of these conversations happen away from your computer. Tasks & Notes are available at your fingertips in your customizable mobile app!
Member Details That Help You Care & Connect
You focus on ministry. TouchPoint’s church management software gives you a complete picture of every member’s journey:
- Family & Household: background and connections
- Membership Status: new, active, or stepping away
- Communication History: emails, texts, and calls in one view
- Giving: contribution and generosity trends
- Ministry Involvement: groups, events, and classes, past and upcoming
- Volunteer Roles: where they serve, or want to
- Engagement Level: know when to follow up
- Custom Fields: track anything else you need
No scattered notes, no guessing. TouchPoint’s church membership database system keeps it organized so you can focus on relationships.
Create A Prayer Culture That Invites The Whole Church To Care
Pastoral care extends beyond staff follow-up when your church family can request prayer and pray for one another right from your church’s app. Individuals can submit prayer requests, choose anonymous prayer when needed, and trust that your team can review requests before they are shared more broadly.
To encourage meaningful care, the app shows each person how many people have prayed for them without turning prayer into a comparison. And instead of a quick tap, members hold down to mark someone as prayed for, creating a simple pause that helps prayer stay personal, intentional, and Christ-centered.
Schedule A Free Demo
Discover How TouchPoint’s Pastoral Care Software Tools Can Transform Your Ministry Today.
Pastoral Care Software FAQs
Yes. Tasks and Notes is fully connected to Process Builder, so when a certain condition is met (e.g., a guest hasn’t attended in 3 weeks), a Task can be generated automatically and assigned to the appropriate leader.
Yes. Your ministry team can use your church mobile app to view, accept, complete Tasks, and add Notes on-the-go, making sure care is responsive and timely.
You can restrict visibility by role—so only specific users (like the pastoral care team) see sensitive Tasks or Notes. This ensures confidentiality and appropriate access.
Tasks and Notes are part of the wider TouchPoint Church Management System, meaning the care interactions tie back into the person’s record, giving you a single source of truth for attendance, giving, serving, and care touch-points.
Churches that have multiple ministries, are managing growth, or who want to ensure follow-up and connection beyond Sunday services will find this feature especially valuable. If your church uses multiple disconnected tools for care tracking, this can bring everything under one roof.
Schedule a free demo with our team, where we’ll walk you through how Tasks and Notes are set up, how they work within our entire ecosystem from database to mobile app, and how you can use the feature to strengthen your church’s care culture.