BETHEL 360° TRACKING

All People

Find any New Guest or New Convert and see the relationship pathway at a glance.

PEOPLE • PATHWAYS • FOLLOW-UP

6

TOTAL PEOPLE

4

NEW GUESTS

2

NEW CONVERTS

3

NEEDS ATTENTION

People Directory

Use the dropdowns to select a person, pathway, current action, status, ministry, or assigned leader.

Person	Pathway	Current Action	Status	Ministry / Assigned Leader	Progress	Actions

Directory principle: All People is a navigation and oversight screen. Detailed personal information remains behind the person's profile/history view rather than crowding the directory.

BETHEL 360° • MONTHLY MINISTRY INTELLIGENCE

Monthly Recap

A snapshot of God's progress through our people, pathways, and ministries.

REACH • TEACH • SERVE

View Period

Start Month

End Month

Ministry

Pathway Stage

Showing July 2026 to September 2026

G

12New GuestsSelected period

C

5New ConvertsSelected period

M

6Ministry AssignmentsSelected period

R

5RSG ConnectionsSelected period

✓

19Follow-Ups CompletedSelected period

%

73%Next Step ProgressSelected period

Guest & Convert Trend

Jul

Aug

Sep

New GuestsNew Converts

The Bethel 360° Pathway

From first visit to lifelong spiritual growth

12GUEST

›

19CONTACT

›

4DISCIPLE

›

6BELONG

›

4SERVE

›

5SUSTAIN

REACH • TEACH • SERVE

Current Status

32Total

Guests 12 Converts 5 Discipleship 4 Ministry 6 Sustain 5

Ministry Assignments

Ministry	Assigned	Connected
Men's Ministry	2	1
Women's Ministry	2	2
Young Adults	1	1
Children	1	1

Key Highlights

• 12 new guests entered the pathway.

• 5 new converts were recorded.

• 6 ministry assignments were completed.

• 5 RSG connections were recorded.

• 19 follow-ups were completed.

Next Steps & Focus Areas

1Complete 9 outstanding follow-up actions.

2Confirm 4 ministry placements.

3Strengthen RSG and ministry connections.

Reports

Bethel 360° Tracking • Operational Reporting

Available Reports

Prototype report views for pathway oversight and ministry follow-up.

New Guest Follow-Up Report

Guest status, overdue actions, assignments, pastor and ministry-leader follow-up.

New Convert Pathway Report

Conversion through baptism, relationship ministry and continued discipleship.

Outstanding Actions Report

Overdue, due today and upcoming tasks by responsible person.

Monthly Pathway Recap

Monthly activity, completions, outstanding actions and movement through pathways.

Notifications, Alerts & Escalations

Bethel 360° Tracking • Keep every follow-up visible, assigned, and moving forward

3OverdueRequire action now

2Due TodayCurrent follow-ups

5Open AlertsAcross both pathways

1EscalatedNeeds leadership attention

Active Alert Queue

Priority actions generated from pathway due dates and assigned responsibility.

Escalation Ladder

The escalation schedule is configurable. These are prototype defaults for review.

Due Date

Responsible PersonTask appears as Due Today and the assigned person receives an alert.

Day 1

Overdue ReminderDaily overdue notification begins for the responsible person.

Day 3

Pathway AdministratorResponsible person remains notified and pathway administration is added.

Day 5

Senior PastorUnresolved follow-up is escalated for pastoral/leadership attention.

Notification Rules

Control when Bethel 360 generates reminders and escalations.

New Assignment

Notify the selected person when a pathway action or ministry assignment is assigned.

Due Today Reminder

Display an alert and notify the responsible person on the action due date.

Daily Overdue Reminder

Continue reminding the responsible person while an action remains incomplete.

Escalation

Add leadership visibility when an overdue action remains unresolved.

Admin Escalation Pastor Escalation

Monthly Recap

Send designated staff a monthly summary of completion, overdue actions, and unresolved follow-up.

✓ Prototype rules saved for this session.

Operating Principle

Notify by Responsibility

Bethel 360 should notify the person responsible for the next action-not everyone. Escalation adds oversight only when the assigned follow-up remains unresolved.

Approved Bethel 360° escalation policy: New Guest and New Convert Administration is jointly assigned to Jacqueline Jenkins and Suzeana Stewart. When an overdue action reaches the configured escalation threshold, both Senior Pastor and Administration are notified. The originally assigned person remains responsible for completing the action.

Responsibility-Based Notification Routing

Preview who receives each pathway notification based on the approved Bethel 360° responsibility structure.

Select Notification Event

Notification routing ready

Choose an event to see the primary recipient, secondary recipient, and escalation behavior.

Operating rule: Notifications follow responsibility. Ministry assignments go to the selected authorized leader, not to every leader in that ministry. Administrative events route to Administration. Escalation to Senior Pastor + Administration occurs only when the configured escalation threshold is reached.

Security & Responsibilities

Bethel 360° Tracking • Role access, pathway responsibility, notifications, and escalation

6Core RolesRole-based access

9Pathway StagesResponsibility mapped

8Ministry LeadersCurrent authorized list

4Control AreasView • Edit • Complete • Assign

Responsibility Matrix

Responsibility defines who is expected to act. Authorization defines what each role is allowed to see or change.

Pathway Action	Primary Responsibility	Can Complete	Notification	Escalation
Guest Card Received / Data Entry	Administration	Administration	Next responsible person	Pathway Administrator
Welcome Card	Administration	Administration	Welcome Text owner	Pathway Administrator
Welcome Text	Administration / Assigned staff	Assigned staff	Ministry Assignment owner	Pathway Administrator
Ministry Assignment	Authorized pathway leader	Authorized pathway leader	Selected ministry leader	Pastor / Pathway Administrator
Pastor Follow-Up	Senior Pastor	Senior Pastor	Ministry leader when next	Senior Pastor
Ministry Leader Follow-Up	Assigned Ministry Leader	Assigned Ministry Leader	Pathway Administrator	Senior Pastor
New Convert Admin Processing	Administration	Administration	Pastor Neil / Deaconess Gilchrist	Senior Pastor
New Believer's Class	Assigned Discipleship Leader	Assigned leader	Pastor / Membership owner	Senior Pastor
Relationship Ministry / SUSTAIN	Assigned Ministry Leader	Assigned leader	Pathway Administrator	Senior Pastor

Access Governance

Role Access

Senior Pastor Full pathway oversight, all people, notes, assignments, escalations, and reporting.

Administration Guest / convert intake, cards, texts, administrative follow-up, assignments, and notes.

Ministry Leader View only assigned people; complete assigned follow-up and enter notes.

Pathway Leader Assign responsibility, monitor overdue work, and coordinate next actions.

Board / Senior Leader Summary and approved reporting access only; no operational edits unless separately authorized.

System Administrator Security configuration, role mapping, responsibility matrix, and notification rules.

Security Principle

UI permissions do not replace backend security. Production architecture remains Authentication → Role Authorization → Supabase RLS → UI Permissions.

Authorized Ministry Leaders

Current selectable ministry leaders. Ministry-to-leader assignments remain configurable.

Niki Munroe Marcia Alexis Suzeana Stewart Imani Trew Andrea McIntyre Valrie Daley Shawn McIntyre Fenton Armstrong

Notification & Escalation Rules

Operational defaults for prototype review. Final timing remains configurable.

AssignedNotify the person responsible for the next action.

Due TodayShow an amber attention indicator.

OverdueShow a red alert and send a daily reminder to the responsible person.

EscalationEscalate unresolved overdue actions according to the configured pathway rule.

Ministry Leadership Mapping

Approved Bethel 360° ministry assignment routing.

Ministry	Authorized Leaders	Assignment Behavior
Children's Ministry & Sunday School	Marcia Alexis • Niki Munroe	Only these leaders appear for this ministry.
Youth & Young Adult	Imani Trew • Suzeana Stewart	Only these leaders appear for this ministry.
Women's Ministry	Andrea McIntyre • Valrie Daley	Only these leaders appear for this ministry.
Men's Ministry	Shawn McIntyre • Fenton Armstrong	Only these leaders appear for this ministry.

Dual Role: Suzeana Stewart retains Administration access in addition to Youth & Young Adult leadership. Jacqueline Jenkins remains Church Administrator / Administration.

Role-Access Validation

Prototype test: select a representative user to verify what Bethel 360° should allow, limit, or block.

Select Leader / User

Access test ready

Choose a representative user above. This validates the intended authorization model before Supabase RLS is implemented.

New Guest Pathway

Priority: actions that need to be completed

2OverdueAction Needed

2Due TodayFollow-Ups Scheduled

0UpcomingNext 7 Days

12Total New GuestsThis Month

Showing: Action Items

New Convert Pathway

Priority: actions that move converts from decision to discipleship

1Overdue

3In Process

1In New Believer's Class

5Total New Converts

Showing: Action Items

Enter New Convert

Launchpad Data Input • New Convert Intake

New Convert Card / Conversion Information

Capture the conversion and hand it into the New Convert pathway.

Data Input

? Upload Convert Card

Take a picture or select an existing image/PDF.

✎ Enter Manually

Type the information directly.

New Convert Card Image / Document

Upload or photograph the new convert card

Production: store the file in Subsplash and link it to this convert record.

Convert Information

First Name *

Last Name *

Phone *

Email

Address

Date of Conversion *

Where did conversion occur? *

Received / Led By

Conversion / Initial Care Note *

Contact information collected

Phone/email/address captured where available.

Card given to Administration

Confirms the manual hand-off to the Admin team.

What happens when saved?

• New Convert record is created
Conversion date, contact information, source card and notes are saved.

• Conversion is timestamped
The initial intake becomes part of the permanent history.

• Admin hand-off is recorded
The record enters the New Convert Tracking pathway.

• Next operational actions are activated
Administration can complete database entry, card mailing and text follow-up.

New Convert Process

1

Conversion
Collect contact information and send card to Admin.

2

Admin Processing
Database entry, card mailed and text sent.

3

Follow-Up & New Convert Class
Pastor Neil / Deaconess Gilchrist, literature, weekly meeting and New Believer's Class.

4

New Member Application
Application provided to Pastor Jenkins.

5

Baptism & Relationship Ministry
Baptism, ministry assignment and continued discipleship.

Enter Guest Card

New Guest Pathway • Section 1 - Guest Card Received

1

Guest Card
Received

2

Information
Entered

3

Welcome
Card Sent

4

Welcome
Text Sent

5

Ministry
Assignment

6

Pastor
Follow-Up

7

Leader
Follow-Up

8

Continued
Engagement

1. Receive the Guest Card

Enter it the same way staff handle the physical card.

Current Action

Upload Guest Card

Take a picture or select an existing image/PDF.

Enter Manually

Type the information directly from the card.

Guest Card Image / Document

Upload or photograph the guest card

Production: store in Subsplash and link it to this guest.

Guest Information

First Name *

Last Name *

Phone

Email

Address

Date of First Visit *

Service / Event

How did they hear about Bethel?

Note after receiving the card *

Guest Card Received

Checking this confirms the first manual step is complete.

New Convert - Full Pathway Review

Bethel 360° Tracking • Active New Convert Journey

9

Pathway Stages

7

Completed

1

Current

1

Next / Ongoing

James Miller

New Convert Pathway • 7 of 9 stages complete

Active Journey

✓

Conversion

✓

Contact
Information

✓

Admin
Processing

✓

Follow-Up

✓

New Believer's
Class

✓

Member
Application

✓

Baptism

8

Relationship
Ministry

9

Continued
Discipleship

Pathway Sections

Completed actions remain available for review. The current stage is highlighted.

✓

1. Conversion

Contact information collected where the person gave their life to Christ.

Completed

✓

2. Contact Information / Admin Handoff

Card given to Administration and person record created.

Completed

✓

3. Admin Processing

Database entry, New Convert card mailed, welcome text sent.

Completed

✓

4. New Convert Follow-Up

Handoff to Pastor Neil and Deaconess Gilchrist; literature and weekly meeting.

Completed

✓

5. New Believer's Class

Ongoing class participation, progress notes and completion.

Completed

✓

6. New Member Application

Application given to Pastor Jenkins and reviewed.

Completed

✓

7. Baptism

Readiness, scheduling and completion recorded.

Completed

8

8. Relationship Ministry

Assign to Men, Women, Young Adults, Children or another appropriate relationship ministry.

Current

9

9. Continued Discipleship / SUSTAIN

Ongoing discipleship, care, RSG connection, ministry service and long-term spiritual growth.

New Convert Pathway • Step 3

•

Conversion

•

Contact
Information

•

Admin
Processing

•

New Convert
Follow-Up

•

New Believer's
Class

•

Member
Application

7

Baptism

8

Continued
Discipleship

Baptism Preparation & Completion

Track readiness, scheduling, completion, and the next relationship-ministry handoff.

Active

Current Stage: Baptism
Next Stage: Relationship Ministry + Continued Discipleship

1. Baptism readiness confirmed

Pastoral/discipleship preparation is complete and the person is ready to be scheduled.

2. Baptism scheduled

Record the planned baptism service/date.

3. Baptism completed

Confirm the baptism actually occurred before closing the stage.

Baptism Date *

Service / Occasion

Officiating Minister

Status

Baptism Note *

Relationship Ministry Assignment

New Convert Pathway • Connection after Baptism

•

Conversion

•

Admin
Processing

•

Follow-Up

•

New Believer's
Class

•

Member
Application

•

Baptism

7

Relationship
Ministry

8

Continued
Discipleship

Assign to Relationship Ministry

Place the person into the appropriate Bethel relationship ministry and notify the responsible leader.

Active

Relationship Ministry *

Assigned Leader *

Assignment Date *

First Leader Follow-Up Due

Relationship ministry assigned

The ministry placement has been recorded.

Responsible ministry leader notified

The person should now appear on that leader's assignment/follow-up list.

Assignment / Care Note *

Continued Discipleship

New Convert Pathway • Long-Term Spiritual Growth

•

Conversion

•

Admin
Processing

•

Follow-Up

•

New Believer's
Class

•

Member
Application

•

Baptism

•

Relationship
Ministry

8

Continued
Discipleship

Ongoing Discipleship & Engagement

This stage remains active and records continued spiritual growth, ministry connection, care, and service.

Ongoing

Current Relationship Ministry

Current Discipleship Status

Small Group / RSG

Ministry Service

Regular church engagement

Participating consistently in worship/fellowship.

Connected to an RSG / small group

Record which group when applicable.

Serving in a ministry

Record the ministry and role when applicable.

Discipleship / Pastoral Care Note *

New Member Application

New Convert Pathway • Membership Preparation

•

Conversion

•

Contact
Information

•

Admin
Processing

•

New Convert
Follow-Up

•

New Believer's
Class

6

Member
Application

7

Baptism

8

Continued
Discipleship

Membership Application Handoff

Record the manual handoff of the New Member Application to Pastor Jenkins and track review to completion.

Active

Responsible Role: Pastor / Membership Review
Primary Recipient: Pastor Jenkins
Current Stage: New Member Application

1. New Member Application given to Pastor Jenkins

Confirm that the application has been formally handed off for pastoral review.

2. Application received for review

Confirm receipt and begin the membership-review process.

Date Given *

Review Status *

Membership Review Note *

Membership application stage complete

Checking this closes the application stage and activates Baptism as the next pathway step.

New Believer's Class

New Convert Pathway • Discipleship Progress

•

Conversion

•

Contact
Information

•

Admin
Processing

•

New Convert
Follow-Up

5

New Believer's
Class

6

Member
Application

7

Baptism

8

Continued
Discipleship

New Believer's Class

Track assignment, participation and readiness for the next discipleship step.

Due Today

Class Status: Ready to Assign
Pathway: Follow-Up & New Convert Class

Assigned To / Class Leader *

Class Start Date *

Meeting Day / Time

Current Status

Assigned to New Believer's Class

The convert has been placed in the class and the responsible leader is aware.

Class information communicated

Date, time and expectations were provided to the convert.

Class / Discipleship Note *

New Believer's Class completed

Use this only when the required class process has been completed. The New Member Application becomes the next pathway action.

New Convert Follow-Up

Step 2 • Follow-Up & New Convert Class

•

Conversion

•

Contact
Information

•

Admin
Processing

4

New Convert
Follow-Up

5

New Believer's
Class

6

Member
Application

7

Baptism

8

Continued
Discipleship

Follow-Up Responsibilities

Complete the manual pastoral-care handoff and prepare the convert for New Believer's Class.

Active

Follow-Up Team: Pastor Neil & Deaconess Gilchrist
Current Stage: Follow-Up & New Convert Class

1. New Convert information received

Pastor Neil and Deaconess Gilchrist have received the handoff.

2. Literature provided

Deaconess Gilchrist has provided the appropriate new-convert literature.

3. Weekly meeting scheduled

Schedule the ongoing weekly follow-up meeting.

Weekly Meeting Date *

Primary Follow-Up Person *

Contact Method

Outcome

Follow-Up Note *

Ready for New Believer's Class

Checking this activates the New Believer's Class as the next pathway action.

New Convert - Admin Processing

Step 1 completion • Database Entry → Card Mailed → Text Sent

•

Conversion

•

Contact
Information

3

Admin
Processing

4

New Convert
Follow-Up

5

New Believer's
Class

6

Member
Application

7

Baptism

8

Continued
Discipleship

Administration Checklist

Complete the same three actions Administration performs manually.

Overdue

Responsible Role: Administration
Received: September 8, 2026
Current Status: Admin Processing

1. Information entered into database

Verify the New Convert record and contact information.

2. New Guest / New Convert card mailed

Record that the welcome/new convert card was mailed.

3. Text sent to new convert

Confirm the initial text communication was sent.

Admin Completion Date *

Completed By *

Admin Processing Note *

Welcome Card

New Guest Pathway • Section 3 - Welcome Card Sent

•

Guest Card
Received

•

Information
Entered

3

Welcome
Card Sent

4

Welcome
Text Sent

5

Ministry
Assignment

6

Pastor
Follow-Up

7

Leader
Follow-Up

8

Continued
Engagement

Send Welcome Card

Record the manual mailing of the new guest welcome card.

Due Today

Assigned To: Administration
Due Date: September 10, 2026
Method: Mail

Welcome card prepared

Card addressed and ready to mail.

Welcome card mailed

Checking this marks the action as completed.

Date Sent *

Completed By *

Note after this action *

Send Welcome Text

New Guest Pathway

-

Selected Guest

New Guest

First Visit
-

-

Welcome Text

Send or record the welcome text and capture the guest's response.

Message

Outcome

Note *

Guest Profile / History

New Guest Pathway

-

Selected Guest

New Guest

First Visit
-

-

Contact & Action History

No history selected.

Assign to Ministry Leader

New Guest Pathway

•

Guest Card
Received

•

Information
Entered

•

Welcome
Card Sent

•

Welcome
Text Sent

5

Ministry
Assignment

6

Pastor
Follow-Up

7

Leader
Follow-Up

8

Continued
Engagement

MS

Mary Smith

New Guest

First Visit
September 7, 2026

(914) 555-1234

mary.smith@email.com

Assign to Ministry Leader

Connect this guest with the appropriate ministry for follow-up and care.

1. Select a Ministry

2. Select Ministry Leader

3. Follow-Up Due Date

4. Note for the Leader

BETHEL 360° TRACKING

Pathway Reports

Leadership reporting for New Guests, New Converts, follow-up, ministry connection, and pathway progress.

REACH • TEACH • SERVE

Report Filters

Choose the reporting period and pathway. The prototype uses the current live pathway records.

Period

Pathway

Status

0PEOPLE IN VIEW

0OPEN ACTIONS

0NEEDS ATTENTION

0MINISTRY CONNECTED

Pathway Status

Ministry Connections

Leadership Detail

Operational detail supporting the report summary.

Person	Pathway	Current Action	Status	Ministry / Responsibility

Lisa Carter	Welcome Text	Sep 10
Mark Wilson	Pastor Follow-Up	Sep 12
Kevin Thomas	Class Follow-Up	Sep 14

All People

People Directory

Monthly Recap

Reports

Available Reports

Notifications, Alerts & Escalations

Active Alert Queue

Escalation Ladder

Responsibility-Based Notification Routing

Notification routing ready

Security & Responsibilities

Responsibility Matrix

Authorized Ministry Leaders

Notification & Escalation Rules

Ministry Leadership Mapping

Role-Access Validation

Access test ready

Welcome to Bethel 360° Tracking

New Guest Pathway

New Convert Pathway

Attention Required

My Follow-Ups

Recent Activity

New Guest Pathway

New Convert Pathway

Enter New Convert

New Convert Card / Conversion Information

Convert Information

Enter Guest Card

1. Receive the Guest Card

Guest Information

New Convert - Full Pathway Review

James Miller

Pathway Sections

Baptism

Baptism Preparation & Completion

Relationship Ministry Assignment

Assign to Relationship Ministry

Continued Discipleship

Ongoing Discipleship & Engagement

New Member Application

Membership Application Handoff

New Believer's Class

New Believer's Class

New Convert Follow-Up

Follow-Up Responsibilities

New Convert - Admin Processing

Administration Checklist

Welcome Card

Send Welcome Card

Send Welcome Text

Selected Guest

Welcome Text

Guest Profile / History

Selected Guest

Contact & Action History

Assign to Ministry Leader

Mary Smith

Assign to Ministry Leader

Pathway Reports

Report Filters

Pathway Status

Ministry Connections

Leadership Detail

About

Service Times

Contact Info

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