Nothing is better than experience! YouthTracker.net was designed by a youth worker who was on the front lines of ministry day in and day out. YouthTracker.net evolved over time to include those features that were needed in real youth ministry experiences. It has been in use for over six years by various ministries and youth centers around the world from Great Britian to Australia to the United States. We hope you'll find YouthTracker.net to be just as powerful for you as it has for many others!
Key Features
Compare YouthTracker.net
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Youth Assistant |
Ministry Database |
| Online Access From Anywhere |
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| Mobile Access (iPhone, Blackberry, etc) |
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| User Friendly |
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| Unlimited Records |
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| Unlimited Staff Accounts |
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| Free Tech Support "Email/Phone" |
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90 Days only, or an additional $199/year |
$50 per instance |
| 256 Bit SSL Encryption |
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| Free Database Backups |
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| Free Software Updates |
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Only if purchased for an additional $199/year |
Only if purchased for an additional $175/year |
| Compatible With All Operating Systems |
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Windows Only |
Wndows Only |
| Export Data |
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| Online Event Registration |
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| Online Event Payments (Credit cards, checking accounts, and PayPal) |
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| "Instant" Bulk Text Messaging |
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| Send Bulk Email |
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| No Hardware Required |
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Barcode Scanner Must Be Purchased |
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| Easy To Read/Setup Reports |
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| Medical Records |
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| Google Mapping |
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| Labels |
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| Prayer Requests |
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| Event Sign-in Attendance |
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| Advanced Search Funtion |
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| Mentors |
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| Auto Grade Level Up |
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| Upload Medical Release Documents |
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Our mission is to help you do ministry, we will never share any of the student, staff, or family information you enter into our system. That information is yours, not ours. We protect that information with the utmost of security and privacy. Instead of you having to worry about backups, security, and firewalls, we manage all that technology for you. Your student information is protected and will never be used for marketing or research or sold to any other company. Our security and privacy practices include:
- Complete 256-bit SSL Encryption for all data crossing the internet.
- PCI (Payment Card Industry) approval and certification.
- Secured firewalls for all servers.
- Regular scanning by a 3rd party for over 30,000 known vulnerabilities.
- Trust Guard Certification for:
- Security
- Privacy
- Business
- Real-time database backups to multiple data centers.
- RAID 1, complete data mirroring disk storage for all drives.
- 2048 bit AES Encryption for financial information.
- Secure programming and code writing techniques.
YouthTracker.net is the ultimate solution to ministry tracking:
- Track a person with their full name, nickname, photo, address, phone number, cell phone, email addresses and instant messenger ID.
- Easily upload photos from your hard drive and YouthTracker.net will resize them automatically.
- Also track a person's grade level in school, church attended, birthdate (with automatic notification), gender, employer, work hours, significant other's name and anniversary, behavior and general notes, sports and hobbies.
- Track a person's monetary account from fundraisers and expenses for events and camps.
- People can be placed into Stages that you define so you can track progress through your development plan. For example, Pre-Evangelism, Evangelism, Follow-up, and Leadership.
- Assign a staff member to each person and track their relationship and the staff member's contacts with the person.
- Record any significant commitments made by the person. You define the commitment types and then assign them to people who make them in appointments or at events. For example, New Decision, Rededication, and Missionary Service.
- Record any contacts with the person by any of your staff or volunteers...for example record the coffee appointment, the visit at school, or the game you attended to watch them play.
- Download PDF mailing labels ready to print.
- Track the person's attendance at events so you know when they've come and when they've been missed.
- Easily make a person inactive so they don't get counted in your statistics.
- Download a Microsoft Excel® file with people's names and addresses.
- Keep track of medical information, allergies, and health-related contact information.
- Upload scanned copies of medical release forms and premission slips so you can access them online from anywhere in the world.
- Include private notes that only authorized staff can view.
Every Organization has families and some families have lots of people. YouthTracker.net allows you to track a family and when things change all of that family's people records are updated - regardless of which area the person belongs to.
- Store family information such as parent's names, home address and phone number.
- Link people to families and the family information immediately updates that person's record.
- Share families across areas of an organization.
- Quickly view person profiles from the family record.
- Remove or attach people to families at any time.
- Updates to family information is immediately made to all family member records.
- Include a family photo.
- Print family directories.
Even small ministries need to keep track of their adult staff and volunteers. YouthTracker.net gives you the tools to keep staff information organized as well as give staff and volunteers access to YouthTracker.net so they can view and update student information.
- Give staff and volunteers their own usernames and passwords to access YouthTracker.net.
- Staff and volunteers can be given granted permissions to only view or edit specific information or students.
- Staff profiles are shared across multiple areas if your staff work in multiple areas of your ministry.
- Assign staff to disciple people and then view staff progress.
- Download a Microsoft Excel® file with staff mailing addresses.
- Make a staff member inactive if they no longer work actively with students.
- Record staff start dates and volunteer status.
- View all staff contacts with people.
YouthTracker.net includes Student Sign-InSM, the first ever online tool for allowing students to sign themselves in at your events -- it requires nothing but a web browser -- no specialized hardware, drivers, or barcode scanners.
- Use Student Sign-InSM to let students sign themselves in when they attend your event.
- Use Student Sign-InSM with Labels for your Children's ministry check-in. Allow a parent to check-in more than one student with just a few clicks and have all of the labels printed in just seconds.
- Use Family Check-in to check in a whole family at one time.
- Upcoming events are published via an RSS feed that you can place onto your ministry Web site or distribute via email to your students, parents, and volunteers.
- Include events on your Google Calendar, desktop iCalendar or Outlook via the iCal subscription link.
- Print a paper attendance sheet for use at events where you don't have computer access.
- Attendance statistics are automatically generated from your attendance records.
- View graphs of event attendance and your average attendance at events.
- Mark that the Gospel was presented at an event and all attendees will be counted in statistics of who has heard the Gospel.
- First time attendees are noted so you can send them a thank you or welcome note.
- People can add their own record when you use Student Sign-In™ and a new person checks in.
- Total attendance as well as unique student attendance is automatically calculated.
- Randomly pick a person to win a door prize from the list of people who have signed in.
- Track event types, dates, time, length, and notes.
* Student Sign-InSM; requires a computer with internet access logged into YouthTracker.net and Student Sign-InSM during the event.
YouthTracker.net includes the event registration. Different from attendance, registration allows people and parents to sign-up for your events ahead of time, pay online, and keep up-to-date if they are on the waiting list.
- Online Student Registration allows people and parents to register for your events from home.
- Online registration shows a person's amount paid and amount due.
- Online event payments can be made by checking, savings, credit card or PayPal (PayPal also supports international currencies and a variety of other payment methods.)
- Manage event registration including deposits and payments for events, waiting lists, and male/female numbers.
- Brand new people can sign-up and create their profile during the event registration process.
School and Church Tracking
YouthTracker.net allows you keep track of schools and churches in your area.
- Track school information including key school personnel, school address, Web site, phone number, and notes.
- Link people to the school they attend and you can easily view who attends a school from the school information page.
- Track church information including key church personnel, church address, Web site, phone number, and notes.
- Link people to the church they attend and you can easily view who attends a church from the church information page.
- Record a visit to a school event or lunch and quickly mark off contacts with people on a single page.
Groups, Email and TXT Messaging
Easily place students into groups and then email or TXT those groups at a click of a button.
- Create smart groups instantly from any advanced search results. Smart groups automatically update as people that match the search criteria are added to the database.
- Send email (including HTML email and file attachments) to groups of people. A copy is conveniently kept so you know what messages you've sent out.
- Easily send TXT messages to your people's cell phones for just pennies! (Read more about why our TXT service costs just pennies per message recipient.) Remind them of upcoming events quickly and easily. You get full status updates on each message sent so you know if each person received your message.
- View the attendance history for each person in a group.
- Print group directories or labels for mailing quickly.
The beauty of all the data you enter into YouthTracker.net is that it's instantly added to a database and then accessible for statistics and detailed reporting.
- Advanced Search report allows you to pick people based on almost any criteria in their record. Instantly create groups or email the people in your search results.
- View a Contact Report that shows each person and when they were last contacted by a staff member or attended an event. Color coding makes visual identification quick and easy.
- Assignment Reports show each staff member and the people they have been assigned. Quickly see the nature of the relationship, the person's stage and their last contact on a single page for each staff member and person.
- Instantly create printable directories complete with photos.
- Contact reports show each contact by staff members so you can easily track who is making contacts with your people.
- Stage Reports show which people are in which stage and when they entered their current stage. Quick links to a person's assigned staff give Director's the ability to encourage staff to be moving people through the process intentionally.
- Prayer Requests as consolidated onto a single page so your staff can prayer for them.
- Download a Microsoft Excel® file with people addresses for mailing.
- Download a Microsoft Excel® file with volunteer addresses for mailing.
- Download a Microsoft Excel® file with all contact information.
- Organization decision makers can download a Microsoft Excel® file with person mailing information for every perrson in an organization.
Built for Big (or small) Organizations
YouthTracker.net can radically simplify the way your organization keeps information whether it's big or small. YouthTracker.net can be used in a single church ministry or a multi-country outreach group with distinct branches or areas.
- Organization reports show statistics for all areas in the organization so decision makers can see instant up-to-the-minute reports on how every area is doing.
- Each area has distinct people, events, schools, churches and statistics. However, YouthTracker.net allows you to move people from one area to another, so once a person graduates from your Junior High ministry, their record can move with them into your High School ministry. Staff can be involved in more than one area of ministry while retaining the same record.
- Organizational staff can be granted permissions to view and edit any areas within your organization.
- Organizations set preferences for person stages, commitment types, and contact types that apply to all their areas.
- Area directors are given full permissions to change anything within an area but not organization preferences.
- A small organization with just one area won't be bogged down with complex interfaces or choices...everything stays simple regardless of the number of areas in your organization.
YouthTracker.net's design was inspired by ease-of-use and extensive work in Human Computer Interaction. With over a year of use in the field YouthTracker.net is already well refined, but we continue to improve and seek comments and feedback from our users.
- Context sensitive help -- just hover your mouse over a term or statistic that you don't understand.
- Easy to use Web form elements create the interface for ease of use.
- Simple is better and YouthTracker.net tries to keep the information and pages as simple as can be so you can focus on your ministry...not learning new software.
Want to see more, check out the YouthTracker.net Demo or Sign Up for your YouthTracker.net service today!
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