See every screen: the Admin Screen Tour shows each admin page on a phone and a desktop. For a short day-to-day checklist, see the Administrator Daily Guide.
The Quarterly Visit Coordinator helps leaders schedule quarterly visits with the companionships they lead. Instead of a leader chasing each family by hand, the system texts the members, proposes a few times, confirms the visit, sends reminders, and afterward asks the leader whether the visit happened.
As an administrator you keep the pieces in place that make that possible:
You do not send texts yourself, and the system never texts anyone who hasn't personally opted in. For those members it still writes the message it would have sent and waits for you to relay it — see §7. Messages.
https://ministering.beaconpointe2nd.org/login. You'll land on "Sign in to your
account."The first time you sign in, you'll see "Set up your authenticator."
Every time after that, you'll just enter the current 6-digit code from your authenticator app.
There is no password and no login text message. Your authenticator app is your key. Keep that app on your phone. If you lose your phone or delete the app, another administrator can reset your access (see §4.2).
Administrators land on the Admin Dashboard. (Leaders land on their own Leader Dashboard — see the Leader Guide.)
Three cards summarize the current quarter:
| Card | Meaning |
|---|---|
| Total Companionships | How many companionships exist. Click through to Coverage. |
| Completed Visits (Qx-YYYY) | Visits already completed this quarter. |
| Escalations needing action | Threads under Paused threads (§8) plus stalled ones (No reply). The line under it shows each count, in red when there are any, and the delivery failures from the last 30 days. Red means action needed. Other Escalations sections are not counted, so open the page itself even when this reads zero. |
The top navigation bar is where you live: Roster (§4), Coverage and Visits (§6), Schedule (a leader's booked visits, offered times and open time; choose the leader at the top), Messages & Deliveries (§7 and §10), Calls (§9), Escalations (§8), and Sign-ins (§11), then Guides, which opens these guides in a new tab, and Logout. When you are yourself a leader, a My Leader Portal link to your own dashboard sits just before Guides. On a phone, on most tablets, or in a browser window narrower than 1280 pixels (at normal zoom), these links are under the Menu button.
Open Roster from the top bar. It has two tabs: People and Companionships.
Each person shows their Name, Phone, Opt-in status, and Roles.
Opt-in status is the single most important column:
Roles shows Admin and/or Leader badges. A leader who has stepped down shows Leader (retired).
At the top of the tab you have:
The table lists active people only. Anyone who has been retired (§4.6) is tucked into a collapsible "Retired (N)" section underneath the table. If you're hunting for someone you can't find, look there before you re-add them — re-adding creates a duplicate, whereas Reactivate restores the original person with their history intact.
Click the ⋮ (three dots) at the end of a person's row:
Each visit under Recent Visits shows this person's own status
(Scheduled, Completed, or Missed), not the whole visit's. Once
a visit's time has passed, Mark completed / Mark missed record
whether this person was there; the rest of the companionship is untouched,
exactly like the same buttons on one minister's line on the Visits page
(§6.2). A visit they weren't on (a companion's make-up, say) reads
"Name was not on this visit." and has no buttons.
- View as leader — opens a read-only copy of that person's leader dashboard
(§4.7). Only appears for people who have the Leader role.
- Open schedule — a leader's confirmed visits, the times still on offer
and their open time, by date (read-only). Only appears for leaders. Schedule in
the top bar opens the same page; choose the leader there.
- Make Leader / Demote Leader — grants or removes the leader role. A
person needs a phone number on file to be made a leader, since that's how
they sign in. Demote is refused for a leader with recorded visit history (it
must stay attributed to them) or with outstanding scheduling holds; use
Retire Leader instead.
- Retire Leader / Reactivate Leader — the right way to handle a leader
stepping down. Retiring stops them being assigned new visits and ends their
dashboard access, without deleting anything, and can be undone. Any
companionships assigned to them become unassigned: the banner links to
them, and Change leader on each card gives it a new leader or Any
leader (Flexible) (§4.5). Until you do, they won't be scheduled.
- Make Admin / Revoke Admin — grants or removes administrator rights. You
cannot revoke your own admin rights (this guarantees the ward is never
locked out of administration).
- Reset Auth — clears their authenticator and signs them out everywhere, then
shows you a one-time enrollment code (like ABCD-EFGH). Give it to them in
person or by phone. At their next sign-in, after entering their phone number, they
enter it on the setup page together with the 6-digit code from their authenticator
app. It works once and expires after 7 days. That page is the only place the code is
shown, so note it before you leave; reloading it or going back to it resets again
and replaces the code. If it is lost or expires, just reset again for a new one. Use
this when someone loses their phone or gets a new one. Without the code, anyone who
knows their number cannot set up an authenticator in their place.
- Issue Sign-in Code — appears instead of Reset Auth for an admin or
active leader who has never set up an authenticator. It shows the same one-time
code, on the same terms.
- Delete — removes the person entirely, including their history. This is
permanent. For someone who has simply moved away or come off the ministering
roster, retiring them is almost always what you want instead (§4.6).
Click + Add Person, fill in Name and Phone Number, optionally check "Make this person a Leader," and press Add Person.
The person is created as Pending and given a unique opt-in code. No text is sent. They only start receiving messages after they subscribe themselves (§5).
To seed everyone at once from the church's LCR "Ministering Assignments" report:
Everyone imported is added as Pending, exactly like adding one person by hand. The PDF is not consent — imported people still have to opt in themselves before they get any texts.
Re-running the same import is safe: people already on the roster are matched rather than duplicated, and the confirmation banner tells you how many were added, how many companionships were created, and how many were skipped.
On a test setup that sends no real texts, the import form also shows a "Use synthetic phone numbers" checkbox. The live system never shows it, and refuses a synthetic import, so a real roster can't be seeded with fake numbers.
A companionship is the group of 2–3 people a visit is with.
Press Create Companionship. The system refuses fewer than two members or more than three, and tells you why. - Change leader — on each companionship's card. Opens the same Who takes their visits choice, set to what it is now: Any leader (Flexible), a specific leader (not one of its own members), or Unassigned. Press Save. This is how you reassign a retired or demoted leader's companionships; filter Leader to Unassigned to find them. The change applies to the next times offered: times already offered to the members, and visits already booked, stay with the leader who offered them, and nobody is texted. While times are out you can choose Any leader or Unassigned, but not a leader by name whose times they aren't (the page says so); that's possible once the members answer or the offer lapses, within a few days. A companionship you assign is offered times the next time scheduling runs, which happens whenever a leader adds availability and at the start of each quarter. - Delete — removes a companionship that has no visits or messages yet (one added by mistake). Once it has any, Delete is unavailable and says why: its visits and messages are kept. Use Change leader to fix who takes its visits, or Retire to stop a pairing that no longer exists. - Retire — shown where Delete is unavailable. It ends the companionship's open offers, releases the times held for it, cancels its confirmed visits still to come (each visit's leader is texted now, once; members get nothing) and moves the card under Retired. Its families stay with it until a reconciling roster import reassigns them. Only a reconciling import that lists the same ministers together brings it back.
Companionships are what the scheduler works from. A companionship is scheduled even if none of its members has opted in yet: their messages wait on the Messages page for you to relay (§7). What does stop scheduling is having no leader: a companionship that is neither assigned to a leader nor marked flexible never gets a proposal.
When someone moves out of the ward or comes off the ministering roster, you don't delete them — you retire them. Retiring is a reversible "stop everything for this person" that keeps their history.
Retiring a person immediately:
Nothing is destroyed. Their consent record and past visits are kept, and the retirement itself is written to the consent history as an admin action — so the audit trail distinguishes "an administrator stopped their texts" from "this person texted STOP."
How retirement happens. There is no per-person Retire button (Retire Leader in the ⋮ menu retires only the leader role, §4.2). Retirement happens only through an import with "Reconcile roster" ticked: the people on the roster who are not in the uploaded PDF are the ones retired. That's why the reconcile checkbox is off by default and why the preview makes you look at the list first — tick it only when the PDF you're uploading is the ward's complete current roster. Uploading a partial or single-district PDF with reconcile on would retire everyone it doesn't mention.
Two groups are never retired automatically:
Bringing someone back. Either re-import with Reconcile ticked (anyone who reappears in the PDF is reactivated automatically), or open the Retired section and press Reactivate next to their name.
Reactivating restores the opt-in status they had before. Someone who was Confirmed when they were retired goes straight back to Confirmed and starts receiving texts again — they do not have to subscribe a second time, because their original consent was never withdrawn. Someone who had texted STOP is still opted out. This is the reason to reactivate rather than re-add: a re-added person comes back Pending and has to opt in all over again.
When a leader asks for help — "I set my availability but nothing got scheduled" — you can look at exactly what they see. On the People tab, ⋮ → View as leader.
You get their dashboard: their availability blocks, their Upcoming Visits (confirmed visits still ahead, soonest first, with an Open Visits page link to their visits on the Visits page), and Coverage, under an amber "Admin view" banner naming the leader.
This is not signing in as them. You stay signed in as yourself, every control that would change something is removed from the page, and each time you open it the system records who viewed whose dashboard. You can look; you cannot touch. To change a leader's availability, walk them through doing it — or ask them to.
The link appears only on people who hold the Leader role. A retired leader can't be viewed — they can't sign in, so there's no live dashboard to support. Reactivate them first (§4.6).
This is the heart of your job, and it protects the ward legally. The system only ever texts people who personally opted in. Here is the full path:
https://ministering.beaconpointe2nd.org/join.Press Print opt-in codes — it's on the People tab, in the Import panel, and
in the banner shown after an import finishes (or go straight to
/admin/roster/codes). This produces cut-apart
slips, grouped by leader, each with the member's
name, their code, a QR code, and the https://ministering.beaconpointe2nd.org/join
link. Hand these
out at church — a member can scan the QR to jump straight to the form with
their code filled in.
On the People tab, All members & links opens a list of every member with their status, mobile number, opt-in code, and join link. Filter it by leader or status (Pending is the usual one). For each member:
Edit invitation template lets you change your own wording (each admin and leader has their own); Reset to default puts the standard wording back. This is your personal text to them, not a system message, so it is fine to send to a Pending member.
docs/compliance/a2p-10dlc.md. If a carrier or
auditor ever asks how consent is collected, that document plus the per-person
consent history is the answer.Open Coverage from the top bar. Search by family or minister name, or filter by Leader (including Unassigned and Any leader) and Quarter. Each companionship is a card showing:
Coverage is read-only. You act on what you find from Visits, Messages, or Calls.
Open Visits from the top bar. It has the same search, leader, and quarter filters. Each companionship card has a line per minister, with a status: Scheduled, Completed, Missed, Offer sent, or Not scheduled. A line for someone who can't be texted also says why (Pending opt-in or Opted out of texts).
Actions appear on a line only when they make sense:
Clicking a minister's name opens their details page.
When a quarter ends, its leftover business has to be closed: scheduling threads still open from that quarter are closed (each one is sent a closing text), companionships with no confirmed visit are marked missed, held times are released, and scheduling for the new quarter starts. This normally happens on its own, once a day, in the morning, shortly after the quarter ends.
At the top of the Coverage page, a close-out panel tells you where the last quarter stands: closed (with the date), in progress, or has ended and has not been closed. Only in that last case do you need to act:
A quarter can only be closed within 14 days of its end. After that it is too far past to close safely, and the panel says so.
Not everyone subscribes to texts, and the system can't text someone who hasn't opted in. Open Messages & Deliveries from the top bar to cover that gap: its Conversations pane lists every companionship member who currently can't be texted — Pending or Opted out — alongside the proposal message they would have received. Filter by Leader, and switch between Active (still needs a reply) and Archived (no longer active — resolved, closed at quarter's end, or paused for escalation, so check Escalations before assuming an archived row is done). Every paused thread has a card there: with a Paused badge when it still owes a relay, or read-only ("Paused: nothing to relay", no buttons) when it doesn't.
Reach the member yourself — a call, a personal text, in person — then type what they said into the Log reply box and submit it. The system reads it the same way it reads a real text reply: it can confirm the visit, post a fresh proposal for you to relay again, or, if it can't make sense of three replies in a row, pause the conversation onto Escalations for a leader to follow up directly.
Each companionship is a card headed Ministers to and its families, with its ministers listed underneath (a companionship with no families is headed by its ministers' names), then its leader and how many members are waiting on a relay. Full thread shows the conversation so far with each sender by name (System for the system's own texts).
Two helpers on that page: each member row shows a conversational version of the message written to be sent from your own phone (member's first name, signed by you, naming their leader, or "One of our leaders" when the companionship has no particular leader), with a Log relay button that records "delivered" once you've sent it; "Relayed to …" appears right in that member's row, which keeps a count of relays with the last date so the next admin knows the message went out. A member who hasn't subscribed also gets a sign-up link with their code filled in; an opted-out member never does. And each member row offers a Needs a call tag that hands that person to the Calls page (§9), while the card's Companionship needs a call button hands over the whole companionship. Once someone is on the Calls list, the button is replaced by a badge saying so.
See the Messages Page Guide for the full walkthrough, including exactly what a logged reply can and can't set off.
Open Escalations from the top bar. It collects everything the system can't move forward on its own. Each section says so plainly when it's empty, so on a quiet day you can skim it in seconds. Most sections cover the last 30 days.
Scheduling that stalled:
Texts that didn't arrive:
Changes nobody was told about:
Leaders:
Each row shows the leader's own words, with their name linking to their roster page, and a label saying what they were answering:
Beside the label is what the reply seemed to say (for example Can't make it or Wants a new time) or why it wasn't applied. The row names the visit's date and time and the companionship it was for (Ministers to, its families and its ministers, with a Visits button). When the leader has several visits at that time the row says (several visits at that time) rather than guess, and (visit not found) when the visit no longer exists. A Possible opt-out request marker means the words read like a request to stop without being the exact keyword: nothing was sent back, so call them to ask what they want. Not read: classifier unavailable means nothing could read the reply; the words are still exactly what they sent.
A Could answer either row comes from a leader who also ministers. They had a post-visit check-in waiting while their own companionship was being scheduled or had just booked, so their text could have answered either one, and the system applied it to neither. The first held reply for each such visit draws one text telling them their message was passed to you, who will confirm how that visit went, and to resend anything about their own visit afterwards (later held replies for the same visit draw nothing more). Set the outcome of each visit they led in the past week on Visits (§6.2); that ends the overlap, and their next text reaches their companionship's scheduling as usual. If their words were about their own companionship's times, ask them to send them again.
The same label also covers the day before a visit they lead: they texted while that visit's reminders were going out and their own companionship was still being scheduled. The row names that upcoming visit rather than one they already led. Nothing changed; they got the usual neutral reply ("we've noted this for your admin. The visit is unchanged."), not the text above. If they can't make the visit, handle it as any leader's "I can't make it" above; if their words were about their own companionship's times, pass them on to that companionship's leader, since waiting for the leader to resend after the visit may be too late. - Leaders who cannot be texted — active leaders who opted out or never opted in. They get no reminders, no post-visit questions, and no alerts about companionships that need help, so keep an eye on their companionships yourself. Only the leader can turn texts back on. - Member replies no leader received — counter-offers and late replies that would normally go to the leader, but the companionship has no assigned leader (Flexible, or none set) or its leader can't be texted. Nobody else has seen these words. Reach out to the member and book from Calls.
Make-ups (§6.2):
Texts are the first tier, hand-relay through Messages is the second, and a phone call is the third. A call settles in one conversation what relay needs two round trips for: you hear the answer before you hang up. Nothing arrives on the Calls page by itself — you decide who belongs there.
Tagging is idempotent — an already-tagged member or companionship shows as tagged rather than letting you stack up duplicates. A companionship request stays until it's booked from its call card, and a member tag until you press Clear. Nothing expires them, including at quarter end.
Open a companionship's card and you have everything for one phone call:
Booking is one click. It writes a confirmed visit exactly as if the member had texted an agreement: reminders get scheduled, a confirmation goes to the members it's with who receive texts, the scheduling thread closes, and the call request resolves itself. A booked companionship also disappears from Escalations on its own.
The page refuses what it can't honor — a time that was just taken, has already passed or is no longer in the leader's availability, or members who all already have a visit this quarter — with a clear message you can act on while the member is still on the line. It never silently books something wrong.
Most calls don't book on the first ring. Record those too: No answer, Voicemail, Call back, Declined — with an optional note. Every attempt stays on the card showing who made it and when, so whoever picks this up next knows the history.
Member-level tags from the Messages page appear under Individual members with their name, number, who tagged them and when, each with a Clear button once they're reached. These are triage notes — clearing says "this person has been handled", not that anything was booked.
Open Messages & Deliveries from the top bar and switch to the Deliveries & Responses pane to stop guessing about outbound texts. Every message shows whether it was attempted, accepted by the carrier, and delivered to the member's phone. Filter by member and by window (the last 7, 30, or 90 days, or the last year).
Before concluding "they never got anything", look here: it distinguishes "we never sent one", "the carrier rejected it", and "sent but never delivered" — three problems with three different fixes.
Below the deliveries, Responses shows which members accepted each scheduled visit. A No response member can be texted but never replied; reach them through Calls. A Not textable member is relayed from the Conversations pane instead.
Sign-ins lists sign-in and credential events by type and window: who tried to sign in, when, and how it went. When a leader says "I couldn't get in last Sunday", this answers what actually happened without anyone writing SQL. It pairs with Reset Auth (§4.2): reset, then watch here to confirm they got back in. A mfa enroll blocked row after a reset can mean someone tried to set up an authenticator for that person with a missing, wrong or expired enrollment code, or simply that the person mistyped their own code; if it wasn't them, reset again and hand them the new code yourself. A mfa enrollment closed row marks someone who had been reset before enrollment codes existed: reset them again so they get a code.
You don't have to drive scheduling — the system re-runs itself each quarter. A typical cadence for an administrator:
At quarter's end the system automatically clears old reservations, closes open conversations, marks unfulfilled visits as missed, and starts fresh scheduling for any companionship still needing a visit (§6.3).
A leader lost their phone / got a new one and can't sign in. Open the roster, find them, ⋮ → Reset Auth. You'll be shown a one-time enrollment code: give it to them in person or by phone. The next time they sign in, after entering their phone number, they enter it on the setup page together with the 6-digit code from their authenticator app. It expires after 7 days; reset again if it is lost.
Someone says they're not getting texts.
Check their Opt-in status. If it's Pending, they never finished
subscribing — give them their code and the
https://ministering.beaconpointe2nd.org/join link. If it's Opted out, they
texted STOP; they must text START themselves. START resumes texts
only for someone who had subscribed before; anyone else goes back to
Pending and subscribes at /join with their code. If you can't find them
in the People list at all, check the Retired section — a reconcile
import may have retired them
(§4.6); Reactivate puts them back with their opt-in intact.
Someone moved out of the ward. Retire them (§4.6) rather than deleting them: re-import the current roster PDF with Reconcile roster ticked. They stop receiving texts immediately, and if they ever come back you can reactivate them instead of starting over.
Someone moved back / was retired by mistake. Roster → Retired section → Reactivate. If they were Confirmed before, texts resume right away without them re-subscribing.
An import retired people I didn't expect. Reactivate them from the Retired section. This is what the red "Will be retired" list on the preview is for — it's worth reading every time, because reconcile retires everyone the uploaded PDF doesn't mention.
A leader says their dashboard looks wrong. Roster → find them → ⋮ → View as leader (§4.7) to see exactly what they see. It's read-only, so you'll still need them to make any change themselves.
I need another administrator. Roster → find the person → ⋮ → Make Admin.
A member replied to a scheduling text and nothing happened. Check Escalations (§8): look under Paused threads (the conversation is paused after three replies in a row the system couldn't understand, after a counter-offer with no other times, or after a yes to lapsed times), Reply parse outages, and Member replies no leader received. Then check Deliveries (§10) to see whether our texts to them arrived.
A leader can't make a visit that's already confirmed. Texting the system won't change it: a leader's text never cancels or moves a visit. Their message shows under Leader replies needing attention (§8). Call them. A booked visit moves only when the leader removes the availability that holds it on their own dashboard: the visit is cancelled, new times go out automatically, and it shows under Cancelled visits (§8). Calls (§9) refuses a new booking while the old visit stands.
A leader is stepping down. Roster → find them → ⋮ → Retire Leader (§4.2). Then open Companionships, filter Leader to Unassigned, and use Change leader on each to give it a new leader or Any leader (Flexible) (§4.5). Prefer Retire over Demote: Demote is refused for anyone with visit history.
A minister missed their visit. Mark it Missed on Visits (if the leader hasn't already), then press Schedule make-up on that minister's line (§6.2).
Last quarter never closed. Use the close-out panel at the top of Coverage (§6.3). It must be done within 14 days of the quarter's end.
Can I text a member myself through the system? The system sends operational scheduling texts automatically to confirmed members only — it won't text someone who hasn't subscribed. But if a companionship member is Pending or Opted out, open Messages & Deliveries in the top bar: it shows the message they would have received so you can relay it yourself and log their reply, which is then scheduled the same way a text reply would be. See the Messages page guide for the full walkthrough.