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 §10).
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 | Conversations that stalled and need a human. Red means action needed. |
The top navigation bar has five links you'll use constantly: Roster, Coverage, Messages, Escalations, and Logout.
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.
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:
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.
The "Use synthetic phone numbers" checkbox is for testing only and never texts real people. Leave it unchecked for a real import.
A companionship is the group of 2–3 people a visit is with.
Companionships are what the scheduler works from. A companionship with no confirmed members can't be scheduled until at least one member opts in.
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. 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, 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.
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. Pick a quarter from the dropdown. The table lists every companionship with its Leader and Status.
The line above the table tells you how many companionships are still uncovered.
Not everyone subscribes to texts, and the system can't text someone who hasn't opted in. Open Messages from the top bar to cover that gap: it 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).
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.
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. A conversation lands here after 3 or more replies the system couldn't understand, at which point it pauses so a person can step in.
The table shows the companionship, the conversation type, how many unparseable replies there were, and when it last had activity. Reach out to these members directly to finish scheduling. The system deliberately stops texting them so they aren't spammed by a bot that can't understand them.
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.
A leader lost their phone / got a new one and can't sign in. Open the roster, find them, ⋮ → Reset Auth. They'll set up their authenticator again the next time they sign in.
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 (or re-subscribe at
https://ministering.beaconpointe2nd.org/join) themselves. 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 — if the system couldn't understand three replies, the conversation is paused and waiting for a human. Reach out directly.
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 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.