Admin settings

“Back up now” writes, verifies and prunes exactly as the 3:30 AM job does. “Send a test alert” emails the daily alarm even when nothing is wrong, so delivery can be proved without breaking the backups to test the thing that watches them.

Newest first. Retention is bounded by both count and total bytes, whichever binds first — the one thing this must never do is fill the disk it exists to protect. ⚠️ An archive contains congregant data (pastoral needs, applicant disclosures). Downloading one takes it off the server and every download is logged; don't email it or attach it to a ticket.

Steps and fields are matched by ID, never by name, so a rename in PCO does not break the map — it just makes the labels below stale. A step or field that has been deleted does break it, and that is what this check is for.

One row per configured step. Automatic means the dashboard already writes these with no one involved — listed for transparency, and the confirm dialog refuses to touch them. By hand is what that dialog collects and saves. By hand for now is the same, but slated to be driven by an external signal later.

Sent when you click the send button on a Weekly Check-ins event with a 0 count and a configured reminder. Token: {{eventName}}.

Send the weekly check-ins report by email on the configured day, covering the Sun–Sat week that just ended. Recipients are pulled live from a PCO list — edit the list to change who gets the email.

How often the card polls PCO for today's check-in counts. Per-browser preference — set once, stays until you change it.

Which PCO Check-Ins events show up in the card. Leaving every event checked means newly-added PCO events auto-appear without re-opening this tab.

Pick which of today's Revival Kids service times appear on the card. Selections persist by clock time, not event-time ID — so a Sunday choice keeps working week-to-week. Leaving every box checked auto-includes any new service time PCO adds.

How often /services.html polls for live volunteer status. Per-browser preference (localStorage.servicesRefreshMs) — set here OR from the cog on /services.html, both write the same key.

A mapping pairs a PCO Services service type with a PCO Check-Ins event. The dashboard card and /services.html render whichever mapping is marked active. Changes here stay local until you click Save.

PCO Services service type that contributes the position roster. Switching this drops the saved event-times and position→location selections (they're scoped to the previous service type).

PCO Check-Ins event that supplies the locations and check-in counts. Switching this also drops the saved event-times and position→location selections.

Which EventTimes within the resolved event period count for this mapping. Leaving every box checked auto-includes any new event-time PCO adds.

Each position from the upcoming plan, mapped to a Check-Ins location. Positions left unmapped don't render on the dashboard or page.

PCO People list whose members appear in the report. Pick one tagged into the Revival PCO category.

Which PCO Services service types contribute to the confirmed-shift count, and how many hours each shift is worth.

Send the pay period report by email on the 11th and 26th. Recipients are pulled live from a PCO list — edit the list to change who gets the email.

Master switch for the reminder cron, plus the grace period used by any rule without its own override.

One rule per service — who gets texted when that event's headcount is still missing after the grace period. Expand a rule to edit it; changes apply when you Save.

Sent by the cron when a service starts and no headcount is entered after the grace period. Tokens: {{eventName}}, {{eventTimeName}}.

All reminder schedule windows and rule day-of-week / hour values are interpreted in this time zone.

Which PCO Check-Ins events appear in the rule picker on the card. Leaving every event checked means newly-added PCO events automatically appear — uncheck to limit.

How often the card polls for thermostat state. Per-browser preference.

Scheduler warnings (unmapped PCO rooms, unreachable thermostats, PCO outages). Auto-deduped. Clearing them just empties the in-memory store — underlying conditions re-create alerts on the next sync until fixed.

Names match the PCO Calendar location string exactly. Click × to remove — this cancels the room's scheduled actions and removes it from the dashboard. PCO events for that location will start logging unmapped-room alerts again until you re-add it.

Pick which PCO Resource Folders count as "rooms eligible for thermostats". The Add-thermostat picker only shows rooms in these folders, and the scheduler only emits unmapped-room alerts for unmapped locations from these folders — equipment, off-site labels, and other free-text locations are silently skipped. Uncheck everything to disable filtering.

Refine which individual rooms (within the allowed folders above) are eligible. When the toggle is off, every room in an allowed folder is eligible. When on, only the checked rooms below are — narrows the picker and silences unmapped-room alerts for the rest.

Writes to rooms.json on the venstar backend and triggers a sync. The room name is picked from PCO Calendar Resources (no free-text input — prevents typos that cause unmapped-room alerts).

The Request a Baby Dedication form rides this same triage — every request routes to the Baby Dedication workflow, the leader below gets the approval email, and after their meeting the family picks a Sunday (dedications happen during 2nd service). The leader must receive Ministry Meetings through Dashboard Access and set their availability there — that's where families book the meeting from.

Wipe every entry in ministry-app-triage-history.json. The card's activity feed re-populates on the next webhook delivery.

When set, every person created from /pastoralcare.html's inline search gets the boolean field stamped Yes; the rule-based list re-runs immediately so downstream segmentation picks them up. Leave either blank to disable that half of tagging without breaking person creation.

Reorder the track pills shown on /pastoralcare.html and the dashboard's Pastoral Care card. Saved per-browser. The first track here is position 1 on both surfaces, and it also becomes the default selected track when the page loads without a ?track=… deep link. New tracks added later append to the end.

Maps each pastoral-care track to a PCO Workflow + Note Category. Step IDs are auto-discovered by stage name on every config save — operator only types the workflow ID. Saves to pastoral-care-tracks.json in DATA_DIR.

Materialize a new pastoral-care track from a PCO Workflow ID. Server fetches the workflow + steps, slugifies the trackId from the workflow name, and appends a Completed terminal pseudo-stage. Restart the server after creating so the new dashboard card + page pill render.

Loading index status…

Rebuilds pastoral-care-episodes.json from PCO — walks every note in the Hospital Visitation category AND re-syncs every track's active workflow cards. Heavy (a large PCO fan-out); the page also auto-syncs on a 5-minute TTL, so reach for this only when episodes still look out of sync (e.g. after editing notes directly in PCO).

When you approve someone on the Application Intake page, this decides whether they get a text telling them to book their meeting. If it's off, the page opens the text modal for you instead, pre-filled with the same message — so they still hear from you, just by hand.

Both must be ticked for a text to send. The second one is shared with the emailed “Approve & Route” link — turning it off silences that flow too, for real applicants. Prefer the first switch when you only want to quieten the dashboard.

Sent both automatically and as the pre-filled quick message on the page, so the applicant can't tell which way it went out.

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Send approval texts here instead. Put your own mobile in and every approve-time text from the Application Intake page comes to you rather than the applicant — everything else (their onboarding card, the approval fields, the group, the PDF) still happens for real, so you're testing the actual path. Clear the field to go live.
Only affects this page. The emailed Approve & Route link is untouched, so a forgotten test number can't swallow a real applicant's text from the other door.

Complete the intake card on approval. Normally on: it takes the card off workflow 604160 so the queue drains and “still needs a decision” stays true. Turn it off while testing and the person stays on the page, so you can approve them again.

Where “Not Approved” sends someone. They get a card here with your reason on it, their intake card is removed, and a note goes on their profile. They are never texted or emailed automatically.

PCO workflow ID. Default 761340 — Volunteer: Deny and Followup.

How long someone can sit on one onboarding step before the roster flags them. The “In step” pill turns amber, then red. This is the shared definition of stalled — it drives the card's Needs attention list, which is just the longest-waiting rows.

Rows per page paginates the full roster page. Needs attention is how many of the longest-waiting people the dashboard card lists before “+N more”.

Which view a leader lands on before they pick one themselves. Mine narrows to the ministries they cover on the Ministry Meetings tab; All shows everyone. Scope is a view preference, not a permission — every viewer may see the whole roster either way, and their own choice is remembered per browser once they use the pill.

Drives the 💬 reply badges on the roster and the Replies waiting Quick Look tile. Clearstream is account-wide — every text the church sends shares one inbox — so Onboarding only narrows it to people on this roster, matched by name. All activity counts every unanswered text in the account, which is usually a much larger number and not actionable from this page.

New for is how long a freshly-activated volunteer keeps the "new" flag (counted from their Volunteer Status field's last change). Default view is what the page opens on for someone who hasn't picked a Mine/All pill — a viewer with no ministries mapped to them always falls back to All, so the page never opens empty for an admin. Worth a look is how many rows the dashboard card lists before "+N more".

The roster reads the Volunteer Admin tab's Volunteer Status (Active = on the roster) and Ministry (Currently Serving) fields, plus the Courses tab's orientation field for the training column. Which ministries count as yours comes from the Ministry Meetings tab. The field ids and status values are deliberately not editable here — they change only by hand in ministry-team-config.json, so a save on this tab can never repoint the roster at the wrong field.

Charged flat per family, whatever the number of children enrolled. This is the figure the Homeschool Ledger's Bill a month's tuition tool opens at — nothing is ever charged automatically: an admin runs that tool once a month, sees exactly who would be billed and the total, and confirms it.

Tuition is due on the same day each month and becomes late on the day you set — a payment on the day before the late day is still on time. Both are days of the month rather than typed dates, because tuition falls on the same day every month; parent meetings are set individually below because they do not.

Days run 1–28: every month has a 28th, so a later day would silently skip February. Set the late fee to 0 to turn tuition late fees off entirely.

Parent meetings are not monthly — add one for each meeting the co-op actually holds, on whatever evening it lands. A meeting does not have to have paperwork due at it; leave every form unticked and it is simply a meeting, and nobody is ever billed for it.

Where a form is ticked, it must be re-saved for that meeting — a record counts only if it was saved since the previous meeting's deadline. Tick a once-a-year document at one meeting and leave it unticked afterwards; ticking it every time would ask for repeated re-filings of a document that changes once.

A meeting with no date set is skipped entirely — never billed against a guessed deadline. A family is only ever counted as missing a form their students' grades can actually use.

A separate fee from the tuition one above, with a different trigger: this is charged per family, per meeting, when required paperwork is missing at that meeting's deadline. Nothing is ever charged automatically — the Homeschool Ledger page lists who is due one and an admin applies each fee to one family at a time. Set it to 0 to turn paperwork late fees off entirely.

What the ✈️ Text a reminder… button on the Homeschool roster opens with. Leave it blank for the standard wording; write your own to replace it — {date} becomes the next meeting deadline, not the tuition due day. It only prefills the send box: the admin still reads, edits, and presses Send themselves, every text is archived as a note on the family's profile, and the send obeys the workspace Communications switches.

Runs the Homeschool Ledger on its own, with no connection to SureCart. Bills, payments, late fees, arrangements and reversals all work exactly as they do now — you enter each payment by hand instead of it arriving from an online checkout.

While it is on: no online payment is read in (the SureCart webhook records nothing and the hourly reconcile does not run), families are not shown a payment link — money taken through it would never reach the book, so they would pay and still be shown as owing — and the one-time import is refused.

⚠️ Payments taken while it is on are not lost. The reconcile picks up where it left off, so turning it off reads in everything that happened meanwhile. Turn it off when the SureCart checkout goes live.

These knobs live in homeschool-settings.json. The forms themselves, the RH family list, and the note category are deliberately not editable here — they change only by hand in homeschool-config.json, so a save on this tab can never repoint the roster or rewrite a document.

A room's verdict counts confirmed volunteers only. Declined and unconfirmed people are shown on the row but never counted — someone deciding whether to stay home should not be told a room is covered by people who have not answered.

How many short rooms the card lists under “Needs attention” before it collapses the rest into a count. The dot grid always shows every room.

These are hand-edited in rk-room-status-config.json and deliberately have no editor here. The same file holds the rule that keeps the Special Friends children out of the volunteer counts and off the screen — a control that could clear it could publish a child's name and turn a short room green in one save.

Sends the same week the dashboard card and the week page show — every booked item day by day, the setup times, and anything with no spare left. Turn it on once at least one address is listed below.

One address per line (commas and semicolons work too). Each person gets their own copy, so nobody sees the other addresses. These are typed in rather than pulled from a Planning Center list — there is no media group in PCO, and this way an address can belong to someone who has no PCO profile at all.

Times are in the calendar's own timezone (—), the same one the week is built in. Which week is a choice, not a guess: a Monday send usually means this week, a Thursday or Friday send usually means the next one — so it is set here rather than inferred from the day, and the subject always carries the real dates either way.

Tokens: {{weekStart}} and {{weekEnd}}.

The preview is built from the live calendar, so it is exactly what would arrive. Send now emails everyone listed above immediately and does not affect the scheduled send. Send a test goes only to the address you type — it is never recorded in Recent sends, so a test can't be mistaken later for a week the team received.

The dashboard card lists this week's events in the order they happen, then a single line counting whatever didn't fit. Raising this shows more events on the dashboard; lowering it makes the card shorter. It does not affect the week page or the email, which always carry the whole week.

The week is read from PCO Calendar resource folder 110208 ("Media"). That folder id and the timezone are deliberately not editable here — they change only by hand in media-schedule-config.json, because a wrong folder would make the whole page render as a quiet week rather than as an error, and a wrong timezone would move Friday-evening bookings into the wrong week.

Max volume caps how far the dashboard card's + fader nudge can push a room — the card blocks a nudge-up once the displayed fader reaches the limit. +10 dB is the Behringer X-Air ceiling. Changing it needs Save; it persists to companion-page3-config.json.

Automatically presses every room's Reconnect on a weekly schedule — e.g. before Sunday service — so the FOH xAir modules start the day freshly connected. Audio drops briefly per room as Companion re-establishes each connection. Appears as a row on the dashboard's Scheduled Messages card. Needs Save.