Admin Guide
Follow these steps to set up your unit and begin tracking callings through the process outlined in General Handbook chapter 30.
New admins receive an email invitation with a link to set up their account. Click the link, create a password, and you'll land on your unit's dashboard.
The sidebar on the left is your main navigation. It includes Callings / Releases, Sustaining List, Members, Leaders, Reports, and Settings. What you see depends on your role — Admins have full access, and Leaders see what they need to work callings.
For security, you are automatically signed out after 30 minutes of inactivity. Any mouse movement, click, or keystroke resets the timer. Save your work before stepping away for extended periods.
On a phone or tablet the sidebar is hidden by default. Tap the ☰ menu button in the top-left to slide it open. Tapping any nav item or the dark overlay closes it again.
The Stake plan covers a parent stake or district org plus up to 8 child units by default (your stake administrator can request an increase). Manage them from Org Settings → Child Units. Child units must be set up before the Sustaining List can assign conductors per ward.
The Stake plan supports up to 8 child units by default. The Child Units tab shows how many you've added and how many slots remain. To request an increase, click Contact Support in the sidebar and describe your needs. Your request will be reviewed and the limit adjusted accordingly.
Before creating new callings, record the people who currently serve in your unit's leadership positions. This gives the system a baseline so it knows who holds what calling and can track releases properly when new callings begin.
This page shows all currently recorded leaders in your unit.
Choose the calling from the list, then select the member who currently holds it. The calling is recorded as active for that person right away.
Work through your unit's leadership positions. Focus on the positions the system needs to track for sustaining, notification routing, and release purposes — particularly clerks, executive secretaries, bishopric, and high council members.
Leaders are used to route notifications — the right people get the right emails for HC sustaining, SP approval, extend calling, and ward sustaining assignments. Clerks and secretaries are automatically excluded from notification routing as they handle admin rather than these calling actions.
Anyone who needs to log in and use Calling Tracker needs a user account. Manage this from the Users page.
| Role | What they can do |
|---|---|
| Admin | Full access to callings, members, users, and settings for the unit. Can invite others, manage callings end-to-end, and view all reports. |
| Leader | Works callings and views members for their unit. Cannot invite users or change unit settings. |
You'll see separate lists for Admins and Leaders, plus a Pending invites section.
Pick Admin or Leader depending on how much access they need.
They receive an email with a setup link and appear under Pending invites until they accept.
The Members screen shows every member tracked in your unit with their active callings and full calling history.
Click + Add Member in the top-right corner. Fill in their name and select Brother or Sister based on their gender.
When creating a new calling or release, you can add a member on the fly without leaving the wizard. In the member picker, click + Add a Member, enter their name and gender, then click Use [Name]. The member is created and selected immediately.
Select any member from the list to open their detail panel, then click Edit in the footer. You can update their name, gender, and ward assignment.
From the detail panel footer, click Deactivate to hide the member from the active list without deleting their calling history. Click Reactivate to restore them.
When you create a new calling and add a member on the fly, they are automatically added to the Members list. You don't need to pre-populate the list before starting callings.
Once your leaders and users are set up, you're ready to track new callings. Every calling moves through an ordered workflow so the record always shows exactly where things stand.
Click + New Calling. The wizard walks you through three steps:
Each calling follows the process in General Handbook chapter 30. Steps must be completed in order — the next step unlocks only after the current one is done.
The calling and member are selected. The record opens and tracking begins.
The bishopric or stake presidency reviews and approves. Each member records their approval individually — either via an emailed link or by recording in person.
For stake callings, each high council member votes individually. A 75% approval threshold applies. Members have 72 hours to respond before the result is evaluated automatically.
A leader extends the calling to the member. Send a notification email with the handbook 30.2 guidance, or record the outcome manually. If there is a current holder being replaced, the notification includes a release section — the leader confirms both the new calling and the release in one step. Once extended, release steps for the current holder become available.
The calling moves to the Sustaining List automatically once the extend step is complete. See the Sustaining List section below for how the grouped sustaining process works.
The clerk records the sustaining date in Leader and Clerk Resources.
Set the person apart and record it. Some callings don't require setting apart — use the skip option when applicable. The calling is complete and the member moves to active service.
Stake callings include a bishop consultation and high council sustaining. District callings include a branch president consultation. Ward and branch callings follow a simpler path. The app shows only the steps that apply to the calling you're working.
Most steps offer two paths: send a notification email with a confirmation link, or record the outcome manually. Both produce the same result in the calling record. For steps that have already happened informally, use the manual entry option. When completing a step via email link, the recipient can select the actual date the step occurred — it defaults to today but can be adjusted to reflect when it actually happened.
When a member is being released without an incoming replacement, click + New Release in the top-right of the Callings page. Select the calling title being released and the member. Standalone releases appear under the Releases section on the Callings page. They follow three release steps: inform the member, sustain the release in sacrament meeting (via the Sustaining List), and record in LCR.
Some ward callings require stake approval — such as Elders Quorum President, Ward Clerk, and other callings listed in General Handbook chapter 30. When you select one of these callings in the New Calling wizard, the app automatically routes it to the stake instead of tracking it locally.
If your org is a stake or district, all callings are tracked directly — no submission step applies. The submit-to-stake flow only applies to ward and branch orgs selecting stake-level callings.
The Sustaining List page (accessible from the sidebar) manages grouped sustainings and releases. When a calling reaches its sustaining step, it appears here automatically. Releases appear once the member has been informed.
Click + Create Sustaining List. The page transforms into a selection view. Releases are listed first, then callings. Check the ones to include in this list.
For stake or district orgs, every linked child ward appears as a row — assign a conductor for each. For ward or branch orgs, select a single conducting leader from your unit. The same conductor can cover multiple wards but receives a separate email per ward.
Preview the full sustaining script before sending. Releases are listed first, followed by sustainings. Ward-level callings omit the "of the [Ward] Ward" suffix since the sustaining is in their own unit.
Each conductor receives a formatted email with the sustaining script and handbook 30.3 guidance, plus a confirmation link. When all conductors confirm, every calling and release in the group has its sustaining step marked complete simultaneously. The list then removes itself and any unselected items remain for a future list.
If a conductor doesn't respond via the link, click Mark Complete next to their ward row on the Sustaining List page. Add any comments about the meeting, then confirm. If all other wards have already confirmed, the list completes automatically.
On the Sustaining List, regular stake callings and ward-submitted callings are displayed separately. Ward submissions are grouped under their originating ward and labeled with a Ward Submission badge. This keeps stake-originated and ward-originated sustainings clearly distinguished when building the sustaining list and script.
Only one sustaining list can be active at a time. Items not included in the current list remain on the page and can be grouped into the next list once the current one completes.
The Reports screen summarizes calling activity for your unit:
Your subscription is managed through Stripe. You can view your plan, update your payment method, download invoices, and cancel from the billing portal.
Select Org Settings from the sidebar, then click the Billing tab.
You'll be redirected to Stripe's secure billing portal where you can manage your subscription.
After making any changes in Stripe, click the return link to come back to Calling Tracker. Subscription status updates automatically.
| Plan | What's included |
|---|---|
| Unit Plan | Single ward or branch. Full calling tracking, sustaining list, members, leaders, and reports. |
| Stake Plan | Parent stake or district plus up to 8 child units (may be increased with a support request to accommodate additional child units). Includes ward-to-stake submission workflow, stake sustaining across wards, and high council sustaining management. |
New subscriptions include a 14-day free trial. No charge until the trial ends. You can cancel at any time before the trial expires without being billed.
Child units linked to a Stake Plan are included at no extra cost — they show an "Included" status and do not require their own subscription. If a child unit subscribes independently on a Unit Plan, it operates as a standalone unit outside the stake hierarchy.
Release steps unlock once the new calling reaches the Extend step. This prevents a position from being left empty before the incoming person has accepted. When you extend the calling, the release of the current holder is included in the same notification — the leader confirms both at once.
Steps must be completed in order. Finish the current step and the next one becomes available.
All ward and stake sustainings are managed through the Sustaining List page rather than individually per calling. When a calling reaches its sustaining step it appears on that page automatically. Click the button to navigate there and include it in a grouped sustaining.
Council members have a 72-hour window to respond. After that the system evaluates the result against the 75% approval threshold and moves the calling forward accordingly. You can also manually mark the step complete once you see the result on the calling record.
Yes. Every step that can send a notification also has a Record Manually option. This is useful when the conversation already happened in person or when you're catching up a record after the fact.
Completed callings are archived 30 days after they finish. Use the Archived filter on the Callings page, or check the member's Calling History in the Members screen.
A leader on the Leaders page is a congregation member currently serving in a calling — tracked so the system knows who holds what position and can route notifications correctly. A user is someone with a login account to use Calling Tracker. The same person can be both.
Calling Tracker signs you out after 30 minutes of inactivity for security. Any interaction with the page (click, scroll, or keystroke) resets the timer. Simply sign back in to continue where you left off.
Two ways: click + Add Member on the Members page at any time, or click + Add a Member inside the New Calling wizard when selecting the member being called. Both create the member record immediately.
When you select a calling that requires stake approval (such as Elders Quorum President or Ward Clerk), the New Calling wizard automatically shows a Submit to Stake button instead of Begin Tracking. Fill in the member details and submit — the stake will see it in their Callings screen and complete the approval workflow. Your ward can monitor progress from the Ward / Branch filter on the Callings page.
Click + New Release on the Callings page. Select the calling title being released and the member. The release follows three steps: inform the member, sustain the release (via the Sustaining List), and record in LCR. Standalone releases appear under the Releases section on the Callings page and are separate from any new calling workflow.
On the Sustaining List page, find the conductor's ward row and click Mark Complete. Add any relevant comments and confirm. The system will check if all other wards have confirmed and complete the list if so.
The Danger Zone is a dedicated tab in Org Settings → Danger Zone. It contains destructive actions that cannot be undone. Proceed with extreme caution.
Actions taken in the Danger Zone permanently delete data. There is no undo, no recovery, and no way to restore deleted records. Do not use these options unless you are absolutely certain and have confirmed with your administrator.
| Action | What it does | Who should use it |
|---|---|---|
| Delete Organization | Permanently deletes the entire organization and all associated data — callings, members, leaders, users, and sustaining records. Type the organization name to confirm. This cannot be recovered under any circumstances. | Admin only — use only when closing or decommissioning the unit entirely |
| Unlink from Stake | Removes the parent-child relationship between this unit and its stake. The unit continues to exist but is no longer managed under the stake. Existing data is preserved but stake visibility is lost immediately. | Unit admin only, with stake admin awareness |
| Delete Child Unit | Permanently deletes a child ward or branch and all of its data — callings, members, leaders, users, and sustaining records. This cannot be recovered. | Stake admin only, after confirming no active data exists |
Before using any Danger Zone action, ensure that:
If you are unsure, use Contact Support in the sidebar before proceeding.