Getting started with Calling Tracker

Logging in

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.

Finding your way around

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.

Setting up child units (Stake plan)

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.

Add a new child unit

• Open Org Settings and select the General tab.
• Click + Create Unit, enter the unit's name, and pick its type — ward or branch.
• Optionally enter an admin email to send an invite immediately, or leave it blank to invite later.
• Save. The unit is created under your stake immediately.

Inviting a unit administrator later

• In the Child Organizations table, find the unit and click Invite Admin.
• Enter the admin's email address and send. They receive an invite to set up their account for that unit.

Linking an existing unit to a stake

• Ask the unit's admin to open Org Settings → General and copy their Organization ID.
• Enter that ID in your stake's Child Units tab to complete the link.

Adding leaders

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.

Adjusting High Councilor seniority

For stakes, the High Council section lists positions 1–12 in seniority order. You can reorder them two ways:

• ↕ Reorder button — Click ↕ Reorder in the High Council section header to enter reorder mode. Arrow buttons (▲ / ▼) appear on each filled row. Click an arrow to swap that councilor with the one above or below. Both positions update atomically. Click ✓ Done when finished.
• Edit modal — Click Edit on any high councilor and use the Seniority Position dropdown to select a different slot. Each option shows who currently occupies that slot. Saving swaps the two councilors automatically.

Inviting users

Anyone who needs to log in and use Calling Tracker needs a user account. Manage this from the Users page.

Sending an invitation

Managing members

The Members screen shows every member tracked in your unit with their active callings and full calling history.

Adding a member directly

Click + Add Member in the top-right corner. Fill in their name and select Brother or Sister based on their gender.

• Ward / Branch orgs — enter the member's name and gender. The ward is set from your org automatically.
• Stake / District orgs — enter the member's name, gender, and select their home ward from the dropdown of linked child units.

Adding a member inline (during a calling or release)

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.

• Ward / Branch orgs — the ward is auto-filled from your org name. No entry needed.
• Stake / District orgs — enter the member's home ward manually since the dropdown is not available inline.

Editing a member

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.

Deactivating a member

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.

Creating and managing 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.

Starting a new calling

Click + New Calling. The wizard walks you through three steps:

• Select the calling from your unit's chart, or type a custom title.
• Select the member. The list filters automatically by gender eligibility. You can also add a new member inline without leaving the wizard.
• Confirm the current holder (if any). Their release will be tracked alongside the new calling and the steps are linked.

The calling workflow

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.

Completing steps

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.

Standalone releases

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.

Ward-to-stake submissions

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.

• After selecting the calling and member, click Submit to Stake instead of Begin Tracking.
• Optionally mark the submission as Confidential to hide it from your ward's submitted callings panel.
• The stake sees the calling in their Callings screen with a Ward Submission badge and completes the full stake approval workflow on their end.
• Your ward can track the progress from the Ward / Branch filter on the Callings page under the Submitted to Stake section.

Calling statuses

Sustaining List

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.

Creating a sustaining list

Manual completion

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.

Archived lists

The Sustaining List page has Active and Archive tabs. Once every ward in a list is confirmed, the list moves to the Archive, sorted oldest to newest by the date it was read. Expand any archived list to review what was sustained and released, who confirmed each ward (and when), any comments, and the script — a permanent record you can reference in the future.

Reports

The Reports screen summarizes calling activity for your unit:

• Key metrics — counts of callings in progress, completed, and active.
• Step funnel — shows how many callings sit at each stage so you can spot where things are stalling.
• CSV export — download calling data for your own records or reporting.

Subscription & Billing

Your subscription is managed through Stripe. You can view your plan, update your payment method, download invoices, and cancel from the billing portal.

Opening the billing portal

Plan summary

Child unit billing

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.

Calling Process Workflows

These diagrams illustrate the full calling process as implemented in Calling Tracker. Use them as a quick reference when stepping through a calling with your unit.

Ward / Branch Calling Workflow

The ward calling workflow covers all steps from starting a new calling through sustaining and setting apart, including the branch for stake-approval callings that flow up to the stake.

Click to enlarge

Stake Calling Workflow

The stake calling workflow covers callings managed directly by the stake, including high council sustaining, presidency approval, and the multi-ward sustaining list process.

Click to enlarge

What's New in v3.0.1

Released September 8, 2026. A fix for ward callings that the stake approves.

Ward callings that need stake approval, started at the stake

• When a stake leader starts a ward-level calling that requires stake approval — bishopric counselors, ward clerk, ward executive secretary, elders quorum president, and the others the stake approves — from the stake's Callings screen, it now follows the stake workflow: stake presidency approval, bishop consultation, high council sustaining, extend, then sustaining in the member's ward. Previously it received the ward's bishopric-approval steps.
• The wizard asks which linked ward the calling belongs to (required — the ward must be a child unit of your stake). That ward sees it under Submitted to Stake and receives it back after sustaining to record in LCR and set apart.
• These callings carry a Ward Calling · Stake Approval badge and appear under the Ward / Branch filter on the stake's Callings screen.

Previous Release — v3.0.0 (August 31, 2026)

Released August 31, 2026 (updated September 3). Two new stake screens — a Responsibility Tracker and a Speaking Tracker — available as a Stake Tools add-on ($69/yr), along with monthly speaking reminder emails and read-only Directory Viewer accounts.

Adding the Stake Tools add-on ($69/yr)

• An admin adds it from Org Settings → Stake Tools Add-on — checkout is handled by Stripe on your stake's existing billing, charged annually. It can also be included when signing up for a new Stake Plan. Until it is on, the two new trackers are hidden from the menu.
• Cancel anytime from Manage Billing; the trackers turn off when the add-on subscription ends.
• Once enabled, ward leaders can view your stake's trackers read-only, and you can invite Directory Viewer accounts (see below).

Responsibility Tracker

• A grouped directory of your stake council, built from your Leaders list.
• Each leader can carry a home ward, a ward assignment (ward plus organization, such as Bishopric or Elders Quorum), and their areas of responsibility.
• Keep your own list of responsibilities with Manage Responsibilities, then pick from it for each leader.
• Your list always stays in step with what is actually assigned: anything already on a leader is added back to the list automatically, and a responsibility a leader carries that is not on the list appears in the dropdown marked not on list so you can uncheck it. Removing a responsibility from the list also clears it from every leader who has it — you are told who is affected first.
• Edit any leader in place — including email and phone — and Print or Export XLSX the full directory as a formatted leadership sheet: home-ward abbreviations, the presidency with clerk and executive secretary sections, a numbered High Council with color-coded ward assignments, and a table for each stake organization.
• Stake organizations appear in alphabetical order with a labeled divider between each — on screen, in print, and in the XLSX export.

Speaking Tracker

• A year-at-a-glance grid of your council members by month. Each cell holds the ward (or wards) they speak in, or an Unavailable status.
• Wards are color-coded using your own 2-letter abbreviations, set per child unit in Org Settings, with an editable building and meeting time and live counts per leader and per ward.
• Auto-fill builds the whole year, and any cell can be dragged and dropped to swap assignments. Copy last year's schedule forward or Start Over to clear the year — both warn first, since they replace the whole year.
• The senior speaker of each ward pairing is marked with a ★.
• Speaking Sundays — set one date per month; it appears under the month header. Months without a date are greyed out and skipped by auto-fill, counts, and reminders.
• Print and Export XLSX produce a full assignment sheet: a color-coded 12-month grid with each month's speaking Sunday in the header, leaders' phone numbers, the Ward / Building / Time table, and your Topic Guidelines and Speaking Assignment Guidelines (two separate boxes in the Guidelines section). The export is a real Excel workbook with colors and layout intact — it opens in Excel or Google Sheets. Printing is portrait and automatically scales to fit a single page (on both trackers).

Setting your own assignment rules

• Use + Add rule to configure how auto-fill works, grouped into Speaker, Ward, and Frequency sections.
• Rules cover how often someone speaks, who is excluded, speakers per ward (with per-ward overrides), seniority order, keeping two leaders of the same group apart, repeat limits for the same ward, and yearly minimums and maximums.
• Minimize travel keeps a speaker assigned more than once in wards that share the same building, rather than scattering them across the stake.
• Rotate wards year to year (on by default) prioritizes placing each speaker in wards they did not speak in last year, so assignments rotate through the stake. Choose require to never repeat a ward from last year.
• If a set of rules cannot be fully satisfied, auto-fill fills what it can and tells you which slots it could not.

Monthly speaking reminder emails

• On the day of the month you choose (any date, or the last day of the month), at the hour and time zone you set (9:00 AM Mountain until you change it), this month's speakers each get an email with their ward, the speaking Sunday and the ward's meeting time, the building and address, and the suggested speaking order (junior first, senior last — everyone in the group is named, with the senior speaker marked) — plus the year's Topic Guidelines and Speaking Assignment Guidelines.
• Each speaker gets a link to confirm whether they can still speak. Their answer, and any notes, appear on the grid (✓ or ✗).
• Send now emails this month's speakers their reminder immediately, whether or not scheduled reminders are on — useful when you set up the schedule mid-month or need to resend. If this month's reminder already went out, it asks before sending again.
• Reminders are off by default. Use Send test to me to preview the email before turning them on — pick any real month, ward, and speaker (or a sample) next to the button, and the test shows exactly what that speaker will receive. It is always sent to your email, never to the speaker.

Directory Viewer accounts

• Invite someone from Users & Roles who should see only the Responsibility and Speaking Trackers, read-only — no members, callings, or sustainings.
• Available only while the Stake Tools add-on is enabled.

Leaders & child unit settings

• Full stake organization presidencies can now be recorded — each organization's president plus 1st and 2nd counselors and secretary (Sunday School, Relief Society, Primary, Young Women, Young Men, and Communications director + secretary), along with the Patriarch and, under Stake Communications, two JustServe Coordinators and two Social Media Specialists. "Stake Auxiliaries" is now called Stake Organizations, listed alphabetically with a labeled divider between each organization.
• When a stake organization role is held by a sitting High Councilor (a common arrangement for the Young Men presidency or Sunday School president), use the Fill from High Council picker in the Add Leader dialog — his name and contact details copy over, and the two records stay linked. "Include in Speaking Assignments" starts unchecked on the new record so he isn't listed twice on the Speaking Tracker.
• A 🎤 marker on the Leaders page shows which roles are typically in the speaking rotation (presidency, high council, organization presidents). New leaders in those roles start with Include in Speaking Assignments checked; counselors and secretaries start unchecked — you can override either way.
• Include in Speaking Assignments controls who appears on the Speaking Tracker; those leaders show a 🎤 badge on the Leaders page.
• Org Settings now edits a child unit's name and 2-letter abbreviation together, and records its building address (street, city, state, zip) for use in the reminder emails.

Stake Conference

• Starting to use Calling Tracker between conferences? The Stake Conference screen has a new + Prior Ordination button for ordinations that were already performed before you began tracking.
• Pick the ward and brother (or type a name), the office he was ordained to, and the ordination date — the record lands straight in the conference queue as a ratification, so one conference script captures everything.
• All earlier steps are marked complete for you; only the conference ratification remains. If the brother is linked to a member record, his priesthood office and ordination date are updated automatically.
• The ratification script has a new, more natural reading — "The following brethren have already been ordained and sustained in their home wards since our last stake conference…", with each brother read as "From the [Ward], [Name]".
• An Add translations dropdown offers the full conference script in the most common Church languages — Spanish, Portuguese, Tagalog, French, Samoan, Tongan, Japanese, Korean, Chinese, German, and Italian. Select as many as you need: each translated script appears beneath the English version (ward names localized, e.g. "Barrio …", "Ala …"), and every selected version is included in the email sent to the presenting leader. Please have a native speaker review the wording before conference.

Previous Release — v2.5.1 (August 30, 2026)

Released August 30, 2026. Confirmation links no longer expire — only voting links do — and a pending presidency approval email can now be resent to a single member.

Resend a presidency approval email

• In the presidency approval results (stake presidency or bishopric), any member still marked Pending now has an ✉ Resend email button — just like High Council votes.
• It sends a fresh 5-day link to the email currently on that member's Leaders record, so if his address was wrong, correct it on the Leaders page first, then resend just to him. Approvals already recorded are untouched.
• A vote recorded as not approved — or a request accidentally sent with members excluded — is no longer a dead end: the step shows a Review / Update Votes button, and each recorded or excluded vote has a ✎ Change control — correct it on the spot, or use ✉ Send new link to reset that member's vote and let him respond again by email. Sending is blocked with a warning if every member is marked Excluded.

Confirmation links no longer expire

• Links for completing a step, extending a calling, conducting a sustaining, and the priesthood interview, ordination, certificate, and conference steps now stay valid until they are used or the task is reassigned — no more "This link has expired" when a leader gets to it later.
• Only voting links still expire, and all of them now last 5 days: High Council and council sustaining votes, and stake presidency / bishopric approval votes (previously 72 hours). If a voting link expires, record the vote in-app from the vote panel, or resend where available.
• Links sent before this update keep the expiration they were sent with. Use Reassign / Resend to issue a fresh, non-expiring link.

Dashboard stat cards are clickable

• On the Dashboard, tapping In Progress, Releases, Active, or Archived opens the Callings page already filtered to that group, and Members opens the member directory.

Previous Release — v2.5.0 (August 24, 2026)

Every task that sends an email now shows its delivery status, and the assigned person can be changed even after the email has gone out.

Email delivery status

• A small status badge appears next to every assignment that sent an email — on calling steps, Extend the Calling, the High Council / presidency / council vote lists, the priesthood ordination steps, stake conference, and the sustaining list.
• The badge starts at ✉ Email sent and updates as the email is ✓ Delivered or ✓ Opened — or warns you with ✗ Email bounced, ⚠ Marked as spam, or ✗ Email failed when it never arrived.
• If someone hasn't responded, check the badge first: a bounce usually means a wrong email address. Fix it on the Leaders page, then resend or reassign.
• Use the ↻ button on a badge to check the latest delivery status on demand.

Change the assigned person — even after the email was sent

• Calling steps — an assigned step's button becomes Reassign / Resend. Pick a different leader and they get a fresh link.
• Extend the Calling — while awaiting a response, use ⇄ Change Leader to hand the assignment to someone else.
• Priesthood steps — the interview, ordination, certificate, and ward sustaining cards each have ⇄ Change Person (or ⇄ Change Conductor).
• In every case the previous person's link is deactivated immediately — if they click it later, they see a clear "this assignment was given to another leader" page — so only the current assignee can confirm the task.

Previous Release — v2.4.0 (August 10, 2026)

You can now resend a High Council vote email to a single councilor who hasn't voted yet.

Resend a High Council vote email

• In the High Council Sustaining results, any councilor still marked Pending now has an ✉ Resend email button.
• It sends a fresh voting link to the email address currently on that councilor's Leaders record — so if his email was wrong, correct it on the Leaders page first, then resend just to him.
• Only that one councilor is re-notified; votes already recorded for everyone else are left exactly as they are.

Previous Release — v2.3.0 (July 30, 2026)

A new Stake President Interview step for Priesthood Sustaining, email confirmation for the Bishop Consultation, and the ability to resend a pending invite.

Stake President Interview (Priesthood Sustaining)

• Every new priesthood sustaining now begins with an interview by the stake president or an assigned counselor — before the council sustaining, and before mission president approval in a district.
• Assign it to a member of the presidency, then either Send Confirm Link (email or text, good for 30 days) or use Create Without Sending and Mark Interviewed to record it yourself.
• Brothers you had already entered but not yet started pick up the new step automatically. Anyone already partway through the process keeps the steps he began with.
• The steps must be done in order. A step that is not ready yet is greyed out with a 🔒 and tells you what to complete first — so the council sustaining cannot be recorded before the interview.

Bishop Consultation improvements

• The step can now be assigned with a confirm link, like the other steps in the calling process, or still marked complete manually. It can be sent to members of the stake presidency and the high council.
• The bishop's name is pulled from that ward's own Leaders list, and the member's ward is selected for you — no more typing it each time.
• If a ward has not entered its bishop yet, choose Enter manually and type the name once. It is saved to that ward, so the next consultation fills it in automatically.

Resending an invite

• In Users & Roles, an invite that has not been accepted can now be resent or deleted — including one that has already expired.
• Resending reuses the same link and gives it another 7 days, so a recipient never ends up holding two different invitations.

Callings / Releases

• The Callings page is now titled Callings / Releases to match the sidebar, and the In Progress filter is now called Callings so it pairs clearly with Releases.

Previous Release — v2.2.0 (July 28, 2026)

A new Calling Titles page, a reworked Sustaining List, and a longer, more forgiving High Council voting window.

Calling Titles page

• A new Calling Titles item (below Leaders) lists every calling available to your unit, including your own custom callings — add, edit, and delete them in one place.

Sustaining List improvements

• One email to the leadership — sending a list now emails each member of the stake leadership (presidency, clerk, executive secretary, and all High Council) one message with a link for every ward. Any of them can confirm a ward.
• Send to presidency for review — email the presidency, clerk, and executive secretary a copy to look over first, with no confirmation link and no changes made.
• Edit a saved draft — a list saved without sending can be reopened with Edit to change its items, conductors, or read date before you send it.

High Council & Council voting

• The vote window is now 5 days (was 72 hours). If someone forgets to vote, the vote is no longer closed automatically at the deadline — reopen it any time, enter the missing votes, and finalize.
• Vote lists now stay in your Leaders order instead of reshuffling as votes come in.

Calling titles spelled out

• Organization abbreviations in calling titles (EQ, RS, YW, YM, SS) now appear in full — Elders Quorum, Relief Society, Young Women, Young Men, Sunday School — everywhere, including the calling picker, the Callings list, and the sustaining scripts.

Previous Release — v2.1.0 (July 26, 2026)

The sustaining list script now follows the Handbook (Section 30.3) presentation wording.

• Sustaining a calling reads: "[Name] has been called as [position]. Those in favor of sustaining [him/her] may show it by the uplifted hand. [Pause briefly.] Those opposed if any may also show it. [Pause briefly.]"
• A release reads: "[Name] has been released as [position]. Those who would like to express thanks for [his/her] service may show it by the uplifted hand."
• Several people at once are presented as a "would they please stand" list followed by a single show of hands, with the correct pronoun filled in automatically.

Previous Release — v2.0.0 (July 20, 2026)

A major update adds Priesthood Sustaining — a full stake/district workflow for the Melchizedek Priesthood ordination process (Handbook 18.10) — under a new Stake Tools menu section.

Priesthood Sustaining

• Council Sustaining — Record the High Council / District Council vote in person, or send each member a secure email/text vote link. A 75% approval rule applies, and votes finalize automatically once everyone responds or after 72 hours.
• Ward & Stake Conference — Present a brother in his ward (the 18.10.3 script is emailed to the conductor to confirm) or at stake conference. The Stake Conference screen gathers everyone for a conference into one script — sustainings first, then ratifications, grouped by office and sorted by ward — which you can email to the presidency and clerks to confirm. Active and Archive tabs keep past conferences with their scripts.
• Ordination — Assign the ordination to a presidency or high council member (email confirm link or record in person), record the details (who performed it, member record number, whether a family member, and Recorded in LCR), and mark the certificate printed & signed (assignable to the clerk or executive secretary).
• Tabs & status — Active, Awaiting SC, Cancelled, and Completed. A brother awaiting stake conference sits in Awaiting SC until the conference step is done. Cancel a sustaining (with a reason) any time before it's completed.

Members & Settings

• Priesthood office on members — The Add/Edit Member form now captures a brother's priesthood office and ordination date, shown on his card and detail, and updated automatically when an ordination is recorded.
• Conference dates — Set your stake/district conference dates in Org Settings, used throughout Priesthood Sustaining.
• Rename child units — A stake can now rename its linked wards and branches from Org Settings.

Previous Release — v1.5.0 (July 12, 2026)

• Email a summary to the presidency, archived sustaining lists (Active/Archive tabs), and a Date to Be Read for each list.

Previous Release — v1.4.0 (July 8, 2026)

• Light & Dark themes — Switch anytime with the sun/moon toggle in the top bar. Light is now the default, and your choice follows you across every device.
• Redesigned emails and confirmation pages, a refined slate-blue accent, and a fully mobile-friendly layout throughout the app.

Previous Release — v1.3.0 (July 2, 2026)

• One email for conductors covering multiple wards — A leader over several wards gets a single email with one link to confirm each ward, or all at once.
• Much faster confirmations on mobile, and more reliable sustaining-list email delivery.

Previous Release — v1.2.0 (June 29, 2026)

• Save Without Sending — Record a sustaining list without emailing conductors; lists show a "No Emails Sent" badge.
• Mark Complete with conductor and date — The Mark Complete form captures who conducted and the date conducted.
• High Councilor seniority reordering — Adjust high councilor seniority with the ↕ Reorder button or the Seniority Position dropdown on the Leaders page.
• Plus fixes to unit-type suffixes, release home-ward resolution, conductor eligibility, ward/stake item grouping, member-picker ward validation, and standalone-release completion.

Previous Release — v1.1.0 (June 22, 2026)

• Multiple concurrent sustaining lists — The one-active-list restriction was removed. You can create and manage multiple sustaining lists simultaneously.
• Select All on sustaining wizard — A top-level Select All Callings & Releases button and per-ward Select All Ward buttons were added to Step 1 of the wizard.
• Custom callings — Each unit can maintain its own custom callings in addition to the standard calling chart.
• Standalone release cards — A separate release card is created and linked to the new calling when marking a current holder, remaining blocked until the Extend step completes.
• 148 calling chart entries — The calling chart was expanded to 148 entries, adding 25 previously missing stake callings.

Common questions

⚠️ Danger Zone

The Danger Zone is a dedicated tab in Org Settings → Danger Zone. It contains destructive actions that cannot be undone. Proceed with extreme caution.

Available actions