Setting up LitosFlow for your church
Playbooks for your organization · 8 min read · Last updated: August 10, 2026
Facilities requests, Sunday prep and ministry events — how to lay out boards volunteers actually use, in about half an hour.
This is the setup walkthrough behind LitosFlow for churches. It's written for whoever ends up holding the clipboard — a pastor, an office administrator, a volunteer coordinator. No technical background needed.
Start with three boards
A board is a place work lives, shown as columns you drag cards between. Three boards cover the way most churches actually run:
| Board | What goes on it | Columns |
|---|---|---|
| Facilities | Broken, dirty, cold, burnt out — anything about the building | Requested → Scheduled → In progress → Done |
| Events | VBS, potlucks, weddings, Christmas services, outreach | Ideas → Planned → In progress → Done |
| Sunday prep | Bulletins, slides, sound check, nursery, setup and teardown | To do → In progress → Done |
Facilities is the one to build first. It's the board with the most obvious pain — requests scribbled on a card and lost by Wednesday — and the fastest to prove itself. Note its Scheduled column: church facilities work usually waits for a volunteer's Saturday, and "waiting for Saturday" deserves to look different from "someone is doing it now".
Add a board per ministry later if a ministry genuinely needs its own — youth, worship, missions. Not before. An empty board is worse than no board.
Tags: the cross-cutting labels
Tags label what something is about, across every board:
facilities, worship, youth, volunteers, events, outreach
Use them to answer questions that cross boards — "everything touching the youth ministry this month" — rather than to duplicate the boards you already have.
Priorities without ceremony
Four levels, and they only need to mean something to your team:
- Urgent — it affects this Sunday. The sanctuary mic is dead; the nursery has no volunteer.
- High — needed within the next week or two.
- Medium — the honest default.
- Low — someday, if hands are free.
The Sunday rhythm does most of your prioritizing for you. Give things due dates and let the calendar carry the load.
Mapping the features to your week
Requests from the congregation → an intake form (paid plans). Publish a request form, then put its link on your website and a QR code on the bulletin. Broken mic, cold room, burned-out bulb, room booking — every request lands on the Facilities board with a number, an owner and a status, instead of on a sticky note. Nobody needs an account to file one.
Sunday prep → recurring tickets. This is the feature that pays for the setup. Create the weekly checklist once — bulletins printed, slides built, sound check, coffee, teardown — and let it re-create itself every week, already assigned to the right people. Same for monthly communion prep and quarterly deep cleans.
Dates → the calendar. Weddings, funerals, VBS week, the Christmas Eve service run-up. Every task with a due date shows up there, so event season stops living in one person's head.
Staff vs. volunteers → roles. Staff and ministry leads get Member: they can work any ticket and shape the boards. Volunteers get Agent: they see what's going on and own what's assigned to them, and can't accidentally rename your columns. Keep Org Admin for the office. See Roles and permissions.
Decisions → comments. Ask people to reply on the ticket instead of in a group text. When a new volunteer takes over the potluck next year, the whole history is right there.
Your first 30 minutes
- Create the Facilities board with Requested → Scheduled → In progress → Done. (5 min)
- Add your tags from the Tags page. (3 min)
- File the three requests currently on paper in the office. Real ones. (5 min)
- Invite two people: your building volunteer as Agent, your administrator as Member. (3 min)
- Build the Sunday prep recurring ticket — one checklist, repeating weekly. (7 min)
- Publish a request form for facilities if you're on a paid plan, and put the link somewhere people will find it. (5 min)
- Open the Calendar and look at the next month. (2 min)
Leave Events and Sunday prep as boards for later if that's all the time you have. Facilities alone will change your week.
What to read next
- Working with tickets — worth sharing with every volunteer you invite.
- Roles and permissions — who can do what, before you invite the team.
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