Empowering Small Group Leaders with Planning Center

Sep 5

Leading small groups has been one of the greatest joys in my adult life. Over the years, my husband and I have been part of several churches—some small and cozy, some large and bustling. No matter the size or structure, being part of small group ministry has consistently helped us grow—both spiritually and relationally.

There’s something so powerful about gathering with a handful of people in a living room or around a kitchen table. Whether we’re digging into Scripture, praying for each other, wrestling through tough life questions, or simply sharing a meal, small groups create space for real connection. That’s where discipleship becomes personal and where the church becomes family.

But here’s the truth—leading a small group takes work. It’s rewarding, yes. But it also comes with a lot of moving pieces. Coordinating schedules, planning discussions, managing communication, keeping track of who’s attending, remembering to follow up with someone who missed a few weeks—it can quickly become overwhelming without a good system in place.

I remember what it was like before we had access to digital tools. We relied on long text threads, printed sign-up sheets, physical attendance rosters, and email chains that never seemed to include everyone. It wasn’t efficient, and more importantly, it pulled focus away from what really mattered—leading and loving our people well.

Thankfully, those days are behind us.

Enter: Planning Center

Planning Center is one of those tools that I wish we had access to sooner. It’s a powerful, intuitive, and incredibly helpful platform built specifically for churches. And within Planning Center, the Groups feature has been a game-changer for our small group ministry.

If you’re a small group leader, or a staff member overseeing groups at your church, this tool can help streamline everything from communication and attendance to scheduling and resource sharing. It’s like having a behind-the-scenes ministry assistant helping you stay organized and connected.

Here’s a closer look at how Planning Center can make small group leadership not just easier, but more impactful.

Attendance Tracking Made Simple

I know that “tracking attendance” doesn’t sound super spiritual. But hear me out: it’s not about numbers. It’s about people.

Knowing who’s consistently attending and who might be drifting away allows us to care more intentionally. That college student who hasn’t shown up in a month? You’ll notice. That new couple who just started coming regularly? You’ll be able to celebrate their engagement.

Planning Center makes this process incredibly simple:

Automated reminders are sent to leaders after every scheduled meeting, so you never forget to take attendance.
Customizable reports help you track trends over time—like someone consistently missing or a new member becoming more active.
You can even assign an “Attendance Taker” role to a group member, which takes the pressure off the leader and frees you up to focus on leading the conversation.

And best of all? It can all be done right from your phone using the Church Center app. No spreadsheets. No clipboards. Just quick, easy, accurate data that helps you love your people better.

Streamlined Communication (Finally!)

If you’ve ever tried to communicate with a group of people using five different apps, you know the chaos that can come with that. Text messages get lost. Emails go unread. Group chats get buried under memes and side conversations.

Planning Center brings all your group communication into one centralized place:

You can send announcements, group messages, or individual follow-ups directly from the Groups dashboard.
Members can reply, ask questions, or engage in conversation right in the app, in a safe, ministry-focused environment.

It takes all the guesswork and fragmentation out of communication. Everyone gets the same message, in the same place, at the same time. It's simple, clear, and consistent.

Organizing Events with Ease

We all know that small groups aren’t just about Bible studies. Sometimes you’re planning a potluck or a BBQ. Other times, it’s a game night, a service project, or a group outing.

Planning Center makes scheduling and event organization a breeze:

You can create recurring or one-time events and have them appear on the group’s shared calendar.
Include important details like the address, start time, what to bring, or even a link to sign up for snacks or childcare.
Group members can RSVP through the Church Center app, which helps you plan more accurately and avoid last-minute surprises.

What I love is how centralized it is. You’re not chasing down responses in a group chat or trying to remember who said what. Everything is organized, up-to-date, and easy to manage.

Empowering Members Through the Church Center App

Church Center is the mobile app that connects directly to Planning Center. This tool is a total win for group members.

From the app, members can:

Join a group, RSVP to events, and view the group calendar.
Message leaders or other members, ask questions, or stay in the loop.
Access resources like discussion questions, study guides, or devotionals.

You can even post weekly reminders, prayer requests, or follow-up notes right in the app. It becomes a hub for group life, giving people 24/7 access to everything they need to stay connected and grow.

The best part? It’s incredibly user-friendly. Even folks who aren’t tech-savvy can navigate it easily. And for newer members or visitors, it helps them feel plugged in without feeling overwhelmed.

Onboarding New Leaders and Members

Let’s not forget about the process of bringing in new leaders or adding members to your group. That used to be a bit clunky—lots of manual entry, emails, and unclear roles.

Now, it’s smooth and straightforward:

New leaders can be added with specific permissions, so they only see what they need.
Everything is tied into your church’s database, so you avoid duplicate profiles and messy contact lists.

This is especially helpful if your church has lots of groups or rotating leadership. It keeps everything neat, consistent, and ready to go.

Final Thoughts

Here’s the bottom line: Small group leaders are doing sacred work. They’re walking with people through the highs and lows of life, helping them grow in faith, and creating a space for meaningful community. That’s no small task.

But they don’t have to do it alone and they don’t have to do it with outdated tools.

Planning Center truly is a ministry partner that supports the behind-the-scenes stuff so leaders can focus on what really matters: building relationships, fostering spiritual growth, and pointing people to Jesus.

If you’re already leading a group, consider how these tools could help you lead more effectively. And if you’re on the fence about trying it out—go for it. The setup is easy, the interface is clean, and the support is great. Once you get started, you’ll wonder how you ever did it without it.

Your group members will feel more connected. You’ll feel more organized. And your ministry will have room to grow both in numbers, and depth and discipleship.

So, if you haven’t explored Planning Center Groups or the Church Center app yet, now’s the perfect time. Your future self—and your small group—will thank you.

Alicia Osgood

Support & Implementation Specialist, Threefold Solutions

P.S. We assist with coaching, training, strategy, and support.

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