Vacation Bible School (VBS) is a church event that involves dozens of volunteers, hundreds of children, daily programs running for a week, materials to track, and parents who need constant communication. If you have ever coordinated a VBS, you know the feeling of juggling all of it from a notebook and a WhatsApp group.
Here is a better way.
Pre-Registration Setup
Start by creating your VBS as an event in StewardTrack's calendar. Set the dates, the venue, and the capacity. Then use the event registration feature to generate a registration QR code. Post this QR in your announcement materials — bulletins, social media, the church gate.
As children register, their information flows into StewardTrack. Parents can register their children online from home. No paper forms to collect, decipher, and re-encode.
Volunteer Assignment
VBS needs a lot of volunteers — teachers, assistants, worship leaders, craft coordinators, snack committee, registration booth. Use the service scheduler to create volunteer slots for every day of VBS week, then assign your confirmed volunteers to each slot.
Send confirmation messages through StewardTrack's communication tools one week before VBS starts, with each volunteer's specific role and call time. Send reminders the night before each day.
Daily Attendance Tracking
Record daily attendance for each VBS session in the event module. At the end of the week, you will have a complete record of how many children attended each day — useful for reporting to the congregation and for planning future VBS events.
Budget Tracking
Create a VBS budget category before the event. Record all expenses against it as they are incurred — craft materials, decorations, snacks, t-shirt printing. At the end of VBS week, you can run a report showing exactly what the event cost against what was budgeted.
Post-VBS Follow-Up
VBS often introduces new families to the church. Use the member management tools to record new family registrations and assign follow-up care plans to your children's ministry leader. The children who attend VBS this year can become the next generation of your church.
