Getting Started

This guide walks administrators through setting up Flockbase for the first time, establishing church units, and onboarding your leadership team and volunteers.

1. Initial Organization Provisioning

When a new Flockbase deployment is launched:

1. Super Admin Seeding: An initial Super Admin account is provisioned during database migration or through the backend seed script (prisma/seed.ts).
2. Accessing the Dashboard: Navigate to the production login portal at https://flockbase.live/login.
3. First Login & Two-Factor Authentication:
   • Enter your email and password.
   • On unrecognized browsers, an SMS OTP is dispatched to your registered phone number via Termii.
   • Enter the 6-digit code to establish a trusted device session.

2. Setting Up Church Units

Church departments and workforce ministries are modeled as Units in Flockbase (e.g., Choir, Ushering, Media & Technical, Protocol, Children's Church).

Creating a Unit

1. In the navigation sidebar, select Units (/units).
2. Click Create New Unit.
3. Provide:
   • Unit Name: Unique department name.
   • Description: Purpose and operational scope of the unit.
   • Assigned Leader (Optional during creation): Select an active member to serve as Unit Leader.

{
  "name": "Media & Production",
  "description": "Responsible for live streaming, audio engineering, and visual media."
}

3. Provisioning Administrators

Super Admins can create administrative accounts to delegate operational responsibilities:

1. Super Admins navigate to Admin Management (/admin/admin-accounts).
2. Fill out the Create Admin form with:
   • Full Name
   • Email Address
   • Phone Number (must include country code, e.g. +234...)
   • Temporary Password
3. Upon creation:
   • The admin account is immediately marked ACTIVE with role ADMIN.
   • A branded welcome email is dispatched to their email containing their credentials and direct login link.
   • Upon first login, the admin is advised to update their password under Profile Settings (/profile).

4. Onboarding Workers to Units

There are two primary methods for workers to join their respective units:

Method A: Direct Email Invitation (Recommended)

Unit Leaders and Administrators can send email invitations directly from the Unit Invite screen:

1. Open the unit and click Invite Workers (/unit/invite).
2. In the Send invite by email form:
   • Enter the recipient's name (optional).
   • Enter the worker's email address.
3. Click Send invite email.
4. The worker receives an email with an Accept Invitation link pointing directly to the unit's registration screen.

Method B: Shareable Unit Invite Link

Each unit possesses a permanent or regenerable tokenized invite link (e.g., https://flockbase.live/join/:token):

1. Copy the invite link from the Unit Invite dashboard.
2. Share the link in official department communication channels (e.g., WhatsApp, Telegram, or email announcements).
3. Workers clicking the link register directly into that specific unit without requiring admin approval.

5. Scheduling Your First Service

With units and workers configured, you are ready to record attendance:

1. Navigate to Services (/services).
2. Click Schedule Service.
3. Specify:
   • Service Name (e.g., Sunday Celebration Service, Midweek Communion).
   • Date & Scheduled Start Time.
   • Check-in Window: Configures when QR codes become active and when check-ins are flagged as LATE.
4. During service time, display the service QR Code on church screens or print dynamic check-in sheets for workers to scan.