App Discovery Intake

This form helps define an app for your organization, ministry, or program before any building starts. The more real detail you share now — actual workflows, examples, odd situations — the less rework later.

Skip anything that doesn't apply, and "not sure" is a perfectly good answer. Rough notes beat polished paragraphs.

TimeAbout 30–45 minutes. You don't need to finish in one sitting.
Your progress savesAnswers save automatically in this browser on this device.
Best done togetherIdeally one leader, one person who does the hands-on work, and one admin.

Section 1

Organization and project basics

Who you are, what you do, and why an app now.

Top goals for the app Pick up to three

Section 2

Who will use the app?

Different people should only see what they actually need.

Which roles do you expect?

Section 3

How the work actually happens

The real-world sequence, so the app fits your work and not the other way around.

Will people use the app while out and active (on site, in the field, on the move)?
Will internet or cell service be unreliable in some places?

Section 4

Features

What matters at launch versus later. This defines version 1 and what comes after.

Which features are needed at launch?
Features people often forget to ask for
  • Check-in / attendance — confirm who actually showed up, not just who signed up.
  • Separate care or prayer requests — keep them apart from general contacts, with their own follow-up.
  • Duplicate detection — catch the same person entered twice under slightly different spellings.
  • Offline drafts that sync later — essential anywhere signal drops.
  • Location tagging — tie results to neighborhoods, sites, or event zones.
  • Follow-up reminders — make sure someone actually reaches back out.
  • Consent and media safeguards — protect minors, faces, and sensitive stories.
  • A simple leadership dashboard — the big picture without digging through records.
  • Role-based menus — volunteers see a simple app; admins see the controls.
  • One resource hub — scripts, maps, safety info, and training in one place.

Section 5

Scheduling and events

How scheduling should work and what it needs to prevent.

How do people get on the schedule?
Do events repeat on a regular pattern?

Section 6

Announcements and notifications

Getting information out without overwhelming people.

Which kinds of notifications are needed?
Can people choose which alerts they get?

Section 7

Activity and materials tracking

What gets handed out, what runs low, and what's producing results.

What materials or supplies should be tracked?

Section 8

Contacts and follow-up

What gets captured when your team meets someone, and what should happen next.

What information may be collected?
Flag possible duplicate contacts?
Assign follow-up automatically?

Section 9

Photos and video

What gets uploaded, who sees it, and what restrictions apply.

Upload photos?
Upload video?

Section 10

Resources and training

The app can also help your team do the work better, not just record it.

What should be available inside the app?

Section 11

Reporting and data

What leadership needs to review, measure, and export.

Export to Excel / CSV?
Import existing data (e.g. a spreadsheet of contacts)?

Section 12

Security and access

What needs protecting and who controls access.

Which information is sensitive?
Different permission levels?

Section 13

Look, feel, and ease of use

It should feel like your organization and be easy to use under pressure.

Section 14

Existing tools

Systems you already use, and any technical rules to know about.

Does it need to connect with anything you already use?

Section 15

Timing, scope, and success

Realistic expectations for version 1.

Send your answers

Partial answers are fine — send what you have. You can also print a copy for your records.