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Resource Manager

Estimated reading time: 3 min

Use the resource manager to keep track of your church’s library of resources (books, classroom materials, VBS props, etc.) and who has borrowed an item. Leaders and members can view your inventory, see what items are “in stock,” and what items are being borrowed and by whom.

Adding a Borrowed Item

    1. To add a borrowed item, click “New” on the “Borrowed Items” page under Congregation Tools > Resource Manager of Congregate Admin.
    2. Select the borrower from the “Borrower” dropdown menu.
    3. Select the item being borrowed from the “Item” dropdown menu.
    4. Optionally, select the date of checkout/when the item was borrowed in the “Checkout Date” field.
    5. Optionally, select the date the item is due in the “Due Date” field.
    6. Select the status of the item in the “Status” field: Checked Out (for a new borrower) or Checked In (if the borrower is returning the item).
    7. Enter any additional comments in the “Notes” field if you wish.
    8. Click “Add” to save your entry. Click “Cancel” to cancel.

Managing Borrowed Items

To add, edit, or remove items, click “Borrowed Items” under Congregation Tools > Resource Manager inside of Congregate Admin. There you will find a list of all your borrowed items/borrowers.

Click “New” to add a borrowed item.

To edit a borrowed item, simply click its type or edit icon. You can edit the borrowed item and change its status to “Checked In” when the item is returned.

To permanently remove a record, click its trashcan icon.

To bulk update records, check the checkboxes next to the applicable records and select the following from the “Checkbox Options” dropdown menu: Check In. Then click “Apply.”

Displaying/Viewing the Resource Manager

To display the resource manager, select the members only page you wish to display it on via the “Resource Manager Page” selection dropdown on the “Options” page under Congregation Tools > Resource Manager in Congregate Admin.

If you do not wish to show the resource manager, simply select “None.”

Categories

Inventory in your library can be grouped together in categories to make searching and finding items easier.

To add, edit, or remove categories, click “Categories” under Congregation Tools > Resource Manager inside of Congregate Admin. There you will find a list of all your categories.

Click “New” to add a category. Enter the name of the category and click “Add.”

To edit a category, simply click its title or edit icon.

To permanently remove a category, click its trashcan icon.

To bulk update categories, check the checkboxes next to the applicable categories and select the following from the “Checkbox Options” dropdown menu: delete. Then click “Apply.”

Inventory

Your inventory contains all of the items you keep track of and allow members to borrow.

To add, edit, or remove inventory, click “Inventory” under Congregation Tools > Resource Manager inside of Congregate Admin. There you will find a list of all your inventory.

Click “New” to add an inventory item.

      1. Enter the name of the item in the “Title” field.
      2. Optionally, enter a custom stock number or ISBN number in the “Stock Number” field.
      3. Select the category(s) this item belongs to in the “Category” field. Click “Add New” to create a new category.
      4. Optionally, enter the date the item was added to your collection in the “Date Added” field.
      5. Enter any notes, comments, or description of the item in the “Description” field.
      6. If you wish to include an image of the item, click “Upload Photo” and select and upload a photo.
      7. Click “Add” to save the item. Click “Cancel” to cancel.

To edit an item, simply click its title or edit icon.

To permanently remove an item, click its trashcan icon.

To bulk update items, check the checkboxes next to the applicable items and select the following from the “Checkbox Options” dropdown menu: delete. Then click “Apply.”

Custom Data Fields

Congregate can help you better track expenses by placing records into optional expense categories.

To add, edit, or remove topics, click “Custom Fields” under Congregation Tools > Resource Manager inside of Congregate Admin. There you will find a list of all your categories.

Click “New” to add a field. Enter the name of the field, select if the field is to be active or inactive via the “Active” checkbox, optionally enter a number to sort your custom fields in the “Ordering” field (if you prefer a custom order vs. alphabetical order), and click “Add.”

To edit a field, simply click its title or edit icon.

To permanently remove a field, click its trashcan icon.

To bulk update categories, check the checkboxes next to the applicable categories and select the following from the “Checkbox Options” dropdown menu: delete, make active, or make inactive. Then click “Apply.”

Options

Use the dropdown menu to select the page you wish the resource manager to appear on. If you do not wish to the resource manager, select “None” from the dropdown menu to disable it.

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