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Song Tracker

Estimated reading time: 4 min

Members and song leaders can now easily see what songs have been sung during your assemblies, who led them, and how often they’re being led. Great for song leaders, Congregate’s song tracker allows leaders to find songs that are led too often, most-recently, and that have never been led (or led long ago). Members can view by date range, by as song’s history, or a song leader’s history to find all the information pertaining to your song services. Non-song leaders can use the song request form to inform song leaders of songs they wish to have sung.

Adding Led Songs

    1. To add led songs to the song tracker, click “New” under Congregation Tools > Song Tracker inside Congregate Admin.
    2. Select the date the songs were sung.
    3. Select the song leader from the dropdown menu.
    4. Select the service in which the songs were sung.
    5. Enter led songs by beginning to type their name or number into the “Songs” field.
    6. Click “Add” to save your led songs. Click “Cancel” to cancel.

Managing Led Songs

To manage your media, click “Led Songs” under Congregation Tools > Song Tracker inside of Congregate Admin. There you will find a list of all your entered songs.

To edit a led songs entry, simply click its date or edit icon.

To permanently remove a led songs entry, click its trashcan icon.

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

Displaying/Accessing the Song Tracker

To display the song tracker on your website, select the member page you wish to display your media on via the “Song Tracker Page” selection dropdown on the “Options” under Congregation Tools > Song Tracker page in Congregate Admin. If you do not wish to use the song tracker, simply select “None.”

Song Books

Books can include hymnals, supplements, and electronic or custom collections.

To add, edit, or remove a song book, click “Books” under Congregation Tools > Song Tracker in Congregate Admin.

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

To permanently remove a book, click its trashcan icon.

To add a new book, click “New.” Enter its name and an optional description. Click the “Available” checkbox to make the song book active on your site.

Songs

Songs can appear in multiple books and can be added manually or imported in bulk.

To add, edit, or remove a song, click “Songs” under Congregation Tools > Song Tracker in Congregate Admin.

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

To permanently remove a song, click its trashcan icon.

To add a new song, click “New.” Enter its title and then enter the song number as it appears in any applicable song books you have active on your site.

The Song Tracker logs songs by their names alone. The majority of songs may appear in multiple books. Therefore, if you are using multiple books, the system may log a song as being led from any given book, even though it may not technically be the book you’re singing it from.

If you wish to log exact songs from exact books, you will need to rename such song titles to something unique, so that they only appear in a single book (e.g., “Just As I Am – Hymns for Worship” vs. “Just As I Am”).

Member Song Lists

Song lists can be entered to (1) automatically add led songs into the song tracker database and (2) be submitted to leadership for approval or a technical team to prepare any song-related setup. Members with permission can create their own song lists through their member account.

To add, edit, or remove a song list, click “Song Lists” under Congregation Tools > Song Tracker in Congregate Admin.

To edit a song list, simply click its title or edit icon.

To permanently remove a song list, click its trashcan icon.

To add a new song list, click “New.” Select the song leader, date, and service. Then select one or more songs from the dropdown menu and optionally add any comments for that specific song. To add additional songs, click the “Add Another Song” button. To remove songs, click the “X” next to each applicable song. If you wish to publish the list – and place the songs in the song tracker automatically – choose “Published” from the status menu. Enter any additional comments in the “Comments” field.

Song Requests

Members with permission can request songs to be led through their member account.

To add, edit, or remove a song request, click “Song Requests” under Congregation Tools > Song Tracker in Congregate Admin.

To edit a song request, simply click its title or edit icon.

To permanently remove a song request, click its trashcan icon.

To add a new song request, click “New.” Select the date, song, and the member who requested the song.

Importing/Exporting Songs

You can import an entire song book or songs in bulk by downloading our CSV template, adding your information (song title and number) and then importing it into Congregate.

Click “Import/Export” under Congregation Tools > Song Tracker in Congregate Admin. Then click “Download CSV Import Template” to download the empty spreadsheet you will use to add your song information.

In your spreadsheet application, add your song’s information – one row for each entry. Then export the completed file in the CSV format.

Do Not Modify The Template
Your media import will fail if you modify the template in any way. Do not remove any row headers, columns, etc. Only add your information to the spreadsheet file.

Return back to Congregate Admin and select the book to import your songs from the “Select a Song Book…” menu or click “Add New Book” to create an empty book. Then click the “Upload File(s)” button to select and upload your CSV file.

Click the “Import Songs” button after your file has been uploaded and wait for all of your songs to be processed.

To export songs to a CSV file, select the song book to export under the “Export to CSV” section and click “Export Book to CSV.”

Options

Selecting Display Pages

Use the dropdown menu to select a member page for the song tracker. If you do not wish to use the song tracker, select “None” from the dropdown menu to disable it.

“Recently Led” Date Range

Enter the number of days that dictates what “Recently Led” refers to.

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