Pastoral Ministry Admin Database

Do you need an application to streamline the administration of Sozos or Pastoral Ministry appointments and ensure compliance with GDPR ?

We provide a flexible database for administration of appointment based ministries such as Bethel Sozo, Restoring the Foundations, Pastoral sessions,  Counselling etc … Almost all emails are written for you and link with calendars. Data is encrypted and secure and includes flexible removal of old information. At a glance you can see all upcoming appointments and their ‘status’, or all appointments a guest or a team member has had. It supports importing applications or appointment feedback from guests or importing of training or logs of pastoral appointments by your team. It provides reports and statistics eg. of average feedback scores…

…… and essentially saves you a lot of time!

See below for more details or request a demo to see it in action.


  • Import of ministry requests (e.g. from a Google form / website / email)
  • Import of Pastoral or Counselling Session logs (e.g. from a Google form / website / email)
  • Automatic creation of emails
    • To Check availability
    • To send to the Guest, confirming appointment details
    • To send to the Team members, with the contact and appointment details, inserting into their Calendar
    • To request feedback from the Guest
    • To send a follow-up email
    • Additional email templates for any other purpose
  • Dashboard with upcoming appointments and new ministry requests to assign, with their current status
  • Import of ministry feedback (e.g. from a Google form)
  • Team training records
  • Reports and statistics:
    • Numbers of Appointments by ministry type, month, year and Guest category
    • Numbers of Appointments by team member, month and year
    • Training summary by team member
    • Average feedback scores, feedback comments
    • Appointment Slot analysis
    • Appointments – by date range / team member
  • Configurable: You can set up your own
    • Ministry Types, Categories, Statuses, Locations, Training Types etc
    • Unlimited Email templates
    • Email text and signatures
    • Import order of fields for Application forms, Feedback and Counselling Session log forms
  • Housekeeping
    • Deletion of Guests inactive for more than ‘x’ months
    • Deletion of personal data (Reason for Request) after ‘y’ months

Since using the data base life has become so much easier. Placing client information from google forms to the data base happens at the click of a button - wonderful! Information is easy to find and clear to see who has appointments and who is waiting. Communication to the clients has been streamlined by having emails prepared and ready to send at the click of a button. The whole data base is easy to use and has saved so much time. I highly recommend it.

ChrisHead of Pastoral Care - Trinity Cheltenham

I have found the database invaluable in the day to day running of our busy counselling and Christian ministry centre. Judith took the time to understand exactly what we were looking for and made sure that she supplied the best product for our needs. Having the database has greatly reduced the admin time spent allocating and booking appointments and storing sensitive data in a secure and GDPR compliant location. We were given very thorough training and resources to ensure we understood all aspects of the database and Judith has always been responsive and helpful whenever we have needed support. Thank-you Data Artisan for supplying a tool that has enabled us to increase the efficiency and effectiveness of our service.

KateTransformation Centre Manager - Eastgate

Data Security

Personal and sensitive data must be held and handled securely and carefully, particularly in line with the General Data Protection Regulations (GDPR) of 2018. The database is compliant with this act: it is encrypted and password controlled (it is not Cloud based); Guests can have their data removed on request, or a download of data held on them can be provided.

It is the organisation’s responsibility to ensure that access to the database is protected and secure, and that they have permission to store people’s data.


There is a full online help manual, including FAQs. Training can be provided and also support to set up application forms and feedback forms that will synchronise with the database.

Contact us - for Pastoral Ministry Admin database enquiries and purchases