1. Getting started

Everyone

What the portal is

The RCCG Continent 13 Monthly Reporting Portal replaces the monthly Excel returns. Each parish enters its monthly financials and statistics once; Area, Zone, Province and Region pastors and the Continent then see the figures for the parishes beneath them, in the parish's own currency or in Australian dollars (AUD).

The portal follows the Continent 13 templates:

• Parish report — Continent 13 Parish Monthly Financials and Statistics Report Template 2026
• Regional / Province report — Continent 13 Regional Monthly Financials and Vital Statistics Template 2026

The church's reporting year runs from September to August (for example, 2026/27 = September 2026 to August 2027).

Who can use it and what they see

Access follows the church structure: Continent › Region › Province › Zone › Area › Parish. Access to any level includes every parish beneath it.

There are two access levels:

• Submit & view — enter and save monthly reports, and run reports.
• View only — run reports, but not enter or change figures.

On top of their access, the Parish Pastor, the Provincial Pastor, the Regional Pastor and the Continental Overseer have sign-off authority: each in turn reviews and signs off the monthly report, after which it is locked for them (see Sign-off and amendments). The Youth Province goes straight from the Parish Pastor to the Continental Overseer, and a parish with no Parish Pastor email starts at its Provincial Pastor.

Your first access comes from the email address recorded for you in the Continent 13 Parish Register. Anyone else is given access by invitation (see Inviting and managing users).

Activating your account (first time)

The portal's address is https://reports.rccgcontinent13.org — bookmark it.

If you received a Welcome to the RCCG Continent 13 Monthly Reporting Portal email, click Activate my account in it (the link lasts 7 days) and go to step 4. Otherwise:

1. Open the portal and click First time here? Activate your account.
2. Enter the email address recorded for you in the Parish Register (or the address you were invited with) and click the button.
3. Open the email from the portal and click Activate account. The link works once and expires after 48 hours (an invitation link lasts 7 days).
4. Choose a password of at least 10 characters.
5. Set up two-step verification (next section).
6. Save your recovery codes, then click I have saved them — continue.

Emails come from reports@rccgcontinent13.org. If a link says it has expired or was already used, the page tells you why and lets you request a new one on the spot. If no email arrives within a few minutes, check your Spam/Junk folder. If it is still missing, ask your Area/Zone/Province pastor or an administrator to send you the link.

Two-step verification (required for everyone)

Every user signs in with a password and a 6-digit code from an authenticator app on their phone. This protects the church's financial information even if a password is guessed.

1. Install Google Authenticator or Microsoft Authenticator (or Authy) from your phone's app store.
2. In the app, tap + / Add account and scan the QR code shown by the portal. If you cannot scan it, choose enter a setup key and type the key shown under the QR code.
3. Type the 6-digit code the app shows into the portal and click Verify and finish.

The code changes every 30 seconds — always use the current one.

Recovery codes

After setting up two-step verification the portal shows eight recovery codes. Each one lets you sign in once if you do not have your phone. Print them or write them down and keep them somewhere safe — they are not shown again.

You can create a new set at any time under My account › Two-step verification › Generate new recovery codes (this cancels the old set).

Signing in

1. Enter your email and password and click Continue.
2. Enter the 6-digit code from your authenticator app (or a recovery code).

For security:

• After 5 wrong passwords the account is locked for 15 minutes.
• You are signed out automatically after 30 minutes without activity. Anything you had not saved is lost, so use Save draft regularly when entering a report.
• Always click Sign out (top right) on a shared computer.

Forgotten password

Click Forgot password on the sign-in page and enter your email. The reset link is valid for 2 hours. Your access and two-step verification stay the same.

New or lost phone

• Changing phones: before you switch, sign in on the old phone if you can. If your authenticator app supports transferring accounts (Google and Microsoft Authenticator do), move the accounts to the new phone.
• Phone lost or reset: sign in with one of your recovery codes, or ask an administrator to reset your two-step verification. At your next sign-in you will scan a new QR code.

My account

Click your name at the top right to open My account. There you can:

• See My access — which parts of the church structure you can work with.
• Change your display name.
• Change your password (you need your current password).
• Change your sign-in email — enter the new address, your password and an authenticator code. A confirmation link is sent to the new address; the change happens when you click it. Your password, two-step verification and access stay the same, and parish records that show your email are updated too.
• Generate new recovery codes.
• See My sign-off authority — if you are a Parish, Provincial or Regional Pastor or the Continental Overseer, where you sign off, who signs off below you and who is above you.

Getting help

• Click Help in the top menu (or Help & FAQ on the sign-in page). Help opens with a link to the section about the page you were on.
• Type a few words in the search box — for example lost phone, sign off, exchange rate — to search the whole manual and the FAQ.
• Frequently asked questions lists quick answers; type in its box to narrow them down.
• Printable manual gives the whole manual on one page to print or save as PDF for training.
• Still stuck? Ask your Area, Zone or Provincial Pastor, or the Continent administrator at finance@rccgcontinent13.org.

2. Entering a monthly report

Parish pastors and anyone with Submit access

Before you start

You need Submit & view access to the parish. Have to hand:

• the attendance for each Sunday service of the month, and the collections for each week (Monday to Sunday);
• the online giving, EFTPOS and direct credits received during the month;
• the month's expenditure and equipment purchases;
• the other statistics (marriages, births, deaths, converts, baptisms, house fellowship, new workers, parishes planted, CSR activities, youth programmes).

Amounts are entered in the parish's own currency (for example VUV for Vanuatu parishes). The portal converts them to AUD for Continent reports using the month's exchange rate — you do not need to convert anything.

Opening the report

1. Click Enter report in the top menu.
2. Choose the Month.
3. Click your parish in the list. Each parish shows its sign-off level for that month: Not started, Draft, Parish ✓, Province ✓, Region ✓ or CO ✓ final.

You can move to the previous or next month with the ‹ › arrows at the top of the form.

1. Services, attendance & collections

The form has exactly one row for each Sunday of the month — four or five rows, already dated — plus one On-line / Direct row at the bottom, which is always there whether the month has four or five Sundays. Rows cannot be added or removed.

The note under the rows is a reminder of the two rules:

• Attendance is for Sunday services only. Do not enter weekday meetings.
• The collection for a Sunday is everything collected from the Monday to that Sunday. A gift received on a Wednesday goes on the following Sunday's row.

On-line / Direct row — use it for online giving, EFTPOS, direct credits and any other electronic payments received during the month. It has amounts only (no attendance) and is not counted as a Sunday when working out average attendance.

• Two services on one Sunday? Add both services' attendance and collections together on that Sunday's row.
• A Sunday with no service? Leave the row blank — it is not counted in the average.
• The Totals row and the Average per Sunday are calculated as you type. Average attendance = total attendance ÷ number of Sundays with attendance entered.
• Older reports and uploaded spreadsheets with extra lines (two services on a Sunday, weekday lines) are fitted to the Sunday rows automatically: each extra line is added into the Sunday that ends its week, and a notice at the top of the section says how many lines were combined. Check the figures and save.

2. Expenditure / equipment purchase

Enter each expense with its date, a description and the amount. Click + Add expenditure line for more lines. The total is calculated for you.

Summary and remittance

The Summary box shows, as you type:

• Total income = Offerings + Tithes + Mission + Thanksgiving + 1st Fruit + Donations
• Total expenditure
• Remittance to Province — with the rate and amount for each item (Tithes at the parish's tithe %, Offerings 5%, Mission 70%, Thanksgiving 100%, 1st Fruit 95%)
• Remittance to Continent

These follow the template's formulas; see Calculations explained for details.

3. Other statistics

Enter a number in every box. Enter 0 when there is nothing to report — this shows the item was checked. The Parish Pastor cannot sign off until every statistic has a number.

Use Special reports and comments for anything the Province or Continent should know about the parish's well-being.

Saving a draft

Click Save draft at any time. Nothing goes to your Province until the Parish Pastor signs off, and you can come back and change a draft as often as you like. Save regularly — you are signed out after 30 minutes without activity.

If you are the Parish Treasurer (or anyone other than the Parish Pastor), click Save and ask the Parish Pastor to sign off when you have finished: the Parish Pastor is emailed that the report is ready.

Drafts can be included in reports by leaders who tick Include draft reports, so they can see early figures.

Signing off as Parish Pastor

1. Check the figures and the Summary.
2. Click Sign off as Parish Pastor and confirm.

After you sign off, the report is locked for the parish — nobody at the parish can change the numbers. It shows as Parish ✓ and counts in every report. Your Provincial Pastor is emailed to review and sign off next (for the Youth Province, the Continental Overseer). See Sign-off and amendments for the whole chain.

No Parish Pastor email? If no email is recorded for the parish's pastor, the button reads Save and ask the Provincial Pastor to sign off, and the Provincial Pastor signs off for the parish. Ask the administrator to add the pastor's email.

Correcting a signed-off report

Open the report and, in the Sign-off panel, use Request amendment: describe what needs to change. Your Provincial Pastor is emailed; if they agree, they return the report for amendment and it becomes a draft again. Make the correction and sign off again. Nobody — not even the administrator — changes signed-off figures directly: corrections always go back through the chain.

Loading the Excel template instead of typing

If you have already filled in the Continent 13 Parish Monthly Financials and Statistics Report Template 2026:

1. Open the report for the right parish and month.
2. Under Already filled in the Excel template? choose the file and click Load spreadsheet.
3. The form is filled in from the REPORT and OTHER STATISTICS sheets (service lines are fitted to the month's Sunday rows, as above). Nothing is saved yet — check the figures, then click Save draft or Sign off as Parish Pastor.

Only the 2026 template layout is supported. If a figure looks wrong after loading, correct it on the form.

Good practice

• Enter the report as soon as the month's figures are counted, and have it signed off by the date your Province sets.
• Keep receipts and counting sheets as usual — the portal records the totals, not the evidence.
• If something does not fit the form, explain it in Special reports and comments.

3. Sign-off and amendments

Everyone — especially Parish, Provincial and Regional Pastors and the Continental Overseer

Why reports are signed off

To protect the integrity of the church's figures, every monthly report is reviewed and signed off in turn. Once a person has signed off, they can no longer change the numbers. Only the next person in the chain can unlock the report, and every step is recorded in the report's history.

The sign-off chain

Youth Province: its Regional, Provincial and parish pastor are the same person, so a Youth parish's report goes straight from the Parish Pastor to the Continental Overseer, who reviews and gives the final sign-off.

Area and Zone pastors can see the reports for their parishes and can help enter figures while a report is a draft, but they are not part of the sign-off chain.

Seeing the sign-off level

The sign-off level is shown to everyone who can see the report:

• Draft — not yet signed off by the Parish Pastor
• Parish ✓ — signed off by the Parish Pastor
• Province ✓ — signed off by the Provincial Pastor
• Region ✓ — signed off by the Regional Pastor
• CO ✓ final — final sign-off by the Continental Overseer

You will find it on Submissions (with counts for each level, the next step for each parish and a Your sign-off marker on reports waiting for you), on Enter report, on the Dashboard's Parishes table, beside every parish in the Regional / Province report, on each page of the Parish report (with who signed off and when), and in the Excel downloads.

At the top of every report, the Sign-off panel shows the whole chain with the names of the people who hold sign-off authority at each level, who has signed and when, and what you can do.

Signing off

1. Open the report (Submissions › Review & sign off, or Enter report).
2. Check the figures. If you are the Provincial Pastor, the Regional Pastor or the CO you may correct them first, then Save changes.
3. Click Sign off as … and confirm.

The next person in the chain is emailed that the report is ready for their sign-off. The Parish Pastor's sign-off also needs every statistic to be filled in (0 when there is nothing to report).

What is locked for whom

Asking for an amendment

If a report is locked for you and something needs to change:

1. Open the report. In the Sign-off panel, open Request amendment.
2. Describe what needs to change and why, then click Send request.

The request is emailed to the next person up — after a Parish sign-off, the Provincial Pastor; after a Province sign-off, the Regional Pastor; after a Region sign-off, the Continental Overseer. After the CO's final sign-off it goes to the Continent administrator, who can unlock it. The request is recorded in the report's history.

Returning a report for amendment

If you can unlock a report (see the table above), open Return for amendment in the Sign-off panel:

1. Choose Return to — the level that should correct it (for example Parish — draft).
2. Give the reason.
3. Click Return for amendment.

The sign-offs above the level you chose are cleared, the people at that level are emailed with your reason, and they correct the report and sign it off again.

The history

Every report keeps a History (in the Sign-off panel): each sign-off, request, return and any change made after a sign-off, with who did it, when, and the reason.

The Continent administrator

The Continent administrator (treasurer) is not part of the chain, but works in the background when the need arises: they can sign off on behalf of any level — for example on behalf of the Continental Overseer — and unlock any report (return it for amendment). Every such action is recorded in the history, and a sign-off on someone's behalf is marked as such.

Once a report has been signed off, its figures are only ever changed through the chain: the next person up corrects them before signing off, or the report is returned to the level that should correct it. The administrator does not change signed-off figures directly.

Who has sign-off authority

• The Parish Pastor recorded for each parish in the Parish Register, the Provincial Pastor of each Province, the Regional Pastor of each Region and the Continental Overseer receive sign-off authority automatically.
• When the administrator creates a parish, Province or Region under Admin › Maintenance with its pastor, that pastor receives it too.
• Only the administrator can give or remove sign-off authority (Admin › Users › Submit, view & sign off). It cannot be given through Invite users.
• Whether a Region's reports go straight to the CO (as for the Youth Province) is set on the Region's page under Admin › Maintenance.
• A parish with no Parish Pastor email (or nobody holding Parish Pastor sign-off authority) goes straight to its Provincial Pastor, who reviews and signs off first; the Parish Pastor step is shown as not required. When the parish's pastor is given an email and access, the Parish Pastor step returns.

My account › My sign-off authority shows your own authority, with who signs off below you and who is above you.

4. Dashboard and Submissions

Everyone

The Dashboard

The Dashboard is the first page after you sign in. It summarises the parishes you can see for one month, in AUD, so parishes in different currencies can be compared.

At the top you choose:

• Month — the month to look at.
• Showing — Everything I can see, a part of the church structure (Region, Province, Zone, Area) or a single parish (parishes are listed under Parishes — Region › Province).
• Reports — Signed off + drafts (early view) or Signed off only (reports signed off by the Parish Pastor or above).

Figure boxes (KPIs)

Eight boxes show Total income, Tithes, Offerings, Remittance to the Continent, Average Sunday attendance, Average online attendance, Souls saved and Newly baptised. Under each figure:

• ▲ / ▼ x% vs [previous month] — month-on-month change;
• ▲ / ▼ x% vs [same month last year] — year-on-year change.

Green ▲ is an increase, red ▼ a decrease.

Year to date

Income, Tithes, Remittance and Souls saved from September to the chosen month, against the same months a year earlier.

Charts

• Income by month — this reporting year against last year.
• Average Sunday attendance — in person and online.
• Where income comes from — tithes, offerings and everything else, month by month.

Click Show figures under a chart to see the numbers in a table.

Treasury box

For Province, Region and Continent leaders and the treasurer: remittance due, received and arrears for the year to date, and the Provinces with the largest arrears. Arrears are kept per Province, so the box is hidden when a single parish, Zone or Area is chosen (it explains this instead).

Provinces and Parishes tables

• Provinces — income, change against last month and last year, year to date, attendance.
• Parishes — one line per parish grouped by Region › Province: sign-off level, income and changes, year to date, attendance (in person and online), souls saved and remittance. Click a parish name to see that parish's own dashboard.

Submissions

Submissions (top menu) lists every parish you can see for a chosen month with its sign-off level — Not started, Draft, Parish ✓, Province ✓, Region ✓ or CO ✓ final — the next step (who must sign off next) and when it last changed. The boxes at the top count the reports at each level. Reports waiting for your sign-off are marked Your sign-off and have a Review & sign off button. Use the page to follow up parishes that have not reported or signed off.

From this page you can open a parish's report, view it, or jump to the Regional and Parish reports for the month. If the month's exchange rate has not been entered yet, a notice says so.

5. Running reports

Everyone

The reports

Running a report

Click Reports in the top menu and choose:

1. Report — Regional / Province report, Parish report or Statistics only.

Period

• Month — one calendar month.
• Reporting year — September to August, e.g. 2026/27.
• Year to date — September up to the month you choose.
• Range — any run of months (up to 36), e.g. January to June.

For more than one month, money and statistics are added up, and average attendance is the attendance of all Sundays in the period divided by the number of Sundays.

Currency

• Reporting (AUD) — every parish converted to AUD at each month's exchange rate, so everything can be added up.
• Local — each parish in its own currency. Totals are given per currency; different currencies are never added together.

Include draft reports — tick to include reports that have been saved but not yet signed off by the Parish Pastor.

Every parish line shows its sign-off level (Draft, Parish ✓, Province ✓, Region ✓, CO ✓ final). For several months it shows the lowest level among the months, so a period is only shown as fully signed off when every month is.

2. Entities — tick Regions, Provinces, Zones or Areas. Leave all unticked for everything you can access.

3. Parishes — leave all unticked for every parish in the chosen entities, or tick specific parishes. Use Tick shown / Clear to tick or clear the list.

Click View report.

Buttons on a report

• ‹ Change selection — back to the choices.
• Download Excel — the report as an Excel file laid out like the template, with formulas in the total cells.
• Print / Save as PDF — opens your browser's print window; choose Save as PDF to keep a copy. Landscape works best.
• Show in local currency / Show in reporting currency (AUD) — switch currency.
• Include drafts / Exclude drafts — switch drafts on or off.
• Switch to Parish report / Regional report — same choices, other report.

Wide reports — frozen columns

Reports are wider than most screens. Scroll sideways inside the table (drag with a trackpad, Shift + mouse wheel, or swipe on a phone): the description columns on the left — S/N and Province / Parish in the Regional report, the parish names in the summaries, the dates in the parish pages, and Province / Parish in the Statistics report — stay in place, so you always know which row you are reading. Group headings (Region, Province) stay readable too. The same columns are frozen in the Excel downloads.

Reading the Regional / Province report

• Parishes are grouped Region › Province, with a total line for each Province, each Region and a grand TOTAL.
• Each parish shows its sign-off badge beside its name; greyed-out parishes have no report (or only a draft that was excluded).
• The line under the summary boxes counts the reports at each sign-off level.
• 30% Due to the Region appears under each Region total and the grand total: 30% of the Thanksgiving offering, which the Continent returns to the Region.
• The exchange rates used are listed under the table.

Provinces with parishes in more than one currency

Province 8 has parishes in Australia (AUD) and in Vanuatu (VUV). For such a Province the parishes are grouped by currency:

1. Parishes in Australian Dollar (AUD) … Subtotal — AUD parishes, in AUD
2. Parishes in Vanuatu Vatu (VUV) … Subtotal — VUV parishes, in VUV, and in AUD reports a line = in AUD under it
3. Total Province 8 — in AUD. In a local-currency report it is shown converted to AUD, so there is still one Province total.

Reading the Parish report

The summary lists each parish with Area, Zone, Province, Region, sign-off level, currency, average attendance, total income, expenditure, remittance to Province, remittance to Continent and 30% Due to the Region, with Province subtotals and totals.

Each parish page follows the template. For one month it shows every service line and the sign-off stamps — who signed off at each level and when; for longer periods it shows one line per month (with each month's sign-off level) and the totals.

Every report — on screen, printed and in Excel — carries the RCCG emblem in its heading. The Excel files also have a SIGN-OFF column (Regional report) or sign-off lines (Parish report).

Exchange rates

AUD figures use the rate entered by the administrator for each month (1 AUD = x local currency). If a month has no rate yet, the nearest earlier month's rate is used and the report says so. If no rate exists at all, that parish is left out of the AUD figures with a warning.

6. Inviting and managing users

Pastors and leaders

Who can invite whom

Anyone can invite other people, within their own access and at the same or a lower level:

• A parish pastor can invite people to their parish (for example the parish secretary or financial secretary).
• An Area, Zone, Province or Regional pastor can invite people to their own level or to anything beneath it.
• Someone with View only access can only invite others as View only.

Administrators can give anyone any access (see Administration).

Inviting someone

1. Click Invite users in the top menu.
2. Under Invite someone fill in:
   • Email — the address they will sign in with;
   • Name — e.g. Sis. Grace Ade (Parish secretary);
   • Access to — the parish, Area, Zone, Province or Region. Access to a higher level includes every parish beneath it;
   • Access level — Submit & view reports (can enter and save monthly reports) or View reports only.
3. Click Send invitation.

They receive an email with a link (valid 7 days) to choose a password and set up two-step verification. If they already have an account, the new access is added to it and they are told by email.

Sign-off authority (Parish Pastor, Provincial Pastor, Regional Pastor, Continental Overseer) cannot be given through Invite users — only the administrator can give it. A Parish Treasurer invited with Submit & view can enter and save reports for the Parish Pastor to sign off.

Checking and changing access

The list People with access in your area shows everyone with access within your part of the structure, their status (pending = not yet activated) and their access.

• Resend invite — sends a fresh link if they lost the email or it expired.
• remove (next to an access) — takes that access away. Their account stays, without that access.

Tips

• Invite people by their own email address — never share a sign-in.
• Give View only to people who only need to read reports.
• When someone leaves a role, remove their access straight away.

7. Treasury — receipts and arrears

Treasurer, and Province, Region and Continent leaders

What is due and what is received

• Due — the Total remittance to the Continent from each parish's report (Regional template column Y), added up for the Province and converted to AUD at each month's exchange rate. By default only reports signed off (by the Parish Pastor or above) count.
• Received — the payments the treasurer records for the Province, converted to AUD at the rate of the month they relate to.
• Arrears = Due − Received. A negative figure means the Province has paid ahead.

Recording receipts (treasurer and super administrators)

1. Click Treasury (top menu) to open Receipts from Provinces.
2. Choose the month the money is for (Remittance for), not necessarily the month it arrived.
3. Each Region lists its Provinces with Due, Received, Arrears and the receipts already recorded.
4. On the Province's line, under Record a receipt, enter:
   • Amount — exactly as received;
   • Currency — the currency it arrived in. It starts at the Province's usual currency; change it if needed (for example Province 8 may send some money in AUD and some in VUV);
   • Date received;
   • Reference — e.g. the bank transfer reference.
5. Click Add.

To correct a mistake, click remove next to the receipt and record it again.

For Provinces with parishes in more than one currency, the line also shows the amount due in each local currency.

The arrears report

Treasury › Arrears report (Province, Region and Continent leaders see it for their own Provinces; the treasurer and administrators see all):

• Choose the Period — Month, Year to date (the default), Reporting year or Range — and click Show.
• Tick Include draft reports to count draft reports in the amount due.
• Figure boxes: Due to the Continent, Received, Arrears, 30% Due to the Region.
• The table lists each Province (grouped by Region) with Due, Received, Arrears, 30% Due to the Region and how many reports were received, with a total per Region, a 30% Due to the Region line per Region and a grand total.
• Arrears month by month shows each Province's balance per month.
• Download Excel gives the same figures plus a list of every receipt.

Monthly routine for the treasurer

1. Make sure the month's exchange rates have been entered (Admin › Exchange rates).
2. Record each Province's payments on Receipts as they arrive.
3. At month end, run the Arrears report (Year to date) and follow up Provinces in arrears.

8. Administration

Super administrators

The Admin menu is visible to super administrators only. It has these tabs: Go live, Users, Exchange rates, Maintenance, Remittance %, Activity log & backup, Email outbox and Monthly statistics email.

Go live

Admin › Go live is a checklist for the switch from testing to live use: it shows whether real email and the church's web address are in place, and has two buttons.

• Clear the test data — deletes every monthly report (with its sign-offs and history) and, if ticked, the Province receipts, the email outbox and any testers you invited. The church structure, the pastors' accounts, sign-off authority, exchange rates and settings are kept. Type GO LIVE to confirm. A copy of the database is saved on the server first (backups/before-go-live-….db); ask for it to be restored if something was cleared by mistake. The monthly statistics email starts with the first live month. This can be done only once: after going live the step shows Done and the button is removed, so live reports are never deleted from here.
• Send the welcome email — once real email is on, emails everyone who has not yet activated a personal activation link (valid 7 days). Progress is shown on the page; undelivered emails are kept in the Email outbox.

Admin › Users lists everyone, with status (pending, active, disabled), whether two-step verification is set up, their access and last sign-in. Use Search and the status filter to find someone, then click Edit.

On a user's page you can:

• Details — change the sign-in email, name and Status (set Disabled to stop someone signing in; their history is kept).
• Tick Super administrator (full access to everything) or Treasurer (records receipts; sees arrears for every Province).
• Send activation link (not yet activated) or Send password reset link (active users).
• Reset two-step verification — for a lost or replaced phone. They set it up again at their next sign-in.
• Access — see their access; Remove an access, or Add or change access: choose the entity and Submit & view, Submit, view & sign off or View only, then Apply. Sign off gives sign-off authority: at a Parish it makes them a Parish Pastor for sign-off, at a Province a Provincial Pastor, at a Region a Regional Pastor, at the Continent the Continental Overseer. Use it when a pastor changes, or to add a second person with sign-off authority.
• Recent activity — their sign-ins and actions.

Invite a user (top of the Users page) works like Invite users, with no restriction on level.

Handing over the super administrator role

Tick Super administrator for the new person first, then untick it for the previous one. The portal will not let the last super administrator be removed. To change your own sign-in email use My account › Sign-in email.

Exchange rates

Admin › Exchange rates shows a grid for one calendar year (January–December; use ‹ › to change year): one row per month, one column per currency. Enter how many units of local currency equal 1 AUD (e.g. 81.98 for VUV) and click Save rates.

• Enter each month's rates before the month's reports are reviewed. If a month is empty, reports use the nearest earlier month and say so.
• Clear a box to remove that month's rate.
• Under Currencies you can add a currency or rename one (code and name).

Maintenance — the church structure

Admin › Maintenance shows the whole structure as a tree: Continent › Region › Province › Zone › Area › Parish, with each parish's abbreviation, currency and pastor email.

Creating something new

1. Under Create, choose What to create: Region, Province, Zone, Area or Parish.
2. Choose where it Belongs to (e.g. a new Parish belongs to an Area).
3. Enter the Name. For a parish also the Abbreviation, Local currency, Address, Tithe remittance % (10% unless agreed otherwise) and the pastor's mobile. For a Province you can set the currency it remits in.
4. Under Pastor in charge (authority) enter the pastor's name and email. Leave Give this pastor access here and email an activation link ticked to give them access straight away. The pastor of a new Parish, Province or Region also receives sign-off authority there.
5. Click Create.

Changing something

Click any item in the tree to:

• rename it;
• move it (Belongs to) — everything beneath moves with it, and past reports follow the parish;
• change the pastor and their email, optionally ticking the box to give them access;
• for a Province, set Province remits to the Continent in (default currency for receipts);
• for a Region, set the Sign-off route — tick it if the Region's reports go straight from the Parish Pastor to the Continental Overseer (as for the Youth Province);
• for a parish, change the currency, tithe %, address and other details;
• untick Active to retire it — inactive parishes are hidden from entry and reports, but their history is kept.

The People with access here list shows who has access granted at that level, and who holds sign-off authority.

The Parish Register file

The structure was first loaded from the Continent 13 Parish Register 2026. If a revised register is deployed, new parishes and pastors are added and details updated automatically; reports and administrators are kept. Details in the register overwrite the same details edited here, so keep the register up to date — or make one-off changes here.

Remittance %

Admin › Remittance % holds the percentages from the templates' Instructions sheets:

• Parish remits to Province — default tithe % for new parishes (each parish has its own), Offerings, Mission, Thanksgiving and 1st Fruit.
• Province remits to Continent — Offerings, share of remitted tithes, Mission, Thanksgiving and 1st Fruit.
• Province → Pastors: 1st Fruit and Continent → Region: Thanksgiving (the 30% Due to the Region).

Change these only when the Continent changes its rules — every report uses them.

Activity log & backup

• The activity log records sign-ins, sign-offs, amendment requests, reports returned for amendment, invitations, receipts and admin changes, with the time (UTC) and who did it. Each report also keeps its own sign-off History.
• Download backup saves a complete copy of the portal's database. Do this monthly and keep the file in the church's OneDrive or Google Drive. The hosting service also keeps a daily snapshot for 7 days.

Email outbox

Emails the portal could not deliver are kept in Admin › Email outbox. While email is in test mode (before the church's domain is set up with the email service), only the administrator's own emails are delivered; everyone else's — activation links, invitations, sign-off notices — appear here. Open a message, copy the link and send it to the person yourself. If the message had an attachment (such as the monthly statistics Excel file), a download link for it is shown with the message.

Monthly statistics email

Every month the portal emails the Statistics only report for the whole Continent — per Province and per Parish, without financial figures — as an Excel attachment, with a short summary in the email (parishes reported, sign-off levels, average attendance and the main statistics) and a link to open the report in the portal.

Open Admin › Monthly statistics email to change:

• Send automatically — on or off.
• Send to — one or more email addresses, separated by commas (default admin@rccgcontinent13.org).
• Day of the month and hour (Australia/Sydney time) — default the 10th at 7 am, giving parishes time to sign off. The email is for the previous month (the email on 10 November is for October).
• Include draft reports — off by default, so only reports signed off by the Parish Pastor or above are counted.

The page shows the last month sent and when the next email is due. Send now sends any month you choose straight away (for example to re-send after late sign-offs). Each month is sent automatically only once, even if the portal restarts. Each sending is recorded in the activity log.

While email is in test mode, mail to addresses other than the administrator's own lands in the Email outbox with its attachment.

Sign-off: your role in the background

The administrator is not part of the sign-off chain — the Continental Overseer gives the final sign-off. In the background, when the need arises, you can sign off on behalf of any level (for example the Continental Overseer) and unlock any report by returning it for amendment. You cannot change signed-off figures directly — return the report to the level that should correct it, so every change goes back through the chain. Every action is recorded in the report's history. See Sign-off and amendments.

A parish with no Parish Pastor email goes straight to its Provincial Pastor for the first sign-off. Add the pastor's email on the parish's page under Maintenance (ticking Give this pastor access) to restore the Parish Pastor step.

On a Region's page under Maintenance, Sign-off route sets whether its reports go straight from the Parish Pastor to the Continental Overseer (ticked for the Youth Province).

Monthly checklist for administrators

1. Enter the month's exchange rates.
2. Check Submissions and follow up parishes that have not reported or are waiting for a sign-off.
3. Make sure every parish pastor (and Area, Zone, Provincial and Regional pastor) has an email recorded — a parish without one goes straight to its Provincial Pastor.
4. Give access to new pastors and disable people who have left.
5. Check the monthly statistics email arrived (or send it from Admin › Monthly statistics email).
6. Download a backup.

9. Calculations explained

Reference

All percentages below are the template defaults; an administrator can change them under Admin › Remittance %.

Parish figures

• Total income = Offerings + Tithes + Mission + Thanksgiving + 1st Fruit + Donations.
• Total expenditure = the sum of the expenditure lines.
• Average Sunday attendance = total attendance (Men + Women + Children) of the Sunday rows ÷ number of Sundays with attendance entered (a blank Sunday row is not counted). The On-line / Direct row is not a Sunday.
• Average online attendance and Average Sunday school = their totals ÷ the same number of Sundays.

Remittance from the parish to the Province

Remittance from the Province to the Continent (Regional report column Y)

Offerings × 5% + (Tithes × parish tithe %) × 80% + Mission × 70% + Thanksgiving × 100% + 1st Fruit × 90%

This is the amount due in the treasurer's arrears report.

30% Due to the Region

30% of the Thanksgiving offering — the share the Continent returns to the Region.

Currencies

• Parishes enter amounts in their local currency.
• AUD figures divide each month's local amounts by that month's rate (1 AUD = x local), then add the months together.
• In local-currency reports, totals are shown separately for each currency and never added together. A Province with parishes in more than one currency shows a subtotal per currency and a Province total converted to AUD.

Several months

For a reporting year, year to date or a range, money and statistics are added up month by month (each month converted at its own rate), and averages are the attendance of all Sundays in the period ÷ the number of Sundays.

Reporting year

September to August — e.g. 2026/27 runs from September 2026 to August 2027. Year to date runs from September to the chosen month.

Why the portal's average can differ from the Excel template

The 2026 Parish template divides attendance by five rows even in a four-Sunday month (e.g. 89.6 instead of 112). The portal divides by the Sundays actually entered, which matches the Regional template's definition.

Frequently asked questions

Signing in

I didn't receive the activation or password email. What should I do?

Check your Spam/Junk folder and wait a few minutes. Make sure you used the email address recorded for you in the Parish Register (or the one you were invited with). If it still doesn't arrive, ask your Area/Zone/Province pastor or an administrator to send the link again — they can also copy it and send it to you directly.

My activation link says it has expired or is invalid.

Activation links last 48 hours, welcome and invitation links 7 days and password reset links 2 hours, and each works only once. The page that opens tells you why the link no longer works and has an Email me a link box — enter your email to get a new one straight away. If it says your account is already set up, just sign in.

Why do I need an authenticator app?

Two-step verification is required for everyone because the portal holds church financial records. Even if someone learns your password, they cannot sign in without the code from your phone.

I have a new phone, or lost my phone.

Sign in with one of your recovery codes, or ask an administrator to reset your two-step verification. At your next sign-in you will scan a new QR code with the new phone.

My account is locked.

After 5 wrong passwords the account is locked for 15 minutes. Wait, then try again — or use Forgot password.

I was signed out while entering a report.

For security you are signed out after 30 minutes without activity. Use Save draft regularly so nothing is lost.

Can two people share one sign-in?

No. Each person should have their own account — invite them with Invite users. The activity log records who did what.

Entering reports

I can't see my parish under Enter report.

You may have View only access, or no access to that parish yet. Check My account › My access and ask your Area/Zone pastor or an administrator to give you Submit & view access.

Why can't the Parish Pastor sign off?

Every box under Other statistics needs a number — enter 0 when there is nothing to report. Any other problem is listed at the top of the form in red.

I can't see a "Sign off" button.

Only the person whose turn it is can sign off: the Parish Pastor for a draft, then the Provincial Pastor, then the Regional Pastor, then the Continental Overseer (for the Youth Province: the Parish Pastor, then the CO). A Parish Treasurer uses Save and ask the Parish Pastor to sign off. Your own authority is shown under My account › My sign-off authority.

I made a mistake in a report that has been signed off.

Open the report and use Request amendment in the Sign-off panel. The next person up (the Provincial Pastor after a Parish sign-off, the Regional Pastor after a Province sign-off, the Continental Overseer after a Region sign-off) is emailed and can return it for amendment. After the CO's final sign-off, the request goes to the Continent administrator.

What do Parish ✓, Province ✓, Region ✓ and CO ✓ final mean?

They show how far the report has been signed off: by the Parish Pastor, the Provincial Pastor, the Regional Pastor, or the Continental Overseer (final). After the final sign-off only the Continent administrator can unlock it.

Who signs off the Youth Province's reports?

The Youth parish's pastor signs off as Parish Pastor; the report then goes straight to the Continental Overseer for review and the final sign-off.

Our parish has no pastor email. Who signs off?

The Provincial Pastor reviews and signs off first, then the report continues up the chain. Every parish pastor should have an email: ask the administrator to add it, and the Parish Pastor step returns.

Where do I put online giving, EFTPOS or direct credits?

On the On-line / Direct row at the bottom of the services table. It has amounts but no attendance and is not counted as a Sunday.

What goes in a Sunday's collection?

Everything collected from the Monday to that Sunday. Attendance, on the other hand, is for the Sunday service only.

We held two services on one Sunday.

Add the two services together on that Sunday's row (attendance and collections).

Where do online viewers go?

In the Online attendance column of each Sunday's line.

Should I convert our currency to Australian dollars?

No. Enter everything in your parish's own currency. The portal converts to AUD using the month's exchange rate.

Can I upload our Excel template instead of typing?

Yes — open the report and use Load spreadsheet with the 2026 Parish template. Check the figures, then save or sign off.

There was a fifth Sunday this month.

The form already shows five rows in a month with five Sundays (and four rows otherwise). The On-line / Direct row is always there.

Can I add another service line?

No — the rows are fixed to the Sundays of the month. Combine extra services into their Sunday's row; use On-line / Direct for electronic giving.

Reports

How do I get the figures for the whole year?

On Reports, choose Period Reporting year (September–August) or Year to date.

Why don't the totals in local currency add up across parishes?

Parishes use different currencies (AUD, NZD, VUV, SI$, US$). In local-currency reports the totals are given per currency, because they can't be added together. Choose Reporting (AUD) for a single total.

Why does Province 8 show two subtotals?

Province 8 has parishes in Australia (AUD) and Vanuatu (VUV). The report shows a subtotal for each currency, then the Province total in AUD.

What is "30% Due to the Region"?

30% of the Thanksgiving offering, which the Continent returns to the Region.

Why does the portal's average attendance differ from my Excel template?

The template divides by five rows even in a four-Sunday month. The portal divides by the Sundays with attendance entered.

Is there a report with only the statistics?

Yes — on Reports, choose Statistics only. It lists attendance averages and vital statistics per Province and Parish, without financial figures. The Continent also receives it by email every month.

The report is wider than my screen.

Scroll sideways inside the table: the description columns on the left (S/N, Province / Parish names, dates) stay in place so you always know which row you are reading.

How do I get a PDF of a report?

Open the report and click Print / Save as PDF, then choose Save as PDF as the printer. Landscape works best.

Some parishes are greyed out in the report.

They have no report for the period, or only a draft while drafts are excluded. Tick Include draft reports to include drafts.

Can the administrator change a report after it has been signed off?

No. Signed-off figures are only changed through the chain. The administrator can unlock a report — return it to the level that should correct it — and can sign off on behalf of a level when needed, but every correction is made and signed off again by the chain, and recorded in the report's history.

Where do I see who signs off above and below me?

In the Sign-off panel at the top of every report (with names), and under My account › My sign-off authority.

Treasury

Which month do I record a receipt against?

The month the money is for (the month of the reports it pays), not the month it arrived.

A Province paid in a different currency from usual.

Choose the currency it arrived in when recording the receipt. It is converted to AUD at that month's rate.

Why is the arrears figure negative?

The Province has paid more than the signed-off reports show as due — for example, it paid before all its parishes signed off.

Administration

How do I add a new parish?

Admin › Maintenance › Create: choose Parish, the Area it belongs to, the name and details, and the pastor's email with Give this pastor access ticked.

A pastor has moved to another parish.

Admin › Users › the pastor › Add or change access for the new parish, and Remove the old one. Update the parish's pastor details under Maintenance as well.

What happens if the exchange rate for a month is not entered?

Reports use the nearest earlier month's rate and show a notice. Enter the rate under Admin › Exchange rates.

Who receives the monthly statistics email, and when?

By default admin@rccgcontinent13.org, on the 10th of each month at 7 am (Sydney time), for the previous month. An administrator can change this, or send a month by hand, under Admin › Monthly statistics email.

How do I back up the data?

Admin › Activity log & backup › Download backup, once a month. Keep the file somewhere safe. The hosting service also keeps a daily snapshot for 7 days.