Programme planning, team rotas, session resources, registration, and pastoral care — Notion gives Generations a proper system to run alongside the incredible community you're building.
A Notion database with every upcoming Generations session — Youth Night, Kids Church, Young Adults, and special events. Each entry includes: date, theme, speaker/leader, format, and what needs preparing. Filter by group to see just Kids or just Youth in one view.
Each session entry opens as a full planning page — with the running order, discussion questions, materials needed, volunteer briefing, and post-session notes. Everything in one place that every leader can access.
A rota database where each entry is a session, and properties track who's in each role: main leader, small group leaders, kids team, games, setup, and welcome. Use a Calendar view to see the rota laid out month by month.
When someone can't make it, you can see which role is now uncovered and reach out to a specific person — not send a mass "anyone free?" message to 20 people.
A resource library in Notion for your volunteer leaders — session plans, ice-breaker games, small group discussion questions, drama scripts, and memory verse activities. Organised by age group and theme, searchable, and always current.
When a leader prepares for a session, they go to Notion, find what they need, and have everything in one place — not piecing together materials from three different WhatsApp conversations.
A private registration database for each Generations group — each young person has an entry with: name, age, school year, parent/guardian contact, medical notes, consent status, and DBS-relevant notes. Filtered views for Kids, Youth, and Young Adults separately.
This database stays within a private, permission-controlled teamspace — accessible only to Josh and the relevant approved leaders. No sharing via WhatsApp or insecure channels.
A private, highly restricted Notion database for pastoral care notes — young people you're walking alongside, conversations to follow up, concerns to monitor, and actions taken. This is sensitive information and needs to be treated with appropriate care.
Each entry is a private page accessible only to you and Andrew (Hub Pastor). It allows you to track follow-up without relying on memory — and creates a documented trail that protects both you and the young people you care for.
A log of all significant parent communications — updates sent to all families, individual conversations, feedback received, and follow-up actions. Not a replacement for your communication channels, but a record of what was shared and when.
Particularly useful when a concern is raised — being able to show "we communicated this on this date" protects both the church and the families you serve.
Start with the Programme Planner — it gives your volunteer leaders visibility and reduces the amount of coordination you have to do personally each week.
