One of the most important parts of running a church is staying connected with your community. To do this well, accurate contact information is essential—but gathering and managing it across multiple channels can quickly become a challenge.

Ask yourself:

• Do you have all your congregation’s details stored in one secure place?

• How quickly can you update records when someone joins or moves away?

• Do you even have a system in place right now?

By setting up a reliable contact management and newsletter system today, you’ll save time in the long run—and create a foundation that grows with your church. Here's how to get started.

1. Prioritise Data Protection

Before collecting details, ensure you store them securely, seek consent, and have processes for updating or removing data when needed. Your policies—covering data use, review frequency, and breach response—should be transparent. Refer to GDPR guidance and any legislation pertaining to your chaplaincy location.

2. Decide What Information to Collect

Start with essentials like first name, surname, and email address. You may also consider optional fields like phone number, address, or ministry involvement—allowing discretion builds trust.

3. Choose Your Contact Management Tool

Two common options:

• Spreadsheets (Excel or Google Sheets)
  Easy and low-cost, ideal for small teams—but requires careful handling around data protection and password security.

• CRM Software
  More secure and scalable. You can restrict user access and track communications—all behind login-protected platforms.

Whichever you choose, make sure only essential team members can access it, and always protect sensitive files with strong passwords or role-based access controls.

4. Gather Contact Information

Compile existing data from sign-up sheets, emails, or other documents. If starting fresh, issue a short survey—online or paper—explaining why you're collecting details and how they'll be used. Secure explicit consent to communicate via email or other chosen channels.

5. Use a Newsletter Tool to Stay Connected

Once you’ve collected contacts, consider one of these popular email marketing platforms - there are many, and you may find it useful to ask those in your chaplaincy what they use:

• Mailchimp – A long-time favorite for small to medium-sized organisations; offers automation, analytics, and generous free tier options 

• Brevo (formerly Sendinblue) – All-in-one platform with email, CRM features, SMS, and live chat. Great for small budgets and growing teams

• MailerLite – Clean interface, flexible free plan (up to 12,000 emails/month), landing pages, websites, and automation—even for non-tech users 

6. Gather & Send Your Newsletter

Once you're set up:

• Import contacts into your chosen email platform.

• Design a template that reflects your church’s tone—friendly, informative, and visually appealing (templates like those pictured above are a great starting point).

• Include updates, upcoming events, volunteer highlights, and inspiration or scripture.

• Keep emails concise, inviting, and visually consistent.  Top Tip:  Don't be lured by different fonts or too many bright colours - it can be off-putting to read and not necessarily accessible to all.

7. Maintain Your Database & Respect Rights

• Update records promptly when people change details.

• Do a regular review for accuracy, and conduct an annual refresh—ask members to confirm or update their information.

• Always honour opt-outs and deletion requests swiftly to comply with GDPR's "right to erasure."