Migration to Hub

Use this guide to move from KerkSPOT, ChurchSuite, WorshipTools Planning, Planning Center, ChurchTools, a spreadsheet, or another church system to ProWeave Hub. Start with people and their groups, then prepare one upcoming service and the songs and files your team needs.

Keep a copy of the old data and agree on the first service you will manage in ProWeave. Existing invitations, responses, availability, and login accounts are not transferred. Tell your team which system to use when you are ready to switch.

Choose your starting program

ProWeave does not offer a complete organisation import from these systems. People import prepares member records and selected group memberships. It does not accept membership for anyone or grant volunteer, Editor or Admin access. Invitations, member acceptance and contact-sharing choices remain separate. Song and calendar imports are separate steps.

KerkSPOT

Ask your KerkSPOT administrator for a member export with one person per row, or prepare the downloadable ProWeave CSV template. KerkSPOT's public documentation describes member reports and exporting stored form submissions, but does not specify a member CSV format or its available columns. Confirm the actual export before relying on a particular field. KerkSPOT: Management and KerkSPOT: Forms.

Choose KerkSPOT as the source in the importer and match the columns yourself. This choice identifies the source of the records; it is not a direct account connection or a verified KerkSPOT export preset. Map a stable person or member ID when available, plus names, email, phone, address fields and group names. Keep the same Import source name and IDs on later imports so ProWeave can recognise already imported people.

Review shared family email addresses before importing. One login email identifies one person in Hub; an email used by several family members must be resolved manually. A household number is not a person ID. Household relationships, birth dates, pastoral notes, giving history, messages, photos, website content and old permissions do not move through this importer.

ChurchSuite

In ChurchSuite, open Address Book → Contacts, apply the required filters, select the contacts and use Download CSV. Choose the fields to include. ChurchSuite also provides separate exports for children and other modules; a group or event export is not itself a ProWeave people import. ChurchSuite: custom reporting and exporting data.

Choose ChurchSuite as the source and match the contact columns in ProWeave. Include a stable person ID when available. To bring group memberships, prepare a group-name column on each person's row. If children and adults have overlapping source IDs, give those IDs consistent distinct prefixes before combining the files. Resolve shared email addresses before importing. Household links, attendance, giving, event history and access permissions require separate preparation; they are not reconstructed from the contact CSV.

WorshipTools Planning

WorshipTools' Presenter, Planning, and Charts share content within WorshipTools. To move to ProWeave, use the following routes. There is no direct account-to-account migration or native WorshipTools service-file import.

1. People: prepare a CSV using the Download CSV template action in ProWeave's People → Import people dialog. Copy the names and contact information you need from your WorshipTools People directory into that file, then follow the column-matching steps below. This route does not depend on an unverified WorshipTools people-export button.
2. Roles and teams: use WorshipTools People → Roles as your reference. Recreate schedulable ministries as ProWeave teams, add the roles you need on the event, and set who can serve. A WorshipTools role group is not automatically a ProWeave group or team. WorshipTools: role groups and roles.
3. Songs: follow Migration to Presenter to copy ChordPro from WorshipTools Songs → Edit → Chords → Edit, or copy the separate lyrics sections. Import in ProWeave Presenter and sync the saved songs to Hub. For one song, you can also prepare ProWeave song text and add it directly in Hub as described below.
4. Song inventory: WorshipTools Songs → Export list downloads a CSV checklist. It is not a complete lyric, chord-chart, or service export. Hub does not import that CSV as songs. WorshipTools: song-list export.
5. Services: keep the original service order beside ProWeave and recreate the next service through Agenda → Plan service. Add Team & roles, then the Plan with sections, songs, timings, and notes. Reattach any files you need and check each assignment.
6. Switch over: rehearse the plan with your team, check recipients and dates, then send fresh ProWeave invitations when ready. WorshipTools responses, unavailability, messages, app permissions, and history are not copied.

Keep old services available for reference. A calendar subscription, printed service, PDF, or song-list report does not recreate volunteers, song content, or a structured plan in ProWeave.

Planning Center

In Planning Center People, use Import/Export CSV from the settings menu to export the profile database, or export a selected list and its chosen columns. Your account must have export permission; access to private custom fields controls whether those fields are included. Planning Center: export data.

Choose Planning Center as the source, then map names, contact fields and a stable person ID when available. Team names or roles mapped to Skills / tags become text on a person. Only columns deliberately mapped to groups create group memberships; neither field creates teams, roles or event assignments. Recreate service types, templates, plans, team membership and permission levels in ProWeave. Existing confirmations and account access do not transfer.

ChurchTools and other systems

Use a people CSV export you are permitted to access, or fill ProWeave's downloadable template manually. Match the exported column headings to ProWeave's fields instead of assuming the two products use the same names.

Choose the matching source, or the generic spreadsheet option, and map any stable person IDs. This is a people import through a common file format, not an account connection. Group memberships can be prepared in the people file; calendars, service plans, teams, permissions and attachments require their own preparation. If your source cannot export CSV or TSV, copy the needed contacts into the template and save it as CSV.

Import people from a spreadsheet

An owner or admin performs this import in the correct ProWeave organisation.

1. Open People → Import people and choose your source system. Keep Import source name the same for repeat imports; give exports from a separate database a different source name. Use Download CSV template for a blank starting file, or use your source's export. Save Excel or Google Sheets content as CSV; do not select an .xlsx workbook.
2. Choose Choose CSV or TSV and select the file. Comma, semicolon and tab separators are supported. Keep one person per row.
3. Under Match columns, check whether the first row contains column names. Map first name, name prefix, last name or full name, email, phone, address line 1, address line 2, postal code, city, country, skills/tags, groups and source person ID as available. Mark unrelated columns Do not import. Several email or phone columns can be mapped; the first filled value from left to right is used.
4. For multiple groups on one person's row, separate group names with | or ; inside the cell. For example, Welcome team|Small group North. If the file itself uses semicolons as column separators, quote a cell containing semicolons or use | between its groups. Review group names so spelling differences do not create unintended groups.
5. Choose Review people. Check invalid rows, shared email addresses, duplicate source IDs, existing people and archived matches. Correct the source or column mapping before continuing. Do not assign the same source ID to different people.
6. Select the ready rows you need and choose Import, which shows the selected count. Check the result, People list and group memberships before repeating an import.

The import creates new people only. Matching email addresses and previously imported source IDs are skipped; existing records are not overwritten and archived people are not restored. Source IDs are matched within the Import source name and organisation. Keep that name and each person's ID consistent on later imports. Without either an email address or a source person ID, ProWeave cannot reliably match a row across imports; names are not a safe unique identifier.

Shared family emails need manual resolution: the importer does not merge family members or create household identities. Check which person's login should use the address, and give other people their own email or leave email blank where appropriate. Do not invent email addresses to bypass duplicate checks.

Group columns add newly imported people to the named groups, creating groups when needed. Skills/tags remain descriptive text. Neither field grants group leadership, volunteer access or organiser rights. The import does not create teams, roles, assignments or user accounts. The organisation's people allowance still applies. If the result reports a failure, inspect which people and memberships were created before retrying; rows with neither email nor source ID can otherwise be added twice.

No invitations or reminders are sent during import, and membership is not automatically accepted. Manage each imported person from People when the directory is ready: their Hub invitation, suspension, and general volunteer tools live in the same person details dialog. Each member accepts access and chooses directory visibility and email/phone sharing; imported contact details do not count as those choices. New people are potential volunteers by default, while Editor or Admin access still requires a separate access invitation.

Bring over service dates

For dates already in a Google calendar, open Settings → Google Calendar, connect the intended account, choose Import only, and save the connection. Then open Agenda → Import from Google or All events → Connected calendars, select the events, and review their dates and times before importing.

This route brings over calendar events. It does not reconstruct a service plan, teams, assignments, or song library. ProWeave's people importer does not accept calendar .ics files. Recreate those dates manually when they are not available in a connected Google calendar. See Organisation settings before enabling Import + sync.

Bring over songs and files

For a library of songs, use the source-specific instructions in Migration to Presenter. After checking the imported songs, sign Presenter into the same ProWeave organisation and use Connections → Hub → Sync songs with Hub. Free Hub allows up to 3 songs; Team removes this cap. Check the allowance shown before migrating a large library.

For a single song, open Songs and choose the plus button. Enter the title on the first line, author on the second, and lyrics below a blank line. Put section labels such as [Verse 1] and [Chorus] on their own lines and retain inline chords such as [C]. You can also import a .txt file in this format. Convert raw ChordPro through Presenter first; a Word file, PDF, or song-list CSV is not an editable lyric import. See People, groups, teams & songs.

Upload the files you need to the relevant event or plan item. Moving a song's lyrics does not copy its PDFs, recordings, videos, or external links. Check uploaded files and links from a volunteer's view before the first service.

Check the first service before switching

1. Verify the organisation's timezone, service date, start time, and duration.
2. Check names and emails, create teams and roles, and assign people as drafts.
3. Compare the Plan with the original service, including repeated songs, notes, and attachments.
4. Open the event's Presenter tab, then create and rehearse the corresponding deck in Presenter.
5. Send invitations when the service is ready, and check replies in ProWeave. An old system's accepted invitation is not a ProWeave acceptance.

Use the completed service as a starting point for later dates through Previous events or save a reusable template. Continue with Plan an event for the normal Hub workflow.