Planning Center Integration

EquipFlow connects with Planning Center to pull in your existing groups, teams, and people lists — so you can assign training without managing a separate roster. It also writes back to Planning Center Workflows when training milestones are reached, closing the loop between your church management system and your training.

How to connect

1. Click Planning Center in the sidebar (under Setup).
2. Click Connect Planning Center.
3. You'll be redirected to Planning Center to authorize access. Sign in with your Planning Center admin account.
4. After authorizing, you'll be sent back to EquipFlow. The page will show "Connected" and start syncing in the background.

Permissions requested

EquipFlow requests access to the following Planning Center scopes:

• People — read saved lists; write to workflow cards on course completion
• Groups — read groups and their members
• Services — read teams and team members

What gets synced

• Groups — Small groups and communities from Planning Center Groups
• Teams — Volunteer teams from Planning Center Services
• Lists — Saved People lists from Planning Center People

Each of these is what EquipFlow calls a PC source. PC sources don't show up as cohorts on the Cohorts page — they're a separate concept that you assign courses to directly from a course's Assignments tab. See Assigning Courses for the full assignment flow.

When a synced source includes people who don't yet have an EquipFlow account, accounts are created for them automatically. Whether they get an invitation email immediately depends on the Auto-invite on enrollment setting on this page.

Sync behavior

PC sources sync periodically in the background. Members added or removed in Planning Center are reflected in EquipFlow on the next sync cycle. You can also click Sync now at the top of the Planning Center page to trigger a sync immediately.

"Currently in use" inventory

The Overview tab on the Planning Center page lists every PC source currently feeding at least one course assignment, along with the courses it powers and the cascade behavior for each (whether learners stay enrolled or get unenrolled when they leave the source). This is purely informational — to manage the assignments themselves, open the relevant course's Assignments tab.

Default cascade for new PC sources

The Settings card on the Planning Center page has a setting called Default cascade for new PC sources. This pre-selects the "When a member leaves this source" radio every time you assign a PC source to a course:

• Unenroll on leave (the default) — fits most volunteer/serving contexts where access should follow active team membership.
• Keep enrolled — fits onboarding, discipleship, and any course where finishing matters more than current team membership.

You can always override the default per assignment when you create it, so this is just about which radio is checked when the dialog opens.

Planning Center Workflows

Workflows are the deepest part of the integration. You can connect a PC Workflow step to a course in EquipFlow, so that:

• When someone enters the workflow step, they are automatically assigned the linked course in EquipFlow
• When they complete the course, their workflow card is updated and can be moved to the next step automatically

This is the intended primary use case — training flows become part of your onboarding and discipleship workflows in Planning Center, with no manual tracking required on either side.

Updating a PC custom field on course completion

You can configure any course to automatically write a value to a custom field on a learner's Planning Center person record when they complete the course. This is useful for tracking milestones like "New Member Class Done," recording the completion date, or feeding any downstream automation you have in PC.

Requirements

• Your tenant must be connected to Planning Center (see How to connect above).
• The learner must have a Planning Center identity linked to their EquipFlow account. This happens automatically when they sign in via Planning Center OAuth, or when their email is matched during a sync.

Setting it up

1. Open the course you want to configure.
2. In the Planning Center Field card (visible when PC is connected), click + Add.
3. Choose a custom field from the dropdown — it loads your org's existing fields from PC. Or click + Create a new field in Planning Center to create one without leaving EquipFlow. New fields are placed in an "EquipFlow" tab in PC.
4. Choose what value to write:
   • Fixed text — the same value every time (e.g. "Completed" or "New Member Class")
   • Completion date — the date the learner finished, in YYYY-MM-DD format
5. Click Save.

What happens when a learner completes the course

As soon as the learner marks the final lesson complete, EquipFlow queues a write-back job. Within seconds, the configured field on their Planning Center person record is updated. If the field already has a value, it will be overwritten.

Learners without a linked Planning Center identity are silently skipped — no error, no interruption to their course experience.

Editing or removing the configuration

From the same Planning Center Field card on the course page, click Edit to change the field or value, or the remove icon (×) to stop updating the field entirely. Removing the configuration does not change any values already written to Planning Center.

Disconnecting

To revoke access, open the Planning Center page and click Disconnect. This removes your stored access token from EquipFlow. You can also revoke access directly from your Planning Center connected apps page.

Disconnecting stops syncing and write-back. Existing member accounts and assignments are preserved — they're not deleted — but they will no longer update from Planning Center, and course completions will no longer write back. You can reconnect anytime; sync resumes from where it left off.

Planning Center is a registered trademark of Ministry Centered Technologies. EquipFlow is not affiliated with or endorsed by Planning Center.