Workflow · 5 steps

A baptism, from request to certificate

The family asks once, naming the child, the parents and the godparents. That request becomes the draft register entry, so nothing is typed twice between the request and the certificate.

Head of family

Vicar

Parish office

Step by step

Step 1: The family asks for a baptism date
Head of family
on Ask the office, in the phone app
The head of family chooses a baptism, the day they would like, and names the people: the child as a new profile, the parents and the godparents, each chosen from the family or typed in for somebody from elsewhere.
What the others see: The request appears in the office’s “Waiting on you” list, with the people already in it.
Step 2: The vicar decides
Vicar
on Dates asked for
The vicar sees the people, any clash on the calendar, and what approving will do. He approves, proposes another time, or declines with a reason.
What the others see: On approval the child’s profile is made in the family, the baptism goes on the parish calendar, and the family is told on their phone.
Step 3: The office records the baptism
Parish office
on Baptism register
After the ceremony the office opens the draft entry, fills in the day and the celebrant, and records it. The serial number is given now, never before.
What the others see: The entry appears in the family’s registers, and on the child’s profile under “In the registers”.
Step 4: The family asks for the certificate
Head of family
on Our family in the registers
The head of family opens the entry and asks for a baptism certificate from it.
What the others see: The certificate request joins the office’s list, already pointing at the entry.
Step 5: The office issues the certificate
Parish office
on Certificates
The certificate is filled in from the register entry; the office checks it, marks it as being done, and issues it as a PDF.
What the others see: The family is told that the certificate is ready, and the entry records the day it was issued.

How it ends

One request carried the people from the first screen to the certificate: a recorded register entry with its serial number, a child’s profile in the family, and a certificate drawn from the register.

What each person sees

Head of family

Keeps the family’s record, asks the office for what it needs, and pays dues.

Does

The family asks for a baptism date
The family asks for the certificate

Sees

Their request and where it has got to, the approved date on their phone, the entry under their family's registers, and the certificate when it is ready.

Vicar

Decides the dates, keeps the pastoral list, and sees the whole parish.

Does

The vicar decides

Sees

The request with the child, parents and godparents, any clash on the calendar, and what approving will create.

Parish office

Keeps the registers and the directory, and answers what families ask.

Does

The office records the baptism
The office issues the certificate

Sees

The request in “Waiting on you”, the draft entry ready to record, and the certificate request already pointing at the entry.

3 steps

A household asks for a login

Only the head of family asks, and only for somebody in the household. The office checks the relation against its own records before anybody gets in.

A family joins the parish online

Most parishes start from an imported register, so the office usually links the request to the family it already holds, keeping the register’s facts unless it chooses otherwise.