Ministry Mapper User Guide¶

Introduction¶

Welcome to Ministry Mapper, a modern web-based application designed to help congregations efficiently manage field service territories. This guide will walk you through everything you need to know to get started and make the most of the application.

What is Ministry Mapper?

Ministry Mapper is a digital territory management system that replaces traditional paper-based methods. It allows congregations to:

Organize and assign territories digitally
Track field service visits in real-time
Coordinate activities across multiple publishers
Access territories from any device with internet

Key Benefits:

✓ Eco-friendly - eliminates paper waste
✓ Real-time updates through cloud synchronization
✓ Works on any device (desktop, tablet, mobile)
✓ Publishers can keep recording calls through patchy coverage - updates send themselves when the signal returns
✓ Integrated interactive maps for easy navigation
✓ Available in eight languages, with light, dark and five colour themes
✓ Secure role-based access control

Getting Started¶

Creating Your Account¶

Sign Up Page

Figure 1: Registration form for creating a new Ministry Mapper account

Step 1: Access the Registration Page

Sign In

Figure 2: Login page with Sign Up option

Visit your congregation's Ministry Mapper URL
Click the "Sign Up" button on the login page

Step 2: Choose Registration Method

Traditional Sign Up	Google OAuth (Recommended)
Requires email and a password of at least 6 characters, plus email verification	One-click registration using Google account
Manual email verification required	Automatic email verification
Need to remember another password	No password to manage
Accept Privacy Policy & Terms	Enhanced security through Google

Traditional Sign Up: 1. Fill in: Name, Email, Password, Confirm Password 2. Watch the live password checklist as you type - it confirms the minimum length (6 characters), whether the password contains a number, whether it contains an uppercase letter, and whether both password fields match 3. Accept Privacy Policy and Terms of Service 4. Click "Create Account"

About the password rules

Only the 6-character minimum is enforced by the server. The number and uppercase-letter items in the checklist are on-screen guidance to help you pick a stronger password - they will not block you from creating the account.

Google OAuth Sign Up: 1. Click "Sign in with Google" button under "Or continue with" 2. Select your Google account 3. Grant Ministry Mapper basic profile access 4. Account created automatically

Step 3: Verify Your Email

Sign Up Verification Email

Figure 3: Email verification message sent after account creation

Check your email inbox for a verification message from Ministry Mapper
Click the verification link in the email
You'll see a confirmation that your account is verified

Step 4: Wait for Congregation Access

After verification:

Return to the login page
Sign in with your email and password
If One-Time Password (OTP) is enabled, check your email for the code

OTP Verification Page

Figure 4: One-Time Password (OTP) verification screen

OTP Verification Email

Figure 5: Email containing the OTP code for login verification

Important: You won't see any territories yet - an administrator must grant you access to your congregation first
Contact your congregation's territory servant or administrator to request access

Logging In to Ministry Mapper¶

Google OAuth Sign In

Figure 6: Google OAuth sign-in option for faster and safer authentication

Once your account is verified and you've been granted congregation access:

Standard Login: 1. Navigate to your congregation's Ministry Mapper URL 2. Enter your email address and password 3. Click "Sign In"

Google OAuth Login (Faster): 1. Click "Sign in with Google" button 2. Select your Google account 3. Automatically signed in (no password needed)

Step 3: Complete OTP Verification (If Enabled)

If your congregation has enabled One-Time Password security:

After entering credentials, you'll see the OTP verification screen
Check your email for the verification code
Enter the 4-digit code from the email - the screen has a Paste button if your browser allows clipboard access, plus Clear and Resend OTP
Click "Verify" or "Submit"
The code expires 180 seconds (3 minutes) after it is issued - use Resend OTP to get a fresh one

Step 4: Access Your Dashboard

Publishers: You won't see a dashboard - use assignment links sent to you
Read-Only, Conductor, Administrator: You'll see your role-specific dashboard

💡 Tip: Stay logged in on trusted devices for convenience, but always log out on shared computers.

Understanding User Roles¶

Ministry Mapper has three congregation roles - Read-Only, Conductor and Administrator - plus one link-based access path for publishers. Your role determines what features you can access and what actions you can perform.

Role Hierarchy¶

Administrator (Full Access)
    ↓
Conductor (Manage Assignments and Addresses)
    ↓
Read-Only (View Only)
    ↓
Publisher (Map-Link Access Only - not a congregation role)

Publisher is an access path, not a role

A publisher does not need an account, is never given a role, and never appears in Manage Users. "Publisher" simply describes someone working from a map link that a conductor or administrator shared with them. Everything they can do comes from holding that link, and it stops working the moment the link expires or is deleted.

👤 Publisher¶

Access Method: Via assignment links sent by administrators or conductors

What Publishers Can Do:

✓ Access territories through shared links
✓ View territory maps with interactive mapping
✓ Update address status after visits, including while offline
Mark as: Done, Not Home, Do Not Call, Invalid
✓ Add visit notes to addresses
✓ Track number of "not home" attempts
✓ View address details and sequence
✓ Add a missing address on a landed-house map
✓ Save a house's location pin with Use my location
✓ Get walking or driving directions to an address
✓ Read and post messages for the map
✓ Choose their own language and theme

What Publishers Cannot Do:

✗ No dashboard access
✗ Cannot view all congregation territories
✗ Cannot create or manage territories
✗ Cannot keep working after the link expires - map links stop working once the expiry time set by the congregation passes (default: 24 hours, configurable by the congregation administrator)

Best For: Regular publishers doing field service

👓 Read-Only¶

Access Method: Dashboard login with read-only permissions

What Read-Only Users Can Do:

✓ View all territories in the congregation
✓ See complete address information
✓ View territory progress and statistics
✓ Access territory maps
✓ View congregation messages

What Read-Only Users Cannot Do:

✗ Cannot modify any territory or address data
✗ Cannot create or delete territories
✗ Cannot manage assignments
✗ Cannot change congregation settings

Best For: Overseers who need visibility without editing capabilities

🎯 Conductor¶

Access Method: Dashboard login with conductor permissions

Conductor Capabilities Include:

✓ Everything Read-Only can do, PLUS:
✓ Create and manage territory assignments
✓ Generate assignment links for publishers (Assign and Quick Link)
✓ View all assignment history
✓ Add a new address and update an existing address (status, household types, notes, location pin)
✓ Reset a territory's statuses and delete a territory (permitted by the system - see the note under Territory Operations)
✓ Access and post congregation messages
✓ View territory completion status

What Conductors Cannot Do:

✗ Cannot create a new territory or a new map
✗ Cannot issue Personal links (administrators only)
✗ Cannot use the map-row Address menu (rename, move, resequence, add or delete floors and units)
✗ Cannot manage user roles or permissions
✗ Cannot change congregation settings or household options

Best For: Field service coordinators and group overseers

👑 Administrator (Territory Servant)¶

Access Method: Dashboard login with full administrative permissions

Administrator Has Complete Control:

✓ Everything Conductors can do, PLUS:
✓ Create, edit, and delete territories
✓ Add, modify, and remove addresses
✓ Manage buildings and units
✓ Configure congregation settings
Set max "not home" tries
Configure link expiry times
Set up household type options
✓ Invite and manage users
✓ Assign user roles and permissions
✓ Reset territories and addresses
✓ Manage geolocation coordinates

Best For: Territory servants and those managing the congregation's territory system

💡 Note: Contact your congregation administrator if you need your role changed or if you're unsure which role you currently have.

Main Features¶

Dashboard Overview¶

Administrator Dashboard

Figure 7: Administrator dashboard showing territory selector and main controls

The dashboard interface varies based on your role:

For Publishers¶

Publishers do not have dashboard access. Instead, they:

Receive map links via email or message
Tap the link to open their assigned map - no account, no sign-in
Work directly within the map view
Links automatically expire after the configured time (default: 24 hours). A countdown in the top bar shows how long is left, turning amber under an hour and red - with a minutes-and-seconds count - under fifteen minutes
When the time runs out the page becomes "This link has expired ⌛", and asks you to close the tab

The publisher map page has its own bottom navigation: Messages, List View / Map View (landed-house maps only), Directions, Language and Theme.

For Conductors and Administrators¶

The dashboard provides a comprehensive overview:

1. Territory Selector (Top Dropdown)

Choose which territory to view or manage
Shows territory code and description
Quick navigation between territories

2. Main Action Buttons

📋 Assignments: View and manage assignment links
💬 Messages: Post and view congregation messages
⚙️ Settings: Access congregation configuration (Administrators only)
👥 Users: Manage user roles and invitations (Administrators only)

3. Territory Information Panel

Territory code and description
Progress bar showing completion percentage
Last updated timestamp
Total units vs. completed units

4. Territory View Options

🗺️ Map View: Interactive map display
📋 List View: Tabular display of all addresses

5. Speed Dial Menu (Floating Action Button)

Speed Dial Admin Page

Figure 8: Speed dial floating action button providing quick access to common actions

The ➕ button (bottom-right corner) provides quick access to: - 🗺️ Map View Mode: Toggle full-screen map view - 📋 Quick Link: Rapidly create assignment links (Conductors & Administrators) - Context-aware actions based on current view

Viewing Territories¶

Publisher Territory View¶

Publisher Assignment Screen

Figure 9: Publisher view of assigned territory with map and address list

Accessing Your Assignment:

Click the assignment link sent by your administrator/conductor
The territory automatically loads with:
An interactive map (built on Leaflet, using Geoapify-served OpenStreetMap tiles) showing all addresses
Clickable markers for each location
List of addresses/units to visit
Current progress percentage

Territory Information Displayed:

Territory Code: Identifier (e.g., "T-001")
Description: Territory name or area
Progress Bar: Visual completion status
Map: Interactive map with address markers
Address List: All addresses with current status

Administrator/Conductor Territory View¶

Conductor Dashboard

Figure 10: Conductor dashboard with territory selector and management options

Viewing a Territory:

Log in to your dashboard
Select a territory from the dropdown menu
View detailed information:
Territory code and description
Completion statistics (e.g., "15/20 completed - 75%")
Interactive map with all locations
Complete address/unit listing with details
Management buttons (Edit, Delete, Reset)

Management Options:

✏️ Edit Territory: Change name, code, or description
🗑️ Delete Territory: Remove entire territory
🔄 Reset Territory: Clear all address statuses
➕ Add Address: Create new address in territory

Sorting the Map List¶

Once a territory is selected and you are in list view, a sort button sits next to the list/map toggle in the territory header. It offers three ways to order the maps.

Sort	What it does	Use it when
Sequence	The order your congregation arranged the maps in (the default)	You want the familiar, deliberate order - the one Reorder Maps produced
Progress	Least complete first	You are deciding what still needs attention, or what to assign next
Proximity	Nearest to you first, with each map's distance shown	You are standing in the territory and want the closest map

How to change it:

Select a territory and make sure you are in list view (the sort button only appears there)
Tap the sort button - its icon shows the mode currently in use
Choose Sequence, Progress or Proximity

About Proximity:

The first time you pick it, your browser asks for permission to use your location. The button shows a spinner while it waits for a position fix.
Each map then shows its distance from you, as "450 m" for anything under a kilometre or "3.9 km" above that.
Maps with no location saved sort to the bottom and show no distance.
If you decline the permission - or the position cannot be obtained - Ministry Mapper tells you "Could not get your location. Check location permissions and try again." and stays on the sort you were using. Nothing is reordered on a guess.

Your choice is remembered per device, so the list comes back the way you left it. The one exception: if Proximity was your last choice and the location cannot be obtained when you return, the list quietly falls back to Sequence.

Reading the Map List Counts¶

Under each map's name, up to two counts appear:

Row	Meaning
Not Done	How many addresses on that map have not been called on at all
Not Home	How many are sitting on a Not Home status and have not yet used up the congregation's allowed tries

A count only appears when it is greater than zero, and the whole block disappears when both are zero - so a map showing no counts at all is a map with nothing outstanding. The numbers come from the server, so they are the same for everybody and do not depend on your device having loaded the addresses.

Publishers see the same two numbers on their own map page, underneath the progress bar - but only once the map is nearly finished, written as "12 not done · 3 not home".

Working With Addresses¶

Understanding Address Information¶

Address Status Details

Figure 11: Address card showing all address details and current status

Each address or unit in Ministry Mapper displays comprehensive information:

Basic Information:

Address/Unit Number: Location identifier (e.g., "#05-123")
Floor: Building level (for multi-story properties)
Type: Household classification based on congregation options
Examples: Chinese, English, Tamil, Spanish
Multiple types can be selected if configured
Sequence: Visit order number

Status Information:

Status: Current visit status (see status types below)
Not Home Count: Number of unanswered visit attempts
Do Not Call Date: When DNC was marked (if applicable)

Activity Tracking:

Notes: Important information about visits or householder
Last Updated: Date and time of most recent update
Updated By: Username of person who made the last change

Address Status Types¶

Ministry Mapper uses five standard status types:

Status	Color	Description	Usage
Not Done	White/Default	Not yet visited	Initial status for all addresses
Done	Green	Successfully contacted	Householder was home and contacted
Not Home	Yellow/Orange	Nobody answered	Track up to max tries (configurable)
Do Not Call	Red	Requested no visits	Householder requested no further contact
Invalid	Violet	Inaccessible	Address doesn't exist or cannot be visited

💡 Tip: Once "Not Home" reaches the maximum tries (set by administrator), the address automatically marks as completed in progress calculations.

Updating Address Status¶

Address Not Home Status

Figure 12: Update status modal showing all fields and options

Step-by-Step Process:

1. Locate the Address

Scroll through the address list
Or click a marker on the map
Addresses are grouped by floor for multi-story buildings

2. Open the Update Modal

Click on the address/unit card
The update modal will open with current information

3. Update Status (Required)

Select the appropriate status:

📗 Done - When successfully contacted

Select this when someone answered
Conversation occurred or literature placed
Increment "Not Home" count is reset

🏠 Not Home - When nobody answered

Automatically increments "Not Home" count
System tracks number of attempts
After reaching max tries, treated as complete

🚫 Do Not Call - When requested not to visit

Address Do Not Call Status

Figure 13: Do Not Call status update with date selection

Select this status
Optionally set DNC date (defaults to today)
Add notes explaining reason if appropriate
Important: Respect householder wishes always

❌ Invalid - When address is inaccessible

Address doesn't exist
Under construction
Permanently closed
Cannot be accessed

4. Update Household Type (Required, if your congregation uses them)

If your congregation has configured household types:

Tap the household field to open the picker, then tap the types that apply
Done shows a running count of what you have chosen, for example "Done (3)"
Cancel - and pressing Esc, and tapping outside the picker - throws away your changes and leaves the saved value untouched. Only Done commits
Examples: Language preferences, special circumstances

At least one household type is required

You cannot save an address with no household type. Leaving it empty shows "Please select at least one household type." This applies when you add an address and when you update one.

The reason is practical: an address with no household type cannot be counted, so it would never appear as still needing a call - not on the grid, not on the map, and not in the "X to go" count. It would simply be invisible.

If your congregation has not set up any household types, the field does not appear and nothing is required.

5. Add or Update Notes (Optional but Recommended)

Best practices:

✓ Focus on property details, not individuals
✓ Record access instructions and timing
✓ Be concise and respectful
✗ Never include personal information about householders
✗ Never include sensitive information

Good Examples:

"Gated property - call guardhouse first"
"Best time: Weekends after 2 PM"
"Side entrance accessible via driveway"

Bad Examples:

Personal details about residents
Medical or financial information
Names or descriptions of individuals

6. Adjust Not Home Count (If Needed)

The system automatically tracks not home attempts, but you can manually adjust if necessary.

7. Set Do Not Call Date (DNC Status Only)

When marking as Do Not Call:

System defaults to today's date
Adjust if needed for specific DNC requests
Date helps track when to potentially revisit

8. Set the Location Pin (Landed-House Maps Only)

On landed-house (single-story) maps the update form has a Location field - see Saving a House's Location below.

9. Save Changes

Review all updates
Click "Save" button
Changes sync immediately to all users
Success message confirms update

10. Delete Property (Administrators Only - Single-Story)

For private properties that need removal:

Click "Delete Property" button at bottom
Confirm deletion
Warning: This action cannot be undone

Adding a Missing Address¶

If you notice a physical address is missing from the map, you can add it on the spot without leaving the mapping view:

Scroll to the bottom of the address list on the map
Tap the + card at the end of the list
Enter the address details in the form that appears
Tap Save — the address is immediately added to the map

Note

The + card appears on landed-house (single-story) maps and is designed for congregations that are still building their territory records. Newly added addresses are flagged for review by administrators.

Household type is required

If your congregation has set up household types, you must pick at least one before the address can be saved. Leaving it blank shows "Please select at least one household type." The same rule applies when you update an existing address. An address with no household type cannot be counted, so it would never show up as still needing a call - on the grid or on the map.

The + card at the bottom of the address list for adding a missing address

Figure 14: The + card at the end of the address list, used to add a missing address without leaving the map

Finishing a Map: the "X to go" Button¶

The last few addresses on a map are the hardest to find. When a map is nearly done, a floating pill appears in the bottom-right corner of the grid reading "7 to go" - the number of addresses that still need a call.

How to use it:

Tap the pill
The grid scrolls to the next address that still needs a call and draws a ring around it
Record the call as usual - the ring disappears once that address is done
Tap again for the next one

Things worth knowing:

It only appears near the end. The button shows up once a map reaches 90% complete, and disappears at 100%. Early in a map it would just be a list of everything, which is what the grid already is.
It goes in the map's own order - the same order the grid uses, so you are not sent randomly back and forth.
It wraps around. After the last remaining address, the next tap starts again from the first.
The ring is a reminder, not a claim. It marks where the button sent you and clears itself the moment that address is recorded, so a finished map is left unmarked.
Switching maps starts the tour over from the top.

On multi-floor maps, a small badge beside each floor number shows how many addresses on that floor still need a call - "3 still to call on this floor". These badges follow exactly the same rule: they appear only in the last stretch of a map, and never on single-floor maps, where the floor number carries no information anyway.

Saving a House's Location¶

Landed houses do not always sit where a postal code says they do, and a house with no location cannot be shown on the map at all. On landed-house (single-story) maps, the address form has a Location field for fixing this.

Two ways to set the pin:

Button	What it does	Best for
Use my location	Takes the position from your phone, in one tap	You are standing at the house
On map	Opens a map you can search, pan and tap to place the pin by hand	You are correcting a pin later, from anywhere

Using "Use my location":

Stand at or in front of the house
Tap Use my location. The button shows a spinner and reads "Getting location…" while it waits - a fresh, accurate fix can take several seconds, so give it a moment
The coordinates appear in the field
Save the address as usual

If it fails you'll see "Unable to get your current location. Please check your browser settings." - almost always a location permission that needs granting, or a first fix indoors that never arrived. Step outside and try again, or use On map.

When no pin is set:

The field reads "No pin set"
The address is not shown in Map View at all - there is no coordinate to draw it at, so it would be invisible or, worse, misplaced
Map View shows a note in the bottom-left corner: "4 addresses need a pin" with "Tap to set the first". Tapping it opens the first unpinned address so you can fix them one after another

Pin as you go

The fastest way to get a landed territory fully pinned is to tap Use my location at each house while you are already standing there. It costs one extra tap per address and turns Map View from half-empty into a complete picture.

This works offline

Your position comes from the device, not from the network, so Use my location works with no signal. The pin is saved with the rest of your update and sent when you are back online.

Using the Map Feature¶

Map Directions

Figure 15: Interactive map view showing markers and navigation controls

Ministry Mapper integrates interactive mapping for intuitive territory navigation.

Map Features¶

Interactive Markers:

Each address is marked on the map
🔴 Red marker indicates destination
🔵 Blue blinking marker indicates current location
Click any marker to view/edit that address

Map Controls:

Zoom: + and - buttons or pinch gesture
Pan: Click and drag to move around
Recentre on me: The crosshair button snaps the view back to your current position
Full Screen: Expand map to full screen (or use Speed Dial → Map View Mode)
Center on Territory: Reset view to show all addresses

There is no satellite layer

Ministry Mapper draws a single OpenStreetMap-based street map. There is no satellite or aerial imagery to switch to.

Full-Screen Map View Mode (Administrators & Conductors):

Admin Map View Mode

Figure 16: Full-screen map view mode accessed via speed dial menu

Access via Speed Dial (➕) → Map View icon. Ideal for: - Route planning before field service - Territory coverage analysis - Meeting presentations - Identifying address clusters

Reading the Map View Markers (Administrators & Conductors)¶

In Map View each map is drawn as a small round dial rather than a plain pin, so you can read a territory's state without tapping anything. The number in the middle is the map's completion percentage.

What you see	What it means
Blue ring around the edge	Progress - how much of that map is done. The rest of the ring is grey
Green dot at the top	The map is assigned - someone is holding a live link to it
Orange dot at the bottom	The map has a personal link out
No dots at all	No active links - nobody currently has this map
Grey outline around the marker	This is the marker you have selected

Position, not just colour, carries the meaning: green sits at the top and orange at the bottom. That is deliberate - the two colours are close enough in brightness that anyone with a colour-vision difference, or anyone squinting at a phone in sunlight, would struggle to tell them apart on colour alone. Top-versus-bottom is unambiguous.

The Marker Guide

Tap the small button in the top-right corner of the map for the MARKER GUIDE - a short key showing the green dial (Assignment), the orange dial (Personal) and the blue ring (Progress). It is there so you never have to remember which is which.

Grey means selected, not personal

A selected marker is outlined in grey. Selection is something you did, not a fact about the territory, so it deliberately uses a neutral colour. Orange means one thing and one thing only: a personal link is out.

Individual addresses on a landed-house map use a different, simpler marker: a plain pin, ringed in green when the address still needs a call, and in amber when the map has reached its final stretch. Addresses with no location pin do not appear - see Saving a House's Location.

Getting Directions to an Address¶

Ministry Mapper has a built-in routing service to help you navigate to addresses in your territory:

On the map view, tap any address in the list
Tap the Directions button (or the route icon)
Use the toggle in the bottom-left corner to pick your travel mode:
🚶 Walk — pedestrian route
🚗 Drive — car navigation
The route is drawn on the map, and a pill shows the remaining distance and estimated time
Your position keeps updating as you move; when you get within about 50 metres the route clears and you'll see "You've reached your destination"
Two buttons hand the trip off to an external app if you prefer: Google Maps and Waze

Tip

Use Walk mode when working densely populated areas to get more accurate pedestrian routes. Your choice is remembered for next time.

Routing mode selector on the map page

Figure 17: Walk/Drive routing on the map page, with the destination in red and your position in blue

Before Leaving Home:
View the map to plan your route
Identify clusters of addresses
Note any special access requirements from notes
In the Field:
Use map to navigate between addresses
Follow the sequence numbers for optimal routing
Tap markers to quickly update status after each visit
Using with Phone GPS:
Enable location services
Map shows your current position
Navigate directly to next address
Works offline if map tiles cached (limited)

Territory Assignments (Conductors & Administrators)¶

Ministry Mapper uses a link-based assignment system. Conductors and Administrators create shareable links that publishers use to access territories.

Why Link-Based Assignments?¶

✓ Simple Distribution: Send links via email, message, or text
✓ Automatic Expiry: Links expire after set time (default: 24 hours)
✓ No Account Required: Publishers work directly through the link
✓ Security: Expired links cannot be accessed
✓ Tracking: See who accessed what and when

Creating an Assignment¶

Two Ways to Create Assignments:

Admin Conductor Quick Link

Figure 18: Quick link creation interface accessed via speed dial menu

Method	Access	Best For
Quick Link	Speed Dial (➕) → Quick Link	Rapid creation for current territory
Standard	Assignments button → Create New	Full options and customization

Step 1: Access Assignment Creation

Quick Link: Click Speed Dial (➕) → Quick Link icon (pre-fills current territory)
Standard: Click "Assignments" → "Create New Assignment" or "+"

Step 2: Fill Assignment Form

Field	Description	Required
Type	Normal Assignment or Personal Slip	Yes
Territory	Select from congregation territories	Yes
Publisher Name	For tracking (link works without name)	Optional
Link Expiry	Hours until link expires (default: 24)	Yes

Step 3: Generate and Share

Sharing happens in two steps, and that is deliberate - see the note below.

Confirm the slip details (publisher name, and the date for a personal slip) and submit
A "Map link is ready" screen appears, showing:
The map name and the link type
The territory
Assigned to (the name you entered)
Expires (the date and time the link stops working)
The map's not-done and not-home counts, so you can see what you are handing over
An amber "Already assigned" panel if other publishers still hold a live link to this map - it lists up to three names, then "+N more"
Tap Share to hand the link to the publisher through your phone's own share sheet - message, email, or any app you like. If your browser cannot share, the button says Copy link instead and puts the URL on your clipboard.

Why two steps?

Your phone only lets an app open the share sheet during the split second you actually tapped the button. The old single-step flow had to wait for the server in between, and browsers - Chrome on iPhone especially - silently swallowed the share sheet. Creating the link first, then sharing from the ready screen, means the share sheet always opens.

A map link is a key - treat it like one

Map links bypass login. Anyone who has the link has access to that map, whether or not they are in your congregation.

Send links directly to the publisher who needs them - never to a public status or story (WhatsApp Status, for example), a public group, or a social media post.
If a link is posted publicly, remove the post immediately and tell a conductor or administrator so the link can be deleted and a new one issued.
Administrators: shortening the link expiry in Congregation Settings shrinks how long a leaked link stays useful.

Example Assignment Link:

https://your-ministry-mapper.com/map/k7f2q9m4x1b8d3s6h0n5v2c7t

The 25-character code at the end is the credential - it is what identifies the assignment. There is no separate password.

Map-Specific Assignment Creation¶

Create assignments directly from the map view without navigating to the central assignments modal.

Access:

Navigate to the territory you want to assign
Click either:
"Assign" button - create a normal territory assignment
"Personal" button - create a personal slip assignment

Normal Territory Assignment:

Assigning Publisher Map

Figure 19: Map-specific normal assignment creation form

Click "Assign" to create a normal territory assignment. The form displays:

Territory information in header
Publishers Name field - enter name(s) of assigned publisher(s)
Cancel and Confirm buttons

Personal Slip Assignment:

Personal Assign Publisher Map

Figure 20: Map-specific personal slip creation form with calendar

Click "Personal" to create a personal slip assignment. The form includes:

Territory information in header
Calendar picker - select the assignment date
Publishers Name field - enter name(s) of assigned publisher(s)
Cancel and Confirm buttons

Benefits:

✓ Quick assignment creation while viewing territory
✓ No need to switch to assignments modal
✓ Immediate context of the territory being assigned

Managing Assignments¶

Assignment Management

Figure 21: Assignment management modal showing all active assignments across territories

The Assignment Management interface allows conductors and administrators to view and manage all existing assignments in the congregation.

View All Assignments:

Click the "Assignments" button from the dashboard
The Assignments modal opens displaying all active assignment links
View assignments for all territories in a centralized list

Assignment Information Displayed:

For each assignment, you can see:

Map Name and Location: The map identifier with its location description (for example, "123A, Sample Street (S01)")
Assignment Type: "Assign" for normal assignments, "Personal" for personal slips
Assigned by: The conductor or administrator who created the link
Assigned to: The publisher the link was issued to (for example, "Sister A. Tan")
Created Date/Time: When the assignment was created (for example, "Aug 21, 2026, 9:38 PM")
Expiry Date/Time: When the link stops working - 24 hours later on the default setting (for example, "Aug 22, 2026, 9:38 PM")
Copy Button: Copy icon to put the link on your clipboard
Delete Button: Trash icon (🗑️) to remove individual assignments

The modal's subtitle keeps a live count of how many links are currently active, for example "3 active links".

Copy an Assignment Link:

Locate the assignment in the list
Click the Copy link button next to the delete button
A "Link copied" confirmation appears and the bare URL is on your clipboard, ready to paste anywhere

Use this when a publisher says they lost the message, or when you would rather paste the link into a conversation you already have open than go through the share sheet. Only the URL is copied - no accompanying message.

Delete an Assignment:

Locate the assignment in the list
Click the trash icon (🗑️) button on the right side of the assignment
The link is removed straight away - this is the one action in Ministry Mapper that does not ask you to confirm, so aim carefully
The assignment link immediately becomes inaccessible to the publisher; deleting the last link closes the modal

When to Delete:

Territory returned early by publisher
Wrong link was created or sent
Publisher no longer needs access
Assignment needs to be reassigned to someone else
Security concern or compromise

Closing the Assignments Modal:

Click the "Cancel" button at the bottom to close the modal and return to the dashboard

Map-Specific Assignment Management¶

View and manage assignments for individual territories directly from the map view.

Access:

Navigate to a territory
Click either:
"Assign Links" - for normal territory assignments
"Personal Links" - for personal slip assignments

Normal Map Assignments

Figure 22: Assign Links modal for a specific territory

Personal Map Assignments

Figure 23: Personal Links modal for a specific territory

Information Displayed:

Publisher name
Created and expiry date/time
Delete button (🗑️) to remove assignments

When to Use:

Check who currently has a territory assigned
Remove assignments while viewing the territory
Manage normal and personal assignments separately

Best Practices for Assignments¶

Before Creating:

✓ Verify the territory is ready (addresses updated, instructions clear)
✓ Check congregation settings for default expiry time
✓ Plan appropriate expiry duration for territory size

When Sharing:

✓ Send the link directly to the publisher who needs it
✓ Include instructions in your message
✓ Remind publisher of expiry time
✓ Provide your contact for questions
✓ Send during reasonable hours
✗ Never post a map link to a public status, story, channel or social media post
✗ Never reuse one link for a whole group when each publisher should have their own

Monitoring:

✓ Regular check for expired assignments
✓ Clean up old assignments periodically
✓ Follow up if territory not returned
✓ Track completion rates

Messages and Instructions¶

Admin Conductor Messages

Figure 24: Messages modal showing posted messages with pinning option

Administrators and Conductors can post messages visible to specific user groups.

Message Types¶

Publisher Messages:

Visible to all publishers with assignment links
Instructions for field service
Territory-specific guidance
General announcements

Conductor Messages:

Visible to Conductors and Administrators
Coordination information
Administrative notes
Planning information

Administrator Messages:

Visible only to Administrators
System administration notes
Critical updates
Management reminders

Posting a Message¶

Click "Messages" button
Click "New Message" or "+"
Type your message
Select message type (Publisher/Conductor/Administrator)
Optionally pin important messages to top
Click "Post"

Message Features¶

Pinning:

Pin important messages to keep them at the top
Only one pinned message per type
Unpin when no longer critical

Editing:

Edit messages after posting
Updates immediately for all viewers

Deleting:

Remove outdated messages
Clean up after events pass

Reading Status:

See who has read messages (administrator view)
Track acknowledgment of important updates

Real-Time Data Synchronization¶

Ministry Mapper uses PocketBase real-time subscriptions - delivered over Server-Sent Events - for instant updates:

How It Works¶

Automatic Synchronization:

Changes sync immediately across all connected devices
No manual refresh needed
Updates appear instantly for all users viewing same territory

What Gets Synchronized:

✓ Address status changes
✓ New notes and updates
✓ Territory progress
✓ New messages
✓ Assignment changes

Connection Handling:

System automatically detects connection loss
Reconnects when internet restored
Shows a connection status indicator - 📵 "No internet connection" when you are offline, 📶 "Weak connection" when the link is slow
Publisher address updates made while offline are queued and sent when you are back online (see Smart Sync below)

Performance:

Updates only when territory/page is open
Automatic cleanup when page closed
Minimal bandwidth usage
Optimized for mobile data

💡 Note: For real-time updates to work, keep your browser tab active while working on a territory.

Smart Sync (Working Through Patchy Coverage)¶

Field service happens in lift lobbies, stairwells and basement car parks. Smart Sync means a publisher never has to wait for a signal before recording a call.

What you'll see:

Indicator	Where	Meaning
📤 badge with a number	Top bar of the map page (and the admin navbar and sidebar)	That many of your updates are saved on this device and still waiting to reach the server
Small orange dot	Top-right corner of an individual address cell	This particular address has an edit that hasn't synced yet
📵 No internet connection	Bottom-right of the screen	You are offline - keep working anyway

How it behaves:

Tap Save as usual. The status changes on screen straight away, whether or not you have signal.
Your edit is stored on the device, then sent as soon as a connection is available. Retries back off gradually so hundreds of publishers reconnecting at once don't all hammer the server in the same instant.
The indicators are deliberately delayed a fraction of a second, so a normal fast save never flickers a badge at you.
Edit the same address twice offline and the later save wins - only one update per address is ever sent.
If an edit can never succeed (for example the address was deleted while you were away), it is dropped and you'll see "1 edit(s) could not be saved and were discarded."
If your session expires mid-flush you'll see "Your session expired. Please sign in again - your offline edits are saved locally."

What Smart Sync does and does not cover

Smart Sync covers publisher address updates only - status, not-home count, notes, household types and the location pin. Administrator and conductor actions still need a live connection: creating territories or maps, assigning links, changing settings, inviting users, and everything in the Manage and Congregation menus. If you are offline, those buttons will fail rather than queue.

Private browsing

Safari's Private Browsing blocks the local database Smart Sync uses. Ministry Mapper detects this and writes straight to the server instead - everything still works, but there is no offline queue in that mode.

User Management (Administrators Only)¶

Manage Users List

Figure 25: User management panel showing user list with roles

Administrators have full control over user accounts and permissions within their congregation.

Viewing Users¶

Click your profile icon or user menu
Select "User Management" or "Users"
View complete list of congregation users showing:
User name
Email address
Verification status (✓ verified / ✗ not verified)
Current role badge
Last activity

Inviting New Users¶

Invite Users

Figure 26: User invitation dialog for adding new congregation members

Step 1: Open Invite Dialog

In User Management, click "Invite User" or "+"
Invite user modal opens

Step 2: Enter User Information

Email Address: Start typing to search for an existing Ministry Mapper account
Access Level: Pick one of the three congregation roles:
Read-only
Conductor
Admin

There is no Publisher option here

Publishers do not need accounts and are never invited. They receive a map link instead. The invite dialog therefore offers only the three real congregation roles. Ministry Mapper also stops you inviting yourself, and warns "This user is already part of the congregation." if the person already has a role.

Step 3: Send Invitation

Click "Send Invite"
System sends invitation email to user
Email contains:
Link to create account
Congregation information
Role assignment details
Instructions for getting started

Step 4: User Completes Registration

User receives email
Clicks link to sign up
Creates account with password
Verifies email address
Automatically added to congregation with assigned role

Changing User Roles¶

Manage Users Details

Figure 27: User details and role management interface

Locate user in the user list
Click on the user or "Edit" button
Pick the new Access Level from the row of buttons:
No Access: Removes the person from the congregation (see below)
Read-only: View-only dashboard access
Conductor: Can create assignments, add and update addresses, reset and delete territories, and post messages
Admin: Full control
Click "Save"
Changes take effect immediately

⚠️ Important: Users must log out and log back in to see their new permissions reflected.

Removing User Access¶

Open the user from the user list
Set their Access Level to "No Access" and click "Save"
Their role in your congregation is deleted. Their Ministry Mapper account still exists, but they can no longer see any of your congregation's data - they will land on "Access Denied 🔐" if they sign in
You can invite them again later; they keep the same account

No Access is not a role

Ministry Mapper stores exactly three roles - Read-only, Conductor and Administrator. Choosing No Access does not assign a fourth, weaker role; it deletes the person's role record for your congregation. There is nothing left to audit against them afterwards apart from the role-change log.

User Verification Status¶

Verified Users (✓):

Email address confirmed
Full access to assigned permissions
Can log in normally

Unverified Users (✗):

Email not yet confirmed
Limited or no access
Need to check email and click verification link

To Resend Verification:

Some systems allow resending verification email
Or ask user to use "Forgot Password" feature

Congregation Settings (Administrators Only)¶

Congregation Settings

Figure 28: Congregation settings page with all configuration options

Configure how Ministry Mapper works for your congregation.

Accessing Settings¶

Open the left-hand panel with the button in the top-left corner
Expand the Congregation group
Choose Settings

Key Settings¶

The Congregation Settings dialog holds three fields. Nothing is saved until you click "Save".

1. Name

Your congregation's display name, shown in the top bar and in the congregation picker

2. No. of Tries (Maximum "Not Home" attempts)

Set with a slider; the current interface allows 1 to 4
Described in the dialog as "The number of times to try not at homes before considering it done"
Once an address reaches this many "Not Home" attempts it counts as complete for progress purposes, even though its status is still Not Home
This is a per-congregation value - there is no single global default. If it has never been set, publisher map links fall back to 1; the sample data that ships with a new deployment uses 3

Example: If set to 3:

First "Not Home": Count = 1
Second "Not Home": Count = 2
Third "Not Home": Count = 3, marks complete

3. Default Slip Expiry Hours (Assignment link expiry)

Set with a slider; the current interface allows 1 to 24 hours
Default: 24 hours
Described in the dialog as "The duration of the territory slip link before it expires"
Applies to newly created links; links already issued keep the expiry they were created with
Shortening this is the single most effective way to limit the damage a leaked map link can do

Other Congregation Properties¶

These belong to your congregation but are not editable from the Congregation Settings dialog - they are set up when your deployment is prepared, and your administrator needs to ask whoever runs the server to change them.

Property	What it does	Notes
Origin / country	Sets the default map centre and the formatting used when directions are handed to an external app	One of 13 supported countries
Timezone	The timezone used for scheduled emails and reports	One of 20 IANA zones (for example `Asia/Singapore`)
Household options	The household type list offered on every address	Editable in-app - see Congregation Options below

One-time passwords are a deployment-wide setting, not a per-congregation toggle, so you will not find a switch for it in Congregation Settings.

When enabled, signing in with email and password is followed by a 4-digit code emailed to you, valid for 180 seconds
Ministry Mapper's second factor is email OTP only - there is no authenticator-app code and there are no backup codes
Whether it is on depends on how your deployment was configured. If you are unsure, try signing in: if no code screen appears, OTP is off for your server
Google sign-in does not use OTP - Google handles the second factor itself

Congregation Options (Household Types)¶

Household Options Settings

Figure 29: Congregation options management showing household type configuration

Configure custom household classification types for your territory.

What Are Congregation Options?

Custom categories for classifying households
Examples: Language groups (Chinese, English, Tamil)
Can represent any classification system your congregation uses
Multiple types can be assigned to single household if configured

Managing Options:

View Options
In Settings, find "Congregation Options" section
See list of all configured types
Add New Option
Click "Add Option" or "+"
Fill in:
- Code: Short identifier (e.g., "CHI", "ENG")
- Description: Full name (e.g., "Chinese", "English")
- Is Countable: Check if should count toward territory progress
- Is Default: Check if should be default selection
- Sequence: Display order number
Click "Save"
Edit Option
Click on existing option
Modify fields
Save changes
Delete Option
Click delete button for option
Confirm deletion
Warning: Affects all addresses using this type

Option Flags:

Is Countable: - Controls whether addresses with this type count toward territory progress - Checked: Included in progress calculation (e.g., Chinese, English, Tamil) - Unchecked: Excluded from progress (e.g., Business, Under Construction) - Example: 100 total addresses, 10 marked "Business" (not countable) = progress based on 90 addresses only

Is Default: - Auto-selects this type when creating new addresses - Only one option should be default - Use for your most common household type

Sequence: - Controls display order in dropdown menus - Lower numbers appear first (1, 2, 3...) - Managed by drag and drop in settings - simply drag options to reorder - Affects order in address household dropdowns - Tip: Order from most common to least common

Multiple Selection Configuration:

Enable if households can have multiple types
Example: Household speaks both Chinese and English
When disabled, only one type per household

Map Configuration¶

Map Configurations

Figure 30: Advanced map configuration options for administrators

Configure how maps are displayed and behave in your congregation. Administrators have access to powerful map management functions for territory maintenance and organization.

To Access Map Configuration:

Go to Settings (Administrators only)
Select a territory from the dropdown
Open the map view for the selected territory
Access the map configuration menu (typically via a settings icon or menu)

Available Map Configuration Functions:

1. Change Location - Relocate a map marker to a different address - Updates the geographical location of a territory unit - Useful when addresses have changed or initial location was incorrect - Simply select the new location on the map

2. Change Territory - Move an address or unit to a different territory - Helps reorganize territory boundaries - Useful for balancing territory sizes - Maintains all address data and history during transfer

3. Change Sequence - Modify the visit order number for an address - Optimizes the route for field service efficiency - Lower numbers are visited first - Helps create logical visiting patterns

Update Map Sequence (Drag & Drop)¶

Update Map Sequence

Figure 31: Drag and drop interface for reordering all map sequences in a territory

Access: Address menu → "Change Sequence"

How It Works: 1. Each card shows an address with current sequence number 2. Drag and drop to reorder - numbers update automatically 3. Click "Save" to apply or "Cancel" to discard

Best Practices: - Minimize backtracking by grouping nearby addresses - Group floors together in multi-story buildings - Create logical flow from one end to the other - Review map view after sequencing

4. Rename - Change the name or identifier of an address/unit - Update building names or unit numbers - Keeps data current with real-world changes - Useful for correcting initial entry errors

5. Add Unit No. - Add new unit numbers to existing addresses - Expand multi-story buildings with additional units - Useful when new apartments are added to a building - Maintains building structure organization

6. Add Higher Floor - Extend a building upward with additional floors - For buildings that have been expanded or initially underestimated - Automatically creates units for new floors based on building pattern - Helps keep territory data current with construction changes

7. Add Lower Floor - Add floors below the current lowest floor - Useful for basement levels or newly accessible lower floors - Can add negative floor numbers (e.g., B1, B2) - Maintains consistent floor numbering system

8. Reset Status - Clear the status of an address back to "Not Done" - Removes "Done" and "Not Home" statuses only - Does NOT remove "Do Not Call" or "Invalid" statuses - Preserves notes and other address information - Useful when restarting work on a previously completed address - Does not affect other addresses in the territory

9. Delete - Permanently remove an address, unit, or floor from the territory - Cannot be undone - use with caution - Helpful for removing duplicate entries or non-existent addresses - Confirm carefully before deleting

Common Use Cases: - Correcting errors: Rename and Change Location - Territory rebalancing: Change Territory - Building updates: Add Higher/Lower Floor - Route optimization: Change Sequence - Data cleanup: Delete duplicates - Seasonal updates: Reset Status

⚠️ Warning: Changes affect all users immediately. Delete is permanent and cannot be undone.

Territory Management (Administrators Only)¶

Create New Territory

Figure 32: Territory creation interface for adding new territories

Administrators have full control over creating, editing, and managing territories.

Creating a New Territory¶

Step 1: Access Territory Creation

Click the territory selector dropdown
Select "Create New Territory" or "New Territory"
Territory creation form opens

Step 2: Enter Territory Information

Territory Code: Short identifier (e.g., "T-001", "M-12", "W-05")
Keep it short and meaningful
Use consistent naming convention
Maximum recommended: 10 characters
Description: Full name or area description
Examples: "Downtown Commercial", "Northside Residential"
Be descriptive for easy identification
Maximum recommended: 100 characters

Step 3: Create

Click "Create Territory"
New territory is created and selected
Ready to add addresses

Editing Territory Details¶

Change Territory Code:

Select the territory
Click ✏️ "Edit" or "Change Territory Code"
Enter new code
Save changes
Warning: Update any references to old code

Change Territory Description:

Select territory
Click "Change Territory Name" or edit option
Update description
Save changes

Change Territory Sequence:

Update Territory Sequence (Drag & Drop)¶

Update Territory Sequence

Figure 33: Drag and drop interface for reordering all territories in the congregation

Access: Territory dropdown → "Change Sequence"

How It Works: 1. Each card shows territory code and description 2. Drag and drop to reorder - sequence numbers update automatically 3. Click "Save" to apply or "Cancel" to discard 4. Controls order in selection dropdowns and lists

Best Practices: - Organize by geographical proximity - Group by type (residential, commercial, business) - Consider field service group assignments - Use for territory rotation planning

Territory Configuration Options¶

Territory Configuration Options

Figure 34: Territory dropdown menu showing configuration options

Administrators can access territory configuration options through the Territory dropdown button in the top navigation bar. Click the button to reveal the following options:

Available Options:

Create New: Create a new territory from scratch
Change Code: Modify the territory's unique identifier
Change Name: Update the territory description
Change Sequence: Reorder how territories appear in the selection list
Delete Current: Permanently remove the currently selected territory
Reset Status: Clear all address statuses back to "Not Done"

These options provide quick access to common territory management tasks without navigating through multiple menus.

Territory Operations¶

Both operations below live in the Territory dropdown shown in the previous screenshot - Reset Status and Delete Current.

Conductors too, not only administrators

Resetting and deleting a territory are the two territory-level operations that conductors are also permitted to perform. The menu that holds them is currently shown only to administrators, so a conductor who needs one of these done should ask an administrator to run it.

Reset Territory:

Resets all addresses in territory to "Not Done" status:

Select territory
Click "Reset Territory" button
Confirm action (this clears all visit data!)
All addresses return to "Not Done"
Not home counts reset to 0
Notes are preserved
Progress resets to 0%

Use When:

Territory fully worked and ready to reassign
Starting new round of visits
Cleaning up test data

⚠️ Warning: Cannot be undone. All status updates will be lost.

Delete Territory:

Permanently removes territory and all its data:

Select territory to delete
Click "Delete Territory" button
Read warning message carefully
Type confirmation if required
Confirm deletion

Deletes:

Territory record
All addresses in territory
All units and floors
All assignment history
All related data

⚠️ Critical Warning: This action CANNOT be undone. Consider exporting data first.

Address Management (Administrators Only)¶

Single Story Map

Figure 35: Address management interface for private/single-story properties

Administrators can add and manage addresses within territories.

Address Types¶

Ministry Mapper supports two types of addresses:

1. Public Addresses (Multi-Story)

Apartment buildings, condominiums
Multiple floors and units
Examples: HDB flats, apartment complexes
Each floor has multiple units

2. Private Addresses (Single-Story)

Individual houses, shophouses
Single properties with one address
Examples: Landed properties, standalone buildings
No floor/unit structure

Adding a Public Address (Multi-Story)¶

Create Map

Figure 36: The Create Map dialog, where the map type, name, coordinates, floors and unit numbers are entered

Step 1: Initiate Creation

Select territory
Click "New Map" in the territory header
Set Map Type to Multi-story

Step 2: Enter Building Information

Postal Code/Address: Building identifier
Enter postal code or street address
System may auto-populate location
Used for geocoding and map display
Building Name: Optional building name
Examples: "Block 123A", "Sunny Heights"
Helps publishers identify building

Step 3: Configure Floors

Multi Story Map

Figure 37: Multi-story building management with floor and unit organization

Start Floor: Lowest floor number
Can be negative for basement levels
Examples: -2 (B2), 1 (Ground), 0
Top Floor: Highest floor number
Maximum: 50
Examples: 10, 25, 40
Floor Selection: Choose specific floors
Skip floors with no units (e.g., mechanical floors)
Typical: All floors from start to top

Step 4: Configure Units

Units Per Floor: Number of units on each floor
Examples: 8, 12, 16
Creates units automatically
Unit Number Format: How to number units
Pattern: Floor + unit (e.g., 01-01, 01-02)
Custom: Manually enter unit numbers later

Step 5: Create and Populate

Click "Create"
System generates all floors and units
Address appears in territory with all units

Example:

Building: Block 123
Floors: 1 to 12
Units per floor: 8
Result: 96 units created (12 floors × 8 units)

Adding a Private Address (Single-Story)¶

Step 1: Initiate Creation

Select territory
Click "Add Address" or "+"
Select "Private Address" type

Step 2: Enter Property Information

Property Postal/Address: Unique identifier
Street address or postal code
Each property is one record
Property Name: Optional house name
Examples: "123 Main Street", "Villa Sunshine"

Step 3: Set Location

Tap Use my location if you are at the property, or On map to place the pin by hand
Until a pin is set the field reads "No pin set", and the address will not appear in Map View
Can be updated later - see Saving a House's Location

Step 4: Create

Click "Create Property"
Single address unit created
Appears in territory list

Managing Existing Addresses¶

Edit Address Name:

Select territory with address
Click edit option for address
Update name/postal
Save changes

Change Postal Code:

Access address edit mode
Update postal code field
May affect geocoding
Save and verify map location

Reset Address:

Clears all unit statuses in address
Notes preserved
Use when address fully worked

Delete Address:

Removes entire address and all units
Cannot be undone
Confirm carefully before deleting

Managing Units (Public Addresses Only)¶

Add Units:

Select address
Click "Add Units"
Specify unit numbers to add
Units created automatically

Delete Units:

Click on specific unit
Click "Delete Unit" button in modal
Confirm deletion
Unit removed from address

Change Unit Sequence:

Open unit edit modal
Update sequence number
Affects visit order
Lower numbers visited first

Add/Delete Floors:

Access floor management
Add new floor numbers
Or remove entire floors
All units on floor affected

Update Unit Geolocation:

Set specific coordinates for unit
Useful for large buildings
Helps with precise navigation
Optional feature

Mobile Usage¶

Publisher Assignment Map View

Figure 38: Mobile-responsive interface optimized for field service

Using Ministry Mapper on Your Phone¶

Ministry Mapper is fully responsive and optimized for mobile devices, making it perfect for field service.

Accessing on Mobile¶

Browser Access:

Open your mobile browser:
iOS: Safari, Chrome
Android: Chrome, Firefox, Samsung Internet
Navigate to your congregation's Ministry Mapper URL
Log in or click assignment link
Interface automatically adapts to your screen size

Features on Mobile:

✓ Touch-friendly buttons and controls
✓ Swipe gestures for navigation
✓ Optimized layouts for small screens
✓ Larger tap targets for easy selection
✓ Full access to all desktop features
✓ Interactive map integration with GPS

Progressive Web App (PWA) Installation¶

Single Story Map View Mode

Figure 39: Full-screen map view mode available in PWA installation

Ministry Mapper can be installed on your phone's home screen so it opens like an ordinary app.

Benefits of Installing:

🚀 Faster loading with cached resources
📱 App icon on home screen
🎯 Full-screen experience (no browser UI)
⚡ Improved performance
🔔 Better integration with device

iOS Installation (Safari):

Open Ministry Mapper in Safari
Tap the Share button (📤)
Scroll down and tap "Add to Home Screen"
Edit name if desired
Tap "Add"
App icon appears on home screen

Android Installation (Chrome):

Open Ministry Mapper in Chrome
Tap the menu button (⋮)
Select "Install app" or "Add to Home Screen"
Confirm installation
App icon appears on home screen or app drawer

Using the Installed App:

Launch from home screen like any app
No browser address bar
Seamless app experience
Google sign-in works normally in the installed app

Keeping the Installed App Up to Date

An installed copy caches itself, so it needs to be told when a newer version exists. Ministry Mapper checks in several ways - when a new version takes over, when you switch back to the tab or app, and when you resume it from your phone's app switcher.

When an update is found you'll see a message that stays on screen until you deal with it:

Update Available Reload to get the latest updates.

Tap Reload. It takes a second or two and you lose nothing - any queued offline edits are stored on the device, not in the page.

The browser is still the recommended way in

Installing is convenient, but opening Ministry Mapper in your normal mobile browser is the simplest way to be certain you are on the current version. If you ever see behaviour that does not match this guide, open the site in your browser and check again there.

Mobile Best Practices¶

Before Going Out:

✓ Check assignment link hasn't expired
✓ Review territory and map
✓ Note any special instructions
✓ Ensure stable internet connection
✓ Fully charge your device
✓ Consider portable charger

While in Field Service:

✓ Update addresses immediately after visits
✓ Add notes while information is fresh
✓ Use GPS navigation on map
✓ Follow sequence numbers for efficient routing
✓ Save battery by dimming screen when not needed

Data Usage Tips:

Ministry Mapper uses minimal data
Map tiles may use more data
Most updates are < 1KB each
Suitable for mobile data usage

Offline Capabilities and Limitations¶

Ministry Mapper is not an offline-only app, but it is not helpless without a signal either. The honest summary is: a publisher can keep recording calls; an administrator cannot keep administering.

What works offline:

✓ A territory map you have already opened keeps displaying, from a copy stored on the device
✓ Updating an address - status, not-home count, notes, household types and the location pin - is saved on the device and sent when the connection returns (see Smart Sync)
✓ Your own queued edits are shown back to you, so the grid reflects what you have recorded
✓ "Use my location" for pinning a house, since the position comes from the device itself
✓ The app shell itself - Ministry Mapper opens rather than showing a browser error page

What does not work offline:

✗ Opening a map for the first time, or a map whose cached copy has expired
✗ Real-time updates from other publishers - you will not see their changes until you reconnect
✗ Fresh map tiles for areas you have not already looked at
✗ Signing in, and anything that needs a fresh session
✗ All administrator and conductor actions - creating territories or maps, assigning links, changing settings, inviting users, generating reports
✗ The offline queue itself, if you are in Safari's Private Browsing (updates go straight to the server instead, so they simply fail while offline)

Handling Connection Loss:

A 📵 "No internet connection" pill appears at the bottom-right; a slow link shows 📶 "Weak connection"
The publisher map's bottom navigation dims while you are offline, because those actions need the network
The 📤 badge counts how many of your updates are still waiting to be sent
Everything sends itself when the connection returns - there is no "sync now" button to hunt for

Recommendations:

✓ Open the territory once while you still have signal, so it is cached before you go inside
✓ Keep working normally in a lift lobby or basement - do not wait for bars before saving
✓ Before you finish for the day, check the 📤 badge has cleared
✓ Administrators: do your setup work somewhere with a connection
✓ Consider a portable WiFi hotspot for areas with no coverage at all

Account Settings and Profile¶

Personal Profile Management¶

Sign In

Figure 40: Login interface for accessing your Ministry Mapper account

Accessing Your Profile:

Click your profile name/icon (top right corner)
Select "Profile" from dropdown menu
View and manage your account settings

Available Profile Options:

View account information (name, email)
Change password
View congregation membership
Access user management (Administrators only)
Log out

Changing Your Password¶

Security Requirements:

As you type, a live checklist shows four items:

Minimum 6 characters - the only rule the server actually enforces
At least one number - guidance to help you choose a stronger password
At least one capital letter - guidance to help you choose a stronger password
Passwords match - both fields must be identical

Steps to Change:

Go to your profile
Click "Change Password"
Enter your current password
Enter new password
Confirm new password
Click "Save" or "Change Password"
Success message confirms change

💡 Tip: Use a strong, unique password. Consider using a password manager.

Password Recovery¶

Forgot Password

Figure 41: Password recovery page for resetting forgotten passwords

Forgot your password? Easy recovery process:

Go to login page
Click "Forgotten your password?" link
Enter your registered email address
Click "Continue" or "Send Reset Link"
Check your email inbox

Reset Password Email

Figure 42: Password reset email with secure link to create new password

Click the password reset link - it is valid for 30 minutes, so use it promptly
Create a new password meeting requirements
Confirm new password
Log in with new password

If you don't receive the email:

Check spam/junk folder
Verify you entered correct email
Wait a few minutes and try again
Contact administrator if issues persist

Language Selection¶

Language Selection List

Figure 43: Language selection interface showing all supported languages

Ministry Mapper is available in eight languages, and you choose yours inside the app - there is nothing to configure in your browser or operating system.

Supported Languages:

Language	Shown in the picker as
English	English
Spanish	Español
Chinese	中文
Tamil	தமிழ்
Indonesian	Bahasa Indonesia
Malay	B. Melayu
Japanese	日本語
Korean	한국어

To Change Language:

There is a Language button in three places, so you are never far from it:

Where	Who uses it
Footer of the left-hand panel	Administrators, conductors and read-only users
Footer of the sign-in screen	Anyone, before signing in
Bottom navigation of the publisher map page	Publishers working from a map link

Tap Language
The "Select Language" dialog lists all eight languages, with a tick beside the one in use
Tap the language you want

The interface changes immediately - there is nothing to save and no need to refresh. Your choice is remembered on that device, so it is still there next time.

How Language is Determined the First Time:

If you have chosen a language before, that choice wins
Otherwise Ministry Mapper starts from your browser's language
If that language is not one of the eight, it falls back to English

Territory and map descriptions

Text your congregation typed in - map names, territory descriptions - can be stored per language. Where a translation for your language exists you will see it; where it does not, you will see the English version, or the original text as it was entered.

Appearance and Theme Settings¶

Theme Settings

Figure 44: Theme Settings, with the light/dark/system rows above the five colour choices

Ministry Mapper lets you set both how bright the interface is and which colour it uses.

Opening Theme Settings:

Tap the palette icon - in the footer of the left-hand panel for administrators and conductors, in the footer of the sign-in screen, or in the bottom navigation of the publisher map page. The dialog is titled "Theme Settings": "Choose your preferred theme or follow your system settings."

Light, Dark or System:

Option	Description shown in the app
☀️ Light	Bright and clear theme
🌙 Dark	Easy on the eyes
💻 System	Follows your device settings

System is the starting point, and it keeps following your phone or computer - so if your device switches to dark in the evening, Ministry Mapper does too.

Colour:

Below that, a Color row offers five colour swatches:

Theme	Character
Classic	The neutral default - black and white with no colour cast
Tangerine	Warm orange-red
Perpetuity	Teal
Cosmic Night	Violet
Mocha Mousse	Muted brown

Things worth knowing:

There is no Save button - tap a row or swatch and the whole interface changes instantly
Your choice is stored per device, not on your account, so your phone and your laptop can differ
Status symbols never change colour with the theme. Done stays green, Do Not Call stays red, Invalid stays violet, and the not-home envelope stays orange, in every theme and in both light and dark. That is deliberate - a status must never become ambiguous because someone picked a different colour scheme

What's New (Release Notes)¶

Ministry Mapper tells you what changed rather than leaving you to discover it.

The pop-up:

A dialog titled "What's New" appears the first time you open Ministry Mapper after an update
Each entry is dated, the newest carries a "Latest" badge, and individual items are tagged New, Fix, Improved or Announcement
Some releases carry a highlighted notice or a screenshot
Read it and close it - it will not come back for the same release

Finding it again:

Administrators, conductors and read-only users: Release History (labelled Updates) in the footer of the left-hand panel
That view shows the last ten releases, not only the ones you have not seen

You and your publishers may see different items

Some items only matter to the people who administer territories, and some only matter to publishers working from a map link. Ministry Mapper works out which you are from the page you are on and shows the relevant items - so an administrator and a publisher can legitimately see different lists for the same release. Announcements and screenshots are always shown to everyone. Each audience's "already seen" state is tracked separately, so reading the administrator list does not hide the publisher list from a publisher using the same device.

Best Practices¶

For Publishers¶

Phase	Best Practices
Before Starting	Review territory on map • Check notes/instructions • Plan route using sequences • Note "Do Not Call" addresses • Ensure device charged
During Service	Update immediately after each visit • Add detailed, respectful notes • Follow sequence numbers • Use map for navigation • Mark "Not Home" accurately • Tap Use my location to pin landed houses as you reach them
After Completing	Review all updates • Use the "X to go" button to sweep up the last few addresses • Check the 📤 badge has cleared before you finish • Add final observations • Notify administrator if complete • Report address issues

For Conductors¶

Set appropriate link expiry times based on territory size - shorter is safer
Include publisher names for tracking, and check the "Already assigned" warning before issuing another link for the same map
Send links directly to the publisher; never post one publicly
Clean up expired assignments regularly - remember the delete button asks for no confirmation
Sort the map list by Progress to see what still needs attention, or by Proximity when you are out in the territory
Monitor territory completion and follow up on overdue assignments
Post clear messages and instructions

For Administrators¶

Area	Best Practices
Territory Setup	Consistent naming • Short, meaningful codes • Clear descriptions • Verify map locations • Logical sequences
Data Management	Regular cleanup • Reset completed territories • Verify accuracy • External backups • Train users
User Management	Appropriate role assignment • Remove inactive users • Prompt response to requests • Clear communication

General Principles¶

Plan Ahead: Review before going out
Work Systematically: Complete one section at a time
Update Promptly: Don't wait to record information
Communicate Clearly: Write understandable, respectful notes
Be Thorough: Cover all addresses persistently
Stay Flexible: Adapt to territory needs

Troubleshooting Common Issues¶

Issue	Symptoms	Solutions
Incorrect Password	"Invalid credentials" error	Verify email • Check Caps Lock • Use "Forgot Password" → Reset via email
Account Not Verified	"Email not verified" message	Check inbox/spam for verification email • Click link • Request new if expired
No Congregation Access	Logged in but no territories shown	Contact administrator to invite you and assign role • Log out/in after access granted
OTP Issues	Not receiving/invalid OTP code	Check spam • The 4-digit code expires after 180 seconds (3 minutes) • Tap Resend OTP for a fresh one • Verify email address

Data Update Problems¶

Issue	Symptoms	Solutions
Changes Not Saving	Save doesn't persist, disappears after refresh	Check internet connection • Refresh page (Ctrl/Cmd + R) • Clear browser cache • Try different browser • Check for concurrent editing
Real-Time Updates Not Appearing	Changes by others not showing	Ensure active internet • Keep page open • Refresh to force update • Check connection status
📤 Badge Won't Clear	Count of pending updates stays put	You are offline or on a very weak connection - the queue sends itself when the connection returns • Keep the page open • Check the connection pill at the bottom-right • If the count drops with a "could not be saved" warning, those addresses changed on the server and need re-entering
Household Type Won't Save	"Please select at least one household type."	Pick at least one type in the household picker, then tap Done (not Cancel) - Ministry Mapper cannot count an address that has no type
Admin Action Fails Offline	Assign, settings or territory action errors out	Administrator and conductor actions need a live connection - Smart Sync only queues publisher address updates • Reconnect and try again

Issue	Symptoms	Solutions
Map Not Loading	Gray box, error, frozen map	Refresh page (F5) • Wait 10-15 seconds • Check internet speed • Clear cache • Try different browser • Enable JavaScript
Incorrect Location	Markers misplaced	Open the address and re-set the pin with Use my location while standing there, or On map • Verify postal code
Address Missing From Map View	House is in the list but not on the map	It has no location pin - look for the "N addresses need a pin" note in the bottom-left corner and tap it to fix them one by one
Proximity Sort Won't Switch	"Could not get your location…"	Grant the browser location permission for the site • Try outdoors, where a first fix arrives faster • Sequence and Progress sorting need no permission
Directions Not Working	Navigation issues	Verify congregation origin location • Check address has valid coordinates
No Satellite Option	Cannot find aerial imagery	There isn't one - Ministry Mapper draws a single OpenStreetMap-based street map

Assignment Link Issues¶

Issue	Symptoms	Solutions
Link Expired	"Link has expired", 404 error	Contact administrator/conductor for new link (links expire after set time, typically 24 hours - this is a security feature)
Link Not Working	Won't open, error message	Ensure entire link copied (check for line breaks) • Copy-paste into browser (don't type) • Verify not expired • Contact administrator
Link Was Posted Publicly	Shared to a status, story or public group	Delete the post immediately • Tell a conductor or administrator so the link can be deleted and reissued • Administrators: shorten the default link expiry

Permission and Access Issues¶

Issue	Symptoms	Solutions
Permission Denied	"Insufficient permissions", greyed out features	Verify your role with administrator • Log out, clear cache, log back in • Request role upgrade if needed
Wrong Congregation Data	Unfamiliar territories/data	Verify correct account • Check congregation selector • Log out/in • Contact administrator

Performance Issues¶

Issue	Symptoms	Solutions
Slow Loading	Long load times, lag, delays	Check internet speed • Close unnecessary tabs • Clear cache • Restart browser • Try different time • Report if persistent
Crashes/Freezes	App stops responding	Refresh page • Clear cache/cookies • Update browser • Try different browser • Restart device • Check memory

Browser Compatibility¶

Supported: Current versions of Chrome, Firefox, Safari and Edge, on desktop and mobile • iOS Safari • Android Chrome • Samsung Internet

Keep your browser current. Ministry Mapper is built with modern web features and is tested against the current release of each browser. A browser more than a year or two out of date may load but behave oddly.

Not Supported: Internet Explorer, outdated browsers

If having issues: Update browser • Enable JavaScript • Allow cookies • Disable strict tracking prevention • Try different browser

Getting Help and Support¶

Support Channels¶

1. Your Congregation Administrator

First point of contact for most issues
Can help with:
Account access and roles
Territory questions
Assignment links
Local configuration

2. Official Documentation

Documentation site: https://docs.ministry-mapper.com
Comprehensive guides for all roles
Setup and self-hosting documentation
FAQ and common solutions

3. Technical Issues

Ministry Mapper is two open-source projects, so report the problem against the right one:

Repository	Covers
https://github.com/rimorin/ministry-mapper-v2	The app you use - pages, buttons, maps, anything you can see
https://github.com/rimorin/ministry-mapper-be	The server - sign-in, emails, reports, data

Open an issue under Issues in the appropriate repository
Check existing issues first, and search for similar problems
If you are not sure which one, file it against the app repository

Reporting Problems Effectively¶

Include in Your Report: - What you were trying to do - What happened instead (error messages, screenshots) - Steps to reproduce the problem - Browser and version - Device and OS - Account type (Publisher/Conductor/Administrator)

Example Good Report:

Issue: Cannot save address status update
Steps: Opened link → Clicked #05-123 → Changed to "Done" → Clicked Save → Error: "Failed to update"
Browser: Chrome (latest) | Device: Android phone | Account: Publisher map link
App version: shown in the footer of the sign-in screen
Screenshot: [attached]

Emergency Contact¶

For urgent issues:

Contact your congregation administrator directly
Have phone number/email ready
Explain urgency clearly
Have relevant details ready

Quick Reference¶

Keyboard Shortcuts¶

Ministry Mapper uses standard browser shortcuts:

Shortcut	Action
`Escape`	Close open modals/dialogs
`Tab`	Navigate between form fields
`Enter`	Submit forms or confirm actions
`Ctrl/Cmd + Enter`	Send a message from the Messages thread
`Ctrl/Cmd + R`	Refresh page
Standard editing	Copy, paste, select all work in text fields

Status Quick Reference¶

Status	Symbol	When to Use
Not Done	⚪	Address not yet visited (default)
Done	✅	Successfully contacted householder
Not Home	🏠	Nobody answered the door
Do Not Call	🚫	Householder requested no visits
Invalid	❌	Address doesn't exist or inaccessible

Role Capabilities Quick Reference¶

Publisher is a map-link access path, not a congregation role - the three real roles are Read-Only, Conductor and Administrator.

Feature	Publisher	Read-Only	Conductor	Administrator
Work from a map link	✓	-	-	-
View all territories	-	✓	✓	✓
Update address status	✓	-	✓	✓
Add an address	✓	-	✓	✓
Assign a map link	-	-	✓	✓
Quick Link	-	-	✓	✓
Issue a Personal link	-	-	-	✓
Reset or delete a territory	-	-	✓	✓
Create a territory or map	-	-	-	✓
Post messages	-	-	✓	✓
Manage users	-	-	-	✓
Configure settings	-	-	-	✓

Reset and delete a territory

The system permits conductors to reset and delete territories. The menu holding those two actions is currently shown only to administrators, so in practice a conductor asks an administrator to run them.

Privacy and Security¶

Protecting Information¶

Ministry Mapper handles sensitive address and personal information. Please observe these guidelines:

Account Security:

✓ Never share login credentials with anyone
✓ Use strong, unique passwords - 6 characters is the enforced minimum, so aim well above it, and mix in numbers and capitals
✓ Log out on shared devices always
✓ Enable OTP if available for extra security
✓ Report suspicious activity immediately

Map Link Safety:

✓ Treat a map link like a key - it bypasses login, so anyone holding it has access to that map
✓ Send links directly to the publisher who needs them
✗ Never post a map link publicly - not to a WhatsApp Status or other status/story feature, not to a public group, not to social media
✓ If a link is posted publicly: delete the post immediately, then tell a conductor or administrator so the link can be deleted and a fresh one issued
✓ Administrators: keep the default link expiry short - it is the simplest way to limit the window a leaked link is useful for

Data Privacy:

✓ Record only necessary information in notes
✓ Be respectful and factual in all descriptions
✓ No sensitive personal data (medical, financial, etc.)
✓ Follow householder requests for privacy
✓ Comply with privacy laws (GDPR, CCPA, local regulations)

Legal Compliance:

⚠️ GDPR (Europe): Personal data protection requirements
⚠️ CCPA (California): Consumer privacy rights
⚠️ LGPD (Brazil): Data protection regulations
⚠️ Local Laws: Check your region's requirements

What Information is Stored¶

User Data:

Account details (name, email, verification status)
Congregation role assignment
Created/accessed assignment links
Activity timestamps

Territory Data:

Address and unit information
Status updates and history
Notes and visit information
Geolocation coordinates
Progress tracking

System Data:

Login sessions
Real-time subscriptions
Message history
Configuration settings

Data Storage and Security¶

Component	Details
Backend	PocketBase database managed by administrator • Hosting location determined by congregation • Role-based access control
Real-time Sync	PocketBase subscriptions • Encrypted HTTPS connections • Automatic reconnection • Session management
Client-Side	Service worker caches the app shell • Your session, language, theme and sort preferences are kept in browser storage on your device • A copy of the territory you last opened, plus any unsent edits, is cached so you can keep working offline • All of it is cleared by clearing the site's data, and none of it leaves your device except the edits being sent to the server
Administrator Responsibilities	Implement backup procedures • Conduct security audits • Keep backend updated • Monitor access logs

Conclusion¶

Thank you for using Ministry Mapper to support your congregation's field service activities. This modern, web-based solution brings efficiency, collaboration, and environmental benefits to territory management.

Key Takeaways¶

Role	Key Responsibilities
Publishers	Access via links • Update immediately after visits • Write respectful notes • Follow sequences
Conductors	Create assignments • Monitor progress • Post messages • Coordinate activities
Administrators	Configure settings • Manage territories • Assign roles • Ensure security

System Features¶

Technology Stack:

✓ React 19 + TypeScript frontend
✓ PocketBase backend for data management
✓ Leaflet with OpenStreetMap for navigation
✓ Real-time synchronization
✓ Mobile-responsive, installable PWA
✓ Offline-tolerant publisher updates (Smart Sync)
✓ Eight-language interface with light, dark and five colour themes
✓ Role-based access control
✓ Sentry error monitoring

Benefits:

🌱 Eco-Friendly: Eliminates paper waste
⚡ Real-Time: Instant updates across all devices
📱 Mobile-First: Works on any device with internet
🗺️ Integrated Maps: Interactive mapping for easy navigation
🔒 Secure: Role-based permissions and OTP support
🌍 Multi-Language: Eight languages, selectable in the app
💾 Reliable: PocketBase backend with real-time sync

Version: Refer to your deployment's version Last Updated: August 2026

For technical support, contact your congregation administrator or see the documentation site at https://docs.ministry-mapper.com.

Ministry Mapper User Guide¶

Introduction¶

Getting Started¶

Creating Your Account¶

Logging In to Ministry Mapper¶

Understanding User Roles¶

Role Hierarchy¶

👤 Publisher¶

👓 Read-Only¶

🎯 Conductor¶

👑 Administrator (Territory Servant)¶

Main Features¶

Dashboard Overview¶

For Publishers¶

For Conductors and Administrators¶

Viewing Territories¶

Publisher Territory View¶

Administrator/Conductor Territory View¶

Sorting the Map List¶

Reading the Map List Counts¶

Working With Addresses¶

Understanding Address Information¶

Address Status Types¶

Updating Address Status¶

Adding a Missing Address¶

Finishing a Map: the "X to go" Button¶

Saving a House's Location¶

Using the Map Feature¶

Map Features¶

Reading the Map View Markers (Administrators & Conductors)¶

Getting Directions to an Address¶

Navigation Tips¶

Territory Assignments (Conductors & Administrators)¶

Why Link-Based Assignments?¶

Creating an Assignment¶

Map-Specific Assignment Creation¶

Managing Assignments¶

Map-Specific Assignment Management¶

Best Practices for Assignments¶

Messages and Instructions¶

Message Types¶

Posting a Message¶

Message Features¶

Real-Time Data Synchronization¶

How It Works¶

Smart Sync (Working Through Patchy Coverage)¶

User Management (Administrators Only)¶

Viewing Users¶

Inviting New Users¶

Changing User Roles¶

Removing User Access¶

User Verification Status¶

Congregation Settings (Administrators Only)¶

Accessing Settings¶

Key Settings¶

Other Congregation Properties¶

Sign-In Security (OTP and MFA)¶

Congregation Options (Household Types)¶

Map Configuration¶

Update Map Sequence (Drag & Drop)¶

Territory Management (Administrators Only)¶

Creating a New Territory¶

Editing Territory Details¶

Update Territory Sequence (Drag & Drop)¶

Territory Configuration Options¶

Territory Operations¶

Address Management (Administrators Only)¶

Address Types¶

Adding a Public Address (Multi-Story)¶

Adding a Private Address (Single-Story)¶

Managing Existing Addresses¶

Managing Units (Public Addresses Only)¶

Mobile Usage¶

Using Ministry Mapper on Your Phone¶

Accessing on Mobile¶

Progressive Web App (PWA) Installation¶

Mobile Best Practices¶

Offline Capabilities and Limitations¶

Account Settings and Profile¶

Personal Profile Management¶