Planning Center Integration

Planning Center is the source of truth for your church's People data. Profiles in GatherCMS are created from Planning Center records and stay in sync automatically. Understanding this relationship helps you know where to make changes and what to expect when things update.

What Data Syncs

The following information syncs between Planning Center and GatherCMS:

• Names — First name, middle name, last name
• Email addresses — All email addresses, including the primary designation
• Gender — Male or Female
• Birthday and Anniversary

How Sync Works

Sync runs automatically — there is no button to push for day-to-day updates. Changes typically appear within a few minutes.

Planning Center → GatherCMS: When you add or update a person's record in Planning Center, GatherCMS picks up the change automatically. This includes new profiles, name changes, email updates, and record deletions.

GatherCMS → Planning Center: When a staff member edits a profile in GatherCMS, or when a member updates their own profile in GatherCMS, those changes sync back to Planning Center automatically as well.

This means you do not need to maintain both systems separately. A change in either place will be reflected in the other.

Making Changes

Because Planning Center is the source of truth, most People data management happens there:

• To add a new person — Add them in Planning Center. They will appear in GatherCMS within a few minutes. You can also create a profile directly in GatherCMS, and it will sync to Planning Center.
• To update a name or email — Update it in either Planning Center or GatherCMS. The change will sync in both directions.
• To remove someone — Archive or delete the person in Planning Center. Their profile will be removed from the active directory in GatherCMS.
• To add a phone number or address — These fields are only available in Planning Center. Manage them there directly.

Initial Data Import

When your church first sets up GatherCMS, all existing Planning Center people records are imported automatically. This is a one-time setup task handled during onboarding — no action is needed from staff.

How Duplicate Records Are Handled

If the same person accidentally has two records in Planning Center, you can merge them using Planning Center's built-in merge tool. When you merge two people in Planning Center:

1. Planning Center combines the two records into one.
2. GatherCMS automatically detects the merge and removes the duplicate profile.
3. The surviving record retains all email addresses and is updated accordingly.

You do not need to manually clean up duplicates in GatherCMS — resolving them in Planning Center is sufficient.

Frequently Asked Questions

I added someone in Planning Center but they're not showing up in GatherCMS yet. When will they appear?

Sync typically runs within a few minutes. If the person still hasn't appeared after 15 minutes, verify that the record is fully saved in Planning Center (not in draft) and that it isn't archived. If the problem persists, contact your system administrator.

I updated a profile in GatherCMS but the change isn't in Planning Center. What happened?

Changes sync within a few minutes. If the update hasn't appeared in Planning Center after 15 minutes, check that the profile in GatherCMS was originally synced from Planning Center (not created entirely manually with no PCO connection). Contact your system administrator if the sync appears to be stuck.

Who should I update when I need to change someone's information — Planning Center or GatherCMS?

Either works. Changes made in Planning Center sync to GatherCMS, and changes made in GatherCMS sync back to Planning Center. That said, many churches find it easier to manage detailed records (phone, address, groups, etc.) in Planning Center, and use GatherCMS for quick profile edits and login management.

I see the same person twice in my profile list. How do I fix it?

Merge the duplicate records in Planning Center. Once the merge is complete in Planning Center, GatherCMS will automatically remove the duplicate. Do not delete profiles directly in GatherCMS to resolve duplicates — always merge in Planning Center first.

A person's information looks wrong in GatherCMS but is correct in Planning Center. What should I do?

The next automatic sync will overwrite the incorrect data in GatherCMS with the correct data from Planning Center. If it hasn't corrected itself within 15 minutes, contact your system administrator.