Connect Planning Center

Planning Center sources feed Graphit metrics with check-ins, headcounts, list counts, group attendance and membership, giving, and scheduled-volunteer activity. A guided setup creates the most common measurements for you. For anything else, you choose the source records, destination metric, history, and schedule yourself.

Before you begin

Use a Graphit Owner or Administrator account to connect Planning Center and manage sources. Your Planning Center sign-in must have access to the products and records you want to use, and the connection must grant the corresponding permissions.

Connect your account

1. Open Integrations from the sidebar, or More → Integrations on a phone.
2. On Planning Center, choose Connect.
3. Sign in to Planning Center and complete its authorization. Allow every product you want Graphit to count: People, Check-Ins, Groups, Giving, and Services.
4. Return to Graphit. Set up Planning Center opens automatically.

If you leave before finishing, choose Finish setup on the Planning Center card in Integrations. Save and exit keeps your progress, and setup returns to the step you left.

Set up Planning Center step by step

The guided setup has four steps.

1. Connect. What Graphit can read shows each Planning Center product as Allowed or Not allowed. If a product you need is not allowed, choose Reconnect and allow more. Under Campuses & service times, choose Match all campuses to match Planning Center campuses to yours by name and add any Graphit does not have yet. Resolve any campus left unmatched. Service times come from recent Check-Ins events and Services plans.
2. Measurements. Choose what Graphit should count, and answer each measurement's question, such as which events or funds to include.
3. First sync. Choose Start first sync. Graphit reads the last year of history, then refreshes every morning. You can continue while it runs; each measurement shows its status and how many values it imported.
4. Review. Check Your measurements, then choose Create starter dashboard for a dashboard with one card per measurement. Cards fill in as each first sync finishes.

To return to the guided setup later, open the Planning Center card's actions menu and choose Guided setup.

Measurements the setup offers

Measurement	What it counts	Needs access to
Check-ins	Every check-in at the Check-Ins events you choose.	Check-Ins
Unique check-in attendees	People who checked in at least once in the period, each counted once.	Check-Ins
Headcounts	The headcounts your team records in Check-Ins for one event, by service time.	Check-Ins
Group attendance	Attendance taken at the groups you choose.	Groups
Group members	Current members and leaders of the groups you choose.	Groups
People list count	How many people are on a People list you keep in Planning Center.	People
Giving	Total given, by day and campus. Leave funds empty to include every fund.	Giving
Giving units	Distinct donors who gave in the period.	Giving
Scheduled volunteers	People scheduled or confirmed on Services plans.	Services

A measurement is unavailable, with the product it needs, until the connection allows that product. Reconnect and allow it to use the measurement. Measurements that already have history are marked Set up and keep their settings; change them in Integrations.

Group members and People list count are current counts. They build history from the day you set them up and cannot reconstruct earlier values.

Known limits of the guided setup

• Check-ins, Unique check-in attendees, Group attendance, Group members, Giving units, and Scheduled volunteers are not split by campus or service time. They are whole-organization counts.
• Headcounts are split by service time, and Giving is split by campus.
• Check-ins and headcounts are dated on your organization's local day, so an evening service stays on the day it happened.

If you need a different breakdown or schedule, add a source yourself as described below.

Reconnect when access is revoked

If Planning Center stops accepting Graphit's access, for example because the authorization was revoked or has expired, syncing stops. The Planning Center card shows “Planning Center access was revoked or has expired. Reconnect to resume syncing.” Choose Reconnect, sign in to Planning Center, and allow access again. The guided setup also offers Reconnect Planning Center and continues where you left off.

Your measurements and their history are kept while the connection waits to be reconnected.

Add sources yourself

Create the destination metric first, with a calculation that matches the question you are asking. For example, a current list size uses Latest value; giving totals use Total; distinct donors use Unique entities. A calculated metric that combines other Graphit metrics does not accept a Planning Center source directly.

If an existing connection needs Groups, Giving, or Services access, open More Planning Center actions → Settings and use the Reconnect prompt. Reconnecting requests the current product permissions; source choices remain limited to the permissions Planning Center actually grants. Group sources need Groups access. If a needed source remains absent, check permissions with your Planning Center administrator and Graphit support.

Choose a compatible source

The Source type choices are filtered by the connection's permissions and the destination metric's calculation. Use this table before creating a source.

Source type	Choose in Planning Center	Compatible Graphit calculation
List count	One list	Latest value
Check-ins activity	One or more Check-ins events	Unique entities, Occurrences, or Repeat participation
Group attendance	One or more groups	Unique entities, Occurrences, or Repeat participation
Group membership	Groups, then Members and leaders, Members, or Leaders	Latest value
Recorded headcounts	One Check-ins event; optional headcount categories	Total, Average, Minimum, or Maximum, depending on the question
Giving totals	Optional funds and campus	Total
Giving donor activity	Optional funds	Unique entities, Occurrences, or Repeat participation
Scheduled volunteers (Services)	Service types; optional teams	Unique entities, Occurrences, or Repeat participation

For activity sources, Unique entities counts each identified entity once within the reporting period; Occurrences counts activity, including anonymous activity; Repeat participation applies the metric's occurrence threshold. These are different questions and can produce different values from the same source.

Scheduled-volunteer data represents scheduled or confirmed volunteers on service plans. Do not treat that source as proof that someone attended or served.

Add and save a source

1. Choose Choose what to sync → Add Planning Center source. The same source editor is available from a compatible metric.
2. Enter a Source name, or leave it blank to use the metric name.
3. Choose the Connection, Destination metric, and Source type. When adding from a metric, its destination is already selected.
4. Choose the source records using the lists in the editor. For funds and teams, an empty optional selection means all funds or teams within the selected scope. For recorded headcounts, no category selection means all categories for that event.
5. For sources with Initial history (days), choose how far back the first import should go. The default is 90 days; the field accepts up to 3,660. Use 732 days when you need approximately two years for comparisons.
6. Choose Daily at 6 a.m. or Hourly under Schedule. The daily option shows the timezone that will be used.
7. Choose Save source.

The source appears as Paused. Saving does not start a sync or enable its schedule. After creation, the connection, destination metric, and source type are fixed in that source's editor; create another source if you need a different combination.

Verify, then enable the schedule

Choose Sync now on the source to start its first import. Check the source's status and Imported … through … history coverage when available, then open the destination metric to inspect the resulting values.

Before enabling a schedule, compare a known date or reporting period with Planning Center. Check the selected events, groups, funds, teams, campus, and metric calculation. Historical comparisons remain incomplete until the first import succeeds.

When the result is right, choose Enable schedule. You can later choose Pause, change its schedule through Edit, or run Sync now again. The Planning Center connection's Sync enabled switch controls the connection as a whole; each source also has its own schedule state.

Understand counts and missing history

• List counts and group membership are snapshots. Today's count does not reconstruct past membership. Graphit records the observations it imports; increasing the history window cannot invent old snapshots.
• A list count of zero is a value. A recorded headcount with no source record is missing data, rather than an automatic zero.
• Group membership counts each group separately. Someone in two groups contributes to both group counts. Use a compatible activity calculation when the question is unique participation across a period.
• Recorded headcounts can count things other than people. Choose the category and metric unit deliberately.
• History and later refreshes differ. The initial import uses your selected history window; later activity imports refresh the recent window shown in the editor, normally 90 days.
• The source editor imports counts or activity facts, not a personal-profile directory. Cohort rules for a list belong in Planning Center.

Recover from common problems

Problem	Check or next action
Source type has no compatible options	Check the metric calculation and the connection's granted product permissions. A list or membership source requires Latest value.
Giving or volunteer sources are missing	Open the connection's Settings and use its Giving/Services Reconnect prompt when shown.
Group sources are missing	Open the connection’s Settings and use Reconnect when Groups is listed. If it remains missing, ask your administrator to check Groups access and the connection’s configured authorization scopes.
The source is saved but has no values	New sources are paused. Choose Sync now, then inspect the destination metric and import status.
Historical comparisons are incomplete	Wait for the initial import to finish successfully and check its date coverage. Current snapshots cannot reconstruct historical list or membership values.
A scheduled import is not running	Check both the source's Scheduled/Paused state and the connection's Sync enabled switch. Confirm the displayed schedule timezone.
A source returns an error	Check authorization and selected records, then retry that source. Keep existing results in view while investigating; a started sync is not proof of a completed import.

For a connection check, open More Planning Center actions → Settings → Check connection or Check again. The Last check result is separate from a source's import result.

To stop one source, use Pause. To stop the entire connection temporarily, turn off Sync enabled. Disconnect requires confirmation and disables the connection's sources.

Continue with metrics, reports, or RockRMS setup.