Adding library items

In this article

Overview of the Planning module Library
Adding item types
Adding library items from the Types section
Adding library items from the Library section
Adding library items directly from a Plan or a Template
Duplicating a library item
Importing library items

Overview of the Planning module Library

At the heart of the Planning module is the Library of items. We've made it really easy to build and manage your Library - either by adding items manually, or importing items from a CSV file.

Before you can add/import Library items you'll first need to set up the various item Types; Library items are grouped together and categorised into Types. For example, you might have Types for

  • Prayers
  • Songs
  • Liturgy
  • Notices and announcements
  • Readings
  • Miscellaneous

For each item Type you can optionally add custom Questions so that you can store Responses for all the different pieces of information you need for the Library items you'll add for that Type. For example, for a 'Song' Type, you'll likely want to have Questions for 'Artist', 'Key', and 'Tempo', but for a 'Liturgy' Type you might have Questions for 'Liturgy text'.

You can also enable CCLI tracking for any Type, although typically it's only needed on the 'Song' Types where you want to track song usage over time for the purposes of CCLI reporting.

CCLI number auto-suggest

When adding Library items for a Type that has CCLI tracking enabled, song names are auto-suggested as you type in the Name field on the Add library item pop-up. Selecting a song from our database in this way will auto-populate the CCLI Number, and where possible we'll also match the original key, tempo and artist/author.

In addition to Single Sentence and Paragraph 'text' type Questions, you can also add Questions with Drop-Down List, Radio List, Checkbox List, and Date Response types. The Question types also include some other handy tools like a Bible verse Picker, a Spotify song linker and a Video file link field.

Having set up your Library item Types you can then begin to populate the Library, assigning each item added or imported to an item Type. The Planning module comes with a number of example Types and Library items to help get you started - these can be further customised or deleted if they are not relevant to your context.

Adding item types

The Planning module comes with several example Types pre-installed. Before adding Library items you may wish to further customise these, or add your own Types - explained in this section. Navigate to the Types section within the Planning module. From here you can View or Edit any of the existing Types in the list...

...or, to add a new Type, click Add type.

On the Add type pop-up, enter a suitable Name and select the Colour that will be used to distinguish plan items of this Type on Plans and Templates, and in lists of Library items. Optionally add the Type's default Duration - you'll be able to change this on an item-by-item basis when adding items of this Type to a plan, so you may wish to leave this empty for now. Finally, tick to enable CCLI tracking if you wish to track usage of this Type's Library items - typically this would be for a 'Song' Type. Enabling CCLI tracking will enable a CCLI number field for the Type's library items and will ensure accurate tracking of song usage to help with CCLI reporting. Click Save to add the new Type to the list.


After saving you'll be presented with the Type's "view" page. You can return here at any time in the future to make changes to this Type. From here you can optionally add questions to the Type. Questions are like custom fields and they're ideal for storing extra pieces of information with each library item. For example, for a 'song' Type you might add questions for the song's key, the tempo, the author/artist, the video link and Spotify link for the song to help resource your worship team for rehearsals. Click Add question.


Enter the question Name e.g. "Author/artist", "Tempo", "Key" and select the response Type from the drop-down list. For Drop-Down List, Radio List and Checkbox List types you'll be able to add a list of Options. In the example below we've added drop-down list Options for the song's "Key". Then, for each "Song" library item you'll be able to select the song's "Key" from a drop-down list. Notice how the list of Options can be re-ordered by dragging the crosshair icons. Finally, optionally set the question's Visibility - choosing whether the question and response should be accessible from a plan page. For example, a song's author/artist is helpful information for a song library, but it may be superfluous on a plan page - in which case you might set that question Hidden. Click Save to add the question.

Library item question response types

When adding custom Questions for an item Type, you can set the format of Responses in the following format.

  • Single Sentence - free text up to 255 characters.
  • Paragraph - free text entry in a larger box on the form.
  • Drop-Down List - create a defined list of single-select options - only one option can be selected. The default option is "-" (dash/nothing selected). Unlike a Radio List, a Drop-Down List selection can be deselected - either by selecting another option in the list, or by selecting "-" (dash/nothing). Drop-down lists are recommended where you have more that 5 options.
  • Radio List - create a defined list of single-select options from which only one option can be selected, but once a radio list selection is made it is not possible to deselect a radio list selection; the User can only select an alternative option. Radio lists are recommended where you have 5 or fewer options.

  • Checkbox List - create a defined list of multi-select Options from which multiple options or no options can be selected.

  • Date - provides the User with a date picker to select a date.
  • Bible - When adding a plan item to a Plan or Template for a Type that includes this Response type, the User will be able to use the Bible verse picker to select the book, chapter and verse and translation. You can set a default translation in the Planning module's settings. You can add multiple Bible references if you wish.

  • Spotify - When adding a plan item to a Plan or Template for a Type that includes this Response type, the User will be able to enter the name of a song and matching Spotify songs are auto-suggested, from which the User can select the appropriate Spotify song link.
  • Video - When adding a plan item to a Plan or Template for a Type that includes this Response type, the User will be able to enter the a video file URL, such as a YouTube link.

Continue adding questions as required. In the example below we've added several song-related questions. When adding a song to the Library we'll now be able to add additional song information in respect of each of these questions. Note that questions can be re-ordered - simply drag the Order number or click the order number to move a question within the list.

You can return to the Type "View" page at any time to make further changes. Be aware that Editing or Deleting questions and response options will affect existing data. Similarly, Deleting a Type entirely has significant consequences - all library items of the Type will be deleted, and all plan and plan template items of the Type will be deleted too, including the item usage history and CCLI tracking - Delete Types with extreme caution!

Continuing with the example shown above, now, when adding items to the Library that have a "Song" Type, the Type's questions are displayed on the form for completion.

In the next section we'll look at how to begin building a Library of items, each categorised by Type.

Adding library items from the Types section of the module

From the Types section of the module, click to view a Type.

Click on the Library tab.

As shown in the example below, here you'll see a list current Library items (if any) for this Type. The list shows Active items but the View selector can also be used to switch to show Archived items. The Search feature can be used to locate a particular item in a long list - the list auto-filters as you type in the search box. The list is ordered alphabetically by item Name. From the list you can View, Edit, Archive and Delete library items using the cog actions menu on the right hand side; you can also manage the Files associated with the library item (see the related support article for adding and managing files).

To add a new library item click Add library item. Complete each of the fields of information as appropriate. Required fields are designated with a red asterisk. Notice that the Type-specific questions, explained earlier in this article, are also listed. Complete the responses as appropriate and click Save to add the new item to the Library.

In the example below we're adding a "Song" Type library item. The library item's Duration is suggested based on the default duration set for the Type but this can be overridden if you wish. CCLI tracking has been enabled for this Type, so the CCLI Number field is included. Add the song's CCLI number so that the song's usage can be easily tracked across all your Plans. A related support article explains how to produce reports on Library item usage, including CCLI reporting of song usage within a range of dates.

Complete the remaining optional fields. The Spotify Link allows you to store a clickable music link against a song, ideal for worship teams wishing to share resources for band practice. Simply begin to type the song name and the list will auto-suggest as you type - select as required.

The Video Link field can be used to store a performance video of the song e.g. from You Tube or another online media aggregator. CCLI's Song Select website includes a wide variety of worship-related resources available by subscription, including media links and downloadable chord charts, lyrics and music.

Click Save and the song item is added to the Library. You can return to the Type "view" page at any time to make changes to a related library item by clicking Edit from the cog actions menu on the right hand side.

Adding library items from the Library section of the module

While the method shown above is ideal for adding library items of a particular Type, the module's Library section provides a full, searchable library list of all item Types. The list View can be switched between viewing Active or Archived library items, and the list can be further filtered by Type. You can also use the Search box to locate specific items in a long list - the list auto-filters as you type in the Search box.

To add a new library item click Add library item. The process of completing the Add library item pop-up is exactly as explained in the previous section, except that you will first need to specify the library item's Type. This will determine which fields are displayed on the form for completion, depending on the questions you have previously added for the Type, and whether CCLI tracking has been enabled for the Type.

NOTE: If you wish to add a library item for a Type that doesn't yet exist, return to the first section in this support article to first add the Type before returning to this section to add a library item. Type is a required field, needed for categorising library items and distinguishing items on plan pages, and therefore cannot be left blank.

In the example below we're adding a library item for a prayer that's being categorised in a "Liturgy" Type. For 'Paragraph' responses, note the field re-sizer in the bottom-right corner of the box - ideal for increasing the height of the box to see more of the text. Click Save to add the item to the Library.

After saving, the library item's "View" page is displayed, showing all the details added on the Add library item form. Again, you can return here at any time in the future to make changes to the library item. This is also the place where you can upload and attach files related to the library item, and where you can view the library item's usage - see the related support articles for further information on files and usage.

Adding library items directly from a Plan or a Template

When working with Plans and Templates, it may be that you've add ad hoc items to a plan/template that you now wish to re-use on other plans or templates. With that in mind we've made it super easy to add ad hoc plan items to the Library. Here's how...

Within either the Plans or Templates section of the module, when viewing a plan or template, you'll see an Add library item option on the cog actions menu on the right hand side. This option only shows for plan items that are not already Library items. Click Add library item. If this cog action isn't shown it means the item is already a library item.

The ad hoc plan/template item will be added to the Library categorised with the same item Type that it originally had on the plan/template. As explained earlier in this article, the item's Type determines which questions are displayed on the Add library item pop-up. Give the library item a suitable Name and optional Duration, complete the type-specific questions and click Save to add the plan item to the library.

Duplicating a library item

If you need to create a duplicate of a particular library item, all you would need to do is select that item from within the Library section of the module, and then click the Duplicate button. That will cause the Duplicate library item pop-up window to open, allowing you to update any of the details. Once you're with your changes, click Save to complete the process.

Note: Duplicating a library item with linked files will also duplicate the linking of the files to the newly-duplicated item (but will not duplicate the files themselves).

Importing library items

In addition to adding library items individually, you can also import items. Working within the Library section of the module, select Import library items.

The Import library items page is divided into two sections - the top section is where you select and upload your CSV file...

...and the lower section where you can view instructions for Creating your CSV file and Download example file. Any incomplete Imports are also listed - these can be resumed or deleted.

Since each of the Types in your Planning module will likely have different Questions, you'll need to produce a separate CSV file for each Type of items you wish to import into the Library. Having prepared your CSV format file(s) ready for import, select the appropriate Type from the drop-down list, then select Choose file to browse to and select the CSV file. Having chosen the File click Upload CSV File.

After upload a preview of the CSV file data is displayed. Each CSV Header field needs to be mapped to a field in the Planning module. Where CSV Header field matches a field in ChurchSuite, that field will be automatically selected in the Import As column. Any unrecognised CSV Header fields will show with a yellow warning triangle. Use the Import As drop-down selector to select the appropriate field, or select --Do not import--. Once you are satisfied that all the CSV Header fields are mapped to the correct field in the Planning module, select Import All Records, or Cancel if you need to abort and make further changes to your CSV file.

The uploaded items are now checked and any Errors are highlighted. Use the View selector to view Invalid items only. Click Process to complete the import of Valid items - invalid items are not imported, however you can Edit (to fix) or Delete items with errors. Typical errors are usually due to the incoming data being in an incompatible format for the field you are importing into e.g. unexpected text characters in the CCLI field, or an unexpected value being imported to a drop-down, radio or checkbox list question type.

Imports that have not been 'processed', and those with unresolved errors show in the Imports at the bottom of the Import library items page. Uncompleted imports can be completed, by clicking on on the Filename or select to Delete unwanted import files.

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