The leader's guide

Setting up your team

Your training home starts with Set up your team: five things to do, in any order. The list goes once all five are done, and comes back if someone new needs a mentor.

1. Your church's setup: nine questions about your church's sound gear, each with what you use now and what you're moving to (wedges to in-ears, say, or no stream to a stream). Not sure? Choose "Not sure": the training never guesses. The first answer is your church's desk, so the lessons show everyone on your team the steps for it. Change your answers at any time from the team page.
2. Invite your team (below).
3. A mentor for each person: choose one beside each name on the team page. It can be anyone else on your team. They see who their mentor is, and the mentor sees who they mentor. Leaders and mentors don't need one.
4. Print the sign-off sheets: a Level 1 sheet for each person, to tick at church.
5. Your first month (below).

On their first sign-in, each volunteer answers three questions about themselves: their job on the team, how much they already mix and which services they serve. You see their answers on the team page, and they can change them on their account page.

Adding someone new

1. On the team page, tap Copy an invite message and send it to them (WhatsApp works well). It has the join link and code, and says what to expect.
2. They add their name and email and tap the sign-in link we email them. No password. Under-18s say so when they join (see below).
3. You get an email when they've joined. Welcome them, and choose their mentor beside their name on the team page: the person they'll do each lesson's "At church" task with.
4. Their first Sunday is watching, not mixing: they sit beside someone for a whole service (Step 1 of the Sunday ladder, Chapter 13).

Up to 20 people can join your church in any one hour. Anyone after that is asked to try again an hour later, so if you're signing up a big team at a meeting, let some join that evening instead.

On their first sign-in they go through four short screens: about them, your church's desk, where they are and what to do this week. Their training home then has a short "Start here" card explaining how the lessons, checks, quiz and sign-off fit together.

Choose your church's desk on the team page (Your church's desk), so new volunteers see the steps for your kind of desk, digital or analogue, from their first lesson. It's also the first answer in your church's setup.

Your team at a glance

The team page starts with Needs you: the people to see this week, with the reason beside each name. The reasons, in the order they're listed:

• Waiting for parent or guardian: they're under 18 and you haven't confirmed the agreement yet (see below).
• Ready for you to watch: they've done the lessons and church tasks for one or more sign-off items. Watch them do it at church, then sign it off. Tested out means they already mix and passed the level's quiz first, so its lessons count as known: nobody skips the sign-off, so watch them do each item, as for anyone else.
• Certificate ready: good news from the last two weeks. Tell them, and the team.
• Quiz retake waiting: they didn't pass a level's quiz yet and have lessons to go over first.
• Quiet: nothing done for three weeks or more.
• Needs church time: they've read three or more lessons ahead of their church tasks. Pair them with their mentor on Sunday.
• Not started: they joined a week or more ago and haven't begun.

Everyone else is on track, or has done all three levels. Beside most reasons, Copy a message gives you a short message to send them yourself, on WhatsApp or however you talk: Sanctuary Mix never sends reminders. Below that, Where everyone is shows each person on the Sunday ladder, and Everyone shows each person's levels with their sign-off. Print team report makes a one-page summary for your pastor or elders. It shows what view-only people see, so it leaves out anyone under 18 whose parent or guardian hasn't agreed to the wording below. Keep it with your church's leaders, and shred it when you're done.

Volunteers under 18

Since 30 September 2026, everyone says whether they're under 18 when they join. If they are, you get an email saying so, and their name on the team page shows "Under 18: parent or guardian not confirmed yet". Speak to their parent or guardian (in person or by phone is fine) and check they agree to their child using Sanctuary Mix Training. Then open the name on the team page and press Parent or guardian agreed. Until you do, they can read every lesson, but their progress isn't saved and nothing can be signed off.

What to tell the parent or guardian: we keep their child's name, email address, church and training record (lessons done, Check yourself answers, quiz scores and sign-offs). You, your church's other leaders and anyone there with Level 3 can see their name and training record. So can up to three view-only people you add, such as your pastor, and your pastor or elders on the one-page team report you can print. They see where the child is on the training, how recently they were active, whether they need a leader's help and why, and their counts (lessons, quiz and sign-off). They never see the child's age, and they can't change anything. The email address is only for sign-in links and messages about the team. If the signal drops, their progress is kept on their phone and sent to us when it's back; signing out clears it from the phone. They can delete everything any time from their account page, or a parent or guardian can ask us to at support@sanctuarymix.com. The privacy page has the details.

Agreed before view-only places existed? Their parent or guardian agreed to the words above without the sentences about view-only people and the team report, so your view-only people don't see them, and the report leaves them out. When you can, read the parent or guardian the new words, then open the name on the team page and press They agreed to the new wording. Until then nothing else changes for them.

Joined before 30 September 2026? They weren't asked, so they count as 18 or older. If someone on your team is under 18, ask them to open your join link again and choose "I'm under 18". You'll get an email, and then you check with their parent or guardian as above.

Why we ask: South Africa's privacy law, POPIA, asks for a parent's or guardian's agreement before we keep a child's information, such as their training record. A church's leader needs to be 18 or older, because leaders are the ones who check with parents. Someone picked the wrong age by mistake? Write to support@sanctuarymix.com and Rikus will put it right.

Their first weeks

• One lesson a week and its task at church is a good pace. Every lesson is open, so keen people can read ahead.
• Missed "Check yourself" questions come back as warm-ups in later lessons. That's on purpose: it's how things stick.
• If they don't pass a level's quiz, it shows them which lessons to go over, and the retake opens once they have. You don't need to do anything.

Your team's first month

Starting a new team, or a few new volunteers at once? At one lesson a week, the first four lessons take them up the first steps of the Sunday ladder: Watch, then Help, then the start of Learn the channel. Print your team's first month: the four weeks on one page, with each week's lesson, its task at church and what it counts towards on the sign-off sheet.

1. Before the first week: choose a mentor for each new volunteer on the team page, send the invite message, and print a Level 1 sign-off sheet for each person.
2. Every week: open the team page and start with Needs you; on Sunday, pair each new volunteer with their mentor for the week's task, and have them arrive with whoever leads sound that day (the mentor too, if they can); sign off only what you've seen them do without help, more than once.
3. After the month: print the team report for your pastor or elders, and keep going with lesson 5.

No mentor yet? You can still start. Ask the person who mixes at a church near you if your new volunteers can sit beside them for one service, and buy them a coffee. Practise at rehearsals, where a mistake costs nothing. Record a service on a phone from the seats and listen back the next day. If nobody else at your church can sign you off yet, sign off your own steps (see Signing off), and find a mentor before you start Level 2.

Signing off

Tick an item only when you've seen them do it without help, and more than once. A certificate means "trusted at this church", not a professional qualification. Anyone in your church who holds Level 3 can sign off too.

An experienced mixer can sign off too. If someone on your team who is 18 or older mixes well, press Let them sign people off on their row on the team page. They can then see the team page and sign people off, as you can, but they can't add or remove anyone, mark items not used, change your stage plots or print the team report. They don't see or sign off anyone under 18: the words for parents and guardians above name the leaders and anyone with Level 3. Take it back on the same row; the sign-offs they gave stay.

Prefer paper at church? Print the sheet from the team page, tick it there, then tick the same items on the team page when you're back online. Ticks you make on the team page with no signal are kept on your phone and sent when it's back, with the time you ticked them.

Your church's setup (on the team page) marks the items for gear your church has neither now nor is moving to "not used at this church", for everyone: the in-ear or wedge mixes, the band network and the stream's levels. They count as done, and the certificate doesn't mention them. If it got one wrong, change it under Items not used at this church on the team page. A certificate someone has already earned stays as it is. The setup also labels each lesson For your church, For your move or Optional, and gives some items your church's own words: on wedges, "Builds wedge mixes with the musicians"; with no stream, "Records the service and listens back". The certificate then says what they were signed off for, such as "on wedges".

Not sure yet in your setup? A church that doesn't mix from phones or tablets can still mark the band network item (Level 2) "not used at this church" on each person's row. Only a leader can do either.

Who signs you off? Another leader in your church, someone there with Level 3, or a mixer you've named. If you're the only one who can sign anyone off, you may sign off your own steps, and your certificate then says "Self-assessed". Once someone else can sign, ask them.

View only: your pastor or overseer

Up to three people who aren't on the sound team, such as your pastor, an elder or an overseer, can have a view-only place: they see the team page's overview and can print the team report.

1. On the team page, under View only, tap Make a view-only link, then Copy a message and send it to them. We don't email it.
2. The link works once, for 7 days. They add their name and email and tap the sign-in link we email them, like anyone joining. View-only places are for adults, and for people who aren't on your church's sound team.
3. They then see everyone's progress: the reasons in Needs you, where each person is, their levels and their certificates.

They can't sign anyone off, add or remove anyone, or see the join code, anyone's email address, anyone's age, or who signed which item or when. They see someone under 18 only once that person's parent or guardian has agreed to the wording above. Nothing they do in the lessons is saved. A link not used yet counts towards the three, so cancel one you don't need. Remove someone's view-only place at any time on the team page: it ends at once, and they aren't emailed.

Everyone on your team can see who has a view-only place on their account page, and the training home tells anyone who joined before view-only places existed, once. If someone would rather a view-only person didn't see their progress, talk it through with them: you can end a view-only place at any time, or they can write to support@sanctuarymix.com.

When someone leaves

• They're moving to another church: they can leave your team from their account page, then join the new church with its code. Their training record goes with them, and certificates show the church that signed them off.
• You need to take them off the team: open their name on the team page and choose Remove from the team. They get a short email saying so. They keep their own record, but the lessons stay closed to them until they join a church's team again.
• You don't recognise a name: remove them, then tap Make a new code. The old code stops working at once; people already on the team aren't affected.

Handing over

1. Open the new leader's name on the team page and choose the button Make … a leader (it shows their name). Two leaders is a good idea anyway: someone is always away.
2. Walk them through this guide and the team page.
3. When they're ready, open your own name and choose Step down as leader. You stay on the team as a volunteer.

A church always keeps at least one leader: the last leader can't step down, leave or delete their account until someone else is a leader. If nobody else is on the team, remove any view-only places and cancel any view-only links first. If your only leader has left without handing over, write to support@sanctuarymix.com and Rikus will send a new leader link. Leader links work once.

Deleting accounts

Anyone can delete their own account from their account page. It erases their account and training record for good. If someone asks you to delete theirs, point them there, or write to support@sanctuarymix.com for them.

Keeping it safe

• Share the join code with your team only, not in public posts. If it gets out, make a new one.
• Signing in on a shared computer? Use Sign out everywhere on the account page afterwards.
• Nobody from Sanctuary Mix will ever ask for a sign-in link you've been sent. Don't forward them.