⛪️ Church Responder Types: Resource vs. Relational Responders

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Estimated read time: 12 minutes

Overview

CarePortal is introducing two distinct Church Responder types, Resource Responders and Relational Responders, to help Church Leaders structure their teams more effectively and better serve families in need.

This update brings greater clarity to both Church Leaders and Church Responders by outlining how responders prefer and are able to engage with requests. It also gives leaders better visibility and control, while ensuring families are connected with volunteers who are prepared and confident in serving at the Point of Care.

Intended audience

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What’s changing?

Until now, all Church Responders were treated the same, regardless of how they preferred to engage with families. Starting soon, responders will be categorized as either:

Resource Responder

Default type for all responders
Respond to requests by offering items or help, but do not connect directly with the family
Their Provided responses must be approved by a Team Leader before they appear in the request's Activity Feed.
Team Leaders coordinate the approved responses and communicate with the request submitter

Relational Responder

Assigned manually by Church and Team Leaders
Have appropriate training and are considered ready to serve at the Point of Care
Respond to requests by offering items or help, and connect directly with the request submitter and family
Provided responses do not require approval unless their Response Team has the Manually Approve All Provided Responses (formerly known as Respond to Team Leader) setting turned on

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Best Practice: We’ve renamed the Respond to Team Leader feature to Manually Approve All Provided Responses to better reflect its function.

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Tip: This update does not affect Church or Team Leaders’ ability to respond to the request submitter and serve at the Point of Care.

Want a visual aid to show the differences between these two new Church Responder types? Check out this table!

Resource vs. Relational Responders

Feature	Resource Responders	Relational Responders
Needs Special Designation	❌ No – is the default responder type	✅ Yes – must be designated by a Team Leader
Type of Family Engagement	Provide or Fund items without direct contact with the request submitter or family	Provide or Fund items and connect directly with the request submitter and family
Can Respond without Team Leader Approval	❌ No – Team Leader must approve all Provided responses	✅ Yes – unless your Response Team has Manually Approve All Provided Responses enabled (formerly Respond to Team Leader)
Communication	Team Leader communicates with the request submitter	Responder communicates directly with the request submitter and family

Why this matters

This update is designed to support your leadership and strengthen your Response Team’s ability to serve well in the following ways:

Respects volunteer preferences – Some volunteers want to give resources; others feel called to connect relationally. Now, both can serve in the way that fits them best, with better clarity for themselves and their leaders.
Improves family care – Only trained, trusted responders will be connected directly with vulnerable families, ensuring consistent, compassionate care.
Supports Response Team leadership – You’ll be able to tailor communication, organize ministry-specific training, and develop your team more strategically based on responder types.
Reduces volunteer barriers – Lowering the entry point makes it easier for more people to say “yes” to serving, especially those who prefer to give without direct contact with the family.
Creates development pathways – You can build structured opportunities for growth, moving responders from Resource to Relational as they complete training.

How to update responder types

Log in to your Church Leader CarePortal Dashboard.
Navigate to the Responders tab from the sidebar.
You’ll notice a new column showing each user's responder type.
Click View next to a responder to update their type:
- Resource Responder – Able to Provide and Fund items, but does not connect directly with the request submitter or family. Provided responses are reviewed by a Team Leader for approval. Team Leaders then coordinate the response with the request submitter and serve at the Point of Care.
- Relational Responder – Approved to both Provide and Fund items and is able to connect directly with the request submitter and family. Provided responses are only sent to the Team Leader for review if the Response Team has Manually Approve all Provided Responses enabled. Best for those who’ve completed your Church’s requirements for serving children and families. (See examples below.)
The responder type and any changes made on this page will be saved automatically.
Need to update multiple responders at once? Just use the checkboxes to select your responders, then click the Bulk Actions button to assign types all at once — it’s a big time-saver!
That’s it! You can adjust these designations at any time as your team grows or shifts.

We recommend doing this sooner rather than later — maybe even right now while it’s on your mind!

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Tip: When you log in, a quick platform tour will pop up and guide you through these steps.

Moving from Resource to Relational

Resource Responders don’t have to stay Resource Responders forever. If someone is interested in serving more directly, you can invite them to become a Relational Responder when they’re ready.

Whether you add pre-approved responders as Relational from the start or create a discipleship pathway that helps Resource Responders grow into the role, having a solid group of trained Relational Responders strengthens your team’s ability to meet both the practical needs and deeper relational needs of the families you serve. As a Team Leader, your discernment is key in identifying and preparing them.

Why Relational Responders need training

Relational Responders serve at the Point of Care — meeting families face-to-face, offering both resources and connection. This role requires preparation to ensure interactions are respectful, dignifying, and impactful. Well-trained Relational Responders are more confident, better equipped to navigate complex situations, and more likely to create lasting, positive change through meaningful connections with the families they encounter.

What is a meaningful connection?

A meaningful connection is a relational experience that leaves a lasting impact on a person’s life. It goes beyond meeting a physical need. It’s about showing genuine care, building trust, and opening the door for an ongoing relationship. Relational Responders, when well-trained, are in the best position to make these moments possible.

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Best Practice: Want to go deeper? Check out our meaningful connection video series on YouTube for real-life examples and practical tips to help you grow in this important skill.

Ideas for training Resource Responders to serve as Relational Responders

Consider using a combination of the following:

Existing volunteer requirements
Any training your Church already requires for volunteers serving in childcare or similar roles (e.g., safeguarding or protection policies).
Background checks
Ensure all Relational Responders meet your Church’s screening requirements.
CarePortal's Circles of Care Training
Overview of how Church Responders are equipped to serve at the Point of Care and what that means
CarePortal’s Meaningful Connection Training
On-demand videos that define a meaningful connection and provide examples of postures that help build trust and connection with families.
CarePortal’s Response Team Training
A live-facilitated event or series, led by your local Network Leader, that dives deeper into topics like poverty, trauma, dignity, and partnering well with Agency Workers.
Church-led discipleship training
Any other training or mentoring your Church deems helpful to prepare responders for relational ministry.

FAQs

What if I don’t assign a responder type to someone?

All unassigned users will default to Resource Responders, and their responses will notify a Team Leader for approval.
Who can assign responder types?

Only Church Leaders and Team Leaders can update responder types.
Can I change someone’s type later?

Absolutely! You can adjust responder types anytime as your team grows or as responders complete training.
Will a responder be notified if I change their type?

Nope! Responder types are only visible to Church and Team Leaders, so we recommend ensuring that your responders know to connect with you if they ever want to change the type of responder they’re serving as.
Are there examples of meaningful connections we can use to share with and inspire our Church Responders?

Yes! You can find a collection of meaningful connections on our YouTube Channel.
What if my team uses the Manually Approve All Provided Responses setting?

If your team is using the Manually Approve All Provided Responses setting, previously known as Respond to Team Leader, all responses — even those made by Relational Responders — will go to a Team Leader for approval. Team Leaders will still have the ability to share either their own or the Relational Responder’s contact information with the request submitter. Resource Responder contact information will never be shared with the request submitter.

See the table below for a visual of how this works based on your Response Team’s settings!

Approval Workflow by Responder Type

Responder Type	Manually Approve All Provided Responses Enabled?	Provided Responses Require Team Leader Approval?
Resource Responder	No	✅ Yes – All Provided responses must be approved
Resource Responder	Yes	✅ Yes – All Provided responses must be approved
Relational Responder	No	❌ No – Approval not required
Relational Responder	Yes	✅ Yes – All Provided responses must be approved, but the Team Leader may still choose to share the Relational Responder’s contact information with the request submitter or share their own.

Need help?

We’re here to support you through this transition! For more help:

Read our full article on CarePortal Roles for Church Leaders & Responders
Connect with your Network Leader for strategic guidance
Reach out to our Support Team at support@careportal.org

Thank you for your leadership and care as we grow this movement together. This update was shaped by your voice, and we believe it will help more people serve, more families stay together, and more Churches thrive in mission and impact!

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