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Unified Registration, Clear Reporting—Fast

How LifeFamily Church Found Big Results, Short Ramp, & One Platform to Run it All

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LifeFamily Church is a multi-campus church (7 campuses) in Austin, TX. As Executive Assistant to the Executive Pastor, Stephanie Garcia was tasked with leveling up high-visibility events—especially the invitation-only Legacy Gala—and simplifying registrations for ministry experiences like the Women’s Retreat. With limited staff time and multiple ministries in the mix (Kids, Students, Women’s, IT), the team needed a solution that would be simple for volunteers, powerful for reporting, and dependable on event night.

The Challenge:

As the Legacy Gala approached, leadership needed a clear, timely picture of who had RSVP’d, who actually attended, and who didn’t—without the weekly scramble for numbers. The previous year’s check-in tool had been expensive for a single event and didn’t leave the team with ongoing value or cleaner workflows. Meanwhile, the Women’s Retreat faced a different friction point: a single $350 payment up front slowed early commitments, and staff spent time chasing confirmations and reminders. Across seven campuses, Stephanie and the team needed a way to bring RSVPs, on-site check-in, reporting, and communications under one roof, so executives could see the metrics they cared about and ministries could move faster with fewer manual touches.

“The whole system is so robust, and I’m amazed by all of it and the ease of use. The customer service, on top of everything else, is probably my favorite thing. You guys have been amazing.”
Stephanie Garcia
Executive Assistant, LifeFamily Church

The Solution:

Life consolidated everything in Brushfire. For the Gala, they created a branded RSVP flow connected directly to night-of check-in, so reconciling attendance against invitations happened in minutes—not days. Event Organizers scheduled weekly reports to land in the Executive Pastor’s inbox every Monday, eliminating status chasing and providing leaders with a dependable, self-serve snapshot. For the Women’s Retreat, they enabled deposit-and-installment payment plans and automated reminder emails, turning a single high-fee decision into a series of easy steps. Because the church operates across seven campuses, Brushfire was configured for multi-campus use and pricing, letting each ministry run its own events with a consistent look and shared data. Onboarding was quick—most staff were comfortable within 24–48 hours—thanks to a straightforward UI and responsive, human support.

The Results:

  • $4,000 cost avoided by dropping the previous gala check-in vendor
  • Leadership alignment: Monday auto-reports replaced ad-hoc updates
  • Accurate reconciliation: Clear RSVP/attended/no-show data improved follow-up and planning
  • Higher retreat momentum: Payment plans + automated reminders drove earlier signups and reduced manual work
  • Fast ramp: Staff and volunteers reached proficiency in 24–48 hours with live help when needed
  • Strong advocacy: “If I ever had to fight to keep Brushfire, 20 people would fight with me—we all love it,” says Stephanie

TLDR

LifeFamily Church x Brushfire

  • Background: 7-campus church in Austin; Stephanie Garcia needed smoother ops for the VIP Legacy Gala and Women’s Retreat.
  • Challenge: Leadership wanted clean RSVP → attendance visibility without weekly spreadsheet scramble; retreat signups lagged due to a $350 upfront payment.
  • Solution: Centralized RSVP + night-of check-in, Monday auto-reports to execs, payment plans with automated reminders; multi-campus setup; fast, human support.
  • Results: ~$4,000 vendor cost avoided, accurate RSVP/attended/no-show data, earlier retreat registrations, staff ramping in 24–48 hours, strong internal advocacy.

Schedule a demo to streamline RSVPs, check-in, reporting, and payment plans across campuses.

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