Page 1: Preserving Your Ministry Data
KidEvent Pro™ Offboarding & Data Export Guide
Important Notice: Lifeway KidEvent Pro™ will be officially retired after September 1, 2026. After this date, all access to the platform will cease, and historical data will be permanently deleted. You must manually download your event history, participant lists, and volunteer rosters before this deadline to avoid losing your records.
📋 Phase 1: Preparing Your Browser for Exports
Before beginning your downloads, ensure your web browser is configured to allow data exports. KidEvent Pro generates spreadsheets and printable forms via automatic browser triggers.
Disable Pop-up Blockers: Go to your browser settings (Chrome, Edge, or Safari) and allow pop-ups specifically for the
kideventpro.lifeway.comdomain. If blocked, your export files will fail to download.Set Download Path: Ensure your browser is set to "Ask where to save each file before downloading" or note your default "Downloads" folder location so files do not get lost.
📊 Phase 2: Exporting Master Participant Data to Excel (Spreadsheet)
To capture every data point collected during registration—including medical notes, emergency contacts, grades, and parent information—extract the raw database into a spreadsheet file.
Log into your KidEvent Pro Administrator Account.
From the primary top navigation dashboard, click on the During tab.
Select Reports from the dropdown menu, and then click All Reports.
Scroll down the reporting catalog to locate the utility titled "Extract Participant Data to Spreadsheet".
Click the link execution button. The system will automatically compile all custom form entries into a universally compatible spreadsheet file.
Click Save As when prompted, and name the file clearly (e.g.,
VBS_Master_Participant_Data_2026.xlsx).
👥 Phase 3: Exporting Volunteer and Staff Rosters
Ensure you preserve your team directories, department assignments, and volunteer contact information for future children's ministry events.
Navigate to the Admin or Setup tab on the main dashboard menu.
Click on Volunteer Management / Forms to view your active team databases.
Look for the Actions column or the spreadsheet icon located at the top right of the data grid.
Select Export Roster or Download List to pull the volunteer data into a CSV or Excel layout.
Page 2: Archiving Registers and Next Steps
🖨️ Phase 4: Saving Registration Lists and Check-in Sheets as PDFs
For quick historical reference, attendance audits, or decision tracking, convert your operational documents into permanent PDF files.
Go to the During or Post-Event tab on your administrative navigation bar.
Select Reports to view your printable asset options.
Open the specific operational layout you want to archive:
Daily Attendance Logs / Sign-In Sheets
Classroom Roster Layouts
Spiritual Decisions & Follow-Up Lists
Once the report preview renders on your screen, press Ctrl + P (Windows) or Cmd + P (Mac) to open your system's hardware print dialogue window.
Locate the Destination field drop-down menu (where you would normally select a physical office printer).
Change the selection from your physical printer to Save as PDF or Microsoft Print to PDF.
Click Save, choose a secure local storage folder or church drive, and organize the files by ministry year.
⏳ Phase 5: Closing Out Past Event Sessions
If your church account has data rollover features enabled from multiple consecutive years of programming, you must repeat the data extraction steps for each individual saved event profile.
Navigate to the Manage Events or Church Profile dashboard.
Use the session selector tool to toggle back to historical event terms (e.g., VBS 2024, VBS 2025).
Execute the Excel exports and Print-to-PDF procedures detailed above for each historical calendar cycle to ensure no data gaps remain.
🚀 Phase 6: Transitioning to Your Next Tool
Once all target data is verified and saved locally on your church network, begin exploring new software alternatives to handle future registrations.
Verify Your Files: Open your newly saved Excel documents before September 1, 2026, to guarantee all column properties (names, addresses, phone fields) are uncorrupted.
Explore Replacements: Evaluate market alternatives specifically optimized for children's ministry events—such as Concordia Supply's MyVBS or Planning Center Registrations—to easily import your saved spreadsheets when setting up your next campaign.