Setup Guide

Connecting Team Fit to Planning Center

Team Fit connects to Planning Center using secure OAuth - no credentials to paste, no API keys. The whole process takes about 5 minutes.

⏱ ~5 minutes
🔐 PCO admin access required
✅ No API keys or credentials
What you'll do in this guide
1Authorize Team Fit in Planning Center (one click)
2Create a "Team Fit" Note Category in PCO and paste the ID
3Create a "Team Fit" Custom Tab in PCO for position stampingoptional
4Assign workflow IDs to your departmentsoptional
1

Connect Your Planning Center Account

Team Fit uses OAuth to connect to Planning Center - the same secure standard used by apps like Spotify, Google, and Slack. You click a button, approve access in PCO, and you're done. No passwords, no tokens, no copy-pasting.

You'll need to be signed in to Planning Center with an account that has admin or owner access for your organization.

⚠️
Connect with a PCO Administrator account
Team Fit needs administrator-level access to create people, write notes, and add people to workflows. If you connect with a limited account, workflow syncing may not work for some or all of your departments.
myteamfit.net/admin/settings
Planning Center
Connect your account so submissions sync automatically.
1
Connect Your Planning Center Account

This authorizes Team Fit to read and write to your Planning Center account. You'll be redirected to Planning Center to approve the connection.

Connect Planning Center
You'll be taken to Planning Center to approve access, then redirected back here.
api.planningcenteronline.com/oauth/authorize
P
Team Fit wants to access your Planning Center account
Community Church · @communitychurch
✓ Read and write people profiles
✓ Add notes to people records
✓ Trigger workflows
✓ Read field definitions
Authorize Team Fit
Cancel
💡
After authorizing, you're automatically redirected back to Team Fit Settings with a green "Connected" badge. That's it - the connection is live.
Step by step:
  1. In Team Fit, go to Settings → Planning Center
  2. Click Connect Planning Center
  3. You'll be redirected to Planning Center - sign in if prompted
  4. Review the permissions and click Authorize Team Fit
  5. You're redirected back to Team Fit with a green Connected badge
2

Create a Note Category and Add the ID

When someone submits the assessment, Team Fit adds a note to their Planning Center profile. The note includes the position they expressed interest in, their intent level, department, contact info, and the date submitted.

Notes in PCO are organized by category. You need to create a category called "Team Fit" so Team Fit knows where to file them - then paste the category ID into Team Fit.

PCO Note Categories screen showing Team Fit category and the ID in the URL
i️
The Note Category ID is the number in the URL when you click into the category in PCO - for example, people.planningcenteronline.com/note_categories/123456.
Step by step:
  1. In Planning Center, go to People → Overview → Configuration → Note Categories
  2. Click + New Note Category and name it Team Fit
  3. Save - then click on the category and copy the number from the end of the URL
  4. In Team Fit, go to Settings → Planning Center → Step 2
  5. Paste the Note Category ID and click Save
What the note looks like in PCO:
Team FitJul 14, 2026
Serving interest via Team Fit Role: Parking Lot Team Intent: Join the Team Department: Guest Services Email: art@vandelayind.com Phone: (631) 555-0147 First Name: Art Last Name: Vandelay Submitted: 7/14/2026
3

Create a "Team Fit" Custom TabOptional

Team Fit can stamp a person's matched position name directly onto their PCO profile as a Custom Tab field - for example, "Guest Services - Parking Lot Team." This makes it easy to filter and search for volunteers by role inside Planning Center.

No ID required. Team Fit detects the field automatically by name. You just need to create it in PCO and then reconnect in Team Fit Settings.

PCO Custom Tabs screen showing Team Fit tab
💡
After creating the Custom Tab in PCO, go back to Team Fit Settings → Planning Center and click Reconnect. Team Fit will detect the field during the OAuth flow and start stamping it on every new submission.
Step by step:
  1. In Planning Center, go to People → Overview → Configuration → Custom Tabs
  2. Open an existing tab or create a new one
  3. Add a Text field and name it exactly Team Fit
  4. Save
  5. Back in Team Fit, go to Settings → Planning Center and click Reconnect
  6. Team Fit detects the field automatically - you'll see a green badge confirming it
4

Assign Workflows to DepartmentsOptional

If your church uses PCO Workflows for volunteer onboarding, you can connect a workflow to each department. When someone submits and matches that department, they're automatically added to the workflow as a card - your team gets notified and the follow-up starts immediately. No manual trigger needed.

Different departments can have different workflows, and not every department needs one. Departments without a workflow ID skip that step silently - notes and the Custom Tab still sync.

Permissions note: For workflow cards to be created automatically, the Planning Center account connected to Team Fit must be set as a manager on each workflow in PCO. Go to the workflow in PCO → Settings → Managers and add the connected account. Without this, submissions will still sync to PCO — but the workflow card won’t be created.

PCO Workflow screen showing the workflow ID highlighted in the URL bar
Step by step:
  1. In Planning Center, go to People → Workflows
  2. Click on the workflow you want - the ID is the first number in the URL (e.g. /workflows/268755/steps → ID is 268755)
  3. In Team Fit, go to Departments
  4. Expand the department → paste the Workflow ID in the Planning Center workflow field
  5. Save - repeat for any other departments that have workflows
✅
You're connected.

From this point on, every submission automatically syncs to Planning Center. Notes filed. Profiles updated. Workflows triggered. Your team can focus on people - not paperwork.

Go to Settings →Set up department workflows

Not sure if it's worth setting up?

See what Planning Center integration does for you →