Song Tracking
Song Tracking helps you keep a record of songs sung during worship services. It provides a shared song library, song books, verse tracking, and a full history of what was sung, when, and by whom.
Overview
Song Tracking is built around three core concepts:
Song Books - Collections of songs, similar to a physical hymnal or a digital catalog. Your account can use shared song books provided by Lightpost or create custom books of your own.
Songs - Individual songs with metadata such as title, lyrics, musical key, authors, CCLI number, and verses.
Song Events - A record of a song being sung during a service. Each event captures the date, service type, song leader, which verses were sung, and any notes.
Permissions
Song Tracking requires two things to be available: the Song Tracking feature must be enabled for your account, and individual users must be granted the appropriate roles.
There are separate permissions for the Admin Panel and the Member App:
Admin Panel
View Song Tracking -- Browse song books, view songs and their details, and review event history. This is read-only access; the user cannot make changes.
Manage Song Tracking -- Everything in View, plus the ability to create, edit, and delete song books, songs, and verses. Also allows managing song book preferences and copying shared catalogs.
Member App
View Song Tracking -- See song events and history in the app, but cannot log new events or add comments.
Manage Song Tracking -- Everything in View, plus the ability to log song events, select verses, add comments, and mark favorites.
How to Grant Permissions
An account administrator can assign these permissions through Admin > Roles & Permissions. Create or edit a role, then check the appropriate Song Tracking permissions under the role's permission list. Assign that role to any users who need access.
Getting Started
Select Your Song Books
Before you can log songs, you need to select which song books your congregation uses.
Go to Admin > Song Tracking > Books.
Under Available Shared Catalogs, find books that match the hymnals or song collections your congregation uses.
Click Select next to each book you want to use. Selected books will appear in the Your Selected Books section at the top of the page.
Mark one book as your Primary book. This book will be pre-selected when logging song events.
You can reorder your selected books by dragging them into your preferred order.
If your congregation uses a hymnal that is not in the shared catalog, you can click Create Custom Book to add your own.
Browse and Manage Songs
Once you have selected your song books, you can browse the songs they contain.
Go to Admin > Song Tracking > Books and click on a book to view its songs.
Use the search bar to find songs by title, number, or author.
Click on any song to view its details, including verses, lyrics, event history, and book associations.
Log Song Events
Song events are typically logged by a song leader or worship coordinator after (or before) a service.
Go to App > Song Tracking and click Add Song Event.
Fill in the service details: - Date - The date the songs were (or will be) sung. - Service Type - Select the service (e.g., Sunday Morning, Wednesday Night). - Song Leader - Search for a user in your account, select "I'm leading" to assign yourself, or type a custom name for someone not in the system.
Add songs to the event: - Click the song search field and type a song title or number. - Select the song from the results. - Click the verse number buttons to indicate which verses were sung. - Optionally add notes for that song entry. - Click Add Song to include additional songs in the same service.
Drag the handle icon on the left side of each song to reorder them to match the order they were sung.
Click Create Song Events to save.
Each song you add creates its own event record, so a service with five songs produces five individual song events sharing the same date, service type, and leader.
Admin Features
Admins (users with the song-tracking.manage permission) have access to additional tools for managing the song library.
Creating Songs on Custom Books
Go to Admin > Song Tracking and click Create Song.
Fill in the song details.
Managing Verses
Each song can have individually defined verses.
Open a song and go to the Verses tab.
Click Add Verse to create a new verse.
Set the verse type and, if needed, a custom label.
Verses are automatically numbered and available for selection when logging song events.
Book Associations
A single song can belong to multiple song books, each with its own song number and page number.
Open a song and go to the Book Associations tab.
Click Add to Book to associate the song with a book.
Enter the song number and/or page number for that book.
Copying Shared Books
If you want to customize a shared book (add songs, edit metadata), you can copy it to your account.
Go to Admin > Song Tracking > Books.
Find the shared book and click Copy to Account.
This creates a full copy of the book, its songs, and their verses under your account. You can then edit them freely without affecting other accounts.
Song Preferences
Song preferences let you customize how songs appear for your account without modifying the underlying song data. This is particularly useful for shared songs.
Hidden Songs
If your congregation does not sing certain songs in a shared book, you can hide them. Hidden songs are removed from search results and song lists but remain in the system and can be unhidden at any time.
Key Override
If your congregation sings a song in a different key than the one listed, you can set a preferred key override in the song preferences panel. This override is displayed alongside the original key.
Excluded Verses
If your congregation typically skips certain verses, you can mark them as excluded in the song preferences. Excluded verses will not appear as options when logging song events.
Viewing History
From the App
The App > Song Tracking page shows two sections:
Upcoming - Song events scheduled for future dates.
History - Past song events in reverse chronological order.
Click any event to view its details, including the song, verses sung, leader, and any comments.
From Admin
When viewing a song in the admin panel, the Event History tab shows every time that song has been sung, including the date, service type, leader, and verses.
Song Statistics
The song detail page displays key statistics:
Verses - Total number of defined verses.
Times Sung - Total number of song events recorded.
Last Sung - The most recent date the song was sung.
Key - The musical key of the song.
Meter - The lyric meter.
Comments
Users can add comments to individual song events to provide context, feedback, or notes. Comments are visible to anyone who can view the song event.
Open a song event from the history.
Type your comment in the comment field and submit.
Mobile App
Song Tracking is fully accessible from the Lightpost mobile app. You can:
Browse your selected song books and songs.
Search for songs by title or number.
Log song events with date, service type, leader, and verse selection.
Toggle favorite songs.
View event history and add comments.
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