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Smart Syncing

Manage your duplicate contacts via Smart Syncing when integrating your apps with PastorsLine. Easily avoid creating messed up data when syncing your data and when adding new profiles to your external apps. Our smart syncing, semi-AI feature will help minimize duplicate data in your external apps.

smart- syncing

We believe in an ‘AND’ not an ‘OR’ digital strategy; that churches should use a variety of platforms which are the best at what they do—such as PastorsLine which is best at 2-way, personalized, mass bulk texting for churches.

Instead of data silos, you have external apps (see full list of our integrations here) which you love and use. Now, you can allow PastorsLine to integrate, so that you can send text messages and push data back to your external apps.

With our two-way integrations, you can create new profiles in your external apps, but in doing so, you would want to avoid duplicate data. Duplicate data in your external apps can create an additional workload.


It’s why we created our Smart Syncing module.

With Smart Syncing, we will only sync new contacts that don’t have potential duplicates. If any conflicts are found, we would hold those contacts for moderation and allow you to decide how to sync those contacts and which profiles to assign them to.

To catch any possible repetitions, our Smart Syncing feature searches first and last names, emails, and phone numbers; identifies duplicates; and gives you possible matches, so you can make the final choices more easily.

E.g. There is an opt-in text from the number 888-123-4567. Smart Syncing finds, say, Mom (Jane Doe) and Dad (John Doe) from your external app. Instead of assuming that Jane or John initiated the opt-in text, we will hold that new contact and let you confirm.


Our Smart Syncing feature lets you

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    Quickly identify the status of contacts in synced groups — a system flag identifies the following conditions: Matched (already processed) and Pending/Duplicates.

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    Automatically sync profiles that don’t have potential duplicates, saving you time and energy.

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    Manage duplicates on a timely basis — emails are sent every hour on the hour to the admins and any user assigned to that group if duplicates are found.

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    Keep on top of possible duplicates with two NEW visual alerts in our app, visible to admins and anyone assigned to that group: a notice at the top of your groups page alerts you to possible duplicates AND an icon next to each individual group on our group pages to let you know if there are duplicates in that group.

How it Works

Here are the main steps in the Smart Syncing process:

  1. From the Group Details page for a selected group, scroll down to the Smart Syncing tabs: Matched, Pending/Duplicates, Resolve Dupes and Sync. The Matched tab gives you the number of duplicate contacts that PastorsLine was able to automatically resolve. The Pending/Duplicates tab tells you the number of dupes which you need to deal with.

  2. When you are ready to deal with possible duplicates, click on the Resolve Dupes and Sync tab. The Pending Resolutions page will open with the complete list of possibles to resolve.

  3. On the left side (left hand column), click on a contact. A list of possible matches for that contact will open on the right side (right hand column) + the last option of creating a new contact.

  4. If the contact on the left matches a profile on the right, manually click on the right hand side item to merge with this profile. If there are no matches, click on Create New Record.

  5. If you choose to merge two profiles, the Set the primary record screen will pop up, allowing you to choose which information you want to keep and which you want to overwrite.

Highlighted videos on how Smart Syncing works.

How Smart Syncing reduces duplicates in two-way integrations

Merging your PastorsLine Contacts with your newly integrated contacts

Want to get started?

See more help articles.

You get this feature and so much more...

(All features are included.)


direct, automated data capture via phone from those interested


mobile keywords to opt in to different church campaigns


automatically create and manage groups


gather information via online forms


polls and surveys


personalized, bulk text messaging


personalized birthday wishes




create and schedule a series of automated messages


2-way integrations with CCB and Planning Center (MailChimp is next)

With Smart Syncing, duplicate profiles in your external apps can’t fly under the radar: either we deal with them or we message you so you can do the necessary.

Dozens of churches are already using
PastorsLine and seeing success.

The PastorsLine platform is a church-driven, bulk texting platform developed and managed by church ‘insiders’. We know churches intimately. We’ve attended them, been part of their management teams and worked with them for many years. Our goal is to serve you by helping you spread the Good News of Jesus Christ. We’ve positioned ourselves to be your in-house, IT team for solutions to your communication issues. In addition to everything our platform can do, our partners love our responsiveness to their needs and fast tech support.


““...the guest connection card...We had a great response -- people whose names and contact info we might not have captured otherwise. Our autoresponder directs them to our Welcome Center...where we have a gift...with their name on it."

Kristen Waddle

Church Communications


Sending and receiving texts from our landline number is the #1 feature that ensures visitors and members can engage with us on the most relevant means of communication there is right now. Having one number to advertise, simplifies all graphics, ads, announcements, etc. for us, as well as for those we're trying to reach. I use PastorsLine EVERY DAY. It's changing the way we engage with our members - it's both easier and more effective.

Tara Freeman


"Baptism Worship Service Reminders - bulk texting—we were blown away by the number of people who showed up."

Cara Saliby

Dir. of Admin.


We hired [PastorsLine] to assist us in a new “Small Group” initiative we were launching at our church. The tools they provided us with helped us monitor and take action on hundreds of responses. Our workflow was cut in half and our ability to track, monitor and follow through with the data gathered more than doubled.

Chris Elliott

Associate Pastor, New Believers


I belong to a Church Communications group on Facebook, and you were highly recommended. We signed up with you over others because we are a multi-generational church and you have an ability to reach people on landlines.

Daniel Chambers


The personal and almost immediate assistance at [PastorsLine] is so great! We feel valued and important! We love that it is church-based!!! … Jason and the team at [PastorsLine] are always ready to help, make things better, and they also welcome feedback.

Richie Halversen

Pastor @ College Drive Church


By using the same phone number for texting and calling you get people to remember your phone number. When it comes the time that are ready to reach out to us they know the phone number.

Abraham Schwartz


The text message bible study invites are working great. We saw a huge increase from 5-6 to 10-12 and the numbers stayed consistent. 

Zeke Vas



It’s honestly the best feature that we have utilized. Being able to give one phone number for voice and text simplified our process.

J.W. Dunbar

Pastor Gateway Church, Ashland, KY


For us [a PastorsLine text-enabled church landline] has been huge for people to be able to text the number they already knew for our church. It means they don’t have to remember two different numbers when they are looking to try and get in touch with us. Most people don’t even realize its mostly an automated process.

Tyler Boles

Connections Pastor, The Exchange


PastorsLine has been a fantastic tool which has enhanced communication with out church family. As with any tool, the secret is in learning how to use it effectively. I have been most excited when I see my church members telling their very own unchurched friends to text “PRAY” to our pastorsline number and have them join our prayer sessions.

Paolo Esposito

Pastors, RGF Church


At first, the landline feature seemed like it would overload the church secretary since everyone would have the church phone number saved in their phones. This has not happened! People are simply interacting with our events better than ever before! We love the landline feature.

Sterling Willborn

Associate Pastor, Journey Church


PastorsLine has totally changed not only my workflow, but it's taken our "personal" factor up 10x! Just with our welcome process, we have gone from a 40% READ rate to a 40% CONVERSATION rate. That's just crazy!
So thanks 🙂

Tommy Carreras

Group Director


When we finished our evangelistic event in Houston, 70% of those who were baptized, communicated with me through had a big influence.

Wyatt Allen

Evangelist, End Time Hope


“[PastorsLine is] a huge answer to something we’ve been looking for. I was able to send a template with a field merge by scheduling it... ”

Dr. Matthew Robinson



I honestly never realized how many people must have been trying to text our landline all along! We never advertised our landline as a number you could text, but we have gotten multiple members of our congregation and even guests from some of our events to send us texts saying, ‘Thank you for this and that’, and it has been really great to see!

Heather Bredeman

Joy Christian, Center,
St. Cloud, MN


The land line is more familiar with our congregation. When we texted from the other number, some would inquire about who was sending the text as the number was unfamiliar, and we did not use it frequently, so by the time we sent another text, some had forgotten the number.

Myrna and Peter Rohdin

New Life Fellowship Church, Elmhurst, NY

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