Form Builder
The story behind the Software
It began with a quiet frustration everyone felt:
too many paper forms, too many missed details, too many people slipping through the cracks.
Every ministry had its own method.
Youth used Google Forms.
Discipleship used notebooks and slips.
Visitors filled paper slips that disappeared by Tuesday.
Admins had to chase leaders for scattered spreadsheets that rarely matched.
It wasn’t a disaster but it wasn’t ministry at its best either.
Haron was like wakurugenzi rada!
“Why don’t we build our own system?”
Not adopt something generic.
Not keep patching temporary solutions.
Build our own from scratch.
Most of us were students studying completely different courses, eg engineering, business, communication, and psychology.
We volunteered because we loved the church and wanted to contribute, even if our skills were still developing.
But despite the uncertainty, we believed we could build something meaningful.
So we started.
We met in the studio for ours iteration through different design ideas and tech stacks. A lot happened but we managed to bring up an MVP.
Template section
The vision became clear:
One platform where the entire church could create forms, receive registrations, track data, and follow up without needing a developer.
Eventually, forms.karenagc.org was born.
And it completely changed how ministry works.
Now people can register for major church events — VBS, youth seminars, conferences, workshops, outreach programs — directly through the platform.
No long queues.
No lost papers.
No confusion.
Features of this Software
Drag & Drop Builder – Create forms fast with a simple visual editor.
15+ Field Types – Supports prayer requests, events, payments, uploads, and more.
M-Pesa Payments – Register and pay for events directly inside the form.
Instant Short Links – Every form gets a clean, shareable link automatically.
Real-Time Analytics – View submissions, trends, and downloadable reports.
Smart Automations – Trigger emails, confirmations, and follow-ups automatically.
Samaritan AI – Generate forms, summarize data, and analyze feedback using AI.
Secure Storage – All data stored safely and organized in one place.
Multi-Ministry Access – Youth, discipleship, worship—each manages their own forms.
Fully Mobile Responsive – Forms look clean and professional on any device.
The Dashboard
The Builder itself
Confetti after publishing
After publishing, a short link is generated to share with the public. When they fill, the get a success message or submit another response if need be.
Techstack used
Frontend
React
TailwindCSS
TypeScript
Vite
Database
Postgress
AI Integration
Samaritan AI (Custom LLM endpoint)
Vector Analysis for summaries & insights
Hosting & DevOps
Hostinger VPS / Cloud
PM2 for process management
GitHub CI/CD
Nginx Reverse Proxy
Analytics & Reporting
Custom Charts (Chart.js)
Aggregated MongoDB Pipelines
Backend
- Supabase
- Postgress
- Cloud functions
Payments
M-Pesa STK Push (Daraja API)
Authentication & Security
JWT Authentication
Role-Based Access Control
HTTPS + Secure Headers
Email & Notifications
SMTP + Transactional Emails
Webhooks for automations
Our effect
For ministry leaders, this was a breakthrough.
For the congregation, it was freedom.
The day we launched it, the difference was immediate:
Youth signups became fast and organized since we have built in analytics.
VBS registrations no longer overwhelmed the Sunday School team.
Event payments finally became transparent and traceable.
Leaders got real-time data, clean analytics, and exportable reports.
Ministries could build their own forms without relying on the team directly.
But the most powerful part of this story isn’t the platform.
It’s us.
A group of volunteers who built a system that now supports the entire church.
A media team became a digital innovation team.
Beginners became builders.
Learners became leaders.
We didn’t just create a form builder.
We created the infrastructure for Karen AGC’s digital future.
And we’re only getting started.