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MINISTReSPACE V2.0 is LIVE – Sign Up Today

??????????????????eSPACE, a Cool Solutions Group company, is excited to announce the release of Version 2.0 of MINISTReSPACE  (Click audience_clapping_whistling_and_cheering).

Since 2008, we have worked diligently to provide a great resource tool for churches, ministries and other organizations to be more effective and efficient in managing the space utilization of their facilities. We believe we have provided such a tool, but there is always room  for improvement.  Given that, our team has been working diligently to develop and re-create MINISTReSPACE….thus Version 2.0.

If you are a current subscriber, you are going to love the enhancement list below.  If you have not yet tried MINISTReSPACE, or tried it at one time but did not continue, you will want to see this again…trust me, you will want to see this.  In fact, go HERE to sign up for a 30 day free trial…or watch some VIDEOS to see the new features and user interface. NOTE: New signups are available starting Sunday November 9, 2014.

Here is a sampling of the Release Notes for MINISTReSPACE 2.0:

  1. Version 2.0 is not merely a release of new features, but a complete rewrite of the architecture of the application. The new platform is written in Microsoft NET on top of MVC with MS SQL and is housed on the Azure cloud based server platform by Microsoft with multiple redundancy.
  2. We have a new URL for login – (Don’t you just love .cool)
  3. Increased speed and agility - Based on the new architecture and server configurations, we have significantly increased the processing capability of the system. Can we get an AMEN?!?!?
  4. New User Interface featuring:
    1. Responsive design for use with mobile devices and adjustable formatting with various screen sizes
    2. New color pallet to make viewing less taxing on the eyes
    3. Updated page layout for ease of navigation
  5. New Dashboard –We have maintained the GREEN/YELLOW/RED identifiers for the status sections…as well as the GRAY ADMIN section at the bottom (and top blue section is you use Pre-Approval).  New features include:
    1. Added icons to the main headings that are used throughout the system
    2. Your profile (Formerly My Info) is now found in the top of the sidebar where you can change passwords and modify e-mail notifications. It will have your name…just click on your name to access your profile.
    3. Your name will be on the top such as “Tim’s Dashboard”
    4. The navigation access is now in the left side bar. The left sidebar is collapsible if you desire…see “arrow” to collapse.
    5. There is a real time “search” feature under MY APPROVED EVENTS
    6. You can adjust the number of events you see from 10-100 per screen
    7. You have the option of expanding to full screen (top right icon and arrow at sidebar)
    8. My Drafts – In the upper right hand corner, you will see a small white box that says My DRAFTS with a number…most likely a “0” to start. The system now allows you to start the Event Creation, but not finish it.  As long as you complete the first page of the event creation, when you click on the blue button on the bottom, the event will be added to the My Drafts section until all components are saved and submitted. When you go back to the dashboard, if you have drafts, you can click on the My Drafts and get a list of the drafts.
    9. All Events – This button allows you to see all system wide events…this is a new and exciting feature. This feature allows you to view all events and filter/sort by the grid heading(s)…drag and drop heading name to the top to sort by one or multiple headings
    10. Declined – This red button will house events that are declined. This new feature will allow the event creator to see why the event was declined and have access to re-open the event, make modifications and re-submit.
    11. Messages – This section has been totally revamped and improved. It includes messages generated internally to the system to alert people of action taken on their events. The number you view in the sidebar indicates the number of unread messages.
  6. New User Management – The Setup section is now in the sidebar, where you can click Setup to access Users, Approval Areas, Categories, Spaces, Resources, Services, and Groups. While this is all similar to V1.0, the functionality and flexibility on each section has been enhanced for ease of use.
  7. New Calendar Views – We have added multiple Calendar views (Daily, Weekly, Monthly, Agenda and Space Scheduler)
    1. The Green/Yellow/Red colors are still used to depict the status of an event
    2. We have added a Green Bar with Red lettering to depict an event that has been “Approved with Conflict”
    3. When you click on an event, you will get an information box with more details on the event. This information box also has a blue button to take you to the event
    4. In each of the calendar views, you can search by Space by selecting the Space you want to view in that calendar view from the Space drop down menu
  8. Enhanced Event Section – The Event section of the sidebar has 4 subsections including:
    1. All Events – This is the same as the button on the dashboard which allows you to view all system events including the ability to filter and sort based on the heading of the grid.
    2. Add Event – This will initiate the event creation process. There is also a button on the Dashboard for Add Event
    3. Space Scheduler – This section is where you can find a daily calendar grid by Spaces and time of day (Similar to the Daily Calendar in V1.0)
    4. Export Events – Our team has simplified and improved the export process for your calendar.
  9. New tree views for schedulable Items – this includes Spaces/Resources/Services
    1. Each tree view is clean, slick and easy to navigate
    2. You can now delete items
  10. Updated Event Creation screen – The entire look and feel of the event creation has changed including:
    1. New Calendar Picker
    2. New Time Picker…with an “Open Time” that you can be set in the General section of the Setup
    3. New Recurrence Section
    4. Opportunity to add Contacts to the event who need to be informed by e-mail when approved
    5. Auto Approve option for ADMINS (unchecking this will allow an ADMIN to allow the event to process through the normal workflow without automatically approving the event)
    6. Reminder to extend a recurring event
    7. Events can be deleted from the first screen of the Event creation process
    8. Events can also be selected to Revert to Draft if it needs to be suspended from the approval process
    9. There is a new Export button to allow for the export of individual events to a personal calendar (Google, Outlook, etc)
  11. Real time conflict detection when choosing items for an event – This is cooler than cool!
    1. This applies to SPACES/RESOURCES/SERVICES
    2. When you select a “parent”(the top node of a section of the hierarchal trees) it will open up the entire tree under it and select all of the “children”
    3. If you de-select a child, it removes the parent from the selection
    4. When you click a parent, you will see a blue “processing wheel” letting you know it is looking at all of the children in that tree for availability
    5. Then on the right side of each item, you will see either a green check mark (meaning it is available for all occurrences) or a red warning sign (meaning there is a conflict)
  12. Event Setup Section
    1. Add configurations and notes
    2. View Documents associated with the scheduled items (see blue icon)
    3. Add “associations” of Spaces to Resources/Services – This new feature is a game changer. This allows you to assign what Resources/Services should be associated with particular Spaces in the event. Your setup crews will now have more information to be more effective.
  13. New Availability Options – In addition to the ability to Add, Delete or Edit occurrences to an event, you can now filter the grid based on a heading of the grid
  14. New Event Summary – The Event Summary view has been enhanced to make it easier to read
  15. Approve with Conflicts – ADMINS can approve an event WITH Conflicts. Let’s say you have an event where 2 groups use your gym at the same time…always have, always will. Now 2 separate events can be “Approved with Conflicts” so that you can make these exceptions to the approval process
  16. Document Library – The Setup section now provides a repository for you to upload documents and then assign multiple documents to a schedulable Item. The Document Library will allow you to upload a document one time, yet assign it to as many Items as desired without having to re-upload
  17. New Form Options – The Forms have been greatly improved. You can now create Forms with Text Box, Dropdown Menu, Checkbox and/or links. You can use multiple question types on a form…so you can mix and match. In addition, you can easily reorder the questions by clicking on the Green arrow buttons
  18. New Report Processing – We have enhanced the reporting process by adding the ability to select the criteria you want to see for each of the 2 new reports
    1. Event List – This provides a general summary of events based on a limited set of criteria. This is an excellent report to see a summary of events based on a date range and status. You can now run the report on multiple statuses
    2. Event Setup – This provides a very wide range of selectable criteria to make this a very robust reporting option for your facility team, setup crews and housekeeping

Other Reporting features include:

  1. Saved Report – You can now save reports for future reference
  2. Criteria Fields – We have added a tremendous number of criteria options as part of the report creation
  3. Export Options – The export/download options have been expanded to include PDF, Excel, CSV, TIFF, Rich Text and Web Achieve
  1. New Public Calendar – This includes:
    1. New User Interface
    2. Multiple View Options (Day, Week, Month, Agenda)
    3. Ability to add Notes and Links to public facing events as part of the Event Creation. Ideal for linking to an event registration or back to a page on your website.
  2. New Support Option – In the bottom right-hand corner of each screen, you will see a “?” in a blue circle.  This is a feedback and feature suggestion tool.  Please provide us features and feedback to your hearts delight.

For more information, contact our team at


Shelby Systems Partners with Cool Solutions Group for Facility Management Software Integration

CORDOVA, TN – January 20, 2012 – Shelby Systems has partnered with Cool Solutions Group to offer integrated, web-based, ministry scheduling software. This partnership provides a full-featured solution to event, facility, and work order management to Shelby customers. Cool Solutions Group provides room scheduling, event-planning software (ministrEspace), as well as facility management and work order-tracking software (facilitEspace).

ministrEspace is a single source solution for all your room, space, resource and event scheduling. Website visitors can view the calendar (that is derived from the master and that allows for the navigation of “conflicts” in the schedule), therefore avoiding double entries.

In addition, ministrEspace interfaces with facilitEspace, providing streamlined communications with a ministry’s facility staff. With facilitEspace, there is one centralized database to track work orders, service requests, preventive maintenance and life cycle cost projections. This establishes financial reserve account data and tracks defective equipment or building components. The solution also allows an administrator to list, catalog, and track all of the systems and equipment in the facility, including: HVAC equipment, light fixtures, bulbs, plumbing fixtures, kitchen equipment, IT/office Equipment, vehicles and more.

With ministrEspace and facilitEspace, there are no servers to house and maintain and no system upgrades or patches to implement. Multiple levels of support are included, such as: website tutorials, website “wiki” forums, email, web demos/training, and support over the phone.

This integration between Shelby Systems and Cool Solutions offers an efficient way for Shelby customers to manage their ministry space, with the end result being more time to focus on ministry, events, members, and visitors.

Cool’s applications are the only software solutions developed by ministry facility experts for ministry facilities to promote facility stewardship. Also, an Information Technology degree is not required to operate either of the web-based solutions.

Cool Solutions Group is based in Charlotte, NC. Visit them online where you can read their blog and find out more information on their products and services at

Shelby Systems, , located in Cordova, Tennessee, provides management software designed for faith?based organizations such as churches, denominational headquarters, and other non?profit groups. An innovator in the field of church management software since the 1970s, the company currently services over 8,500 customers in more than 40 countries.

Announcing COOL SPACE


COOL SPACE is an add-on feature for ministrEspace that interfaces with any HVAC system so you can easily manage your space scheduling and climate control within the same online calendar page. COOL SPACE reduces utility costs, saves you time and saves energy!

Send inquiries or call 888.448.5664.

ministrEspace Featured in Christian Computing Magazine

Click here to view the original article
Click here to download the original article in pdf format


Cool Solutions Group Offers Intuitive Web-Based Room and Facilities Management Solutions for Church

This month, I’m excited to share with you a new facilities management solution on the horizon that is truly exciting. In this economic climate, it’s great to hear about companies serving the church market offering free solutions to small churches, church plants, in addition to robust services for medium sized churches on up to megachurches. That’s just what Tim Cool with Cool Solutions Group is doing: Rocking the boat just a little as he launches two new webbased solutions for the church space that aim to help with room scheduling and facility management at churches far and wide. I hope you enjoy learning more about Tim’s passion for this market and how his company aims to meet a need expressed by churches of all sizes.

What was your motivation to develop ministrEspace and facilitEspace?
I come from a background of working with the facility needs of ministries. For the past 24 years, I helped churches plan, develop, construct and maintain their facilities. During that time I saw many churches spend millions of dollars to build new facilities and then gave very little attention to the care and daytoday operations of those facilities. This baffled me and caused me to wonder why we don’t do a better job with the stewardship of the facilities God has entrusted to us. So as Cool Solutions Group was doing its due diligence in the market, we found a couple of voids that we think we can fill.

The first solution we developed is a webbased application (SaaS) room scheduling program that allows for unlimited users while remaining very cost effective. There are some good companies in this space, but we found most were either expensive when unlimited users were required, or they were not webbased, or they just felt clunky. We wanted something that felt more like Outlook or Basecamp (By 37 Signals) and was more graphical than textual. ministrEspace responds to those needs.

The second void we found in the market was a Work Order/Facilities Management software program that was webbased and geared toward the church community. Again, we found programs that were acceptable, but none whose sole market was churches, ministries and other nonprofit organizations. facilitEspace allows ministry property and facility mangers to respond to daily demands quickly and efficiently.

What differentiates ministrEspace from other room scheduling programs in the market?
First of all, it looks great! A user’s events are displayed on the dashboard chronologically, and each event is a live link that immediately opens the event in the Event Viewer so that all the information about the event is available. ministrEspace offers access to all ministry staff, yet allows authority to be controlled so that events can only be approved in the way that they ministry permits. It provides calendar views that show all events in a way that identifies their status (pending, approved, or conflicting) so that everyone can see at a glance whether an event can be created for a given time, date, and space. It is webbased, so there is no software to install or maintain. Notifications are generated within the ministrEspace system but can also be sent via the user’s email system. Event details can also be printed right from ministrEspace, with varying levels of detail depending on the need.

What differentiates facilitEspace from other facility management programs?
Like ministrEspace, facilitEspace is webbased and intuitive. It is designed to aid the church administrator, property manager, or facility manager with the daily tasks that need to happen, but (in my experience) frequently don’t happen when they should. Things like scheduled maintenance for equipment, building repairs, and maintaining an equipment database. FacilitEspace puts everything in one place and allows the manager to receive service requests, create work orders, and keep track of projects. It eliminates multiple spreadsheets, todo lists, and sticky notes!

I hear you’ve recently released a “FOREVER FREE” version of ministrEspace. Can you tell us about this offering?
I have always had a heart for the small church, church planters, startups and the like. My dad was a church planter so I guess that passion started early in life.

As we developed ministrEspace, we knew that not every church would be able to afford the tool and would continue to use an Outlook calendar or Google Calendar or even a spreadsheet (or worse…a legal pad) to schedule rooms in their facility. I have firsthand experience with the conflicts that can arise from these types of systems. A room was supposed to be reserved , but then you find out that the page of the legal pad was removed or someone’s hard drive crashed and all the data was lost, or someone else reserved the space in a different calendar. Suddenly the room you had reserved is not available and the event is in jeopardy.

We wanted to provide every church with the opportunity to have a professional software solution that was developed for churches and would help them avoid these situations, even if they could not afford the PRO version of our service. FOREVER FREE is an excellent tool that has many of the same features as the PRO version, with some exceptions. It is a very simple application that allows up to 3 users to schedule rooms (what we call spaces, as they can include things like ball fields, parking lots, etc.) and approve Events. And like the PRO version, it is completely webbased so it can be accessed from any anywhere. Perhaps the best thing is that it is FREE (and who doesn’t like free?).

What type of technical (or nontechnical) background is needed to use these two solutions? Describe how a user would integrate this into their daytoday tasks?
I do not have a technical background,I have a degree in music and have been in church construction and facility development all of my adult life. I needed something that I could understand, use and explain to others. We have tried to make our solutions as userfriendly and nontechnical as possible. We made a conscious decision to provide products that did not require an IT degree to use.

With both products being webbased, they can be utilized from any computer, anywhere. As long as you have internet access, you can login. The products will alert users of tasks and duties that need to be accomplished on a daily basis and even provide the necessary requirements for room set up configurations or when a vendor is scheduled to make a repair or perform product maintenance on your equipment. The combination of these two products can save administrators, facility managers, property managers and those responsible for the scheduling and care of their facilities an enormous amount of time and money.

Your website talks about “trellis work” and how this is your company focus. Can you share what this means?
We are all familiar with a trellis in a garden or yard. It is the structure constructed to support the growth of a vine or other plant. In most cases, once the vine or plant is fully grown, the trellis is virtually unseen and is clearly in the background so that the reason for the trellis can be fully visible and enjoyed by the onlookers.

Just as some sort of frame work is needed to help a vine or plant grow, so our churches, ministries and organizations also need some structure and support. It may not be much, but every organization has some kind of trellis that gives shape and support to the Vine Work. As the organization grows, the trellis also needs attention. Buildings, facility management/maintenance, finances, administration, and infrastructure, these all become more important and more complex as the vine/plant grows. The common mistakes most organization make is that they allow trellis work to take over from the vine work. When this happens, the Vine suffers and people take the eye off the ball.

Our mantra is “We focus on the facility (i.e. Trellis) allowing you to focus on the ministry (i.e. Vine).” We have developed our solutions to assist you to stay focused on the ministry/Vine and your core competencies as an organization.

What is next on the horizon for Cool Solutions Group and your Webbased Software Solutions?
We are dedicated to meeting the needs of our end users. Our products are for them, so it’s important to us to constantly look to improve in order to meet their needs. In fact, for ministrEspace, we have developed a list of enhancements for our 2.0 version that we trust to release later in 2010. We have received great feedback and also can see new ways to add features that the market could benefit from. In addition, we are exploring the possibility of developing an API interface so that the products can function with other software solutions to provide a more integrated endtoend facility solution.

To download several white papers on facilities management visit

Dashboard View

Event Wizard