You carry green cases and join others when asked. Here is exactly what you can do, what you see, and how to flag when something is beyond green.
Tend is where we record and follow up pastoral care. It answers four questions: who is being cared for and how urgently; who owns each case and what happens next; is anyone falling through the cracks; and what patterns show up by community group.
It is private and invitation-only. It is not a chat app, not a diary, and not an emergency service.
There is no password. Each time you sign in, Tend emails you a link.
Open tend.citylightsdubai.org on your phone or computer. Add it to your home screen — it behaves like an app.
Within a minute you’ll get an email from Tend <Ryan@citylightsdubai.org> with a Sign in to Tend button. Tap it.
The link works once and expires after 15 minutes. If it’s expired, just request another.
You land on your dashboard and stay signed in on that device for about a week. After that, request a new link.
Nothing arrived? Check spam once, then make sure you typed the exact address you were invited with. If it still doesn’t come, ask Ryan to check you are active in Admin → Users.
Why no password? A password can be guessed, shared or written on a sticky note. A link that only reaches your inbox can’t. It is also what lets us switch someone off instantly if a phone is lost.
You see only the cases you are part of — the ones you opened, or were added to. Nobody else’s. If someone asks you about a case you can’t see, that’s by design: ask an administrator.
Every case carries a colour. Four people grading the same situation four different ways would make every report meaningless, so these definitions are shared and printed wherever you choose a colour. Tap a card.
Tend is a record-keeping tool, not an emergency service. If there is immediate risk to someone’s life or safety, contact emergency services first, then record it here.
Tap + New case. It is three short screens and should take under two minutes.
Search first. Type the person’s first name or surname. If they already exist, pick them — that keeps one person’s history together and avoids duplicates. The search shows names and community group only, never anyone’s case history.
If they are new, add first name, surname, and anything you know (preferred name, phone, community group).
Choose the care level (colour — the definitions are right there), the category (emotional / marriage / family / grief / spiritual / addiction / trauma / other), the care type (pastoral, professional, or both) and whether escalation is needed.
If you’re torn between two colours, pick the higher one and say why in the update — it is easy to come down later.
Name the go-to person (who coordinates this care — usually you), add anyone else walking with them, and tag an administrator.
Then write two things in plain words: Where things stand and What happens next, and set the next follow-up date. That date is the heartbeat of the system: Tend emails you the morning it arrives, and flags the case if it slips.
You must tag at least one administrator, and you can only open green cases. If what you’re seeing is orange or red, tell a pastor or administrator and let them open it — you can be added to it afterwards.
Write as if it will be read later by someone who wasn’t there — because it will be, and because updates are permanent. Facts, what was said, what was agreed, what worries you. Initials are fine for third parties.
Open the case → Post update. This is the thing you will do most, ideally from your phone right after a conversation.
Team members cannot raise the colour. If a green case is becoming orange or red, say so in your update and ping a pastor or administrator.
Everyone attached to a case. The go-to person coordinates; others walk alongside. Anyone on the case can add someone; the go-to can only be changed by reassigning. You can be added to orange or red cases by an administrator — then you see and update them like any other.
“Can you look at this?” Ping a colleague on a case; they get a bell notification and an email, and acknowledge it so you know it landed. Use it instead of WhatsApp for anything about a person in care.
Private notes-to-self with a date and time (“call back Thursday”). Nobody else can see them — not even administrators. Tend emails you when one is due.
The bell holds everything in-app. Emails go out for new cases, updates on your cases, pings, follow-ups due that morning, and a Monday-morning digest of what you are carrying. Emails contain the case reference and the person’s name — treat your inbox accordingly.
You have done the counselling course and help carry the caseload. In Tend that means:
Ongoing marriage breakdown, addiction, grief or trauma that isn’t lifting, anything persistent and not improving → that’s orange. Any safety concern at all — self-harm, abuse, threat, severe distress → that’s red, and emergency services come before Tend.
Five questions, instant answers. Nobody sees your score.
Which colour can you open a case as?
You are on a green case and it is getting worse. What do you do?
An administrator adds you to an orange case. Can you see and update it?
Must you tag an administrator when opening a case?
Someone mentions abuse at home. What do you do?
Tick these off as you go — this page remembers them on this device.
Can’t sign in? Request a fresh link; check you used your invited address; then ask Ryan to confirm you are active.
Not sure what colour? Choose the higher one and write why.
Something looks broken? Tell Ryan what you were doing and roughly when — the team can see errors and logs.
Pastoral questions (who should own this, should this be restricted): Ryan.