We set up a QR code to a Microsoft Form that feeds a SharePoint list; only pastors can see the raw entries, and volunteers get an anonymized summary via Power Automate every Tuesday. If your church needs a low-lift, secure way to collect and route prayer needs with tools you likely already have, I can share the Flow and the Form template.
At our church, we added a “pastor follow-up?” checkbox and applied a 90‑day retention label to the SharePoint list so even though “only pastors can see the raw entries,” items auto‑expire — like a shredder on a timer. One caveat: turn on item‑level permissions to lock each entry to the pastoral group in case someone accidentally gets broader access (how‑to: https://support.microsoft.com/en-us/office/define-unique-permissions-for-a-sharepoint-list-or-library-0201683b-73d5-46a8-b768-a64f6b67b39d). That kept our Tuesday summaries specific enough without exposing identities.
Waiting till Tuesday on urgent needs drives me nuts, so we added an ‘urgent?’ toggle in the Microsoft Form that, when checked, fires a Power Automate post to a pastors-only Teams channel right away; everything else stays in the Tuesday digest. Since the QR is public, set the Form to ‘Anyone can respond’ and run a quick regex in the Flow to strip emails/phones from the text so the anonymized summary is anonymous, @lking24.