Prevent Data Disasters: Your Blueprint for Planning Center Permissions 🚀

Apr 20

Imagine this: you get to church on Monday morning only to see your Planning Center account is empty! Something happened over the weekend, and now all your data is gone. That’s not just a story; we’ve seen it happen. How can you ensure this never happens to you?

Data mismanagement can happen when a user has too much access to your Planning Center account. Profiles can get updated unexpectedly, leading to data loss. Without taking the necessary steps, your church's data could be lost forever. In this week’s edition of The Fold, we're diving into the world of Planning Center permissions, offering our insights into navigating these digital waters with ease and confidence. Before diving into the practicalities of setting permissions in Planning Center, let me take you down memory lane.

In the past, I worked for a large church (10 campuses), and we had a huge Planning Center user base (over 600 users, and that was just staff). Keeping track of permissions and permissions requests was a chore. It required more than one person to manage all of the user requests that came in on a weekly basis. It also required standardizing procedures and processes that the team could follow as a guide when assigning (and removing) permissions. I was so thankful for the prior thought that was given to user permissions within each app; without a plan, it could have been a management and security nightmare. It took time to establish the rules, but once the foundation had been laid, it was just a matter of following the plan.

That plan took the form of a “permissions policy,” a structured document we put in place as a reference of who got what role or permission in Planning Center. It covered required access for staff roles and their respective functions and also guided the provision of additional access when necessary. Without this document, things could have easily gone off the rails. So, you may be thinking, that seems like a lot of effort, or why does it even matter?

Why Do Permissions Even Matter?

Think of permission levels in Planning Center like keys to different rooms in your church. Just as you wouldn't give every key to every staff member in your building, it's vital to assign access carefully in this digital space. This isn't just about security; it's about empowering each staff member (or volunteer) with the right access and tools to fulfill their roles effectively.

A Quick Note on Account Safety

Now, before we jump in, let's talk security. Proverbs 27:12 says,

"The prudent see danger and take refuge, but the simple keep going and pay the penalty."

In line with this wisdom, here are some initial best practices to help your Planning Center account remain a safe haven:

Personal Login Management: Require every team member to manage their login information directly.
Two-Step Verification (2SV): You might have heard of this referred to as “Two Factor authentication,” and this extra layer of security should be non-negotiable for Admins, Managers, and Editors. You can learn more about how to enable two-step verification in Planning Center here.
Limit Access Wisely: Regularly audit who can access your data and ensure only those who need it have it.
Timely Permission Removal: When someone leaves your staff or team, remove their permissions promptly to safeguard your church's digital space.

We also suggest taking these general policies and extending them to every application your staff and volunteers use to run your church. The tips outlined are not just Planning Center-centric, but rather, they are universal safeguards to protect your church and your congregation’s data.

Crafting a Permissions Policy: Your Digital Blueprint

Creating a "Permissions Policy" is like drafting a blueprint for your church's digital house. It should outline the roles in your ministry and the corresponding Planning Center permissions. Take the time to build this foundational piece first. This policy will act as the standard that your Database Manager and staff will follow. Remember, the golden rule here is to assign the minimum level of permission necessary for each role and only add more when absolutely necessary.

Step 1: Write out your Permissions Policy.

Your Database Manager, one of the primary leaders using Planning Center, should be the one to implement the process for assigning permissions. Have them review the Planning Center Documentation and build out a template you can refer to going forward. If you need help with creating a template, email us at info@threefold.solutions, and we will send you an example.

The Request Process: Streamlining Digital Access

Step 2: Create a Permissions Request Workflow.

This workflow should have several steps that allow the Database Manager to review the request(s) and assign the permissions. The request mechanism can be as simple as an email request, or you can use the built-in tools within Planning Center (such as a People Form and Workflow) to manage the request process. Using a form allows you to ask questions and utilize the form fields to gather information about which apps a user wants and needs to access. Using automation on your form will automatically send these requests into a custom workflow, allowing you to manage and keep track of user requests. If you would like to learn more about implementing a People form and workflow, check out this video we created on the topic here.

Workflow Template:

Here’s a breakdown of the basic permissions request process:

Request Submission: Staff or volunteers can submit requests via email (simple) or through a custom Planning Center form (more advanced).
Review and Evaluation: Consult with leaders and use your permissions policy to approve the right access levels.
Assigning Permissions: Once approved, the Database Manager will grant access within the Planning Center apps.
Record Keeping: If you choose the email route, maintain a log of all permissions for easy reference and future adjustments. The form and workflow will automatically do this for you if you choose the more advanced route.

Conclusion: Sailing into Secure Digital Waters

Step 3: Assign permission on an ongoing basis.

Effectively managing permissions in Planning Center isn't just an administrative task; it's a vital part of your ministry's digital stewardship. By understanding the different permission levels and implementing a thoughtful request process, you're not just organizing data; you're safeguarding your church's digital presence and ensuring every team member can contribute effectively to the Kingdom's work.

As you embark on this journey, remember that we're here to help. For more detailed guides on individual apps and permissions, check out the links provided in each app's documentation (search the keyword “permissions” under the question mark) or visit the links below.