Understanding and Assigning Permissions in Planning Center People
Planning Center Online is an essential tool for managing church operations, and one of the crucial aspects of using it effectively is understanding and assigning the right permissions to different users based on their roles within the organization. In this article, we will provide you with an overview of the various permission levels in Planning Center People and guide you in assigning them to the appropriate individuals.
Permission Levels in Planning Center People
Organization Administrator: The Organization Administrator is the highest permission level in Planning Center People. This user has access to all features and settings across the entire system, including billing and subscription details. Typically, this role is assigned to senior staff members or lead administrators who oversee the entire church operation.
Manager: A Manager can view and edit permissions on a person's profile by choosing Permissions from the Actions dropdown. Managers can access forms, import CSV files, promote grades, and customize fields. This permission level is well-suited for individuals who lead specific ministries or departments within the church, such as a worship leader, children's ministry director, or small group coordinator.
Editor: An Editor can create and edit profiles within People but cannot modify settings or access sensitive information. This permission level is appropriate for staff members or volunteers responsible for maintaining and updating content for specific ministries or events but does not require access to change existing items within People.
Viewer: A Viewer has the most limited access, only allowing them to view content within a specific application. This permission level is ideal for general volunteers or congregation members who need to access schedules, event details, or other non-sensitive information.
Additional Permissions in People
Planning Center People has some additional permissions that can be set, such as Background Checks, Note Categories, Lists, Workflows, Forms, and Custom Field Tabs. Each of these categories has its own permissions, which can be set according to permission or person. You will need to consider who needs to have these permissions when assigning them. Sometimes sensitive information can be found within special Notes categories and Background checks.
Develop a Policy and Procedure for Assigning Permissions
Create a simple policy for who gets which permission. This will not only help your Database Manager assign the permissions but will also let the whole team know what the expectations are for requesting permissions.
Assigning Permissions: An Email Request Process
A Database Manager should implement an email request process to streamline the process of assigning permissions to your church staff and volunteers. This will help ensure that each individual receives the appropriate permission level based on their role within the organization.
Request Submission
Ask staff members or volunteers to submit a permission request via email to the Database Manager. The request should include their name, role in the organization, and the specific application(s) they request access to.
Review and Evaluation
The Database Manager will review each request and evaluate the appropriate permission level based on the individual's role within the church. The Database Manager can consult with ministry leaders or the Organization Administrator to determine the necessary permission level.
Assigning Permissions
Once the appropriate permission level is determined, the Database Manager will assign the permissions to Planning Center People. Planning Center will notify the requester by email that they have been granted permission after the permissions have been enabled.
Keeping Track of Permissions
The Database Manager should maintain a record of all permission requests and assignments for reference and to facilitate any future changes or updates. There are also some helpful People lists you can use to determine who has which permission level within your account. In addition to the list options, there is also a helpful permissions overview of all users and which apps they have access to found in the Account Settings area under the People menu and Product Users tab. You can click here to view your product users. (See image below)
Conclusion
Effectively managing permissions in Planning Center is crucial for maintaining a secure and organized church management system. By understanding the different permission levels and implementing an email request process, your church can ensure that each individual has the appropriate access based on their role within the organization. This will help streamline your ministry operations, improve communication, and maintain a secure environment for sensitive information.
Threefold Solutions Can Help You With Planning Center and Permissions
Want to know more about Planning Center permissions? Threefold Solutions can assist churches in implementing Planning Center and it’s permissions. Planning Center is a comprehensive church management system designed to manage a church's scheduling and communication needs. With features such as volunteer scheduling, check-ins, and resource management, it can help churches keep track of their events, services, and people more effectively. Threefold Solutions can help churches with the implementation, training, and ongoing support to ensure the successful use of these tools. If you are ready to get started or need help mastering Planning Center, reach out to info@threefold.solutions.
Jason Silbernagel
Co-founder, Threefold Solutions