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Manage Role Permissions

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Contents

 

Introduction

With user permissions, you can decide exactly what feature every user has access to or is restricted from. You can manage access to an entire module or to specific features within the module. Alternatively, you can grant general access to someone who is an administrator. 

You can configure user permissions for each user role, not for individual users. Learn more about roles.

User access management within ChMeetings works based on the following structure: 

  • Add/Invite Users from Users & Roles > Users. 
  • Create Roles & Manage Permissions per Role from Users & Roles > Roles & Permissions.
  • Assign Roles (along with permissions) per Ministry from Users & Roles > Users.

User permissions are organized by modules and differ by role type. 

  • Owners and Admins are assigned to the “Account” role type.
  • Group Leaders are assigned to the “Group Leader” role type. 

The Most Important Permissions

  • View: Users can view the information in read-only mode.
  • Add: Users can add new information within a module.
  • Edit: Users can both view and edit information within the selected module.
  • Delete: Users can remove information from within the selected module.

People

Decide if the users assigned to this role type have access to information in people’s profiles and related features. 

You can set the following permissions related to People:

  • View: Allow viewing the People section profiles.
  • Add: Users can add new profiles.
  • Edit: Let users edit profiles.
  • Delete: Allow deleting profiles.
  • SMS: Users can send SMS to people.
  • Merge: Provides access to the Merge People feature.
  • Import: Provides access to the Import People feature.
  • Email: Let users email people.
  • Notification: Users can send push notifications to people.
  • Archive: Users can use the Archive People feature.
  • Letter: Let users create a letter from the People profile fields using Export > Letter. 
  • Export: Allow users to export records from the People section.
  • Reports: Provide access to the Reports section.
  • Advanced Search: Enable the Advanced Search feature within the People section.
  • Communicate with Parents: Enable the option to Communicate with Parents when sending emails, SMS or push notifications.
  • Communicate with Children: Enable the option to Communicate with Children when sending emails, SMS or push notifications.

People Notes

You can set the following permissions related to People Notes:

  • View: Allow viewing the Notes section on People profiles.
  • Add: Users can add new notes on people profiles.
  • Edit: Let users edit profile notes.
  • Delete: Allow deleting profile notes.

Profile Fields

Profile Field permissions let you enable or restrict access to specific profile fields for the user role. So, depending on what you want people assigned to this role to be able to do in regards to profile fields, you can make the following configurations:

  • If you would like to keep all fields enabled and editable, please keep the toggle turned OFF.
  • If you want to restrict access to part of the fields, please turn the toggle ON and check the permissions of each field. When turned on, this section will allow you to manage access to each profile field individually - both default and custom profile fields. 
    • View allows users to only view the field without being able to edit it. If you want a specific field to be visible but uneditable by anyone within that role, then leave View enabled and disable the Edit permission.
    • Edit lets users view and edit the field.
    • If neither View nor Edit is enabled, the field is not available to users assigned to the respective role.

If you want to fully block profile fields from being editable by users but accessible to an API, you can set up the API according to your needs and set the View permission on the profile field under Users & Roles > Roles & Permissions > Select Role > Go to Profile Fields > Enable View > Disable Edit.

 

Ministries

Here is where you can allow or restrict the user role type from adding, editing, and deleting ministries; or adding or removing existing people to/from ministries. 

 

Groups

This is where you can allow or restrict people from adding, editing, or removing groups. Admins, Owners, and custom roles may be granted permission to View, Add, Edit, and Delete, as well as to Manage Requests to join the group..

 

Group Leaders may be granted permission to Edit Groups (Name, Description, and Photo), Add existing people to groups and Remove people from groups.

 

Events 

This section includes permissions related to event management. Some special permissions include: 

  • View events.
  • Add/Edit lets the user add or edit events. This permission is available for Group Leaders and allows them to add or edit events within their group.
  • Delete allows users to delete events. This option is also available to group leaders, who can be allowed to delete the events they created within their group.
  • View attendance: grants access to lists of people who register or attend an event.
  • Check In: enables the event check-in feature.
  • Registration: gives the user permission to register people to events.
  • Cancel registration: allows the user to cancel any event registration.
  • Reports: enables access to the reports that relate to events (e.g.: event attendance rate).
  • Volunteers: provides access to the Volunteers module, to allow users to manage volunteer activities. This permission can also be enabled for Group Leaders.
  • Ticket Payments: allows users to enable the Ticket Payments option for events. If this option is disabled for a role, assigned users cannot create paid events.
  • Service Plan allows users to access the Service plan feature within the Events module. If this is disabled, users will not be able to create  or view Service Plans.

 

Follow up

These permissions relate to the follow-up module, and you can allow or restrict people from adding, viewing, editing, or removing follow-ups. In addition, you can set view permissions according to the specific assignment of follow-ups, and grant users permission to modify follow-up actions..


 

Tasks

Task-related permissions are as follows:

  • View Assigned To Others: Users can view all tasks in the ministry.
  • View Assigned By Me: Users can view tasks created by the user and tasks assigned to them.
  • View Assigned To Me: Users can only view tasks assigned to them.
  • Add: Allows users to create tasks.
  • Edit: Lets users update tasks and mark them Done or Open.
  • Delete: Lets users delete tasks.
  • Manage Projects: Allows users to create, edit, activate, deactivate, and delete projects.

When a user has more than one viewing permission, the broadest permission applies. Admin, Owner, and default Group Leader roles receive all Tasks permissions by default. Other roles receive none unless granted manually.

 

Forms

You can allow users to view their own forms or all forms. Additionally, you can decide whether users with the particular role you’re working with can add, edit, or delete forms. Permissions to view, add, edit, or delete forms are also available to Group Leaders.

 

Contributions (not available to group leaders)

Here is where you can manage access to the Contributions module and some of its major features. You can allow users to view, add, edit, or delete contributions. You can grant access to the Envelopes, Statements, or Online Giving sections and the Online Giving Settings area. Note that if you grant access to Online Giving without the Settings area, users will only be able to access transactions and will not have access to Online Giving Settings.

 

Organizations (not available for Group Leaders)

Here is where users may be granted access to viewing, adding, editing, or deleting donor organizations. You must enable Contributions permissions to be able to enable Organizations.

 

Pledges (not available to group leaders)

Owners, Admins, and custom roles may be granted access to Pledges. The available permissions are: View, Add, Edit, and Delete. Pledges permissions are only enabled if the user role receives access to at least View Contributions.


 

Contacts (not available to group leaders)

This permission allows users to use the Contacts feature within Contributions, allowing them to view, add, edit or delete contacts. You must enable Contributions permissions to be able to enable Contacts.

 

Accounting

These permissions refer to the overall Accounting module and grant users the following access:

  • View: Users can only View the module, in read-only mode.
  • Manage: Users can manage the module - e.g. they can add accounts, transactions, etc.
  • Reports allows users to access accounting reports.
  • Print Checks grants access to the Print Checks feature.
  • Reconciliation lets users access the Reconciliation section and perform such operations. 
  • Categories:: View and/or Manage accounting categories and subcategories. People who can manage this feature can create, delete, import records, etc; within the Categories section of your Accounting module.
  • Budgets: View and/or Manage budgets. People who can manage budgets can create, delete, export, etc; within the Budgets section of your Accounting module.


 

Appointments

This lets users access and use the Appointments module. Users with access can view, add, edit, or delete appointment records, make bookings, or cancel bookings. 

 

Member Portal (not available to group leaders)

These permissions let you manage access to the Member Portal area as well as to new member requests. You can enable or restrict users regarding the following:

  • Member Requests: View requests in read-only mode, See the invitation link, Accept new member requests, or Reject new member requests. Accepting or rejecting new member requests is only required if you do not enable automatic member registration approvals.
  • Blog: This permission manages whether users can view the blog section and blog posts and add, edit, or delete posts.
  • Builder: This permission lets you grant access to the Member Portal > Builder section, where you can decide whether users can view, add, edit or delete cards and content.
  • Media Library: This permission lets you grant access to the Member Portal > Media Library section, where you can decide whether users can view, add, edit or delete content. The Media Library is exclusively available with the ChMeetings Branded App.

 

Others

  • Users (not available to group leaders): Here is where you can manage whether users can view, add, edit, or delete records within the Users & Roles section.
  • Integrations (not available to group leaders): Here is where you can manage whether users can view, and manage Integrations, within Settings > Integrations.

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