Managing images in ChurchSuite

In this article

Introduction
Managing images for contacts and children in ChurchSuite (users)
Managing images in My ChurchSuite (members)
Managing events and booking images
Managing small group images
Managing ministry images
Managing fund images
FAQs

Introduction

You can easily upload images for contacts, children, events, small groups, ministries, funds and bookings. Images are visible to Users when they are navigating the ChurchSuite modules and to your members within the member-facing My ChurchSuite. Event, group and fund images also surfaced in the related public-facing Embed pages and Sunday-service-facing Connect applications.

This article explains how Users can upload, view, manage and delete images from within ChurchSuite. Users will need at least Manage permissions for each module they need to manage images for.

Note also that  members can upload and manage their own (and their linked children's) profile images from within the member-facing My ChurchSuite. Images added in this way are visible to Users when they are working within the Address Book and Children modules or viewing those people in other modules, such as rotas, plan pages and small group member lists and giver profiles.

Enabling members to upload their profile images (or having users add images to profiles in the Address Book and Children modules with consent) has lots of benefits. As well as helping produce beautifully printed contact directories they're also really useful for staff, leaders and members to help recognise people they may not know.

For the best results, we recommend that the resolution of an image does not fall below 1000px - but make sure that the file size of each image does not exceed 5 MB. In this article, we also give guidance for the recommended image proportions (aspect ratio), which will ensure the best results when people view pages containing images. Both Windows and Mac offer free in-built tools for editing images, allowing you to crop and resize them. Images must be in JPEG or PNG format.

Managing images for contacts and children in ChurchSuite (users)

Images for contacts and children are visible on profile pages in the Address Book and Children modules in ChurchSuite, as well as on each member's profile in My ChurchSuite.

A smaller image 'avatar' is used in listings of contacts and children when displayed on the screen and in reports. In the absence of an image, the avatar comprises the person's initials on a background colour-coded for their sex (blue=male, pink=female, grey=unknown).

Note: The Missing Data report can be filtered by 'Photo' to show you all Contacts/Children who don't currently have an image attached to their profile.

People's images are uploaded via their profile page in the Address Book or Children module. For best results, and to avoid images being stretched, cropped or incorrectly centred, we recommend a photo is edited to 500px x 500px (square) before being uploaded. From a person's profile page, hover your cursor over their image avatar and click the Pencil icon.

On the Edit image pop up drag and drop a suitably-prepared image onto the drop zone or click to browse and choose the image file.

The image is uploaded and immediately applied to the person, with the pop-up closing on completion - job done!

When hovering your cursor over an existing image, notice the additional image options to view and delete an image.

Managing images in My ChurchSuite (members)

Members with My ChurchSuite access can upload a profile photo. Similarly, parents with My ChurchSuite access can upload a profile photo for each of their linked children. The upload functionality is enabled using the Allow contacts to upload a photo in the Editable Fields section of the Address Book and Children module's My ChurchSuite Options - click Edit to make changes. Note that only parents with linked children are able to see their children in My ChurchSuite unless a child is a rota or small group member, in which case their name only and profile photo 'avatar' is shown in the rota or small group member list.

With Photo upload enabled for My ChurchSuite (see above), members can upload an image to their profile (and those of their linked children). Within My ChurchSuite a member clicking My Details will show the option to Edit their image...

...and in the My Children section.

Managing events and booking images

Event images are re-proportioned to show in the My Events section of My ChurchSuite in a 16:9 aspect ratio but will show in their original aspect ratio on the event page and booking page. To ensure that important information or details of the image are not clipped or distorted, make sure that all event and booking images are saved in a 16:9 aspect ratio (e.g. 1280x720px). For help in calculating the aspect ratio of event images use this handy calculator.

In this section, we focus on bookings, but the process for adding images to events follows the identical steps within the Calendar module. Note that if your administrative process involves adding linked bookings for your events, the event image will be carried over to the booking (if an event image was present at the time of adding the linked booking).

From a booking's "View" page in the Bookings module, hover your cursor over the booking image 'avatar' in the top left to reveal the 'pencil edit' icon and then click on it.

On the Edit image pop-up, select between Replace sequence image and Replace event image. Replacing a sequence image will apply to all future dates in the sequence from today. Replacing an event/booking image will just apply the image to the current event/booking date being edited. Drag and drop a suitably-prepared image onto the drop zone or click to browse and choose the image file.

The image is uploaded and immediately applied to the event/booking/sequence - job done! In this example we chose to Replace sequence image, so all future bookings in the sequence have had the image added to them.

When hovering your cursor over an existing event or booking image, notice the additional image options to view and delete an image.

For event and booking sequences, deleting an image will clear the image from all dates in the sequence.

Managing small group images

Small group images are re-proportioned to show in the My Groups section of My ChurchSuite in a 4:3 aspect ratio but will show in their original aspect ratio on the group page. To ensure that important information or details of the image are not clipped or distorted, make sure that all group images are saved in a 4:3 aspect ratio (e.g. 1280x960px). For help in calculating the aspect ratio of group images use this handy calculator.

From the group's "View" page, hover your cursor over the group image 'avatar' icon and click the 'pencil edit' icon...

On the Edit image pop up drag and drop a suitably-prepared image onto the drop zone or click to browse and choose the image file.

The image is uploaded and immediately applied to the group - job done!

When hovering your cursor over an existing group image, notice the additional image options to view and delete a group image.

Managing ministry images

Ministry images are rendered as circular avatars at a 1:1 aspect ratio (square, taken from the centre of the image) in the My Rotas section of My ChurchSuite but will show in their original aspect ratio on the rota "view" page. For best results, and to ensure that important information or details of the image are not clipped or distorted, make sure that all ministry images are saved in a 16:9 aspect ratio (e.g. 1280x720px) and that important image information is kept away from the corners of the image. For help in calculating the aspect ratio of ministry images use this handy calculator.

Here's an example of how a ministry image is rendered in the My Rotas list...

And here's how the image is rendered when viewing the rota page itself - displayed in its original aspect ratio on the individual Rota pages.

To upload a ministry image, head into the Ministries section of the Rotas module. From a ministry's "View" page, hover your cursor over the ministry image 'avatar' icon and click the 'pencil edit' icon...

On the Edit image pop up drag and drop a suitably-prepared image onto the drop zone or click to browse and choose the image file.

The image is uploaded and immediately applied to the ministry (and all rotas for that ministry) - job done!

When hovering your cursor over an existing ministry image, notice the additional image options to view and delete a ministry image.

Managing fund images

Fund images are re-proportioned to show on Fund pages in a 16:9 aspect ratio. To ensure that important information or details of the image are not clipped or distorted, make sure that all group images are saved in a 16:9 aspect ratio (e.g. 1280x720px). For help in calculating the aspect ratio of group images use this handy calculator.

Here's an example of how a fund image is rendered on a fund page...

To upload a fund image, head into the Funds section of the Giving module. From a fund's "View" page, hover your cursor over the fund image 'avatar' icon and click the 'pencil edit' icon...

On the Edit image pop up drag and drop a suitably-prepared image onto the drop zone or click to browse and choose the image file.

The image is uploaded and immediately applied to the fund - job done!

When hovering your cursor over an existing fund image, notice the additional image options to view and delete a fund image.

FAQs

  • What about safeguarding issues around child images?

Images uploaded to the Children module are only visible to ChurchSuite Users who have permission to access that module, and within My ChurchSuite only linked parents can see their child's photos. Children are not included in the "Search for others" functionality; however for children in small groups and serving on rotas, their name and an avatar of their profile photo will appear in group and rota member lists in My ChurchSuite. A child's avatar profile image is also shown within the Child Check-in system - shown next to their name when checking in. Child profile photos do not display on child name badges, parent pick-up badges or room badges.

  • What about Data Protection?

There are many pastoral and practical benefits to having profile images for your members. However, as with any manual or computerised system that an organisation uses to store or process personal information about individuals, this should be done in compliance with your Data Protection Policy. Data Controllers are responsible for clearly communicating to members and users how personal information is to be processed and the lawful basis for processing each type of data - typically 'consent'. In respect of storing images, we recommend that your organisation's policies be extended to explicitly cover how images will be used. In the Children Module, we have provided functionality for parents to manage the Photo/Video consent of their children - child profile images should therefore only be processed in accordance with those parental settings. Similar functionality can also be achieved in the Address Book for adult Photo/Video consent using custom fields. It is always best practice for members to upload and manage their profile images in My ChurchSuite (rather than 'cribbing' images from people's social media profiles!)

  • Can I bulk-upload Photos?

No, it is not possible to upload or import batches of photos to either the Address Book or Children module. Photos must be uploaded on a contact-by-contact basis, either by a user or, preferably, by individuals adding their photos.

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