Creating new Users

One of the key benefits of ChurchSuite is the fact that all your church's staff can have access to it, allowing teams to work collaboratively while only accessing appropriate information assigned by their user permissions.

In this article

Adding a new user in ChurchSuite
Duplicating an existing user
Keeping on top of the changes with 'change logs'

Adding a new user in ChurchSuite

To create a new user account, go to the "Administrator" menu, which you can find in the top right-hand corner of ChurchSuite. From the "Users" section click the "Add user" button.

Proceed by completing the various field. Begin by entering a username. Note the formatting requirements for usernames - between 3-25 characters, with letters, numbers, fullstop or underscore only.

By default, new users will receive a 'welcome' email inviting them to login and set their own password. Unchecking the "Welcome Email" give you the option to specify their password (although they can change this later if they wish).

Optionally, you can link a User's profile to their contact entry in your Address Book module. As you begin to type in the 'Contact' box, ChurchSuite will auto-suggest matching names in your Address Book. An email address is required for all Users - the email address is used for sending password resets and is also the default "From" email address that will be used when the user sends an email from within ChurchSuite (and the address to which email replies will be delivered).

Optionally set any default email signature. This might be something that uses your church's 'corporate' styling and branding.

Lastly, a user must be set as "Active?" in order for them to be able to log in.

You can now select which type of user you want to create. There are no maximum limits on the number of Users and Administrators you have on your ChurchSuite account.

An "Administrator" user has full access to all the modules on your account (along with the ability edit the module's settings), as well as to the "Administrator" menu itself. A module password can be added to the Giving module, which prevents Administrators from accessing that module, ensuring your giving data is always confidential to just those users with the module password.

For "User" level users you can determine the modules they have access to, as well as the extent of their permissions. See the related support article for a fuller description of user permissions.

Multi-site churches will also have the option to specify which Site(s) the user is able to access. A user has the same module access for each permitted site - it is not possible, for example, to set 'manage' permissions in one site, but only 'use' permission for another site. Note that all users (including Administrators) must have site access for at least one site, otherwise they will not be able to log in. Note also that Administrators do not automatically have access to all Sites - their site access must also be explicitly specified by checking the appropriate 'site' boxes.

When you are finished, click "Save Changes" before closing the page.

Note that the User's profile page provide you with helpful information, such as recent logins.

Duplicating an existing user

It's often the case that the permissions being assigned for a new user are going to be the same or similar to an existing user. You can speed up the process of creating multiple users by easily duplicating from an existing user, either from the existing user's profile page...

...from your list of users (from the action cog on the right hand side of a user within the list)...

...or from the Permissions report (in the Administrator > Reports section)

Whichever method you use, selecting "Duplicate user" will create an exact copy of the user being duplicated from, including module permissions, user groups, site(s), and signature. Simply add the new user's username (and check the signature is correct) before saving the changes.

Keeping on top of the changes

Whenever an Administrator makes a change to a User's profile, a note of the change is recorded in the change log for that User. To view the change log, scroll down to the very bottom of the User's profile page in the Administrator section of your account, and select "Changes" from the "Recent Activity" section. The log includes the change date and time, the Administrator who made the change, and a description of the change(s) made.

To complete the audit trail, a change log is also recorded against the Administrator profile showing which user(s) they have added or deleted.

Reporting options for Administrators

The "Administrator" tab includes a series of useful reports specifically designed to help with administrating your church's users.

The "Communication" report allows Administrator see all of the communications (e.g. emails, sms, call, etc) that have been sent out to your church's Address Book contacts. The report includes the option to filter it's results by date-range, the method of communication (e.g. email, sms, call, etc) and the user who sent out the communication.

The "Logins" report allows Administrators see a list of login attempts made to ChurchSuite and ChurchSuite Connect. This includes: whether that login was successful, the username used and the length of the password that was entered, the device used and the IP address which the login attempt was from.

The "Password Security" report gives a summary of each user's password strength and when their password was last changed. You might use this information to request users increase their password security or change their password periodically.

The "Permissions" report displays a table of all the Module Access permissions held by the users on your ChurchSuite account. Administrators can also use this table to manage the Module Access permissions of each user within the account (using the action cog on the right hand side of each user listed). The report displays user permissions for the site being viewed. Using the multi-site selector in the top right hand corner of ChurchSuite you can filter the report to show all users for "All Sites" or all users for a specific site.

Reporting options for Users

The "User" tab includes it's own version of the "Communication" report, with the notable difference that it only displays the communications (e.g. emails, sms, call, etc) that have been sent out by the user that is accessing and not those of any other users on the account.

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