Multi-site functionality

For churches that operate over multiple sites/campuses/locations, ChurchSuite includes a fantastic Multi-site feature that allows you to assign the contact and other details within in your ChurchSuite database to a particular site.

In this article

Setting up your different sites
Assigning details to a site
Importing data into a multi-site account
Multi-site location reports
Multi-site and My ChurchSuite

Setting up your different sites

The process of setting up your various sites is really simple - it begins with adding each site and then assigning the user permissions to each site - without permissions, no user will be able to access your newly added site(s)!

To add a new site, head into the Administrator menu and select the profile menu. Enter the name and address details of the site and specify a system colour to distinguish your site (this colour is used on certain reports, such as the Locations report > Click "Save Changes".

Scroll down the page, beyond the billing and contact sections, to the "Sites" section and click "Add site" right at the bottom of the page.

Next, you must assign user permissions to your site, otherwise no user, including yourself as an Administrator will be able to access the new site. Still within the Administrator menu, switch to the User's menu and for each user in turn, including your own Administrator profile, select "Edit user" and select the various Site(s) each user is to have permissions for.

Having now created your sites and assigned user permissions, each user will be able to switch sites, or view as "All Sites" (if they have all sites selected) by hovering the cursor over the "Sites" icon, located to the right of the Administrator menu, and selecting a site from the list.

Throughout ChurchSuite, when viewing as "All Sites", the index pages in each module will display a "Site" column in the tables. In the following example from the Address Book > Contacts index page, the site column shows the initials of the contact's site - 'MS' or 'Main Site' in this case - hovering your mouse over the site initials reveals the full site name.

Assigning details to a site

Address Book & Children module - contact details

Each module in ChurchSuite has multi-site functionality. This begins in the Address Book and Children modules, where a contact or child must be assigned to a site. A contact or child can only be assigned to one site. This would essentially be the primary site/campus where that person received their pastoral care or perhaps where they were attending/worshipping/giving/serving/participating.

It is worth noting that Flows, Tags and Key Dates are not site-specific. Instead, Flows, Tags and Key Dates are always visible across all your sites, however you will only see the contacts assigned to them based on the site you are viewing. So, for example, when viewing a Members 'Tag' in "All Sites" view you'll see all members across all your sites, but viewing that same tag as "Site A" only, will only list the Site A contacts in the results. This is the same with Flows and Key Dates

Smart Tags include a "Site" condition that can be added to the Tag. In order to create a Smart Tag with the "Site" condition, or to view the matching results of a Smart Tag with a "Site" condition, the user must be viewing the Tag as "All Sites. The nature of the "Site" and user permissions for a Site mean that a Smart Tag with a site-specific condition is not visible when viewing just a single site; it can only be viewed when "All sites" are selected - see our support article on Smart Tags for more details.

Address Book Connect and Address Book embed are both features of the Address Book module, enabling churches to deploy a newcomer 'connect' form at the Sunday information desk (Connect) or embedded on their website (Embed). In both features, the respective Address Book module options allow you to manage which site a new contact should be added to when a newcomer submits their details; either by specifying the site in the Address Book module options, or allowing the newcomer to select their site from the list you make available to them in the form. For Address Book Connect, here...

...or, for Address Book Embed, to create site-specific embed code to suit the web page the connect form is being embedded into.

Giving module

In the Giving module, linked giver profiles are assigned to the same site as the linked Address Book contact. For unlinked givers who do not have a corresponding contact in the Address Book, you can select which site the giver profile is to be assigned.

Note: For UK churches, multi-site functionality is not suitable for multi-site churches where each site has its own charity number and HMRC account for separate Gift Aid reclaims. If each site is a separate charity with its own Gift Aid reclaim, you would need a separate ChurchSuite account - the Giving module can only currently have one set of HMRC Online credentials.

Rotas module

When creating a new Ministry, or editing an existing one, you have the option to specify the Site to which the ministry belongs.

Ordinarily, only contacts within their own Site can be added as members of the ministry, however contacts are able to participate in the ministries/rotas of your other sites if you wish - by a simple module setting. In the Rotas module settings, there is the option to set whether rota members can be selected from "Just the ministry's site or "All sites" - see below.

Small Groups module

When creating a new Group, or editing an existing one, you have the option to specify the Site to which the small group belongs. Small groups can be either site-specific, or you can create 'all site' groups.

Ordinarily, only contacts within their own Site can be added as members of the group, however contacts are able to participate in the small groups of your other sites if you wish, by a simple module setting. In the Small Groups module settings, there is the option to set whether group members can be selected from "Just the group's site or "All sites" - see below.

Children module

Within the Children module, a children/youth group structure needs to created for each of your sites. The site is specified when adding a Gathering. Groups added to the site-specific Gathering belong to that site. While a child contact is primarily assigned to one site, they can still be added as a group member to the Gathering of another site. Attendance is recorded against each child contact for all the groups they attend, irrespective of the site of the Gathering.

Calendar module

In the Calendar module you can specify which site the event belongs to. Currently it is not possible to create events that exist in more than one site - an event can either be 'all sites' or a 'specific site'. It is possible though to duplicate an event for multiple sites - so you could have two identical events, one for Site A and Site C that is not visible to contacts in Site B.

Attendance module

You will create site-specific attendance categories for each of your Sites.

Then, when entering each week's attendance data, you will specify the date and site of the data, adding a separate set of data for each site and for the categories of that site.

Bookings module

Within the Bookings module, you can specify the site to which a resource belongs.

Importing data into a multi-site account

Unless the Site is specified as a field in the incoming data to be imported, contact data is always imported into the Site that is being viewing. So, for example, to import data into your "UK" site, select "UK" from the list and proceed with importing your data into the respective module within that Site. If you are viewing as "All sites", data will be imported into the first Site that existed on your ChurchSuite account.

You can use the "Sites" menu to change between different sites before you import data for each site. A visual indicator of your current site is shown in the very top right-hand corner of your browser window.

Multi-site location reports

When viewing any of ChurchSuite's location reports in "All Sites" (E.g. "Address Book" > "Reports" > "Locations", each site and its respective contacts are shown in a different colour on the map view. Up to five different colours (red, blue, green, orange, yellow) can be shown, so each site will show in its own colour.

For multi-site churches with more than five sites, the colours will cycle again. Regrettably this limit is beyond our control and is a limit imposed by the map integration we use. It is not possible to assign custom colours to sites - this functionality is assigned by the map integration we use - colours are assigned in order, red, blue, green, orange, and yellow.

Note: For multi-site locations to work correctly, you must specify the correct postcode/zip code for each Site in "Administrator" > "Profile".

Multi-site and My ChurchSuite

My ChurchSuite, the member-facing side of your ChurchSuite account, is also multi-site compatible.

Ordinarily churches only want site-specific contact search so that site members can only search and view the details of other church members from their site. However, in the Address Book module settings, it is also possible to broaden contact search to "All Sites". Note that it is not possible to search combinations of sites e.g. Site A and Site C but not Site B - it's either the contact's own site or all sites.

To change the My ChurchSuite "Search for Others" site search settings, head into your Address Book module settings and select the My ChurchSuite tab. In the "Settings" section, the last setting is to allow contacts to search just their own search or all sites. Save your changes before navigating away from the page.

When searching for contacts across "All sites" in My ChurchSuite, the contact's site is shown in their contact details - see example below "Main Site".

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