For churches or charitable organisations that operate over multiple sites, campuses or geographic worshipping locations, ChurchSuite includes a fantastic multi-site feature that allows you to assign people and other details within in your ChurchSuite database to a particular site.
In this article
Setting up your different sites
Assigning user permissions to a site
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 additional site and then assigning the user permissions for each site - without permissions your users will be unable to access your newly added site(s) and the data in them! Each ChurchSuite begins with one site. This article explains how to add additional sites and manage them.
To add a new site, head into the Administrator area and select the Profile section.
Scroll down the Profile page to the Sites section and click Add site.
On the Add site pop up, enter the Name of the site, optional site Initials (a short abbreviation), the Address and Postcode, and select a site Colour to distinguish your sites on location maps. Click Save before navigating away from the page.
Note how the list of sites can be re-ordered if you wish - either drag the Order number within the list, or click on any of the order numbers in the list to open a Reorder pop up.
You can return to the list of Sites at any time in the future to make changes to a site - select Edit from the Action menu on the right-hand side of a site in the list. Notice also the option to Edit location, which can be used to precisely set the map pin location for the site - the site location is used for ChurchSuite's Location reports.
Assigning user permissions to a site
Still within the Administrator area, switch to the Users section. For each User in turn select Edit from the Action menu.
Scroll down the User's profile page and locate the Sites section. Tick the various site(s) the user is to be assigned permissions for. Save your changes before navigating away from the page or moving on to the next user account. Repeat for each user in turn.
Having added site(s) and assigned user permissions, each user will be able to switch between viewing a specific sites or viewing either All Sites (if they have permissions for all your sites) or My Sites (if they have permissions for more than one, but not all, of your sites); changing sites is done by hovering the cursor over the Sites selector located to the right of the Administrator menu and selecting a site to view from the list.
For example, this User has permissions for each of the three sites of this three-site church, plus they have an 'All sites' option...
...however, this User only has permission for two of all the possible sites - they can view specific sites or 'My Sites' (which is all the sites they have permission for). In this context, the User is unaware of how many sites there are in total - they only know that there are other sites as they don't have an 'All sites' option.
Throughout ChurchSuite, viewing the various index lists in each module will display a Site column. In the following example from the Address Book > Contacts section, the Site column shows the site initials - 'MS' or 'Main Site' in this case - hovering your cursor over the site initials reveals the full site name. Switching from All Sites or My Sites to a specific Site will filter the list for people from just that specific site. This is true of every list, page or report in ChurchSuite - the results and content displayed always respect the site(s) currently being viewed.
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. Typically this would be the primary site where that person receives their pastoral care, perhaps where they are regularly attending, worshipping, giving, serving or participating.
It's worth noting that features, such as Flows, Tags and Key Dates, are not site-specific - they are visible across all of your sites - however a User will only see the contacts assigned to those features based on the site that they are viewing. So, for example, when viewing a Members Tag as "All Sites" they will see all members across all of your sites, but viewing that same tag as "Site A" will only list the Site A member contacts. This is the same with Flows and Key Dates.
Smart Tags can include a Site condition. 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" or "My Sites" and they will only see matching tagged contacts that meet the tag's site condition. For example, this tag matches Address Book contacts that are 'south site parents' - the tag's results can only be viewed when viewing as "All sites" or "My sites".
In the Giving module, giver profiles are assigned to the same Site as the underlying 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 assigned.
When a new giver makes a donation online through ChurchSuite Donate, the new giver profile is added to the default (first) site, as configured under Administrator > Profile.
When creating a new Ministry, or editing an existing one, you have the option to specify the Site to which the ministry belongs. Rotas derive their site from the site of the underlying ministry.
Ordinarily, only contacts within their own Site can be added as members of the ministry, however contacts are able to participate in the ministries (and therefore the rotas) of your other sites if you wish. While a User can always assign ministry members from any site they have user site permissions for, a simple Rotas module option determines whether ministry overseers can add member's from Just the ministry's site or All sites within the member-facing My ChurchSuite. Click Edit to make changes.
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 site-specific or you can create All Sites 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. While a User can always assign group members from any site that they have user site permissions for, a simple Small Groups module option determines whether group leaders can add member's from Just the group's site or All sites within the member-facing My ChurchSuite. Click Edit to make changes.
Within the Children module, a children/youth gathering needs to be created for each of your Sites. 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 group members of a gathering of another site. Attendance is recorded against each child contact for all the groups they attend, irrespective of the site of the gathering.
In the Calendar module you can specify which Site an 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 'specific site'. However, it is possible to duplicate an event for multiple specific sites - so you could have two identical events, one visible for Site A and Site C that is not visible to people in Site B.
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.
Within the Bookings module, you can specify the Site to which a Resource belongs. Resources can be site-specific or shared across All Sites. For example, if you have a clergy member responsible for funerals across any site, you could set that clergy member as an "All Sites" resource so that they can be assigned to funeral bookings created in any site.
When adding a booking, you will specify the Site for the booking.
Within the Planning module you can specify a Plan's site - Plans can be site-specific or shared across all sites.
If a Plan is linked to a Service, Event or Booking, the Plan will follow the same site settings of the linked item, as follows:
- When linking a Plan to a Service, the Plan site will be set to "All sites". While rotas and their underlying ministries are site-specific, Services do not themselves have a site. Typically a service will likely be a grouping of rotas from the same site, however, it's entirely possible and sometimes desirable to group rotas from multiple sites into a service. With this in mind, and to ensure the Plan's "people criteria linking" is able to detect the members of all rotas related to a service (regardless of those rota's sites), Plans linked to a Service will be added as "All sites". You can optionally edit a Plan's site and set it site-specific if you wish but be aware that the Plan's "people criteria linking" will not detect people from within rotas of other sites.
- When linking a Plan to an Event, the Plan site will be set to the same site(s) as the event - either a specific site or all sites.
- When linking a Plan to a Booking, the Plan site will be set to the same site as the booking - bookings are always site specific.
- When adding a Plan that is not linked to a service, event or booking, you can set the Plan's site - either a specific site or all sites.
Importing data into a multi-site account
Unless the Site is specified as a field within the incoming data being imported, contact data is always imported into the Site that is being viewed. So, for example, to import data into the "South" site, select "South" from the site selector and proceed with importing your data into the respective module(s) within that Site. If you are viewing as All Sites or My Sites, data will be imported into the first Site that was created on your ChurchSuite account.
You can use the Sites selector to change between different sites before you import data for each site.
A visual site avatar indicates the site currently being viewed.
Multi-site location reports
When viewing any of ChurchSuite's location reports as All Sites and My 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 locations to work correctly, you must specify the correct postcode/zip code for each Site in the Profile section of the Administrator area. In the event that the map pin location of your site address is not accurate, you can use the Edit location option...
...to drag the map pin marker to the correct position. Click OK to save the updated map pin location for the site.
Multi-site and My ChurchSuite
ChurchSuite's member-facing My ChurchSuite platform is also multi-site compatible.
Ordinarily churches and other organisations only want their members to be able to do a site-specific contact search and only be able to view the contact details of other members from their own site. However, a simple Address Book module setting enables a broader contact search to permit members to search across All Sites - click Edit to make changes.
When searching for members across "All sites" in My ChurchSuite, the member's site is surfaced in their contact details (subject to the member's privacy settings).
Please read this section carefully BEFORE deleting a site. Deleting a site is irreversible!
Sites, including site deletion, are managed in the Profile section of the Administrator area - select Delete from the Action menu for the site to be deleted.
When deleting a site, it will be helpful to first understand what happens to the existing module data related to the site being deleted.
Since site deletion has irreversible consequences, the User will be invited to select or confirm the site that existing site data is to be re-assigned, followed by an "I CONFIRM" confirmation. If there is only one site remaining, that alternative site will be pre-selected and all site-specific data will be re-assigned to that one remaining site.
If you do not want site data to be re-assigned - perhaps because you no longer wish to retain some or all of the data for that site - it must first be deleted within each module before deleting the site, as it may be harder to identify the deleted site's original data once it has been re-assigned and merged into another site's data.
When new sites are added to the system, a site ID for the new site is created within your underlying data. Your original/first site is always assigned a site ID of "1", subsequent sites will then be sequentially numbered. Even if you re-order your sites (perhaps so that site ID_1 is not first in your list of sites), the Site with ID_1 cannot be deleted - the "Delete" button is hidden for that site.
Where there is site-specific data, here's what happens in each module when a site is deleted: -
Address Book - Contacts (active, archived and pending) are re-assigned to the designated alternative site. No contacts or their associated data are deleted. Contacts continue to be linked to the spouse/partner and children.
Children - Children (active, archived and pending) are re-assigned to the designated alternative site. No children or their associated data are deleted. Gatherings, and their associated groups and historic session attendance are re-assigned to the designated alternative site. Visitors (Children > Reports > Visitors) are unaffected by a site deletion, even if those visitors were added because they checked in to a session for a Gathering that has been re-assigned. Children continue to be linked to their linked parent(s).
Attendance - all site-specific attendance categories, and the associated historic attendance data in those categories, will be re-assigned to the designated alternative site.
Calendar - all site-specific events (past and future) will be re-assigned to the designated alternative site. To avoid any confusion with the existing events of the alternative site, you may prefer to delete unwanted events, before proceeding with a site deletion. However, note that deleting an event will delete all associated event data, including tickets and payments/refunds, signups, invites and event check-in attendance data. You may also wish to consider any linked bookings and booking charges for those events too.
Small Groups - all site-specific groups (past, active and future) will be re-assigned to the designated alternative site. All historic group attendance is retained. To avoid any confusion with the existing small groups in the alternative site, you may prefer to delete or "close" unwanted small groups by adding a group end date, before proceeding with a site deletion. However, note that deleting a group will delete all associated group attendance data.
Rotas - all ministries (active and archived) will be re-assigned to the designated alternative site. To avoid any confusion with the existing ministries of the alternative site, you may prefer to delete, rename or archive unwanted ministries and rotas, before proceeding with a site deletion.
Giving - givers linked to contacts in the site being deleted (active and archived), along with all their associated donation data, pledges and gift aid declarations, will continue to be linked and will be re-assigned to the designated alternative site. As per HMRC rules, Gift Aid claims are site specific because they relate to the site of the giver who made the donations within the claim. Site-specific gift aid claims are therefore re-assigned to the alternative designated site of the corresponding givers, essentially maintaining the integrity of past claims made. Gift Aid claims are never deleted and are always retained in the list of claims within your Giving module.
Giving (UK only) - each site has its own Small Donations Scheme (SDS) giver profile, a "system" giver profile that gets added when a new site is added. When a site is deleted, if there are no donations linked to the SDS giver, it is deleted. If, however, there are donations linked to the giver then the SDS giver profile is not deleted, but is re-assigned to the designated alternative site and renamed e.g. Small Donations [site name] (Deleted]).
Bookings - bookings (past and future, active, pending and cancelled) are all re-assigned to the designated alternative site. Site-specific resources are also re-assigned to the designated alternative site. To avoid any confusion with your existing bookings of the alternative site, you may prefer to delete or set cancelled all unwanted bookings, before proceeding with a site deletion. However, note that deleting a booking will delete all associated booking data, including booking charges and payment-related data.
Planning - unlinked plans (past and future, draft and published) are all re-assigned to the designated alternative site. Plans that are linked to events, bookings or services continue to be linked to events, bookings and services and will inherit the alternative site selected for those events, bookings and rotas as explained above.
Administrator - site permissions for the site being deleted are removed from each user account.
- Smart Tags with a "Site" condition will break and need to be manually updated. Bear in mind that those smart tags may be being used for event and external link visibility restrictions in My ChurchSuite, and tag-syncing may be being used in your MailChimp integration (if applicable).
- When contacts, children and givers are re-assigned to a designated alternative account, the addition of all those new people will affect future site-specific reporting and those that may now be included in Smart Tag results. This may in turn have consequences on those being tag-synced in your MailChimp integration, resulting in new people being added to a subscriber list.
- Synced contacts in your Planning Center integration will continue to be synced.
- Users (and Administrators) who only had single-site permissions for the deleted site will no longer have any module access within ChurchSuite. While their login to ChurchSuite will still be authenticated and accepted, they'll be taken to an empty summary page. You should either delete (or archive) the user if appropriate, or update their account to have new site permissions.
- Address Book and Children module statistics (seen in the Statistics report in each respective module) are retained for the deleted sites.
- Any embedded ChurchSuite forms or pages on your website with site-specific embed customisation, including the Address Book embed, Small group lists and maps, calendar embed, and featured event embed - these will all break and will need to be re-embedded.
- My ChurchSuite access for re-assigned contacts is unaffected by a site deletion.
- Use of site-specific JSON feeds or API applications may also break and need to be updated.
- You may need to review and update your data protection policies and/or privacy notice to reflect any change of use of people's personal information resulting from that information being re-assigned to a new designated site. Remember, their personal data will be merged into a different site - essentially those people are joining a new data set, with the potential for their personal information to now be accessed by different users in ChurchSuite or visible to a different group of church members in My ChurchSuite. Under the GDPR, and depending on your DPIA and lawful basis/bases for processing, this may require the data subject's prior consent. You should seek professional legal guidance to see how a site deletion and re-assignment of "people data" affects your organisation.