4. Send My ChurchSuite invitations to your members
My ChurchSuite is the ideal way for members to stay connected to one another and stay up to date on all that’s going on in the life of your church or organisation. Through My ChurchSuite, members are able to update and manage their own personal details and those of their children, sign-up for events, join small groups, keep on top of the rotas they’re serving on and much more!
Access to My ChurchSuite is by an invitation initiated from your admin-facing ChurchSuite platform, so you can easily manage access to suit your context – some churches and organisations like to give early access to newcomers to help them integrate quicker, others prefer to wait until a person becomes better known. Whatever your preference, My ChurchSuite is a great tool for increasing engagement and integration, so don't delay too long!
Importantly, the My ChurchSuite user experience can easily be styled for your own church or organisation – your logo, colour style, custom menu names etc. – providing a familiar experience to your members, much like your website and communications. My ChurchSuite is accessible by invited contacts from any web browser or using our free iOS or Android apps available from the respective app stores.
If you have not yet enabled My ChurchSuite on your account, please first refer instead to the Activating My ChurchSuite article. If you have already activated My ChurchSuite and are now looking to send email invitations to get your members to use it, you're in the right place – read on!
In this article
My ChurchSuite and Under 18s
My ChurchSuite is only currently available for adult contacts in your Address Book module. For safeguarding reasons we strongly discourage churches from trying to circumnavigate this by putting children contacts in the Address Book module. Apart from potential safeguarding and data protection issues, those children will be prevented from participating in the other Children module functionality – like check-in, medical/additional needs/consents, groups and group attendance etc; or you will end up with duplicate children in two modules and risk having mismatches of personal data between the two child profiles.
Customising the My ChurchSuite invitation email
The My ChurchSuite invitation email can be customised. It's located in the Presets section of the Administrator area of your account. Customising the message content is a great way to introduce the recipient to My ChurchSuite and why you're inviting them to have access! Use the 'search' option to filter long lists of presets to find the one you're looking for - it's called My ChurchSuite Invitation. Select Edit from the Action menu.
When editing the My ChurchSuite Invitation preset be sure to leave the ::my_registration_link:: merge field in the content of the email (when your account is created, you'll find this as a hyperlink behind the 'Go To My ChurchSuite' button) – without the merge field present the system will not be able to generate and embed the each recipient's unique 'access link'. The ::contact_details:: merge field is optional. Note that My ChurchSuite invitations can be sent in one of the two ways outlined in this article - attempting to send the My ChurchSuite Invitation preset by any other method will result in the email not containing a valid registration link for the recipient.
As mentioned, you may prefer to include a stylised button, hyperlinked to the merge field via the 'link' icon when composing your email, to direct people to their invitation to set a password for My Churchsuite. Using the merge field directly in the message will work, but can lead to long and 'unruly' URL's being displayed that don't look so clean and professional.
Allowing My ChurchSuite login
You have complete control over each person's access to My ChurchSuite. Before sending My ChurchSuite invitations you must first check that the intended recipients have Allow My ChurchSuite login enabled on their contact profile - it will show in green text if enabled and grey strikethrough text if disabled. Select Edit to make changes to individual contacts.
You can use the Communication Options report – in the Address Book module's Reports section to change this setting for multiple contacts. See the related support article for further information on making bulk changes to My ChurchSuite, Privacy and Communication settings.
Sending an individual invitation
To send an individual invitation head into the Contacts section of the Address Book and click on the name of the contact you wish to invite. While viewing the contact's profile, hover your cursor over the My ChurchSuite button and select Send invite from the drop-down menu. An email address is required in order for people to access My ChurchSuite – not only is the invitation sent to an email address but the email address is used by the member to log in.
Unable to see the My ChurchSuite drop-down button shown above? My ChurchSuite probably isn't activated on your account after all – please refer to Activating My ChurchSuite support article.
The sent invitation email is logged in the contact's sent Communication log located at the bottom of their profile page. The email also contains a summary of the person's contact data, asking them to update any incorrect details once they've logged in. Here's an example...
Couples with shared email addresses
My ChurchSuite can be accessed individually by couples who share the same email address. While their login email address will be the same their passwords must be unique. Follow the above instructions for sending each partner/spouse a My ChurchSuite invitation email – the invitation emails are personalised. Each partner/spouse can respond to their own email in turn, clicking their personal email link that allows them each to set up their own unique password.
Now, when logging in, My ChurchSuite is able to determine which partner/spouse is logging in based on their shared email address and unique password, ensuring the correct contact profile and My ChurchSuite content is presented. Passwords cannot be shared by couples with the same email address as the system will be unable to distinguish who is logging in!
When a recipient clicks the link in their invitation email they are taken to the My ChurchSuite registration page in their device's browser where they'll first need to enter a new password. App users will also need to complete the My ChurchSuite registration before they can log into a My ChurchSuite profile in their app.
While the link in a My ChurchSuite invitation email never expires (as long as "Allow My ChurchSuite login" is enabled), each My ChurchSuite invitation email can only be used once – once the link has been used to register and set up a password the invitation ceases to be usable and can be safely deleted. Members may find it helpful to 'bookmark' the My ChurchSuite login page in their browser – login.churchsuite.com
After completing the registration process the registered member is taken to their Home page within My ChurchSuite.
Sending a group invitation
To send My ChurchSuite invitation emails to an entire grouping of contacts or maybe even to all your contacts, navigate to the Communication section of the Address Book module. At the top of the page, select the contacts that you want to invite to My ChurchSuite – either "All contacts" (Select all), a manual selection of contacts or a grouping of contacts in one or more Tags.
Next, at the bottom of the Communication page, locate the shaded box that says My ChurchSuite. Clicking the Send My ChurchSuite emails button will send the email invitation out to the contacts you have selected.
Note also the +OPTIONS – you can optionally select to Exclude contacts already invited.
You can also use this method to send a Details Reminder email rather than an Invite...
The only difference is that you need to click the +OPTIONS button and then select Details Reminder from the Email type drop-down before you click the Send My ChurchSuite emails button.
Managing your My ChurchSuite invitations
In addition to the Recent Logins and Inactive Contacts reports located within the Address Book module's Reports section, we've also provided some useful Smart Tag conditions to help you monitor and manage the My ChurchSuite usage of your members. See the related support article for further information on creating Smart Tags.
Located in the list of field Options for the Address Book Module are options for Has My ChurchSuite Login (i.e. has Allow My ChurchSuite Login enabled), Invited to My ChurchSuite and Last logged in.
Using these conditions you can create Smart Tags with conditions that identify Address Book contacts who have/haven't been sent a My ChurchSuite invitation or those who have/haven't last logged in to My ChurchSuite in the past X month(s).
For example, with a Smart Tag that has a condition for Invited to My ChurchSuite = 'No', you could then use it to filter the Address Book module's Communication Options report to identify contacts who have yet to be invited to participate and bulk-update their Allow My ChurchSuite Login settings in preparation for sending them invitations.
Similarly, you might create a Smart Tag that identifies Invited to My ChurchSuite = 'Yes' AND Last logged in = 'Never' to see who has never responded to your My ChurchSuite invitation – perhaps to send them a reminder.