4. Send My ChurchSuite invitations to your members
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/special 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.
The My ChurchSuite invitation email can be optionally customised. It's located in the Presets section of the Administrator area of your account. Customising the email content is a great way to introduce the recipient to My ChurchSuite and why you're inviting them to have access!
When editing the My ChurchSuite Invitation preset be sure to leave the ::my_registration_link:: merge field in the body content of the email – without this the system will not be able to embed the unique 'access link' for each recipient being invited. The ::contact_details:: merge field is optional.
Note: 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.
To send a My ChurchSuite invitation email contacts must have Allow My ChurchSuite login enabled so that it shows in green on their contact record.
You can use the Communication Options report – in the Address Book module's Reports section to alter 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 in the Recent Activity section 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...
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 logged in based on their email address and password; ensuring the correct contact profile and My ChurchSuite content is presented. Passwords cannot be shared as the system will be unable to distinguish who is logging in!
When the recipient clicks the link in their invitation email they're taken to the My ChurchSuite registration page where they'll first need to enter a new password.
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 entire groups in your church or organisation, or maybe even to all your members, 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 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.