In your ChurchTools you can set that each employee can only see what he really needs for his collaboration. Or even more than that. How much exactly depends on your church and varies individually from church to church.

In this article we’ll introduce you to two contrasting concepts for permissions management and their characteristics, so that you have a basis to make a decision for your ChurchTools. Both concepts can be used privacy compliant with the settings you make individually.

We do not recommend one or the other, but advise you to check for your church which of the two concepts, or any measure in between, suits your church and can be responsibly used.

Open concept – everyone sees and is allowed to do a lot #

If you base your permissions management on a more open concept, you give the very broad properties like status and group type far-reaching permissions for the visibility of data and authorize fewer small groups of people via individual groups. This means that many users can see a lot of data and use many functions in your ChurchTools.

Characteristics of the open concept #

• The permissions management has a rather simple structure and is not as detailed. It provides a good overview.
• Many users can contribute and organize independently and on their own responsibility. This way, a lot of responsibility is shared among many people.
• Contact persons are clearly visible.
• With ChurchTools, those who are responsible can keep track of the many areas and teams in the church.
• The gifts of many people can be contributed in a targeted and efficient manner.
• There are fewer waiting times, e.g. for booking requests, calendar entries or event planning.
• People can easily network with others in the church.
• If someone drops out, it is easier to fill in for a smaller area or fill in for a new person.
• Many staff members need to be introduced to ChurchTools and trained in its proper use.
• Mentoring and guidance are important in the beginning.
• With more responsible users, mistakes can happen more often.
• Many agreements and coordination are necessary, since many responsible people work together.
• The available functions and visible data may be more confusing for the individual user.

Narrow concept – everyone can only see and access what they actually need in their area of responsibility #

If you base your permissions management on a rather narrow concept, you assign fewer permissions for the visibility of data to the rather broad properties like status and group type and rather authorize smaller groups of people via individual groups. Meaning that many users in your ChurchTools will see little data and are able to use fewer features.

Characteristics of the narrow concept #

• Fewer people are in charge of the process, sources of error are minimized.
• Fewer employees need to be trained in the use of ChurchTools. Guidance is not needed as much.
• Agreements are reached more quickly because the circle of responsible people is smaller.
• The implementation of individual tasks can be more time-consuming, since fewer employees are active in ChurchTools.
• The available functions and visible data are clearer for the individual user.
• Permissions management can be very complex and small in structure. It offers less overview.
• More sensitive areas, e.g. the financial area of the church, can be more narrowly authorized.
• Fewer users can contribute and organize more independently and on their own responsibility. This leaves a lot of responsibility on a few people.
• Actual responsibilities may not be immediately clear if something has been delegated outside of ChurchTools.
• Fewer people are contributing their gifts.
• In the event of a failure, a large part of the responsibility is immediately lost.
• There can be waiting times for administrative tasks.