Users And Roles

The subjects on this page only apply to an Admin. Only the Admin can assign Roles. And only an Admin who also has Finance can assign the Finance role. If your database does not have any of the roles listed below, you can add it to your database. Here's how:

• Go to the Manage Users page
• Scroll to the bottom
• Type the name of the role just as you see it in the list
• Click Create New Role
• Clear the cache (under Admin menu)
• Now the role is ready to be assigned to users

Every BVCMS User must be assigned a role or multiple roles depending on their responsibilities within BVCMS and every user must already be in the database.

Create a New User

1. Go to the person's record
2. Make sure they have a good email address
3. Click on the System tab and then the User tab
4. Add New User
5. Select the necessary roles 
6. Click Save and Send Welcome Email
   • This will send an email to the new user with their username and a link to set their Password.

Adjust roles for an existing user

Go to the person's record, choose System tab, then choose User tab.

Click on the username which will bring up a dialog box. You can check the boxes for the roles they need and then click Submit. You can change their password here too. See below for a discusson of the various roles.

Role Definitions

There are some roles that should be mentioned on the front end: Access, OrgMembersOnly and OrgLeadersOnly.

• Access:
  The one role common to all users is the Access role. This gives the user the ability to log in to and see information on BVCMS. This role is assigned to everyone who has a user account on BVCMS, regardless of whether they are Staff or Laity.
• OrgMembersOnly and OrgLeadersOnly:
  These roles are assigned (in addition to the Access role) to all non-staff BVCMS users. These are normally the lay leaders in the church - such as Teachers, Deacons, In-Reacher Leaders, etc. Unlike other roles which give privileges, these roles actually limit the user's privileges. Depending on which of these two roles is assigned, the user can access (view) only the records for those people who are enrolled in organizations of which this user is a member or organizations in which he is a leader. See the article Lay Leaders for a full explanation.

For example: Suzy teaches a ladies Bible Fellowship class, is enrolled in the Adult Choir, and is a member of a discipleship group. If she logs onto BVCMS, goes to People Search and presses Search (without any filters), the only people that she will see listed are the following: members of her ladies class, members of the choir, and members of her discipleship group. Suzy can look at the People Records for all of these people because they have something in common - enrollment in a common group. She cannot, however, view any contributions (this is reserved only for those with the Finance role), nor can she view the records for family members of those enrolled in her organizations.

Note: Some organizations are set as 'unshared' which means that anyone with the role OrgMembersOnly cannot access the members of those groups even if they are members themselves. This is for groups that are confidential in nature - like Overcoming Abuse or Dealing with the Death of a Child.

Below is a list and summary of the available roles:

• Access - Gives 'view only' access to the most basic information on all people records (unless paired with OrgMembersOnly - see above). Confidential pages such as Contributions and Volunteer approval Forms are not accessible.
• Admin - Gives a user rights to the Admin menu; to create users and assign roles; move and delete people records; delete organizations; administer database settings.
• Administrator - Special purpose role to administer the GODisciples site, not related to the church management site.
• AdvancedTask - Obsolete.
• Application Review - Gives user rights to upload and to view the volunteer form on the volunteer tab of a person's record as well as to view and edit the notes on that tab as well.
• Attendance - Gives user rights to record attendance for organizations, add visitors to a meeting,create new people records for new visitors,  join visitors to the organization, drop organization members, change organization members' member types within the organization, assign organization members to small groups (but not to create small groups).
• BlogAdministrator - Special purpose role to administer the blogs on the GODisciples site, not related to the church management site.
• Coupon - Gives users rights to create coupons to be used for those who make cash or check payments for on-line registrations (see on-line registrations for further explanation).
• Developer - Only relevant to developers.
• Edit - Gives user the right to makes changes to the Basic tab, but not Membership. Gives rigths to schedule emails.
• Finance - Gives user rights to view and post individual contributions, run contributions reports, create bundles, etc.
• ManageGroups - Gives user rights to create, rename, and delete small groups in organizations.
• Manager - Gives user rights to the Merge Controller - to merge basic info.
• Manager2 - This allows the Admin to let someone with this role as well as the Manager role to be able to use the Merge/Delete button on the Merge Controller page without having to give them Admin role.
• Membership - Gives user rights to edit the membership tab of a person's record as well as to enter/edit the deceased date on a person's basic tab.
• NoRemoteAccess - Prevents users (staff) from accessing BVCMS from off-campus Note: This will apply only to Bellevue users.
• OrgLeadersOnly - Prevents users from accessing any record except those of people enrolled in organizations in which the user is a Leader (see Lay Leaders article for full explanation of this and the OrgMembersOnly role)
• OrgMembersOnly - Prevents users from accessing any records except those of people who are enrolled in organizations with the user.
• OrgTagger - Gives user rights to assign main divisions on the organization search page.
• ScheduleEmails - Gives user rights to schedule emails. A user with OrgLeadersOnly can be assigned this role without having Edit and still schedule emails.

Roles are added based on the specific job requirements. Remember, all users must have the Staff role. Only those who need it to perform their jobs should have the Finance role. Those with Application Review have access to possibly confidential volunteer applications.

Job Position Examples

Here are some examples of the roles that might be assigned to an individual in a specific job position.

• Secretary/Administrative Assistant:
  • Access
  • Edit
  • Attendance
  • Manage Groups
• Financial Secretary/Cashier:
  • Access
  • Edit
  • Finance
• Minister:
  • Access
  • Application Review
• Ministry Assistant:
  • Access
  • Edit
  • Attendance
  • Application Review
• Teacher/Lay leader:
  • Access
  • Org Members Only
• Small Group Leader:
  • Access
  • Org Members Only
  • Attendance
• Discipleship Lay Leader:
  • Access
  • Org Members Only
  • Manage Groups