Departments

A Department is a way to organize your Groups that belong together. The Department admin privilege is a great way to provide a user with access to update Groups but just within the Department that he/she serves.

If you have the Complete Package of Pushpay ChMS (previously CCB), you can also decide on whether your Departments are church-wide or just for one Campus. By making a Department church-wide, you can have 1 admin person manage all the Groups across all Campuses, but you can also make a Department for each Campus and therefore limit who can manage each Department to just the people on that Campus. The choice is yours for how your church functions.

Who can Change Group Leadership?

• If you are the Master Administrator or have Edit Departments admin privileges you can edit, create or remove Departments.
• To add Group to a Department you must be the Master Admin, Group Admin, Department Admin.
• Complete Package - Directors and Coaches can add Notes about any Group Leader in their Department. Directors can also add Notes about any Coach in their Department.

Here is a breakdown of how Pushpay defines Group Leadership and what privileges come with the role.

Single Group Leadership Definitions

Most of your Group Leaders only need to be a leader of their Group to have all the access they need to manage and maintain a healthy Group in your site. There are a few titles directly associated with the Group Leadership roles:

Main Group Leader

Every Group will have one Main Group Leader. Leadership privileges can be set within the individual Group settings. This person's name is listed as the contact of this Group if using the Public Search. This person is also the default for Event organizer or Needs coordinator unless changed.

Their privileges include:

• View their Groups & leadership and Participants.
• Any privilege given to Group Leaders in the Group settings.
• Approve requests to join the Group.
• Add/remove/invite Group participants.
• View/create/edit/delete Group Events.
• Invite and add guests to Events.
• Receive RSVP notifications from guests.
• Manage guest lists and edit invitation settings.
• Print mailing labels or name badges for Event guests.
• View/edit/record Event summaries (including attendance).
• View/create/edit/delete Group Messages.
• View/create/edit/delete Group Needs.
• View/create/edit/delete Group Files.
• With Group settings permission edit basic and address tab of Group participants.

Assistant Group Leader

There is no limit to the number of Assistant Leaders a Group can have. The Group Leader privileges assigned in the Group settings are the same for Assistant Leaders as Main Group Leaders.

Directors and Coaches

Directors are responsible for the Coaches and Group Leaders they have been assigned. Directors have the same access to these Groups as their Coaches and Group Leaders. Coaches are responsible for the Group Leaders they have been assigned. Coaches have the same access to these Groups as their Group Leaders. This access is based on the Group Leader privileges set by the Group or Department Admin. In addition, Directors and Coaches can leave Notes about their Coaches and/or Group Leaders, email their Coaches and/or Group Leaders and the members of their Groups, and view Event summaries for their Groups.  Coaches can only be responsible for Group Leaders, not other Coaches.

• Directors and Coaches are additional Leadership roles within your Groups. They have the exact same privileges as the Main Group Leaders and Assistant Leaders have.
• Directors have the additional ability to leave Notes on Coaches, Main Group Leaders and Assistant leaders. They can also communicate with all the coaches and Group Leaders they direct.
• Coaches have the additional ability to leave Notes on Main Group Leaders and Assistant leaders. They can also communicate with all the Group Leaders they direct.
• There are a few supporting roles among the Group tools that Group Leadership can "hand-off" to Group members.

 

Multiple Group Leadership Definitions

Master Admin

There are a few responsibilities unique to the Master Admin, at least by default. The Master Admin can basically do anything that can be done in the software. It's probably easier to talk about what the Master Admin can't do.

The Master Admin cannot...

• View other people's passwords.
• View/edit Only Me privacy level Notes created by other people (Complete only).
• View/edit saved searches created by other people that haven't been shared with them.

Unless you're talking about the Communications, Media, IT, or Administrative Department, the person at the top of the leadership structure is probably not going to be your Master Admin, but don't worry! There are still many different ways to give people what they need to be able to work in the software.

Campus-Specific Privileges

These are privileges you can assign to people to give them abilities across an entire Campus, or if you're a single-campus church, for your entire church.

Department Admin

• Add Groups not in a Department to their Department.
• Communicate with Department participants.
• Edit Group participants in any Group in their Department.
• View/edit/create/delete Groups in their Department.
• Create Events for the Groups in their Department.
• Assign coach and director roles for the Groups in their Department.
• Also can perform same functions as Group Leaders for their assigned Groups such as create Events and send Group Messages.

Limited Group Admin

• View any Group on their Campus.
• View reports available in the context of a Group. 

Full Group Admin

• Edit Group participants in any Group on their Campus.
• Approve requests to join any Group on their Campus.
• View/edit/create/delete Groups on their Campus. 

Adding or Removing Department Admin

Privilege Restriction: To add a Department Administrator, you must be the Master Administrator or have Full Group Admin Privileges.

1. Click on Groups from the left navigation menu.
2. Click on the Departments tab.
3. Select the Department where you want to add the Department Admin.

Adding Department Admins

1. Click Groups in the left navigation menu.
2. Click the Departments tab.
3. Click the name of the Department you want to add Admins to.
4. In the Department Admins tile, click the + Add button.
5. Type the person’s name and select the Profile to add. Repeat this step until all the Admins are selected.
6. Click the Add button.

Removing Department Admins

1. Click Groups in the left navigation menu.
2. Click the Departments tab.
3. Click the name of the Department you want to remove Admins from.
4. In the Department Admins tile, hover over the person’s name.
5. Click the Remove button.
6. In the confirmation modal, click the Remove button.

The individual will disappear from the Department Admin list and will no longer have access to this Department.

Changing the Main Group Leader

Privilege Restriction: You must be a Full-Group Admin, Master Admin, or Department Admin.

1. Click on Groups from the left navigation menu.
2. Search for and choose the Group you wish to change the main Group Leader.
3. Then select Group Actions.

4. Click Edit participant list.
5. Choose Change the main leader to bring up the search window.

6. Begin typing the name of the person in the search box and select the correct name when it appears in the list. The individual does not need to be a member of the Group.

Adding or Removing Assistant Group Leaders

To make an individual an Assistant Group Leader they must be a member of that Group.

Privilege Restriction: You must be a Group Admin, Master Admin, Department Admin, or Main Group Leader to change Group Leadership.

1. Click on Groups from the left navigation menu.
2. Search for and choose the Group you wish to add or change the assistant Group Leader.
3. Then select Group Actions.
4. Click Edit participant list.
5. Check the box next to the names of those you will be making Assistant Leaders, then choose Assistant Leader from the If checked, set Group status to... pulldown options.
6. Click OK.

Adding Multiple Assistant Group Leaders

To add multiple assistant Group Leaders you will repeat the steps of adding an assistant Group Leader, just click multiple names and click 'Ok' to make changes.

Remove Assistant Group Leaders

To remove an assistant Group Leader you will repeat the steps of adding an assistant Group Leader but you will uncheck the name and click 'Ok' to make changes.

Adding, Removing, or Changing the Director or Coach

Privilege Restriction: You must be a Department Admin, Master Admin, or have Full Group Admin Privileges.

1. Click on Groups from the left navigation menu.
2. Search for and choose the name of the Group where you want to remove/change the Director/Coach.
3. Click Group Actions.
4. Select Edit Participant List.
5. From Actions select Change or Remove Director/Coach.

5. Type the name of the person you want to add and select the name.

 

Note:

• This how-to is for MyAwaken Department Admins; Master Administrator; Directors; Coaches and Group leaders only. 
• Only Ministry Director / Supervisor can issue access request to Tech Team via support ticket system. Please talk to your supervisor first for access in MyAwaken.