Re-Post: A Guide to Planning Center Online Permission Levels

Throughout the month of April I am taking a break from writing in order to focus on other things.  As a result I am re-posting some of my most popular articles.

Planning Center Online (PCO) is a powerful resource for churches, but it can also be complicated.  Permission levels is one of those potentially confusing features.

PCO provides multiple permission settings for each person.  For instance, if your church is like ours, several ministries use PCO.  At our church Worship Ministry, Children’s Ministry, and Student Ministries use PCO.  As a result every person has four permission settings:

  • Site Permissions
  • Children’s Ministry
  • Student Ministries
  • Worship Ministry

The other day I noticed that our setup of PCO had 10 people listed as Administrators at the Site level, which is inviting disaster to camp out on your doorstep.  I have since adjusted permission levels accordingly.

Let me share my reasoning with you.

Several years ago I was editing categories for my people on PCO and I decided that a particular category was incorrect – not matching across the program.  I deleted it.  Then I found out that I had just deleted all of the activity under that heading throughout my PCO history.  Oops.

Those are the kinds of things that can happen when someone has Administrator privileges and does not know what they are doing.  Needless to say, I am much more careful now, and I train people to watch out for those hiccups.

PCO provides four permission levels in addition to Administrator.  Here are the permission levels in PCO, with PCO’s own descriptions:

  • Scheduled Viewer: Can only view plans that they have been scheduled for and that the notification email has been sent.
  • Viewer: Can view all plans & songs.
  • Scheduler: Can view all plans & songs. Can edit & schedule people.
  • Editor: Can edit all plans, people & songs.
  • Administrator: Can change permissions for the service (templates & categories).

I find it helpful to think about the different levels this way:

  • Scheduled Viewer: Use this level if you want the person to only have access to song, plan, media and people information when they are scheduled for an event.  At all other times they will only be able to access their own personal contact information and calendar.
  • Viewer: A person with this permission level can always access songs and media, view plans, and see contact information for other people, whether or not they have been scheduled.
  • Scheduler: Use this level for volunteers who help you schedule people.  They can edit people information, but they cannot edit anything else.  In every other area they are at the same level as a Viewer.
  • Editor: Volunteers who help with service planning, people management, and song entry need this level of permission.  These people are only restricted from global ministry category and template editing, which is reserved for Administrators.

The Site level permission setting determines the default permission level for the person throughout PCO.  If a person is set as a Viewer at the Site level they will have Viewer privileges in every ministry.  If a person is an Administrator at the Site level they will have Administrator privileges in every ministry.

In order to manage these different levels of permission PCO also provides two other permission modifiers:

  • Disabled: User cannot login and is excluded from all emails and is not able to be scheduled.  This modifier is only used at the Site level.
  • Same as Parent: Will use the same permissions as the group above that service. If there is not a group above it, it will inherit the site permissions.  This modifier is only used at the Ministry level and is the default setting.

I recommend Scheduled Viewer as the default setting for every volunteer and guest artist.

If you have people who are Administrators, Schedulers, or Editors you will want to decide if you want them to have those privileges in every ministry or just one ministry If your answer is every ministry set the Site permission level to the proper setting and leave the Ministry permissions at Same as Parent.  If your answer is just one ministry, then set the Site permission to your default permission for everyone (in my case, that is Scheduled Viewer) and then give them the proper permission level for the specific ministry.  Then make certain the other ministry permissions are set to the default level as well.

Finally, if you have a volunteer who moves out of state and no longer serves in your ministry, DO NOT DELETE THEM from PCO.  If you do you will lose all of their serving history.  Simply change their Site permission level to Disabled.  Their name will disappear from the People contact page but will remain in the history.  If you ever need to pull them back up you can go to the upper left hand side of the People page and select “View disabled accounts.”

A few important comments from Aaron Stewart, Product Manager for Planning Center Online:

Permissions are also what give people access to the main top tabs (Plans, Media, Songs, People). If you set a site or ANY permission to Viewer, those people can now access everything on the songs tab, the media tab, and the people tab. They can listen to and access any files and get to other people’s contact information. For this reason, we generally recommend you leave the site permission set to Scheduled Viewer unless you really want the person to access everything in all the other tabs.

From a song copyright standpoint and a people privacy standpoint, it’s usually not ideal to give this access to your regular volunteers. There is a way for you to change a master site setting so that Viewers can’t see the people page, but they will still be able to get to the song and media pages.

What strategy do you use in handling PCO permission levels?

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