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Configuring User Accounts

The second item in the Settings menu is for configuring User Accounts. If you are logged in as an Administrator, then you will be able to view and change permission settings for each user account, as well as create new user accounts. Non-administrators will be able to update their email address and password, but not make changes to their own permissions. To help keep your ChurchTrac Online account secure, we recommend that every person who uses ChurchTrac Online have their own user name and password. The user name and password used determines which areas of the application are accessible to that user. Only the Administrator is authorized to create new users and set and/or edit access permissions.

Note: The permission options under User Accounts take precedence over a user's selected preferences. For example, if a user's permissions prohibit him from accessing the Giving screen, the user's preference option to show the Giving screen tab will have no effect.

There are several sections on the User Account window. The top portion is called "User Permissions". This controls which areas and features in the program that the current user can access. By unchecking a box in this section, you will prevent the user from accessing that screen or feature. The second section determines the user's privileges. For example, this is where you determine if a user is an Administrator or not, and whether they are permitted to add names to the database, delete data, etc.

As an Administrator, you cannot uncheck the Administrator box on your own user account. Only another Administrator can make a change to this setting.

The third section under User accounts is the Smart List section. This allows you to control which Smart Lists, and therefore which names in the database that this user has access to. By default, the user will have access to all Smart Lists and all names, but you can restrict a user to only having access to one or more Smart Lists.
The bottom section controls the Permission level of the user. This is used to determine what "level" of content the user has access to. For example, you may have a Note Category that is configured as "Pastors only". To view those notes, the user account would have to have a permission level of Pastor. If the user account is set to anything else, such as Leadership, then any "Pastors only" notes would not be visible to that user. You can set permission levels on User Defined fields and Calendar events, as well as Note categories, to control which users can access and view the content of these items.

Creating a New User

Administrators can click the "Add User" button on the User Accounts screen to create a new user. It is recommended that you enter a User Name that will uniquely identify this user, such as the person's first name. Then enter their email address and click the "Add This User" button. creating a new user
ChurchTrac Online will confirm that you have successfully added a new user and create a temporary password required for that user to log in. Write this password down to give to the user for their first-time login, OR you can click the box to have ChurchTrac Online send the new user an email with the temporary password.

Note: Whenever a new user logs in for the first time, they will be prompted to change their temporary password and accept the application's Terms of Service.

When a new user is created, you should immediately configure access permissions and privileges to a level appropriate for this user.