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.

You must first enter your ministry's physical address in order to create user accounts. This can be done by going to: Settings Admin Settings Your Church Info. Since we send an email to your new users, we need your mailing address to include in the email footer to comply with spam laws in some countries.

ChurchTrac works best when every person on your team has their own user account to login with the software. To help keep your ChurchTrac account secure, we recommend that every person who uses ChurchTrac 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, set, and/or edit access permissions. Please remember to have the user's email address readily available when creating their account.

Creating a user account

To create a user account, go to:

Settings User Accounts Add User
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.

Managing user accounts

Once a user account is created, you can set their privileges as well as their role in the church. We do not recommend having more than two administrator accounts, as they will have access to everything within the software.

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.

Selecting permission level

Each user account will be given a permission level. By default, each user is set to the 'Leadership' level.

  • Pastor
  • Leadership
  • Office Staff
  • Volunteer

Selecting this level affects what the user can see or access regarding data in User-Defined Fields, notes, calendars, and task projects.

Keep in mind that each user can see data pertaining to their permission level, and below.

Smart lists and user accounts

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.

When you create User Accounts for each person in your leadership, you are giving them a powerful tool that will empower their ministry and help streamline your church communication.