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 Help Topics / Settings & Automations / ChurchTrac User Accounts

ChurchTrac User Accounts

Adding more users to your ChurchTrac account gives your church leaders access to the tools they need to manage their ministry. However, it's important to control who has access to the data in your church management software.

  • Initial Setup
  • Creating a User Account
  • Managing User Accounts
  • Smart Lists and User Accounts
  • Audit Trails

Initial Setup

Before adding any user accounts, you must first enter your ministry’s physical mailing address. This is required because ChurchTrac includes your address in the footer of user invitation emails to comply with international spam laws. To do this, go to: Settings Admin Settings Your Church Info.

Once your church info is saved, you can begin creating user accounts.

ChurchTrac supports unlimited users at no additional cost, so your entire team can have individual logins. While there is a soft limit of 10 users to start, our support team can increase that limit at no cost; just reach out if you need more.

User Accounts vs. Admins

Each person who needs access to ChurchTrac should have their own user account, rather than sharing accounts. That way, you can manage permissions more effectively and track activity when needed.

There are two types of users in ChurchTrac:

  • Administrators have full access, including the ability to add users, manage permissions, and access Admin Settings.
  • Standard Users can log in and use the features assigned to them, but cannot make changes to permissions or view Admin Settings.

To make someone an administrator, an existing administrator must first create their user account. Once the account is created, the admin can edit that user’s permissions and enable the “Administrator” toggle.

Add a new user to your church management software
We recommend assigning at least two administrators, so someone always has access if the other is unavailable.

Creating a User Account

To create a user account, go to:

Settings User Accounts Add User Add a new user to your church management software
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. There are four main sections for user privileges: General/Connect, People/Families, Events/Worship, and Giving/Accounting. Each section has different options for setting user permissions.

General/Connect

Projects: Projects available only to selected users are shown below. You can specify which projects this user can view and edit. Learn more about Project Permissions ›

Managing User Privaleges in the church management software

People/Families

Note Types & User-Defined Fields: Note types available only to selected users are shown below. You can choose which fields this user can edit and view, as well as assign access to specific user-defined fields. Learn more about Note Types and User Defined Field Permissions › Managing User Privaleges in the church management software

Events/Worship

Calendar: Events available only to selected users are shown below. You can designate which calendar this user can edit and view. Learn more about Calendar Permissions ›

Managing User Privaleges in the church management software

Giving/Accounting

Permissions related to financial records and contributions can be assigned based on access needs.

Managing User Privaleges in the church management software

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.

Smart List Permissions for users in the all-in-one church management software

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.

Smart List Permissions for users in the all-in-one church management software
Need to See This in Action?

Watch our Pro Tip video on how to let your small group leaders use the ChMS

Watch now ›
 

Audit Trails

The Audit Trail is a detailed account of each time a user has logged in, the IP address they logged in from, records that were added, records that were deleted, updates to records and more.

ChurchTrac keeps an Audit Trail for each user. Audit Trails help provide accountability and transparency for what each user is doing within ChurchTrac.

To access a user's Audit Trail, navigate to the Settings Screen and select the "User Accounts" tab. Select the user you would like to audit and select "Audit Trail."

You can audit user activing in the church management software

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.

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