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.

If you are an Administrator of your ChurchTrac account, you will be able to manage permission settings for each User Account, as well as add new users. Non-administrators can update their email address and password, but not make changes to their own permissions.

You must first enter your ministry's physical address 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.

Why add more users in ChurchTrac?

ChurchTrac works best when every person on your team has their own user account to log in with the software. To help keep your ChurchTrac account secure, we recommend that every person who uses ChurchTrac have their own username and password. The username and password determine which areas of the application are accessible to that user.

Only the Administrator is authorized to create new users 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 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 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.

Managing User Privaleges in the church management software

Selecting permission level

Each user account is assigned a permission level that determines which user-defined fields, calendars, notes, and task projects are visible to that user. By default, each user is set to the 'Leadership' (the second highest permission) level.

Pastor (highest permission level)
Leadership (default permission level)
Office Staff
Volunteer (lowest permission level)

Each user can see data pertaining to their permission level and below.

The option you select affects what the user can see or access when viewing data in user-defined fields, notes, calendars, and task projects. For example, if a user-defined field has a minimum permission level of Leadership, then a user who is set to "Office Staff" won't be able to view this field.

Since Pastors have the highest permission level, you can create notes or fields that only users set to "Pastor" can view.

Keep in mind that the Permission Level setting is separate from other permissions that can be configured for user accounts. For instance, a user can be given a permission level of "Pastor", but still be restricted from viewing Giving or Accounting records.

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.

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

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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.