Permissions

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Each user in Services has different access depending on the permissions set in their profile. Explore the different permission levels in detail, and learn how to change a person's permissions.

Administrators can change permissions for folders in which they are the Administrator. Schedulers and Editors can create people, and those people will be assigned to the default user permission defined in the Services Settings.

View and Edit Permissions

From the People page, click a person's name to go to their profile and access their permissions.

Accessing Permissions

The permission listed in the header of their profile is the highest permission they have, even if it's just for one specific service type.

Switch to Details

View Permissions

Go to the Details tab to view someone's permissions.

View Permissions
  1. All users have General Permissions, which determine the level of access that they have for all Folders and Service Types in your account, unless they are given other permissions for each Folder and Service Types.
  2. You can give users different permissions for each Folder or Service Type in your account. For example, someone can be an Administrator of your Children's Ministries Service only, but a Scheduled Viewer for all other Services. Only permissions that are specifically set will be shown in the Permissions view section.
  3. Allow access to files attached to Plans, Songs, or Media, depending on what each user needs. Defaults for access to these files can be updated by the Organization Administrator.
Permission Defaults

When you add a new person, they have the following default permissions, unless the defaults are changed by the Organization Administrator:

  • Their General Permission is set to Scheduled Viewer.
  • Anyone can download files that are attached directly to a Plan.
  • Anyone can download or stream files that are attached to a Song on the Arrangement, Key, or Song level.
  • Anyone can download or stream files that are attached to a Media item.
  • People with Editor permissions or above can allow downloads for specific audio files.

Organization Administrators can change default permissions in Services Settings.

Edit Permissions

Click Edit in the Permissions section of a person's Detail tab to make changes to permissions.

You must have Administrator General Permissions to make edits to someone's permissions.

If the user has specific permissions within a folder, that folder will be expanded by default. Select any folder to expand or collapse it and see its Service Types.

Any specific permissions are styled in black to make it easy to scan down and see them.

Edit Permissions
  1. Setting the permission to Same as Parent will use the same permissions as the folder above that Service Type. If there is not a folder above it, the permissions will be set to the General Permission. This setting allows you to change many permissions by only changing one.
  2. If a box has a gray arrow on the right, you are not an Administrator of that specific folder or Service Type and don't have rights to change someone else's permissions for it.
  3. If a box has a black arrow on the right, you have permission to change its value.

Permissions are saved immediately, and verified by the Saved badge each time you make a change. To exit the editing view, click Done.

Permissions Breakdown

Only Organization Administrators can see information for people across Planning Center apps. In Services,  people won't be able to see the information on all of your people unless you give them Scheduler or above permission.  Viewers can only see information for people who are on their teams, and Scheduled Viewers cannot view information for anyone but themselves.

Scheduled Viewers

This permission level is the default recommended permission because users cannot access information that doesn't pertain directly to them. When Scheduled Viewers log in, they only have one page to view, My Schedule.

They can only view plans that they have been scheduled for after a notification email has been sent. If there is an envelope icon next to their name in a plan, they cannot see that they have been scheduled.

Scheduled Viewers do not see the Plans, Songs, Media, or People pages as long as Scheduled Viewer is their only permission. If a person has any permission higher than Scheduled Viewer, even for just for one Service Type or Folder, they will be able to see Plans, Songs, Media, and People pages.

Viewers

Viewers can view all plans, songs, and media even if they aren't scheduled for a plan. On the People page, they can only see people in their teams, and they cannot remove the My Teams filter.

Organization Administrators can restrict Viewers from seeing the People tab by editing the Site Settings.

Schedulers

Schedulers can view all plans and songs, as well as edit and schedule people. They can also create and edit teams and positions and add rehearsal and other times (although not service times).

Editors

Editors can add and edit all plans, people, and songs. They have permission to upload data and can delete songs, media, people, and plans they have created.

Administrators

Administrators can view and edit everything, including Service Type settings. People whose General Permission is Administrator can also create and edit tags for songs and people.

Administrators can only delete songs, media, and people they have created unless an Organization Administrator changes the site Settings default to Allow Admins To Delete Anything.

Organization Administrator

This permission is assigned to the person who oversees the entire Planning Center account. Organization Administrators can give or take away these same permissions for other Organization Administrators.

Organization Administrators can edit or delete anything, even if they did not create it. They have access to the site Settings as well as the main Accounts page in order to make changes to Billing.

Archived

When a person is no longer attending or serving at your church, the best practice is to archive them. Archived accounts keep history and any information, but they do not show up on the people page or any searches. They can no longer log in to their account and do not count against your people limit.

If a user was assigned as the Replies To person for any teams, the new Replies To person becomes the Organization Administrator when the user is archived.

We strongly discourage deleting people who are no longer attending or serving at your church. If you delete a person, all the information from their profile, including their scheduled history, is deleted and cannot be recovered.

Detailed Table of Permissions

In the tables below, each area shows the scope the permissions in that section apply to. There are three scopes:

  • Highest Permission: The actions in this section are dependent on the highest permission a user has across all Folders or Service Types. This permission is listed to the left of each person's name on the main people page and under their name on their profile. If a person is a Scheduled Viewer in almost all Service Types, but an Administrator in even one, then their highest permission is Administrator.
  • Service Type Permission: The actions in this section are dependent on the user's permission for a specific Service Type.
  • General Permission: The actions in this section are dependent on the permission for the whole Services app, which is the top-most permission option on each person's page. All other permissions are for a specific Folder or Service Type.

 

DASHBOARD
Highest Permissions Scheduled Viewer Viewer Scheduler Editor Administrator Organization Administrator
View My Schedule






View Schedule Tab





View Plans, Songs, Media, and People Pages





Create/Delete Service Types



FP
Create Folders



FP
Delete Folders



EF EF

FP - Looks to Folder Permissions

EF - If folder is empty (looks Folder Permissions as well)

PLANS
Service Type Permission Scheduled Viewer Viewer Scheduler Editor Administrator Organization Administrator
Add a Plan





Delete a Plan


C

Edit Order of Service (Items, Title, and Series)





Schedule People





Edit Teams and Positions





Delete Teams and Positions

C C

Edit Service Time





Edit Rehearsal/Other Time





Edit Plan Notes





Edit Templates

PO


Import/Export Templates

PO


Upload an Attachment





C - If they created it

PO - People only

SERVICES LIVE
Service Type Permission
Scheduled Viewer Viewer Scheduler Editor Administrator Organization Administrator
View LIVE DO




Control LIVE LP LP LP


Take Control from Someone Else





LIVE Chat LP




Reset LIVE times in Plan





DO - Day Of, only on the day of your plan

LP - With LIVE permissions for that Service Type

SONGS/MEDIA/PEOPLE
Highest Permission
Scheduled Viewer Viewer Scheduler Editor Administrator Organization Administrator
View Received Emails in Profile





View Sent Emails in Profile





Edit Songs and Media





Delete Songs, Arrangements, Media, and People

C C C
SS

Upload Song/Media Attachments 





View People Page
SS



Remove “My Teams” Filter

SS SS

Export People CSVs

SS SS

Edit People Contact Info

SS SPL

Edit People Assignments





Edit People Permissions





Set File Access



GP
Edit/Delete Tags



GP
Import CSV to People Page





C - If they created it

SS - Based on the Site Settings

SPL - Same permission or lower

GP - Based on General Permission not Max Permission

ACCOUNT
General Permission
Scheduled Viewer Viewer Scheduler Editor Administrator Organization Administrator
Edit Custom Reports





Change Account Settings





Update Billing Options





Enable Music Stand and Projector





Recover Deleted Service Types





INTEGRATIONS
Highest Permission
Scheduled Viewer Viewer Scheduler Editor Administrator Organization Administrator
SongSelect (CCLI)





PraiseCharts





RehearsalMix





WorshipHouse Media





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