Permissions in Services

People and plan permissions

Select a role below to see the access for each permission level specific to the Plans and People pages in Services.

The levels are listed from lowest to highest.
The higher-level permissions inherit access to all of the permissions below them.

Your organization determines a few of these settings, so be sure to check the detailed permissions below for more information.

Scheduled viewer

View their My Schedule page and the plans they've been scheduled for after a notification email has been sent.
Scheduled viewers can see plans they're scheduled to but not other plans, songs, media, or people unless they have higher permissions elsewhere.
Participate in chats they are invited to.

Viewer

View all plans, even if they aren't scheduled for that plan.
View people on their teams on the People page.
Participate in chats they are invited to.

Scheduler

Create profiles (depending on default permission settings and if they are also a team leader).
View and edit profiles on teams they lead.
Create and edit teams they lead.
Schedule people only on teams they lead.
Add rehearsal and other times (but not service times) in a plan.
Create chats for teams they lead.

Editor

Add and edit all plans and people.
Upload data and delete people or plans they've created.
Create chats for all teams.

Administrator

View and edit everything, including service type settings.
Delete people they've created unless permissions are set to Allow Admins To Delete Anything.
Create and edit tags for people (only people with the general permission set to Administrator).
Reschedule plans.
Copy service types.
Manage MultiTracks, PraiseCharts, and SongSelect (CCLI) integrations.
Create chats for all teams.

Organization administrator

Edit or delete anything, even if they didn't create it.
Change permissions settings.
Oversee the entire Planning Center account (organization administrators are assigned in account settings).

Song permissions

The following table summarizes the song access for each song-specific permission level, from lowest to highest. The higher-level permissions inherit access to all of the permissions below them.

Permission level	Songs access allowed
Scheduled viewer	Cannot access the Songs page in Services. The Songs page will not be visible in the top navigation. Can still view and play songs they have access to through a plan they have access to.
Viewer	Can access the Songs page in Services but cannot create, edit, or delete anything.
Editor	Can create songs. Can only edit or destroy songs they've created. Has song file access.
Administrator	Can edit and destroy all songs (if organization permission settings allow). Can create, edit, and destroy song and arrangement tags. Can manage third-party song integrations.

Media permissions

The following table summarizes the media access for each media-specific permission level, from lowest to highest. The higher-level permissions inherit access to all of the permissions below them.

Permission level	Media access allowed
Scheduled viewer	Cannot access the Media page in Services. The Media page will not be visible in the top navigation bar. Can still view and interact with media they have access to through a plan they have access to.
Viewer	Can access the Media page in Services but cannot create, edit, or destroy anything.
Editor	Can create media items. Can only edit or destroy media they've created. Has media file access.
Administrator	Can edit and destroy all media items (if organization permission settings allow). Can create, edit, and destroy media tags.

Detailed permissions

Highest permission

These actions depend on a person's highest permission across all folders which is listed in the header of a person's profile and on the People page.

Navigation

	Scheduled viewer	Viewer	Scheduler	Editor	Administrator
View My Schedule	✓	✓	✓	✓	✓
View plans		✓	✓	✓	✓
Songs and media libraries		✓	✓	✓	✓
People pages		*	*	✓	✓
Create/delete Service Types					✓
Create folders					*
Delete folders					*

People page

	Viewer	Scheduler	Editor	Administrator
View People page	*	*	✓	✓
Remove My Teams filter	*	*	*	✓
Export People CSV		*	*	✓

Profile

	Scheduler	Editor	Administrator
View sent or received emails in other profiles	✓	✓	✓
Create people	*	*	✓
Remove or archive people			*
Edit contact info	*	*	*
Edit people assignments	*	*	*
Edit people permissions			✓
Set file access		*	*
Edit/delete tags		*	*

Songs/Media

	Scheduled Viewer	Viewer	Editor	Administrator
View and interact with songs and media items they have access to through a plan they have access to.	✓	✓	✓	✓
Access the Songs or Media pages.		✓	✓	✓
Delete songs, arrangements, and media			✓	*
Archive and restore songs			✓	✓
Upload song/media attachments			✓	✓

Chat

	Scheduled Viewer/Viewer	Scheduler	Editor	Administrator
Participate in chats they are invited to	✓	✓	✓	✓
Create new chats for teams they lead		✓	✓	✓
Create new chats for any team			✓	✓
Edit and delete your created messages	✓	✓	✓	✓
Edit and delete messages your team members created		✓	✓	✓

Service type permission

These actions depend on a person's Service Types permission level.

Plans and scheduling

	Scheduler	Editor	Administrator
Add a plan		✓	✓
Delete a plan		✓	✓
Reschedule a plan	✓	✓	✓
Edit service order		✓	✓
Edit service time		✓	✓
Edit Rehearsal or Other time	✓	✓	✓
Add, edit, and view plan notes	✓	✓	✓
Edit, import, or export templates	✓ people only	✓	✓
Upload an attachment		✓	✓
Schedule people	✓	✓	✓
Edit teams and positions	✓	✓	✓
Delete teams and positions		✓	✓

Services LIVE

	Scheduled viewer	Viewer	Scheduler	Editor	Administrator
View LIVE	✓	✓	✓	✓	✓
Control LIVE	*	*	*	✓	✓
Take control from someone else					✓
LIVE chat	*	✓	✓	✓	✓
Reset LIVE times in plan					✓

* for teams they lead only

General permissions

These actions depend on a person's people and plans permission level.

	Administrator	Organization administrator
Edit custom reports	✓	✓
Copy service type	✓	✓
Recover deleted service types	✓	✓
Restore archived service types	✓	✓

Contact information permissions

Giving people access to Planning Center depends on their role at your church. Staff and background-checked leaders may have enough trust to access people's information, whether to edit or view, but people outside of that trusted circle should be given lower permissions.

This table outlines who can access people's contact information based on their permissions in another product.

	Can edit	Can view	No access
Account settings	Organization administrators (in all products except Giving)		Billing managers
Calendar	People editor	People viewer	Any event, room, or resource permission
Check-Ins	Editor	Viewer	Headcounter
Giving	Administrator Bookkeeper Counter		Reviewer
Groups	Administrator	Group type manager Leader (everyone in their group) Member (everyone in their group who has made info visible)	Members under the age of 13
People	Manager Editor	Viewer
Publishing		Administrators
Registrations	Administrator Manager (only attendees in signup)
Services	Administrator Editor (based on settings) Scheduler (based on settings)	Viewer (based on settings)	Scheduled viewer

Organization administrator-only tasks

Organization administrators have access to specific parts of Planning Center that no other permission can access, so please familiarize yourself with them as early as possible.

Product	Task
Services	Choose default permission settings Update default settings for the Lyrics & chords editor Create shared email templates Add/remove Music Stand Deactivate two-step verification for a profile

Product

Task

Services

Choose default permission settings

Update default settings for the Lyrics & chords editor

Create shared email templates

Add/remove Music Stand

Deactivate two-step verification for a profile

Add or edit permissions

The instructions below show how to add or edit permissions for one person, but you can also use the bulk edit feature to edit permissions for multiple people at once.

Choose the People page from the top navigation.
Select the person's name for whom you want to edit permissions.
On their profile page, select the Actions button to the right of their name and profile picture.
Choose Manage permissions from the dropdown.
In the Permissions popup, update the person's permission levels.
Select the Update button at the bottom of the window to save your changes.

If your organization uses many folders or service types, you can scale permissions so your team members can access exactly what they need.

Here's an example of how permissions would work for a staff member.

Example of permissions breakdown

Sara is the youth pastor at the Centerville Kingston campus, and this is how her permissions break down:

Since she's on staff and may need to see any plan, Sara's People and Plans permission level is viewer. This permission applies to everything under it unless otherwise specified.
Sara primarily works at the Kingston campus, so she has scheduler permission for that folder, allowing her to schedule people in teams she leads across the service types in that folder. However, she doesn't need to schedule anything in the San Diego and Union City campuses, so her Same as Parent permissions set her access to viewer.
Sara is not involved in the Kids or Special Events plans, so she has viewer access, which allows her to stay in the loop without scheduling anything.
Because she is responsible for youth services, Sara is assigned administrator for the Youth folder.
The service types under the Kingston folder are Same as Parent, meaning Sara is a scheduler for those service types.
She has viewer access to Songs, which means she can view the Songs page but cannot create, edit, or destroy anything.
She also has viewer access to Media, which means she can view the Media page but cannot create, edit, or destroy anything.
She can access all files attached to a plan, song, and media.

Downgrade permissions

If you don't want a person to be able to access Services at all, you must archive their profile.

If you just want to limit a person's access to a specific service type or folder, adjust their permissions following the steps below. The lowest permission, scheduled viewer, prohibits a person from viewing anything unless they're specifically scheduled to the service type.

Choose the People page from the top navigation.
Select the person's name for whom you want to remove permissions.
On their profile page, select the Actions button to the right of their name and profile picture.
Choose Manage permissions from the dropdown.
In the Permissions popup, reduce the person's permission levels.
Select the Update button at the bottom of the window to save your changes.

When is someone notified of permission changes?

When you change someone's permissions in Planning Center, they may receive a notification, depending on the type of change.

Add a new person

When someone who has never logged into your organization is granted access to Planning Center, they receive an email notification.

The email welcomes them and lists all of the products they've been given access to, their permission levels in those products, and explains how to log in.

Upgrade an existing person's permissions

When someone already in Planning Center has their permission levels upgraded, they receive an email notification.

The email tells them that their access level has changed, lists all of the products they have access to and their permission levels in those products, and highlights which permission levels were upgraded.

Remove or downgrade an existing person's permissions

When an existing person's permission levels or product access are removed or downgraded, they don't receive an email notification unless any change is made to an organization administrator, then all other organization administrators are notified.

If a person's permissions are upgraded in one product and downgraded in another, their notification email will show their new downgraded permission in the second product. However, there will be no indication that it was changed.