Filtering Your People
The Filter bar and menu allow you to narrow down the list of people shown based on Teams, Tags, Dates, or Permissions. Filters are applied instantly and can be pinned so they're automatically applied when you first load the page. Filtered results then allow you to take targeted actions using the action bar.
The filter bar shows any filters that are already applied. There is a Team filter applied by default (it's Pinned) that allows Team Leaders to see people from any Teams they lead, and everyone else just people from Teams they are on.
If you click on the Teams filter itself, you'll see its options. At the top we see that the teams listed are coming from this new My Teams grouping. If you have at least Scheduler permissions, you can change My teams to other Folders or Service Types if you want to filter to Teams you aren't a part of.
The buttons at the top let you quickly select Teams from the list below. Clicking "My Teams" will quickly select all the Teams in the list. If you are a Team Leader, you'll also have the "Any I Lead" button that will just select the Teams you lead.
You can also select and deselect individual Teams in the list.
Users with Viewer permissions will not be able to see people that aren't in Teams they are assigned to. As a result, they can't change the My teams dropdown box to see other Teams, they can't remove the My Teams filter, and they must have at least one Team checked.
To add filters, click the Filter button to reveal the Filter menu. You can also use the f shortcut key to quickly open and close the filter menu.
The Filter menu is broken up into 4 main tabs, Teams, Tags, Dates, and Permissions. Click a tab to see its filters.
In addition, the Teams tab allows you to toggle between Teams and Positions, and the Tags tab allows toggling between Tags and Tag Groups.
Choosing options inside of 1 filter finds people who belong to at least one of the selected options. It does not require a person to belong to all of them. It's like putting an OR between each option.
From the main Teams filter tab, switch the Filter By: toggle to Position. This allows you to find everyone assigned to different specific positions within a Team.
Click the dropdown box for one of the Teams and then choose from its positions. To find people that belong to a position, choose the position in the top "IN" section. To find people who are NOT assigned to a position, choose the option from the bottom "NOT IN" section. You can mix and match, and choosing an option from "IN" deselects it from "NOT IN" since they cancel each other out.
Choosing the Any button selects all the positions from the "IN" section. Clicking the "None" button selects all the positions from the "NOT IN" section, to help you find all the people who do not belong those positions.
The Tag section lets you find people based on which Tags they are assigned to
Click the dropdown box for a Tag Group and choose Tags. To find people that have specific Tags, choose the Tag in the top "WITH" section. To find people who do NOT have a Tag, choose the option from the bottom "NOT" section. You can mix and match, and choosing an option from "WITH" deselects it from "NOT" since they cancel each other out.
Choosing "Any" from different Tag filters allows you to see people who are assigned to at least one tag in ALL the Tag Groups you've chosen. If you need to find people who have at least one Tag from ANY Tag Group, use the toggle in the Filter By: section to switch to Tag Groups.
To find people who have at least one Tag across multiple Tag Groups, use the Tag Group filters.
Find people based on different dates.
- Created Profile. The date the person was first added to Planning Center Services.
- Update Profile. The date a person's profile was last updated, either by themselves, or someone else.
- Last Set Blockouts. The date a person added blockout dates or clicked "I Have No Blockouts" within a Blockout Request email.
- Last Logged In. The date a person last logged in to the website, or Services for iOS or Android versions 3.3 and higher.
- Last Scheduled Plan. The date of the most future plan a person has been scheduled to. (This is the date of a plan itself, not the day they were put on the schedule.)
Each date field allows choosing specific dates or dates relative to today. When choosing relative dates like Past Day, it uses the current time as the end point, meaning Past Day is the last 24 hours.
The top two permission filters use actual permissions and allow finding people with an exact permission, a minimum permission, or a maximum permission. The permissions in ascending order are Scheduled Viewer, Viewer, Scheduler, Editor, Administrator.
To find people with archived accounts, set the "Permission (Highest)" filter to Exactly Archived.
- Permission (Highest). This is a person's highest permission across all Service Types and Folders. It is the permission listed on the main People page and at the top of their Profile.
- Permission (Specific). This is a person's computed permission for a specific Service Type or Folder. Computed permission means that if their permission for a Service Type is set to 'Same as Parent' and is therefore inheriting from the Folder, the inherited permission is used, since that determines what a person can do.
- Team Leader. People who are added to any Team as a Team Leader.
- Background Check. If you use the free Planning Center People application to track Background Checks, simplified results are available in Planning Center Services. All Services knows is if a person has cleared a Background Check. Missing will show everyone else, including people who have never had a background check, or whose results are pending or need action.
The Filter Bar shows filters that are applied and allows you to make quick changes. You can click directly on any filter and remove it by typing delete on your keyboard. You can also open the filter and click remove at the bottom right of the option. To clear all filters, click the X to the right of the filter bar.
Click to the right of any existing filters and type directly in the filter bar to filter by text. You can search by phone number, email address, or any of the name fields (prefix, first, middle, last, nickname, suffix). Hit enter to apply your filter.
Text filters behave like any other filter, and can be pinned, edited, or removed by clicking on them. You can only apply one text filter.
Yellow filters have been Pinned and will be applied automatically every time you come back to the page. The Filter itself is what's pinned, not its options, so each time you come back it will remember whichever options it had last. If you don't want a filter automatically applied, click it in the Filter bar and Unpin it using the button at the bottom.
Unpinning a filter will turn it gray
When you change filters in any way, the web address URL of the page is changed to reflect the exact filters you've applied. If you have many different combinations of filters you apply frequently, you can bookmark a filtered page using your Internet Browser's bookmark feature.
Sometimes you want to find people who have Option A AND Option B, and sometimes you want to find people who have Option A OR Option B. Filters interact with each other in a consistent and predictable way, so once you understand it, you can use them with confidence.
- Checkbox options = OR. When you select options within a single filter, you can imagine those options are joined together with the word OR.
- Filter to Filter = AND. When you add additional filters, you can imagine the word AND between them.
Knowing this logic can help you apply some more advanced filters in different ways.
For example, since the Teams filter is one filter, when you choose Teams within it, you are finding people that are on Team A OR Team B. If instead you want to find people who are on Team A AND Team B, you can use Position Filters, clicking the "Any" button within each filter.
Similarly, when filtering by different Tags, you are finding people with specific tags in Group A AND specific tags in Group B. If instead you want to find people with specific tags in Group A OR specific tags in Group B, using the Tag Group filters.