Account Administrator Quickstart Guide. Original photo by Trey Ratcliff

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1 Account Administrator Quickstart Guide Original photo by Trey Ratcliff

2 In This Guide The City s Administrative Privileges Who Does What? Assigning Privileges The City and Terminology Group Types The City s Optional Features The Plaza The Connect Kiosk Marketplace Recommended Books Seed Groups Additional Options The City and Users Skills Custom Fields The City and Groups Group Tags Community Group Health Input Styles Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 1

3 The City s Administrative Privileges Though the account administrator has many essential tasks, the most important is assigning other people to administrative positions in your City. Depending on your church, it may be possible to bear the total load of City administration, but it's not advised. As with most things, it's better to enlist the help of a trustworthy team. As you consider who you'll enlist for each administrative role, there are two things you'll need to know: what the different privileges do, and how to assign them. Who Does What? It's hard to know who you should give administrative authority to when you don't know what each administrator can do. You need to understand what each privilege grants to someone who has it. There are nine different administrative roles, and each one is completely different. Below is a quick summary of what each type of administrative user does. Account Admin» Oversees the distribution of all other administrative privileges and has access to everything under Site Settings. User Admin» Manages individual users profiles from the Users menu section of the admin panel. This person oversees both online and offline users and can edit everything in a user's Profile except the password. Group Admin» Oversees all the groups in your City. This includes creating a new group, deleting outdated ones, managing group participants, maintaining and rearranging the Group Tree, and validating Seed groups. This administrator can also edit and remove posts in any group they're a part of, just like a manager.this administrative privilege comes in two sub-types. Church-Wide: This group admin can work with any group within your City. Campus: This group admin has access over the groups in one of your Campuses. Reporting Admin» Accesses all the reporting tools on the Statistics and Metrics tabs. Financial Admin» Accesses the financial tools. This comes in three sub-types: Admin User: Provides complete access to the full financial menu. Exclusive to this user are the Settings, Funds, Donations, Pledges, and Online Giving tools. Input User: Enables the user to enter financial data. Report User: Limits the administrator to only the Reports section of the Financial tools. Process User» Controls the Processes tab, which allows the creation and management of all processes, question sets, and process reports. Designer» Customizes the appearance of your City. Support Admin» Handles help tickets regarding your church and its systems and policies. They re the only administrators without access to the admin panel. Resource Admin» Creates and manages Resources. This is only available as part of the Children's Ministry Module. Things to Know Every administrator, regardless of their privileges, also has access to the Admin menu's Dashboard tab. Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 2

4 Assigning Privileges Now that you know the jobs you're handing out, it's time to select the people you want to manage your City and give them the appropriate privileges. To give a user administrative privileges 1. In the admin panel, select Privileges. 2. Select the type of administrative role you'd like to give. 3. Click the link to add a new admin user of that type (e.g. + Add Account Admin). 4. Begin entering the name of the person you want to give privileges to, and then select them from the drop-down list that displays. Choose the appropriate User type from the drop-down list that appears. Click Create. Giving privileges isn't all there is to this job, though. Sometimes you also need to take them away. To remove administrative privileges 1. In the admin panel, select Privileges. 2. Select the type of administrative role you'd like to remove. 3. Find the person s name in the list of users. 4. Click Remove. 5. In the dialog box, click OK. Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 3

5 The City and Terminology Names and terms are important in The City, but we realize that in the context of your church, they might not mean a whole lot. Because of this, the account administrator has the ability to change the terminology used within your City to better match the words and phrases you use in your ministry. Since most of them are group types, they're divided into two categories. Group Types Group types are the most important terms to change. All churches have groups as part of their ministry, but everyone names them differently. For instance, what The City calls a community group some churches call a life group, or a Bible study, or maybe a small group. They all mean the same thing, but the nuances are an integral part of the language of every church, so it's important that you have the flexibility to make your City look and sound like your church as much as possible. To change the name of a group type 3. On the Terminology panel, find the group type you want to rename. 4. In the field beside it, delete the current name and enter a new one. 5. At the bottom of the page, click Update. If you're changing what groups are called, you might also like to know what each type of group can do. That way, you can pick the best church specific name for each of their different functions. Church: This group type is not one you can select when creating a new group, but it is important to know about. It's the largest group in your City, and is automatically made the moment your City is created. The church group sits at the top of the group tree and you can never delete it or change its group type. Campus: A campus represents a physical location where your church meets for regular worship services. Service opportunities are linked to a campus whenever you have more than one. A user only sees service opportunities from groups in their campus. All donations are tied to either the church group or a specific campus, so a campus with financial data tied to it can not be deleted, only archived. Community: These groups are special because they are the home of much of your church s ground level community. The leader can see group participants phone numbers through the group participants tool and use the group health assessment feature. Leader: Leader groups are for teams of community group leaders. The most important feature of this type of group is the way it collects group health data from all of its child groups. Service: Setting a group as a service group allows you to convert its needs into service opportunities. Redemption: These groups are designed for your ministries that help people through difficult cases of sin or suffering. They are designed to keep the identities of those people safe. Nowhere on The City is there a way to search for these groups by type. Likewise, these groups do not display on a user s profile, and the group info page for a group of this type does not show its participants. Neighborhood: Designed as a means of getting people connected to the people in their geographic community, neighborhood groups enroll nearby new users who set address privacy to public. These groups add or invite anyone living within a 10 mile radius of their designated center point. Connect: The connect group is a group designed to welcome new users into your church s Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 4

6 community. It automatically matches each participants with a trained connect agent, who, through a series of private messages, helps newcomers find fitting communities to join. Check-In: This group represents your church s children s ministry, and you can have only one under each campus group. It has the ability to replicate events into every service group that it parents. It s this feature that enables it to interact with the children's ministry check-in kiosk and provide a complete list of service times and classroom assignments. Seed: These groups are special because anyone in your City can create them, not just a group administrator. This enables the people in your church to create new City groups as various ministries, affinity groups, and communities organically develop in your congregation. However, because these groups are not directly sanctioned or governed by your church administration or leadership, they have several restrictions: They are un-discoverable to ordinary users through group search or the consolidated search bar. They are accessible by invitation only. They can't post publicly to the Plaza. They do not display the church logo when viewed. They do not use group tags or promotions. All s coming from these groups very clearly say that the group is not officially church endorsed. These limitations help make it clear that Seed groups are not official, though they can be upgraded to a church recognized group type. Band: Meant for your church's musical worship teams, this is one of the four standard group types, which exist primarily for reporting purposes and have no special options or features. Network: Generally used for your church's common interest groups, this is another of the four standard group types. Staff: This is another of the four standard group types, made with your church's staff in mind. Other: This is the most open of the four standard group types. It has no special functionality, and it's intended to serve miscellaneous purposes. When you're done naming your City groups, there are some other items that you can also name on the Terminology panel. The first is the term member. In the City, a member is anyone your church leadership officially recognizes as being a committed, active part of the community. Because this term appears throughout the user-facing side of The City, make sure it matches whatever term your congregants recognize. Next up is the term pledge. A part of the giving module, a pledge is a person's commitment to contribute a set amount of money to the church. You might not call it that, so rename this to match your terminology. Finally, you'll see three external IDs. An external ID is customizable field attached to every user in your City. Similar to a custom field, it's a tool that the user administrators can use to keep track of additional user information. Ideally, these are used to store user ID numbers from your previous or parallel church management systems, making them most helpful when group and financial administrators import user data in bulk. Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 5

7 The City s Optional Features The City comes equipped with a number of features designed to help in different aspects of your church's ministry. Because not every feature will help every church, several can be activated or deactivated depending on your church's needs. The Plaza The Plaza is the public-facing side of your City experience. Named after the place in town where everyone gets together to share activities and ideas, this feature enables the people of your City to put their topics, events, prayers, needs, and albums in front of people outside of your City. It allows non-city-users to log in and interact with posts using their Facebook credentials, without compromising the security of The City or its groups. It makes sharing via Facebook a breeze and allows administrators to automatically feed City posts to the church Facebook page or website with little more than some knowledge of RSS or JSON. By default, the Plaza is inactive for each new City that's created. If you feel the Plaza harmonizes with how your church does ministry, the account administrator is responsible for activating it and selecting options. To activate the Plaza 4. Under The Plaza, select the option that's right for your church. Plaza disabled: This is the default setting when you receive your City. Choosing it disables all Plaza functionality. Plaza sharing only with private URLs: Selecting this option activates the Plaza, but in a hidden sort of way. Users can post things to the Plaza, but each post exists independently and is only discoverable to people outside The City who have the shortened link provided. This Plaza does not have a public URL. Plaza sharing with public listings enabled: This option opens the Plaza doors wide! City users can post to the Plaza, and people can visit your Plaza's URL (yourchurch.ont hecity.org/plaza) and navigate around all your public posts. 5. Under Who can list on the Plaza, select the user types you want to post to the Plaza from within your City. 6. Click Update. The Connect Kiosk The second major optional feature is the connect kiosk, which helps newcomers quickly join The City and get plugged into real life community with your groups. Similar to the Plaza, this feature has many moving parts that you can choose to enable or disable: A built-in relationship to connect groups, where newcomers get help finding just the right community group to join Optional password protection, to limit outside access to the kiosk A help for those who get lost in the process Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 6

8 To set your connect options Under In the admin panel, expand the a. Admin menu. Kiosk mode options, select one of the following: Disable all Connect options: This setting severs the relationship between the connect kiosk and connect group. Select this if you do not want people to create new accounts that are automatically added to connect groups. b. Just remove Connect tags: Selecting this adds newcomers to connect groups but does not allow them to specify the type of group they want to join. c. Enable all Connect options: This setting gives newcomers the option to join a connect group and allows them to specify the kind of community group they're interested in joining. To open the connect kiosk 4. Under Kiosk mode options, select Allow online signup. To add a help to the connect kiosk 4. Under Kiosk mode options, enter a Kiosk help . To set the kiosk password 1. In the admin panel, expand the Admin menu. 4. Under the Kiosk mode options heading, enter a Kiosk password. Marketplace The Marketplace is where people can buy, sell, and trade goods. This feature is active by default, but if your church would rather not use it, you can make it undiscoverable to users. To hide the Marketplace 2. Click Site Settings. 3. Select Features. 4. Click Hide the Marketplace. Recommended Books Recommended Books is another feature that you can enable or disable. Designed as another way for the people of your church to express their thoughts, share their walks with God, and encourage one another, this feature displays a user's favorite books on their profile page. If it's not something you think you church can benefit from, you can turn it off. Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 7

9 To deactivate recommended books 4. Under Hidden Features, select Hide recommended books. 5. Click Update to save your change. Seed Groups Seed is a group type that allows any user in your church to make an unofficial City group. Churches use them because they enable a greater degree of organic community to occur within The City. By default, this type of group is enabled, so if you decide seed groups aren't the best choice for your church, you need to turn them off. To disable seed groups 2. Click Site Settings. 3. Select Features. 4. Under Other, clear Seed Groups Enabled. Additional Options Once you set the features up, there are only a few smaller options left to decide on. These smaller options customize pieces of other features' functionality. To change your City's name 2. Click Site Settings. 3. Select Features. 4. Under Church Name, enter the church name. To change The City's time zone 2. Click Site Settings. 3. Select Features. 4. Under Time Zone, select the appropriate zone. To set the range of your map 2. Click Site Settings. 3. Select Features. 4. Enter a Group view radius to determine how far from the center point group addresses display. Enter a User view radius to determine how far from the center point user addresses display. Click Update. To remove gender restrictions on spousal relationships 4. Select Remove gender restrictions on spouse relationships. Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 8

10 The City and Users In this section, we focus on some account admin tools that directly affect users accounts and pave the way for what your user administrator is able to do. Skills Skills are a valuable element of a user's profile. Adding skills, each user has an opportunity to list the things they are naturally gifted at, trained in, or experienced at. This allows other users to find the people they need to fill various serving roles. They can also create service opportunities, associate them with certain necessary skills, and send a message to everyone who might help. Skills are one of the foremost ways you can use The City to match needs with the people who can fill them. Of course, for all these aspects of the skill feature to work, you need to create a complete list of skills for your church. Even though there is a default list every City begins with, it's up to the account administrator to add and remove skills to better reflect the people and needs of your church. To remove skills 1. In the admin panel, expand the Admin menu. 3. Click Skills. 4. Scrolling down the list, find the skill and click Remove. 5. Repeat step 4 until the list includes only the skills you desire. To add skills 1. In the admin panel, expand the Admin menu. 3. Click Skills. 4. Click + Add New Skill. 5. Enter a skill name. 6. Click Add Skill. 7. Repeat steps 4 through 6 until the list includes all the skills you desire. Custom Fields Custom fields enable user administrators to collect all the data that's important to the way you do ministry. For this to work, you first need to have a list of the custom fields, similar to the way you created your skills list. That's where the account administrator comes in. Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 9

11 To make a custom field 3. Click Custom Fields. 4. Select one of the available custom fields and, depending on the type of field you want, follow the steps below: a. Date: Enter a title for the field, followed by a semicolon and the word date. Your entry should look like this: Anniversary;date. b. Multiple Choice: Enter a title for the field, followed by a semi-colon; the word multiple; another semicolon; and your series of available answers, all separated by commas. Your entry should look like this: Favorite Color;multiple;Teal,Green,Orange. c. Text: enter a title for the field. That's it. Your entry should look like this: Hometown. Important! When using commas and semicolons in your custom field creation, do not include spaces. Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 10

12 The City and Groups Group Tags In much the same way that skills mark users to make them easier for service leaders to find, group tags mark groups with specific characteristics so that people searching for a group can find one that fits what they need. For instance, someone who can only attend a community group on a Thursday night might head to the Group Search page and specifically seek groups tagged with Thursday and Evening. This is an important part of making groups accessible to the users in your City, and the list of group tags available to leaders and group administrators is created by none other than the account administrator. To remove group tags from the list 1. In the admin panel, expand the Admin menu. 3. Click Group Tags. 4. Scrolling down the list, find a tag you do not want to include and click Remove. 5. Repeat step 4 until the list includes only the Tags you desire. To add new group tags to the list 1. In the admin panel, expand the Admin menu. 3. Click Group Tags. 4. Click + Add New Group Tag. 5. Enter a tag name. 6. Click Add Group Tag. 7. Repeat steps 4 through 6 until the list includes all the tags. Community Group Health This is a tool designed specifically for community groups. It gives church leaders the ability to specify certain areas of spiritual health that community group leaders can rate their groups on. Over time, group leaders and pastors can watch the progress of each group. Leadership can then celebrate victories and have a better idea of where they can bolster the church community. For this to work, though, an account administrator must first create the spiritual health areas for the groups to rate themselves on. This consists of two stages. First, you have to create the general categories that your more specific gauges fall into. Then, you need to create the individual dimensions of those categories that group leaders will click buttons to rate their groups on. To create a group health category 3. Select Group Health. 4. Click + Add an Assessment Category. 5. Enter a Category Name and Description. 6. Click Add Category. Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 11

13 To create a group health dimension 1. Beside the category you just made, click + add a dimension. 2. Enter a Dimension Name and Description. 3. Select an Input Style from the drop-down list of options. 4. Click Add Dimension. Input Styles When creating a new dimension in one of your categories, you're asked to select an Input Style. There are two options: RedYellowGreen: This option attaches three colored buttons to help Leaders rate their groups' health in that area: red for low health, yellow for average health, and green for high health. This is the simpler of the two options. Integer: Choosing this option gives your leaders a greater degree of flexibility in their ratings. Instead of selecting one of three colored buttons, they can enter any numerical value that best represents their groups' health in that area. Account Administrator Quickstart Guide Copyright 2016, ACS Technologies 12