Permissions in Calendar
People added to Calendar have various levels of access to events, rooms, resources, and people profiles based on their permissions and assigned roles. A person's position in your church helps you determine what permissions they should be given in Calendar.
Share these articles with people based on their roles in your church to help them get the most out of Check-Ins.
General permissions
Administrator | Creator | Viewer | Conflict Resolver | |
|---|---|---|---|---|
✓ | ✓ | |||
✓ | ✓ | |||
✓ | ||||
✓ | ||||
✓ | ✓ | |||
✓ | ✓ | |||
✓ | ||||
✓ | ✓ | |||
✓ | ||||
✓ | ||||
View all events | ✓ | ✓ | ✓ | |
✓ |
People, rooms, and resources
Editors | Viewers | |
|---|---|---|
Create, edit, and delete | ✓ | |
Create, edit, and delete folders | ✓ | |
View | ✓ |
Assigned roles
Owners | Managers | Approvers | |
|---|---|---|---|
✓ | ✓ | ||
✓ | ✓ | ||
Subscribed to activity feed notifications for events they own or manage | ✓ | ✓ | |
Receive room and resource approval notifications for events they own | ✓ | ||
Approve or reject requests for their approval group's assigned rooms or resources | ✓ |
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 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 |
|---|---|
Calendar | Enable Church Center to host your calendar |
Check-Ins | Enable the Church Center mobile app for pre-check Change the localization settings that all event times are based on |
Giving | Enable Church Center to host your donation form Connect Planning Center Payments to accept online donations (done in account settings) |
Groups | Enable Church Center for group engagement Change the localization settings that all event times are based on |
People | Set an expiration date for background checks Manage background check administrators Deactivate two-step verification for a profile Change a person's login method |
Publishing | |
Registrations | Enable Church Center to host signups Connect Planning Center Payments to accept online payments (done in account settings) |
Services | Choose default permission settings Update default settings for the Lyrics & chords editor |
Add or edit permissions
Follow the steps below to edit a person's permission level, as well as manage any additional permissions that may apply to their permission level.
Select the People page in the top navigation.
Select the person's name for whom you want to edit permissions.
Select the Actions button in the top right.
Choose Manage permissions from the dropdown.
In the popup, select a general permission level from the dropdown.
Set additional permission levels for rooms, resources, people, and conflict resolution.
Select Update in the bottom right to save your changes.
Assign roles
You can assign anyone in Calendar as an approver, event owner, or manager, regardless of their main permission level. These roles grant people permissions that only apply to a specific approval group or event.
Select an event role below to learn more about it means and how to assign someone to it.
Approvers can approve or reject requests for rooms and resources they manage. To make someone an approver, add them to an approval group.
An events owner is in charge of managing a specific event's details. Event owners can fully edit any events they own, regardless of their permission level, and receive all communications about an event.
You can choose an event owner when creating a new event or by using the Event Owner dropdown in an event's Settings tab
If you need multiple people to handle an event's details, you can add them as event managers. Event managers can fully edit any events they manage, regardless of their permission level.
To add an event manager, go to an event's Settings tab and enter a person's name into the Event Managers search field.
To remove an event manager, select the
Xnext to their name under the Event Managers section.
Remove permissions
When you remove a person's permissions in Calendar:
They're removed from any events that they're the event owner or manager. Use the bulk edit tool to reassign a new event owner to each of these events.
They're removed from any approval groups they were in. The approval group is deleted if they are the only person in the approval group.
They can no longer log in to Calendar, but if they have access to other products, they can log in to those. If they try to log in to Calendar, they will encounter an error page.
They're removed from the Calendar People page, but their profile will remain active in your People database. A People administrator can set their profile to "inactive" in People if needed.
To remove someone's permissions:
Choose the People page from the top navigation.
Select the person whose permissions you want to remove.
On their profile page, select the Actions button to the right of the person's name and profile photo.
Choose Manage permissions from the dropdown.
In the Permission level dropdown, select No access.
Select the Update button.
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.
Important
This applies to all products except Publishing. There is only one permission level in Publishing, so it is not possible to upgrade a person's permissions.
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 the change was made to an organization administrator; then all organization administrators are notified.
Warning
If an organization administrator's access is removed, they will be notified via email. This is a security measure to provide awareness in the event of a profile takeover.
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.
Additionally, the following cases are exceptions in Giving:
When someone's role is revoked in Giving, they receive an email notifying them of the change.
When someone is removed from Giving, administrators and bookkeepers are notified.
Administrators and bookkeepers are also notified if a new Giving administrator is created or an existing administrator's permissions are changed or removed.