Allowing Members to Have an Account in Breeze

Member access allows an individual access (role permissions determined by you) to Breeze so they can see their own data and (optionally) their giving history, attendance records, groups they belong to, view their volunteer schedule and manage blockout dates, and the ability to easily donate online through previously-used payment methods (i.e. a specific credit card, debit card, or bank account).

A Member Role does not mean that a person has a church status as "Member." Everyone that has a "profile" in the People Section of Breeze will appear in the Member section and can have a "Member Role." If you have someone that is no longer attending, and you do not want them to have access to Breeze, you will need to delete their User Account in the Users Section. The card on file underneath the "Give Now" tab only works if you're using Breeze as your payment processor, and not another third-party platform.

Before starting, ensure you've created at least one role with the permission for "My Profile" checked. Breeze will only allow you to invite members to create accounts with roles having this permission. As a safeguard, Breeze will also restrict users from inviting members into roles with the "Account Settings" or "Contributions" permission checked.

By Invitation: Invite a member to create an account

To send a member an email inviting them to create an account (username and password):

  1. Go to Account Settings (mceclip3.png)> Users & Roles > Members.
  2. Ensure that the role in the blue bar at the top of the screen is set to the role you'd like members to have (must have access to "My Profile" in the permissions of the Role)
  3. Find the person you'd like to have access to Breeze and click "Invite" to the right of their name. (You can use the Filter option in the Blue Bar at the top of the page to filter your list that appears here).
  4. That person will be sent an email inviting them to create an account.
  5. Repeat step 3 for each person you'd like to provide access to.
The invitation verbiage that is sent out to your members is fully customizable as well! While in the "Members" section, Locate and click the Settings button (within the Blue bar at the top of your screen) to edit your invitation verbiage. If you desire for Members to use the Breeze App it might be helpful to include your Church ID in the invite as this will be needed to login to the app. The Church ID is your subdomain, for example, if you log into Breeze using calvary.breezechms.com your church ID would be calvary. 
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Without Invitation: To allow members to create accounts without invitations

If enabled, members can create their own account by providing their name and email address. If that name and email address match someone in the People section of the database, the email address will receive an invitation. Breeze is able to better ensure security by only sending to an email address within the database.1
  1. Go to Account Settings (mceclip3.png) > Users & Roles > Members.
  2. Click "Settings" on the blue bar near the top.
  3. Under the "Create By" field, select one or more of the following checkboxes and click save:
    • Members can create an account from the login page
      This option will add a link to your Breeze log in page that members can click to create their own account.  
      mceclip1.png

    • Members can create an account from the online giving page
      This option will add a link to your online giving page which members can click to create their own account. This function only works if accessing the page through the default Online Giving Page URL, if using the embed code option it does not include this option. When you give members the ability to create an account from the online giving page, it also allows them to SIGN IN to Breeze from the online giving page.
      Image_2020-02-17_at_4.18.12_PM.png
    • Members can create an account from a link I share
      This option will provide you a link that you can share with others.
      mceclip2.png

1If a user does not yet have a profile within your database (or that profile doesn't have an email address), a church administrator will first need to create/update their profile in People before they can create an account. When a member creates a user from a link/giving page/login page, it asks them for a Full Name and Email Address. This information must match the information on a profile. It will count as a match whether they type their legal first name or their nickname, as long as it is on their profile in Breeze.

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Manually create users: 

To create a member account as an administrator (i.e. the member does not need to do anything to set the account up), do the following:
  1. Go to Account Settings (mceclip3.png) > Users & Roles
  2. Click "Add User."
  3. Fill in the information, making sure to select a role that has the "My Profile" permission enabled.
  4. Once a role with the "My Profile" permission is selected, an additional field will appear asking which profile you'd like to link that user account with.
  5. Select the appropriate profile and finish creating the user account.
  6. Check the box "Email user username and password", this will let the user know they now have access to Breeze. 
  7. Click "Create User". 

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Additional option to "invite users" in bulk: 

  1. Go to Account Settings (mceclip3.png) > Users & Roles > Members.
  2. Click "Settings" on the blue bar near the top.
  3. Copy the link under the option Members can create an account from a link I share. 
  4. Navigate to People and Run a People Search for those you would like to invite, this may be all members or attenders of a certain age or everyone in the database. 
  5. Using the Action Panel select the "Email People" Option, Compose an email invitation and send. 

    Sample Verbiage for Invite email you compose: 


    [FIRST_NAME] [LAST_NAME] (Make sure to use the mail merge options),


    We are so excited to have the opportunity to roll Breeze, an online member directory out to you. We would like to invite you to create an account by clicking here.(Make sure to attach your own link to your church create an account page). 

    This will allow you to view and update your own information, view your giving history, see groups you belong to, view your volunteer schedule and manage blockout dates, and the ability to easily donate online through previously-used payment methods (i.e. a specific credit card, debit card, or bank account).

    Additionally, you will be able to search the database to view general contact information about others who have Opted into the Online Directory.

    After creating an account, you can conveniently access our church's Breeze account by going to yourchurchsubdomain.breezechms.com or downloading the Breeze App. If logging into the Breeze App the Church ID is (Provide Church ID / Subdomain here.)

    We are so excited about this new journey at Your Church Name Here, and are thrilled to be able to release this to you! Here is a great Member Tutorial Video that may be helpful as you learn this new tool! 

 

What each color represents on the "Members" Page:

  • Green means that the person has a user account to access Breeze. You can deactivate the account from here, which deletes their user. 
    mceclip5.png

  • Orange means that the person has been invited to create an account. It will display the day this person was invited, and you can resend the invite or deactivate the invite to the right. 
    mceclip3.png

  • Red means that the person has not been invited to create an account and that there’s no account that has been created for them with the email address used in their profile. If a person has an email address in their profile, you can click the invite to send an invitation. If they have no email address, you would need to add an email to their profile before being able to send an invite. 
    mceclip4.png


You can filter the Members list by color, name, or by people parameters (using the Filter option in the top blue bar) : 

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If you choose to "Resend Invite" or "Deactivate Invite" then the original link sent to the user will no longer be active. If a second invite has been sent, the member will need to create their username and password from the most recent email invitation. In the event the "Deactivate Invite" option was selected, you will need to "Resend Invite" to allow them to create a login.

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Comments

55 comments
  • How can I allow my members to access and edit their own info without allowing them access to edit all the other members info? 

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  • Hey Carly!

    You can simply Navigate to "More" > "Users & Roles." <Click "Roles" on the left.< Click the pencil icon to the left of the role you'd like to modify.< Change the permissions to only "My Profile" This will allow members to view and edit their own information. 

    If you want members to be able to view other members information as well but not edit it, you can simply follow the same steps: Navigate to "More > Users & Roles." <Click "Roles" on the left.< Click the pencil icon to the left of the role you'd like to modify.< Change the permissions and select only "My Profile" and "People" View.

     

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  • Can an account be set up for someone without an email address?

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  • Hi there!

    Absolutely! If a user does not yet have a profile within your database (or that profile doesn't have an email address), a church administrator will first need to create/update their profile before they can create an account.

    To create an account for someone who doesn't have an email address you can simply:

    1. Navigate to "More > Users & Roles."
    2. Click "Add User."
    3. Fill in the information, making sure to select a role that has the "My Profile" permission enabled.
    4. Once a role with the "My Profile" permission is selected, an additional field will appear asking which profile you'd like to link that user account with.
    5. Select the appropriate profile and finish creating the user account.

    Hope this helps! :)

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  • It would be great to allow people to create an account with either an email address OR a cell phone number.

    Part of our guest checkin is going to be only asking for a cell phone number.

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  • We have allowed members to create an online giving account, and currently have a "create account" link activated on the sign-in page.   At some point we will be allowing members greater access, and using Breeze as an online directory.  I know I can invite members to create a member account, but is there a way to ensure that people who create an account through the link only get an online giving account?  In other words, we may have non-members who want to give online and create an account, but we don't want them to have access to member information.

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  • Hi there!

    If that "create account" link is activated on the sign-in page, then non-members and members alike will be able to use that same link to create a member account. Best practice is to email the link out to members and for your non-members create their account for them, giving them a completely separate role with limited access. Here are a few resources that might be helpful: 

    Assigning a Role to a User

    Allowing Members to Have an Account in Breeze

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  • Using the access permissions, I've tried to allow members to change their member giving.  I have not been successful.  And, now that the new year has begun, people have signed up for automatic giving but their old automatic giving did not stop (BTW, Illinois state law requires there be an end date to auto charges and Breeze lacks this!!).

    So, two questions:

    1. What are the steps that a member needs to follow to change their online giving through Breeze (they already have an account)
    2. When will you have a step that sets the number of times a contribution is made OR an end date for contributions?
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  • Hi @Carly!  Here's an article that will direct your users on how to update/view/stop their recurring donations: View and Modify Recurring Donations.  There will be a "stop recurring gift" button in the bottom left corner of the popup window that appears when they change their online gift.  We'd love to walk you through this further if you need additional assistance.  Simply Contact our Support Team and we can give you more detailed directions. 

    As for the Illinois State Law - would you be able to send us a link to that law?  We would love to look into what it says as we do not want to be in violation of any of our state laws.  If you could send it to julie@breezechms.com our team would be happy to figure out what steps we need to take. 

    Thanks! 

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  • How does member access allow people to see the groups they belong to? How do I set that up?

    Thanks!

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  • Hey @lawellens!

    Great question! If you contact our Support team, we would love to walk through this with you and help you set this up! :)

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  • I'm setting up member access for online directory.  I want to

    1. Allow a member to see ALL of the tags that they are tagged in, but

    2. Only allow them to see tags from a specific tag folder when they look at another person's profile.  

    I can't seem to make this happen, regardless of what combination of "allow" and "restrict" I use.  

    Help!  We're trying to launch access this coming weekend.

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  • Hey @wyndwoman!

    Please email or call Support so that we can walk through this with you! Happy to serve!

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  • Curious if any other churches have run into resistance around not only having an online directory, but the fact that the database is in the cloud and therefore susceptible to hacking?   How did you handle it?

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  • Yes, that was beginning to move through our church a few months ago.  We began using Breeze April 2018.  I met a lot of resistance when it was first rolled out to the congregation.  I explain that there was nothing maintained on the profile that could not be found just by doing a Google search.  I also explained that we did not maintain social security numbers or banking information in Breeze.  Also if they were concerned about their birthday, we could either remove that information from their profile completely or only put the month and day and round the year to the nearest zero because all I really needed was to know the month and day in most cases anyway.  This seemed to ease their concerns.  I read an article that explained about the need of a Data Protection Policy for today's churches.  We are working on that now. 

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  • Hi, I'm trying out the demo and I'm a confused as to what the difference is between a user and a member, functionally. At first I thought it was a difference between who could manage the data (users) and who could view the data (members) but that appears to be taken care of with permissions in roles. Any clarity you could provide me would be helpful. Thanks.

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  • sgilbertson - I believe that a Member is anyone who is in the database. A user is someone with an account who can either view or edit data.  Members can become users if they create or are given an account.

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  • Hey @sgilbertson!

    Sorry for the confusion! Happy to clarify! @wyndwoman is spot on. A user is a person who can login to your Breeze account and perform administrative functions. A member can be an individual who has limited access to Breeze so they can see their own data and (optionally) their giving history, attendance records, groups they belong to, and the ability to donate online. Member is a status field that you can give to the individuals in the database--since all listed are not always all users nor are they all members.

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  • That's helpful! Thanks!

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  • Just to be clear, I am correct in concluding that there is no way for someone to join our database unless we have previously created a card for them? For instance, if we had a group meeting of newcomers and wanted them to access and join Breeze, we would have to previously add them on the Admin side? 

    I realize the wisdom of this from a security standpoint, but it would be useful from an ease-of-use standpoint to allow users to create an account with some restricted scope so that the data-entry is distributed and in the case of being able to send a link in an email whereby the recipient can quickly and easily join. 

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  • Hey @Brian - that is more-or-less correct.  You could manually create users for individuals who may not have a profile in Breeze.  However, if you want them to be able to create their own account via the online giving page, the log-in landing page, or via invitation, they will need to have a profile in Breeze. 

    I might recommend sending your individuals a link to a form that they could fill out with some basic information and upon completion of that form, you would create a profile for them within Breeze and then they could have an account.  Kind of a win-win where you would get their information in addition to them having an account with Breeze! 

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  • One of my members went to create an online giving account, but when he went to give he got an error message saying, "the account cannot make live charges due to verification.disabled_reason." I assume this means there is a permission that I did not give our "member" role. Can you tell me exactly which permissions need to be enabled for online giving? I want to make sure I do not give people too many permissions, especially with regards to contribution information. 

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  • Hey Tucker!

    Thanks for reaching out! This message is popping up because of the verification needed to finalize the setup of online giving. Once that is complete, that error message will go away. 

    Hope this is helpful:

    Transferring Online Giving to the Church

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  • Is it possible for me to set up a user account for a member but use a temporary password and get them to change it as soon as they login? Alternatively I could send them the user ID and get them to create the password?

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  • Hi @reneandnoelle!

    Yes!

    I would just follow these steps if you are manually creating it.

    1. Navigate to "More > Users & Roles."
    2. Click "Add User."
    3. Fill in the information, making sure to select a role that has the "My Profile" permission enabled.
    4. Once a role with the "My Profile" permission is selected, an additional field will appear asking which profile you'd like to link that user account with.
    5. Select the appropriate profile and finish creating the user account.

    Blessings! 

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  • We don't specifically give members breeze accounts at this time, but I was asked the question that people who have setup reoccurring giving don't have a way to change their giving. I see on your site about sending them invitations and that's fine. But is there a way for me to setup our system so that if a person selects "reoccurring giving" that they get redirected to create an account, or an invitation email or something?
    Thanks!

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  • Hey @lordneeko

    There are several other options outside of sending invitations to members, which allow members the option to create an account in Breeze. One way is to allow members to create an account from the online giving page, to set this up:

    1. Navigate to "More > Users & Roles > Members."
    2. Click "Settings" on the yellow bar near the top.
    3. On the "Create By" field, select the following checkbox and click save:
      • Members can create an account from the online giving page
        (This option will add a link to your online giving page which members can click to create their own account.)

    If you only thing you would like members to be able to log in and update is their recurring giving, then you would want to change the Member Role Permissions to reflect the below permissions:

    To Edit the Member Role you will want to:

    1. Navigate to "More > Users & Roles."
    2. Click "Roles" on the left.
    3. Click the pencil icon to the left of the role you'd like to modify.
    4. Change the permissions you'd like adjusted and click "Update Role."

    I hope this helps!

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  • Hi- My church recently signed up for Breeze and I am the administrator.  I'm hoping to get an invite out to members of the church to create their own account log ins.  My question is once a member creates their own account with all their information including online giving, can another member look at other members giving amounts?  I know I will get asked that question.

    Thanks,

    Carole

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  • Hey Carole!

    Rest assured member accounts do not have access to other member's giving information. The information members have access to is controlled by you and the Admins at your church. The default settings for members only give access to the individual person's profile and their family. 

    Hope this helps!

     

     

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  • We want users to be able to view their information, but not edit. As we worry that a member would take out a phone number, for example, because they wanted it to be private, not knowing that there is a feature they can utilize to mark it as private. 

     

    Is it possible to allow a user to make a change to their information that would send me, as the admin, a message to approve or deny the change?  This way a user could still fix info that may be incorrect but I'd need to monitor and approve it.

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