Getting Started With Users & Roles

This guide will help you understand the thought behind Users & Roles. There are many ways to accomplish inviting users, but this is one we've seen work well. 

It's helpful to think of this in stages

Stage One (Now): Invite a secondary Admin, or two
Stage Two (After Your Data Is Moved Into Breeze)Invite your Staff Users
Stage Three (As the Needs Arise): Invite your Volunteer Users
Stage Four (Once Your 100% Comfortable): Invite your Individual Members (if desired)

Stage One: Invite Secondary Admin(s) 

  • Determine another person(s) that will help you setup and organize your database.
  • Assign them to the Admin (Full Access) role.
    • To do this: Go to Account Settings (mceclip3.png) > Users & Roles > Users > Add New User

AdminRole.png

Stage Two: Invite Staff Users

First, by default you have five Roles provided in your account - three of these are potential options for your Staff Users. Here are those roles and permissions they grant. (If changes are made by an admin user, these definitions will no longer be accurate).

  • Admin (Full Access):
    Users will have access to everything in your account.
  • Standard (Default Permissions):
    People: View/Edit all profile fields and access communication tools.
    Tags: View/Edit/Create tags (groups) and the people assigned to them.
    Events: View/Edit/Create events including volunteer management and check-in.
    Follow Ups: View/Assign.  
    Forms: View/Edit/Create/Delete Forms.
    History: View pages they visited and messages they've sent. 
  • Limited (Can Only View People): 
    People: View all profile fields and notes, Email and Export that information

Now, you can assign Staff Users to one of these roles. The Standard Role is commonly used as it gives access to most fields and functions without access to contributions. 

  • To do this: Go to Account Settings (mceclip3.png) > Users & Roles > Users > Add New User

StandardRole.png

Woohoo :) You've got your team in place and you're ready to go! 

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Options, These roles will get you started but many want more granular control of permission levels. As you create additional permission roles, here are some guidelines. 

  • Aim to have very few roles, if any, that are assigned to only one user.
  • Administrative upkeep on these very granular permissions can become overwhelming fast.

Instead, think of roles on a broader scale.

  • Create roles with permissions that will cover groups or departments as a whole.

Here's an example of department-level permission Roles: Financial, Secretarial and Standard +

mceclip0.png

To start, keep the customized role permissions generic. Here's why:

  • As you customize Profile Fields, Tags, Calendars and Forms, you'll likely want to update access to or restrict access from one or more of these features. 
  • Starting with Access All in these areas gives you the flexibility of getting everyone onboard faster. As you customize these features, update permission settings as desired.

Here's an example showing Access All in the areas mentioned: 

mceclip4.png mceclip5.png

mceclip6.png   mceclip7.png

Stage Three: Invite Volunteer Users

As you'll likely want to give more granular permissions to your Volunteer Users, waiting until after you've customized Profile Fields, Tags (groups), Events and Forms will minimize the need for updating permission settings later. 

When ready, the directions for creating Roles and Users are the same as Stage Two: Invite Staff Users. 

One default Role that is often assigned to Volunteer Users is: 

  • Check In (Can Only Check People In): 
    Events: Check-In Screens Only (all events) add new people at check-in and update pictures.

Stage Four: Invite Individual Members

I would wait until you, your staff, and volunteers are all confident in Breeze before venturing to Member Access, allowing individuals limited access to their profiles and that of their family members. 

When ready, this detailed overview will be helpful, Allowing Members to Have an Account in Breeze

One default Role that is often assigned to Members is: 

  • Member (What Members Have Access To): 
    View/Edit their personal profile information as well as their family members.
    View personal and family contributions and pledge information. 
    Displays Online Giving button if active within your account. 
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Comments

18 comments
  • Trying to decide whether to create 2 users for a member that has 2 roles (eg member & admin).  Is there a best practice? Pros/cons?

    thank you.

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  • I read somewhere a while back that the Admin Role (full access) is not able to see everyone's history - the Admin Role can only see what the Admin did.  Is this still the case?  At times when employees are allowed to work from home, like during COVID-19, it would be very beneficial to Staff/Management to be able to see what has been done, and by whom.  Even now, with everyone back in the office, it would seem reasonable for the Admin Role to be able to evaluate how much work is being done.  Is it possible yet for the Admin Role to be able to see ALL history (emails sent, people added, addresses changed, etc)?  And if not yet, is this in the works?

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  • >> Trying to decide whether to create 2 users for a member that has 2 roles (eg member & admin).  Is there a best practice? Pros/cons?

    I asked that question years ago when we were ramping up... I swear I was told that it's best to give every member a "member" login; and an additional, separate login and role with elevated permissions for special permissions (e.g., contributions).

    What I read on this thread doesn't seem to back that up--If elders get additional permissions, I'd prefer to create an "Elders" (permission) role that has everything a "Member" role does plus the extra permissions, and assign it to him.

    I could see this getting complicated if folks serve multiple roles (that have a combination of elevated permissions) and I want to maintain tight control.

    One advantage to giving, say, a worship leader, a separate login is that separate login can have a different (reply) email address than their "member" login (e.g., worshipleader@mychurch.org instead of bigbob@hotmail.com).

    I seem to remember contributions being mentioned when a separate login was recommended... perhaps Breeze would get confused about "my" contributions/statement if I had permission to view all? Doubt it, but worth asking.

    Hope that helps

     

     

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  • @Chaeli So in your opinion, would there be a downside to having a role that includes permissions for both contributions and their own profile, to be assigned only to those users who enter/log the contributions?  The users who log giving are all members (usually deacons or finance committee).  

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  • @techsupport

    That's a great question! Unfortunately, there is not a "Matrix" where this can be seen cascaded side by side. However, this is a FANTASTIC idea. Would you mind submitting it as a Feature Request? Click Here: Submitting Feature Requests

    We look forward to hearing from you again soon!

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  • @pgiacinto2010 A user can only be assigned to one role. You can edit their role to be able to view both contributions and their own profile. Or you can create two different users for them and each user can be assigned a different role. I hope that helps! 

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  • @phengkue63 You are correct! You'll first want to create the user and then assign a role to him/her. You can assign a user a new role by heading to Users & Roles > Users > click the pencil icon next to the user you want to edit. Check out this article: https://support.breezechms.com/hc/en-us/articles/360007553254 

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  • In our MEMBER ROLE, I have it set so other members can NOT view age and grade, and I have set My Profile View to SEE age and grade, AND I have set My Profile to Access Family Members Profiles. BUT I am not able to see my age and grade on my own profile or my family members now. Any ideas?

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  • @jakzip

    Nate here with Breeze Support...great question!  You certainly can't go wrong creating 2 specific roles, but let me just throw out there the possibility of creating 1 role, that combines all permissions that you would need.  

    For example, I would probably just take an existing member role, and duplicate it, then rename it, and add the additional privileges that would be needed, and then of course assign it to the person(s) that would require it.  My thought process here is for when you might have more than one individual that will need that specific role. 

    We see this a lot of times with a church's financial team.  Say, they have 5 or 6 people on that team, and they are, both members, and financial admins.  This would work out good for them because they would only need one role, and one account.  

    Let us know if you have any additional questions!

    Breezy Blessings,

    Nate

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  • It seems I need to first create a new user in order to assign a role to him/her.

    Assuming I have imported church members into breeze, is there a way I can assign a new role to an existing user in the database?

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  • Hey @Frank,

    Nate here with Breeze Support following up with you...great insight by the way!  I certainly enjoyed reading through your post here.

    As I mentioned, there really isn't a wrong way, just thought I would share an alternative approach.  Obviously, as time goes by, and ideas evolve, we learn new approaches and even processes for doing things.

    The good thing is, there are basically endless possibilities for setting up various roles, that you can customize and create, for precisely whatever the situation, for your team.  More thank likely, it's just going to come down to your church's preferences...and for some, 2 accounts (a Member & an Admin account) might be the ideal solution.

    Feel free to keep the conversation going!  Also, we recently launched our "official" Facebook users group, feel free to stop by there and have a convo or two.  https://www.facebook.com/groups/breezechms/ 

    Breezy Blessings!

    Nate       

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  • @finance

    Great question here! You'll want to use our Log of Changes / Audit Trail to see these kinds of actions made across multiple users. You'll need access to "Account Settings" -> "Log" in your role to see this option. 

    I hope this helps!

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  • Is there a way to view a matrix of all the roles and permissions?  I don't see a download capability.  We have 25 roles and checking them one by one is extremely tedious and complex.  I would really like the ability to see what each roles is approved for and who has what role all in one place.  

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  • Can a user be assigned to multiple roles?  For instance, select members will be entering contributions, so I want to have a Financial role for contributions only.  But they are also members and will need access to check their own profiles through the Member role.  Would it be better to add the member access items to the Contributions-only access for a broader Financial role?

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  • @pgiacinto2010 There is not a downside to having a role that includes permissions for both contributions and their own profile. It's up to their preference- if they prefer to have a separate user name and log in for when they've got their "Contributions" hat on verses when they have their "member" hat on, you can create two different users for them. Otherwise, if they prefer consolidation, that's great too!

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  • Should volunteers with additional permissions (e.g., Standard User instead of Member) be given a separate login, or should I just give their regular login the Standard Users (or whatever) permissions?

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  • @aubrey

    After a few tests, your explanation is not expected behavior. I was able to set restrictions to everyone's profiles and then retain control over those areas within my test profile and the family connected to it. Feel free to give us a call so that we can help walk you through this together! 

    Cheers!

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  • @frank

    Permissions should be set up in Categories based off of the Function of different personnel in your ministry. In rare occasions, a person's function may fall in between one category and the next, in which case, you would create a new Role to fit the functions of that person or persons. 

    I hope this is helpful for you!

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