PSFS Administration - Manage Staff: About Permissions and Access Rights

About Permissions and Access Rights

Staff members need visibility and access to the modules they work in so that they can accomplish tasks within the scope of their work responsibilities. Access to a module and the ability to perform certain actions within a module must be appropriately safeguarded and granted to staff on a "need to know" basis only. This topic describes the administrator's responsibilities and the types of permissions he or she can grant to staff.

Administrator Responsibilities

Granting Access

Types of Access

Organization Admin

ParishSOFT Access

Suspense Reviewer

ParishSOFT Modules

Controlling Access


Administrator Responsibilities

Each organization has at least one individual who is designated as the organization administrator. The organization administrator has suite-wide access rights that allow access to ParishSOFT Family Suite and all of its modules. This individual has full control and can take any and all actions available within each module in the suite. Depending on the module, such actions can include adding, deleting, moving, importing, and modifying records and data. Additionally, the organization administrator bears the responsibility for setting up staff members who can log in and give them the right to access only those modules that suit their specific work responsibilities. To keep confidential data and records secure, the administrator also determines the type of rights (permissions) a staff member has within each module he or she is granted access to by assigning permissions that control exactly what a staff member can see and do with the module's data and records.  


Granting Access

Each staff member's ability to view, access, or modify data in a module is based on specific permissions assigned by the organization administrator. These permissions are stored in the database and tied to the staff member's username and password. The application uses the staff member's login credentials to authenticate the staff member and to allow access.

For each staff member, the organization administrator (or someone with organization administrator privileges) manages the type of access in the staff member's record, which is accessed from the Staff List page.


Types of Access

The system lets you assign these types of access and permissions:

       Organization Admin

       ParishSOFT Access

       Suspense Reviewer

       ParishSOFT Module Access


Organization Admin

Checking the Organization Admin checkbox simultaneously activates all of the checkboxes controls to give the user ParishSOFT access, Suspense Reviewer rights, access to all modules in the ParishSOFT Family Suite and their associated access rights settings.  It is possible to give a staff member all rights to all the modules, without also granting Organization Admin rights.  Best practices suggest that this access should be limited, as the Org Admin can change ALL things, including staff records.


ParishSOFT Access

Checking the ParishSOFT Access checkbox gives the staff user access to the ParishSOFT Family Suite.

If this box is not checked, the staff member can log in to My Own Church only to view his or her personal information. If the staff member needs access to any of the modules in the suite, you must check this box.


Suspense Reviewer

Checking the Suspense Reviewer checkbox allows the staff member to review and approve or deny pending change requests and new user registration requests.


ParishSOFT Modules

The ParishSOFT modules tab shows the modules in ParishSOFT Family Suite. Within each module, checkbox controls let you grant or deny specific permissions. The control is a two-state checkbox: select the checkbox to grant the permission or deselect it to deny the permission.


Your decision to grant a permission should be based on two factors:

       Whether the staff member has a legitimate need (based on his or her work role and responsibilities) for the type of permission.

       Whether the staff member has the necessary knowledge and skill to use the permission without causing harm to the system.


Types of Permissions

The following table lists and defines the specific access rights that an organization administrator can grant to staff members. Note that each setting is independent and restricted in scope, so giving someone access to religious education will not give them permission to view families because they don't have permission to the family directory, they will need permissions in both modules. Therefore, to give a staff member the rights or privileges they require, you will probably need to select multiple settings (refer to the information in the Permission Logic column).

For example, to delete a pledge or a batch, a staff member also needs to be able to view the fund. Therefore, in addition to granting Delete access, he or she must also be assigned View access (View + Delete), and you must also give them permissions to view funds, which is not in the staff management screen; please see related article about fund permissions to give staff access to funds. 


Below is an image of the access right’s screen for an individual when looking at their Access, or, wanting to change their rights in manage staff.


Each of the modules has rights that can be assigned. Below in the “Module rights and meanings” is a description of those rights. Each module only allows you to change a particular part of the data. For example, if you have rights to modify the Offering information but only view rights to the Family directory then you will be able to add and edit contributions in open batches(Closed batches can’t be modified) but not modify the family information.Below is a description of what parts of data can be changed with proper rights to the module. 

Family Directory: Allows you to view or modify the family and member information like names, numbers, addresses and sacramental information.

Note: Sacramental information can only be changed by the parish of registration or parish of baptism. If you're not one of those, then the information can only be changed if your parish is listed for that sacrament.

Offering: Allows you to view or modify the contributions and pledges a family or member has made.

Note: If you're an administrator you have access to all the funds, otherwise, only the funds that you have been granted permission to can be viewed or modified.

Ministry Scheduler: Allows you to view or modify different parish ministries and the parishioners that are scheduled. 

Religious Education: Allows you to view or modify classes, terms, grades, sessions and other sections of your education program. 

Tuition: Allows you to view or modify invoices and customers for your education program. 

IQ: Allows you to view or modify queries in order to pull data and information from your parish. 

ParishSOFT Access: Allows your staff to access the staff modules in ParishSOFT instead of just My Own Church. Also, allows them to review suspense activity from My Own church users with the suspense reviewer.


Module rights and meanings

Access Right Setting

Description (see image below for reference)

Permission Logic
(Check These Boxes)


Grants the staff user view-only permissions.

For example, in Offering the View setting allows the user to view a list of batches, pledges, and contributions associated with the funds for which fund permission is granted. If a user does not have permissions for a fund, that fund does not appear in any of the lists and menus.



Allows the user to add and change data.

For example, in Family Directory the Add/Edit setting allows the staff member to change add or modify information in a family's or member's record.

In Offering the Add/Edit setting permits the user to change the details of any batch, pledge, and contribution associated with the funds for which fund permission is granted.

View + Add/Edit


Allows the user to delete data.

For example, in Family Directory the Delete setting allows the staff member to delete a family record from the Family List. In Offering, this setting allows the user to delete any batch, pledge, and contribution associated with the funds for which fund permission is granted.

View + Delete



Allows the staff user to print and export reports and lists.


View + Print

Import (Family Directory, Offering, Tuition modules)

Allows the staff user to import data into the module.

For example, in Offering the Import setting gives the staff user permission to import contributions and pledges from Online Giving and from non-ParishSOFT systems into the funds for which fund permission is granted.

View + Add/Edit + Import

Close Batch (Offering module)

Allows the staff user to close batches.

View + Add/Edit + Close Batch

Giving History (Offering module)

Allows the user to view donors' giving history for any fund for which fund permission is granted.

View + View Giving History

Tuition (Religious Education module)

This checkbox is reserved for future use. Currently not used by the ParishSOFT System.

Not applicable.

Import/Export (IQ module)

Allows the staff user to do a mail merge, send emails, and export queries to Excel.

View + Import/Export


ParishSOFT Access

Grants the staff user access to ParishSOFT Family Suite. If the user needs access to any ParishSOFT module other than My Own Church, this checkbox must be selected.

Suspense Reviewer

Allows the staff user to review pending change requests and new user registration requests.


Controlling Access

If a user does not have a particular access right assigned, the application blocks access by disabling the associated button control or by hiding the element or area of the application. For example, if a user is not granted Delete access rights in a given module, the Delete button may be grayed out throughout the module, preventing the user from being able to use it to delete records or data. In certain applications, users who lack a particular access right may be prevented from seeing specific pages. For example, in the Offering module, only users with organization administrator privileges are permitted to view the Fund Management page. If a given user does not have the appropriate permissions, the page itself is hidden (no Fund button). Likewise, if a user lacks View access for a module, the module's tab does not appear when he or she logs in to the suite.


Related Articles

How to assign or edit access rights permissions

How to assign fund permissions to your staff



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