PSDio Admin - Manage Staff: Guidelines for Staff Permissions

Diocesan Guidelines for Staff Permissions

General Guidelines

Diocesan Suite

  • Individuals you are granting access to should have a family and member record in the Organization for which you are providing access.
  • For individuals with multiple assignments one assignment must be designated as the Primary Assignment and the Family/Member record should be mapped to each organization they have an assignment to.
  • Grant Login Privileges and ParishSOFT Access must be checked to give access to the ParishSOFT Diocesan Suite or ParishSOFT Family Suite.
  • Give Edit/Add rights only to those responsible for managing organizations and members in the database.
  • To assure complete and accurate historical information in your database limit the number of staff who are given Delete permissions.
  • Grant only the privileges that are required for the job function, not every member needs a login.
  • Both the Diocesan Admin and Organization Admin checkbox gives full rights and should be given to very few persons; it is needed for those authorized to set up and change staff permissions, adding new funds, managing look-up tables, etc.
  • IMPORTANT: Always End Date and/or remove login privileges for anyone who leaves the diocese or organization.

Diocesan Level Permissions

View:  Allows User access to view information in the selected area/program.
Add/Edit:  Allows User to add or edit within the selected area/program.
Delete: Allows User to delete information within the selected area/program.
Print:  Allows User access to print reports in the selected area/program.

 

Granting Diocesan Development Manager (DDM) Access Rights to Users

To protect sensitive personal information and financial data, ParishSOFT DDM uses role-based access controls.  The application provides three user levels, each with different abilities or privileges:

  • Parish-level DDM user (ParishSOFT DDM)
  • Development user
  • Development Admin

Parish-level DDM User  ( ParishSOFT DDM)

The parish-level user has the following access rights:

  • Ability to access ParishSOFT Diocesan Development module
    • Ability to access parish reports.
    • Ability to view Parish Detail reports only for those parishes they are assigned to and for which they are assigned parish-level permissions.

 

Development User

The DDM user has all of the rights of access granted to the parish-level DDM users in addition to the following: 

  • Ability to log in the DDM Desktop application and access all windows and functionality therein.
  • Ability to access ParishSOFT Donor Reports and Online Giving Management modules.
  • Ability to view family giving history for any fund they have permission to
    • Fund permission for each fund is necessary to see giving detail and enter any giving

Development Administrator

While it is possible to assign more than one individual the role of DDM administrator, it is strongly recommended that only one person be assigned this role.

  • The DDM Administrator has all of the rights granted to the Parish-level DDM User and the DDM User plus the following:
    • Ability to access the ParishSOFT DDM Administration module and DDM Funds Management.
    • Ability to bypass batch owner controls. This means the administrator can enter, edit, and close batches that are owned by someone else whether or not the checkbox for batch ownership control is selected.  (This control is set under DDM Options.)
    • Fund permissions are granted for all funds automatically with this permission

 

Parish Level Permissions

 

Organization Admin

  1. Provides access to the Administration Tab.
  • Access to review and accept Suspense Activity
  • Manage Lookup Tables
  • System Setup
    • View their Organization Licensing
  • Edit their Organization Details, including Pictorial Directory function.
  • Manage Staff: Add assignments and define permissions for Members within their organization(s) and child organization(s)
  • Module Settings
    • Religious Ed
    • My Own Church: New User Registration Settings
  • Notifications
  1. Will enable full access to ALL modules and with full permissions.

ParishSOFT Modules:

Family Directory

View:  Allows ParishSOFT Parish User access to view information in the Family Directory Module.
Add/Edit:  Allows ParishSOFT Parish User to add or edit within the Family Directory.
Delete: Allows ParishSOFT Parish User to delete information within the Family Directory.
Print:  Allows ParishSOFT parish User access to Family Directory Reports for printing.
Import: Allows ParishSOFT parish User access to import functions within the Family Directory;
             currently importing a member into a family record.

Offering

View:  Allows ParishSOFT Parish User access to Offerings Module.
Add/Edit:  Allows ParishSOFT Parish User to add or edit within the Offerings Module.
Close Batch:  Allows ParishSOFT Parish user to close offering and pledge batches.
Delete:  Allows ParishSOFT Parish User to delete information within the Offerings module.
Giving History:  Allows ParishSOFT Parish user to view giving history
Import:  Allows ParishSOFT Parish user to import giving.
Print:  Allows ParishSOFT parish User access to Offerings Reports for printing.
Note:  Fund Level Permissions need to be set along with Offering Permissions.

 

Ministry Scheduler

View:  Allows ParishSOFT Parish User access to view information in Ministry Scheduler Module.
Add/Edit:  Allows ParishSOFT Parish User to add or edit within Ministry Scheduler.
Delete: Allows ParishSOFT Parish User to delete information within Ministry Scheduler.
Print:  Allows ParishSOFT parish User access to Ministry Scheduler Reports for printing.

Religious Education

View:  Allows ParishSOFT Parish User access to view information in Religious Education.
Add/Edit:  Allows ParishSOFT Parish User to add or edit within Religious Education.
Delete: Allows ParishSOFT Parish User to delete information within Religious Education.
Print:  Allows ParishSOFT parish User access to Religious Education Reports for printing.
Tuition:  For Desktop Software only.

Tuition

View:  Allows ParishSOFT Parish User access to view information in Tuition Module.
Add/Edit:  Allows ParishSOFT Parish User to add or edit within Tuition.
Delete: Allows ParishSOFT Parish User to delete information within Tuition.
Print:  Allows ParishSOFT parish User access to Tuition Reports for printing.
Import:  Allows ParishSOFT Parish User access to import functions. 

 

IQ

View:  Allows ParishSOFT Diocesan or Parish User access to view information in IQ.
Add/Edit:  Allows ParishSOFT Parish User to add or edit within IQ.
Delete: Allows ParishSOFT Parish User to delete information within IQ.
Import/Export: Allows ParishSOFT parish User access to import/export functions within IQ.

ParishSOFT

ParishSOFT Access:  Allows access to ParishSOFT, when not checked user only has access to
            My Own Church.
Suspense Review:  Allows ParishSOFT Parish User to review and accept Parishioner changes
           from My Own Church.

 

The following is a draft of example Access Right for some job positions.  Access Rights will vary based on Arch/Diocesan and Parish policies and standard operating procedures.  If an organization has one person filling multiple roles, it is best to give them the fewest rights they need to complete all their functions.  It is prudent to give fewer rights and add more as it is determined they are needed.

 

Pastor, Parish Administrator and/or Business Managers:  These are the positions that most often need Organization Admin rights to oversee the management of the database.

 

Secretary:  If this person is also responsible for Offering, Ministry Scheduler, and/or Religious Education/Tuition, you will want to provide Add/Edit rights for the modules they are responsible for.  View or Print rights may only be needed in Ministry Scheduler, Religious Education or Tuition if this person needs to look up information and/or print reports for these modules.  Delete rights should be given based on your Arch/Diocesan standard operating procedures.

Religious Ed Coordinator:  Depending on your organization's standard operating procedures this person may also need rights to Add/Edit under Family Directory.  Delete rights should be given based on your Arch/Diocesan standard operating procedures.

Bookkeeper:  Depending on your organization's standard operating procedures this person may also need rights to add/edit under Family Directory.   Remember Fund Permissions must also be given from within the Offering module.  Delete rights should be given based on your Arch/Diocesan standard operating procedures.

Liturgy Coordinator (Or Ministry Scheduler):  Depending on your organization's standard operating procedures this person may also need rights to Add/Edit under Family Directory.

 

Related Articles 

Video Tutorial: Adding staff & staff permissions in ParishSOFT Family Suite

Article: About Permissions and Access Rights

 

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