Staff Transition

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When someone transitions to a role with lower permission levels in Planning Center, you want to cover all your bases and ensure teams have the right leaders in place, automations remain active, and the systems you set up continue to work. Review the person's access in each product before their permissions are removed to ensure nothing falls through the cracks. 


If the person transitioning out of their role has access to any login information that functions as a Planning Center integration, make sure you get access to that login information, especially Stripe and Checkr.

Check Access

You can see the products the person can access from their People profile.


You can only add or remove organization administrators in Accounts; however, if you remove someone as an organization administrator in Accounts, you still need to remove their permissions in every other product.

From the Actions dropdown, select Permissions.


While you're in People, you can only change the permissions there, but you can see which products also need to be addressed by reviewing the permissions in this box.


If you make a person inactive, their access to the products is revoked, but they may still be assigned to some features in the product. Before making them inactive, follow the steps in the corresponding products below.


If you need to make someone inactive, ask them to give another administrator access to their lists, workflows, note categories, and custom fields.


When a list is created, only the person who made it can access it unless they give access to others. They can find all lists that are visible to them under My lists.


Once they've selected a list, they can see their level of access to it and any other collaborators under the list's Settings tab.

If they are the only collaborator on the list with Manage permission, they can select the Add collaborator dropdown and choose a group of permissions or a specific person with Manage permission.


Unassigned Lists 

Administrators who have View only access to any lists without a manager will see those lists appear under the Unassigned lists tab.


The first person with View only permissions to access the list can add manage permissions for themselves and share the list with others.


A list is automatically deleted once the last person who could view or manage it has their permissions removed.


When a workflow is created, only the person who made it has access until they share it with others. Before you set someone to inactive, they should review all of their workflows from the Workflows page. By selecting a workflow from the list, they'll see which ones should be shared with someone else.


If their name is the only one listed in the Collaborators section, they can select the Add collaborator dropdown and choose a group of permissions or a specific person with the Manage permission.


Make sure they select Manage workflow for at least one other collaborator or group of permissions.


If the person is assigned to any steps, ask them to reassign them. If a step is left without an assignee, the step shows an error, and an assignee must be added when someone is added to the step in the workflow.

Unassigned workflows

Administrators who have access to any workflows without a manager will see those workflows under the Unassigned workflows tab.


Within an unassigned workflow, you can add yourself as a manager.



You can see an automation's current owner in the bottom right corner of each automation.


If the creator of an automation is inactivated or their permissions are changed, any automation they had set up will no longer run. You can delete their automation and create a new one, or you can reassign it to yourself so that it continues to run.  



Note categories assigned to only one person are removed when that person is made inactive. Before removing someone's permissions, make sure they add other collaborators to the category to ensure notes remain visible after a staff transition.

If only one name is listed in the Collaborators section, they can select the Add collaborator dropdown and choose a group of permissions or a specific person.


Custom Fields

Data in custom fields will be removed when the tab's creator is made inactive, so at least one other collaborator should be added before permissions are removed for the person who created the tab.

If only one name is listed in the Collaborators section, they can select the Add collaborator dropdown and choose a group of permissions or a specific person.



Transfer ownership of an administrator's events to someone else in the organization.

  1. Filter to the event owner who is leaving their role.

  2. Use the bulk action on the table calendar page to add a new owner to these events.


For Check-Ins, you may need to remove a station connected to their device and change their check-in type so they're not automatically listed as a volunteer the next time they check in.


Delete a device station from the Stations page by choosing the station and selecting Delete.



If the person knows any station keys, delete or update those.

Check-In Type

When a person checks in, their type defaults to the previous check-in. To avoid any confusion when they check in the next time, check them in a second time but as a regular check-in type instead of volunteer.


If there is only one Giving administrator, add a new administrator before making an administrator inactive.

If you make the sole Giving administrator inactive, an organization administrator must unsubscribe and resubscribe to Giving and add another Giving administrator.


From a person's profile in Groups, view and edit their permission level to None.


Check the groups they're in by filtering to "Leader" on the People page. If they are the sole group leader of a group that needs a new leader, add a new leader to that group.



The main things to check in Registrations are contributors, support contacts, and the notification list.

An event can exist without a contributor or anyone on the notification list, but the support contact is required.

Check contributors on the About tab of the event's Configuration page.


Check the support contact and the notification list from the Settings tab of the Configuration page.



The two main things to check in Services are team leaders and the person set to receive replies.

Remove as Team Leader

For any team they lead, you want to ensure there is another leader or assign a new one.

Go to the person's profile and select the team name where Leader is tagged.


Hover over the name and select the red minus sign to remove them as a leader.


If this person is the last team leader, select Add person to add a new team leader so the team members don't slip through the cracks!

Reassign Replies To Person

Typically, the team leader is the person set to receive replies, meaning when a team member accepts, declines, or blocks out dates, the team leader is notified.

In the team settings, use the dropdown to choose another person to receive these notifications.

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