Staff Transition

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When someone transitions to a role requiring lower permission in Planning Center, you want to make sure all your bases are covered. This guide will help you know how to make sure teams have the right leaders in place, automations continue, and the systems you set up will work when you remove someone from a place of leadership.

First, find out what access the person has for each product, and then go to the product(s) section to find any other necessary changes before you make the person inactive.


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

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 will still need to remove their permissions in every other product.

From the Actions dropdown, click Permissions.


While you're in People, you can only make changes to the permissions in People, but you can see which products you need to address by reviewing the permissions in this box.


If you make a person inactive, their access to the products will be 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.


Lists and workflows can be made private when only one person can access them. If you need to make someone inactive, ask them to give another Administrator access to lists, workflows, notes categories, and custom fields.


When you make someone inactive, any automations they had set up will not run.


When a list is created, only the person who created it has access to it unless they give access to others. To find your lists, go to My lists.


Choose a list, and then go to Settings.

If only one name is listed in the Visibility section, click the Share with dropdown and choose a group of permissions or a specific person with the permission of Manage.



To view data from other products in the rules, anyone with access to the list must have appropriate permissions in the corresponding products.


When a workflow is created, only you can access it until you give someone else access. You can see all the workflows you can access from the Workflows page. Ensure others have access to the workflow by choosing one from the list.


If only one name is listed in the Visibility section, click the Share with dropdown and choose a group of permissions or a specific person with the permission of Manage.


Make sure you set the access to Manage workflow.


If the person is assigned to any steps, reassign them. If you don't reassign them, the step will show an error, and an assignee will need to be added when someone is added to the step.


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, another Admin can reassign the automation to themselves so that it's not interrupted.



Currently, this ability is only available on form automations. For list automations, an Admin must delete the existing automation and re-create it.


Note categories assigned to only one person will be removed when that person is made inactive.

If only one name is listed in the Visibility section, click the Share with dropdown and choose a group of permissions or a specific person.


Custom Fields

All Organizations Administrators and Managers can access custom fields, even if the tabs aren't viewable on a person's profile. However, if one person is assigned to a custom tab when that person is made inactive, they will still be the only one assigned to the tab.

If only one name is listed in the Visibility section, click the Share with dropdown and choose a group of permissions or a specific person.



Transfer event ownership to someone else in the organization.

  1. Filter to the person you're removing.

  2. Use the bulk action on the table calendar page.


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 Volunteer the next time they check in.


Delete a device station from the Stations page by choosing the station and clicking 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 the single Administrator inactive.

If you make the sole Giving Administrator inactive, the Organization Administrator will need to unsubscribe and resubscribe to Giving and add another Giving Administrator.


Check the groups they're in by filtering to Leaders 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 three main things to check in Registrations are Managers, Support Contact, and Notification List.

An event can exist without a Manager or anyone on the Notification List, but the Support Contact is required.

Check the Managers and Support Contact from the Details.


Check the Notification List from the General Settings.



The two main things to check in Services are Team Leaders and Replies To Person.

Remove as Team Leader

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

Navigate to the person's profile, and click the team name where Leader is tagged.


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


If this person is the last Team Leader, click 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 Replies To Person, meaning when a team member accepts, declines, or blocks out dates, the Team Leader is notified.

Reassign the Replies To Person from the Team Settings by choosing another person from the dropdown.

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