Have more questions? Submit a request

Staff transition

When someone transitions to a role with lower permission levelsin 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. 

Tip

If the person transitioning out of their role has access to any login information for a Planning Center integrationplatform, make sure you get access to that login information, especially Stripeand Checkr.

Check access

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

From the Actions dropdown, select Permissions.

actions_permissions_arrow.jpeg

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

modal_permissions.png

You can only add or remove organization administrators in Accounts. If you remove someone as an organization administrator who had permissions in a product being promoted to organization administrator, you still need to remove their permissions in every other product.

Warning

If you make a person inactive, their access to all 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.

People

Before removing someone's administrative permissions, ask them to give another administrator access to their lists, workflows, note categories, and custom fields.

Lists

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.

my_lists_arrow.png

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

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

share_with_arrow.png

Unassigned lists 

Organization administrators will see lists without a manager under the Unassigned liststab.

unassigned_lists_arrow.png

Select a list to add yourself as a manager.

add_manage_permissions_arrow.png

Workflows

When a workflow is created, only the person who made it has access until they share it with others. Before you remove someone's permissions, they should review all of their workflows from the Workflows page.  

workflow_page.png

By selecting a workflow from the list, they'll see if it should be shared with someone else. If their name is the only one listed in the Collaborators section, they can select the Add collaboratordropdown and choose a group of permissions or a specific person with the Manage permission.

share_with_arrow.png

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

manage_workflow_arrow.png

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

Organization administrators will see all workflows without a manager under the Unassigned workflowstab.

unassigned_workflows_arrow.png

Select a workflow to add yourself as a manager.

manage_workflow_arrow.png

Automations

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

created_by_arrow.png

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.  

manage_Automation_arrow.png

Profile notes

Profile note categories assigned to only one person are removed when that person no longer has permissions. The notes will remain on the profiles, and if permissions are restored, that person will see those notes again. 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 collaboratordropdown and choose a group of permissions or a specific person.

share_with_arrow.png

Custom fields

When permissions are removed for the creator of a   custom tab, the tab will default to give All viewers and aboveaccess. If the tab's contents should be kept private, make sure the creator adds another individual collaborator before their permissions are removed.

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

custom_field_add_collaborator_arrow.png

Calendar

Before removing an administrator's permissions, transfer ownership of their events to someone else in the organization. 

filter_and_edit_numbered.png
  1. Filterto the event owner who is leaving their role.

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

Check-Ins

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.

Stations

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

stations_arrow.jpeg

Tip

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.

Giving

If there is only one Giving administrator, add a new administrator before removing permissions.

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

Groups

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

group_permission_none.png

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.

find_group_arrow.png

Registrations

The main things to check in Registrations are contributors, support contacts, and subscribers.

An event can exist without a contributor or subscribers, but the support contact is required.

Check contributors on the Abouttab of the event's Configuration page.

contributors.png

Check the support contact and subscribers from the Settingstab of the Configuration page.

support_contact_notification_list.png

Services

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 Leaderis tagged.

scheduling_leader_arrow.png

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

remove_leader_arrow.png

If this person is the last team leader, select Add personto 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.

replies_to.png

Articles in this section

Was this article helpful?
1 out of 2 found this helpful