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.
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.
To see the products that someone can access:
The person's permissions in all products will show on the left. If you're an administrator in a product, select a product to update their permissions.
You can only add or remove organization administrators in Accounts. If you remove someone as an organization administrator who had permissions in a product before being promoted to organization administrator, you must still 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.
Before removing someone's administrative permissions, ask them to give another administrator access to their lists, workflows, automations, note categories, and custom fields.
When a list is created, only the person who made it can access it until they give access to others. The list creator must share each of their lists with other collaborators. To share your list:
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Select the Lists page.
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On the left, choose the My lists tab.
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Select a list to view your level of access and share it with others.
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Select the Settings tab.
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If you are the only collaborator on the list with Manage permission, select the Add collaborator dropdown and choose a group of permissions or add a specific person to manage the list.
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Select Manage from the permissions dropdown.
When a person's permissions in People are removed, they no longer have access to their lists. Organization administrators can take ownership of lists that do not have a manager.
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Select the Lists page.
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On the left, choose the Unassigned lists tab.
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Select a list.
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Select the Settings tab.
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Select Add manage permissions for yourself.
Tip
If a list is no longer needed, choose Delete list from the Actions dropdown next to the list name.
When a workflow is created, only the person who made it can access it until they give access to others. The workflow creator must make sure each workflow has other collaborators who can manage it. To share your workflows:
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Select the Workflows page.
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Select a workflow to share with others.
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Select the Settings tab.
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If you are the only collaborator on the workflow with Manage permission, select the Add collaborator dropdown and choose a group of permissions or add a specific person.
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Select Manage workflow from the permissions dropdown.
Important
If the person is assigned to any steps, ask them to reassign them. If a step is left without an assignee, the step will show an error.
Unassigned workflows
When a person's permissions in People are removed, they no longer have access to their workflows. Organization administrators can take ownership of workflows that do not have a manager.
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Select the Workflows page.
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On the left, choose the Unassigned workflows tab.
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Select a workflow.
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Select the Settings tab.
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Select the Add manage permissions for yourself button.
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. Select the three-dot icon on an automation to reassign it to yourself so you can keep it running or delete it.
Profile note categories assigned to only one person are removed when that person no longer has permissions. The notes remain on the profile, so if permissions are restored, that person can 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.
To share notes categories:
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Select the Dashboards page.
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Select the Profile notes tab.
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Select the Note category dropdown and choose Manage note categories.
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In the Collaborators section, select Add collaborator and choose a group of permissions or a specific person.
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Select Manage from the permissions dropdown.
When permissions are removed for the creator of a custom tab, the tab defaults to give all viewers and above access. If the tab's contents should be kept private, make sure the creator adds another individual collaborator before their permissions are removed.
To share custom tabs:
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Select the People page.
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Select the ⚙️ gear icon on the right.
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Select Customize fields from the dropdown.
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Choose a custom tab on the left to add a collaborator.
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In the Collaborators section on the right, select Add collaborator and choose a group of permissions or a specific person.
Before removing an administrator's permissions, transfer ownership of their events to someone else in the organization.
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Filter to the event owner who is leaving their role.
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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 someone's 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.
Tip
If the person knows any station keys, delete or update those.
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.
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 subscribers.
An event can exist without a contributor or subscribers, but the support contact is required.
Check contributors on the About tab of the event's Configuration page.
Check the support contact and subscribers 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.
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.
Hover over the name and select the red ⊖ to remove them as a leader.
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!