Permissions in Calendar

People added to Calendar have various levels of access to events, rooms, resources, and people profiles based on their assigned roles. A person's position in your church helps you determine what permissions they should be given in Calendar.

Share these articles with people based on their roles in your church to help them get the most out of Calendar:

• Introduction to Calendar for Administrators 

• Introduction to Calendar for Ministry Leaders 

• Introduction to Calendar for Facility Managers 

sidebar.

✓ Available by default

* Available depending on settings

CC Available on Church Center

Table 1. Event Roles

	Administrator	Creator	Viewer	Owner	Manager	Subscriber	Approver	Conflict Resolver
Edit an event	✓	*		✓	✓
Subscribed to the activity feed				✓	✓	✓
Create new events	✓	✓		✓	✓
Create and delete event request forms	✓
Request rooms and resources	✓	✓		✓	✓
View all event request forms and submissions	✓	✓
View all events	✓	✓	✓
Can approve or reject requests	✓						assigned only	✓

Table 2. People, Rooms, and Resources Permissions

	Editors	Viewers
Create, edit, and delete	✓
Create, edit, and delete folders	✓
View		✓

Contact Information Permissions

Giving people access to Planning Center depends on their role at your church. Staff and background-checked leaders may have enough trust to access people's information, whether to edit or view, but people outside of that trusted circle should be given lower permissions.

Important

Only organization administrators can edit profile information for people across all Planning Center products.

This table outlines who can access people's contact information based on their permissions in another product. 

	Can edit	Can view	No access
Account Settings	Organization administrators (in all products)		Billing managers
Calendar	People editor	People viewer	Any Event, Room, or Resource permission
Check-Ins	Editor	Viewer	Headcounter
Giving	Administrator	Bookkeeper	Reviewer Counter
Groups	Administrator	Group type manager Leader (everyone in their group)  Member (everyone in their group who has made info visible)	Members under the age of 13
People	Manager Editor	Viewer
Publishing		Administrators
Registrations	Administrator Manager (only attendees in signup)
Services	Administrator Editor (based on settings) Scheduler (based on settings)	Viewer (based on settings)	Scheduled viewer

Organization Administrator-Only Tasks

Organization administrators have access to specific parts of Planning Center that no other permission can access, so please familiarize yourself with them as early as possible.

Product	Task
Calendar	Add/Remove Feeds  Create Event Templates  Import iCal feeds  Manage Campus Tags  Enable Church Center to host your calendar

Give Access

In the Permissions section of a person's profile, use the dropdowns to give the appropriate access to Calendar as a whole.

When a person is added, they'll receive an email that allows them to set their password and log in.

Important

Emails are sent to the primary email address, except for Account Settings. Account Settings sends an email to every email address listed on an organization administrator or billing manager's profile.

Once someone has access, you can add them as an approver, manager, or owner, and they can subscribe to events. Events, where they are the approver, manager, or owner, will appear on their profile's Upcoming events list.

Approver

An approver is part of the approval group that approves the request for a room or resource.

Manager

To add managers to a specific event, go to the Settings tab and type their names in the Event Managers field. To remove them, select the X next to their name.

Owner

Change the owner of an event by selecting the current owner's name and selecting a different person.

Subscriber

A subscriber wants to receive information about an event's activity. To subscribe to an event's activity, go to the Activity tab of the event, select Subscribe, and select the appropriate options.

Caution

Administrators cannot change subscriber options on behalf of other people.

When you subscribe to an event, you can filter to those events. Event owners, managers, and approvers are always subscribed to their events by default.

Remove Access

When you remove a person's permissions in Calendar:

• They're removed from any events that they're the event owner or manager. Use the bulk edit tool to reassign a new event owner to these events.

• They're removed from any approval groups they were in. The approval group is deleted if they are the only person in the approval group.

Tip

Make sure to remove them from their approval groups and designate new event owners for any events they manage. Check out this guide for tips on making the transition process as smooth as possible: Staff Transitions.

Go to their profile and select the Remove permissions button.

Confirm that you want to remove access to Calendar for this person, and the following will happen:

• They can no longer log in to Calendar, but if they have access to other products, they can log in to those. They will not be notified that their access was removed.

• They will be removed from the Calendar People page, but their profile will remain active in your People database. A People administrator can set their profile to "inactive" in People if needed.

Removing a person's access will not notify them. When they try to log in, they will encounter an error page.