DTQ and Completion of Growth Track are Prerequisites
Completing the Dream Team Questionnaire is a pre-requisite for gaining access to Planning Center. If the person you are considering as a volunteer who will work in Planning Center to help you has not already completed the DTQ, you should start there, and realize asking for database access for them is probably in the future. (https://serve.mybayside.church )
Another prerequisite for gaining access to Planning Center is completion of the Growth Track. Please check to be sure the volunteer you have in mind has completed the growth track, and if not, encourage and facilitate this before asking for system access for them.
Please remember PCO access can only be given to a volunteer is 18 years or older.
Know your Volunteer
Before asking for a church attendee to have access to the personal information of all of our people you need to get to know them and establish that they are committed to serving, will be reliable, and stick with it. It takes time and effort to get their access set up and for you to be train them to complete database tasks correctly. You want to be sure you're spending this time on someone who is the right fit for this task. NOTE: We do not grant PCO access to minors.
Confidential Information Access Agreement
Then once the DTQ has been submitted and you've carefully vetted this person, send the volunteer the link for the Confidential Information Access form. It's on the staff portal page under forms, and on the Forms page in People, too, but here's the link.
Be sure to advise them to be prepared to name you as the person who asked for them to gain access to PCO, and it will help them to know what tasks you will be asking them to do for you in Planning Center.
Form Submission Triggers a Workflow
When the form is submitted it generates a workflow so the database office can process them. The second step of this workflow will be sent to you to confirm that you asked this volunteer to complete a form and you want PCO access for them.
You will be asked to explain what access they need to help you. Be sure to say which Planning Center application (People, Services, Registrations, etc) the volunteer will be working in and what work they will be doing. (Scheduling volunteers for the weekend in your ministry, adding plans and media, as well as scheduling people, adding growth track dates to Coursework tab in People or helping with your campus Connect Next Steps workflows)
Please be as specific as possible to move the process along efficiently. When you have entered your response, "save note", and complete your step. The last step will come back to the database office and access can be assigned.
With this process it is not necessary for you to submit a support ticket at all. The submitted confidentiality form starts the workflow, and the workflow moves the process along.
People Access Training
If you are requesting your volunteer have access to the People application they will be required to take a short virtual training course. The course will come from SendPulse. Access will not be given until the course is completed.
Remove Inactive Volunteers from Access
One last thing of note: You should submit a ticket when a volunteer who has access to Planning Center stops serving so we can remove their access.