Initial Access
When a new staff member is onboarded at Bayside some initial access to Planning Center is granted on the first day:
- Viewer access in People
- Access to view basic forms all staff members review - Dream Team Questionnaire, Connect Card, and ministry-specific questionnaires if appropriate for position (Kids/Youth, BayPro, Care, Worship Ministry Questionnaires), as well as, note types, tabs used only by staff.
- Access to appropriate workflows for that staff position
NOTE: New staff are not made the default assignee for any workflow until the appropriate training is completed and the staff member or their direct report requests that change via a support ticket) - Viewer in Check-ins can be granted as needed for the position.
- Planning Center Global Shared Drive access is given
This drive holds all the SOPs and training videos for use of Planning Center at Bayside. The help feature in PCO is great for questions and knowing how PCO works, but our shared drive has the specific information for how Bayside uses Planning Center.
How to get Upgraded Access
In order to get more than the initial access, each new staff member needs to complete training. The new staff member needs to do one-on-one training with a co-worker in the same ministry, a PCO Champion, or someone from Ministry Resourcing for their ministry area if possible. If one-on-one is not available at first, the staff member can access and view the training videos found on the Planning Center Global shared drive. These videos can be viewed in addition to one-on-one training if more review is desired.
In addition to the one-on-one and/or video training, each staff member should review the SOP for the applications they will be using, also found in the Planning Center Global drive. The SOPs are .pdf documents that cover the important information for Bayside's use of PCO and include screenshots and step by step instructions.
To get access upgraded from Viewer to Editor in People, with access to Email lists, for example, a staff member would do the one-on-one or video training and review the People General SOP. Then he or his trainer would submit a ticket from the staff portal page (https://staff.mybayside.church ), choosing Planning Center as the request type and stating that training has been completed for People and asking to be upgraded to Editor access. (Login is not required to submit a ticket.)
There is also Volunteer Onboarding training and Connect Card training in People. If that training has been completed, mention that in the ticket and ask to be assigned as default assignee if appropriate.
The same pattern is true for training for the other applications - Services, Registrations, etc. Complete the one-on-one training or the video and review the SOP. A staff member can complete training for one application at a time and request upgraded access as the training is completed in stages.
Which Training Is Needed?
Which applications and what access is needed in Planning Center is dependent on the staff position. Ministry Resourcing, a co-worker in your ministry area, or your PCO Champion can advise as to which training you need to complete and what access is required for your job.