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Password Security

Learn about Realm security.

This section will introduce you to some of the security features in Realm.

Change Log

As an administrator with possibly hundreds of site users, you can't keep up with all the changes made in Realm. The Change Log tracks these activities and presents them in a sortable list.

You must be an administrator to view the change log. See Responsibilities for more information.

This change log displays changes made to all profiles and other areas. To view changes made to a specific person's profile, see View Changes to a Specific Profile.

You don't have to turn on anything in order for the change log to work. It is always in the background, watching your site and logging the changes.

Log entries are deleted from your data automatically after 120 days.

The following types of changes and actions are noted in the change log:

  • Communication — See additions, updates, and deletions to announcements.

  • Constant Contact — See when accounts are added or removed, when sync is enabled or disabled, and when lists are added, updated, or replaced.
  • Contributions — See when a posted or processed bath or gift is updated, or when an administrator creates a one-time or recurring gift on behalf of a contributor.
  • Check-In — See updated check-ins, updated and deleted kiosks, and updated and deleted badges.
  • Events/Registrations
    • Events — See when events are added, updated, canceled or deleted. You can also see single cancellations as well as when an entire series is canceled.
    • Event Payments — See when event payments are edited or deleted.
    • Registrations — See when an individual's registration is canceled.
    • Groups — See when groups are added, reactivated, deactivated, moved, updated or deleted.
    • Location — See when locations used for events are added, updated or deleted.
    • Ministry Area — See when a ministry area is added, updated, or deleted.
  • Pathways — See when existing pathways and pathway steps are deleted. See when pathway participants are added, reinstated, moved, edited, or deleted from a pathway. This includes when people are added through queries, dashboards, etc.
  • People
    • Individual — See when individuals and families are added, edited, deleted, deactivated, reactivated, merged, marked as deceased, or have privacy changes. You may also see sacrament and personnel migrations.
    • Personnel — See when profiles are marked as personnel, or when personnel are added, edited, or deleted.
    • User — See when users are added, edited, or deleted.
    • Notes — See when notes are made private or public, updated, or deleted.
    • Sign-Up Requests — See when sign-up requests are approved or denied.
    • Pending Invites — See when pending invites are deleted.
  • Promotion — See when individuals are promoted.
  • Refresh Websites — See when websites are deleted.
  • Schedules — See additions, updates, and deletions in schedules.
  • Security & Privacy — See when users make updates to the privacy section of an individual's profile.

View and Print the Change Log

The Change Log records activity in your records.

  • You must be an administrator to view the change log. See Responsibilities for more information.
  1. In the top-left corner, click your ministry hub then Realm. Then click Change Log.
  2. Changes display in a grid. To filter the list with the items you want to see or print, click the filter icon.
  3. To print, click the printer icon.The file opens as a PDF that you can download from your browser. You can also find it in your Recent Report History.

View Changes to a Specific Profile

The profile-specific change log shows changes made to a record.

  • You'll need the Edit Individual permission. See Responsibilities for more information.

This change log displays all changes made to one specific profile. To see changes made to all profiles and other areas, see Change Log.

  1. Locate and open the record.
  2. Click the ellipsis icon and select View Change Log.
  3. Click the filter icon to filter the list and show the items you want to see.

If needed, you can add a note to a change.

Add a Change Log Note

You can add a note to an item in the change log to indicate why a change was made.

  • You must be an administrator to view the change log or add notes. You can view other administrators' notes.
  • Administrators can only edit notes they've entered, but not other administrators' notes.
  • To view the profile-specific change log, you must have the Edit People, Personnel, and Org/Business Profiles permission set to Allow in your list of responsibilities.
  • See Responsibilities for more information.
  1. In the top-left corner, click your ministry hub then Realm. Then click Change Log.
  2. Locate the item you want to add a note to.
  3. At the far-right of the grid, click Add note.
  4. Enter the note about this change, then click Save.
  5. To edit a note, open it from the Notes column, then click the ellipsis icon and Edit.
  6. To delete a note, open it from the Notes column, then click the ellipsis icon and Delete.

Password Requirements

For better security, we ask that passwords meet certain conditions.

In order to provide account security, your Realm password must:

  • Be 8 or more characters long. There is no maximum limit on length. The longer a password is, the more secure it is. Each additional character makes it exponentially harder to crack.
  • Meet 3 of the following additional requirements:
    • Contain at least 1 uppercase character.
    • Contain at least 1 lowercase character.
    • Contain at least 1 symbol (!,@,#,$,%,^, and so on).
    • Contain at least 1 number.
    • Contain 15 or more characters.

Your password cannot:

  • Contain any 3-or-more-character sequence from your username or email. If, for instance, your username is JeffAnderson@example.com, your password could not contain "jeff" or "ander".
  • Include 3 or more repeating characters (such as 222).
  • Include 3 or more characters in sequence (such as 123, 321, or abc).

Forgotten Passwords

If you enter the wrong password 5 times in a row, you cannot try again for 1 hour.

If you forget your password, click Forgot your password? Click Reset Password within the email you receive to create a new password for your account.

You can also change your password from your profile page.

Note: Only a user can change their own account password, but an admin can change the user's account email address.

Updating Privacy Settings for Someone Else

Registered users of your Realm site can view and register their privacy settings. But there might be times when you need to do it for them.

When you change an individual's privacy settings, he or she will be notified automatically by email. Changes are also recorded in the Customization History section of the Privacy page. In order to provide the most current information, the Customization History section displays privacy changes from the past 12 months.

When you change someone's profile privacy, Realm automatically sends them an email listing the new settings. (A popup message will remind you of this.)

But there is an exception to this safeguard. No email is sent if:
  • the owner of the profile does not have an email on file
  • the profile has not been opted in to the online directory

Security Takes All of Us

The security and privacy of your data is a shared responsibility.

Our relationship with our customers is built on trust. Protecting our customers' data is a responsibility we take very seriously. However, pastors and church leaders also bear responsibility in safekeeping data for members and the church.

People are increasingly sensitive about how their data is collected and used. The article can you help answer some basic questions, but you'll want to invest time and resources into creating a plan for your employees and volunteer leadership to follow. Please visit our legal section regularly for information about our legal policies, FAQs, and advice for security tips and best practices. If you have any other questions, please feel free to email us at risk@acst.com.

Tip: A subscription to MinistrySmart Pro Staff Pass provides access to several courses on the subject of protecting your church data. Log in to Realm. In the upper right corner, click the MinistrySmart Academy icon and search "Protecting Church Data" for a list of current courses.

Please visit our Church Growth blog for security and privacy related articles. In particular, check out these articles:

Information Security for Staff and Volunteers,

Information Security for Congregants and Parishioners, or

Security for Your Computer and Systems.

How ACST protects your Realm ChMS data

  • Realm ChMS is hosted in Amazon Web Services ("AWS") US East 1 regional zone. The computer servers hosting Realm are implemented using AWS recommendations and industry best practice security configurations. All server configurations are extensively documented for compliance with the Payment Card Industry Data Security Standard .

  • We encrypt and store all client data backups in redundant cloud storage locations for backup and disaster recovery with 24x7x365 access. Cloud storage data encryption uses AES 256 bit encryption.

  • Each individual church's data is stored in a multi-tenant relational database. Internally, each church's data is stored in its own table. The table is indexed and accessed solely using unique ID's in the database. Any data needed is called by an algorithm call to either post data to or retrieve the data back from the database, ensuring integrity and segmentation. No data crossover is possible using this method.

  • Only a limited number of authorized ACST employees located in the United States are allowed access to client data.

How you can help protect your data

  • Be sure you know you can see your personal information, and update your privacy settings accordingly.

  • Administrators should review new account registrations daily when your church is using the open-invitation model.

  • For the best experience, we recommend that you always update your browsers, whether you're using a computer, a tablet, or a mobile device. Using outdated browsers can introduce vulnerabilities and potentially allow malware or other threat actors into your system.

  • Keep your operating system current and check the system requirements of the software vendors you use. If they allow operating systems that have experienced "end of life", they pose a threat to your system - even if your computers are up to date. For example, as of January 14, 2020, Microsoft stopped supporting Windows 7.

  • Use strong, unique passwords and don't share passwords or logins with others.

  • Use antivirus software and update it daily.

View/Edit Someone's Privacy Settings

Registered users of your Realm site can view and manage their own privacy settings. But there might be times when you need to do it for them.

To view a user's privacy settings, you must have the Edit Individual permission set to Allow in your list of responsibilities. If an administrator marks information, such as emails or phone numbers, as visible to users, the View Details for Individuals permission must be set to Allow in order for the user to view the information.

See Responsibilities for more information.

  1. Locate and open the user's profile.
  2. Click to the privacy icon padlock icon with the word Privacy.
  3. A detailed list of settings opens.
    For people without a login, the check box Opt in to Online Directory is visible. If selected, this individual's profile is searchable by others in Realm, even if he or she never creates a login.
  4. Select one of the options to apply that setting to all information on the profile, or click Custom Privacy to select a setting for each field.
  5. Other members in this person's family display on the left. Click each family member's name, and select a privacy option.
  6. Click Save.

Cookies

Cookies are small text files most web sites create on your computer to "remember" your visit. They keep you from having to constantly sign in to the site, or keep the site from having to request your name, password, etc, every time you want to do something.

For comparison, imagine you had no ability to remember names. You would have to request someone's name many times during a long conversation. But if you wrote it down, you could just consult your note each time. The computers that serve up web pages have no human memory. If they don't record some basic information about you each time you log in, they won't remember who you are or what you were working on.

After a predetermined amount of time, most cookies are deleted by your computer. At that time, you will need to sign in again to Realm.

On the website and in the Realm mobile apps, cookies last 30 days, and continually renews as long as you are active on the site or in the app.

You can view our company's policy on cookies and related issues at any time. Click your name in the upper-right corner, and select the Privacy link at the bottom of the menu.