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Users

User Permissions

Adding and Removing User Roles

Initially, a User has no rights in MinistryPlatform.

The only application they can use is the Portal and their rights on the Portal is limited to activities related to their personal data. Heads of Household may be able to work with the data of other family members. Participant Type determines access to Church Directory.

For access to the Platform, a User must have a Security Role. The number of User records in your database does not impact your MinistryPlatform support fee. Only users with Security Roles impact your monthly support fee. To view which users have Security Roles, change your view on the Users page to Users with Security Roles.

If a user does not have access to the MinistryPlatform, they'll receive the following error when attempting to log in to the Platform: You are not authorized to access this application.

Add a Role to a User

  1. Go to Administration > Users, and locate the User record.
  2. Open the User record.
  3. On the Roles tab, click New.
  4. Select the appropriate Security Role.
  5. Click Save.

Add Many Users to a Role

  1. Go to Administration > Security Roles, and locate the security role.
  2. Open the User record.
  3. On the Users tab, click Add.
  4. Select the users you want to add.
  5. Click Confirm Selection.
  6. Click Save.

Assign a User the Same Roles as Another User

  1. Go to Administration > User Security Roles, and search for the user you want to base the new user off.
  2. Select the roles to give the new user.
  3. Click the transfer icon .
  4. Name your selection, and click Security Roles (Security Role).
  5. Click Transfer.
  6. Go to Administration > Users, search for the user you want to give the roles to, and open their record.
  7. Click the Roles tab. From the Actions menu, select Add Roles.
  8. Beside Security Role, click the magnifying glass icon, and choose your selection.
  9. Click Confirm Selection, then click Add.

Delete Security Roles From the User Record

  • You must have delete rights for User Security Roles in order to complete steps, so contact your SPoC if you don't have them.
  1. Go to Administration > Users, and locate the User record.
  2. Open the User record.
  3. Select all in the Roles tab you want to remove.
  4. Transfer the selection to the User Security Roles page.
  5. Click Delete.

Delete Security Roles from the User Security Roles Page

CAUTION: It is not recommended to delete Security Roles which came with MinistryPlatform. The ability to delete a Security Role (from the Security Roles) page is hidden from all users. Contact Support for questions concerning deleting a Security Role.
  1. Go to Administration > User Security Roles.
  2. Clear any previously selected records.
  3. Select one or more records.
  4. View the selection and confirm visually that all rows selected are to be deleted. Each row shows one role applied to one user.
  5. Click Delete.
    There are no dependencies in the database to the User Security Roles record so there are no options to select on the Delete dialog box.
  6. Click Delete and confirm.

Assigning Roles, Tasks, and Other Records to a New User

This is a more advanced option.

If a person leaves your staff, we encourage you to simply delete their Security Roles. This is the simplest way to ensure they no longer have any rights in MinistryPlatform while allowing the User to continue to access things like their contribution statement on the Portal. There is another way to transfer the User Record's attached data to another User. It has a few downsides, but it is surprisingly easy.

Now, every view, task, process or other record connected to that departing staff is now safely under the remaining staff member.

The downside: First, that this obscures some history by making it look like this remaining staff person was responsible for historical tasks of the departing user. Second, the departing staff person has to generate a new User account on the Portal if they have donor data they need to access, but that shouldn't matter. There are some potentially other, more minor downsides. Keep in mind that the departing staff's Donor, Participant, and Contact records are left alone if you followed these steps.

The advantage: You have certainty that all data formerly associated with the previous user record has a new owner.

See Also: Security Roles and Page Permissions.

Assign Roles, Tasks, and Other Records to New User

  1. Open the departing person's User record, and change the Contact it's associated with to be the staff person who is taking over their responsibilities.
    Assuming that staff person already has a user record, they now have two user records.
  2. Go the the Contacts page. Make sure you have no currently selected records.
  3. Search for and select the Contact record of that staff person who will take over.
  4. Launch the Combine Contacts Tool, and that person should be listed in two columns. The difference is at the bottom in the User record section.
  5. Select the option for the user to keep (their original username), and click Merge.
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Last updated: May 17, 2024