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Profile Basics

Congregant Security and Privacy

Each congregant's Member Status determines what they can see and do in Realm.

Member Status (or Parishioner Status for some denominations) is a system profile field that you can select on each person's record. You can define the Member Status values and what they mean for your church. It's also possible that your church changed the name of this field.

If you set a default Member Status, all new profiles you add will be assigned this status. This will also grant these new profiles any permissions that you've given to this Member Status.

Here's how congregant security and privacy works:
  • Add values for Member Status under Profiles > Settings on the Profile Fields tab.
  • Set up what each Member Status is allowed to see and do under Settings > Security & Privacy.
  • Assign a Member Status to every profile, based on what the individual can see and do.
  • When congregants log in, they can see and do only what their Member Status allows.

For example, you might allow participating members of the church (marked as "Member") to see other congregants in the directory, whereas someone who visited the church once (marked as "Visitor") should not be able to view the names of your congregants. Setting these options based on the Member Status can ensure that your congregant information is safe and only visible to those who should have access to it.

Set What Congregants Can See and Do

Set up what congregants can see and do in Realm based on their Member Status.

  • You must be an administrator to do this.
  • Make sure Member Status values are set up and applied to profiles.
Using the Member Status field on congregants' profiles, you can set whether they're allowed to see and do certain things.
Note: The Member Status field is customizable, so your church may have edited the label in Realm. No matter what you call it, it will be used for congregant security and privacy.
  1. In the top-left corner, click your ministry hub then Realm. Then click Settings > Security & Privacy.
    Your current Member Status values display in the list.
  2. If you haven't already done so, click Manage Member Status to set up your values.
    1. In the Edit window, click Add Value to add a new Member Status value.
    2. Once you have all the values you need, click Save and Edit Security & Privacy to return to the previous window.
  3. Any existing values are set to allow all actions. To change what a congregant with a certain Member Status can see and do, click the ellipsis icon beside the value and select Edit.
  4. Select what congregants with this Member Status can see and do. For full details on these options, see Congregant Security and Privacy Field Descriptions.
    1. Select whether they can see individuals with a Realm account and individuals who have opted in to the directory on the Directory page. Congregants must be able to see the directory in order to see or do any of the other options.
    2. Select whether they can start a chat with anyone in the church under Communications > Chat. This option does not affect group chats.
    3. Select whether they can see the information of other congregants in the directory. This is the information listed under the Contact Information and Personal Information sections of profiles, which can include email addresses, phone numbers, addresses, profile picture, birth month and day, and campus (if applicable). The information that displays for individuals, however, depends on what they've selected to share with others under their profile privacy settings.
    4. Select whether they can see profiles that are marked with the Family Position of "Child".
  5. Click Save.
  6. Repeat these steps for each Member Status value in your list.
  7. Once you have all your Member Status values set up, make sure each congregant profile has a Member Status selected based on what that individual should be able to see and do in Realm.
    Tip: Profiles without a Member Status selected will get the most restricted view of Realm, so be sure to add one as soon as possible. To find profiles that don't have a Member Status, you can run a query on Member Status ... is blank.

Next time the congregant logs in, their Member Status will dictate what they can see and do.

Congregant Security and Privacy Field Descriptions

These options determine what congregants can see and do in Realm based on their Member Status.

Security & Privacy

See the directory

If selected, a congregant will see the names and default avatars (an individual's initials) of those who have a Realm account and those who are opted in to the directory. If the congregant clicks on an individual's profile in the directory, they only see the name and default avatar but do not see any contact or personal information.

If this option is not selected, a congregant will still see the Directory page in Realm but will not see any names or information. Instead, they will see a paragraph explaining why they don't see anyone in the directory.

This option must be selected in order to allow any other security options.

Start a chat with anyone in the church

If selected, a congregant can start a chat under Communications > Chat with any individuals in the church who have a Realm account.

If this option is not selected, a congregant can only chat with people in their groups, as long as Enable Group Chat is selected for their groups. They will not be able to start a chat with any individuals outside of their groups.

See others' contact and personal info

If selected, a congregant can see an individual's contact and personal information if that individual allows their information to be shared under their profile privacy settings. Any information that the individual sets to Anyone in the church will be visible when a congregant clicks an individual's name in the directory. This is the information under the Contact Information and Personal Information sections on an individual's profile, which can include email addresses, phone numbers, addresses, profile picture, birth month and day (the year never displays to congregants), and campus (if applicable).

If this option is not selected, a congregant will only see an individual's name and default avatar (their initials) in the directory and on the individual's profile.

See children profiles

If selected, a congregant can see any profiles marked with the Family Position of "Child" in the directory and on a family member's profile page.

If this option is not selected, a congregant will not see children's profiles in the directory or on a family member's profile page. Parents/guardians in groups will still be able to view children, just like a family can.

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Last updated: March 8, 2024