Introduction to the Directory

Basic Setup & Concepts

Welcome to your role as a directory administrator! Let’s explore some foundational concepts to help you manage the directory effectively.

Understanding Households:
A household can include up to two adults (either a single adult or a couple) and any number of children. Children are typically defined as those under 18 or in the 12th grade or below. If a household has two adults and an adult child at the same address, this setup constitutes two separate households. It’s important to note that multiple households can share the same physical address.

Adding and Editing Household Members:
Use the “Add a Household” button in the admin area to add new households. To add children or a spouse to an existing household, access the household member’s profile, where you can update their details and add additional members. Similarly, you can edit a member’s profile to remove individuals from a household. To delete an entire household, use the “Delete Household” button found in the household section of any member’s profile.

Login Credentials:
Each adult in the directory should have their own login and password, even if they share an email address. This practice helps prevent issues that arise from shared credentials, such as simultaneous logouts or password changes affecting access for the other user. While couples may choose to share login details, it is advisable to maintain separate credentials to avoid complications.

Permissions and Group Memberships:
Every adult can edit the household profile, with editable fields controlled by assigned permissions. Adults also inherit permissions from any groups they belong to, affecting their access to various directory features like viewing contact cards or group listings.

For instance, consider John and Mary, who live in the same household. John is part of the Pastors group, which grants specific permissions and labels visible on his contact card. Mary, while in the same household, may have different group memberships and permissions.

Groups and Their Functions:
Groups can define anything from family units to specific roles like Pastors or Elders, or even event-specific groups like those attending a potluck. Groups can be visible only to admins or specific roles within the church and can be utilized for various administrative purposes, including communication through mailing lists.

Dynamic Groups for Children:
Children’s groups are managed dynamically, automatically updating membership based on defined rules, such as age or grade. While these systems are still evolving, they provide a flexible way to manage groups without manual adjustments.

Adding New Members:
When you add a new person or household in the admin area, you can auto-generate usernames and passwords and send these details via email. Assign each new member to appropriate base permission groups, typically Member or Non-Member, and decide if they should be added to the default directory or a specific group like Visitors, which does not provide login capabilities.

Note on Group Updates:
Group counters may not update automatically; this issue is being addressed. You can manually update group counts using the “Upgrade groups” button in the Admin Tools section.

If you encounter any issues or have specific needs, please reach out for further assistance.