Staff Roles in MinHub Groups

As ministries scale, there is a natural shift toward empowering more leaders to care for others and serve in various roles within the ministry.

Most of these will be volunteer staff at first, but there is also the chance that paid staff roles will be added within a growing ministry too.

MinHub Groups makes it easy to create the roles that make sense in your ministry to assign to your leaders.

To manage staff roles, tap on the ••• tab and then tap on Manage Staff Roles.

MinHub Roles are specific to the app itself.

Ministry Roles are specific to your ministry and are created for your use. Identifying the roles of your staff is a feature that was originally built for MinHub Youth and doesn't have a functional purpose in MinHub Groups yet but will provide functionality in future updates.

Tapping on the + symbol will allow you to create new staff roles that make sense in your ministry.

Some examples might be:

• Worship Leader
• Board Member
• Youth Leader
• Small Group Leader
• Greeting Team
• Etc.

Simply type in the name of the role and tap Done >. Then, tapping on the role will bring up a list of your staff members. Tapping on each staff member that fulfills that role in your ministry will assign that role to their profile.

If you happened to misspell the name or want to change the title, you can edit this field at the top of the screen.

Tapping Save > will finish the assigning process.

Within MinHub Groups, there are five main Admin roles that can be assigned to staff members, which will give them access to additional features. The purpose of the roles is to limit the access to contact information of church members for liability purposes and to limit the potential for inadvertently deleting, changing, or unnecessarily adding information to or from the database. The admin roles are tied to the functions performed in the different tabs of the app.

To grant or revoke full permission for staff to administrate everything related to each tab, simply visit the ••• tab and tap on Manage Staff Roles and then tap on the appropriate Admin row. Checking or unchecking each staff member will grant or revoke permission.

By default, the database owner is an admin for every tab and every new MinHub Groups leader is not an admin for any tab.

All staff are able to add people to the database. Also, every detail screen is viewable; however, leaders that have been granted permission as a People Admin are able to edit people and view contact information for every person in the database.

All leaders are able to create sub groups that will show up only for them, and they can view any small group in which they are a leader. Leaders can only send SMS messages and Portal messages to members that they are connected to in their small group(s) or generate reports for those people as well.

Leaders that are granted permissions as a Groups Admin can create small groups and manage which members belong to which groups as well as editing group information and archiving small groups.

All leaders are able to record attendance at large events in addition to the attendance at their small group events. All leaders can also record ministry moments that include anyone in the church. Leaders that are granted permissions as an Events Admin can edit attendance for past large group events, create, edit and delete Event Types, and create, edit and delete large group events.

Granting a leader permissions as a Portal Admin will allow them to create announcements that are shared out to the entire church. This should probably be reserved for pastoral roles or people that are in the church communications role since overloading announcements and sending too many unnecessary push notifications can potentially cause your members to opt out of push notifications.

Granting a leader permissions for the database allows them to access the range of settings and permissions that are available in the ••• tab. Since database admin have the ability to assign MinHub Roles, they have the potential of giving themselves permission in any MinHub Role. Be very selective about who you give database administration because they will be able to do anything and everything with it.

From time to time, there may be a reason that you no longer want a particular leader to have access to the database. In this scenario, it is not likely to be able to retrieve all connected devices that were used to access MinHub Groups, so we have built staff access toggles to control the ability for leaders to log in.

To grant or revoke access to your leaders to log in, simply visit the ••• tab and tap on Manage Staff Access. From there you will be able to toggle on/off access for each staff member that had previously been permitted to access the database. If a person is no longer leading any groups, that will also remove their name from the log in screen.

Clearly, this setting will then need to be synced to the leader's device that is having their access revoked or restored. In the event that their device is not connected to the internet while accessing the app, they will still be able to access the database. It is a helpful setting, but keep in mind that someone with nefarious purposes may find a way to continue to access an old version of the database by remaining disconnected from the internet.