Departments & Groups

Departments and groups organise people by ministry. Open People → Departments and you'll see six tabs:

Departments

The departments list, with each department's ministry, minister in charge and members.

Groups

Smaller groups such as cell groups or house fellowships.

Members

Every department and group member, with their role, status and when they joined.

Leadership Role

The roles you can give members — and which roles carry admin access and approval powers.

Ministry

The top-level ministries your departments sit under, each with its minister in charge.

Tags

Coloured labels for members, such as Bassist or Worship Lead.

Each step builds on the one before, so set up in this order:

1. 1Create the ministry first — departments and groups must sit under a ministry.
2. 2Assign the minister in charge on the ministry — every department under it then fills in its leader automatically.
3. 3Create the leadership roles you need (for example Head of Department, Treasurer) and decide which roles get admin access and approval powers.
4. 4Create the department under its ministry.
5. 5Add members to the department with their roles — or approve the join requests members send from their portal.

Ministries

The top level, for example Children Ministry or Outreach Ministry. Create the ministry first.

Departments

Teams inside a ministry, such as Choir or Ushering. They can have a Head of Department and leadership roles.

Groups

Communities members belong to, such as home cells or Bible studies.

A ministry is the umbrella a department belongs to. The minister in charge you pick here is automatically attached to every department you later create under this ministry — so you never have to set the leader twice.

1. 1Open the Ministry tab and select Add Ministry.
2. 2Enter the ministry name, for example Children Ministry.
3. 3Choose the Minister-In-Charge — the person responsible for everything under this ministry.
4. 4Save. The ministry now appears in the list with its minister in charge.

Leadership roles are the titles you give department members — Head of Department, Treasurer, Gen Secretary and so on. They are not just labels: each role decides what that person can do across the whole system, so set them up before you add members.

Admin Access

Whether someone with this role can sign in to the admin side at all. A role with Admin Access set to No stays a member-side role only.

Budget Approver

This role can approve budgets in Accounting.

Requisitions Approver

This role can approve requisitions (spending requests) in Accounting.

Status

Turn a role off to stop it being assigned, without deleting its history.

1. 1Open the Leadership Role tab and select Add Role.
2. 2Name the role, then decide its powers: Admin Access, Budget Approver, Requisitions Approver.
3. 3Save. The role can now be assigned when you add a member to a department.

1. 1Open Departments → Departments and select Add Department.
2. 2Choose the ministry it belongs to — the Minister-In-Charge fills in automatically from the ministry.
3. 3Enter the name and description, and save.
4. 4Create groups the same way under the Groups tab — see the groups section below.

1. 1Open the Members tab and select Add Member To Department.
2. 2Search for the member, pick the department and choose their role, for example Head of Department.
3. 3Tick Notify Head of Department if you want the head told about the new member.
4. 4Save. The member appears in the list with their role, and the role's permissions apply straight away — see the leadership roles section above.

Members can ask to join a department or group from their portal. You see the request here and approve or decline it.

1. 1Open the Members tab and filter by Pending — pending requests also appear under the departments list.
2. 2Review the request, then Approve or Decline.
3. 3The member sees the result in their portal under Departments & Groups.

Groups work the same way as departments: create the group under a ministry (the minister in charge fills in), then add members or approve their join requests.

1. 1Open the Groups tab and select Add Groups.
2. 2Enter the group name, pick its department and ministry — the minister in charge fills in automatically.
3. 3Save, then add members from the Members tab using Add Member To Group.

The Tags tab holds coloured labels for members — for example Bassist, Worship Lead or Drummer in the choir. Tags are just labels for spotting skills at a glance; unlike leadership roles, they give no access or permissions.

1. 1Open Tags and add a tag with a colour.
2. 2Open a member's department row and assign the tag.
3. 3The tag shows next to their name in the members list.