Part 2 – Access and Logins

Ensuring that users only have access to the information they need is vital to keeping your children’s privacy and information secure. With a combination of Lockdowns, Access Permissions and Reports, you have the ability to ensure minors are protected whilst still offering access to the features your volunteers need.

Access Permissions for Kids Leaders

Within Elvanto, you’re capable of creating custom Access Permissions that allow you to grant and restrict access based on people’s roles within the church. For example, if you have a Kids Club that runs weekly for younger children, you may want some leaders to access the data for the children within the Kids Club, but not others.

There’s a number of ways you can do this

  • Restricting access based on groups they lead, are a member of, or based on group categories
  • Restricting access based on specific People Categories
  • Locking their Access Permission down based on specific demographics and locations

You can also lock down specific fields to specific Access Permissions. For example, you may want to give certain members ‘view’ access on information relating to background checks, but not ‘edit’ access. You can do this by editing the background check fields and set them to ‘View Only’ for those people.

Things to consider

  • Who needs access to childrens’ information
  • Access options (consider lockdowns, limitations etc)
  • Preventing access
  • Sending login details

Background Checks (Working With Children Checks, Bluecard, etc)

Elvanto can be used to help your church ensure you’re compliant with local legislation in place to keep children safe. Custom fields can be used to ensure that you are recording the required information, and you can then create reports to ensure that information is kept up-to-date.

Things to consider

  • Local legal requirements
  • Who is responsible for this in your church
  • Who can update this information (admin only or members themselves)
  • How you want to report on this data

Security Codes and Check-in

Security Codes are a field that is unique for either each member or each family, based on your Check-in settings. Security Codes can be used to help make Self Check-in more secure, and they are also required for Barcode Scanning. When Self Check-in is in use, you can set it so that parents can search for any of the following options:

  • Security Code
  • Last Name
  • Phone Number

As Security Code is a unique field that only the parents should know, this can be used to help ensure that only the parents of children are checking them in and out.
When setting this up, you should consider the following

  • Individual Security Codes vs Family Security Codes
  • Family Codes and Quick Check-in
  • Format of Security Code
  • How to use Session Codes

Member Directory Privacy

The Member Directory is a useful tool for members of your church to keep in contact with each other. For obvious reasons, most churches don’t want the contact details of children publicly available. Using the member Member Directory settings, you can exclude specific people from the Member Directory and control who has access.

When it comes to Children’s Ministry and the Member Directory, the main thing to keep in mind is that you will want to hide details of your Children’s Demographics to ensure that your children’s details are being kept safe. We recommend excluding your Children’s demographics entirely, as well as any sub-demographics.

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