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User Accounts

Estimated reading time: 6 min

UPDATE: TWO-FACTOR VERIFICATION
Congregate now supports 2FA or two-factor authentication for admins and members. Enable this feature on your user accounts “options” page.

User accounts allow both members and administrators access to your members section and Congregate Admin. User accounts must be paired to an email address or member in your directory. Accounts are permissions-based and you have full control over what features, modules, and settings each account has access to.

Tip
Set up your permission groups first before adding multiple user accounts to create default permissions for similar accounts (such as members, administrators, and leadership).

Creating a User Account

    1. To create a new user account, click “New” under Church Membership > User Accounts inside of Congregate Admin.
    2. Select the username for the account in the “Username” field.
    3. Optionally, enter the title of the user (e.g., preacher, elder, deacon) for reference in the “Title” field.
    4. Check the “Active” checkbox to activate this account upon saving. Uncheck the box if you want the user account to be inactive. Use this feature if you want to save the account as a draft and return to editing/activating it later.
    5. Select the type of user account in the “Level” field: “Member” accounts use permission groups to restrict and grant access to modules and features while an “All Access Administrator” account has access to the entire platform and all modules and features.
    6. If the user account is for a member of your church, select him or her from the “Member” dropdown.
    7. If the user account is not for a member of your church (or for someone outside your member directory), enter his or her email address in the “Email” field.
    8. Enter and re-enter to confirm a password for the user account in the “Password” fields. We recommend using a password of more than six characters, upper and lowercase, with the inclusion of a number and/or special character for security purposes.
    9. If the user account’s level is member-based, select the permission group(s) this account should be a part of in the “Permission Groups” section.
    10. Click “Add” to save the user account. Click “Cancel” to cancel.

Unable to Select a Member?
Ensure there are no duplicate email addresses or persons already assigned user accounts. Anyone who appears in the directory can be assigned a user account, regardless of their membership status. However, each person must have a valid and unique email address in the directory in order to have a user account. If a person already has a user account, he or she will not appear in the dropdown menu for selection. If a person is using the same email address as another user account, he or she will not appear in the dropdown menu for selection.

Managing User Accounts

To manage user accounts, click “Manage” under Church Membership > User Accounts inside of Congregate Admin. There you will find a list of all your accounts. You can easily view usernames, member levels, last login time/date, and the permission group(s) accounts belong to. 

To edit a user account, simply click its title or edit icon.

To permanently remove an account, click its trashcan icon.

To bulk update posts, check the checkboxes next to the applicable accounts and select one of the following from the “Checkbox Options” dropdown menu: delete. Then click “Apply.”

Listing All Accounts (by Permission Group)

To manage user accounts, click “List All Accounts” under Church Membership > User Accounts inside of Congregate Admin. There you will find a list of all your accounts categorized by each permission group. You can easily view usernames, member names, and their last login time/date.

To view all user accounts in a permission group, click the name of the permission group.

To edit a user account, simply click its edit button.

Creating and Managing Permission Groups

You can create an unlimited number of permission groups, with various allowances for each. You can then assign members to one or more groups, offering flexibility and control over what features/functions both members and administrators have access to.

Creating a Permission Group

        1. To create a new permission group, click the “New” button on the “Permission Groups” page under Church Membership > User Accounts.
        2. Enter the name of your permission group in the “Name” field.
        3. If you wish to have new user accounts automatically added to this group by default when they are added to your website, check the “Auto-Add” box.
        4. Select and check the permission(s) you wish to allow for this group. You can control permissions for both Congregate Admin and the members section of your website.
        5. Click “Add” to save the permission group. Click “Cancel” to cancel.

Managing Permission Groups

To manage permission groups, click “Permission Groups” under Church Membership > User Accounts inside of Congregate Admin. There you will find a list of all your groups.

To edit a permission group, simply click its name or edit icon.

To permanently remove a permission group, click its trashcan icon.

To bulk permission groups, check the checkboxes next to the applicable groups and select one of the following from the “Checkbox Options” dropdown menu: delete. Then click “Apply.”

Account Requests

If a member has requested a user account, you will need to verify and approve the request (or deny it). When verifying an account request, it is important to link the user account to its corresponding member in the directory so Congregate knows which member this account belongs to.

Determining Genuine Account Requests
When requesting a new user account, Congregate requests the user’s name, birthday, email, telephone number, and allows them to enter any additional notes when submitting his or her request. This information will appear in the Account Requests section allowing you – the administrator – to determine if the request is genuine. Always verify account requests before granting them user accounts.

To approve an account request, click “Approve” and then assign the account to a member in your directory, select the account type, and finally select any applicable permission groups.

To deny an account, simply click “Deny” (the user will not be notified the request was denied).

User Account Request Process
When requesting a new user account, the member will be sent an email with a link to verify his or her email address. The link must be accessed within 15 minutes, otherwise the request will expire and the link will no longer work. It is only after the verification link is clicked that the user account request will appear in Congregate Admin for someone to approve or deny.

Account Invitations

You can send account invitations to members who do not currently have a user account on your website. Your invitation will be sent to all members in your directory with an email address who do not already have a user account.

    1. Select any additional people to include in your account invitations by selecting either non-members, non-Christians, and/or former members in the “Additional Inclusions” section. This will be in addition to all current members.
    2. Enter the subject of your account invitation email in the “Subject” field.
    3. Enter the content of your invitation in the “Template” field. Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with name of the person in the directory and “[[Link]]” will be replaced with a link to create a new account online.
    4. Enter or select an email address in the “Reply-To Address” field so the recipient can reply to your invitation with any questions or concerns.
    5. Click “Send Invitations” when you’re ready to send your emails. Click “Cancel” to cancel.

Options

Allow User Account Requests

If you wish to allow users to request an account from your website directly, enable the “Member Account Request from Website” option. If this option is disabled, an administrator must create all user accounts.

New User Account Notification Email Address

If and when a new user account has been requested on your website, Congregate will notify you via email. Select a member and/or email address from the “Send Notifications To” field to determine a recipient.

User Account Approved Email Template

Congregate will automatically email a member who has a newly approved account. You can customize the text within this email. You can edit the email subject in the “Approval Subject” field and the content of the email in the “Approval Template” field.

Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[To]]” tag will be replaced with the name of the recipient and “[[Username]]” will be replaced with their username.

User Account Requested Email Template

If and when a new user account has been requested on your website, Congregate will notify you via email. You can customize the text within this email. You can edit the email subject in the “Request Notification Subject” field and the content of the email in the “Request Notification Template” field.

Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with the name of the person requesting an account and “[[Username]]” will be replaced with their username.

Custom Member Login Page Text

If you wish to display any custom content on your member login page, enter it in the “Login Page Text” field.

Two-Factor Verification

If enabled, a user who attempts to login from a device Congregate does not recognize will be required to enter a code sent to the email address associated with his or her account. The user can elect to remember a browser/device for the next 90 days, meaning 2FA will not be required during the next 90 days. Ensure cookies are not disabled in your browser to properly utilize this feature. Select the two-factor verification(s) you wish to enable: Congregate admins and/or all members.

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