[table id=Transfer-Ownership /]

Read this before proceeding with account transfer:

• It is good practice to create a general account as your admin. For example office@church.com (or even ghc@church.com) rather than mike@church.com. The first case means you have a consistent central account that won’t be effected by changes to your team. The latter case means that if “Mike” is the account owner and leaves the team you have to go through this process!

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Changes that the new admin will need to implement in their google account:

The dashboard copies that are shared with your team reside locally in your google account. You will either need to:

1. Transfer the ownership of these to the new account. This only works if you are on the two users are within the same domain and you do not have turbo’d data sources. You can see how to transfer dashboard ownership here. We would encourage you to do this now before selecting transfer ownership below.

OR

2. New account owner to reconnect GHC to your church management system and re-save dashboard links. This should only take 10-15minutes in total. If you proceed with this option we’ll guide the new account user through setup by resetting their account. Until the new user sets up the new dashboards the team will be unable to view dashboards.

Proceeding with Transfer

Select how you will handle the Looker Studio Dashboards for the new account. In pressing either of these buttons we will also automatically transfer GHC billing details and privileges for the new user.

Both links go back to team page

Both links transfer GHC credentials

• Transfer ownership:
  • copy sharelinks across
  • send email to new user
• New account:
  • rename sharelinks with suffix “archive” in old user
  • reset setup as incomplete in new user
  • Send email to new user

There are 3 methods to set who can see your dashboards

⚠️ Selecting “anyone with the link” or “anyone on the internet” breaches our teams and conditions since you are not able to control the security of your data since the link can be shared without restriction.

This method of defining the scope of permissions for dashboard sharing is the easiest and most flexible method. You will guided through the method to setup a group which will have a dedicated email address assigned to it. It’s this email address you’ll use to establish the share permission scope. It means you just need to put one email in all dashboards and modify the group to effect all permissions. The method is also integrated into myTeamGHC if you are a subscriber.

Create a new external access group

Substep 1 of 5: Go to https://groups.google.com/

Ensure you’re logged in with you google account

Substep 2 of 5: Click “Create Group”

If you’re on a google domain account be sure to select a googlegroups.com domain rather than your particular church domain.

In this case the group is ghc-test@googlegroups.com

Hit next.

Substep 3 of 5: Select default privacy settings.

Substep 4 of 5: Leave default settings and create group

Substep 5 of 5: Save your group email

Save your google group email into myGHC

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Proceed to the next step to add people to your group who will be able to see your dashboards.

Add members to your group

Substep 1 of 2: Select “People” in left pane and then “Add members” from top button.

Substep 2 of 2: Add members

Select “directly add members” (it might confuse users to get an email from a googlegroups email asking them to be a member of the group). 

Do not worry about group managers or owners. 

Repeat this for as many members you have in your groups. 

Add this group to GHC dashboards

Simply add the google groups email to all your dashboards in the share settings of each dashboard and remove people who have been added individually at the dashboard level.

Figure 1: Add new google group access

If needed you can remove previously added individuals using the ‘manage access’ tab.

In summary: You no longer need to manage which users can access dashboards within each dashboard. Rather this is now done within a google group.

Advanced considerations:

• You could create multiple groups if different dashboards need different audiences
• You could also create a group with view access and another group with edit access. This view/edit distinction would be made at a dashboard level
• Note that myGHC front end only has ability to save one google group.

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GHC Notify

Better inform your service volunteers for ministry together

[subscription_active]

GHC Notify is a utility that sends regular scheduled emails to your rostered volunteers so they can see any combination of the following:

+ You can choose what content is sent, who gets it and when they get it!

And it’s all automated allowing you to focus on using Elvanto well and distributing information from there so that volunteers can better focus on their ministry to others and with others.

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It’s really easy to setup GHC notify..

… then simply let GHC Notify keep your volunteers informed

❌ No need to have your volunteers log into Elvanto and swap between tabs finding out who’s doing what when.

❌ Don’t write custom email and try and attach PDFs to try and get service details into the hands of those who need it.

✅ Simply use GHC notify!

FAQ:

1. Is my data secure in using this?

The GHC Notify integration will securely access the service information in your Elvanto and use it  to send notification emails individually to rostered volunteers using the Sendgrid email service. No personal contact details of other volunteers is included .in the emails

2. Why does this cost?

The GHC Notify service subscription of $5 per month covers the cost of the reliable and secure Sendgrid email delivery system, and providing ongoing support and development. It is in addition to any other GHC subscription.

3. How do I get support

When you subscribe you will unlock detailed documentation for GHC Notify on this page. If that is insufficient then please use the support tab in the myGHC portal (accessible via login).

Subscribing is easy…

Step 1. Sign up or log into myGHC

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Step 2. Subscribe using form below (only visible when signed into myGHC).

Step 3. Follow the setup instructions (5minutes). Once you’ve subscribed simply refresh this page and you’ll be able to view detailed documentation for setup and managing GHC Notify.

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Start using GHC Notify today…

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Introduction

This documentation includes basic setup, customising settings, best practice and FAQ. Use the navigation above to jump to relevant section.

There are two main steps to initially setting up GHC notify

… then simply let GHC Notify keep your volunteers informed

Initial Setup

Step 1. Authorise GHC

GHC Notify operates as an Integration in your Elvanto. The following steps will set up the Integration between Elvanto and GHC Notify. They can only be carried out by an administrator of your Elvanto account. This setup only needs to be done once.

Before you start, make sure you have set up the timezone in your personal Elvanto profile (GHC Notify uses that setting to determine the correct times of your services and notifications).

Then add an integration to your elvanto as follows:

1. In Elvanto, navigate to Settings (from the top right menu) and select ‘Integrations’

2. Click on Add Integration

3. Choose Custom

4. Enter (copy/paste) the details as below. Click Save to complete.

Name = GHC Notify

Homepage = https://www.growinghealthierchurches.com

Description = Send service roster notifications

5. Click on the integration you just created and this time the Client ID and Client Secret fields will be filled in. You will need to enter these values into the GHC Notify registration page at the link below. Open the link below in another browser window.

https://staging.growinghealthierchurches.com/notify/auth (opens in new tab)

6. In the GHC Notify registration page,

• In the Sub-domain prefix enter your churches elvanto sub-domain. For example, if your elvanto URL is tac.elvanto.com.au then Your Sub-Domain prefix: = tac).
• copy/paste the Client ID and Client Secret from Elvanto (the ones generated in previous step) into their respective fields.

Then, click on Proceed and click on Authorise on the next screen to connect back to your Elvanto.

7. You must now login to Elvanto using an administrator username and password. Click Allow Access to the 5 roles listed.

8. You should be presented with a Completion screen confirming that authorisation has succeeded and you are now able to supply your contact details to complete your setup. When you have entered your details, click Complete, then close this tab and also close the Authorise tab from step 7.

 (If you get a message that the authorisation has not succeeded, you will need to return to step 6 above.)

9. You are now ready to configure roster notifications in your elvanto.

Step 2: Configure Control Group 

GHC Notify is controlled by you through your elvanto using special Groups in elvanto called sending control groups.. Each group configures a separate notification which may be for all services or a single service. The group fields are used to configure different aspects of the notification content and when it is sent.

When you set up GHC Notify (above), a group called GHC_Notify Service Roster was created in your Elvanto and your person profile was added to that group. The default settings for that new group (see below) will send you a weekly roster notification on the specified weekday showing all volunteers at any services in the coming week. Note that no rostered volunteers will be notified until you enable this.

The default group will have these basic settings:

• Send admin (you) basic template every Wednesday at 2pm
• Since “Description” is blank it will default to the following email body:

Hi %firstname%,
Here is the roster for %service_date% :
%person_positions%
%service_rosterplansongs$

Group Fields

The following group fields are used to configure the notification content and timing:

Group members	People added to the group as members will ALWAYS receive a roster notification, whether they are a volunteer at the service or not. Add the people who need to receive every notification (eg admin or pastor).  Note: black list people feature. If you need to prevent a volunteer from receiving notifications you can disable them by adding them to the group and assigning them the position of “No Email” (you may need to define this position in the group category)
Meeting start time and end time	this is the time the notification will be sent – sometime in this hour
Meeting frequency and day	pick the day for weekly notifications
Description	will be sent as the body of an email to the volunteers.this text is the template for the report
Locations	defines the services that are scanned for volunteers
Address	Define the sending address for email notifications

Customising Sending Settings

The steps below explain how to customise the settings in the sending control group to meet your needs. Also refer to the graphic below which contains links to jump to relevant sections.

1. Customise the notification sending day and time
2. Configure the sender email address
3. Select the service locations and departments for which notifications will be sent
4. Customise the content of the notification email
5. Send yourself a test notification
6. Create multiple distinct notification senders
7. Activate notifications to volunteers

1. Customise the notification sending day and time

The group meeting Start TIme, End Time and weekly day fields control when your notifications will be sent to volunteers. Set the times to whole hour periods and the notifications will be sent sometime in that hour. You will be sent a report after the notification run to let you know who was notified.

2. Configure the sender email address

The group meeting Address field holds the email address that the notification is sent from. Initially it is set to the name and email of the person who setup the GHCnotify integration. You can edit this to an office or admin address if you wish. The format is 

Display Name [space] <email address> … eg Church Office <office@mychurch.org>

3. Select the service locations and departments for which notifications will be sent

The group Location control can be used to restrict the services for which notifications are sent. When no locations are selected, all services will be notified. By selecting one or more locations, only volunteers in Services at those locations will be notified.

The group Departments control can be used to restrict the positions for which notifications are sent. When no departments are selected, all positions will be notified. If a department is selected only positions in that department will be notified. If a sub-department is selected only positions in that sub-department of the department will be notified.

4. Customise the content of the notification email

The group Description field is used as a template for the notification email  that is sent. If this field is blank a default generic template is used. The template recognises special %..% placeholder fields to embed dynamic content.

A suggested version is 

Dear %firstname%, You are currently rostered to participate in Church Services on %service_date%:%person_positions% The Service Plan and Serving Positions below are for your information. If you have any queries, please contact one of the leaders or check at church. Thank-you Church Office ————- %service_rosterplansongs%

The following %…% placeholder fields are recognised

%firstname%	The first name of the recipient (volunteer).Their preferred name is used if available.
%service_date%	The first date of the services at which the recipient is rostered
%person_positions%	A summary of the services and positions the recipient is rostered at
%service_roster%	Embeds a table of positions and volunteersThis is a minimal volunteer list appropriate for general serving positions on the day.
%service_rosterplan%	Embeds a table of positions and volunteers followed by a table of service plan items.This is helpful for positions active within the service,
%service_planroster%	Embeds a table of service plan items followed by a table of positions and volunteers.This is helpful for positions active within the service,
%service_rosterplansongs%	Embeds a table of positions and volunteers followed by a table of service plan items and a table of service songs with links to resources.This is most useful for musicians and also to provide complete information to everyone
%service_notifyrosterplansongs%	Embed volunteer, plan and song tables but only include those volunteers in the selected departments rather than all volunteers in the service.This is intended for musicians to only include the music team in the list of volunteers
%service_rosterplanbrief%	Embed volunteer, plan and song tables but only include titles of the items in the service plan.This is intended for people such as musicians who need to know what’s in the service but not the full detailed content.

5. Send yourself a test notification

To send yourself a sample notification, enter TEST in the group meeting State field and Save.

Sometime in the next hour only group members will receive a notification

The state field will be cleared to prevent further notifications being sent.

6. Create multiple distinct notification senders

You may wish to send different notifications to different departments for a service (eg roster only for general servers, full plan and songs for musicians) or different notifications to different services. You can do that by setting up multiple sending control groups and customising them accordingly. For GHC Notify to find those groups, they need to be in a specific group Category.

GHCnotify recognises sending control groups as:

• A group named GHC_Notify Service Roster
• Any group in a category named GHC_Notify Service Roster Sending

To enable additional sending control groups, create a group category in elvanto named GHC_Notify Service Roster Sending and assign new groups to that category.

This will allow you to assign more meaningful names to the groups themselves (eg Morning Service Roster).

You will need to configure each of the relevant control fields in the new groups manually. Start by copying the settings in your default group and then modify from there. You can TEST each control group separately.

7. Activate notifications to volunteers

By default, notifications are only sent to members of the sending control group. These are typically staff and admins who wish to receive notifications regardless of whether they are in the roster or not. You should not add rostered volunteers to the group.

When you have the notification content configured, you can activate the sending of notifications to volunteers by entering ACTIVE in the meeting state field.

8. Deactivate notifications to volunteers

There are a number of options to deactivate some or all notifications being sent:

• To disable notifications to volunteers for a particular control group, clear the group meeting state field (remove ACTIVE)
• To disable all notifications from a particular control group, archive the group (to preserve it) or delete the group.
• To disable all notifications entirely from all groups, delete the GHC Notify integration.

9. Resend a notification

If you have ACTIVE in the state field you can add RUN or TEST after it and it will be executed in the next hour and the state reverted to ACTIVE.

You might add RUN if you discovered a mistake in the service and needed to resent to everyone 

You might add TEST if you were experimenting with something and just wanted to send a notification to admins.

Good Practice

Sending Groups

Have just as many sending groups as you need. The dynamic and targeted design of the included content means that a single notification will often meet the needs of all services and positions.

Some churches have 2 sending control groups – a general one using the %service_roster% token to provide a list of positions and names for all volunteers (sometimes excluding up front positions) and a detailed one using the %service_rosterplansongs% token to provide more detailed service information for up front positions.

Sending Email

Delivery of notification email messages can sometimes be unreliable due to the actions of spam filters based on the content or sender.

GHC Notify uses the same SendGrid sending service as elvanto and can benefit from settings in elvanto to improve the reliability of email delivery. If you send using an address in the church domain, make sure that domain is configured in the Communications settings in your elvanto.

FAQ:

1. Is my data secure in using this?

The GHC Notify integration will securely access the service information in your Elvanto and use it  to send notification emails individually to rostered volunteers using the Sendgrid email service. No personal contact details of other volunteers is included .in the emails

2. Why does this cost?

The GHC Notify service subscription of $5 per month covers the cost of the reliable and secure Sendgrid email delivery system, and providing ongoing support and development. It is in addition to any other GHC subscription.

3. How do I unsubscribe

If GHC notify isn’t working as you’d hoped then please let us know at support@growinghealthierchurches.com. If you wish to unsubscribe them you can cancel GHC subscriptions in the account page (payment tab).

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