Your team in WorshipPro: invitations, church link and roles

There are two ways to add people to your church:

• an email invitation — to one person by name, with the role already chosen,
• the church link — one link or QR code for many people at once.

In the browser, both are in Admin → Settings → Members. In the phone app, they're in Church → Manage → Members → Invite people. People with the “Members & roles: Manage” permission can invite others. That means the Owner and the Administrator.

Email invitation

1. In the Invite a member section, type the email address.
2. In the list next to the address, choose a role (Musician by default). You can't give a role higher than your own.
3. Click Send invite.

You can also copy the invitation link with the Copy button and send it through a messaging app. The invitation is valid for 14 days. In the Pending invitations list you can send it again (Resend), copy the link (Copy link) or withdraw it (Revoke).

The invited person clicks the link, signs in or creates an account, and clicks Accept invitation. When creating an account, the email address is already filled in. The link also works with an account on a different address, e.g. someone's private Google account. The church sees who accepted it.

Someone who signed up with Apple or Google on the invited address also sees the invitation in the phone app, and in the browser on the “Create your first church” screen (Accept / Decline). That screen only appears for people who don't belong to any church yet. A password account is usually told to open the link from the invitation email instead, with a Resend button next to it. So the link from the email is the sure way.

Before verification, a church can send 20 email invitations a day, and send the same invitation again twice a day. Once the limit is used up, share the church link instead.

Church link and QR code

This is handy when you want to invite many people at once, e.g. show the code on screen after the service or send the link to your team's group chat.

1. On the Members page, in the Church link card, click Create link.
2. You'll see the link and the Code (e.g. ABCD-EFGH; click the code to copy it), plus the Copy link, Show QR and, if your browser supports it, Share buttons. You can download the QR code with Download PNG, e.g. to print it or put it on a slide.
3. Check two options:

• Require approval — on by default: you approve each request to join yourself. Keep it on if the link travels widely; turn it off if people should join right away.
• Role for new people — Viewer by default.

New link cancels the previous one, and Turn off link closes joining.

A person with the link opens it, signs in or creates an account, and clicks Join, or Ask to join if you require approval. Someone who doesn't belong to any church yet can type the code instead, on the “Create your first church” screen, in the Have a church code or link? box, and click Continue.

You'll see requests on the Members page, in the Join requests section. Click Approve or Reject.

In the phone app, people use I have a church code or link on first sign-in, or Settings → Account → Join a church. They can scan the QR code from the screen in the room with the phone's regular camera.

Roles: who can do what

• Owner — full access (except donor amounts). A church must have at least one owner.
• Administrator — full access except finance and handing over the church. Has to turn on 2FA within 14 days of getting the role. After that, People, Finance and Church settings are locked until they do.
• Leader — plans services and edits songs, media, teams, the roster and the calendar. Can view the directory. Can't invite people or change church settings.
• Musician — sees songs, songbooks, plans, teams and the calendar; can run the band click and use the phone remote.
• Viewer — view only: sees the same as a Musician, but has no phone remote and can't take over the band click from the leader.

The names of the four roles are set in the church's language when the church is created. A Polish church shows Polish role names even if someone uses the English interface.

Every role, Viewer included, can see the member list with names and email addresses. In the phone app it's under Church → Manage → Members. To hide it, make a custom role and set Members & roles to None.

Our advice to start with:

• worship leader — Leader,
• band — Musician,
• people at the projector — Leader or a custom role, e.g. “Tech” (see below),
• other members — Viewer.

To just present on the computer, viewing songs and plans is enough. Without the Service plans: Edit permission, changes to the plan during the service (order, new items) stay on that computer only. With it, they're saved to the team's plan. To fix a typo in a song, you need Songs: Edit.

Custom roles

Settings → Roles & permissions → New role:

1. Type a Name (e.g. “Tech”).
2. In Based on, choose the role you start from, or Empty (no permissions).
3. Click Create.
4. In the new role's column, set a level for each module: None, View, Edit or Manage (not every module has every level). Extra permissions are checkboxes in the rows under their module, e.g. Band click & tempo (under Service plans) or Pastoral & confidential notes (under People).
5. Click Save changes.

You add the description after creating the role: click the role's name at the top of its column, fill in Description and click Save.

Example for “Tech”: in Based on, choose Musician (view songs, plans and media, plus the band click), then in the table choose Edit for Songs, Service plans and Media.

Roles can also be changed in the phone app: Church → Manage → Roles & permissions.

Changing a role, removing someone, handing over the church

• Change someone's role in the member list, in the Role column. The Remove button removes the person from the church. The phone app has the same under Church → Manage → Members.
• To hand over the church in the browser, give someone the Owner role, then change your own role.
• In the phone app, tap the person's role and choose Transfer church…. You type the church's name to confirm, and you can pick your own role afterwards.
• The last owner can't be demoted or removed.

Members and the directory

Members are people with a WorshipPro account. The Directory (People → Directory) is the list of your church's people, including those without an account. You pick people for the serving roster from the directory. Members are added there automatically, and you add people without an account with the Add person button or from a CSV file. More: The people directory.

What's next

• Songs: songbooks, new songs and moving from another program
• Service plans and serving rosters