ChurchTrac User Accounts

Adding more users to your ChurchTrac account gives your church leaders access to the tools they need to manage their ministry. However, it's important to control who has access to the data in your church management software.

Initial Setup
Why Add More Users in ChurchTrac?
Creating a User Account
Managing User Accounts
Smart Lists and User Accounts
Audit Trails

Initial Setup

If you are an Administrator of your ChurchTrac account, you will be able to manage permission settings for each User Account, as well as add new users. Non-administrators can update their email address and password, but not make changes to their own permissions.

You must first enter your ministry's physical address to create user accounts. This can be done by going to: Settings Admin Settings Your Church Info. Since we send an email to your new users, we need your mailing address to include in the email footer to comply with spam laws in some countries.

Why Add More Users in ChurchTrac?

ChurchTrac allows unlimited users without any additional fee. ChurchTrac works best when every person on your team has their own user account to log in with the software. To help keep your ChurchTrac account secure, we recommend that every person who uses ChurchTrac have their own username and password. The username and password determine which areas of the application are accessible to that user.

There is a soft limit of 10 users initially. However, if you need additional users, reach out to our support team and they can add additional spots for you at no additional cost.

Creating a User Account

To create a user account, go to:

Settings User Accounts Add User Add a new user to your church management software

Whenever a new user logs in for the first time, they will be prompted to change their temporary password and accept the application's Terms of Service.

Managing User Accounts

Once a user account is created, you can set their privileges. There are four main sections for user privileges: General/Connect, People/Families, Events/Worship, and Giving/Accounting. Each section has different options for setting user permissions.

General/Connect

Projects: Projects available only to selected users are shown below. You can specify which projects this user can view and edit. Learn more about Project Permissions ›

Managing User Privaleges in the church management software

People/Families

Note Types & User-Defined Fields: Note types available only to selected users are shown below. You can choose which fields this user can edit and view, as well as assign access to specific user-defined fields. Learn more about Note Types and User Defined Field Permissions › Managing User Privaleges in the church management software

Events/Worship

Calendar: Events available only to selected users are shown below. You can designate which calendar this user can edit and view. Learn more about Calendar Permissions ›

Giving/Accounting

Permissions related to financial records and contributions can be assigned based on access needs.

Smart Lists and User Accounts

This allows you to control which Smart Lists, and therefore which names in the database that this user has access to.

Smart List Permissions for users in the all-in-one church management software

By default, the user will have access to all Smart Lists and all names, but you can restrict a user to only having access to one or more Smart Lists.

Need to See This in Action?

Watch our Pro Tip video on how to let your small group leaders use the ChMS

Watch now ›

Audit Trails

The Audit Trail is a detailed account of each time a user has logged in, the IP address they logged in from, records that were added, records that were deleted, updates to records and more.

ChurchTrac keeps an Audit Trail for each user. Audit Trails help provide accountability and transparency for what each user is doing within ChurchTrac.

To access a user's Audit Trail, navigate to the Settings Screen and select the "User Accounts" tab. Select the user you would like to audit and select "Audit Trail."

You can audit user activing in the church management software

When you create User Accounts for each person in your leadership, you are giving them a powerful tool that will empower their ministry and help streamline your church communication.