Managing users and roles

MinistryStats gives you control over who can see and do what. This matters most for sensitive information like giving and donor data — so it's worth understanding the roles before you add your team.

Where to manage users

Administrators manage people under User Management in the admin area — described in the app as "Manage user accounts, roles, and permissions." This is where you add users, set their role, and control access.

The roles

Every user account has a role that sets what they can do:

• Owner — full control of the account, including managing other users and the most sensitive settings. Usually one or two people.
• Admin — broad access to run MinistryStats day to day: dashboards, goals, entry, and settings. Most of your core staff.
• Staff — a more limited role for people who need to see or enter certain things but shouldn't have the run of the whole account.

Only Owners and Admins can see the administrative areas — things like Integrations, Goals, and User Management are hidden from other roles by design.

Two ways people interact with MinistryStats

It helps to separate two different things:

• User accounts (with the roles above) are for staff who sign in to view dashboards, set goals, and manage the account.
• Campus PINs are for people who only need to record numbers — a volunteer entering kids attendance on a shared tablet, for example. They don't need a full account; they just enter the PIN for their campus on the entry form. See Recording your weekly numbers.

So you don't need to create an account for every volunteer — only for the staff who actually manage or read the data.

Sensitive data is protected by design

Giving and donor information is the most sensitive thing MinistryStats holds, so it's guarded carefully:

• It's off by default — the giving and donor features stay hidden until an administrator turns them on.
• Access is granted per person — being an Admin doesn't automatically mean you can see giving; it has to be granted deliberately.
• Protection is enforced at the database level, not just by hiding a screen.

The practical rule: give people the least access they need. You can always grant more.

If something looks wrong

• Someone can't see something they should — check their role, and (for giving or donor data) whether that access has been granted to them specifically.
• Someone can see too much — lower their role, or revoke the specific access. When in doubt, less access is the safer default.
• Still stuck? Email support at ken@ministrystats.com.