Upcoming Change to People and Group Access

On the 15th January 2019 (AEST), we will be making some changes to how People and Group access permissions work in relation to lockdowns and restrictions. These changes are minor, but large enough that you may, or may not, need to review how your access permissions are setup.

The goal of these changes is to hopefully make access permissions make a little more sense, but as you may have set things up with how they currently work in mind, if you have lockdowns in place please review these changes.

If you do not make use of lockdowns in your access permissions, nothing will be changing.

How Lockdowns and Restrictions Currently Function

Right now, when a person is locked down, these lockdowns are taken into account¬†before any restrictions are taken into account. This can lead to some interesting scenarios. The biggest example of this is group leaders who lead a group that’s not at their assigned location.

Scenario 1: Jordan

We have a group leader Jordan. Jordan regularly serves at, and is assigned to the “North” location.

Jordan has a “Group Leader” access permission, which is setup as follows:

  • Access to People
    • Restrict access to:
      • People in groups they lead
      • People in the “Regular Attenders” people category
  • Access to Groups
    • Restrict access to:
      • Groups they lead
  • Locked down by assigned locations

Jordan leads two groups:

  • “Jordan’s Awesome Bible Study”, which is assigned to the”North” location
  • “Thursday South Playgroup”, which as the name suggests is at the”South” location

Spencer is assigned to the”North” location, and attends”Jordan’s Awesome Bible Study”.

Rowan and Sam attend the”Thursday South Playgroup”. Rowan is assigned to the”North” location, and”Sam” is assigned to”South” location.

Currently how this is handled, Jordan can see Spencer, and Rowan, but can not see Sam, in the People area. In the Groups area, Jordan can only see¬†“Jordan’s Awesome Bible Study” but not”Thursday South Playgroup”, even though Jordan is a leader.

Scenario 2: Morgan

At the same church, the “Connect Group Pastor” access permission is setup as follows:

  • Access to People
    • Restrict access to:
      • People in group categories they’re an admin of
      • People in the “Regular Attenders” people category
  • Access to Groups:
    • Restrict Access to:
      • People in group categories they’re an admin of
  • Locked down by assigned locations

Morgan is a Connect Groups pastor at this church, and is assigned to the South location, and is a group category admin for the “Bible Study” group category.

Elliot is assigned to the”Community Outreach” group category and is assigned to the “South” location, but is a member of “Jordan’s Awesome Bible Study”, which is in the”Bible Study” group category and as mentioned above, assigned to the “North” location.

Dallas attends a “Bible Study” group that is assigned to the”South” location, but is not assigned to the “South” location them self.

In the current system, Morgan can see Elliot, as they’re a member of a “Bible Study” group and assigned to the “South” location, even though their group is not at the same location.

Morgan can not see Dallas, as Dallas does not match the location lockdowns.

Current Diagrams

We have some pretty complex diagrams that are available to those who want to see them. The thumbnails are below – click to view in full size.

Current Group Access Logic – click to view full size

Current People Access Logic – click to view full size

What’s Changing in January 2019?

We’re changing how lockdowns and certain restrictions combine together, so that the following people restrictions are considered more important than lockdowns:

  • Can only view people in groups they lead
  • Can only view people in groups they’re a member of

We’re also changing how the “Can only view people groups within group categories they administer” restriction works, when tied with lockdowns, but in a different way.

We’ll also be changing how the following group restrictions work:

  • Can only view groups they lead
  • Can only view groups they’re a member of

You will note that the “Can only view people in specific people category” restriction for people, as well as the “Can only view groups in categories they administer” restriction for groups are unaffected by the coming changes.

Each restriction’s change is detailed below.

Can only view groups they lead or are a member of

This applies to the following permissions in the People and Groups areas:

  • Can only view people in groups they lead
  • Can only view people in groups they are a part of
  • Can only view groups they lead
  • Can only view groups they are a part of

These restrictions will now ignore completely lockdowns. If a person has these restrictions in place, they will now see all groups and people in groups they lead/are a member of, regardless of any lockdowns in place.

Can only view people within group categories they administer

This restriction will also ignore lockdowns, but in a more intelligent way. To determine which groups they are considered an admin, we will still apply lockdowns to the groups, but we will not apply lockdowns on who the members are.

New Diagrams

Again we have some diagrams if you’d like to see. It’s worth noting that the group access diagrams is needed to fully understand how the people access diagram works now too.

New Group Access Logic – click to view full size

New People Access Logic – click to view full size

How things will work with the new changes

After we make the changes on the 15th January 2019 (AEST), the scenarios described above will work as follows:

Scenario 1: Jordan

In the People area, Jordan will now be able to see all members of the groups that Jordan leads, no matter what location they are assigned to. Jordan will still only be able to see people in the “Regular Attenders” people category, if they’re also at the North location.

In the Group area, Jordan can now see any group they lead, no matter the assigned location on the group.

Scenario 2: Morgan

In the People area, Morgan will no longer be able to see Elliot’s profile, but can now see Dallas’s profile, as they are a member of a group inside the category and location that Morgan is an admin for.

In the Groups area, Morgan’s access to groups will remain unchanged.

In the scenarios mentioned above, we’ve spoken exclusively about location lockdowns, but this will apply to other lockdowns as well.

Wrapping up

We are hoping that these changes will make lockdowns and restrictions a little easier for you, our customers, to work with and get your head around.

If you have any questions or concerns, please feel free to leave comments below, or to send an email to support@elvanto.com.

Thanks!

Stewart Polley