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The WorshipTools account system is organized into three levels: Organizations, Accounts, and Users. This article will help you understand what each level entails and how they all work together. Most of your work will happen at the Account and User levels.
Once created, accounts cannot be moved or merged. Please read through this article carefully and set up your account accordingly.
Organizations
The Organization represents your overarching church/ministry. It can include one or more accounts under it. Billing and external integrations—including Loop Community and SongSelect—are handled at the Org level, and apply to all the accounts under that Org. Only Org Admins can make changes at the Organization level, including any purchases for the accounts under it.
Note: If you need multiple accounts for different parts of your church but don’t want to share billing, you should create a separate Organization for each one. Read on for more info.
Learn more about permission levels.
Accounts
Most of your church’s data—like services, songs, media files, and user information—will be stored at the Account level. The Account can represent the entire church or a specific ministry/group within your church (like the adult ministry, youth group, etc.). How you decide to set up your accounts should be based on the needs of your ministry and what makes the most sense for your context.
- One Account for the Whole Church: Most churches set up just one account for their entire church, as they typically just use WorshipTools for their main services. If multiple ministries within the church plan to use WorshipTools for their services, all of them would share the same libraries of services, songs, Bibles, media, and users.
- Multiple Accounts: If your church is larger, has multiple campuses, or hosts many different services throughout the week, it may make more sense to set up multiple accounts under one organization. Each account can manage its own library of services, songs, media, and users while sharing the same Org Admin team, billing details, and external integrations. It's important to note that data cannot be shared amongst accounts, but users can be linked to multiple accounts as needed.
*WorshipTools plans, Presenter Bible add-ons and Community SMS credits are specific to each account. Upgrading one account does not affect other accounts, even if they share a parent organization.
To create a new account, go to your {Account page}(/account) and click Create New Account on the left menu. During the process, you will have the option to add the account to the existing parent organization, or to create a new organization for the new account.
Users
Users refer to each individual with a registered email and password login to access the WorshipTools apps. An account can have multiple users, with limits determined by your WorshipTools plan. Each user's level of control over an account is decided by their permission level. Org Admins have the highest level of permissions and there can be multiple Org Admins on an account as needed.
Account data is never tied to any specific user. The person who creates the account will be the first Org Admin on the account but they can add more Org Admins if needed. If there is only one Org Admin on an account and they depart from the ministry, they will need to designate a new Org Admin to take over the account before they leave.
We recommend that each individual staff and volunteer at your church has their own personal login. This helps leaders with scheduling, tracking edits and activity, sending messages, and more.
A user can be connected to multiple accounts with just one login. This is useful if they serve in several ministries that use WorshipTools. Users can also be unlinked from one account and linked to another as they transition between ministries.
