Multi-Campus Sync is intended for churches that manage care independently and distinctly at each of their campus locations. Our Multi-Campus Sync create separate 'locations' within Notebird. You can think of these locations as their own separate Notebird accounts under one roof. There is no overlap between the locations –separate reports, activity pages, tasks, updates, etc.
👉 We always recommend merging campuses if care is handled by a central team or if there is a lot of overlap between campus locations. This document answers all questions related to the option to 'Keep campuses separate' when setting up the sync with Planning Center.
Quick Takeaways for Planning Center Multi-Campus Sync:
Care information cannot be moved from one location to another location. For example, if someone moves from Campus A to Campus B, their care updates, tasks and custom milestones will remain in Campus A and do not get transferred to Campus B.
Congregant profiles stored in Planning Center that have not been assigned to a campus will show up in all locations within Notebird. For example, if a person hasn't been assigned a campus in Planning Center then that profile will show up in both Campus A and Campus B within Notebird.
You are able to give limited access to a user (team member) based on location. For example, you can give the campus pastor access to Campus A and not Campus B.
Pricing remains the same in multi-campus mode. We charge per user, whether they have access to all campuses or just a single group within one campus.
Switching Between Locations (campuses)
You can easily switch between locations from the drop down in the upper left hand corner. There is no overlap between the locations –separate reports, activity pages, tasks, updates, etc.
Adding a New User in Multi-Campus Mode
👉 There is an added layer of complexity with user roles for multi-campus sync. Please read the following carefully.
Admin User who can see all groups, non-restricted updates, tasks and milestones for the Dewey Location (campus) only. This is great for campus pastors, staff or trusted volunteers at a specific campus who do not need to see information at other campuses. The campus dropdown is removed for this users.
[See screenshot below👇]
*Make sure the correct campus is selected in the upper left hand corner before sending invite.
Admin User with Access to Account Settings can access all groups, non-restricted updates, tasks and milestones for all locations (campuses) within Notebird. This is great for users who need access or support pastoral care at all or multiple campuses. [See screenshot below👇]
Admin Users with Access to Account Settings and Restricted Updates can access all groups, updates, tasks and milestones for all locations (campuses) within Notebird. This is great for pastors and clergy teams who need to see restricted updates and access all locations. This is the user role that has the most access within Notebird. [See screenshot below👇]
Group Member Users have the most restricted permissions. Users can only see updates and tasks stored within the group(s) they've been given access to within the location they've been added. Group Members can access up to 10 groups in Notebird. This is great for volunteers who are providing care for a specific ministry or need within your organization. The campus dropdown is removed for this users.
[See screenshot below👇]
*Make sure the correct campus is selected in the upper left hand corner before sending invite.
Switching a Group Member from One Location to Another
When a Congregant is Assigned a Campus in Planning Center
Q: I set up the sync with Notebird and Planning Center –what happens now when I assign a campus to a person in Planning Center?
Remember, a congregant who does not have a campus assigned to them in Planning Center shows up in every location in Notebird. So John Doe will have a profile in Campus A and Campus B if John hasn't been assigned a campus in Planning Center.
If a person does have care updates, tasks or custom milestones stored in Notebird in Campus A, then their profile will be archived in Campus A and a new profile is created in Campus B.
If a person does not have any care updates, tasks or custom milestones stored in Notebird then that profile will be removed/deleted from Campus A and remain in Campus B.
Setting Up Planning Center Multi-Campus Sync
The initial sync process is quick but is determined by how many locations and people you have stored in Planning Center. Once sync is set up then new profiles added to Planning Center will show up in Notebird automatically and vise versa. Click here to learn more about the sync details.
To set up first navigate to the Integrations Page within your Notebird account.
Click the Planning Center sync button
Click 'Keep campuses separate'
Click Confirm
Input Planning Center credentials and allow Notebird access to Planning Center People module
Sync will begin
