What Team Leaders See in People and Families
Every role in TimelyChurch has a reach: Whole church or Their teams (shown on each role card on the Roles page). A role set to Their teams -- such as the built-in Team Leader role -- works only with the people in the teams that person leads. This article explains what that means on the People, Families, and Follow-ups pages, so you know what your youth leader or small group leader will and won't see.
For how reach works across the whole app, and how to change it, see Roles & Permissions.
Who Counts as "Their Team"
A team is any group, serving team, or class the person leads as Leader or Co-Leader.
- A person is in their reach when he or she is an active member of one of those teams (the leader included).
- A family is in their reach when at least one of its members is.
What a "Their teams" Role Sees
People page
- The list, the counts on the People and Families tabs, and the Views dropdown include only the people in the teams they lead.
- Search and filters work as usual, but only within those people.
- Opening someone outside their teams (for example, from an old link) shows "You can only open records that belong to the teams you lead."
- The Duplicates Found banner is not shown, and duplicate review is not available -- it is a whole-church tool. The Merge Profiles action is also hidden on profiles.
- Export CSV downloads only the people (or families) in their teams.
Families
- The Families page and the Families tab list only families with at least one person from their teams.
- A family can include someone who is not in their teams (for example, a spouse who is not in the group). That person's name is shown on the family card but does not open as a link.
- When adding a new person, they can only attach them to a family in their reach.
Follow-ups
- The Follow-ups page lists only follow-ups connected to people in their teams, and they can complete, edit, and delete those.
Finding people to add
When a leader searches for someone in a people picker, only names are matched and phone numbers are not shown. To bring in someone who is not yet in one of their teams, the leader invites them by email from the group -- see Managing Group Members. If you would rather let leaders search everyone, turn on Leaders can search the church directory in Church Setting → Profile, under Group leaders.
When It Starts
While the start date is still ahead, a notice at the top of your admin pages tells administrators the date from which roles set to Their teams will see only their own teams. Until then, those roles keep seeing the whole church. The notice has a Manage Roles link and a Dismiss button.
Giving a Role the Whole Church
If a role should keep seeing everyone -- for example, a children's ministry director who oversees every class:
- In the left sidebar, open Administration and click Roles & Permissions.
- On the role's card, next to Reach: Their teams, click Change to Whole church.
- Confirm with Change to Whole church.
What someone can do with the people they see (view, edit, delete, import, export) still comes from the role's People & Families permissions. See Managing Your People Directory.