The LED allows you to create Roles which can have access to certain modules, have admin privileges set for the LED and for the People module.  You can also control which areas of the Diary can be viewed and edited and which Settings will be available. Once the Roles are set up, you can assign people to the Roles and they will automatically be given the privileges that go along with the role.

To create a new Role, or edit an existing one, you will need to go to Settings and click Roles.  You will see a list of all the roles that have already been created.

To add a new Role, click the ‘Add new role’ button at the top right of the page, give the Role a name and click the ‘Add Role’ button.  You will see your new Role appear in the list.

To add the relevant permissions to your new Role, or to adjust an existing one, click the pencil icon on the right of the Role.

You will be able to edit the name of the role, if you need to, by changing the text in the ‘Name’ field.

The ‘Admin Group’ drop down will allow you to apply an Admin Group to the role.  Admin Groups are set up by going to Settings and clicking Admin Groups, which is covered in another video.  The Admin Groups control the access people will have to view and edit people’s information, in the People module.  They also control how the user will be able to communicate with people in the LED.

The Apps section allows you to control which Apps, within the LED, the Role will give access to.  If you want people in this Role to have access to all the apps, click the toggle switch next to ‘All’.  Otherwise, click the toggles next to the Apps you want to give access to.

Some of the Apps have additional privileges that can be set, so you can control how much access users will have within the App.  These can be set by clicking the cog next to the toggle for the app. Currently, only the Settings and the LED Apps have additional settings.  For the Apps that don’t have any additional settings, clicking the cog will give you a message explaining what the app does.

Clicking the cog next to the Setting App will show you a list of all the Settings that are available.  If you want people in this Role to have access to all the Settings, click the toggle labelled ‘All’, at the top of the list.  If you need to limit the access to Settings, for this Role, simply click the toggles next to the Settings you wish to allow access to.

Clicking the cog next to the LED App will give you a list of all the locations that have been set up in your LED, and the different service types that you are able to administer through the LED.  You can then decide which services this Role should have access to and, if you have more than one location, which locations this will apply to.

As you select the different service types, you will notice that more settings, for each service, become available below.  These additional settings allow you to decide which areas of each service this Role will be able to view and edit. If you want the Role to be able to View or Edit everything, click the toggles at the top of the section, labelled ‘All’.  If you only wish to give access to certain areas of each service, click the relevant toggles below these. To give the Role access to View only, click the first toggle. If you want the Role to be able to View and Edit, click the second toggle.

Once all the permissions have been set, click the ‘Save Changes’ button, at the bottom, to save your Role.

You can assign people to a Role in two ways.  First, by going to Settings, clicking Roles and then clicking the ‘Manage People’ icon.  You can then start typing the person’s name in the search box and select them from the list that appears below.  You are able to add as many people as you need by typing their names.

The other way to assign someone to a Role is in the People module.  You will need to click People, either on the Dashboard or from the drop down.  Search for the person you wish to assign to the role, click their name in the list and click the ‘Edit’ button on their profile.  You can change the Role, directly below their image, by clicking the pencil icon. You will then be able to select the relevant Role from the drop down menu.  Once you’ve selected the role, click the ‘Save’ button at the bottom of their profile.

People can only be assigned one Role at a time.

The LED allows you to add your church branding to your LED login screen, emails and letters that are sent out from the LED. You are able to customise the images that are included in the headers and footers of emails and letters, as well as the images that appear on your login screen. You can also change the text that is included in your email and letter headers and footers.

To create your branding, you will need to go to Settings, either from the Dashboard or the drop down menu, and click ‘Branding’.

Here you will see 3 tabs, ‘Communication’, ‘Printouts’ and ‘Login Screen’.

Communication will allow you to create templates for emails and letters sent using the Communication Suite as well as automated emails, such as Rota Reminders.

Printouts allows you to add a logo to the print outs created in the LED, such as Service Plans.

Login Screen allows you to add a logo and background image to your LED login page.

To add images to your login page, go to the Login Screen tab. You can then add a logo, which appears above the username and password fields, by clicking the cloud icon labelled ‘Logo’. Select your image from your computer hard drive and you will see a preview of the image appear. If you’d prefer people to see the iKnow logo, don’t upload an image here.

To add a background image, click the cloud icon next to ‘Background’, select your image from your hard drive and you will see a preview appear. If you don’t add an image, the background of your login page will remain white. We recommend that the file size of the images you use, for your logo and background, is no more than 5mb. To see a preview of the login page, before you save your changes, click the ‘Preview’ button. If you’re happy with the images you’ve added, you can click ‘Save’ and the changes will be live on your LED login page, straight away. If you want to go back to the standard LED login screen, you can click the ‘Default’ button.

To add a logo to your LED print outs, click the Printouts tab. You can then click the cloud icon and select the logo image from your computer hard drive. The image should be 250 pixels wide and 200 pixels high, so that it displays correctly on your reports. The image will appear in the header of each page of your document.

To brand your emails and letters that are sent through the LED, you will need to click the Communication tab. You will see a default template, which is the template that will be used on your emails and letters sent through the Communication Suite. You can edit the template by clicking the orange pencil icon.

At the top of the page you are able to change the name of the template. You can then edit the Email template and, below that, the Letter template.

To add an image for the header of your email template, click the cloud icon next to ‘Header Graphic’ and selecting your image from your hard drive. The default setting for the header image, and the footer image, is for it to be the full width of the email. Below this you can add any header text you would like to appear. This will appear below the Header Graphic.

In the next section you can add your footer text, which appears below the Footer Graphic and, below that you can add your Footer Graphic by clicking the cloud icon. The final section for the email template is the ‘Stylesheet Code’, which controls the layout of the header and footer sections in your email. If you are not familiar with CSS, you can leave this section as it is. If you do know CSS, or have someone who does, and you wish to make adjustments, then you can make changes here. If you would like to check how the template looks, before saving it, you can click the ‘Preview’ button.

Next you will see the Letter Template options, which reflect the email template options. These are set in the same way as the email template.

Once you are happy with your templates, you can click the save button and your template will start to be used on your email and letter communications.

You are able to create additional templates, under the ‘Communication’ tab, by clicking the ‘New’ button. Any additional templates that you create will be available for you to use with your Processes.

LED contains a set of automated Processes that can remind you and your team to carry out certain tasks before, or after, an event.

For example, there is a Process for your Wedding services that includes a reminder to contact the couple to arrange a rehearsal prior to the event and a reminder to send an anniversary card on the couples’ first anniversary.

When you create a Banns, Baptism, Wedding or Funeral service, you will be able to see the process steps by clicking the ‘To-Do’ tab.  If you wish to alter the process for an individual service, click the ‘Edit’ button and click the pencil icon alongside the relevant step.  This will allow you to change who the task is assigned to, the name of the task and the date it is due to be triggered.  Once you’ve made your changes, click the ‘Save’ button.

To make global changes to Processes you will need to click Settings and then click Processes.

You will see 6 Processes for Banns, Baptisms, Weddings, Funerals, Burials and Committals which are automatic Processes.  These Processes will be triggered automatically by the corresponding events, as they are added to your Life Events Diary.

You can edit the automatic processes by clicking the pencil icon alongside the Process name.  Changing the processes here will not affect the events already in your Life Events Diary, it will only affect new events you add after changing the Process.

To add new steps, click the ‘Before Event’ or ‘After Event’ buttons and the new event will appear above, or below, the event, depending on the button you click.

When you add the step, you will need to give the step a name, add a message for the person who will be completing the step and set a delay.  If you don’t want a delay for this step, enter zero in the box labelled ‘Delay’ and select an option from the dropdown.  You will also need to assign the step to a person in your LED database.  You can do this by clicking the ‘Add Person’ link, you can then search for the person by starting to type the name.  You will see any matches listed below and can select the correct one by clicking it.

You can then select an existing template, or create a new one, for an email that can be sent to the people involved in the Life Event this Process is attached to, by clicking the ‘Template’ button.  To select a Template to be used for this step, click the Template name and it will be added to the step.  You can remove it by clicking the ‘x’ next to the name.

To edit an existing Template, before adding it to the step, click the pencil icon.  To create a new Template, click the ‘Add New’ button.

If you click the Toggle to allow ‘Process Stopping’, the person who that step has been assigned to will have the opportunity to terminate the process at that point.

Once all your steps have been created, click the ‘Save’ button at the top of the page, to save your changes.

You are also able to create your own Processes which can be triggered manually.

To create a Process, click the ‘New Process’ button, give the process a name and click the ‘Save’ button.  The new process will appear at the bottom of the list.  Click the pencil icon and you will be able to add your process steps in the same way as described for the automatic processes.  You are able to assign steps of a manual process to ‘Set to Manual’, this will allow you to choose who to assign the step to when you trigger the process.

If you add multiple steps, the steps that follow the first step will be triggered when the previous step is completed.  If you don’t want a step to be triggered immediately, you are able to add a delay.

To trigger your own Processes, go to People, find the person you wish to trigger the process for, click the ‘...process progress’ tab and select the relevant process from the dropdown menu.  You will then need to click the ‘Go Ahead’ button to confirm you wish the Process to start.  If you have assigned the step to ‘Set to Manual’ you will need to choose who the step will be assigned to before clicking ‘Go Ahead’.

If you want to see the progress of a particular process, you can click the View button, to the right of the process name.  Here you will see which steps, if any, have been completed, and by whom.  Any incomplete and overdue steps will also be shown here.  Clicking the ‘Completed Processes’ tab will show you details of any Processes that have been completed.

When a Process is triggered, the person who has been assigned to the first step will receive an email to let them know that they have a process step to complete.  You are also able to check if there any process steps assigned to you by looking at “My To Dos”.  You will find ‘My To Dos’ by clicking the LED icon, or selecting ‘Dashboard’ from the drop down menu.  ‘My To Dos’ is in the grey bar at the top of the page.  Clicking this will take you to your ‘My To Dos’ page and you can see any outstanding steps by clicking ‘My Outstanding To Dos’.  

You are able to add a note to the item, by clicking the ‘Add Note’ button.  This can be used for any additional information you wish to add.

If you complete a step, click the item and, in the window that opens, you will be able to mark the task as complete.  If any notes have been added, you will be able to see them here.  You can also add a note or contact the people involved in the event the task is attached to.  If you have added a template to the step, it will be used when you click the ‘Contact’ button.

If you chose to allow ‘Processing Stopping’ when you added this step, you will also see the ‘Stop this Process’ button.

When you mark a task as complete, it will be moved to your Completed To Dos.  If you want to check the steps you have completed, click ‘My Completed To Dos’.

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