An introduction to ChurchSuite
What is ChurchSuite?
ChurchSuite is a secure online platform that holds information on all those people who interact with the church, and provides a full Electronic Office to support the day to day running of the church. It has been developed in the UK for over 20 years, and is now used by over 20,000 churches world-wide. Through the capabilities it has from an address book, through to event diary and bookings facilities, as well as detailed service planning and more, it is designed to help our church family stay connected and grow in fellowship with one another.
ChurchSuite will be the definitive location for much of our data and administration in the future, as we move various processes to be managed within ChurchSuite.
As well as being the launch point for sending the weekly Newssheet, ChurchSuite will integrate with our Web Site to support event booking and Church Hall bookings in the future, as well as integrate new members and enquiries into the church.
Why are we at St Peter and St Paul going to use ChurchSuite?
We believe that ChurchSuite aligns with our vision of Working together in God’s love for His Kingdom, as in an ever changing world, its capabilities encourage and enhance a “working together” experience:
- We want to help people engage more effectively with us, reducing the increasing burden on our extensive band of volunteers so we can spend more time with people, and less time on paperwork!
- As a growing church, there is an increasing pressure on the administration (especially in relation to children), and what worked in the past, is becoming increasingly difficult to maintain and be compliant with ever increasing regulations.
- We are using technology to help us, rather than spend precious resources on more paperwork.
- We want to introduce new capabilities onto our web site (e.g. sign up to an event and pay for it in seconds). To do that we need an electronic system behind the scenes, which is where ChurchSuite comes in.
- ChurchSuite will be introduced over a number of phases and support will be offered to everyone to ensure that nobody is left behind.
- New members will be able to use ChurchSuite to easily connect with the church family and church life.
Are my details safe?
Yes, your details are perfectly safe and this is an important reason why we’ve decided to introduce ChurchSuite after careful consideration, and move away from some of the traditional paper based records. All your details are held in an “Address Book” that is only accessible by authorised church administrators and leaders.
Through your accounts privacy settings you control any personal details which are visible to others. Traditionally this was the information printed in the Church Directory (like the old “Phone Book”). With access to MyChurchSuite, you can continue to control/change what information is available to others.
What is MyChurchSuite?
The “My” in MyChurchSuite is where you have access to ChurchSuite, through a computer, mobile phone or tablet. The only requirement is that you must have a personal e-mail address to be able to use it. MyChurchSuite fulfils three main purposes:
- It allows you to update the personal details we hold about you. This way, we are always up to date, and do not rely on old printed records.
- It contains the Church Directory (called “Address Book”) that allows members to share contact information with each other (subject to agreements – see FAQ).
- It allows you to engage in many church activities, as we launch those features. For example, if you are on a helping rota, in the future you will see when your turn is, can change availability etc. all through MyChurchSuite there are many capabilities that will be enabled over the months and years ahead, all to put “the church in your hand”.
Requests to join MyChurchSuite are sent by a member of staff from the church office, as part of the registration/switchover process. An account cannot be created without an invite from the church office. Therefore, it is impossible for anyone outside of St Peter and St Paul Rustington to create a ChurchSuite account to access any of your details.
The content of MyChurchSuite is personal to the individual who is logged in, showing information and facilities that relate to them.
An optional feature of MyChurchSuite is that it allows people to upload a photo to their profile if they wish. We would like as many people as possible to do this - it’s a great way of putting faces to names!
We will always respect your privacy and use your details responsibly in accordance with your consent. When you first join ChurchSuite you will find the privacy settings are set to hide your details. You can change this. You are always in control.
How do I get access to MyChurchSuite?
When you complete the switchover form, or register as a new member, you will receive an invite (a day or two later) once we have reviewed your request. You will receive an e-mail, requesting you to set a password and will receive access information.
Computer Logon: https://login.churchsuite.com/?account=rustingtonparishchurch
Additionally, dedicated apps are available for iOS (Apple) and Android Devices as follows:
Apple App Store: https://itunes.apple.com/us/app/churchsuite/id1241362773?mt=8
Google Play: https://play.google.com/store/apps/details?id=com.churchapp.app
Who can see my children’s details in ChurchSuite?
ChurchSuite has an extensive children’s module that is used to ensure clear segregation of information, and continues to be extensively developed to support ongoing safeguarding expectations.
Children’s contact details are only visible to their parents/guardians and authorised administrators/leaders. This is used for signing up to children’s groups, events and keeping registers.
Children’s contact details are never visible to other MyChurchSuite users.
What about GDPR and data protection?
As with all businesses, churches, charities and organisations, it is a requirement that we abide by the General Data Protection Regulation (GDPR), which came into force in 2018. Data Protection is about avoiding harm to individuals by misusing or mismanaging their personal data.
The use of ChurchSuite will ensure that the PCC of St Peter and St Paul, Rustington complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: -
- To enable us to provide a voluntary service for the benefit of the public in the parish;
- To administer membership records;
- To fundraise and promote the interests of the charity;
- To manage our employees and volunteers;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To inform you of news, events, activities and services running at St Peter and St Paul, Rustington.
To exercise all relevant rights, queries or complaints, please in the first instance contact the Parish Administrator at St Peter and St Paul, Church Office, 77 The Street, Rustington BN16 3NL or e-mail admin@rustingtonparish.church
Frequently Asked Questions (FAQ)
You know about me already, why do I need to “re-register”/complete a “Switchover form”?
Moving to ChurchSuite is an ideal time to fully refresh all the data we hold for everyone who uses the church. This will ensure you have the chance to amend what we know about you (a key requirement under GDPR). We will then have your most up to date contact details and can remove old data – a good “spring clean”!
Are my personal details safe online?
Yes. By default, your details will not appear in the directory for others to see unless you have given permission as part of the signup/switchover process. If you change your privacy settings, and include your details in the directory, they will only be visible to members of St Peter and St Paul’s who have signed up to ChurchSuite. You can turn on/off any details you wish to share/hide at any time.
Where exactly is my data?....What’s all this I hear about “the Cloud”?
Like thousands of applications in use across the world, the ChurchSuite application uses database technology provided by Amazon Web Services (AWS), and is part of wider “Cloud Technology”. The data used in the “Rustington Parish Church” instance of ChurchSuite is stored and backed up, exclusively in UK data centres.
What happens to the data you already hold about me?
Rest assured, all legacy data will be destroyed in due course subject to relevant regulations, and set out in our Data Protection Policy.
What about my children’s details?
Your children’s details WILL NOT appear in the online version of the new church address book. However, they will be visible to you (if you gave consent or have previously signed up to a children’s group) through your ChurchSuite login.
I am struggling to install ChurchSuite on my device, what shall I do?
We have assembled a group of “technical helpers” who will always be happy to help. These helpers are spread across a number of our groups. If you need help/need to know who is best placed to show you, please e-mail tech@rustingtonparish.church or alternatively call into the Parish Office between 10 – 12pm (Wed – Fri) for advice.
I have received a message telling me to change my ChurchSuite password. Is this OK?
NO, absolutely not. We will NEVER ask anyone via e-mail or text to reset their password. You must only change your password by following the “I have forgotten my password” link in the app/internet logon screen.
I know a church member who doesn’t have the internet and/or a mobile phone, what will they do?
We are 100% committed to ensure that everyone can continue to engage with us, and we encourage those that do have access to help others. We have assembled a group of technical helpers that in most circumstances will be able to undertake an activity on their behalf. Alternatively members can visit or telephone the Parish Office between 10 – 12pm (Wed – Fri) for help.
Why is the Church Directory going online/onto ChuchSuite?
The printed directory quickly becomes out of date, and we have obligations as part of GDPR to ensure data is up to date, and destroyed when no longer required. By using ChurchSuite, members can amend their own details, thus ensuring that the directory remains constantly up to date.
Additionally, we are proud of our Eco Church award, and printing 180+ booklets uses significant toner and paper – moving this to a digital format aligns with our carbon reduction objectives.
I prefer the printed Church Directory, please can I have one?
While we remain committed to ensure every member of our church can engage in everything should they wish, to ensure compliance with ever increasing Data Protection regulations, we have taken the decision not to print the Address Book. Aligned with other questions, we have assembled a group of technical helpers that in most circumstances will be able to provide you with the information you require. Alternatively members can visit or telephone the Parish Office between 10 – 12pm (Wed – Fri) for help.
Are we keeping the old Google Calendars?
By using ChurchSuite we have a great opportunity to hold all event data in a single place, and ensure it is consistently accessible to all. The ChurchSuite calendar will be the definitive version for St Peter and St Paul Church (and Church Hall), and the Google versions will be retired as we roll out various phases. Through planned developments to our web site, members will be able to see events that they feel are relevant to them, and for those on mobile devices, in a format that is optimised to “be in the hand”, again greatly improving accessibility.
I heard there will no longer be paper tickets for events. Is this true?
Yes! By using the extensive calendar facilities, we can move to electronic ticketing for events. This enables us to manage numbers, but more importantly ensures that anyone can book a ticket, and they do not have to come to the church/office at a set time to get one. Additionally, as we progress with our rollout, we will also enable on-line booking for paid events, further reducing the overhead of payment processing, and making it more accessible to book and pay in a single go. Finally of course, there is quite an admin overhead with producing the tickets (and the printing), that can be removed, increasing our sustainability credentials, and ensuring our admin team can focus on other things.
I see an area called “Giving” how does that work?
There are many ways you can donate/give to the church. The Donate function within ChurchSuite is a new method that members can take advantage of. It supports one-off and regular donations, and is also enabled for Gift Aid for UK Based Tax payers. Only authorised administrators can see member giving history, and no information is available to others.
When I log onto ChurchSuite there is also a reference to “Back Office” – what is that?
For some of our volunteers and admin helpers, there are features and activity that is performed on ChurchSuite in an administrative capacity. Those members that undertake an activity that requires this alternative connectivity, will be advised separately, and given specific training.
I am seeing more QR codes. Why is this?
QR codes are just a simple and fast way to enter a web address into a phone/tablet, and we are making greater use of them in our communications to help members and the public find information quickly on our web site. If you are struggling to use QR codes, please reach out to our “technical helpers”, who will be pleased to help.