CCB Leader FAQs

CCB Leader FAQs

Jump to: Groups | Calendar & Events | Volunteers

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This page will grow over time. Have a specific request? Submit it by email.
More help can be found on CCB’s support page.

Groups

Add or Remove Participants

  • Adding or Inviting People to a Group
  • Removing People from a Group

There are two ways to access the add/invite screen:

From the Participant Tab

  1. Start by accessing the group you wish to add new members to
  2. Select Participants tab
  3. Click the New Members button

  1. You will be taken to the Add or Invite to this group overview page, see below for how to use each link

From the Group Actions menu

  1. Start by accessing the group you wish to add new members to
  2. Once the group is open, click the Group Actions on the top right
  3. Click on the Edit Participant List link

  1. On the top right, under Actions click Add or invite new people

  1. You will be taken to the Add or Invite to this group overview page, see below for how to use each link

Do You ADD or INVITE a person to a group?

  • Adding a person will simply put them in the group. The person may or may not know that they have been added.
  • Inviting a person allows you to write an email that will be sent to the person and a link allowing them to click and find out more about the group and make a decision if they want to join or not.
  • WARNING – If a person does not have an email address in their profile, they will not be notified of the invite.

Add or Invite People by Name

  1. Click the option to add People by name
  2. Select either ‘Add directly’ or ‘Invite’.
  3. Start typing the name of the first person you want to add.
  4. Hit enter on your keyboard or click the person’s name and they will be added to the list.
  5. Repeat the same process for each additional person you are adding to the group.

  1. Once all the names are entered, click ‘Add Now’.

Add or Invite People by Search

The search tool works just like searching for people by name, except you will be able to search for individuals through filters based on specific criteria.

  1. Click the option to add People by Search
  2. Select either ‘Add directly’ or ‘Invite’.
  3. Click ‘Choose Search Criteria’
  4. Use the tabs and search fields to enter your search criteria

  1. Click Search & Review Results – (Don’t worry, the people will not be added yet, you will get a chance to review the results)
  2. You are presented with an option to select a number of people. Part of the option is to add individuals one at a time or to add everyone.
  3. Once you chose the people to add, click Add people.
  • In the group, find the “Group Actions” button in the upper right, click, and choose “Edit Participant List”
  • You’ll see a checkmark to the left of each person’s name; check off the ones to remove
  • At the top of the list, change the drop-down menu from “If checked,…” to “Remove from List”

  • Click “OK” to save the changes
  • (This is the same process to use for adding or removing assistant leaders)

Changing Leaders

The Main Group Leader is listed as the contact person for the group and receives emails from those inquiring about the group. Assistant Group Leaders have the same access as the Main Group Leader for the group, but are not the main contact person. There are two different processes for changing leaders, depending on this designation:

  • Change Main Group Leader
  • Change Assistant Group Leader(s)
  • Start by going to Groups > Choose the group you wish to add or change the main group leader > then select Group Actions
  • Click Edit participant list
  • ChooseChange the main leader to bring up the search window.

    • Begin typing the name of the person in the search box and select the correct name when it appears in the list. The individual does not need to be a member of the group.

To make an individual an assistant group leader they must be a member of that group.

  1. Start by going to Groups > Choose the group you wish to add or change the main group leader > then select Group Actions
  2. Click Edit participant list
  3. Check the box next to the names of those you will be making Assistant Leaders, then choose Assistant Leader from the If checked, set group status to… pulldown options and click ‘OK’
  • To promote someone to Assistant Leader:
    • You’ll see a checkmark to the left of each person’s name; check off the ones to promote
    • At the top of the list, change the drop-down menu from “If checked,…” to “Assistant Leader”
    • Click “OK” to save the changes
  • To make an Assistant Leader a regular group member::
    • You’ll see a checkmark to the left of each person’s name; check off the ones to promote
    • At the top of the list, change the drop-down menu from “If checked,…” to “Group Member”
    • Click “OK” to save the changes

Group Settings

  1. Find and Open a Group to edit
  2. Click on the Group Actions button at the top right
  3. Select Edit Group Settings from the drop down list

Make sure to review each tab of settings:

  • General
  • When & Where
  • Options
  • Admin

General

  1. Group Name – Enter a group name up to 50 characters
    • When naming a group, it is better to be campus specific if you have more than one campus
    • Also, consider if the name of the group pertains to the type of group it is
  2. Group Photo – To upload a photo for your group click the ‘Browse’ button and choose the image from your computer.
    • The image must be in .jpg format the size can be no larger than 3mb. Either of these can be used with the printed picture directory. For an idea, most photos taken by smartphones, including the new iPhone 7 plus, will usually be within this limit.
  3. Description – Enter a brief description
    • If you’d like to use some basic HTML to include links or additional images, you can do that in this field.

Classifications

  1. Group Type – This is set by the Master Admin when the group is made.
  2. Childcare Available – Check the box to indicate whether or not there is childcare available for the group.
  3. Custom Fields – These are set by the Master Admin

Twitter Connection

  1. Link Twitter – You can link your twitter account for Twexting here
    • This link will only display after you have saved your group the first time. So create your group, save the changes and edit the group to see this link.

Think of this tab as an advertising section. The information added here will help people searching for groups to find the right one.

When this group meets

  1. Meeting Day – Select the best fit for your group so people searching know what day you meet.
  2. Meeting Time – Select the best fit for your group so people searching know when you meet.
    • You should not enter a specific time, rather let the person search for your group know whether you meet in the mornings or evenings, etc.

Where this group meets

  1. Area of Town – Select the best fit for your group so people searching know generally where you are located.
  2. Street, City, State, Zip – Location where your group meets. This information will be public online; use discretion if entering a home address.

Settings

  1. Email Notification – Sends an email to the Group Leaders when a participant’s status changes within the group.
    • An email is generated whenever a person is added or removed from the group and whenever a person is made a leader or taken from a leader to regular member
    • The email does not specify what happened with the person, it simply names the person so the leader can log in and look at the changes.
  2. Interaction Type – Select how your group will function.
    • Members Interact – This interaction type lets each member see the group participant list. Privacy settings determine the amount of contact information exposed.
    • Announce Only – Allows a person to see that they are apart of the group however, they cannot see other group participants. Only the Group Leaders are able to see and communicate with all group members.
    • Administrative – A hidden group. Only visible to Group Leadership, members cannot see this group.
  3. Membership Type – Select how a person joins your group and what information is visible to non-group members.
    • Open To All – Allows a non-group member to see all information including, events, messages, files, and needs for this group. This setting also permits non-group members to add themselves to the group without leadership approval.
    • Request Required – Prevents any of the group’s tab from being visible to non-group participants. In order for a non-group member to join the group, they must request or be invited by leadership.
  4. Listed – If you would like your group to be find in searches to all logged-in users, click this box.
  5. Public Search – Select the checkbox if you want this group to be included in the public ‘Find a Group’ search.

Group Member Privileges

  1. Messages – Allows group participants to create new messages to the group.
  2. Needs – Allows group participants to create new Needs.
  3. Files – Allows group participants to upload files.

Group Participant Communication Defaults

NOTE – Changing the interaction type will change the suggested defaults in the Member Privileges and Communication Defaults sections. Remember to adjust these settings if you prefer something different.

  1. Receive emails sent from the group – Allows notification by email of new messages, events, needs, positions and schedules. If unchecked, the group participant will NOT receive any emails from the group.
  2. Receive comments from group participants immediately – Will send an email notification when comments are posted to messages
  3. Receive a weekly summary of group – Will send an email with the weekly digest detailing all of the activity for the group that week (e.g., new events, needs, positions, etc.)
  4. Receive texts sent from the group – Allows text messages to be sent to participants who have their cell provider and number set in their communication settings. If you are a church outside of the U.S. you may need an additional service to make this possible.

NOTE – This tab can only be edited by a Full Group Admin, Department Admin, or a Master Admin. Group leaders will not see this tab.

Other

  1. Department – Select the Department to which the group belongs.
  2. Inactive – Check this box if the group is no longer active.
    • The group will no longer appear on any records. You can search for inactive groups under your groups tab, advanced search.
  3. Group Participant Limit – Enter a number if you want to limit the size of the group. If left blank, the group membership will be unlimited.
  4. Months Old Range – Is used to suggest an event to check into for the Check-in system.
  5. Cross Reference Saved Search – This allows you to connect a saved search to the group for the purpose of adding or inviting people based on predefined criteria.
    • Only searches created by or shared with you will be available in the pulldown menu.
    • Example – Create a saved search for all the women of the church, and the leader of a women’s group can invite new women as they visit the church.
  6. Approval Group – This setting allows the group to be used as a room or resource approval group.
    • With this box checked, Group Leaders will be able to approve or decline requests for any rooms or resources associated with the group.

Group Leader Privileges

  1. Group Settings – Allows group leaders (including Coaches and Directors if you have Deluxe) to edit the General, When & Where, and Options tabs.
  2. Participants – Allows group leaders to add/remove people from their group as well as access people reports for their groups.
  3. Contact Details – Allows group leaders to update the Basic and Info tab of their participants.
  4. Logins – Allows group leaders to auto-generate logins for their group’s members.
  5. Family Reports – Allows group leaders to access reports containing information about the participants’ family members, whether or not the family members belong to the group.
  6. Church-wide Events – Allows group leaders to publish their group’s events to the church-wide calendar.
  7. Event Resources – Allows group leaders to request or reserve rooms & resources for their events.
  8. Files – Allows group leaders to upload files to the group’s Files tab.

Attendance

  1. Attendance Groupings – Choose ALL the Attendance Groupings you would like to associate with this group.
    • These Attendance Groupings will be used when creating new events for the group.
    • For help with Attendance Groupings Click Here.

REMEMBER – After choosing all your settings, click Save at the bottom. This takes you to the group’s homepage. You do not need to save at the end of every section; one save will preserve all changes.

Send Participants Activation/Login Emails

  1. Under Group Actions, select Send participant logins
  2. In the pop-up, select whether to send to Leaders, Members or both
  3. NOTE – The activation email will only send to those who have NOT yet logged in
  4. Click Send

Creating Mailing Labels or Name Tags

  • To print address labels or name badges from a Group, access the Group’s overview page.
  • Click the Group Actions menu on the right, then select Print labels or name badges.

  • A pop-up window will allow you to choose settings for your name badges and labels:

  • Type: Choose the type of label you wish to generate. The number is the Avery label number. You may use any compatible label type for the numbers. See Avery’s website for more information on each type of label.
  • To: This option allows you to determine how the names will appear after creating your labels. For example, using Families would show up with names like The Jones Family when the label is generated.
  • Sort By: By default your labels will generate in alphabetical order by last name. You may choose to sort by First Name, Carrier Route or Zip/Postal Code if preferred.
  • Finally, choose the starting location for your labels, by default the labels will start in position 1, but if you have a partial page of labels you may begin printing from a different label position.
  • Click Make Labels to generate the labels.
  • A page with the names and addresses will generate. Click File > Print to print the labels after inserting the blank page into your printer.
    • *If your labels are not printing correctly, make sure the print scale is set to 100% and ‘scale to fit’ or ‘fit to page’ options are not enabled.
  • Learn more on CCB’s Support Site

Calendar & Events

Creating an Event

  1. Open the Group that will host the event
  2. Choose the Calendar tab
  3. Click “+ New Event” button

OR

  1. Hover over a calendar day and click “Add Event” link
  2. Select the Event Type & Press “Save”
    • Rooms & Resources needed – Use this option for Events at the campus and need to reserve a room or resource OR need approval from Event Admin OR need to use the check-in options
    • Rooms & Resources not needed – Use this option for off-site meetings or meetings not requiring any approval or reservations of room and resources.
    1. Setup the event by filling in the fields provided (explanations below)
    2. Click ‘Save’

Reserving a Room

  • At Western
  • Not at Western

If the event is at Western, be sure to reserve a room and any other resources needed (projector/tv, etc) under the ROOM AND RESOURCES tab. The system will tell you if there is a conflict from another reservation.

Here’s more detail:

  • Only events set as ‘Rooms & Resources needed’ will have the ability to request Rooms & Resources. You can tell the difference from the event detail page; events that cannot use resources will not have the Rooms & Resources tab.
  • If you are not already viewing it:
    • Select the Rooms & Resources tab of your event
    • Next, click the Request Rooms & Resources button
  • This opens a dialogue box where you can drag rooms and resources from the right column to the middle.

  • Setup Information – Staff is not currently checking these fields, so please communicate any needs by email or in person.
  • If you are requesting more than one room, you can designate one room as ‘primary’. The primary room name is included in invitations to the event, as well as being shown in the event pop-out on the calendar.
  • It is possible that a room or resource is not available. If this is the case, the item will be disabled and you will not be able to drag it into a room or the Additional Resources area
    • Click the item if you’d like to know what is causing the conflict

    • The first display will list any event that conflicts with yours at any point

  • To see usage for a specific time frame, click the pulldown menu to select one. For the time-based lists, you will see all event occurrences using that room or resource in the date range
  • If you would like to see what other events are using a resource that isn’t in conflict, you can still click the name to check it out.
  • Once you have selected the rooms or resources you need, click Save
  • Your requested rooms and resources will be shown on the Rooms & Resources tab. For items that require approval to use, you will see Room/Resource Pending in the status column. Items that do not require approval will be approved for use immediately. Once an administrator responds to the request, you will receive an email indicating whether the request was approved or declined.
  • If the event is NOT at Western, give clear instructions on location or where to meet.
  • If you include a full address, CCB will create a Google Maps link.

Publish your event

You must publish your event for those outside of your group to see it.

  • Under the PUBLISH tab, click “add to calendar” as appropriate.
    • Churchwide = what users see when logged into CCB
    • Public = what anyone can see on the church website

Invite group members to your event.

This is the only way people will be notified that an event has been added. (Especially useful for Micah 6:8 events or events happening before the next weekly email goes out.)

  • Under the GUEST LIST Tab, click “Invite People”
    • Choose “People by Group”
    • Double check the group name, add your message, and send.

Mark attendance and take notes

After an event, you can record who came, the total number of participants, and reflections about the event.

  • Inside the event, choose the ATTENDANCE tab, click “Record Attendance” and fill out the form. (If this says you need to pick an Attendance Grouping, email staff.)
  • Any notes in the last section of the form can be viewed by Group Leaders or others with event admin privileges, not by regular participants. This can be a helpful feature for capturing best practices or lessons learned for recurring events. Do not share sensitive or confidential information here.

Serving & Volunteers

Positions and Schedules

  • Features
  • Set Up
  • Manage
This robust tool allows leaders to schedule volunteers for up to 26 weeks by creating a “Position” for each volunteer role and a “Schedule” for one or more Positions.

  • Positions:
    • Provide a description of what is involved in the role
    • Can be open to the whole congregation or be limited to current group members
    • Can allow a volunteer to sign up for a role and schedule themselves immediately or can be set to require approval from the team leader before scheduling
  • Schedules:
    • Allow for multiple types of positions for one day (ie. team leader and team member)
    • Set the number of volunteers needed to fill each day (ie. 1 leader and 3 members)
    • Use a grid view with drag and drop editing:
    • Have a different organizer for each week
    • Communication:
      • Enables easy communication with a particular day’s volunteers
      • Volunteers can set black-out dates for when they are unavailable.
      • Leaders can send schedule requests to volunteers while the system automatically takes black-out dates into account
      • Volunteers can find their own replacement if they need to back out.
      • Automated reminders
        • Emails – By default, your volunteers will receive a reminder email (not text) two days before they are scheduled to serve.
        • Text Messages – If the volunteer has a cell phone and provider setup in their profile and their communications settings set to allow text messages from this group, they will receive an automated text message reminder at about 7pm local time the day before they are serving.
      • The SERVE tab will display all open Positions and Schedules (depending on P&S settings) enabling new volunteers to sign up

To have a Position added to CCB, fill out this request form.

To create a Schedule with existing Positions:

Coming Soon

Coming Soon