The WorshipTools account system is split into three tiers: Organizations, Accounts, and Users. When working in the apps, most of the work is done at the Account and User level. Read on to learn more about the WorshipTools system and how it all comes together.
Organizations represent the entire church and can contain one or several WorshipTools accounts beneath them. Billing and SongSelect connections exist at the organization level and are shared by all accounts under the organization. Only those with Admin permission levels can make changes at the organization level, or make purchases for any of the accounts under the organization.
Learn more about permission levels.
(If your church needs multiple accounts but does not want the accounts to share billing information, please set up individual organizations for each account. Read the Accounts section below for more context about Accounts.)
Accounts, commonly referred to as Teams, typically represent a ministry or sub-ministry under the organization. All your data resides at the account level - songs, cue lists, media, attachments, users, etc.
Most churches set up one WorshipTools account for the whole church, while a handful of other churches choose to set up different accounts for each sub-ministry (i.e. separate accounts for ABC Adult Ministry, ABC Youth, Outreach Ministry, etc. under one ABC Church organization). The latter option is also used by churches with multiple campuses. It allows each sub-ministry or location to manage its media files and song files separately from the other accounts. However, each account needs to be upgraded individually, and data cannot be shared or merged between separate accounts. Bible purchases are also specific to each account and are not shared amongst accounts under an umbrella organization.
To create a new account under a new or existing organization, go to your Account page and click Create Team on the left menu.
Users (also referred to as People) are individuals who hold email/password log-ins to access a ministry's WorshipTools account. Regardless of who created an Organization and Account, WorshipTools data is never tied to a user. Users are essentially those who are authorized to access, view, and/or edit an account's data through their email/password log-in. Accounts can have an unlimited number of users, and Admin rights can be shared or transferred at any time. So, if a user leaves your ministry, don't fret! Your data is not lost – it's just a matter of giving the right person access.
Users can be connected to multiple accounts with their one log-in. This comes in handy if a user is involved in multiple ministries, or is involved with multiple campuses of one ministry. When connected to multiple accounts, the user can switch between accounts in each app as needed.