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Last Updated: 10/20/14

Setup User Accounts

Adding a New Person (and making them a User)

It’s a very simple process to give people access to Database (or any other Elexio product like Elexio Mobile, Portal or Check-In!)  You simply add them to the database and then give them a security role.

  • From the Home Page, click on People.

  • Click on Common Tasks (top left)

  • Select Add a New Person

  • Enter the Household Name and click OK

  • Then you will be taken to the new person’s record.  On the Additional Info Tab, under Security, at the top of the screen you will see the Security Role drop down box.  Select a Security Role for this person.  (This drop down box will only be editable by people with a Security Role of “Admin”)

  • You must also enter an email address for each person who will be accessing Elexio Database (or Elexio Mobile, Portal or Check-In).  The email address is used as the login name.  (See below for more info.)

  • As soon as you save this person’s record (which happens automatically when you move to another person’s record or when you click the Save button at the bottom left), an email will be sent to the person informing them of how to install and login to Elexio Database.   Here’s what the email says:

    Your system administrator has given you access to Elexio Database, your church management software.    Here are instructions for how to access it:

      1. Go to www.elexioamp.com/install  and click on the link for Database for Windows or Mac
      2. Allow the program to download and install.
      3. You will be prompted to enter this Activation Key which is: [this will be inserted for you]
      4. Then you’ll be prompted to login.  
        • Enter your email address:  jsmith@church.org
        • Your password is:  [random temporary password]
      1. You’ll be prompted to change your password the first time you login.
      2. Once you get in, feel free to explore and learn the system.  Please watch the training videos.  There’s a link at the top of the Home Page in the Elexio News section that says “Training Videos Online” and/or read the User’s Guide.  Click on the Help button at the top and select Show/Hide Help.

If you need help with anything, please don’t hesitate to ask your local system administrator first or you can contact Elexio at support@elexio.com.

Thanks for using Elexio Database!

Security Roles

For complete details on Security Roles click here. But for now, for your staff, we recommend they get a default Security Role of “Standard User.” This role gives broad access in Database but hides sensitive things like Contribution data.  

The default for every new person is NO access to Database. But for most people you’ll want to give them access to your online community and mobile app so give them a Security Role of “Portal & Mobile (limited access).” This Role allows anyone to login to Portal and Mobile with a limited set of privileges where they can only access their own information. Important things like the Church Directory are blocked by default.

If you would like to see a list of people and what Security Role they have, go to the Home Page. Click on Common Tasks - Manage Security Settings - Users. We also provide reports that show who has what role and when they last logged in. Just search the Reports for “Users.” If you would like to manage what permissions are set for each Security Role, then go to the Home Page. Click on Common Tasks - Manage Security Settings - Roles.

Email Addresses are Very Important

It is critical that you enter a unique email address for each person in the Communications area of the People screen. Elexio products require an email address for login. Each person can have multiple email addresses and can login with any of their email addresses. However, no two people can have the same email address. Everyone MUST have their own unique email address. This applies to any in your church who would login to Elexio products. 

Sometimes families like to share 1 email address. Unfortunately, we do not support that option in our system for security reasons. If you have people in your church that do not wish to share their email address with the church or don’t wish to receive mail from the church or are sharing an email with someone else, BUT would like to login to Portal or Mobile, then you should suggest they get a free “junk” email address which is easily obtainable from gmail.com, apple.com, live.com, yahoo.com, and many other places.

Why is it so important that each Elexio Database user has a unique email address? There are many reasons:

    • The security roles are assigned to each person. Each person may have different permission levels based on job requirements and training. 
    • Elexio Database automatically keeps track of the time and date when records were created, last modified and who made the last modification and when they are deleted. This is very important for auditing and conflict resolution.
    • The Home Page will display custom information based on who’s logging in, e.g., My Follow Ups, Birthday Reminders, etc.
    • It’s the only username that Elexio users will have to remember to access all of Elexio’s products – One Username and password gains users access to all the Elexio products including our customer intranet.
    • Each person can have customizable settings and preferences in Elexio.

Passwords

Any time you grant a security role to someone, they will be emailed instructions for how to access the system. They will be assigned a random password and be required to change it when they first login. 

You also have the option to reset a password for any user. Just click the Reset Password button when you are looking at their record on the People screen. A new password will be generated and sent via email.

Any user can reset their own password either in Elexio Database or Portal. In Elexio Database just press the Reset Password button while you are looking at your own record on the People screen. In Portal, at the login screen, click on the “Forgot your Password?” link. You'll be prompted to enter your email address. An email will be sent with a new random temporary password.

Passwords must be 6 characters long. Passwords ARE case sensitive.

How to Notify People About Logging into Database

Since we automatically take care of sending installation instructions whenever you grant someone access to your system, the only time you may want to give people instructions is when you simply want to remind people to do it.  Since Elexio Database is really designed for staff and key volunteers you can just send them an email using Database. 

  • Click on Communication at the top of the screen

  • Click the "To..." button and select people

  • Enter a Subject like: “Login to our new Church Software”

  • Enter a Message like the sample below

  • Then click Review/Send then click Send Now.


Hey Staff,

Here are instructions for installing Elexio Database, our church management software.

    1. Go to www.elexioamp.com/install  and click on the link for Database for Windows or Database for Mac

    2. Allow the program to download and install.

    3. You will be prompted to enter our Activation Key which is: [You’ll need to manually insert this.  Copy it from the Help, About screen]

    4. Then you’ll be prompted to login.   Enter your email address

    5. Then click the link “Forgot password”   You will receive a new temporary password via email.

    6. Once you get in, feel free to explore and learn the system.  I highly recommend you watch the training videos.  There’s a link at the top of the Home Page in the Elexio News section that says “Training Videos Online” and/or read the Users Guide.  Click on the Help button at the top.

If you need help with anything, please don’t hesitate to ask _Joe Smith__ our local database guru or you can contact Elexio at support@elexio.com.

How to Notify People About Logging into Portal & Mobile

For Portal, your online church community, and Mobile (the mobile app) you will want to constantly promote it to your people. We recommend that you start with a smaller group first like your leaders, then maybe members and then regular attenders

  • Click on Communication at the top of the screen
  • Click the "To..." button and select people you want to email

  • Enter a Subject like: “Get our Mobile App and/or Join our Church Community Online”

  • Here's a sample Message

I have good news for you.  You can now get online access to special information and features just for you using our new mobile app and/or online community. 

The mobile app offers many features like:

  • Events - see what's going on and sign up!
  • Check In your kids for services and skip the lines!
  • Media Center - listen to all our weekend messages
  • Giving - see your giving history and make contributions
  • Plus much more...

Go to the Apple Store or Google Play Store and search for "MyChurch" to download the app.

With our online community

  • You can see the church directory
  • You can also edit your own contact information and photo
  • Make one time donations or set up a regular giving schedule
  • See My Groups and My Ministries
  • Register for Events and more...

Check it out at  http://[yourchurch].elexioPortal.com  (You need to replace [yourchurch] with the special keyword we gave you - OR, better yet, insert a link to the login page on your church website)

The first time you want to login, please click the link at the bottom that says “Create new Account”   You’ll be prompted to enter your email address.  Please use the same email address we sent this message to because it’s the one associated with your record in the church database.   This will walk you through setting up your account.  You will be emailed a security code that must be entered within 15 minutes of receipt or you will need to start the process over.  Once in Portal you can change your password to something more meaningful to you.

8. When you are done, click the Review/Send Email button.
 

See also


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