Most records in One Church Software carry a Campuses field that says where the record belongs. Where a record sits decides who can see it, who can change it, and when it shows up as you narrow your lists. This article explains the choices, how the field looks in your account, and which records take which choice.
The three choices
The field offers up to three choices, and a record uses exactly one of them.
Choice | What it means | When you see it |
All | No campus and no organization. The record is available to every campus, now and in the future. | When your account has two or more campuses, or two or more organizations |
Organization | One or more whole organizations. A campus the organization adds later is covered automatically. | When your account has two or more organizations |
Specific | One or more named campuses. | When your account has two or more campuses |
How the field looks in your account
One campus and one organization - the field, the campus selector at the top of the page and the campus column are all hidden. New records land at All, and anything already stored on older records is kept.
Two or more organizations, without multi-campus - the field offers All and Organization, but not Specific. Choosing an organization replaces any campuses stored on the record.
Two or more campuses, one organization - the field offers All and Specific.
Two or more organizations and two or more campuses - the field offers all three. A record can name organizations or campuses, but not both. Trying shows "Choose organizations or campuses, not both."
The buttons read All, Specific and Organization. Where the field is read-only it says All Campuses. The field is titled Campuses, or Organizations when you reach two or more organizations or have no campus to pick. On a person, No Campus shows in place of All.
Which records take what
Not every record can take every choice. Here is how each kind of record behaves.
Records | Can hold | Also |
Groups, connections, report groups, email templates, message templates, mail merge templates, saved queries, keywords, chat channels and categories, promotion plans | Several campuses, several organizations, or All | Nothing extra |
Events, service plans, forms, sermons, workflows | Several campuses, several organizations, or All | A primary campus and primary organization |
People | Several campuses, several organizations, or none | Campus Attended. None shows as No Campus and works like All for access |
Background checks | Several campuses or organizations | Follow the person when none are named |
Designations, batches, giving portals, campaigns, journal entries, bills, budgets | Exactly one organization, optionally narrowed to campuses inside it | All means the whole organization, never every campus |
Gifts, recurring gifts, soft credits, pledges | Not picked on the record | Follow the designation, merchant account, gift or campaign |
Form access rules, dashboard sharing rules | Campuses or organizations | No All |
Calendars, songs, service types, check-in stations, custom field definitions | No campus at all | Shared by the whole account |
Tip: All means two different things. On a group, All means every campus of every organization. On a designation, All means the whole of one organization. It is the same button with a different reach, so check what kind of record you are looking at before deciding who can see it.
Financial records stay inside one organization
Designations, batches, giving portals, campaigns, journal entries, bills and budgets each belong to exactly one organization. You can narrow one to some of that organization's campuses, but never to campuses in two organizations. Trying shows:
"These campuses belong to different organizations; a financial record stays within one."
If your account has only one organization, financial records follow the plain All and Specific choices like everything else.
People with no campus
A person with no campus shows No Campus. For access, No Campus works like All:
Every staff member limited to certain campuses can still see that person in full.
The person shows up whatever the campus selector at the top of the page is set to.
They count in every organization's directory.
Only someone with no campus limit can delete them.
People are also the one exception to the editing rules: a staff member limited to certain campuses can place a person at those campuses, clear them, or leave them with no campus.
If you are limited to certain campuses
Staff limited to certain campuses see a few extra rules when they set the field:
You can only pick campuses inside your access, and only those where you hold the record's write permission.
Campuses on the record that you cannot reach stay on it when you save. The field says "Also at {campuses}, outside your access. Those campuses stay on this record."
You cannot narrow a record that is available to All, and you cannot widen a record to All. People are the exception.
If a save would leave the record only at campuses outside your access, you get a warning and a Save Anyway button.
Only active campuses can be added. An inactive campus already on the record stays, with a note.
Where a new record lands
A new record starts from your campus selector. If you have no campus limit and the selector is on everything, it starts at All. If you have narrowed the selector, it starts at the campuses you chose, or at Organization if you chose whole organizations. If you are limited to certain campuses, it starts at the campuses in your selection that you are allowed to use.