Parent Child Organizations

Parent Child Organizations
A parent organization is one that has one or more other organizations associated with it in a Parent Child relationship. The purpose is to be able to enroll lay leaders (with Org Leaders Only role) in the Parent org to give them the ability to view and communicate with the members and guests of the Child orgs. It also allows the leader to take attendance for these Child orgs. This is a better option then enrolling lay leaders in orgs that they really do not attend just so they can access the members or take attendance.

When viewing a Parent org, you have the option to email the leaders under that Parent org or all the members under that Parent org.

Facts about Parent Child Orgs

  1. An organization can have only one Parent org.
  2. A Child org can itself be a Parent org for other Child orgs.
  3. You can have only these layers of child orgs: Child > Parent > Grandparent. In other words the Parent org for a Child org can, itself, be the Child org of another Parent org. However, you cannot carry that relationship any further.
  4. The Child orgs must be in the same Division as the Parent org.
  5. Those enrolled in the Parent org must have a Leader Member Type in order to access the Child orgs.
  6. The leaders should also have the user roles Access, Org Leaders Only, and Attendance (optional).
  7. If you use a normal org for the Parent org - one that has regular members - only the leaders will be able to access the Child orgs.

Note

Your TouchPoint Admin can view the Member Types in the Lookup Table to see the Attend Type for each one. He can edit them if necessary.

See also

Lookup Codes

Make the Parent Child Association

You must have the user role Edit in order to access the Child Organization Management page.

Step 1
For the Parent organization, either create a new organization or use an existing one in the same Division as the Child organizations.
Step 2
Enroll those you want to have access to the Child orgs, assigning them a Member Type that has an Attend Type of Leader.
Step 3

While on that organization page, select Blue Toolbar > Gear > Child Organization Management.

Select the organizations that you want to be the Child orgs. This makes the association immediately. There is no save button.

Caution

Organizations that already have a Parent org will display in pink. Any organization that is a Parent org will display in blue.

You will not be able to select an organization that is already a Child org for another Parent org. However, you can select a Parent org and make it a Child org under this Parent org.

Removing Parent Child Associations

Step 1
Go to the Parent Org and select Child Organization Management from the Toolbar.
Step 2
Uncheck the orgs you no longer want to be child org. This takes effect immediately. There is no save button.

Note

Before making an org Inactive, you should remove the Parent Child relationship.

Use Case 1

George is a lay leader with Org Leaders Only access to the database. He serves as an overseer of the teachers and members of the youth Life Groups. He is not a teacher of any of the classes, so he is not enrolled in any of the orgs.

Enroll him in what will become the Parent org (in this case the Youth General Officers Org), and make him a Leader in that org.

Once the Parent Child association is established, George will be able to view the Child orgs and their Members in order to email them, track their attendance, and more.

Use Case 2

John is a ‘leader coach’. He leads a disciple-making group, but he is also the coach of five other disciple-making leaders. As such, he needs to be able to access those groups. His disciple-making org should be set as the Parent org with him as the Leader. The five other disciple-making orgs should be set as Child orgs.

Report

We have a recipe for a SQL Report that your System Admin can add to your database. When you run this report, it will display every org that is in a Parent Child relationship. The Org ID# is a link to each specific org. This is a great way to keep up with which orgs are using this special relationship.

Note

Be sure the Admin user adds the report to the Report Menu so that other users can access it.

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