Settings Overview

Overview

The Settings section allows administrators to configure and manage the foundational data used throughout the Partners app. These settings control key reference data that appears in partner forms, reports, and filters.

What are Settings?

Settings are system-wide configuration options that define:

• Where partners are located and sourced from (Campuses)
• What events are used for outreach (Events)
• When specific event instances occurred (Event Editions)
• How partners were acquired (Sourcing Types)

These settings ensure consistency across the system and make data entry faster and more accurate.

Available Settings

Campuses

Manage physical campus locations where ministry activities occur.

What it controls:

• Campus names and locations
• Address information
• Contact details for each campus
• Program availability (Kainos, etc.)

Used in:

• Partner sourcing information
• Filtering partners by location
• Event planning and reporting

Learn more about Campus Settings →

Events

Manage ministry events used for partner outreach and engagement.

What it controls:

• Event names (e.g., "Summer Conference", "Harvest Festival")
• Event descriptions
• Event categorization

Used in:

• Partner sign-up tracking
• Event attendance records
• Sourcing reports

Learn more about Event Settings →

Event Editions

Manage specific instances or editions of recurring events.

What it controls:

• Event year (e.g., "2024", "2025")
• Edition name (optional custom name)
• Unique identifiers (slug)

Used in:

• Tracking which specific event edition a partner attended
• Year-over-year comparison reports
• Historical event data

Learn more about Event Edition Settings →

Sourcing Types

Manage the different ways partners are acquired or sourced.

What it controls:

• Sourcing method names (e.g., "Referral", "Web Sign-up", "Event Registration")
• Sourcing descriptions
• Active/inactive status

Used in:

• Partner acquisition tracking
• Sourcing effectiveness reports
• Campaign attribution

Learn more about Sourcing Type Settings →

Who Can Access Settings?

Settings are typically restricted to:

• System Administrators - Full access to all settings
• Team Leads - May have limited access depending on configuration
• Regular Users - Usually cannot modify settings, only view and use them

How Settings Work Together

Settings are interconnected and used throughout the partner management workflow:

Example Workflow:

1. Admin creates an Event called "Summer Retreat"
2. Admin creates Event Editions for "2023", "2024", "2025"
3. When logging a new partner:
   • Select their Campus (nearest location)
   • Select Event (Summer Retreat)
   • Select Event Edition (2024)
   • Select Sourcing Type (Event Registration)

This creates rich, structured data for reporting and analysis.

Best Practices

Before Adding Partners

1. Set Up Core Settings First:

   • Add all campus locations
   • Create main events
   • Set up sourcing types
   • Configure event editions for current/past years

2. Maintain Consistency:

   • Use standardized naming conventions
   • Don't create duplicates with slight variations
   • Review existing settings before adding new ones

Ongoing Maintenance

1. Regular Review:

   • Quarterly review of active settings
   • Archive or deactivate outdated items
   • Update contact information for campuses

2. Plan Ahead:

   • Create next year's event editions in advance
   • Add new sourcing types as campaigns launch
   • Update campus information when changes occur

3. Avoid Deletion:

   • Deactivate instead of delete when possible
   • Deletion may affect existing partner records
   • Keep historical data for reporting

Common Questions

Q: What's the difference between an Event and an Event Edition?

A: An Event is the general activity (e.g., "Summer Retreat"). An Event Edition is a specific occurrence (e.g., "Summer Retreat 2024"). Think of Events as templates and Editions as instances.

Q: Can I delete a campus that has partners assigned to it?

A: This depends on your system configuration. Generally, it's safer to mark the campus as inactive rather than delete it to preserve historical data.

Q: Who decides what sourcing types to use?

A: Typically, your marketing or outreach team defines sourcing types based on your acquisition channels and campaigns. Consult with leadership before adding new ones.

Q: How often should settings be updated?

A: Review settings quarterly or whenever there's an organizational change (new campus, new event type, new sourcing channel, etc.).

Q: Can regular users see the settings?

A: Users can usually see settings when filling out forms (they appear in dropdowns), but they typically cannot modify them.

Related Topics

• Managing Partners - Learn how settings are used in partner management
• Call Reports - See how settings enable filtering and reporting

Getting Started

Choose a settings topic from the left sidebar to learn how to manage that specific configuration:

• Campuses - Manage campus locations
• Events - Configure ministry events
• Event Editions - Set up event instances
• Sourcing Types - Define partner acquisition methods