Campus Settings

Overview

Campus Settings allow you to manage all physical campus locations where ministry activities occur. Each campus has detailed information including address, contact details, and program configurations.

What is a Campus?

A campus represents a physical ministry location where partners can:

• Attend events and programs
• Connect with ministry staff
• Participate in activities
• Be sourced or referred from

Campuses are used throughout the system for:

• Partner sourcing information ("nearest campus")
• Event location planning
• Geographic reporting and analysis
• Contact routing

Viewing Campuses

Campus Table

The Campus Settings page displays all campuses in a searchable table with:

• Campus Name - Full official name
• Short Name - Abbreviated version
• Abbreviation - Code (e.g., "LBS", "ABJ")
• Location - City, State, Country
• Contact - Email and phone numbers
• Status Indicators:
  • Is Campus (actual campus vs. other location)
  • For Kainos (available for Kainos programs)
• Actions - View, Edit, Delete buttons

Searching Campuses

Use the search box to find campuses by:

• Campus name
• Short name or abbreviation
• City or state
• Email or phone number

Filtering Campuses

Click the Filter button to narrow down campuses:

• Filter by Country
• Filter by Continent
• Filter by Is Campus (true campus locations only)
• Filter by For Kainos (Kainos-enabled only)

Adding a New Campus

Step 1: Open Create Dialog

1. Navigate to Settings > Campuses
2. Click the "Create Campus" or "Add Campus" button
3. The create dialog will appear

Step 2: Basic Information

Campus Name* (Required):

• Full official name of the campus
• Example: "RHEMA Lagos Bible School"

Short Name (Optional):

• Abbreviated version of the campus name
• Example: "Lagos Bible School"

Abbreviation (Optional):

• Short code for the campus
• Example: "LBS", "ABJ", "NYC"
• Typically 2-4 characters

Email (Optional):

• Primary contact email for the campus
• Example: "lagos@rhema.edu.ng"

Phone Numbers:

• Primary Phone (Optional) - Main campus phone number
• Secondary Phone (Optional) - Alternative contact number

Step 3: Address Information

Street Address (Optional):

• Physical street address
• Example: "123 Ministry Road"

City (Optional):

• City where campus is located
• Example: "Lagos", "Abuja", "London"

State (Optional):

• State or province
• Example: "Lagos State", "FCT", "Greater London"

Country* (Required):

• Select from dropdown:
  • Nigeria
  • Ghana
  • Kenya
  • South Africa
  • United Kingdom
  • United States
  • Canada

Continent* (Required):

• Select from dropdown:
  • Africa
  • Europe
  • North America
  • South America
  • Asia
  • Oceania

Step 4: Campus Settings

Is Campus:

• Toggle ON if this is an actual campus location
• Toggle OFF for other types of locations (e.g., outreach centers, partner offices)
• Default: ON

For Kainos:

• Toggle ON if this campus offers Kainos programs
• Toggle OFF if Kainos programs are not available
• Default: OFF

Step 5: Save the Campus

Click "Create Campus" to save the new campus.

Editing a Campus

How to Edit

1. Find the campus in the table
2. Click the Edit (pencil icon) button
3. Update any information
4. Click "Update Campus" to save changes

What You Can Edit

All campus information can be edited:

• Basic information (name, contact details)
• Address information
• Campus settings (Is Campus, For Kainos)

When to Edit

Edit campus information when:

• Contact information changes
• Campus relocates or expands
• Program availability changes (Kainos status)
• Name or branding updates

Viewing Campus Details

Click the View (eye icon) button to see complete campus information:

• All basic and contact information
• Full address details
• Campus settings and configurations
• System metadata (created date, last updated)

Deleting a Campus

How to Delete

1. Find the campus in the table
2. Click the Delete (trash icon) button
3. Confirm the deletion in the dialog

When You Can Delete

A campus can typically be deleted only if:

• No partners are assigned to it
• No events are linked to it
• No historical data references it

Alternative to Deletion

Instead of deleting:

1. Edit the campus
2. Toggle "Is Campus" to OFF
3. This effectively deactivates it without losing data

Best Practices

Naming Conventions

1. Be Consistent:

   • Use the same format for all campus names
   • Example: "RHEMA [City] Bible School" or "[City] Campus"

2. Use Clear Abbreviations:

   • Make abbreviations intuitive
   • Avoid confusing similar codes (e.g., "LAS" and "LBS")
   • Document abbreviations for your team

3. Include Location:

   • Campus names should indicate geographic location
   • Helps users quickly identify the right campus

Data Completeness

1. Fill All Fields:

   • Even optional fields provide value
   • Complete address enables better mapping and reporting
   • Contact information helps with routing inquiries

2. Keep Contact Info Updated:

   • Review email and phone numbers quarterly
   • Update immediately when changes occur
   • Test contact information periodically

3. Accurate Geography:

   • Ensure Country and Continent match
   • Use official location names
   • Maintain consistency across campuses in same city

Campus Organization

1. Main Campuses vs. Locations:

   • Use "Is Campus" ON for actual campus facilities
   • Use "Is Campus" OFF for satellite locations or outreach centers
   • This enables better filtering and reporting

2. Program Availability:

   • Keep "For Kainos" status current
   • Update when programs launch or end
   • Use for accurate program-specific reporting

3. Regional Grouping:

   • Consider creating campuses by region for large geographic areas
   • Use consistent continent/country selections
   • Enables regional performance analysis

Maintenance Schedule

Monthly:

• Verify contact information is current
• Check for any pending campus additions

Quarterly:

• Review all campus records for accuracy
• Update program availability (Kainos status)
• Remove or deactivate unused locations

Annually:

• Comprehensive audit of all campus data
• Update address information
• Review naming conventions for consistency

Common Scenarios

Adding a New Campus Location

Situation: Your ministry opens a new campus in a new city.

Steps:

1. Gather all information (name, address, contact)
2. Decide on abbreviation code
3. Create the campus with complete information
4. Set "Is Campus" to ON
5. Configure "For Kainos" based on program availability
6. Notify team that new campus is available in dropdowns

Temporary Event Location

Situation: You're using a temporary venue for an event, not a permanent campus.

Steps:

1. Create a campus entry for the location
2. Set "Is Campus" to OFF (it's a location, not a campus)
3. Fill in address for reference
4. After the event, you can delete or keep for historical reference

Campus Name Change

Situation: A campus undergoes rebranding with a new official name.

Steps:

1. Communicate the change to all users first
2. Edit the campus record
3. Update Campus Name and Short Name
4. Consider keeping old name in a note field for reference
5. Verify the change appears correctly in partner dropdowns

Deactivating a Closed Campus

Situation: A campus permanently closes but you want to keep historical data.

Steps:

1. Edit the campus
2. Toggle "Is Campus" to OFF
3. Add "CLOSED" to the campus name or short name
4. Keep all other information for historical accuracy
5. This removes it from active selections but preserves data

Field Reference

Required Fields

• Campus Name - Cannot be empty
• Country - Must select from dropdown
• Continent - Must select from dropdown

Optional Fields

• Short Name
• Abbreviation
• Email
• Primary Phone
• Secondary Phone
• Street Address
• City
• State

Toggle Settings

• Is Campus (Default: ON) - Marks as actual campus location
• For Kainos (Default: OFF) - Available for Kainos programs

Common Questions

Q: Can two campuses have the same name?

A: Technically yes, but it's not recommended. Use unique names or add location identifiers (e.g., "Community Campus - North", "Community Campus - South").

Q: What's the difference between Short Name and Abbreviation?

A: Short Name is a shortened version of the full name (e.g., "Lagos Bible School"). Abbreviation is a code (e.g., "LBS"). Both are optional and serve different purposes.

Q: Do I need to fill in the address if partners are remote?

A: For physical campuses, yes. For virtual or remote locations, you can use a representative address or leave some fields empty.

Q: Can I change the abbreviation after creating a campus?

A: Yes, you can edit it anytime. However, if the abbreviation is used elsewhere (reports, exports), communicate the change to your team.

Q: What happens to partners linked to a deleted campus?

A: This depends on system configuration. Typically, you cannot delete a campus that has partners assigned. Those relationships must be updated first.

Q: How do I know which campuses are actively being used?

A: Run a partner report filtered by campus to see which campuses have active partners assigned. Campuses with zero partners may be candidates for review or deactivation.

Q: Can I bulk import campuses?

A: Contact your system administrator about bulk import capabilities. This may be available for initial setup or major updates.

Related Topics

• Managing Partners - Learn how campus selection is used in partner forms
• Event Settings - Configure events that occur at campuses
• Sourcing Types - Define how partners are sourced from campuses