Overview of CarePortal Roles for Church Leaders & Responders

Overview

This article provides definitions for all of the roles available to Church leaders within the CarePortal interface.

Intended Audience 

Church Leaders & CarePortal Field Team

Roles Included in this Article

• Primary Point Person
• Pastor
• Team Leader
• Family Advocate
• Tier 1 Point Person
• Tier 2 Point Person
• Tier 3 Point Person
• Finance Person
• Response Team

Primary Point Person (soon to be "Point Person")

A Primary Point Person is able to hold any combination of additional roles, but only one leader at a church may hold the role of Primary Point Person. This individual has master admin access to all church settings and preferences, and is the primary point of contact for the church regarding updates and events from their local CarePortal experts. They are also the default Team Leader for their church's initial Response Team, and the default Family Advocate for the church (to allow for the limited use of Church Entered Needs).

The Primary Point Person is able to respond to requests like other Point People, and is copied on other responses from their church. This includes responses from the church's Default Response Team, "Church-to-Church" messages from other churches, and "Engage Community" messages triggered by other churches.  

For Connecting Churches, Primary Point People as well as Tier 1 Point People are notified when a Community Responder would like to provide or fund items for an open request in the church's community. Once a Point Person indicates their commitment to meet the request, the CarePortal platform will send the Community Responder the contact information of the Point Person, allowing them to reach out and connect with the church.

Note: If the church possesses an activated CarePortal Card, Community Responders have the additional option of funding a request, which will pass 100 percent of the money they donate to the church's CarePortal account once the church has committed to the items through the system. 

Pastor

Multiple leaders in the church can be given the pastor role. Pastors are given the same level access to the dashboard as a Point Person is, with the exception that pastors do not have access to the church's Settings tab. Someone with only the role of Pastor will not receive request notifications. The only emails a pastor will receive will be those designed to help them equip their church for the work of this ministry.

Team Leader

A Team Leader is associated only with their individual team and not on the leadership team of their church's main CarePortal account. Each team can have more than one leader, which allows them to login to their own dashboard, containing the ability to upload, manage, and activate their own Response Team. The Primary Point Person as well as other leaders for the church's main CarePortal account are able to provide support to each Team Leader and their Response Team, including the ability to manage or edit the Response Team's account as if they were the Team Leader.

Family Advocate (soon to be "Church Needs Leader")

Multiple people may hold this role within a church. The Family Advocate is only required if the church would like to activate Church Entered Needs. Family Advocates are trusted to add Church Entered Needs directly into the CarePortal system (seen by Church's Response Team) from their dashboard access as well as approve the Church Entered Needs added by the Church Response Team members from the public Church Page. Needs will not be sent to the Response Team until a Family Advocate has cleared them. 

Tier 1 Point Person (soon to be "Connecting Church Leader")

Tier 1 means a request that is oriented around goods or services which do not require an agency to obtain a background check from the individual who offers to help. In this tier, access directly to children will be limited and never without supervision and accountability.

A church may have as many Tier 1 Point People as it pleases. Each Tier 1 Point Person will receive request notifications, be able to respond to the case worker to entered the request, activate the church's Response Team, and Engage the Community. When one Point Person responds to a request, all of the listed Point People for the church are copied on the confirmation email with the response message and the caseworker's contact information.

For Connecting Churches, Tier 1 Point People as well as the Primary Point Person are notified when a Community Responder would like to provide or fund an open request in the church's community. Once a Point Person indicates their commitment to meet the request, the CarePortal platform will send the Community Responder the contact information of the Point Person, allowing them to reach out and connect with the church.

Note: If the church possesses an activated CarePortal Card, Community Responders as well as their own Response Team members will have the additional option of funding a request, which will pass 100 percent of the money they donate to the church's CarePortal account once the church has committed to the items through the system. 

Tier 2 Point Person

Tier 2 means a type of request where the agency does require the person who offers to help to have some basic clearances such as a background check or the completion of a volunteer orientation. These types of requests may put the volunteer into a situation with one-on-one contact with children.

Tier 2 Point People have access to the online CarePortal dashboard but must each be cleared by the Requesting Agency they have applied to respond to. This is a one-time process for each agency, according to their guidelines of obtaining a background check or completing a volunteer orientation. They will only receive Tier 2 requests from an agency if their application has been cleared by that agency.

Tier 3 Point Person

Tier 3 is a type of request where the person offering to help would have to have a license and a high level of clearance given to them by the requesting agency. An example of this would be emergency foster placement, where a home study and foster care license are required. 

Tier 3 Point People have access to the online CarePortal dashboard but must each be cleared by the Requesting Agency they have applied to respond to. This is a one-time process for each agency, according to their guidelines of obtaining a background check or completing a volunteer orientation. They will only receive Tier 3 requests from an agency if they have been cleared by that agency.

Finance Person

The individual listed with the role of Finance Person is only the person who will receive financial invoices and related information that are in line with the church's financial commitment to CarePortal or a local implementing ministry partner. This role can be added to any other role in the system.

Response Team

Each CarePortal church can add as many responders as they wish to their Response Team, a list managed by Point People and Pastors and activated for individual requests when a church leader decides to activate them. When activated, each responder will receive an email notification for the request giving them the options to Pray, Follow, or Respond to the request. Responses from these individuals will follow the rules defined by the Church Settings. To learn more about how to manage this team, please refer to the Core Church Training Module videos in your church dashboard.

Role	Login Access?	Request Emails?	Leader Actions?	CC'd on Responses?
Primary Point Person	Yes (master)	Yes	Yes	Yes
Pastor	Yes	No	Yes	No
Team Leader	Yes (for team)	Yes	Yes  (for team)	Yes  (for team)
Family Advocate	Yes	Yes	Yes	Yes
Tier 1 Point Person	Yes	Yes (T1 Only)	Yes	Yes
Tier 2 Point Person	Yes	Yes (T2 Only)	No	Yes (T2 Only)
Tier 3 Point Person	Yes	Yes (T3 Only)	No	Yes (T3 Only)
Finance Person	No	No	No	No
Response Team	Yes (No Dashboard)	When Activated	No	If Responder