Safe Process for Switching Committee Members between ChurchHub Guest and UCC Staff

ARTICLE SUMMARY

This article explains how to safely switch a committee member between ChurchHub guest and UCC staff in Dynamics without leaving duplicate accounts on the SharePoint site or causing committee permissions flow errors.

Use this process when a person is changing from:

• ChurchHub guest to UCC staff
• UCC staff to ChurchHub guest

Treat the staff account and the guest account as two separate identities.

Key rule

Do not change Staff Person or email while the committee appointment is still active.

Always remove the old identity first, then add the new one.

Instructions

1. Remove the current identity

If the person already has access to a committee site:

1. Open the committee appointment in Dynamics.
2. Set the End Date to yesterday, or another past date.
3. Make sure Committee Site Permissions Set is Yes.
4. Run the committee permissions flow.
5. Check the flow report for remove errors.
6. Ask the SharePoint team to confirm that the current identity has been removed from the Contributors group.

Only continue after the old identity has been removed.

2. If the old staff account was already deactivated by HRIS

Sometimes HRIS deactivates the staff account in Entra before the appointment is ended. In that case, the flow may not be able to remove the old staff identity from SharePoint. IT / Help Desk must handle that part.

1. Send IT / Help Desk the person’s name and committee details.
2. Ask IT / Help Desk to manually remove the old staff identity from the SharePoint Contributors group.
3. If the person is switching back to ChurchHub guest, assume the guest account may be disabled.
4. Ask IT / Help Desk to check the guest account in Entra and re-enable it if needed.
5. Do not continue until IT / Help Desk confirms:
   • the old staff identity has been removed
   • the guest account is active and ready

Important: until the guest account is re-enabled, the person will not be able to log in to ChurchHub.

3. Update the Contact

After the old identity has been cleaned up, update the Contact record.

For a new staff person:

• Set Staff Person to Yes
• Enter the correct UCC Staff Email

For a new ChurchHub guest:

• Set Staff Person to No
• Make sure the correct personal email is on the Contact

4. Add access under the new identity

Once the Contact is updated:

1. Create a new committee appointment or reopen the existing one with a new start date.
2. Set Committee Site Permissions Set to No.
3. Save the appointment.
4. Run the committee permissions flow.
5. Ask the SharePoint team to confirm that only the new identity appears in the Contributors group.

If the person is switching back to ChurchHub guest, do not do this step until IT / Help Desk has confirmed the guest account is active.

5. If both identities still appear

If both the old and new identities still appear on the site:

1. Remove the stale entry from the SharePoint group.
2. Leave Committee Site Permissions Set as No.
3. Run the committee permissions flow again.
4. Confirm that only the correct identity remains.

Practical reminders

• Treat staff and guest accounts as separate identities.
• Do not flip Staff Person or email while the appointment is active.
• If HRIS already deactivated the staff account, the flow may not be able to remove it from SharePoint.
• In that case, IT / Help Desk must remove the stale access.
• When switching someone back to ChurchHub guest, assume the guest account may be disabled and ask IT / Help Desk to check and re-enable it before the person tries to log in.