Settings & Configuration
Configure your organization's categories, locations, ministries, team members, data retention, and notification preferences.
Organization Profile
The organization profile contains your church's basic information. Go to Settings > Organization to update:
- Organization name: Appears on exports, email notifications, and the public intake form
- Contact information: Primary contact email and phone for your safety team
- Logo: Displayed on export cover pages and the intake form
Only Administrators and Owners can edit organization settings.
Categories, Locations & Ministries
These three configuration areas define the options available when creating incidents:
- Categories: The types of incidents your team can report (e.g., Injury, Property Damage, Security Concern). Add, rename, or archive categories as your needs evolve
- Locations: Physical areas on your campus. See Locations & Reporting for detailed guidance on setting these up effectively
- Ministries: Departments or ministry areas (e.g., Children's Ministry, Youth Group, Worship). Linking incidents to ministries helps route reports to the right people
Archiving a category, location, or ministry removes it from the selection dropdowns but does not affect existing incidents that reference it. Your historical data stays intact.
Team Management
Manage who has access to Steward and what they can do from Settings > Team:
Inviting Users
- Click Invite Member and enter their email address
- Choose a role (Reporter, Reviewer, Privileged Reviewer, or Administrator)
- They'll receive an email invitation to create their account
Changing Roles
- Click on any team member to view or change their role
- Role changes take effect immediately
- Only Administrators and Owners can change roles
- The Owner role can only be transferred, not assigned to additional users
Removing Access
- Deactivate a team member's account to revoke access
- Deactivated users cannot log in, but their name still appears on incidents they created or were involved with
Data Retention
Configure how long incident records are retained before being eligible for automatic deletion. Go to Settings > Data Retention to set your retention period.
- Retention periods typically range from 3 to 10 years depending on your insurance and legal requirements
- Incidents under legal hold are never automatically deleted, regardless of retention settings
- Consult your insurance provider and legal counsel to determine the appropriate retention period for your organization
Notification Preferences
Control which email notifications you receive from Settings > Notifications:
- New incidents: Get notified when a new incident is submitted
- Status changes: Receive updates when incidents you're involved with change status
- Assignments: Know when an incident is assigned to you for review
- Intake submissions: Be alerted when a new public intake form is submitted (Reviewers and above)
Notification preferences are personal to your account. Each team member can configure their own preferences independently.