Invite Security Leaders and Team Members

Invite leaders first, then add the rest of the security team. The Add Member form can create the invitation and record the operational details your church uses for scheduling, communication, emergency contact, equipment, certifications, and training history.

Before you start

• Confirm the person’s full name and email address.
• Decide which role and campus match the person’s actual responsibilities.
• Gather only the optional profile, emergency-contact, certification, and training information your church is authorized to store.
• Review role permissions before inviting a large group. Permission changes apply to everyone assigned that role.

Add the member and invitation details

1. Open Team from the left navigation.
2. Select Add Member.
3. Enter Name and Email. Both are required. Vigilant sends the account-setup invitation to this email address.
4. Choose a Role: Admin, Director of Safety & Security, Campus Security Lead, Security Shift Team Lead, Security Team Member, or Support Staff Member.
5. Choose the person’s Campus when the campus selector is shown. Use No campus only when the person should not be assigned to one location.
6. Enter Phone and Other Contact, such as GroupMe or Signal information, when your team uses those channels.

Complete the optional member profile

• Start Date: Record when the person began serving with the security team.
• Call Sign: Enter the radio or operational call sign used by your church.
• Shirt Size, Pants Size, and Shoe Size: Record sizing when your church issues uniforms or safety equipment.
• Owned Equipment: List member-owned items the church needs to distinguish from issued inventory, such as radios or uniforms.

Add an emergency contact

1. Scroll to Emergency Contact.
2. Enter the contact’s Name.
3. Enter the contact’s Phone number.
4. Enter the Relationship, such as spouse, parent, or sibling.

Add certifications and training history

1. Under Certifications & Training, enter the Background Check Date your church uses for its administrative record.
2. Enter the License Number when your church is authorized and has a defined reason to keep it.
3. Enter the CPR Certification date.
4. Enter the First Aid Certification date.
5. Under Security Training Attendance, choose the date of a completed training and select Add.
6. Repeat the date-and-Add step for every training session the member attended. The count below the field updates as dates are added.
7. If a date is incorrect, remove it with the X beside that saved training date.
8. Review the form, then select Add Member. The person appears in Team Directory with a pending invitation until account setup is completed.

These fields record information supplied by your church. Vigilant does not verify a background check, license, certification, or training attendance, and it does not renew certifications automatically. Follow your church’s verification and renewal process.

Understand Skills versus training records

The certifications and training dates above are administrator-maintained fields on the member record. The skill badges shown on Team Directory cards are managed separately by the member.

1. After accepting the invitation, the member opens Settings.
2. Under My Skills, the member selects Add Skill.
3. The member selects an available skill or creates and adds a skill when appropriate. Examples include First Aid, Self-Defense, and Radio Etiquette.
4. The saved skill appears on the member’s Team Directory card.

Update the record later

• Select the pencil icon on a Team Directory card, update the profile or training fields, and select Save Changes.
• For a member whose status is still pending, open Edit Member and use the send icon to resend the invitation.
• Periodically review certification and training dates according to your church’s renewal policy.

For a Planning Center-managed campus using 1-way sync, add the person in Planning Center and sync the location. Direct adds to a Planning Center-managed campus require 2-way sync and a Planning Center position.

Handle sensitive information carefully

• Store only information needed for church security operations.
• Follow church policy and applicable privacy requirements for emergency contacts, background checks, license numbers, and certification records.
• Never enter passwords, Social Security numbers, background-check reports, or medical details in the member profile.