Out of Unit Records and LDS Tools

We have a large amount of senior missionaries in our branch and we're using them for different callings (quorum, young men, etc.) and I've created out of unit records for some of them. The elder in the quorum (1st counselor) is one of them, and he would like to be able to use LDS tools to access information about the branch but this isn't working. Any ideas how to get this working?
Another thing is that their information isn't complete, things like their priesthood office isn't with us here so I've had to make him an elder just to put him in the quorum. Is this normal?

Thanks!

joachimvalgren wrote:We have a large amount of senior missionaries in our branch and we're using them for different callings (quorum, young men, etc.) and I've created out of unit records for some of them. The elder in the quorum (1st counselor) is one of them, and he would like to be able to use LDS tools to access information about the branch but this isn't working. Any ideas how to get this working?
Another thing is that their information isn't complete, things like their priesthood office isn't with us here so I've had to make him an elder just to put him in the quorum. Is this normal?

Thanks!

When you create an out-of-unit record you have to enter all of the information about the person manually. Nothing gets downloaded automatically from CHQ into the out-of-unit record. So, yes, you do have to manually enter their priesthood ordination information in order to assign them to a calling in a priesthood quorum. That is normal.

As far as I know if the person is assigned to a standard calling in the unit then they should be able to access that unit in LDS Tools. Can they access the Directory and Calendar on lds.org? If not, then I'd make sure they are assigned to the correct standard calling and not a custom calling with the same or similar name. Also make sure their membership number is correct in the out-of-unit record. I'm afraid I'm not sure what to do if they can access both the Directory and Calendar on lds.org.

joachimvalgren wrote:Another thing is that their information isn't complete

What about the membership number? If that's not there, then it won't work.

I'm curious about which positions allow you to see the data in LDS Tools and which do not. Take this scenario I encountered just this week, for example:

A brother was released as a high councilor in our YSA stake and called as a stake Institute instructor, so I logged into MLS, removed him as a high councilor, and added him as an Institute instructor. (I obviously left his out-of-unit membership intact in order to add him as a stake Institute instructor.)

He contacted me a few days later and said he had lost access to the YSA stake data in LDS Tools. Apparently a stake Institute instructor, which is a standard position, cannot access the outside unit data in LDS Tools.

Suggestions, anyone?

I know that Stake Single Adult Advisers who are out-of-unit members can get LDS Tools and LDS.org tools data for both stakes. I would assume that it extended normally to all standard callings. Are you putting him into the calling "Stake Institute Teacher"? "Stake Institute Instructor" does not exist so if it says that then it's not a standard calling...

Yeah, it's the Stake Institute Teacher position, and is the standard calling. I think I've figured it out. I created the out-of-unit membership, but failed to give him any rights in MLS. I'll try that tonight and see if that's what I'm lacking.

brandtf wrote:Yeah, it's the Stake Institute Teacher position, and is the standard calling. I think I've figured it out. I created the out-of-unit membership, but failed to give him any rights in MLS. I'll try that tonight and see if that's what I'm lacking.

Rights in MLS have no effect on the online tools or on the LDS Tools app so that won't help.

Can he see the additional unit in Directory on lds.org? Does he show up in CDOL and in the Directory on lds.org with that calling?

Okay, I had found the following and thought it might be the key:

Giving User Rights to the Out of Unit Member
1.First, create an Out of Unit Record.
2.In MLS, go to the panel with the ward name, and click System Options.
3.On the left side of the screen, click Users.
4.Click Add User.
5.Select Member of Unit. Never select “Out of Unit Administrator” for an Out of Unit Member.
6.Click Select, and choose the Out of Unit Member from the list.
7.Fill in the other information as needed, and click the boxes beside the rights you want to give him or her.
8.Click Save.

He shows in CDOL. I'll have to check the directory. I'll have to ask him what he can access on lds.org. From LDS Tools, he can only see his home stake.

brandtf wrote:Okay, I had found the following and thought it might be the key:

Giving User Rights to the Out of Unit Member
1.First, create an Out of Unit Record.
2.In MLS, go to the panel with the ward name, and click System Options.
3.On the left side of the screen, click Users.
4.Click Add User.
5.Select Member of Unit. Never select “Out of Unit Administrator” for an Out of Unit Member.
6.Click Select, and choose the Out of Unit Member from the list.
7.Fill in the other information as needed, and click the boxes beside the rights you want to give him or her.
8.Click Save.

He shows in CDOL. I'll have to check the directory. I'll have to ask him what he can access on lds.org. From LDS Tools, he can only see his home stake.

What these steps do is give the person access to the local MLS. There is no reason for an Institute teacher to have access to MLS. Doing this will cause an audit exception on your next membership audit and it won't help get them access in LDS Tools or online. So don't do that. If you've already done that then you should remove or inactivate them as an MLS user right away.

brandtf wrote:Okay, I had found the following and thought it might be the key:

Giving User Rights to the Out of Unit Member

Those instructions are to give user rights to MLS. And as stated previously MLS user rights have nothing to do with rights online. Access rights online is dependent on calling. This is also true for LDS Tools.

brandtf wrote:He shows in CDOL.

The calling position must be a standard (black) position and not a custom (orange) position.

brandtf wrote: From LDS Tools, he can only see his home stake.

Sometimes it is not be obvious how to bring up a second unit on LDS Tools. Make sure he is tapping the down arrow to the right of the word "Directory" (This is for android. It may be different for iOS) to see and select any additional units or stake.

I'll check the RKATS page and the LDSTech wiki. I haven't given him any rights in MLS, so no worries there. As a high councilor, he had access to both stakes in LDS Tools, so he is familiar with how to access the YSA stake there. Access must depend on the calling then, which is what I suspected in the first place. Thanks everyone for your prompt feedback and helpful insights.

brandtf wrote:Access must depend on the calling then,

Maybe. I'm wondering if somehow a release processes faster then a calling. IOW, you lose rights faster than you gain them.

Have you verified his new calling in CDOL? Sometimes changes don't sync properly.