Have more questions? Submit a request

Schedule Your Teams

The easiest way to manage your volunteers and your scheduling is through teams. After setting up scheduling templates, you can schedule team members to a plan and send them notifications about their upcoming schedule.

Important

If you have scheduler permissions, you can only schedule, auto-schedule, email, or set up teams for which you are a team leader. You can ask your administrator to give you team leader permissions for teams that you want to schedule.

This article covers the most common way to schedule teams. Check out other scheduling methods if you want to schedule multiple teams at a time, set up automatic scheduling, schedule large groups, or enable signups.

Before scheduling a team to a plan, you must create the plan and the teams you want to schedule.

1. Add People to a Template

Templates allow you to set up different scheduling options. You might have one template or multiple templates based on team rotations.

To add a new template to a Service Type, select the gear menu for your Service Type and choose Templates from the dropdown.

service type settings_templates_arrow.jpg

To create the template:

  • Select Add Template.

  • Add a template title.

  • Press Enter to create the template.

add_template_arrow.png

In the Teams tab, select Team actions. From the dropdown, you can choose Add People to schedule people directly to the template or Needed Positions to add needed positions that you can fill each week.

team_actions_arrow.png

2. Needed Positions

Make sure the needed positions are in the plan. To do this, select Team actions in the Teams tab.

team_actions_numbered.png
  1. For new plans, select Import Template to import the template you created that includes your needed positions.

  2. For existing plans you've created without a template, select Needed Positions to tell Services how many people you need to fill each position in the plan.

3. Schedule People

Schedule Manually

Select the # Needed to open the team drawer so you can select participants.

needed_position_click_arrow.png

This view gives you several pieces of information to help you choose the best people.

scheduling drawer_numbered.png
  1. The number next to someone's name shows the last time someone is scheduled (which may be in the future!). You can adjust this parameter by selecting the calendar icon.

    last_scheduled_settings.png
  2. If a team member has a blockout or a conflict flag for this plan, a flag appears next to their name. Hover over the flag to see more details.

    conflict_flag_box.png

Import a Template

If you use templates with people in them (not just needed positions), open the Team actions dropdown and select Import Template to import it.

import_template_arrow.png

You can select which team to import into which plan before making changes.

Guests

You can schedule guests to a plan by using the Guest tab. This allows you to filter or search your entire database to schedule someone not on the team.

guest_arrow.png

4. Send Notifications

Once you've scheduled people, it's time to email them to notify them that they have been scheduled and make the plan visible to them.

Select Send to send scheduling emails to the team.

send_arrow.png

Note

People with an envelope icon next to their name cannot see the plan in their schedule until you send the scheduling email.

Other Scheduling Methods

Here are some other available scheduling methods:

  • The Matrix shows many plans side by side. You can use the Matrix to schedule weeks or months at a time.

  • Use Auto-schedule if you have set up your needed positions, so Services can automatically complete your schedule, avoiding any conflicts or blockout dates.

    Tip

    Don't forget you can use this when someone declines by selecting it in the Team Settings!

  • For Large Groups, learn how to schedule an entire group that isn't part of a team. You can schedule the whole group for one position or each person for different positions.

  • Use Signup Sheets for teams within your plans to allow people to sign up for any needed positions.

Articles in this section

Was this article helpful?
213 out of 431 found this helpful