After creating a team, you can edit the default settings for team types, scheduling options, stage layouts, and related teams.
Note
Schedulers can only edit settings for teams that they lead, while editors and administrators can edit settings for any team.
To access a team, go to the Service Type on the Plans page, open the gear icon, and select Teams.
From the Teams list, select the name of a team.
Go to the Settings tab and edit the team settings as needed.
Each team can be made into a different type, which allows them access to specific parts of Services or limits what they can do based on other settings.
You can assign one or more of the following types to your team:
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Rehearsal Teams allow you to have a team with people who all have access to item files, the media player, and songbooks in a plan that they are scheduled to. You should assign teams as Rehearsal Teams if they need to access song and media files from a plan.
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Secure Teams allow anyone to be on a team, but only those who have passed a background check can be scheduled to a plan. For example, if you only want people who have passed background checks to serve in children's ministry, you can create a secure team for that ministry.
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Split Teams allow one team to have people who can serve at different times. For example, if you have multiple service times and one team of ushers, you can create a split team to assign each usher to only one of the service times per week.
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Tag Teams are a type of team whose members aren't manually assigned. This team type is useful when you have multiple teams or positions with the same members. For example, if you have identified people who can be part of your choir, you can give each person a choir or part tag; then, when you want to create the team, search for the tag to find people to assign
Change the defaults for Status or Notification settings, if needed:
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Set the Status to Confirmed if you want everyone scheduled for the team to be automatically confirmed.
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In the Notification section, uncheck Prepared if you want all team members to see where they are scheduled for a plan without sending a prepared notification.
You can assign specific team leaders, all team leaders, or the current scheduler as the default Replies To person who receives emails about people's status.
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Choose Current Scheduler if different people share scheduling responsibilities and you want replies to go to the person who does the scheduling. If the current scheduler is not a team leader, indicate if they should receive notifications when their people Accept or Decline.
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If you choose All Team Leaders or a specific leader, go to the Members tab and check that the Notifications settings for the team leaders are set up correctly.
If a volunteer declines a request, you have several options for rescheduling.
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Select Do not reschedule if the position is optional. This is the default setting.
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Select Manually reschedule for teams with specific skills, like a band, where a team leader must control who is rescheduled.
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Auto-schedule can be great for teams where everyone fills the same role, like ushers or greeters. Services will automatically schedule the person on the team who fits best based on blockouts, last time served, and scheduling preferences. A scheduling email will be sent to them immediately. The designated Replies To person for this team will receive an email every time a new request is sent so you can still know what’s going on while the auto-scheduler works its magic.
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Signup Sheet can be used to empower your volunteers to sign up for the available spot. When this is enabled, and a team member declines a request, an email with a link to a signup sheet is sent to all other team members who can fill that position so they can schedule themselves.
Important
When this is enabled, and someone declines a request, signup sheets for the entire team will be enabled. If you have other needed positions on this team that aren’t yet filled, those people can use a signup sheet to schedule themselves if they look for the signup sheet link on their My Schedule page. However, the only people who will receive a signup sheet email are those who share a position with the person who declined.
Any options that you set here will apply to the whole team:
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Set the default Last Scheduled Date you'd like to use for this team when auto-scheduling.
Note
You can set the default date for all teams from the Service Type Teams tab.
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The Access for Scheduled Viewers setting only applies to scheduled viewers scheduled to this team. If the team is a Rehearsal Team, this will be set to Full Plan, and you won't be able to change it.
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If the Needed Positions box is checked, a Needed Position will be created when a scheduled person declines a position or is removed from the plan.
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If you want this team to be included in your Stage Layouts, select the label you want to show on the layout and then select the team's color.
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If you want people on this team to sign themselves up for positions but don't want to manually enable Signup Sheets for every plan, check the Signup Sheets box to enable it by default for this team.
By default, the My Teams filter on the People page only shows teams that you are a member or leader of, but there are scenarios where you might need to view other teams.
For example, if some Tech team members need to be able to contact members of the Band to find out what gear they will be using, you can edit the Tech team and add Band as a Related Team. Then, Tech members will see both Tech and Band in their My Teams filter.
Note
Viewers may not have access to all people or teams, as determined by the permissions settings.