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Create or edit a team

There are several ways to set up teams for your church. Take a look at when to choose between them: 

  • Create a team from scratch when setting up your account.

  • Copy an existing team if the team exists in a different service type.

  • Edit an existing team when your teams grow and change. Adding new positions or changing position names is expected as you learn what works better for your church. 

Tip

Since you can assign times to each team, consider grouping positions around those times for ease of use. For example, if all your team leaders need to arrive before your team members, having a team of those people would work well. 

Teams belong to service types. To manage a service type's teams:

  1. Select Plans from the top navigation.

  2. Select the plan related to the service type.

  3. Select ⚙️ gear icon next to the service.

  4. Choose Teams from the dropdown.

    service type settings_teams_arrow.png

Create a new team

  1. On the Teams page, select the Add Team button in the top right.

  2. Enter the team's name.

  3. Select New.

  4. Select the Add button to add team leaders. The person who created the team is automatically added as a team leader. Select the X next to a leader's name to remove them.

  5. (Optional) Select the checkboxes to make this team a rehearsal team and/or split team.

  6. Select Submit.

Copy a team

To schedule a team, that team must exist in the service type you're working with. You can copy an existing team from another service type by following the steps below.

  1. On the Teams page, select the Add Team button in the top right.

  2. Enter the team's name.

  3. Select Copy.

  4. Use the dropdown to select which service type and team you want to copy. 

  5. Check the Include Team Members box to copy team members from the existing team.

  6. Add team leaders. In addition to existing team leaders, the person creating the team will automatically be added as a team leader. 

  7. Select Submit.

Benefits of assigning people to teams

When teams are appropriately set up with all their members and leaders assigned, you gain the following benefits:

  • Members can select the Email My Leader button on their My Schedule page to contact any of their leaders.

  • Members can see which teams they are assigned to and set scheduling preferences from their profile.

  • Schedulers can use needed positions to schedule people from a list of team members.

  • When someone declines, schedulers get a list of other people assigned to that position in the decline message so they can instantly reschedule it from their email.

  • The People tab can only show you the people assigned to your teams and filter out everyone else.

  • The ability to email everyone on your team, even if they aren't scheduled on the same date, or even email everyone on multiple teams at once.

Add team leaders

Team leaders are added when the team is created, but additional leaders can be added later. Each team must have at least one leader to schedule, manage, and communicate with team members. Leaders can also receive scheduling and blockout notifications from team members.

  1. On the Teams page, choose a team.

  2. Select the Members tab.

  3. Select Team leaders from the sidebar.

  4. Select the Add person button.

  5. Type in the person's name and select their name from the list.

    If the person doesn't exist in your People database, type out their full name and select Create a new person to create their profile in Services.

  6. After adding a leader, set their leader notification preferences using the checkboxes under the Notifications column.

Notice

Adding someone as a team leader gives them a scheduler permission level in that service type.

Create positions

Positions should be customized to meet your church's needs. You can add as many as you need and organize them in a way that makes the most sense for displaying them in your plans, matrixes, and reports.

  1. On the Teams page, choose a team from the Teams page.

  2. Select the Members tab.

  3. Select the Add position button from the sidebar.

  4. Enter the position name and hit the Add button.

  5. Reorder positions by grabbing the handle next to a position name and moving it to the desired spot in the list.

Caution

Position names should not include times. Use split teams to assign people to specific plan times.

Manage positions

To change a position's name:

  1. Select the position in the sidebar.

  2. Select the ✏️ edit icon next to the position's name and make the change.

  3. Select Save

To delete a position:

  1. Select the position in the sidebar.

  2. Select the 🗑️ trash icon in the upper right. 

Warning

Once you delete a position, there's no way to recover that position and its assigned team members.

Add team members

To add a person to an existing position:

  1. Select the position in the sidebar.

  2. Select Add person.

  3. Type in a person's name and select their name from the list. If the person doesn't exist in your People database, type out their full name and select Create a new person to create their profile in Services.

After you add someone to a team, the team and position will be listed in the Teams section of their profile.

If you've already been scheduling people to an existing team without assigning them, you can use the auto-assign feature to assign them to that team.

Tip

It's possible to assign a person to more than one position on a team, but if you have a large team you want to schedule all at once, it is recommended that each team member be assigned to only one position.

Remove team members

If a person is no longer serving, you can remove them from the position. To remove someone:

  1. Select a position in the sidebar.

  2. Hover over the person's name.

  3. Select the red ⊖ minus icon to the right of their name to remove them from the position.

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