Introduction for Schedulers

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The main responsibility of a Scheduler is managing teams--assigning team members to positions in teams, communicating to team members in order to get their preferences, and then scheduling team members to plans.

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Check out the following video for an overview of the scheduling process, and then read the article for more details about the Scheduling role.

Teams and Positions

If you're creating a team from scratch or repurposing a pre-existing team, you'll be doing it on the team page. This page holds lots of information valuable to you as you add team members to positions.

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  1. The header gives you insight to your team: the name, Service Type it lives in, and type of team it is.

  2. Use the Settings tab to update the type, scheduling defaults, and options for what team members see.

    The Members tab holds all your team members in their positions.

  3. The person who created the team is the default Team Leader, but you can manage Team Leaders and their notifications.

  4. Add positions that belong to this team, and then add people to those positions.

  5. People can add their own preferences for being scheduled, or you can add their preferences for them.

Check out this clip from Planning Center University.

Communicate to Team Members

As a Scheduler, you can only communicate with the teams you lead. There are multiple places you can email your team members:

Regardless of how you communicate to them, make sure you remind them about setting their preferences and blocking out dates. When they do that, you're able to have a more predictable schedule.

Templates

If your team members serve on a rotation, templates are for you! Create a template with your team members assigned in their specific positions.

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Check out this clip from Planning Center University.

Schedule People

When your teams and positions are set up, it's time to schedule people to your plan! Navigate to the plan you want to schedule people to, and then click the Actions button to choose how to schedule.

Check out this clip from Planning Center University.

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  1. Browse all team members, schedule everyone on a team, or schedule a guest.

  2. Remember those templates you set up with your team members in their perfect places? Import one of those into your plan!

  3. Not totally sure who you want to schedule, but you know how many people you want in each position? Start with adding those numbers as needed positions.

  4. If you use needed positions, and your team members have put all their preferences in, let the Auto-Scheduler do the work for you! It will look at the number of positions you need as well as those preferences, and then schedule accordingly.

The Matrix

Once you've gotten the hang of scheduling one plan at a time, try scheduling multiple weeks at a time by using the matrix. When you use the matrix, you can send your team one email with all of their requests for a time frame. This cuts down on the amount of emails your team members receive.

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Check out this clip from Planning Center University.

Notification Bell

Administrators will be able to see any notifications related to them in the Admin Notifications Inbox. You can find this inbox at the top right corner of any page by clicking the bell icon.

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If you have login permissions to Planning Center, you will be able to see both read and unread notifications and customize your notification settings.

Get Help and Support

Our Support Team is always here to help! Use the ? at the top right of every page to find articles or open a ticket with Support.

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When you click that, you'll see this helpful dialog box.

  1. Suggested articles will give suggestions based on the page you're on when you click the question mark.

  2. Click browse our documentation to be taken directly to our online manual. You'll be able to see all of our help articles and open them from there.

  3. Type in what you're looking for. This will search our online manual and return articles on that topic.

  4. Send an email to our Support Team. For the most efficient support, be sure to include specifics about what you're working with. When you submit your questions from here, we receive lots of information about your account, including the page you're viewing, which allows for fast and accurate support for your request.

Phone Calls

We're dedicated to getting you an email response within an hour whenever we can. We look into the issue in detail, ask for help from other seasoned members of the team, or even consult a developer, if necessary. This type of direct assistance and shared knowledge isn't available when on the phone.

However, if you do need a phone call, you can schedule one when you open a ticket.

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