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.

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

Log in to Services

The first time you log in to Services , you may or may not need to set a password, depending on if you have previously created a password for one of our other products.

On the login page, select the Need a password? link below the email and password fields.

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Enter the email address your Administrator used to set up your profile, and Planning Center will send a verification code to that email address. After entering the code, you will be able to create a password and then log in.

Notice

Once logged in, you will stay logged in until you log out or after two weeks of inactivity.

Log In Issues

No Access

If you are taken to this page, you don't have access to that specific product.

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When you click the name of one of the Administrators listed, you will be taken to your email client. Let the person know what you were trying to access.

Link Accounts

When you log in, you can see all the accounts your login information is associated with. Accounts with the same first and last name, password, and the email address or phone number you entered are in a box, which means they're eligible to be linked.

If they're not linked already, you'll see a button to Link these accounts.

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Tip

Accounts listed separately have a first or last name that is spelled differently and cannot be linked. To link them, log in and change the names to match in your profile.

Notice

If you recently joined a new church and you don't see it listed in your available church accounts, contact your church to request a new welcome email and make sure they used the correct names and email/phone number when creating your profile. Use the link in the new welcome email to reset your password to match your other accounts and log in again.

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When you click Link these accounts, the linking option will disappear.

Choose one and log into it to complete the process.

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Now you'll be able to toggle accounts from the profile dropdown in the upper right. Click the dropdown to choose a linked account.

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Tip

Click the “unlink” option to instantly unlink your accounts and remain logged in to the one you’re currently using. If you change your mind, you can re-link them when you log in again.

Reset Your Password

Go to the password reset page or log out of Planning Center on all of your devices and then click Need a password on the login page.

Send Password Reset Email to Team Members

You can manually send a password reset email to someone with a Services profile.

Go to their profile, and from the Communication tab, click Send Password Reset Email, and then click Yes.

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An email with reset instructions will be sent!

Enter your email address or phone number when prompted, and then click Send Code. If you're linking multiple accounts, use the email or phone number they have in common.

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You will receive an email or text with a verification code. Manually enter the code or click the link in the email or text to go to the verification page, where the code will already be entered.

Make sure that the verification code is entered correctly, and then click Continue.

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If your email or phone number is used for multiple profiles and organizations, you'll see those listed.

  • Check the boxes next to the organizations you want to reset your password for.

Caution

If your email address or phone number is shared with other people, only check the boxes with your own name. Checking someone else’s name will reset their password. If you do reset someone else’s password by accident, they’ll receive an email letting them know it’s been changed and how to fix it.

  • Enter a strong password, confirm it, and then click Reset my Password

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Congratulations, your password is reset!

Choosing a Strong Password

Planning Center stores a lot of sensitive, personal information, such as donation records, background checks, medical notes, prayer requests, and information on children. Protecting this data is vital to your church, so strong passwords are a big piece of that overall security picture.

Many people use a password manager to store their passwords in a secure place, some paid (1Password, Dashlane) and some free (LastPass).

Tip

Password requirements help ensure data remains secure.

Our password strength meter doesn't require a specific number of special symbols or numbers; instead, it tests the overall strength of your password. So, while randomly generated characters usually work, long, memorable phrases can be used as well.

Table 1. Strong password examples

Password

Why it’s strong

LargeGoofyHats

A simple, memorable phrase

SixFeetApart!!

Anything memorable works

89#%&62A4x

Short, but complex and non-patterned

llamas and chimps

Use any characters - even spaces!


Table 2. Weak password examples

Password

Why it’s weak

Password

The world’s most awful password

Dogsdogsdogs

Repetitive, too easily cracked

zxcvbnm,

The bottom row of the keyboard

Abraham Lincoln

Names are easy to guess


Troubleshooting: Reset Password

If you get an error while resetting your password, use one of the steps below to fix it.

  1. Delete old verification code emails.

    For security, verification codes will expire after a short time period.

  2. Clear your browser's cookies.

  3. Use this link to reset the password.

  4. Click the new link in the new email.

. Additional tips:

  • Manually enter information.

    Don't copy and paste!

    Sometimes a space will slip in before or after your login information, so re-enter your login and password.

  • Try a secondary email or phone number.

    An administrator or adult in your household may have made changes to your profile on your behalf, including the contact info you use for logging in. If you have a secondary email or phone number in your profile, try logging in with that instead.

Tip

Still no luck? Contact your church to make sure your profile is still active.

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 to Plans

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.

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