Add and Assign Times

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Add, edit, or delete times and dates for your plans, and then assign teams to those times to avoid double-booking members of different teams. When doing this, the days of the week are color-coded so it’s easier to tell the difference if your plan spans multiple days.

Add Times to Plans

You can add a new time to a plan, edit an existing time, or delete a time.

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  1. To add a time, select Add.

  2. To edit or delete an existing time, select the time.

Add Service Times

Service times are all the times people can attend this service. Make sure Service is selected at the top when adding times, and then add additional time details.

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  1. Enter the date as well as the start and end time. A correct end time is essential for showing accurate scheduling conflicts.

  2. Teams assigned to this time can see the time on the plan once they are scheduled. If you don't want a team to be assigned to this time, click the red minus.

    Note

    Split teams are assigned to service times automatically and cannot be removed.

  3. If you want an automated reminder email sent to people in any of your teams, choose when the email should be sent.

  4. Search for teams to assign to this time.

  5. Check this box to create the time in upcoming plans that already exist.

    Notice

    This option only shows if your service type frequency is set to Weekly.

Select Save to add the time to the plan and assign times to the selected teams.

Add Rehearsal or Other Times

Add details for a rehearsal or other time. Rehearsal times are generally for music team rehearsals, and other times can be used for anything else, like call times or pre-service prayer. Other than their labels, they function the same.

Select Rehearsal to set times that your team is practicing or Other for any times that are not rehearsal or service times.

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  1. Add a name for your time.

  2. Enter the date as well as the start and end time. A correct end time is essential for showing accurate scheduling conflicts.

  3. If you have split teams, you can choose which split team is assigned to the time. In the example above, the First Impressions 9:00 AM team is assigned to the 8:30 AM call time, and the 11:00 AM First Impressions team is assigned to a separate 10:30 AM call time.

  4. If you want an automated reminder email sent to people in any of your teams, choose when the email should be sent.

  5. Search for teams to assign to this time.

  6. Check this box to create the time in upcoming plans that already exist.

    Notice

    This option only shows if your service type frequency is set to Weekly.

Select Save to add the time to the plan and assign times to the selected teams.

Edit or Delete Times

After editing time information and assigning teams for the times, apply the edits to future plans and scheduled people, if necessary.

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  1. Check this box if you want the changes to also apply to your future plans. Any times with the same name, type, and time will update.

  2. Check this box if you changed which teams are assigned to this time and if you want to update everyone assigned to the affected teams.

  3. Delete the time.

After making edits to times, teams, and future plans or people, select Save to apply your changes.

Assign New Teams to Multiple Times

If you make a new team and want to assign it to multiple times at once, even across plans in the future where the times aren't the same, you can use Time Adjustments. This saves you from editing each time individually.

Click the dropdown menu in the Times section and select Team Assignments.

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In the Team Assignments section, select your team from the dropdown. After selecting your team, check the times the team should be assigned to and uncheck any times not needed for that team.

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These time assignments reflect the current plan and all future plans. So, if you see a time not listed in the current plan, it exists in a future plan. These assignments are reflected in the times and on a person's schedule.

Viewing Time Assignments

You can respond to scheduling requests from the plan.

  • People with viewer permissions and higher can see the times that they are scheduled for in bold. Times that they are not scheduled are grayed out.

  • Scheduled viewers can only see the times that they are scheduled for.

Rescheduling Plans

If you need to reschedule your services, you can shift whole plans or orders of service out for as many as four weeks ahead.

From the left sidebar of any plan, expand the Times section, and then click the dropdown menu and select Reschedule Plan.

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Reschedule a Whole Plan

To reschedule a whole plan, choose Reschedule - Entire Plan.

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  1. Choose how many weeks you want to shift your plans.

  2. Check to reset each person's status to their team's default status.

  3. Click Reschedule Plans.

All times in this plan and all future plans in this Service Type will be shifted. If later you decide you've shifted them too far, you can shift them backwards.

After you've made your changes, make sure to send everyone an email letting them know of the change. Any team members who now have pending assignments on the schedule will have buttons to accept or decline their rescheduled positions.

Reschedule Order Of Service

If you want to shift the content of a plan while leaving people in place, select Reschedule - Order of Service.

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  1. Choose how many weeks you want to shift your order of service.

  2. Check to move the Plan Notes along with the order of service.

  3. Click Reschedule Plans.

New plans are created to contain the order of service information and the original plans are retitled to "Rescheduled".

In the original plan, you can create a new service, unschedule your people, or delete the plan completely.

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