Positions: Assign Directly vs. Assign using Tags

In most cases, Assigning People directly to Positions in a Team is the easiest and most flexible way, but if you share positions across multiple services, Assigning Using Tags can help you link them together.

Lesson Contents:

Overview

The simplest way to describe each of these methods is as follows:

  • Assign People Directly - Unique Teams - Use when your teams are different for each Service Type. This is the simplest way and the default option that allows you to just choose people.
  • Assign People Using Tags - Shared Teams or Strict Criteria- Use when you have teams that serve in multiple Service Types, teams where one group of people can serve in multiple positions, or teams that are assembled by what tags they are assigned to rather than choosing people directly (like ensuring that all people have a background check, and have received training).

Change Team Setting

Change Team Setting

To get started, just edit the Teams within your plan, and under Assign People to Positions, choose Directly or Using Tags .

If you've already assigned your people using Tags, you can safely switch to Directly and all the people that were assigned from Tags will be assigned Directly for you at that time. If you switch back, your previous criteria will be remembered, but any people you have assigned that don't meet the criteria will be unassigned.

Positions: Assign People Directly

Positions: Assign People Directly

Assigning People Directly to Positions is the simplest way because you can see, add, and edit the actual people assigned to each position right from there. Unless you have a good reason to use the other method, we recommend you choose Directly.

Searching for people to assign.

Searching for people to assign.

Because positions use a search box, they are much more flexible. In addition to typing a person's name, you can type the name of another position in any service to copy all the people that are assigned to that position.

You can assign many people to your position in the edit position box shown above, or you can add a person directly to a position from their profile page as shown below.

Assign Positions directly to a person's profile page.

Assign Positions directly to a person's profile page.

Back on the People page, click a person's name, then click Add at the top of the Teams section. This will allow you to assign them to positions right there.

Positions: Assign Using Tags

Positions: Assign Using Tags

Assigning positions using Tags is a little more involved. You create Tags, assign people to those Tags, and then link your position with the appropriate Tags using criteria (shown above).

To set Criteria:

  1. Choose a tag group
  2. Choose the option for that tag group. "Any" means a person can have any tag in this group to qualify, "None" means they only qualify if they are NOT assigned to any tag in that group. Or choose a specific tag if the person needs that exact tag.
  3. The tag options you've chosen using Columns 1 & 2 will show here. In the example above, people need to be assigned to 2 specific tags to qualify for this position. You can remove any of these from your criteria by clicking them.

EXAMPLES

  • Team that services in multiple services. Here's an example of when to use this method. If you have a Sunday Morning Service and a Sunday Night Service that both share the exact same band, you can assign each person to one Tag that is then linked to BOTH services. You would make a Tag called Main Band with these options: Drums, Bass, Guitar & Keys. Then assign each person to the correct instrument. In your Sunday Morning AND Sunday Night Services, edit your Band Team and set it to Assign Using Tags. Then add the same positions: Drums, Bass, Guitar, & Keys. When you click and edit each of those Positions, set the criteria so that they link with the Tags you already created. From now on, when you assign a person to the Tag: Main Band - Drums, it will be linked to your Sunday Morning and Sunday Night services.
  • Team with Strict Criteria Another example would be if you have very strict qualifications for your teams. Let's say that in order for a person to serve in your Children's Ministry, people are required to have a Background Check and go through training. If you don't want to take any chances, you can create two separate Tag Groups (Security: Background Check and Children's: Training). Then when people complete either of those tasks, you can assign them to the appropriate Tag option. Then in your Service Type, you would switch the Team to "Assign Using Tags" and then edit any positions, setting the criteria to include both of those Tags. Then you would be assured that only people who had a background check and completed training would be available in that position.

Troubleshooting "Tag" Teams

Assigning people to Tags can assign them to a bunch of teams all at once. If you look at the Teams section on someone's profile and there are a lot of teams that shouldn't be there, most likely it's because those teams are set up as "Tag' teams and the criteria is just wrong.

Let's say you have many teams all set with the following criteria:

Background Check (any)

That means any person in your account that has a Background Check tag is now assigned to this Position. That might be way more people that you want. To fix this you have a couple of options:

  1. Add additional criteria to each position. You will need to find each team and each position that is set incorrectly and edit the position's criteria so that the requirement is "Background Check (any)" AND something else. You could also change "Background Check (any)" to a specific tag like "Background Check (Complete)".
  2. Change the team from a Tag Team to a Direct Team. Edit the Team itself and in the "Assign People" section, choose Directly. Then you'll be able to edit each position and see all the specific people assigned to it so you can remove them without worrying about Tags at all.
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