Scheduling Conflicts and Blockouts

Created on:
Updated on:

As you are scheduling people to a plan, you will probably encounter situations when people have a scheduling conflict with the plan time or have the time blocked out on their schedule. Ideally, you would have enough people without conflicts that you can schedule, but that's not always possible.

Tip

When scheduling, you'll see badge icons indicating conflicts and preferences at a glance. 

When you schedule people to a plan, team members with no conflicts are listed first.

schedule team member.png

Just because someone has a conflict doesn't mean you can't schedule them. You can hover over the conflict numbers to see what types of conflicts people have.

In the following example, Barbara has a conflict because she's scheduled to greet before this service, but because you know she'll be done with that before the main worship set, you can go ahead and schedule her to vocals as well.

conflict.png

If you still want to try to schedule people with conflicts, check out the following sections to better understand the different scheduling conflict types and how to schedule around these.

Types of Scheduling Conflicts

A big benefit of using Planning Center for scheduling is that it helps you avoid scheduling conflicts. When you click on a person's name, you'll see any other items they are scheduled to at that same time.

modal_conflicts_numbered.png

None of the conflicts will prevent you from scheduling someone. You can always choose to ignore a conflict and schedule the person anyway.

See the sections below for how to identify each conflict and its meaning.

1. Scheduling Preferences

Each person can set scheduling preferences for how often they prefer to serve. For example, someone might want to serve twice a month or only on the 1st and 3rd weekends.

If your request clashes with their preference, you will see a preference warning and can choose whether or not to schedule them anyway.

2. Conflicts

If a person is already scheduled for another position and any of the times conflict with what you are trying to schedule them for, you will see a conflict warning.

You will usually want to avoid that and schedule someone else; however, a person can sometimes be scheduled for two things simultaneously, and you can just ignore the conflict. For example, if someone is scheduled to two positions in a worship team, such as acoustic guitar and vocalist, they should be able to do both.

3. Declined Requests

If a person has already declined another position that coincides with the times for this plan, you will see a declined request warning.

4. Blockout Dates

People can log in at any time and block out dates if they know they will be gone, so if you try to schedule them during that time, you get a blockout warning.

When someone blocks out a date, they can include a reason, such as “I’m really busy and would rather not, but if you are out of options, let me know” or "I will be out of town this week."

You will see those reasons when you try to schedule them so you can determine whether or not to request them anyway.

How Conflicts Are Determined

When conflicts show up for a person, they may result from times that have been set incorrectly.

The software looks at all the plans the person is assigned to and sees which specific times they are scheduled for. If any times overlap with the times in your existing plan, you will see conflicts.

If you have already scheduled someone, click on their name and see existing conflicts. If you are scheduling a person who has not yet been scheduled to a plan, they have not been assigned times yet. However, once you choose what team you are trying to schedule them for, the software looks at the default times for that team and sees if any of those times have conflicts.

Troubleshooting Time Conflicts

Sometimes, a person is assigned to a rehearsal or other time on the wrong date. A time can also be set incorrectly, with one time overlapping another.

You can only find this by going into a plan and making sure that all the service times, rehearsals, and other times are on the correct dates, with accurate start and end times.

times_arrow.png

Check the times that are assigned to teams for the plan.

modal_time_numbered.png
  1. Set separate start and end times that don't overlap with another service.

  2. Make sure that all the teams assigned to this time are listed. If a team is missing, it isn't assigned to this time, and if someone tries to schedule a team member for this time, a conflict won't show up, and you could end up double-scheduling someone.

Still have questions?

Try checking time assignments and plan times. Once the person is scheduled, click on their name and make sure their time assignments are correct.

modal_times_arrow.png

If you still have a conflict with another plan or position, go to that plan, check the times for that plan, and make sure that the person's time assignments are correct.

Was this article helpful?
22 out of 64 found this helpful