Creating & Scheduling Teams

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Most people are scheduled with a team. To schedule your people on teams, you need to create a team then assign people to positions, set up the best way for you to schedule, then schedule those people.

1. Create and Assign Teams

Teams belong to Service Types, so to create a team, go to a plan within the Service Type the team belongs to and select the gear next to Teams.

gear icon in plan

Select add or copy a team to create a new team or to create a team based on a different team in your account.

add or copy a team

Create positions by selecting Add position and entering the position name.

Then select Add Person to enter a name and add a person to the selected position.

add a person

If your team is a Tag Team, add tags to assign people to the position.

2. Set Up Templates

Once your teams are set, choose the best way to set up the schedule using templates and needed positions.

Create Templates

Templates allow you to save different scheduling configurations. You might have one, or you might have multiple configurations based on team rotations. Create as many templates as you need to match your different team configurations.

List of Templates

Add People or Needed Positions

Team configurations are often comprised of specific people, and sometimes you just know how many people you need and then choose the people for each specific plan. Within templates, you can Schedule Team Members that belong in that team configuration, or you can add needed positions to fill them for each week accordingly.

set up needed positions

In this template, Keys, Acoustic, Drums, and Electric have people chosen, but Bass is a needed position that will be filled after the template is imported to a plan. Templates can include any combination of specific people and Needed Positions.

Once you've set up your templates, you can import a template to a plan.

3. Schedule People

Once you've assigned people to your teams and set up templates, it's time to schedule people to individual plans.

You can add people to a plan by

Once you've added them in one of those ways, it's time to email them from a single plan or from the Matrix.

Email from a Plan

To email your team from a plan, select Email from a Team's option menu.

email team from plan

If you have not manually sent your team their notifications, the envelope icon will show on the Team Options menu. Once you send their prepared notifications, or if prepared notifications are disabled in the Team Settings, the envelope will not show. You can still email your team from the Team Options menu.

Change the subject, body, or even remove someone from the To list then select Send to send your team members an email with this plan information in it.

add information to email

Email from the Matrix

If you schedule multiple weeks at a time, email your people with all the plans they're scheduled for from the Matrix by selecting email these people.

Choose which teams you're emailing this select Accept to type and send your email.

choose who to email
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