Introduction for Team Leaders

Created on:
Updated on:

Each team in Services should have at least one Leader assigned to it. The Team Leader is a member of the team and also has the ability to schedule, manage, and email team members. Leaders can choose which scheduling notifications to receive for their teams.

If you have Scheduler permissions, you can only schedule, auto-schedule, email or set up teams for which you are a Team Leader. You can ask your Administrator to give you Team Leader permissions for teams that you want to schedule.

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.

log_in.png

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.

no_access.png

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.

link_accounts_arrow.jpg

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.

Send_Password_reset_arrow.png

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

Choose one and log into it to complete the process.

linked_accounts.jpeg

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

linked_account_arrow.jpg

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.

password reset email_arrow.png

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.

password_reset_page.png

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.

password reset code.png

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

set_password_multiple_accounts.png

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 5. 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 6. 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.

Scheduling Team Members

The Scheduling Your Teams article walks you through the most commonly used process for creating and scheduling teams to plans. The main steps for scheduling teams include:

  • Create a team. Teams belong to Service Types, so when you create a team, you can schedule those team members to any plan in a Service Type. When you create a team, you are automatically assigned as a leader of the team.

  • Set up scheduling templates that you can use to schedule team members who serve together regularly. For example, you could have a template with teams that serve the 1st and 3rd Sundays of the month, and another template for 2nd and 4th Sundays.

  • Schedule people to plans. Import your templates to the plans that you want to schedule people to. If you have open needed positions after importing the template, add people to those needed positions.

  • Send notifications. Email people that you've scheduled to notify them of their assignments.

You can also use the Matrix to schedule more than one week at a time.

Check out this clip from Planning Center University.

Leader Notifications

Leaders can choose to receive accept, decline, or blockout notifications.

If a leader is set up as the Replies To person in the Team Settings, they can receive notifications when any team members accept or decline a position or update blockout dates.

team leaders.png

Any of these options can be checked for each leader, but they only will apply if the leader is set up as the Replies To person:

  • Accept - The leader will receive an email every time a team member accepts an assignment.

  • Decline - The leader will receive an email every time a team member declines an assignment. The leader will have the option to reschedule the position from the Decline email.

  • Blockouts - If a leader is set to receive blockouts, they will receive an email every time a team member sets blockout dates.

If the person who schedules someone is not a Leader of that team, their notification options come from the Replies To defaults set on the Team Settings tab.

Was this article helpful?
68 out of 102 found this helpful