Improved: Auto-Schedule with Updated Permissions

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Auto-schedule has just gotten a big update, that along with a new look, starts down a path where people with Scheduler permissions can only interact with teams they lead. It also introduces a new "Team Picker" that places teams you lead at the top of the list.

Default Teams

The old Auto-Scheduler showed all teams as checkboxes and required you to choose the ones you wanted. The new version simplifies this by automatically selecting any teams with needed positions where you are a Team Leader. If you don't want to auto-schedule all of your teams, you can simply click the x to exclude a team.


The Team Picker

We're making it easier for you to select teams by introducing what we're calling the Team Picker. It's starting here in Auto-Schedule, and was recently added to the new Time editor. When you click the Add button, the Team Picker shows teams you lead at the top of the list, and other teams below.


Selecting teams should be faster, since the teams you are responsible for should be at the top of the list. You can also select or deselect all the teams in either section from the button at the top of each section.

Restricted Scheduler Permissions

With Auto-schedule, we are starting to restrict the Scheduler permission. Until now, Schedulers have had unlimited access to all teams in their Service Type. With the new auto-schedule, Schedulers can only choose Teams where they are set as a Team Leader.

For now, this restriction for Schedulers only pertains to auto-schedule, but as we release updates to other features, it will gradually become universal. Very soon it will apply to sending emails, and eventually to scheduling in general, so make sure anyone who needs to interact with a team is set as one of its Team Leaders.

The Matrix

Auto-scheduling is usually run on many plans at once from the Matrix. If you load the Matrix with plans from multiple Service Types, there might be some special considerations.

1. Teams with the Same Name

If your Traditional and Contemporary Services both have a First Impressions team, they are technically two different teams, but the Matrix shows them in one section so you can compare them easily.


When you choose teams to auto-schedule, you'll usually just see one First Impressions team in the Team Picker, but after you choose it, it will be broken up into two teams, each with an abbreviated Service Type name at the end. You can hover over it to see the full Service Type name.


2. Conflicting Permissions

Schedulers can only auto-schedule Teams they lead, but if the Matrix has a matching team they don't lead, it will be separated in the Team Picker.


In this instance, I lead the Band for the Contemporary Service but not the Traditional Service. One Band is in the Teams I Lead section, and the other is not. 

The 2 next to First Impressions helps me see that I lead 2 different First Impressions Teams, one for Contemporary and one for Traditional.

Restricted Teams are teams I don't have permission to select. As an Editor for the Contemporary Service, I can choose Children's Ministry even though I don't lead it. As only a Scheduler for the Traditional Service, I can't select Band, Tech, or Vocals because I don't lead them. In fact, by default they were hidden until I clicked "Show 3 restricted" at the bottom.

The Future

As we continue to update the Plans page, Scheduler permissions will get tighter, and you'll see more of the Team Picker. By preselecting teams you lead, putting them at the top of the Team Picker, and restricting Schedulers to teams they lead, not only is auto-schedule improved, it's also safer and easier to have more Teams in one Service Type.

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