Tips for Creating a Special Service

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See the sections below for some tips on creating a special service in an existing Service Type.

Tip

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Copy an existing special service plan that's similar to the service you want to create.

Copy a Special Service Plan

Create a completely new plan or change and add plan times.

Add or Change Times

If you plan to to use special teams only once or twice a year, you can create them and then archive them when the service is over.

Add and Archive Teams

If you need to add an extra time for a special service, but you want to use the same teams that you use for regular services, you can split a team to use across two different times. When the service is over, you can unsplit it.

Split Teams Across Multiple Times

Schedule additional people just for the special service without assigning them as a regular team member.

Schedule Without Assigning

Copy a Special Service Plan

If you want to use a plan that's similar to what you used for a special service last year, you can copy the times from that plan to create your new plan.

Access the past plan, and then create the new plan by copying times from last year's plan.

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Add or Change Times

The times in each plan can be completely different from other plans in the same Service Type. So if your Christmas Eve service is on a Friday night and has its own rehearsals, delete all the other times from that one plan and add the correct times.

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  1. Add a new time.

  2. Click on a time to edit or remove the time.

Add and Archive Teams

Most of your teams should be the same, but if your special service needs additional teams (for example, an orchestra at a Christmas service), you can create a new team in your Service Type.

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After the service is over, you can then archive the team, and when you want to use the orchestra again, you can restore the team.

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Note

You can also leave the team in your Service Type and just ignore it in future plans since you only see teams that have people scheduled to them.

Split Teams Across Multiple Times

If you have regular services that happen at one time, but your special service has two or more service times, you can temporarily split your teams to schedule different people at each time.

This will allow you to see a list of your first service volunteers separately from your second service volunteers, even though they're still on the same team.

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For example, if you usually have one team of ushers that you use for your weekly service, you can temporarily split the team so that you can assign team members to different special service times.

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Note

Time Preferences are used to permanently assign each person to the specific time they will be serving. For a one-time special service, permanent assignments aren't necessary.

After you check the box to convert your team to a Split Team, you might be asked to create Time Preferences. You can skip this step.

If you click Close without creating times, you will still be able to schedule people separately to any Service Times that exist within your special plan.

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Once Split Teams are enabled, you can schedule people for separate service times. Once you schedule people for the first service time, you'll see a conflict if you try to schedule them for the second service.

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Once your special service is over, you can unsplit the team by unchecking the box in the team settings.

You will not lose the history of your split team. If you go back into that special plan and click on any people, you can see which individual times they were assigned to.

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Note

If you re-split the team again in the future, the old plan will go back to how it looked when you originally set it up.

Schedule Without Assigning

In your regular plans, it's best to assign people to a team before scheduling them. In a one-time service though, you can schedule people that don’t serve regularly without adding them as a team member.

For example, if you have an expanded choir for the Christmas Eve service, you might not have enough people on your regular choir team to fill all the positions.

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To schedule people to a team for just one plan, you can schedule them as guests.

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You can also assign tags to people to identify who can be used in a choir and schedule them when needed.

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Now that you've got your special service planned out with people scheduled to it, make sure they know it's coming up by sending them an email!

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