Plans

A plan is one time your teams serve, like “Sunday 9:00 AM · Oct 18”. Several teams can share one plan. To open one, select its date on the Schedule or Plan Weeks, or select it under Coming up on the Overview.

At the top:

• Message everyone: see Message everyone serving.
• Auto-fill: drafts the best eligible person for each open spot. Nobody is asked yet.
• Send: asks everyone with a draft. It shows how many, like Send 4 requests.

Who’s serving

Each team on the plan has its own card, with its positions down the side. Each person shows their answer, like Accepted, Tentative, No answer, Draft, or Checked in, plus any note they left (“waiting on my work schedule”).

• Remind: nudges someone who hasn’t answered.
• Check in: marks someone who said yes as here.
• ✕ Take off this spot: removes them. A draft just goes away. If they were already asked, you’ll confirm first, and we let them know they’re off the schedule.

Open spots show + Find someone with how many are open. A spot nobody could fill shows Unfilled · find someone.

Change the spots

• Change spots: set how many of each position this plan needs, then select Save.
• Add a team: pick another team to join this plan with its usual spots, then select Add team.

Find someone

Select + Find someone on an open spot. You’ll see the people on that team who serve in that position, best fit first, with the reasons, like when they last served or that they prefer this time. People who can’t serve (blacked out, already serving, not cleared, too young, or at their monthly limit) are greyed with the reason.

• Ask puts them on the spot and sends the request now.
• Draft puts them on the spot without asking yet. Send it later with Send.

If something’s off, you’ll see Before you add with the reason. Enter a Reason and select Add anyway. Anyone missing a required background check can’t be added at all.

Need someone who isn’t on the team? Under Ask anyone at the church, search by name, email, or phone and select Ask or Draft. They’re added to the team in that position, so next time they’re in the list.

Event

Link the plan to an event so everyone asked sees “You’re serving” on it, in the app and on the website. Select Link an event, pick it, and select Link. Change picks another, and Unlink removes it.

Times

Most plans have more than one time: a rehearsal, a call time, the service. Volunteers say Yes or No to each.

1. Select Edit.
2. Add times with + Rehearsal, + Call time, + Meeting, or + Service.
3. For each time, set the name, kind, start, and end.
4. Check Main for the time they’re serving at, or Required for a time they must make. Times that are neither are Optional.
5. Pick the teams a time is for, or leave them all off for All teams.
6. Select Save times.

Each time shows how many are coming. How answers add up:

• No to the main time means they can’t serve: it counts as a decline.
• Yes to every time means they’ve accepted.
• Yes to the main time but No to a required one means they’re still on, marked Missing a required time, and the team’s leaders are told.

When a plan has more than one time, Answers for each time shows everyone’s Yes or No for each.

Run sheet, files, and docs

• Run sheet: the order of service. See Run sheet.
• Files for this plan: charts, slides, or anything else for this date. Choose who each file is for, like on a team’s library.
• Docs for this plan: notes or a lesson for this date. Kids and Students teams can get a lesson doc on every plan automatically (in the team’s Settings).

Message everyone serving

1. Select Message everyone.
2. Write your message, like “Rehearsal moved to 6:30. Same room.”
3. Check Also send a text or Also send an email if you like.
4. Select Send.

It’s posted in the plan chat as an announcement, which volunteers see in the Teams app, and sent as a notification to everyone who has said yes. If nobody has accepted yet, it’s only posted in the chat.

Cancel a plan

Select Cancel this plan at the bottom. It’s marked This plan was canceled, and nobody is asked or reminded about it after that. Cancel takes effect right away, so send a Message everyone first if people need to know.