A team’s page
Open Teams → Teams and select a team. The tabs are Members, Positions, Sub-teams (top-level teams only), Library, Docs, Settings, and History. Schedule at the top opens the Schedule for just this team.
Members
Add someone
- Under Add someone, search by name, email, or phone. Each result shows their age, or Age not on file.
- Select the person.
- Pick the positions they’ll serve in.
- Select Add to the team.
If something’s off, you’ll see Before you add with the reason, like they’re younger than the position allows or they don’t have a clearance it needs. Enter a Reason (it’s saved with the change) and select Add anyway.
The members list
| Column | What it shows |
|---|---|
| Person | Their name and age, and paused if they’re taking a break. |
| Positions | Each position they serve in, with lead or trainee if they’re not a regular. |
| How often | How often they’d like to serve, like 2× a month. Volunteers set this in the Teams app. |
| Last served | The last time they checked in to serve, or Not yet. |
- Edit: check or uncheck positions and set each one’s level: lead, regular, or trainee. Select Save.
- Pause: they stay on the team but aren’t scheduled. Resume brings them back.
- Remove: takes them off the team. Their past serving stays in history and reports.
Positions
Positions are what people serve as, like Drums, Room Leader, or Greeter. Positions with a Group (Band, Vocals, Audio) are listed together.
Add or edit a position
Select Add position, or Edit on a position.
- Name: like Drums or Room Leader.
- Group (optional): groups positions on the schedule, like Band or Vocals.
- Usually needed per plan: how many spots each new plan gets.
- Minimum age: leave it blank to use the team’s.
- Room or place (optional): like Room 2.
- Lead position: one per plan. That person can edit the plan’s run sheet, like a Worship Leader picking songs and keys.
- Clearances for this position: requirements on top of the team’s. Only people with the Clearances permission can change these.
For Kids teams, a position can also show the ratio gap:
- Kids per adult: like 6 for Pre-K.
- Fewest adults in the room: like 2.
- Kids from Check-in (expected kids): the Check-in group the room uses.
The schedule then shows the expected kids against the adults scheduled, like “~18 kids · 2 adults → 1 short”. It only shows the gap. Nothing is blocked.
Change positions without losing history
Once a position has been scheduled, it can’t be deleted. Past plans keep it exactly as it was.
- Replace: for a position that’s ending and another taking its place, like Room 3 closing and moving to Room 4. Pick when it starts, and Replace with another position or a new one. Choose what happens to people already scheduled from that date: Move them to the new position (same time, same answer), Move them, and ask them again, or Take them off those dates.
- Retire: for a position that’s ending with no replacement. Pick when it starts, and whether to Take them off those dates.
- Delete: only for a position that was never scheduled, like a typo.
Retired positions are listed under Retired. Select Restore to bring one back.
Sub-teams
Lists the team’s sub-teams with their members and positions, and a Schedule link for each. Select New sub-team to add one. See Sub-teams.
Library
Files the team needs: charts, tracks, lesson notes, handbooks.
- Upload files, or drag them onto the page. Add link adds a link instead.
- Before you upload, choose who New files are for: Everyone, Certain positions, or Leaders only.
- Select a file to open it. The edit button lets you rename it, put it in a Folder, change Who can open it, Upload a new version, or Remove it.
Volunteers open library files in the Teams app. Only the people a file is for can open it.
Docs
Handbooks, policies, lesson notes, and meeting notes your team reads in the Teams app.
- Select New doc.
- Give it a title and write it.
- Choose Who can read it: Everyone on the team, Certain positions, or Leaders only.
- Turn on Members can edit or Ask people to read and acknowledge it if you like.
- Select Save.
People can comment on a doc. For a doc people must acknowledge, Ask everyone again asks them to read it again after a change, and Make it a clearance turns reading it into a clearance, like a child safety policy.
Settings
Change what you need, then select Save. Discard throws away your changes.
Team
- Name, Kind of team, Description, and Color.
- Inside another team: make it a sub-team, or No, a top-level team.
- Minimum age (positions can override) or Or minimum school grade: anyone younger gets a warning when they’re added, and auto-fill, auto-replace, and sign-ups skip them.
- Who can join: Leaders add people, or Anyone can ask to join.
- How people join: Join right away, Leader approves (the default), or Audition / interview. This is what happens when someone signs up through an Open Sign-Up.
Clearances
The requirements everyone on the team needs before they serve. Positions can add more. Requirements from a parent team are shown as from the parent. Only people with the Clearances permission can change these. See Clearances.
Scheduling rules
| Setting | What it does | Default |
|---|---|---|
| Answer by (hours before) | How long before the plan people need to answer. | 96 (4 days) |
| Most weeks in a row | Auto-fill won’t schedule someone more weeks in a row than this. | 2 |
| Default most per month | The most times a month, for people who haven’t set their own. | 3 |
| Urgent asks (people at once) | How many people auto-replace asks at once when the plan is 3 days away or less. | 3 |
And these switches:
- Auto-replace: when someone declines, ask the next best person. On by default. See auto-replace.
- Serving on other teams counts toward these limits.
- Members can add files to the team library.
- Volunteers can ask a teammate to cover or trade a date (leaders are told).
- Make a lesson doc for every plan (Kids and Students teams): each plan gets a doc that starts from your Lesson template.
- Two services on one day count as one.
Pairing rules
Only leaders see these.
- Always together: when one is on a plan, Auto-fill and Find someone put the other first. For a mentor and trainee, or spouses who want to serve the same Sunday.
- Never together: they’re not put on the same plan.
Pick the Rule, the Person, And the other person, add a Note (optional), and select Add rule.
Plans from gatherings
Keep plans made ahead of time for your regular services. Select Add a gathering, pick the Gathering and its times, then set Weeks ahead and Call time (minutes before). Each night we add any plans that are missing. Teams on the same gathering time share one plan.
Leaders and admins
Leaders schedule the team. Admins oversee it. Both get alerts about declines, replacements, and spots nobody can fill. Search for a person and select Add as leader or Add as admin.
Leaders and admins can lead the team from the Teams app without any dashboard permission.
Linked Connect (optional)
Link the team to a Connect page to show Serve with us with a Sign up button there. Pick it under Add a Connect page and select Link. For each link, choose:
- Show “Serve with us” on the Connect page.
- Add people who join the team to the Connect’s members.
- Show the Connect on the team page in the Teams app.
Select Unlink to remove it.
History
Every position change (Added, Renamed, Moved room, Replaced, Retired, Restored) with the date it took effect and how many plans, spots, and members it changed.