After configuring your Scheduler, you may return back to the Scheduler tab to view your Time Slots on the Scheduler. If your Time Slots do not appear, confirm that all boxes are checked on the Scheduler Tab (indicating that you have completed the setup items), and click the link to Refresh the Page.
Your initial view will look something like this (continuing with the example from the previous article).
Your view will contain up to the next twelve scheduled Meetings, according to the Time Slots created (you will also see any ad hoc Meetings, covered in the next article).
Getting People Involved¶
- Staff/Scheduler Manager Adding People To Scheduler
If someone has told you he/she can commit to a certain activity/timeslot, you can add the person from right here on the scheduler
Add Individual Person
First, you will need to locate the Team that the person will be serving on. Underneath the team, click on the person plus icon. That will bring up an Add Volunteers dialog box.
As you type the person’s name, if there is a match in the system, their name and PeopleId will appear. The PeopleId will help ensure the right person is selected if there is more than one person with the same name.
You may indicate that you want to add the person as committed rather than scheduled by checking the box next to Already Committed?.
Committed - Someone told you they wanted to fill a specific time slot.
Scheduled - You are inviting someone to fill a specific time slot. They will need to take the action to Commit.
If a person is added as Committed, their registration page will give them the options to either “Cancel” or “Request Sub” based on the Lockout Days setting on the time slot or meeting. If a person is added as Scheduled, their registration page will give them the options to “Commit” or “Cancel” outside of the Lockout Days window or “Commit” or “Request Sub” if within the Lockout Days window.
You may indicate if you want to add the person to This Time Slot (only) or (using the dropdown) All Week X’s. There are three total options to select from in the dropdown:
This Time Slot - This will add the person to this Time Slot only.
All Week X’s - This will add the person to all weeks for the duration of this scheduler.
All Week X’s Perpetually - If this Scheduler is configured using a Rolling Number of Weeks, this person will be added to Week X each time the Scheduler starts over.
Every Week - This will add that person to every single week from this day forward to the end of currently scheduled meetings.
Every Other Week - This will add the person to every other week from this day forward to the end of currently scheduled meetings.
If you configured Sub-Groups for this Team, you may select the person from the dropdown corresponding to the appropriate Sub-Group.
If you made the Sub-Group required in the Time Slot setup and you have not yet added anyone to the Sub-Group (on the Sub-Group Management page), your dropdown list will be empty.
If you did not configure Sub-Groups for this Team, you may select the person(s) from the dropdown.
Continue searching for and selecting individuals until you’ve added everyone. Select Save to see your changes updated on the Scheduler.
Add A Group of People
Underneath the team, click on the group of people icon. That will bring up an Add Volunteers dialog box.
No Commitments - If you only want to see those in the Involvement with no commitments in this Involvement, check this box.
Select People From - If you only want to select people from a specific sub-group, choose that sub-group from this dropdown.
Listed Names - Check the box next to each person listed that you want to add.
Scheduled For - This dropdown gives you the time slot options to choose from listed above.
Add to Subgroup - Selecting a subgroup from this dropdown will add all selected names to that sub-group.
Already Committed? - Checking this box will add the checked names to the time slot as committed rather than scheduled.
If you are trying to add people to a subgroup marked “required”, only the names of the people in the required subgroup will be available to choose from.
- Person Registering For Scheduler
A person can select one or more time slots by clicking a RegisterLink within an email or accessing a link and/or button posted on the church website. A person cannot sign up for two time slots in a scheduler on the same day and time. For example, if you have two teams or sub-groups on a Sunday at 8:30 am, a person can only choose one team or sub-group during that time slot.
Managing the Scheduler - Part 5
Made minor tweaks and updated the section about adding a group of people.