Scheduler View¶

After you configure your Scheduler, return to the Scheduler tab to see your Time Slots. If your Time Slots do not appear, confirm that every setup step listed on the Scheduler tab is checked, and then click Refresh the Page.

Your initial view will look something like this (continuing the example from the previous article):

https://i.tpsdb.com/Staci/SchedulerView.jpg

The view shows up to 12 upcoming meetings at a time, based on the Time Slots you created, along with any ad hoc meetings (covered in the next article).

Getting People Involved¶

Staff Adding People to the Scheduler

Users with the Admin role, or with both the Edit and Access roles, can add people directly on the Scheduler. For example, if someone tells you they can serve at a certain time, you can add them yourself.

Add a Person

Find the Team the person will serve on, and click the Add a Person icon (a person with a plus sign) below the Team. The Add People dialog opens.
Use the Schedule For dropdown to choose which meetings to add the person to:
- This Time Slot - Adds the person to this meeting only.
- All Week X’s - Adds the person to this week of the month (for example, every 2nd Sunday) for all currently scheduled meetings.
- All Week X’s Perpetually - Adds the person to this week of the month now and to each new meeting for that week as it is created, such as when a Rolling Number of Weeks Scheduler adds weeks.
- Every Week - Adds the person to every meeting of this Time Slot from this date through the last currently scheduled meeting.
- Every Other Week - Adds the person to every other meeting of this Time Slot from this date through the last currently scheduled meeting.
If the Team has Sub-Groups, type the person’s name in the field for the appropriate Sub-Group. Otherwise, type the name in the Choose People field. Matching names appear with their PeopleId so you can pick the right person when two people share a name. A person who has marked themselves unavailable at that time shows (Not Available) after their name, but you can still add them.

Note

If a Sub-Group is marked Require in the Time Slot setup, only members of that Sub-Group appear in its list. If no one has been added to the Sub-Group yet (on the Sub-Group Management page), the list will be empty.
Check Already Committed? to add the people as Committed instead of Scheduled:
- Committed - The person told you they want to fill this spot.
- Scheduled - You are inviting the person to fill this spot. They must click Commit on their registration page to accept.
Note

On the person’s registration page, a Committed person can Cancel the commitment, or must use Sub Request once the meeting is within the Team’s Lockout Days. A Scheduled person can Commit, and can also Cancel (outside the Lockout Days window) or use Sub Request (inside the Lockout Days window).
Continue selecting people until you have added everyone, and then click Save.
After you add people, a Send Confirmations button (with the number of people waiting) appears at the top of the Scheduler. Click it to send the confirmation email to the people you added.

Add People by Sub-Group

Click the Add People by Sub-Group icon (a group of people) below the Team. This icon appears only while the Team still needs people. The Add People by Sub-Group dialog opens:
- No Commitments - Check this box to list only Involvement members who have no commitments in this Involvement.
- Select People From - Choose one or more Sub-Groups to list only their members.
- Names - Check the box next to each person to add, or check Select All.
- Schedule For - Choose which meetings to add the people to, using the same options listed above.
- Add to Subgroup - If the Team uses Sub-Groups, choose the Sub-Group to add the selected people to.
- Already Committed? - Check this box to add the selected people as Committed rather than Scheduled.
Note

If you add people to a Sub-Group marked Require, only people who are members of that Sub-Group are added.
Click Save.

People Registering for the Scheduler

People can choose one or more Time Slots by clicking a registration link in an email or a link or button on your church website. A person can sign up for only one Team or Sub-Group in the same meeting. For example, if you have two Teams on Sunday at 8:30 AM, a person can choose only one of them.