Schedule and Manage Crews/Work Teams/Volunteers

Crews are used for any sort of work team/ work crew/ volunteer teams. From here you can create schedules, set users to positions and automatically send reminders when someone is scheduled to work/Volunteer.

To Manage Crews/Work Teams/Volunteers

From the left toolbar go to
Groups > Crews

On this page you can create schedules for your workers and Volunteer teams, assign positions and manage your Workers & Volunteer Teams.

Create and name your Crew first, then add people to that crew, next create the positions you need filled for this crew, then create your schedule. Once you have created your crew and positions and schedules for the first month, each month after you can use the same template and edit right on the calendar any changes that need to be made!

To Add a New Crew/Work Team/Team of Volunteers

• Click “Add New” button on right to add a new team/group of volunteers
• Type name of crew, such as “Worship”, “Nursery”, etc.
• Parent organization – you can choose to put this crew under another crew or leave it as it’s own team and choose ‘Entire Organization” from the drop down menu. For example, you can add a Volunteer Team with Nursery, Kids, etc. under the Volunteer Team, or you can make them all their own team. It’s up to you how you want to organize your teams.
• Add any Short and/or Full Description if you would like.
• Category - Select from drop down menu a category to put your team in, such as whether a work crew or volunteers. If you do not see your category here, click on “Add Category” to the right and type in category. If adding a new category, don’t forget to select then from the drop-down menu after adding.
• Auto Credits – if you give credits for serving / volunteering, do you want the credits to be dispersed automatically when they sign in, or No Auto-Credit if you want to disperse the credits manually.
• If you give credits, type in number of credits for each time they serve
• If this crew is involved with your web page at all, please choose whether you want them to have web access or not here.
• Select “Save” button to save
You will then be taken to the Classification Settings for this team. Use this page to select any available classifications as the Primary Leader, Secondary Leader, Sound, Lyrics, etc. for your newly created team. This can assist with organization and report generation.
• Click on “Save” when you are done.

To Add People to your Volunteer or Work Teams:

• For Easy and fast addition of people to these teams, go to the Person List, click to choose the people to add to a team, and select at the bottom from the drop-down menu “Add to Group” and select which team from the next drop-down menu.

To Create and Manage Positions:

• Click on “Positions” for the Crew you just created
• Click on Add New
• Name the position you are creating for this crew and click “Add Position”
• Continue to add as many positions as needed and then click on “Save Changes after they have been added

To Create a Schedule for your Crews/Work Teams/Volunteers

From the left toolbar go to
Groups > Crews

• Select “Schedules” from the Tools buttons on the line of the Crew you are scheduling.
• Select “Create New Schedule” if this is the first time creating this schedule
• Select from the drop down menu the crew you are scheduling
• The first time you create schedule you will check “Start from Scratch” for the format. Once your first schedule has been created you can use that schedule as a template for future schedules.
• Choose the month and year you are creating a schedule for
• Add an optional schedule name if desired
• Click “Next Step”
• Select if this is for a regular position or a special event.
• Select which Positions you are scheduling from the drop-down menu
• Type Event Name and Description ONLY if this is for a Special Event/Meeting. Otherwise you will not have an option to type here if this is a regular ongoing event.
• Select days for this schedule on the calendar to the right. If this is for every Sunday, when you click on one Sunday, a box will pop-up asking if you would like to select every Sunday, chose “ok” or “Cancel” if you only wish to choose the specific date.
• Select “Next Step”
• If you have more positions to add, click on Add Position again to add the next one.
• When you have all your positions added in and are ready to start scheduling members click on “Schedule Members”
• Click on date you wish to schedule for, a Pop-up Box will appear to add Position (or event)
  • From drop down on first line select either “Position” or “Special Event”
  • On 2nd line down, click on and select from drop-down menu which position you want to add
  • On 3rd line down, click and select from drop-down menu which person you want to add to this position. To add more people go to Persons > Person List, select those to add, and at the bottom selection “Add to Group” and then from next drop-down select crew team to add to.
• Click “Save” and repeat steps if you have more positions to fill for this day or other days.

To Create Same or similar Schedule for future months:

Groups > Crews

• Select Schedules from the Tools buttons on the line of the Crew you are scheduling.
• Select Crew
• Select Format “Base on Last Created Schedule”
• Select the Month and year
• Name the schedule
• Add or remove any positions if necessary
• Click on Schedule Members
• Click on the Up/Down arrows for each position and click on the person for that position
• Click “Save Assignments”
• While in “View Crew Schedule” you can also click on a date or a position to add or edit positions or people.

To Delete a Position on the schedule:

From the left menu go to:
Groups > Crews

• Find the schedule you would like to edit and click “edit”
• Click on Remove Positions
• Check those positions to remove and click on Remove