Schedule volunteers

Put services and events on the Serving calendar, see which seats are open, and ask people to fill them.

Every service or event that needs people goes on the Serving calendar. Each one starts with its areas' usual seats, and you fill them by asking people from each area's roster.

The office adds days to the calendar. The office and each area's directors fill seats; a director sees and fills only their own areas.

Add services to the calendar

Open Serving, then Calendar.
Press Add to the calendar.
Give it a Name, like "Sunday 10am", and pick its Kind: Service or Event.
Set the Date, when it Starts and Ends, and Where.
Add anything under For the volunteers. It goes in their email and on their own page.
Add the Run of show, for the office if you like. Only the office sees it.
Under Repeats, say how many times and every how many weeks. "12 times, every 1 week" adds the next twelve Sundays.
Leave Start with each area's usual needs ticked so each day opens with its seats.
Press Add the service (or Add 12 services).

A day goes on the calendar today or later. Only services, not events, show up in Worship planning.

See what still needs a person

Serving opens on This week. At the top is the next day, with The seats for each area: how many are open, how many haven't answered, or "Covered". Press Open the day to fill it.

Below, Later in the next 2 weeks lists the other days in that time that still need someone. The office can narrow the list with All, Services and Events.

The Calendar shows a month, a week or a List of the month's days (on a phone, the list). Each day to come with an open seat says how many. It also shows group events and sign-ups, for those who can see them.

Fill a day

Open the day. Each area lists its positions, the people on each, and the open seats.

Press Ask someone on an open seat.
Pick a person. The list holds the area's roster who can do that position and aren't taking a break. It says when someone is "already on that day" or still in training.

Each asked person shows as "not answered" until they say yes. To ask one more than the day needs, press Ask one more.

To change how many a position needs on this day only, use the minus and plus beside its name, or type the number.

The day's next step

The main button at the top of a day changes with what the day needs next:

Ask [last date]'s team: before anyone is asked, this asks everyone who was on the last day with the same name, for the same seats, unless they said no then.
Fill 3 open seats: jumps to the first area with an open seat.
Remind all 12 now: once the seats are full and reminders haven't gone. See How volunteers answer.
Write up the day: on the day and after. See The serving day.

The rest wait under the … menu. The line under the title shows where the day stands: Planned, Asked, Filled, Reminded, Written up.

Answer for someone

When a volunteer tells you their answer in person, press their name on the day and pick They said yes, They can't or Take them off. People who can't are listed under "Can't", with Clear to remove them.

Repeat or shorten a run of days

To add more of a day, open it, press Edit, and under Repeat this day say how many more and how often. Each new day starts with this day's seats. Days already on the calendar are left alone.

To shorten a run, use Trim a run on This week or the Calendar: pick the last day to keep under Keep through, then press the Trim button (it says how many days go). Or open a day, press Edit, and choose Remove the later days.

Remove several days at once

On the Calendar, press Remove several days. The month opens as a list, with a box beside each serving day. Group events and sign-ups can't be picked here.
Tick the days to remove, or press Select all (it says how many). Services or Serving events at the top narrows the list first; past days can be picked too.
Press Remove. Trellis says how many people are scheduled on those days and how many write-ups will be lost, then Remove them (Remove it for one day) removes them all. Nobody is emailed.

Press Done to stop picking.

Still stuck? Ask Silas