Create or edit a team
Set up teams to start scheduling people for your services! Teams represent the various ministries and volunteer opportunities at your church. Add different positions to your teams to represent specific roles or responsibilities within that team.
Follow the steps in this article to learn how to set up teams in your account and manage your team members.
Important
Teams must be assigned to the service type you're working with before you can schedule them there. Manage your team's assigned service types on the team settings page.
When teams are appropriately set up with all their members and leaders assigned, you gain the following benefits:
Members can select the Email My Leader button on their My Schedule page to contact any of their leaders.
Members can see the teams they are assigned to and set scheduling preferences from their profile.
Schedulers can use needed positions to schedule people from a list of team members.
When someone declines, schedulers receive a list of other people assigned to that position in the decline message, allowing them to instantly reschedule it from their email.
The People tab can only show you the people assigned to your teams and filter out everyone else.
The ability to email everyone on your team, even if they aren't scheduled on the same date, or even email everyone on multiple teams at once.
Set up teams
You can set up new teams in your organization by creating them from scratch, copying existing ones, or merging existing teams from separate service types.
Create a new team
People and plans administrators can create new teams from scratch.
Select the People page in the top navigation.
Select the Teams tab.
Select Add team in the top right.
Enter your team's details in the Add Team popup:
Name: Enter a name for your team.
Team Leaders: Select Add to assign leaders to this team. You are automatically listed as a team leader. Select the X next to a person's name to remove them.
Service Types: Select Add to choose the service type(s) to which this team should be assigned. Select the X next to a service type to remove it from the list.
(Optional) Check the corresponding boxes to make the team a rehearsal team, a secure team, and/or a split team.
Select Submit to create your team. If you're creating a team in a service type that has rehearsal times or other times, you'll see a popup where you can choose the times from each service type to which your new team should be assigned.
Copy a team
If you need to create a team that's similar to an existing one, you can make a copy. You must be a people and plans administrator to copy a team.
Select the People page in the top navigation.
Select the Teams tab.
Select Add team in the top right.
Choose the Copy option next to the Name field.
Enter your new team's details:
Name: Enter a name for your new team.
Copy From: Use the dropdowns to choose the service type and team you want to copy from. Keep the Include Team Members box checked to copy team members from the existing team.
Team Leaders: Select Add to assign leaders to this team. The team leaders from the existing team and the person creating the team are automatically listed. Select the X next to a person's name to remove them.
Important
If you checked Include Team Members, you can't remove the team leaders from the existing team. You can manually remove them after creating the new team.
Service Types: Select Add to choose the service type(s) to which this team should be assigned. Select the X next to a service type to remove it from the list.
Select Submit to finish copying your team. If you're creating a team in a service type that has rehearsal times or other times, you'll see a popup where you can choose the times to which your new team should be assigned.
Merge teams
If you have identical teams across multiple service types, you can merge them into a single team. This allows you to manage one consolidated team instead of switching between multiple team pages.
Here are some examples of where merging teams might be helpful:
If you previously created two separate A/V Teams in Service Type A and Service Type B, but they share the exact same members and positions, you can merge them into a consolidated A/V Team that is assigned to both Service Type A and Service Type B.
If you previously created separate teams for each service time (e.g., Greeters 9AM and Greeters 11AM), you can merge them into a single split team.
Warning
Merging teams cannot be undone. The old teams will be deleted and can only be recovered for up to 30 days after the merge.
The old teams' scheduling history will be tied to the newly merged team and cannot be reverted, even if you restore the old teams.
People and plans administrators can merge teams by following these steps:
Select the People page in the top navigation.
Select the Teams tab to view all of your organization's teams.
Choose the team you'd like to merge the other teams into.
Select Actions in the top right.
Choose Merge from the dropdown.
In the popup, search for the team(s) you want to merge and select them from the list. You can merge multiple teams into the current team.
If you're merging into a split team, choose times from the Select times dropdown next to each team to assign those team members to the new service type's time preferences after the merge.
Select Submit to merge teams.
Your old teams will be deleted, and only the new merged team will remain. Old teams can be recovered for up to 30 days, so you can restore those deleted teams if you chose the wrong options, but the merged team won't revert to its previous state.
The old teams' scheduling history will permanently change to reflect the new merged team, even in templates and past plans. Other scheduling information, such as the Replies To Person, assigned times, scheduling status, and notification settings, will stay as they were.
Everyone assigned to positions in your old teams will be assigned to the corresponding positions in your merged team for the selected time preferences.
If the old teams included additional positions that weren't part of the new team, those positions will be created in the new merged team.
All needed positions in plans or templates will be recreated for the new merged team and assigned to the time options you created.
If you previously sent scheduling emails for the old team, those people will still be able to respond using the links in the original scheduling email.
Manage team members
Once you've set up your teams, you can manage your team leaders, positions, and members for each team.
Add team leaders
Team leaders are added when the team is created, but you can add more leaders later. Each team must have at least one leader to schedule, manage, and communicate with team members. Leaders can also receive scheduling and blockout notifications from team members.
Select the People page in the top navigation.
Select the Teams tab to view all of your organization's teams.
Use the dropdown in the top left to filter the list by My Teams (teams where you're a leader or member), All Teams, Archived Teams, or specific service types.
You can also search for a specific team by name using the search bar.
Select a team name to open that team's member list.
Select the Team leaders tab from the left sidebar.
Select the Add person button above the list of names.
Search for a person's name, and then select it from the list.
If the person doesn't exist in your People database, type out their full name and select Create a new person to create their profile in Services.
After adding a leader, set their leader notification preferences using the checkboxes under the Notifications column.
Important
Adding someone as a team leader grants them scheduler permissions in that service type.
Add positions
Before assigning individual people to your teams, you must set up positions for them. Positions denote the specific roles for which your team members can be scheduled, such as "Greeter" or "Worship Leader."
Positions should be customized to meet your church's needs. You can add as many as you need and organize them in a way that makes the most sense for displaying them in your plans, matrix, and reports.
Select the People page in the top navigation.
Select the Teams tab to view all of your organization's teams.
Use the dropdown in the top left to filter the list by My Teams (teams where you're a leader or member), All Teams, Archived Teams, or specific service types.
You can also search for a specific team by name using the search bar.
Select a team name to open that team's member list.
Select the Add position button below the left sidebar.
Enter your new position's name, and then select the Add button. (Position names should not include times. Use split teams to assign people to specific plan times.)
Reorder positions by dragging the six-dot icon next to a position's name and moving it to the desired spot in the list.
Edit positions
As your team changes, you can either rename positions or remove them from the team altogether.
To rename a position:
Select the People page in the top navigation.
Select the Teams tab to view all of your organization's teams.
Use the dropdown in the top left to filter the list by My Teams (teams where you're a leader or member), All Teams, Archived Teams, or specific service types.
You can also search for a specific team by name using the search bar.
Select a team name to open that team's member list.
Select a position from the left sidebar.
Above the list of team members, select the ✏️ edit icon next to the position's name.
Edit the position name in the input field.
Select Save.
To delete a position:
Select the People page in the top navigation.
Select the Teams tab to view all of your organization's teams.
Use the dropdown in the top left to filter the list by My Teams (teams where you're a leader or member), All Teams, Archived Teams, or specific service types.
You can also search for a specific team by name using the search bar.
Select a team name to open that team's member list.
Select a position from the left sidebar.
Above the list of names, select the 🗑️ delete icon in the upper right.
Warning
Once you delete a position, there's no way to recover that position or its previously assigned team members.
Add team members
Add team members to the positions for which they need to be scheduled. You can add people to more than one position on a team, but if you have a large team you want to schedule all at once, it is recommended that each team member be added to only one position.
Select the People page in the top navigation.
Select the Teams tab to view all of your organization's teams.
Use the dropdown in the top left to filter the list by My Teams (teams where you're a leader or member), All Teams, Archived Teams, or specific service types.
You can also search for a specific team by name using the search bar.
Select a team name to open that team's member list.
Select a position name from the left sidebar.
Select Add person above the list of names.
Search for a person's name and select their name from the list. If the person doesn't exist in your People database, type out their full name and select Create a new person to create their profile in Services.
Important
Team leaders with scheduler permissions can only create new profiles if your account's minimum default permissions are set to the following:
Can edit contact info and households: Scheduler
Can view people not on My teams: Scheduler
After you add someone to a team, the team and position will be listed in the Teams section of their profile.
If you've already been scheduling people to an existing team without assigning them, you can use the auto-assign feature to assign them to that team.
Remove team members
If a person is no longer serving, you can remove them from the position.
Select the People page in the top navigation.
Select the Teams tab to view all of your organization's teams.
Use the dropdown in the top left to filter the list by My Teams (teams where you're a leader or member), All Teams, Archived Teams, or specific service types.
You can also search for a specific team by name using the search bar.
Select a team name to open that team's member list.
Select a position name from the left sidebar.
Hover over the person's name.
Select the red ⊖ minus icon to the right of their name to remove them from the position.