Manage team settings
After creating a team, you can edit its default settings, such as the team type, scheduling options, and related teams.
Important
Schedulers can only edit settings for teams that they lead, while editors and administrators can edit settings for any team.
Access team settings
To open a team's settings page:
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 Settings tab to open that team's settings page.
Check out the sections below to learn more about what each setting affects.
Type
Set your team's type(s) to choose which plan files members can access, how members are assigned, and who can be scheduled based on background check settings.
Check the boxes to set up your team as one or more of the following types:
Rehearsal teams allow you to have a team with people who all have access to item files, the media player, and songbooks in a plan that they are scheduled to. Assign teams as rehearsal teams if they need to access song and media files from a plan.
Secure teams allow anyone to be on a team, but only those who have passed a background check can be scheduled to a plan. For example, if you only want people who have passed background checks to serve in children's ministry, you can create a secure team for that ministry.
Split teams allow one team to have people who can serve at different times. For example, if you have multiple service times and one team of ushers, you can create a split team to assign each usher to only one of the service times per week.
Tag teams are a type of team whose members aren't manually assigned. This team type is useful when you have multiple teams or positions with the same members. For example, if you have identified individuals who can be part of your choir, you can assign each person a choir or part tag. Then, when you want to create the team, search for the tag to find the people to assign.
Service types
If you need to schedule the same team in multiple service types, add those service types to the team's settings page.
You can assign a team to multiple service types if you need to schedule the same members across each service. Manage your team's assigned service types in the Service Types section.
Select Add Service Type to view a list of all service types in your organization. Choose a service type from the list to assign your team to that service type.
To remove a service type from your team, hover over the service type name and select the red ⊖ minus icon that appears.
Important
You can only remove service types where this team isn't currently scheduled.
To edit a service type's time preferences, hover over the service type name and select the Times button that appears.
Scheduling defaults
Choose the default scheduling status, notification settings, and replies to person for this team.
Status: Select Confirmed from the dropdown if you want team members to automatically appear as "Confirmed" when you add them to a plan or template.
Notification: Uncheck Prepared if you want all team members to see where they are scheduled for a plan without sending a prepared notification.
Assign the replies to person
You can assign specific team leaders, all team leaders, or the current scheduler as the default replies to person who receives emails about people's status.
Choose one of the following options from the Replies to dropdown:
Current Scheduler: Choose this option if multiple people share scheduling responsibilities and you want replies to go to the person who handles scheduling. If the current scheduler is not a team leader, check the Accept or Decline boxes to choose which types of scheduling response notifications they should receive.
Important
The Current Scheduler setting is tied to the person who added a team member to a plan, even if they're no longer a team leader. For example, if a previous team leader set up the templates for this team, they'll be considered the Current Scheduler.
All Team Leaders: Send scheduling replies to all team leaders.
Specific Team Leader: Choose a specific team leader's name from the dropdown to send scheduling replies to that leader only.
If you chose All Team Leaders or a specific leader, go to the Members tab and make sure that each team leader's notification settings are set up correctly.
Scheduling gap alerts
Set up scheduling gap alerts to help your team leaders ensure they have enough volunteers for a service. Select the Enable alerts for this team toggle to automatically notify your team leaders whenever positions are still unfilled or unconfirmed.
You can choose to send the alert up to seven days before a plan. Scheduling gap emails are sent on the chosen day at 1 p.m. in your campus's time zone.
When team leaders receive a scheduling gap email, they'll see the following:
The total number of gaps (needed positions or unconfirmed team members) for each team they lead.
A list of needed positions that need to be filled.
A list of unconfirmed team members and the positions for which they've been requested.
An ✉️ email icon in the top right of each team. Select the ✉️ email icon to manually resend scheduling requests to unconfirmed team members.
Rescheduling declines
If a volunteer declines a request, you have several automatic rescheduling options. Choose the default option for this team:
Do not reschedule: If someone declines a request, no needed position will be created. Choose this option if the position is optional and doesn't need to be replaced.
Manually reschedule: Create a needed position whenever someone declines a request. Choose this option for teams with specific skills, like a band, where a team leader must control who is rescheduled.
Auto-schedule: The auto-scheduler will send a scheduling request to the next best person, based on their availability and last scheduled plan. The replies to person for this team will receive an email every time a new request is sent, so you can stay informed while the auto-scheduler works its magic.
Signup sheets: Choose this option to enable signup sheets for this team on this plan only. When this feature is enabled and a team member declines a request, a signup sheet email goes out to all other team members who can fill that position, allowing them to schedule themselves.
Important
When this is enabled, and someone declines a request, signup sheets for the entire team will be enabled. If you have other needed positions on this team that aren’t yet filled, those people can use a signup sheet to schedule themselves if they look for the signup sheet link on their My Schedule page. However, the only people who will receive a signup sheet email are those who share a position with the person who declined.
Options
Any options that you set here will apply to the whole team:
Last Scheduled Date: Set the default Last Scheduled Date option you'd like to use for this team when auto-scheduling. You can also set the Last Scheduled Default setting for all teams in a service type from the service type's Teams tab.
Access for Scheduled Viewers: Choose whether scheduled viewers can access the full plan (including the service order) or only view scheduled teams.
Full Plan access is required for scheduled viewers to see plan files.
If the team is a rehearsal team, this will be set to Full Plan, and you won't be able to change it.
If you select My Schedule Only, scheduled viewers can see the dates when they're scheduled, but they can't open the plan page.
Signup Sheets: If you want people on this team to sign themselves up for positions but don't want to manually enable signup sheets for every plan, check the Signup Sheets box to enable it by default for this team.