Send blockout requests for predictable scheduling
The best way to avoid declines and schedule according to your team members' availability is to ask your teams to set blockout dates for the time frame you're scheduling. If your team members' blockouts are up to date, you can schedule with less fear of declines.
Send blockout request emails
You can send blockout request emails from the People page:
Select the People page in the top navigation.
Adjust your filter options to pull up the teams you need to email. By default, My Teams filter is already pinned, making it easy for you to email the teams you lead.
Select the ✉️ email icon at the top of the list.
Select Planning Center Blockout Request from the email template dropdown.
(Optional) Edit the following details before sending your email:
Select the X next to a team member's name to remove them from the recipient list.
Select the subject line field to edit it. The default subject line is "Planning Center Blockout Request."
Use the text editor to customize your body blockout request message.
Tip
Specify the time frame for which you're scheduling (e.g., "I'm getting ready to schedule for the month of February") to make sure people block out dates during that time frame.
Select Send [number of team members] in the bottom right to send your email.
You can also email a team from the team's Members tab. Check out this article to learn more about how to communicate with your teams.
Blockout request email responses
When people receive blockout request emails, they can choose to either set blockout dates or respond that they have no blockout dates planned.
In addition to your blockout request message, team members will see the following buttons in their email:
Block Out Dates: Selecting this button takes the person to the Blockout Dates popup in Services, where they can enter their blockouts if they're already logged in.
I Have No Blockouts: Selecting this button takes the person to Services and sends an email to their team leader that they didn't set blockout dates.
Team leaders who have opted to receive blockout emails will be notified of the person's response. If the person who sent the blockout request is not the team leader, they will not receive an email response.
Check people's Last Set Blockouts
When you're ready to schedule, you can check who set their blockout dates on the People page:
Select the People page in the top navigation.
Adjust your filter options to pull up the teams you need to review. By default, My Teams filter is already pinned.
Select the Filter Columns button in the top right of the list, and make sure the Last Set Blockouts column is checked.
Select the Last Set Blockouts column header to sort the team member list based on who entered their blockouts most recently.
Schedule your teams
Now that you've sent the blockout request and verified that people have blocked out their dates, you're ready to schedule your teams!
When scheduling from a plan page, you'll see a blockout warning badge next to any team members who have blocked out that date.
If you need to schedule them anyway, you can review the blockout reason by hovering over the warning badge. You can still send a scheduling request even if a blockout is in place.