Core Docs - Engagement - Managing Schedule Coordinator Notifications

Rock Version: v19.0
Last Modified: 2026-02-17 2:23 PM

Ever been caught off guard by a last-minute volunteer change? Picture this: It’s Sunday morning, the next service is starting soon, and a crucial volunteer has dropped out. As the Schedule Coordinator for your serving team, you'll be the first to know, giving you time to adjust and ensure everything runs smoothly.

The Schedule Coordinator can be notified when a volunteer accepts or declines a serving opportunity, or if the volunteer signs up for additional serving opportunities via the Schedule Toolbox. The emails Schedule Coordinators receive will look like the one pictured below but will change slightly depending on which action the volunteer takes.

To start getting notified, there’s a few simple configuration items needed. We’ll walk you through them below.

You can start by updating the Scheduling settings on the Group Type ( Admin Tools > General Settings > Group Types). Specifically, you’ll make selections for the Schedule Coordinator Notification Options. These are the notification options that all groups of this type will use by default.

Note above that the Decline option is selected. This will send a notification when the volunteer declines a serving opportunity for groups of this type. Any combination of Accept, Decline, or Self-Schedule may be used. You can also select none of the options, which means these notifications will not be sent.

That’s all that’s needed for the Group Type. Next, we’ll drill down to the Group level via the Group Viewer (People > Group Viewer). There are two important settings you’ll want to know about.

The System Communication (Admin Tools > Communications > System Communications) that the Schedule Coordinator receives is the Scheduling Response Email. It’s ready to use out of the box and contains all the logic needed to decide whether to send an accept, decline, or self-schedule notification.