Core Docs - Engagement - Configure Groups for Scheduling

Rock Version: v20.0
Last Modified: 2026-09-14 11:18 AM

We're almost to the fun part. The Group Scheduler requires some information from the group before it’s ready. In the Group Viewer, add Meeting Details for every location that needs assigned people. This might be a pretty long list for some groups like the list we see in the screenshot below.

At the end of the day, the goal for this page is to have separation and customization for each group. You can break your groups up any way that works best for your flow of work. We recommend that you do some planning before jumping in and creating groups so you can maximize the effectiveness of this feature for your staff.

Meeting Details

Click on the ti ti-circle-plus icon in the Meeting Details tab.

This opens a window to add a new location. The properties include Location, Type, and Schedule(s).

You can select multiple schedules (i.e., service times) just by clicking on them one by one. Make sure you use the same schedule for every group in the meeting details. This will avoid scheduling conflicts. More properties can be selected to add the minimum, desired and maximum people needed for that room and its times.

You have the option to choose different capacities for each time. The Group Location screen pictured above is where all those details are customized. Each schedule gets its own set of three numbers, and each one does a different job.

Minimum Capacity - Sets the floor for the slot. Rock uses the higher of Minimum and Desired when it tells volunteers how many people are still needed.

Desired Capacity - Tells the Auto Scheduler how many people to schedule. It fills the slot up to this number and stops.

Maximum Capacity - Caps the slot. Once it is reached, no one else can be scheduled or sign up for that time.

Auto Scheduler Needs a Desired Capacity
Leave Desired Capacity blank and the Auto Scheduler skips that location and schedule entirely. If Auto Scheduler seems to do nothing for a group, check this setting first.

When it's complete, you shouldn’t have to do anything in the meeting details again until your organization opens more rooms or adds times.

Members
It’s best practice for your volunteers to be members in the group to appear on the people list in the Group Scheduler, although there are other ways to search for people in the Group Scheduler. We’ll discuss that later.

Next, you'll need to set up the group's Scheduling options. Even though scheduling is enabled at the Group Type level, there are settings you can control for each group individually.

Setting up Permissions
You'll want to be sure that the right people have the proper permissions to access and manage groups. We have all the info you need on how group security works for both group leaders and staff in the Securing Groups article.