Rock U - Groups - Group Scheduler and Status Board

Transcribed Video Content

Let's take a look at the group scheduler and the status board. The group scheduler is the main feature of group scheduling, and it's where you assign people in groups to a schedule and a location. And then the status board is a great way to see who's been signed up for what and what the statuses are, and you'll see all of that when we get there. So let's dive in. Now, first you're going to want to make sure that you have your named locations set up. These need to be in place before you can use the group scheduler. Similarly, you'll need your actual schedules set up because you can't use the scheduler unless you have a schedule or a time to which you can assign people. And then of course on your group type you are going to need to make sure that scheduling is enabled. And then you are going to have to add the location and type and schedules to the actual group itself. And all of these pieces need to be in place before you can use the group scheduler feature, which we're going to show you right now. And so, from here on the main site, we're going to go to the people tab and we're going to go down to group scheduling. And we're going to click on the group scheduler. And here along the left is where all of that setup sort of manifests itself for us to use when we're scheduling people. And so right up at the top here, we have our group selected and I'm using the children serving group. You'll pick a week and I'm going to pick the week of the ninth through the fifteenth. And so this goes through one week at a time. We're going to pick the schedule or the time of the meeting. And so right now I have it set to Saturday at 04:30. We're gonna pick the locations that we see. And so I have the Bears room and the bobcat's room selected from our earlier setup on the slides that you saw. Those are the only two that we have set up. So, that's what appears. And then down at the bottom we have source of people. And right now I have it set to group and to show matching preference. And that's why Ted Decker is the only one that appears, because he is a member of the children's group, but he's the only person who has set his preference through the external website. We have another video for that if you haven't checked it out yet. Make sure that you do as part of the group scheduling feature. But Ted is the only one with a matching preference for this schedule, and so he's the only one that shows up. If I wanted to show all group members, you can see the list expands to everyone. And now I can manually schedule them even though I know that they don't have their preferences formally set within the system. The other way that you can source people to assign to rooms and days and times is to use an alternate group. And so we could pick a different group and use members of those groups to assign people to these rooms and these times. Or last but not least, you can use a data view to find people that way. For our purposes, I'm just going to use the children's group, the people who are assigned to the children's group and all of the group members regardless of whether or not they have preferences set. Now that I have all these people, I can start assigning them to rooms. Now all of these are gonna be the Saturday from the week of twelve nine to 12:15 at 04:30. And I'm gonna put Cindy in the Bears room, and I'm gonna put Ted here in the Bobcats room, Ty in Bears, and Paul in Bobcats. Now, as you can see, they're all showing up as yellow, which indicates pending because I've assigned them to the room, but I don't actually know that they're going to show up yet or not. They're gonna need to go into the external website and confirm their attendance in order for them to turn green. But let's just say that I know for a fact that Cindy and Ted are going to be able to cover the bears and bobcats rooms respectively. So I'm actually gonna come here as an administrator and mark Cindy as confirmed. Or who knows, maybe I got a phone call and they confirmed to me in person, something that. And so, Cindy and Ted are both confirmed, so they're green. We have Paul and Ty who are not yet confirmed. I'm going do the same thing as an administrator and say that I talked to Ty and he said that he couldn't make it. And so I'm going to say that Ty declined. And you can see as I make these changes that we have this progress bar that changes live in real time on the fly that shows how many people have confirmed, how many are pending, how many declined. So that we can see in real time how all of this happens. So, for this day and for this time, I've got all these people assigned. Now, I could use the auto schedule function, which we have a video for that. So check that out if you want to, but it's not gonna do a ton for me since right now, as we saw when we were looking at our source of people, Ted is the only person who has any preferences set and that's what auto schedule uses. So this is the more manual route, but that's what we're gonna use. Now that we have people set, we're going to go back to our group scheduling high level menu navigation and check out instead of the group scheduler, we're going to look at the group schedule status board. Now, first thing that I need to do is select a group because it needs to know what group I'm talking about here. And this was a serving team and it was the children's group that we were looking at. So I'm going to select that and save. And here we can see sort of a reflection of what it was that we set up on the group scheduler. We can see that for December 14, which is that Saturday at 04:30 schedule. We have Cindy who's confirmed is coming to the Bears Room. Ty who's confirmed is not coming. We have Ted confirmed is coming to the Bobcats Room. And Paul, we're not sure about. We've assigned Paul to the Bobcats Room for Saturday at 04:30, but we don't know for sure that he's coming or not. He hasn't exactly RSVP'd. And so we can see from here that we've got a couple more people needed to fill the room and that we don't have anybody scheduled beyond this Saturday at 04:30. Now, once you get some additional people into the system, this is just for a demo, but you'll see how powerful this can be because at a glance for any given date and time, you can see who's coming, who's not, where they're gonna be. It gives you a lot of information in one spot. So it's very useful. And if you need to, we have this nifty full screen button where you can see everything that you need all the way up and down in a in a full screen format. And so, as you can see, the group scheduler and the status board are intuitive, they're quick, they're easy to use. You can do a lot with very little. Of course, it requires a lot of setup going into it in order to use the group scheduler. Of course, you have to have your locations and your schedules and your types and groups. Everything has to be all set up, but that's the hard part. Once it's all set up, you're off and running. You don't have to do that setup again. It's as easy just you saw as clicking and dragging people into their designated locations. So, we hope that you found that informative. Be sure to watch the other videos that we have on group scheduling and check out the documentation we have online if you have any other questions. Thanks for watching.