Rock U - Groups - Group Scheduler and Status Board v12

Transcribed Video Content

In this video, we're gonna take a deeper dive into the group scheduling board and the status board as well so that you can see exactly how group scheduling works and how you can take a look at the status of the people that you're scheduling and and the locations and times that you're scheduling them for. So we'll just do a quick refresher that before you can use the group scheduling feature, you need to have your named locations set up, so your buildings and rooms. You also need to have your schedules set up, so maybe these are your service times that you're gonna be scheduling people for. You need to make sure that whatever groups that you're going to be scheduling that, those groups are of a type that has scheduling enabled. And, of course, you're going to need to plug all that information into the group itself about the location and the schedules and how many people you want and things that. We go over some of those in more detail in other videos and in our manual documentation. So for now, let's take a look inside Rock at the group scheduler. So with all the needed configuration in place to get to the group scheduler, we're gonna go under people, and under manage is group scheduling. And when we come here, we see that there are a few pages under this navigation. And in this video, we're gonna take a look at the group scheduler and the group schedule status board. We have other videos showing the other components of this area. So we'll start with the group scheduler. And here you can see our group scheduler board. Now, there's a lot going on here, so we're gonna break this down one piece at a time. Over here on the left, we have people. These are people who are in our children's serving group. Okay? I can change it to look at other groups. So if I wanted to look at my other serving teams, if I wanted to look at my greeters or at my ushers, I could select those and flip over to them as well. But we're going to stick with children's. And if we were to look at the group viewer for our serving teams and go to our children's team, you can see that we have three active members and one that's pending. And that's exactly what we see when we go to the group scheduler is our three active members minus the one that's pending. These people each have preferences that they've set up on our external website. And we have a video that goes into how they did that, but we can see where these people would prefer to serve. Over here on the right, we have columns for each day and time that a person can serve. And then within each of the columns, we have the different locations that the person can serve in. So we have our Saturday, May 15, '4 '30 service, and we can put people in the Bears Room or the bobcat's room or the Bunnies room. And then we have our Saturday, May 15, '6 PM service, and then we get into Sunday and so on and so forth. And then each of the rooms for each of those service days and times. Right now, we're looking at the week of 05/16, '5 '10 to 05/16, but you can change which week that you're looking at by using that toggle at the top. Right now, we're looking at all locations, but you can just narrow it down to individual rooms if you want. And right now, we're looking at all schedules, but again, you can narrow it down to just a single schedule if you want. So let's go ahead and assign some volunteers into these rooms. There's a couple ways that you can do it. And the first is to simply manually drag and drop each person into the location where they're gonna be. So I can put Helen into the Bears Room at 04:30. I can, also put her into the Bears Room at 6PM. I can put Brian in the bobcat's room, and I can just go down the list and assign all the people that I need to all of the different rooms where they're needed. Now, as I do that, you notice some changes. First of all, to the colors. We have these red areas over here, and they're red because nobody's been assigned to them yet, and they still need people. And then we have these yellow blocks. And yellow means that we've hit the minimum number of people that we want in the room, but not the desired number of people. The desired number of people is two. And that's where we have here this little green bar shows us that this room at this date and time has been filled. That we've got Helen and Brian both working in there. And we wanted two people, and we've got two people, so it turned green. Now, each of the people on here, you can see are still in yellow, and they've got that little symbol, little yellow circle with a bar in it next to their name. Now, that's because we haven't heard confirmation from them yet as to whether or not they're actually going to be serving in that place at that time. There's a couple ways that you can ask them about that. One is to click send now. If you click the send now button, it'll send out communication to the people who have been scheduled asking them to confirm whether or not they're gonna be serving at that time and at that place. And the responses then get fed back into Rock. However, we can also manually set what those responses are if we happen to know. So if we know that Helen has confirmed that she's gonna be in the Bears Room Saturday at 04:30, we can click these three little dots, and we can say that we're gonna mark her as confirmed. And so she's confirmed. She turns green. Her little bar here is is green. We still only have half the people that we want in this room because we want two people. So overall, it's still yellow, but we're getting there because Helen is confirmed. For each person, you can also do other things. You can mark them back to pending, mark them as declined. You can resend the communication that, asks them to confirm that they'll be serving. You can update their preferences for serving, which we see over here, or you can remove them entirely from that assignment. The other way that you can schedule people is by using Rock's auto schedule feature. If I click the auto schedule button, it'll ask me, are you sure you want to auto schedule for these locations? And I'm gonna say yes. And look at that, people are automatically popped in. Now, how and why did that happen? All that the auto schedule does is it takes a look at your rooms and your times. It takes a look at your capacities, how many people you want in those rooms. It factors in all of those conditions, and then it compares it against the people's preferences. And so we know that Helen prefers Saturday at 04:30 in the Bobcat's room. And so sure enough, if we come over here to Saturday at 04:30, we can see Helen got assigned to the bobcat's room at that time, which matches her preference, which is great. So now that we've got some people assigned here, I'm going to go ahead and fill in a couple more slots. So now we've got, we've got a few people here with different statuses that we can look at. And this is a little bit more typical of something that you might see on your board. So now, we're going to navigate back to group scheduling and we're going to look at the group schedule status board. The status board shows a lot of really good information all packaged down into one convenient block where you can see for each day and time and for each serving area where people are or are not. So we can see our ushers. We still need people for our ushers. We still need people in our Bunnies Room. Our Bears Room for the 04:30 Saturday service, we still need one more person. We can tell that Trish was assigned to that but canceled. , we can see all of those statuses that we're not sure about Trish and Helen for the Sunday 9AM service, but we know that Brian is gonna be there, in the Bears Room. And there's more that you can do from this page. So from this page, you can immediately bounce over to the rosters component, which we're gonna look at in a different video. You can send communications to the people that you're scheduling. You can also narrow down which groups that you're looking at. This is a filter. Right now, we're looking at all the groups. But since we were looking at children's, if we just wanted to see children's only, we could do that. And it would simplify that view for us a little bit. And then similarly, we can filter on date. How many weeks out do we wanna show? Maybe I just wanna show one week and that's all. And here we can get a nice, concise view of who is doing what and where. And so the group scheduler is, as you can see, a quick and easy way, especially when people have their preferences set up, to take people who have expressed an interest in serving, who have been connected with the serving opportunity, and schedule them into specific places at certain times to serve. And so for more information, be sure and check out the other Rock U videos that we have on group scheduling, as well as the Rock Your Groups manual posted to the Rock Community website. Thanks for watching.