Rock U - Groups - Group Scheduling

Transcribed Video Content

Filling every serving slot every week is one of the hardest jobs in your organization. Group scheduling handles that from the point where you're picking people, you're assigning them, you're even seeing their preferences, and then reflecting on how the season went. Group scheduling does all of those things. So let's talk about how it works from ends to end. Okay. Let's quickly cover a couple prerequisites. One of those is you should have some named locations and hopefully some that correspond with the actual location you're gonna be scheduling people for. Then you'll want to have schedules set up. I have some service times that align with when the church meets in this case. Then you'll wanna make sure that your group type that you're working with, which is serving team for me, has enable scheduling checked on. So I just went to the section, checked it on, and then I can look at the communication I wanna send. You'll wanna use this one button communication. That's a good one. This will send out an email to confirm with people about setting their schedule, and they can easily confirm. Then we can pick whether we want to require a reason if the schedule is declined. We can add a lead time for schedule confirmation. Then we can pick whether people get the opportunity to pick, whether they want to accept or if we auto accept for them. Then if you set a coordinator, you can pick notification triggers for them. And in this case, we're just showing notifications when someone declines, but you can also do it for when someone schedules themselves or accepts. Then reminders for people to remind them that they are serving. We can pick an email for that. This is a nice one out of the box. We can pick a lead time, and also we can run a workflow when a schedule is canceled. Now we've gone to the actual group we wanna use. I'm just using one of my groups under serving teams, which is the group type that we just set all of this up for. And some quick things to note is you can see scheduler pops up here because we have that enabled. And if I go to edit my group, there will be some important settings here. So you'll wanna make sure to look at those. As we step through this, you'll see meeting and scheduling details. And this is very important. I added my group location schedules, and I simply picked the location, which is Building 1, that's where we want the greeters to show up for this scheduling. Then the location type is meeting location. Location schedules, I just picked all of our service times as these are all service times we want people to serve at. Then very important is picking the person capacity for your schedules. So for each individual schedule I've picked what we've determined is the minimum number of people that we want to serve, the desired, and then the maximum. And that will just make scheduling so much easier in the long run. Don't forget that you can come back here and change this whenever you want, So you're not locked into this, but you'll see where this plays out in a moment where you see this minimum desired and maximum. We'll hit save. And there are things here we can pick to disable group member scheduling. Of course, we're not going to do that. We can make sure that we can hide this from the schedule toolbox and that's basically the group won't appear in the schedule toolbox for people. We do wanna do that though, as it allows people to set their preferences for when they want to be serving. Then we can require member requirements for scheduling. So people can't be scheduled until they meet their group requirements. Then confirmation behavior, again, we saw that on the group type. We can also set it separately here. We can pick the schedule coordinator and whether they'll receive notifications for the things that we set up in the group type. We also picked who can check-in and we can make it where people need to have a schedule to check-in or not. We can even pre select the group if they're scheduled. But we're happy with this, so we'll hit save. And I'm gonna click into the scheduler here. It's one of the ways to access the schedule. And before we go into anything, before I talk about filters, I'm just gonna show you something. If we click to add people, there's some different ways we can add people and we can pick matching week, assignment. And you'll notice that a lot of these people don't have their preferences entered yet. Preferences are super important, super helpful. They make the coordinator's job easier. So I'm gonna show you a way we can add preferences. If we go to the external homepage, and I'm on Alicia's profile right now, she is someone who's a part of this greeting team. So we'll just click on her account. And this is something that your people that are actually serving or whatever they're doing for group scheduling purposes, they can go to the schedule toolbox, their profile, and we can see here it says no upcoming schedules and that's right, but we're gonna click update schedule preferences. Then we'll just click into this group and this is one that Alicia is a member of. So it will look this for people who are members. She can pick when she wants reminders sent to herself if she does want any. Then the schedule, when is she available? We can say that Alicia is available every week starting today, and we can start to pick assignments. So we'll pick a schedule, let's say Saturday 04:30, Building 1, and you can pick preferences for locations. That's helpful if there's multiple locations, though, sometimes you'll just have one location. So we'll just give Alicia a couple times that she's available to serve, and now that is set up. So now I'm back at the actual greeters group. If we head down and we click on Alicia Marbles member details here, we'll see those assignments that she just set up. Super helpful. We can use this in auto scheduling and just making sure that she can be scheduled when it's helpful for her. Also, you can tell that we can make changes here as well for members if we know when they want to be scheduled. Though often that's something you'll want to hand off to them and show them how they can update it. You can also schedule blockout dates. And the way you do that is by clicking current schedule and pick schedule unavailability. So we can say a couple weeks out, Sunday, and we'll just have it be one day or unavailable. We can add notes. We can even add for a spouse in this case if they're unavailable as well, just a really great thing. And now when we look at Alicia's details again, we'll be able to see that she has, her block out dates, everything. When we actually go to schedule, we'll be able to see all of that. And, so it's really nice to have people with their schedules filled out. From there, it's time to get into scheduling. So let's click into the scheduler. And I started to give a lot of people preferences, so you'll be able to see some special features we have here, but it's showing the schedules that we've set up. And right now we're just viewing one week, but the way that we change what we're viewing is by clicking on these filters, we can select groups so we can actually view schedules for multiple groups at once. We can pick the dates that we're scheduling for, the specific locations and the schedules as well, but let's just apply it here. I'll show you what it looks to have different groups showing up. So for all the ones that have schedules, we can see the AV team and greeters, but let's just head back to greeters only view as that's who we're gonna be scheduling. So filtering is really nice. You can also easily clone schedules. That's great. And when you click this, you'll just pick the source week and the destination. So if this week everyone liked their schedule, you can go ahead and do the same thing on another week. Then auto scheduling is also great. I'll click on that in a moment. But some other things I wanna highlight real quick is you can change the zoom level here. And that's because sometimes you'll have tons and tons of dates here and you'll wanna zoom out. Sometimes you'll have less, so you wanna zoom in. You can see some documentation here. You can go full screen or you can copy a linked clipboard with all these filters. So let's click to add, and now you can see it looks a lot different now that people have their preferences in. And this is really great as a coordinator, you'll know exactly when and where to schedule people. You can pick to see people who have a matching week preference and say they have every week set up as a preference or first and third week, and this is our first or third week, whatever it may be, if this week matches their preferences, then you'll see them here. And if it's matching their specific assignment, a time, then you'll also see that here. So it's really easy to see who would prefer to serve when. And I'll just give an example. We'll add Ted here, and you can see Ted's here and we have it in red. And that's because Ted actually needs to go and accept this assignment. And without it accepted, we'll just see red here. But if we click the three dots here, the ellipsis, we can either mark him as confirmed, and this is what it will look . We can mark as pending, which will look a little bit different or even declined, which will just completely remove them from the list. And we can resend a confirmation if we want to confirm with them or we can update their actual preferences or completely remove them. So let's add another person here and actually let's make sure we're matching the assignment. We'll pick Phil and it will show Phil. We can do all the same things. Let's say that Phil is pending and these lines here have to do with those different kinds of capacity we added earlier for our schedule. So you can see we went at a minimum one, it would be nice to have two and then three is the maximum. So that's really helpful. Then we can individually send out those confirmations, I said, or you can send confirmations all at once to the group of people that are in this date range we filtered for and, the greeters, the buildings, all of that will be all the people that we've placed. Now, this is a super powerful thing I'm about to do. Once you have preferences in, you can actually hit auto schedule and it will use information when people are available and their preferences to start filling in different things so that you make it easier to get who needs to serve on the schedule and who wants to serve as well. So let's go through, we'll mark some of these as pending. We will confirm some of these as well, and we're starting to really build out our schedule. So now that we're happy with our schedule, let's head into group scheduling. And this is something you can also access from people group scheduling, even though we went from the group initially, but we'll go to the group schedule status board. Clicking here, you're gonna get a different view and it's gonna show all our different areas here of serving, and it will let us know basically where we're at, who's accepted, who hasn't yet accepted, Phil Coffey, Dan Richards, where do we need people? Where are we actually lacking people, our minimum or desired? And it's easy to hide some of these, just see exactly what we want. And we can go immediately to rosters if we want. So if we click here, we can set this up. We can pick groups, occurrence date, schedules, display role, but I'll show the roster later. Then again, we can send communications and this is to a wider group here. We can just pick the groups, include child groups. We can pick the statuses of people and more, but again, I'll go into that in a minute. We can look into the different groups we have here and we can just select the groups we wanna display. And then we can also select the number of weeks to show, then we can make this full screen. And it's just a great way to see where things are at and see the status of scheduling. Now we'll head back to group scheduling. Let's look into analytics. So this is really nice to just see how scheduling has been going. Let's look at the current week and you can view by a group, data view, person, but we'll update it. We actually need to select a group here and let's select the greeters. We'll update it. And now we can start seeing based on that scheduling we've already done, whether we wanna view by a group, data view, person, we can even select specific locations or schedules, and we'll get information who had no response, who declined, who attended. And since this is in the future, it will look people did not show because, the people that accepted haven't yet attended. But later on, when you look at times in the past, you'll see a lot more green for attended. And we can see for specific people a grid showing us, how many times they got scheduled, their responses, declines, attendance, if they had a decline reason and more. So this is a great dashboard that you can easily send out to people and they can look at the analytics of how scheduling is going for any sort of group, data view, or person even. And an easier way to send this out is you can use this copy to clipboard button and whatever you get from this link, you can actually bookmark it. Next time you come back using that link, you'll get these exact filters set up for you already. Now back to group scheduling, the group schedule roster. So we'll get that same pop up we got on the status board. We can pick an occurrence date. So we could say Sunday or... And we can pick schedules as well. Let's pick just all of them, and we can pick building one, which is where we have this team serving. We'll hit save, and this roster will pull up. And we can see people that are actually coming, and we get just an overarching view that is updating live, seeing who showed up. So this is a great thing to hand off to people that are coordinating schedules or need to know who's here, the roster of who's showing up to serve at what time, just a great way to see it. We can also pick whether this has live update. So if we go to the settings, we can see it's just as it was before. But if we go into the block settings, we'll click block configuration, then settings. We can pick whether there's a live refresh and then the interval of how fast that is. You might wanna make this less frequent if you notice it's slowing things down for you. And you can also change the lava that's rendering, this roster. So it's just super extensible, a great block to use to hand off to the coordinators, and they can see live who is showing up. Now, the one last thing we wanna show here is group schedule communication. You can simply pick a group, you could pick all of them for example, but let's just stick with the greeters and we can pick different invite statuses. So you probably don't need to send it to people who have accepted, but maybe to pending or declined and you can include child groups even of these groups. Then we can pick the schedules for people and send out a week, and it will create a communication the ones we saw before, but this communication will be sent out to this specific group and let people know the serving needs that we have. Group scheduling turns a weekly scramble into something you can trust. Start using this next season and see how much easier it is to assign people where they need to go.