Rock U - Groups - Group Scheduling Roster and Communications

Transcribed Video Content

In this video, we're gonna take a deep dive into the group scheduling roster and group scheduling communications. Because when it comes to group scheduling, the process typically just doesn't end when you've assigned a person to a room and a time. There's lots to manage. And so Rock offers these tools to help who is when and where and to help you communicate with the people who are serving your organization. So let's take a look. To start, let's circle back to the group scheduler to take a look at what we've got going on for today, happens to be Friday, May 15. And we have our fake service time set up that says 12:01AM. It's just meant to run every day. So ignore that. That would usually be a standard service time. But we've got Brian and Trish in the Bears Room and Helen and and Trish also in the Bears Room. These are two separate services. They look the same because of our test data in here, but these are separate services both in the Bears Room. So we've got them all scheduled just we want. And from the group scheduling main navigation, we're now gonna go and check out the group schedule roster. The group schedule roster is a list of the confirmed people for today and where they are by service. So we can see we'll only ever see today's. So it'll have today's date, and then we'll have each of the different service times. And then for each of the different service times, we have the rooms, the area where the person is serving, and then the people themselves who are serving. Now, again, these are only confirmed. People who have not confirmed that they're going to be serving and people who have declined will not show up on this list. So, this is great for the day of and especially you'll notice this little checkbox next to each name. So if you need to print out this list and check off that people are actually physically here who have who have said that they will be, who have confirmed, you can do that quickly and easily. This is updated live. And so for some staff or volunteers, maybe this is the only group scheduling page that they have access to because this is all they'll need. As people get added to the schedule or as they confirm, they will appear. They'll be added to this list live. You can check the little gear icon here to filter what it is that you wanna see. Right now, we're showing all of our serving groups and all of our schedules, but we're just showing the bears room. We could tack on the AV booth, and if we did that, we don't see anything. And why is that? We don't have anybody in the AV booth right now. Now, for a deeper dive, administrators can go into the block settings for the group schedule roster, and you can disable the live refresh. But as long as it's enabled, you can set the refresh interval. The default is ten seconds, so it'll refresh every ten seconds. We suggest moving this up a little bit. 10 every ten seconds is probably a little bit too frequent. It's possible it could put some load on your system. So, , you might want every two minutes should be just just about fine. Every hundred and twenty seconds, it'll refresh and you'll get that refreshed list of names here on the screen automatically without having to click the browser refresh button or anything that. You'll just see them pop in. Next to the group schedule roster in the group scheduling area, we have group schedule communication. Now, can navigate to it here from going to people and group scheduling, but you can also get to it other ways. So, for instance, we have a separate video on the status board, and we mentioned in that video that you can click this send communications button, and it'll get you to the exact same spot as the group schedule communication. So there's more than one way to get here. But once you click on it, it'll bring you to a page where you're gonna define who it is that you wanna communicate with. And, of course, this isn't just anybody in the system. These are going to be people who are part of your group scheduling process. These are going to be people that are serving with you, working at services or events, that type of thing. So to send a communication, , maybe we wanna reach out to all those people who are just pending or who have declined. , maybe we need some additional people, we'd to put out a put out a message that says, hey. We really need people. So we're gonna look for people who are pending or declined. Maybe the people who are declined have changed their mind. And for which groups? Well, our serving teams, for sure. We're we need people right now for children's and ushers. So all of the people in the children's and ushers groups who have an invite status of either pending or declined, we're gonna send them a communication. Now, which schedules? what? We need them for our Sunday at 09:30 and our Sunday at eleven services. Those are where we're missing some people. And then, of course, for which week, and we're gonna just use the current week. But you can indicate which week to target according to the schedule. So if somebody accepted one week but declined a different week, , you'd need to know that, and that's what the week selection is for. You can also choose to include child groups. In this case, these are the the lowest level of group, but we could have alternatively just clicked serving teams and then clicked include child groups, and that would have and that would've sent us to everybody on every team. And you can also specify locations. Right now, we only have people scheduled according to these schedules and these dates in the Bears Room. So the Bears Room is the only location that comes up. If we had people in other rooms, those other locations would come up as well. But since it's required, we're gonna check Bears Room. And this is the communication I wanna send is to all my to all my teams at this point who have either pending or declined their response for these service times for this week. And I'm gonna click create communication. Now on the recipient list here, it's doing a little bit of editing for you. So so it's letting us know here that, that Brian doesn't have an SMS phone number, which is fine. Trish does. And so it'll go by their preferences for how they wanna get receive a communication. But this all looks good. If I needed to add a person, I can. But, again, this looks fine. And so I'm going to just click next. And with that in place, we have our people selected. I had the opportunity to add more people if I needed to. And at this point, we're basically in the communication wizard. We're starting a communication based on the recipient's preference. It knows who the people are that this communication is going go out to because we just finished telling it who the communication should go out to. And so from here, it would pick up with the regular Communication Wizard process. And we have other Rock U videos and documentation out on our community website that go into the communication wizard and how that works. Now, of course, these features are optional, so you might be using group scheduling, but not these features. If that's the case, hopefully you'll start using them. Or either way, hopefully you've seen what kind of value that, that these tools can add for your organization. For more information on group scheduling or communications, Be sure and check out our other Rock U videos, as well as our manuals posted to the community Rock site. Thanks for watching.