Rock U - Groups - Person Preferences and Auto Schedule

Transcribed Video Content

For the purpose of group scheduling, we're going to talk about person preferences and auto scheduling. And the two are related. So, person preferences means that a person will go in and set their serving preferences. And then auto schedule, which is a feature within the group scheduler, will use that information to assign that person to an appropriate assignment. And so, to get started, we're gonna need to have already set up a few things before we can use this. We're gonna need to have set up the group meeting details, which itself has prerequisites. You can see here we have the location and the location types and the schedules. And so, you need all of that already set up in order for a person to use the person's schedule toolbox preferences, which we're going to show you right now. So, here I am logged in as Ted to the external site. And as Ted, I'm going to go here into my account. We'll give that a second here. And so here we have Ted's my account page as you can see. Now from here, we can click on the schedule toolbox button there kind of along the right hand side. We're going to go ahead and click on that. Now this will show for the my schedule, this is going to show his upcoming schedule. So we can see that he's already signed up to be an usher at the main campus at 9AM, and he's confirmed that. We can we can cancel the confirmation if we need to, but for right now what we're interested in is seeing his preferences. And so here we can see that he's part of the children's group and part of the ushers group. He set do not send a reminder for both, which is fine. So we won't send him reminders before the event occurs. And as for the schedule, we have no schedule set, which means that he doesn't necessarily have a preference for those. But otherwise, we can say, yeah, we're gonna do it every week. Now, we do that, you can see that now we have a series of options from which we can choose. These are the same options that we would have attached to the group in the meeting details. And so he's gonna pick a couple of these. And from here, he can pick his location preferences. And so we're gonna do that, and we're gonna also give him a few no location preference options for Sunday. So he's only really picky on Saturday. Now, on top of being able to set preferences for days and times and locations, you can also set blackout dates where the person doesn't want anything to occur. And so we're gonna say that maybe the week of Christmas, perhaps that Sunday through Saturday, we're gonna say that he's out of town for any group. And we can also add in these are Ted's family members, and so you can do this for the family members or just the individual. We're just going to do it for the individual. We're going to say that this is just for Ted right now. And now we have those set, and everything is already saved for us. So if I were to kind of go out and come back in, you can see that all of this is still here. I haven't lost any of it. And so now that these preferences are set for Ted, we're going to see how this gets used by the group scheduler. So, back on our internal website, we're going to head to the people and to group scheduling. And we're going to look at the group scheduler. Now I've got it set up here for the children's for this for the week of twelve nine to 12:15. And I'm going to change it to the Saturday at 04:30PM schedule. And for either the bears or the bobcats room, those are the locations that we have set up. And the source of the people is going to be the group, and we're going to show all the group members of the children's group. And so here we have Ted and also Cindy and a couple other people. And what we're going to do is come over to the auto schedule button here near the top right of the block and click on that. And it will ask for confirmation and yes we are sure, so we going to click okay. And as you can see, Ted's name has been moved from the people side over to the Bears Room for the Saturday at 04:30PM meeting. Now as you'll recall, that's because Ted had selected that as his preference in the external website. If I go to Saturday at 6PM and then hit auto schedule. Yes, I'm sure. Now we see Ted added to the Bobcat's room automatically because again Ted had selected Saturday at 6PM that his preference was to be in the Bobcats Room. And so the system diligently assigned him there. Now let's check out Sunday at 9AM. And if you recall Ted didn't have a room preference for Sunday at 9AM. So we're going to go ahead and auto schedule here too and click okay. And as you can see, Ted's not assigned anywhere because he has no preference, which means he can kind of go anywhere, which is fine. And so what are we going to do for Ted on Sunday at 9AM? Well, could use the group scheduler to assign him, but we're going to go back to the external site to see how he can sign up for himself. So here from the external site, we're going to go back to my account and back to the schedule toolbox right where we were before. And you can see now the two rooms to which he was assigned using the auto schedule feature, the the two times in the two rooms. And now we're gonna go to the sign up tab, and you can see here that for the future, we've got the Sunday 10:30, Sunday twelve. We have Sunday 9AM. We have all these options that we can select from, and we're gonna go ahead and pick the bears room for 10:30. And again, we can go all the way down. We can see how far out this goes. And you can see here that it's already been saved, so we don't need to look for a save button or anything that. We have that confirmation visually on the screen. And now, if we go back to the internal site. And so, back on the internal site, we can go to the people section and go to group scheduling. And from there, we'll go to the group scheduler. And we can see right here, Sunday at 10:30AM, which is what we just signed up for. We've got Ted Decker in the Bears Room in Green because he signed for it, so it's naturally confirmed. And if we auto schedule for the same time and location here, you can see that nothing changes because Ted had already signed up for it and the auto and none of the other people have indicated their scheduling preferences. And so nothing happens, but his spot there is secured. And so hopefully you can see how useful it is to have people go in, set their preferences so that they can be used by the auto schedule feature to make sure that everybody gets into the rooms and the times that they want. Everybody has their own preferences, and when those preferences are entered into the system, it makes it really easy to make sure that everybody is happy and that you're not putting someone somewhere where they wouldn't prefer. So, set your preferences if you haven't already. Encourage your volunteers to do the same. And thanks for watching.