Rock U - Groups - Person Preferences and Auto Schedule v12

Transcribed Video Content

Of course, the goal with group scheduling features in Rock is to help you to empower your ministry. And one of the best features for doing that is the auto schedule feature. Because after all, anything that you can automate helps save you time and money, and it's a great feature. Group scheduling relies on people having their preferences set up for when and where they want to serve for for auto scheduling to really work. So, in this video, we're going to show you how people can set their preferences, how you can set their preferences, and then how auto scheduling looks at those preferences to assign people to serving locations and times. So we're gonna start in Rock, and we're gonna navigate under People and Manage to Group Scheduling. And in prior videos, we've looked at the Group Scheduler feature. And so we're going to take a look at it again, and we're going to look at the greeters. The greeters is kind of a blank slate right now. We've got Wendy and Sean, who are members of our greeters group, so they're ready to get assigned out to service times, but nobody has yet. We can also tell, because there's nothing here, that Wendy and Gilbert or I'm sorry, Wendy and Sean don't have their preferences set up yet. So we're gonna log in to the external site as Wendy, and we're gonna see what it looks when she goes in to set up her preferences. So, here we are on the external website, the main sort of landing page. And you can tell that we're logged in as Wendy. It says, hello, Wendy, over here near the top right. And we're gonna go under that login area to the My Account. And here we see Wendy's My Account page. And from there, we're gonna go to the schedule toolbox. Alright. No upcoming schedules. And what does that mean? That right now, she hasn't been assigned to anything. That's about to change. Right after we set up her preferences, which is what I'm going to click next. So we already know that she's serving every week, and has been serving since May, '20 '20 '1. But we don't have any preferences down here. We don't have any assignment preferences. And so we're going to add some by clicking the little plus button down here. And Wendy gets to pick a schedule. So what times? We're gonna say Saturday at 04:30. And do you have a location preference? In this case, it's greeters. We just have one location. It's the worship center. But if there were multiple locations, if they wanted the Bears Room or the bobcat's room or something that, they'd be able to indicate the location there. And we're gonna hit save. I'm gonna add a second row here because that was for Saturday at 04:30. But what about Saturday at six? Saturday at six, maybe there is no location preference. Because maybe if it's not at the worship center, if there's another location, go ahead and put me there. I can be there anywhere. And then we can go through for each of the service times and then each of the locations for those service times and set up preferences. Where does this person want to be and when? At any point, the person can go in and delete these preferences or edit them. It's all available to them as long as they log in to your website and go to the my account page. Now, they can also add blackout dates to make sure that they don't get scheduled, maybe if they're on vacation or they have other plans, things that. So we can click the plus button here too, and we can give a date range. And we can say, what? I'm gonna be blacked out for those three days. And they can give a description. I'll be out of town those days. For all of the groups, she's only in greeters, so that would be the only group that would be impacted by this. But if she were serving in multiple groups, we could just say all groups. And one of the handy things is that she can do this not only for herself, but if Brian is also serving, who is her husband, we can have Brian have those same blackout dates. Because oftentimes, especially if it's a vacation or something that, the husband and wife will be going together. And so you can set this up two for one all at once. And we're gonna save that, and we can see that we've got the Wendy and Brian's blackout dates listed here. So we've got some preferences, and we've got some blackout dates. So at this point, we're gonna go back to the group scheduler to see how all this feeds into it. Here in the group scheduler, we see some things that we didn't see before. So instead of just Wendy's name and that she's a member, we see for Sean here, now we see all of her preference list preferences listed out. We also see that she's got a little icon here, that little person icon. If we hover over her card, we can see that she's got a partial blackout from May 16 to May 16. We only did it for a day there. Now, even though we set up the blackout for multiple days, it only impacts those days on this schedule. Because you'll notice that this doesn't go beyond May 16. So, even though the blackout extended beyond May 16, we don't see that listed here because it doesn't matter for the week that we're looking at. So, now that Wendy has some preferences set up, we're gonna set up some preferences for Sean as well. And just that, using some video magic, we have Sean with some preferences there too. So, now that everybody's got their preferences set up, we can use this great button over here in the group scheduler auto schedule, which as we explained in the overview video, it takes your current schedule, these dates, times, and locations, matches them against the person's preferences, adds in any blackout dates, stuff that. Takes all of that into consideration, and then starts plugging people in according to where they should go based on all of those considerations. So I'm gonna hit auto schedule, and it's gonna ask, are you sure? I say yes. And there we go. Wendy and Sean have both been assigned to the worship center for the Saturday 04:30 and Saturday 6PM services. Now, there's one or two things that we want to note here. First of all, you'll notice that nobody got assigned to the Sunday, May 16 at 9AM worship center. Now, why not? Because Wendy does have a preference for Sunday at 9AM serving at the Worship Center. Of course, she didn't get assigned because she has a blackout on May 16. And so we know she's blacked out, so she didn't get assigned. Sean, on the other hand, Sean only seems to wanna serve on Saturdays. Saturdays. That's his preference. So he only works Saturdays, and so he got assigned to the Saturday slots, but not to the Sunday slot. If he had a Sunday preference, he would have been assigned there. So this leaves us needing a couple people for our worship center greeters position on Sunday at the 9AM service. You'll also notice the different icons that we see. They're all yellow check marks except for one. Wendy Gilbert got assigned to the worship center for Saturday at the 6PM service even though she didn't specifically request the worship center as the location that she wants to serve in. She just said she wanted to serve at that time. And so it's got that little dash symbol indicating that, that Wendy was here, but she didn't specifically request the worship center. She just said she wanted to serve at this time. So hopefully, you can see the value in encouraging, those who are serving with your organization to go out to the website, put in their preferences. If everybody has their preferences set up for when they wanna serve and where, all that you need to do is go into the group scheduler, hit auto schedule, and everybody will go where they wanna go. No fuss. Nice and easy for you. If you need more information on group scheduling, be sure and check out the other group scheduling videos that we have posted here to Rock You, as well as the Rock Your Groups manual posted to the community web site. Thanks for watching.