Scheduling Volunteers
Scheduling is often one of the biggest struggles of planning services and church events. The more people you schedule, the more complex things can become. ChurchTrac gives you the ability to define roles and send scheduling requests to your church volunteers.
Adding Names, Teams, & Roles
To add people or roles to a service, first select the desired service. Then, navigate to the Team Schedule tab and select the "Add People/Roles" button.
From there, you can search and add individuals by name, role, or team.
By default, it will display the teams you lead, but you can scroll down and select "Show All Teams" to access and schedule members from other teams.
In addition to selecting people for specific roles for that week, you can select the plus (+) sign next to a role name to add additional role slots for the service.
You’ll be prompted to choose the number of slots to add. You can also enable signups for that role, allowing assigned names to sign up for the available slots. 
On the Team Schedule screen, you’ll also have the option to notify the team of signup opportunities when you send out the invites to serve that week.
Sending Scheduling Requests
Once all your people are added, you can send a scheduling request for the service. To do this, open the Actions Menu.
Then, select Send Volunteer Invites, and choose the team you want to send invites to.
You can also enable a service or rehearsal reminder up to three days before the event. This reminder is a generic message and cannot be edited.
However, you can send a custom email to your team by selecting "Email Teams" from the Actions Menu.
If you need to send an individual invite after a cancellation, select the Send Invite button next to a person’s name.
This is also where you can notify the team of any available signup slots and send a message to the team.
You can send the invites right away, or schedule them to be sent at a later time. Watch our Pro Tip video about how these features can make volunteer scheduling a lot easier for you.
Editing Status and Roles
You can manually edit an individual's status or role at any time. To do this, select the individual and change it accordingly. For example, Jon originally declined to play keys this week, but he said he could play bass instead. We can update his role and status in just a couple of clicks.
You can also view member details on this screen and update your volunteers’ contact information and preferred invite method.
