Worship Teams and Roles
Teams and Roles are special types of Groups designed to help you organize and schedule your people. Since they are Groups, you can also manage them directly from the People screen.
You can create a Team for any ministry, especially those with regular scheduling needs. Any leader with a ChurchTrac User Account can use the system to schedule their volunteers. For example, a Children’s Ministry leader might create a Team to manage weekly volunteers or nursery workers.
Creating & Editing Teams
To create a team, select "Add a New Team" at the bottom of your list of teams.
Once your team is created, select the Settings button to edit the team name, add a description, and assign a Team Leader.
You can also grant access to your Worship Outline, Songs, and Song Library.
Creating & Assigning Roles
Each team you create can have designated Roles. For example, if you create a Welcome Team, you might add roles like Greeter, Welcome Center, or Usher. To add a role, select the "Add a New Role" button.
After creating a role, select "Add Person" to assign team members.
You can search for names in your database or select existing members of the team.
A counter next to each role shows how many people are assigned to each role.
Select a role to edit its name or adjust how declined invitations are handled.
You can leave the slot open for others to sign up, automatically assign someone else, or manually select a replacement.
Managing Team Members
The Teams | Roles tab also helps you keep track of your team members, manage their availability, and update their contact information and communication preferences. You can see who is assigned to each team, mark dates when someone is unavailable, and ensure scheduling notifications reach them in the way they prefer.
Availability
To update a team member's availability, first, select the team member.
Then, select "Add Unavailable dates for [Team Member Name]."
Choose one or more dates when the person is not available; these will apply to all teams and roles. The system will alert you if you try to schedule them on one of these dates.
Select "Save These Dates" to save your changes.
Schedule
To view a team member's schedule, select "Schedule" next to "Availability."
From here, you can view their previous services (within the last 30 days), along with any upcoming services and their current status.
Profile
To update team members' details (phone, email, and communication preferences), select "Profile" next to "Schedule." This ensures scheduling invites are sent via SMS, Email, or both.
Team Reports
You can generate a team report that displays who served on a team and what role(s) they filled across multiple services or events.
In the flyout window, you can choose a specific team, select a quick date range or custom dates, and filter by status. Then select the "View Report" button.
