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Volunteer Scheduling Overview

The Volunteer Scheduling module allows church administrators to organize ministries, assign volunteers, and automatically manage serving rotations.

This system helps ensure every service and event has the people it needs, while also notifying volunteers and allowing them to confirm availability or request substitutes.

Accessing Volunteer Scheduling​

  1. Open the Volunteer Schedule module.
  2. Tap the Schedule Admin icon in the app bar.

This opens the Volunteer Scheduling administration area. The icon only appears if you have permission to manage schedules — App Admin, or Volunteer Schedule module admin.

Beside it is Download live schedule, which pulls the current published schedule from the server — useful for printing a copy for the foyer or the sound booth.

Assignment statuses​

On the schedule itself, an assignment can be set to:

StatusMeaning
PendingAssigned, but the volunteer hasn't responded
ConfirmedThe volunteer has accepted
Request SubThe volunteer needs someone to cover

Administrators can also Change assignee to swap someone directly. You'll see Assignee updated. once it saves.

What You Can Do​

From the Volunteer Scheduling admin area you can manage the entire scheduling workflow:

Events​

Create services or ministry events that require volunteers
(Example: Sunday Morning Service, Wednesday Bible Class, Special Events)

Jobs​

Define positions that need to be filled for each event
(Example: Greeter, Nursery Worker, Song Leader, Sound Booth, Communion Prep)

Volunteers​

Choose which members are eligible to serve in each job.
You can limit jobs to specific individuals or groups.

Create Schedule​

Automatically generate a schedule by assigning volunteers to jobs based on availability and rotation rules.

Pending Schedule​

Review newly generated schedules before publishing them to the congregation.
This allows administrators to make adjustments before volunteers are notified.

Metrics​

View participation statistics such as:

  • How often volunteers are serving
  • Who is serving the most or least
  • Coverage of ministry positions

These insights help balance workloads and prevent burnout.

Notification Settings​

Configure reminders and assignment notifications sent to volunteers when they are scheduled.

Substitute Request Notifications​

Control how administrators are notified when a volunteer requests a substitute for an assignment.

How It Works (Typical Workflow)​

  1. Create an Event
  2. Add Jobs to that event
  3. Assign Volunteers to each job
  4. Generate the Schedule
  5. Review the Pending Schedule
  6. Publish the schedule and notify volunteers

Each section above has a detailed guide:

See also My Schedule — what volunteers themselves see, including how they accept an assignment or request a sub.