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Teams and Roles

Teams

These are the people in the system who can appear in rotas. Each person has a name, unique display name, email address (required if a user, manager, or admin) and an optional mobile phone number to receive SMS notifications.

 

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The people you have added need to be organised into teams, for example worship, tea/coffee, welcoming, security, creche.

A person can be in several teams.

A team can be single role or multi role.

In a single role team all people in the team do the same task, for example the security team or the welcoming team. In a multi role team there are specific roles team members fulfil, for example in a worship team there might be the roles of worship leader, keys, guitar, drums, bass. Teams can be changed from single role to multi role and vice versa but it is better to decide in advance the type of team. A multi role team can only be changed to a single role team if there is only one role in the team.

Once the team has been set up with the people required, it needs to be added to an event to appear in the rota (see Add teams to the event template)

If a person in a team is marked as a Reserve, they will not be automatically put in the rota but can be manually added to the rota later, for example if someone on the rota is not available.

Create a single role team

  1. In the Teams screen click on Add new
  2. Give the team a name
  3. Leave the Single role box checked
  4. Add people to the team
  5. Select if the person is a reserve in this team by checking the box
  6. Select if the person is to be made team manager by checking the box. They must be a user before they can be made a team manager, i.e. have a login.

Create a multi role team

  1. In the Teams screen click on Add new
  2. Give the team a name
  3. Un-check the Single role box
  4. Add people to the team
  5. Add roles
  6. Allocate people to roles
  7. Select if the person is to be made team manager by checking the box. They must be a user before they can be made a team manager, i.e. have a login.
  8. To select if the person is a reserve for a role, click on the role badge to bring up the list of people with that role. Check the box to make them a reserve.

NOTE: Steps 4 and 5 can be done in either order.