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With people and teams set up, and songs and files ready to use in the library, it's now time to start creating events. However, a best practice is to first create event flow templates. These are used to create services more consistently, with all the generic elements for the flow of the event, whether the event reoccurs one or more times a week, or even once a year. Templates are selectable on the front end, saving time in the creation process. Navigate to the events item on the menu bar, expand, and click templates. Click create a template and give it a name and description. Click create to be taken to the creation screen. To learn more about Event Flow Templates, you can check out this article.
There are three tabs of note, libraries, elements, and people. Select elements from the panel menu, and drag and drop the event elements you'd like to use for your event. Click the round plus icon at the bottom of the screen to create any new element types that may be needed. Drag the elements around to reorder them, and add or edit details as necessary. Select libraries from the left panel menu to drag and drop songs, files, and content into the template event flow. You can also drag and drop people into the event flow from this view. More about scheduling people and teams later.
The event flow will save automatically with each change made. Existing templates can be edited from the templates page by selecting the edit icon at the top right. Apply a template to an existing event by clicking the box icon. Selecting the template to use from the drop down on the left, and selecting the event from the drop down on the right. Choose whether you'd like to replace the existing event flow, or append it to the end of the existing event's event flow. When creating a new event, you can select a template to be used from the event template drop down, or you can select the template once the new event has been created. Please note that within an Event, an Event Flow Template is required.
To create a new event from scratch, navigate to the events tab, expand, and select all events. Then, click "+New Event." You can choose to create more than one event at this time. Select the date and time for the event, and add a series title and bible passage if applicable. To use a template to create this event, select it from the drop down. When you're done, click create events. Next, select plan event flow. Select a template to be used from the event template area. If a template has not been created for this event type, create the flow of the event that you just made by selecting elements from the panel menu, and drag and drop the event elements you'd like to use for this event. Click the plus button to add any new element types that don't currently exist. Drag the elements around if you need to reorder them, and add or edit details as necessary. Select libraries from the panel menu to drag and drop songs, files, and content into the event flow. You also can drag and drop people into the event flow from this view, but more about scheduling people and teams later. The event flow you're working on will save automatically with each change made.
Selecting all events under events on the left panel menu will give a high level view of all of the events currently scheduled. From here, filter and view the events scheduled for a specific range of dates, see events based on location, copy an event flow to another date and time, view the flow for an event, and quickly view assignments and assignment status for that event. Once an event flow is set up, there are still a few more things to know how to do. If there is a special stage setup for a particular event, you can build that into service planning as well.
After scheduling an event, select stage setup. Set it up here. You'll be able to rearrange the stage just as you need it. In order for the stage to appear on screen,
1. Roles must be assigned to the event flow.
2. Those roles must have icons assigned to them.
3. People must be assigned to the roles that will be shown on the stage map.
The elements you see in the stage setup area are based on roles and assignments that you've created for that event. Click and drag the icons into their appropriate positions on the stage. When you're finished, click the save icon. There are also options to print the stage map and revert or reset the stage map. If this event will need to have a rehearsal, schedule it by clicking rehearsal from within the event. Next, click add a rehearsal and enter the time, date, location, and any notes for this event's rehearsal. To have an email automatically sent to the people scheduled for the event to let them know of the rehearsal, check the box here. When finished, click done.
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