With the account settings taken care of, let's dig in and set up the rest of service planning. There's no wrong order to go in, but we recommend starting with setting up the roles and skills to be used later with people and teams. Look to the menu on the left side, expand the People tab, and select Roles and Skills.
The roles added here are used along with people to create assignments and events, and can also be used to show what skills your volunteers have. Add a new role by clicking Add a Role and giving the role a name and description. If teams have already been created, assign this role as a part of a team. If people have already been loaded into service planning, select the people that have that role as a personal skill. Also, upload any files that may be associated with that role if needed. When done, click Add. A best practice is then to reopen the role, and using the Edit icon, select an icon to associate with the role. To quickly view information about a role or skill, including the people that have that skill associated to their profile, click the Information I icon.
With the roles created, navigate back to the People tab, and select All People. Then, click Add a Person. If your organization does not have access to Amplify People, or service planning has not been integrated with a CHMS, you'll be taken straight to the New Person Editing page. If this is not the case, the first prompt will be to search for the person you are wanting to add. If the search finds a matching person, easily import them into service planning by expanding their name and clicking Import. If the person does not exist in either service planning or the Integrated Church Management Program, click the Create User button. The New Person Editing page has three tabs. Add all the needed details for the person, including their picture, contact information, user type and permissions on the General Contact Info tab. Use the Teams tab if teams are already created in service planning and assign them to a team. Use the Skills tab to assign the new person skills for any of the already created roles. When you are finished, click Save. This user will now appear in your people list.
To edit an existing user, click the Edit icon. Creating teams is a great quality of life process in service planning. Instead of having to schedule people one by one, add them to a team to then schedule that entire team all at once. To add a team into service planning, expand the People tab and click Teams. Click Add a Team to start. Enter the team name, a description, and if this team is specific to a location, select it. There are numerous other settings, like allowing leaders to create helper accounts, allow the team to view event flows, sending assignment responses and substitute notifications to team leaders, allowing team members to find their own substitutes, even self-sign up for open scheduled roles. Make the appropriate choices for the team, then click Save.
To start adding people to this team, or to edit the team information, click the Edit icon. Here, add members to the team, add or create team roles, create a team template to be used in the future, check the availability of team members, store relevant files, change team settings, and edit the assignment reminder settings to get an announcement out to the entire team. Click Send Message to Team to create an email that will be sent to everyone you select. Just make sure that they have an email address listed in their user profile. Also, schedule the entire team by clicking Schedule This Team.
More about scheduling to come in another video.
Updated