The schedules tab provides an overview of who is scheduled and for which role for upcoming events. Change the view by clicking the settings icon and selecting the number of weeks to display along with other sorting and filtering details. The settings can be saved and made the default view going forward or simply used for the current visit.
To schedule an entire team within the schedules tab, select teams from the panel, select a team, and drag the item assign entire team into the appropriate date and event. To schedule a person individually, select people from the panel, then drag and drop the person into their assigned event or events. The same process can also be done with roles. Teams and individual people can also be scheduled directly into elements of an event flow. Service Planning can alert planners if someone is unavailable or has a potential conflict with an assignment. Click on a person's name to find a substitute for that role. Or, simply select a new person, drag their name on top of the person whom you're trying to replace and release.
Getting your people and teams scheduled is great, but letting those people know just when and where they are planned to come in and help is even more important. Do this by sending an email notification right from Service Planning. Once everyone is scheduled in the schedules tab, click send notifications. Select the events for which to send email notifications and the teams to be notified, and enter a subject and the body of the notification email that will be sent out. Conveniently, instead of recreating the same email notification week after week, service planning will store the subject and body for reuse again in the future. Just click on the previously sent messages dropdown to select the subject line to reuse. When you're done, click send notification.
Those people who have been assigned will receive an email notifying them that they've been scheduled to serve and prompting them to accept, decline, or tentatively accept. Planners can view or change people's assignment statuses right from the scheduling tab. Initially, volunteers are penciled in before they are notified, after which they are put in awaiting response status.
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