Who receives the rota emails I send?

ChurchSuite has incredibly sophisticated rota functionality, enabling you to set up ministries and publish rotas that can include both serving team members from the ministry and ad hoc contacts that serve as "one offs", but aren't part of the rota's underlying ministry. It may therefore be helpful to clarify exactly who is receiving your rota emails when you send them. Let's go through each of the areas from where you might send an email...

In this article

Emails sent from in ChurchSuite to Ministries
Emails sent from in ChurchSuite to Rotas
Emails sent when publishing a draft rota in My ChurchSuite
Emails sent using "Send email to Rota" in My ChurchSuite
Children contacts on your rotas
Rota reminder emails
SMS communications

Emails sent from the Ministries page in ChurchSuite

In the Rotas module > Ministries, you have the option to Communicate with your Ministry members. Emails originated from here will only be sent to contacts that have been added to a team in the ministry (irrespective of whether they are on any active or future rotas for that ministry, and irrespective of whether the ministry is active or archived). Overseers do not receive these emails unless they are also members of a team in the ministry.

Emails sent from the Rotas page in ChurchSuite

In the Rotas module > Rotas, you have a similar option to Communicate with your Rota team members. From the Communicate drop-down button, using either the "Send email" or "Send rota" option will distribute the email to:

  • All contacts in the underlying ministry (even if they are not on the rota, and even if the ministry is archived),
  • All contacts on the rota, including ad hoc contacts that may have been added to future dates on the rota, but who may not yet be in the underlying ministry,
  • All ministry overseers designated in the underlying ministry.
  • Note: Ad hoc contacts that may have served on past dates on the rota, but are now not scheduled to serve on future rota dates, will not receive the email.

Emails sent when publishing a draft rota in My ChurchSuite

When viewing a draft rota in My Rotas within My ChurchSuite, ministry overseers can publish that rota by clicking the link in the blue Information message. Following this method opens the 'Publish Rota' email feature, allowing overseers to add a custom message before sending the rota by email.

Using this method will distribute the email to:

  • All contacts on the My Rotas 'Members' page i.e. all contacts in the underlying ministry (even if they not on the rota),
  • All rota members, including all ad hoc contacts that may have been added to future dates on the rota, but who may not yet be in the underlying ministry on the Members page,
  • All ministry overseers designated in the underlying ministry.
  • Note: Ad hoc contacts that may have served on past dates on the rota, but are now not scheduled to serve on future rota dates, will not receive the email.

Emails sent using "Send Email to Rota" in My ChurchSuite

The My Rotas section includes a 'closed-group' email feature that members can use to communicate with one another - perhaps to organise rota swaps or circulate prayer requests. The originator of the email can choose whether replies are sent to all rota members or just themselves.

Using this "Send Email to Rota" feature, emails will be distributed to:

  • All contacts on the My Rotas 'Members' page i.e. contacts in the underlying ministry (even if they not on the rota, and irrespective of whether the ministry is active or archived),
  • All rota members, including all ad hoc contacts that may have been added to future dates on the rota, but who may not yet be in the underlying ministry on the Members page,
  • All ministry overseers designated in the underlying ministry (irrespective of whether the ministry is archived or active).
  • Note: Ad hoc contacts that may have served on past dates on the rota, but are now not scheduled to serve on future rota dates, will not receive the email.
  • The email author will always receive the email too, since they are a member of the rota group; a copy will show in their My Communications page.

Children on rotas

If you have children on teams in a ministry or on rotas, they will receive rota emails and reminders exactly as described above. The email will be sent to the child's designated contact email address, set in the Children module. If no email address has been specified in the child contact, the child will not receive an email. In this way, rota emails are not sent to linked parents. We therefore suggest you enter a valid email address for all serving child team members, or that a parent email address is copied and pasted into the child's email field on the child's profile page - meaning that rota emails and reminders would then go to a parent email address.

Rota reminder emails

Rota reminder emails are sent to every contact and child on the rota for a particular rota date based on the sending schedule set up in the underlying Ministry. Reminder emails are triggered automatically by ChurchSuite's mail system at around 8am GMT on the day scheduled for the reminder. Therefore, if you have set a reminder to be sent "on the day" of the rota date for a ministry that runs before 8am, no reminders will be sent!

SMS communication

When sending communications by SMS (in ChurchSuite only), they follow the same distribution principles for email as outlined for each section of the Rotas module above.

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