Viewing multiple rotas in a single report
It's great to be able to view individual rotas and share them with ministry overseers and their teams. However, sometimes you want an overview summary of a group of ministries, either for a range of dates or perhaps just to know what's happening this coming Sunday - that's where the rota Overview report will help you. The Overview report is fully editable, meaning you can easily make changes across multiple rotas from within the same overview.
You can access the Overview report using the button at the top of the rotas index page...
...and from the "Rotas" > "Reports" section, selecting the "Overview" report from the list of module reports...
The Overview report can be filtered for a range of dates (or just a single date if you prefer). You can also filter ministries, rotas and roles, perhaps selecting just those that serve of a particular day of the week (default is "any" day). Ordinarily the report includes all team members on the selected ministry rotas, but you can optionally filter and sort by role. Finally, select whether to show empty dates (ideal for spotting if a ministry doesn't have a rota yet!), and the rota member's contact details table at the end of the report. Remember to click Generate in order to apply filter changes and see the report's results.
You can Print or Download the Overview report as a CSV or PDF, and Communicate to those people in the report's results by email or SMS.
The Overview report sorts by date, then time, and page breaks (in PDF view) on each new date. A summary rota member "contact list" is included on the final page(s) of the report, if enabled. The "rota members" table (which includes the contact details of rota members on the report) will always respect the individual privacy settings of each rota member. This means that the "rota member" list will only show names and contact details for rota members whose privacy settings like "Name/Mobile/Telephone/Email is visible" are enabled (set visible). For example, if "name is visible" is not enabled, that rota member will not show in the contact list within the report.
Note that the Print report option works best when the rotation is set to Landscape in the print preview settings. It may also be necessary to adjust other printer settings in the print preview in order to get the report to render more elegantly - this is wholly dependent on the printer. As an alternative, use the Download PDF option to render the report correctly, download it to your desktop and simply print it from there. Please note the PDF download will always split multiple dates to separate pages, regardless of whether the 'Print dates on separate pages' option is unchecked or not.
Note: When downloading the Overview report to a CSV format file, clashes and unavailability are distinguished by symbols in front of the rota member's name (!! for Clash, and -- for Unavailable) - colour and strikethrough text formatting are not possible when exporting CSV files. The downloaded CSV file can be viewed and further manipulated in popular spreadsheet applications such as "MS Excel" and Apple's "Numbers".
Note: The Overview CSV is sorted by "name" order only. It is not possible to download a file sorted in "role" order.
Did you know that there's a Overview report that your rota members can view in My ChurchSuite? It's called the All Rotas report and is visible to serving team members and ministry overseers. It works in much the same way as the Overview and is a great way for people to see what's happening on any given date across the church i.e. who's doing what and when!
Check out the related support article on "Granting all-rotas access to your serving team members". Tip - There's a Rotas module option that needs to be enabled before the feature is operational in My Rotas!
Note: It is not possible to export the "All Rotas" report found in My ChurchSuite to CSV or PDF files. As demonstrated above, a CSV and PDF file can be exported from the Overview (for multiple rotas) or from the Rota page for individual rotas.