Changing the display order of roles in your rotas

For role-based ministries or ministries that often have lots of roles - like worship - it's not always helpful for the rotas to be ordered by rota member last name. Being able to quickly see that each role are covered and has sufficient people in key roles is much more useful. In these scenarios you can easily change any rota's default Order, switching from Name order (the default) to Role order. You can also change the order of roles within a role-ordered rota - ideal for putting key roles at the top of the list. Here's how...

Changing the order of a rota

When viewing the rota select Edit [rota] from the Edit menu at the top of the rota page.

On the Edit rota pop-up window change the rota Order By from Name to Role and then click Save Changes. The rota is re-ordered and this setting will be remembered each time you view this rota. The rota's order is also respected in rota reports, including the rota Overview report and also when viewing the rota in the My Rotas section of My ChurchSuite.

Note: You can temporarily change the rota order using the Order filter options at the top of the rota Dates page, however this filter is only applied while the rota is being viewed and will revert to the rota's default order setting when the page is closed. Therefore, to make the rota order default to your preferred order be sure to follow the instructions above and Edit the rota's settings.

You can make changes to the Order of multiple rotas, or even all rotas, using the module's batch actions. Click through to the Rotas section. You may wish to further filter the list of rotas using Advanced Search - perhaps to just see rotas for a particular service or status. From the list click the checkbox for each rota that you wish to batch update, or click to select all rotas. From the Actions menu select Edit.

On the Edit pop-up window you can then select which batch actions to apply to the selected rotas. In the example below we are batch-editing the Order by field to Role order. Review thew Rotas that will be edited and type I CONFIRM to confirm the action. Finally, click Save to process the changes.

A progress indicator will show the batch actions being performed - do not interrupt the process. A success message is displayed at the end to confirm all the selected rota's have been updated.

Changing the order of roles within a rota

You can also change the order of your roles within a rota so that key roles such as "Leader" or "Worship leader" are sorted to the top of the list of rota members within each date on the rota. For example, you may be able to survive without an electric guitarist in your worship band for a week, but not spotting that you don't have a worship leader could be a real problem!

To change the order of roles head to the Roles section of the Rotas module in ChurchSuite.

Either click and drag the Order number, or click any number entry in the Order column (above) to open the Reorder window (below). Now you can use the up and down arrows to group together the roles for each ministry (if you wish) and also reorder the roles within each ministry grouping. Click Save when you are finished. Changes to role order take immediate effect and can be seen in all rota views in ChurchSuite and My ChurchSuite, and are respected in rota reports such as the Overview report. In the example below we've moved the 'Catering Team' role to the top of all the 'Alpha Course' ministry roles...

...so that the 'Alpha Course' rota role order now looks like this...

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