Who receives the rota communications I send?

ChurchSuite has incredibly sophisticated rota functionality, enabling you to set up ministries and publish rotas for services and events. Rotas can include both your regular ministry members and "ad hoc" people that serve as "one offs", but who are not part of the rota's underlying ministry. It may therefore be helpful to clarify exactly who receives rota-related communications when you send them. Let's go through each of the areas from where you might initiate a communication...

In this article

Emails sent from the Rotas section in ChurchSuite
Emails sent from the Services section in ChurchSuite
Emails sent from the Ministries section in ChurchSuite
Emails sent when publishing a draft rota in My ChurchSuite
Group emails sent from within My ChurchSuite
Children on rotas
Rota reminders

Emails sent from the Rotas section in ChurchSuite

Within the Rotas section of the Rotas module, when clicking through to a rota's "View" page, you have the option to Communicate with the members of that rota - to Send email, to Send rota and Send SMS. The recipients will be the rota's members - rota members include the following: -

  • All people in the rota's underlying ministry (even if they are not on the rota and even if the ministry is archived).
  • All people on the rota being viewed, including any ad hoc people that have been added and who still have future dates to serve on the rota, but who may not yet be in the underlying ministry. Ad hoc people that have served past dates on the rota but who have no future serving dates remaining on the rota will not receive the communication. Once an ad hoc person has served their last date on a rota they cease to be classed as a "rota member".
  • All ministry overseers designated in the rota's underlying ministry.

Emails sent from the Services section in ChurchSuite

From the Services section of the Rotas module, when clicking through into a service "View" for a date, you have the option to Communicate with all the rota members for all the rotas of the service date being viewed. In this context ministry overseers are not included in the distribution unless they are themselves on one of the service's rotas. The recipients are simply all the people on all the service's rotas being viewed for that date.

Emails sent from the Ministries section in ChurchSuite

From the Ministries section of the Rotas module, when clicking through into a ministry's "View" page, you have the option to Communicate with the ministry's members. Communications originated here are sent to ministry's members only - irrespective of whether they are on an active or future rota for that ministry, and irrespective of whether the ministry is active or archived. Ministry overseers are considered ministry members too - so they too will receive a ministry "View" page communication.

Emails sent when publishing a draft rota in My ChurchSuite

When viewing a draft rota in the My Rotas section within My ChurchSuite, ministry overseers can Publish that rota by clicking the Publish rota link at the top of the rota page.

Following this method opens the Publish rota email - similar to the Send rota option in the Rotas module - enabling ministry overseers to add a custom Body message before sending the rota by email.

Just as with sending a rota from the Rotas module, using this method will distribute the email to rota members as follows:

  • All people in the rota's underlying ministry - i.e. all those on the rota's Members list (even if they are not on the rota).
  • All people on the rota being viewed, including any ad hoc people that have been added to the rota and who still have future dates to serve on the rota, but who may not yet be in the underlying ministry Members list. Ad hoc people that have served past dates on the rota but who have no future serving dates remaining on the rota will not receive the communication. Once an ad hoc person has served their last date on a rota they cease to be classed as a "rota member".
  • All ministry overseers designated in the rota's underlying ministry in the Rotas module.

Group emails sent from within My ChurchSuite

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

The rota Group Email recipient list is determined by a Rotas module setting (on the My ChurchSuite Options tab)...

If Rota members is selected, group emails are distributed to:

  • All people in the rota's underlying ministry - on the rota's Members list.
  • All people on the rota being viewed, including any ad hoc people that have been added and who still have future dates to serve on the rota, but who may not yet be in the underlying ministry's Members list. Ad hoc people that have served past dates on the rota but who have no future serving dates remaining on the rota will not receive the communication. Once an ad hoc person has served their last date on a rota they cease to be classed as a "rota member".
  • All ministry overseers designated in the rota's underlying ministry in the Rotas module.
  • The rota group email's author will always receive the email too, since they are a rota member and only rota members can use the group email feature. Group emails are delivered to each recipient's regular email email and a copy will show in their My Communication page in My ChurchSuite.

If Ministry members is selected, group emails are distributed to:

  • All people in the rota's underlying ministry - on the rota's Members list.
  • All people on the rota being viewed, excluding any ad hoc people that have been added to the rota who are not in the underlying ministry's Members list.
  • All ministry overseers designated in the rota's underlying ministry in the Rotas module.
  • The rota group email's author will always receive the email too, since they are a rota member and only rota members can use the group email feature. Group emails are delivered to each recipient's regular email email and a copy will show in their My Communication page in My ChurchSuite.

Children on rotas

If you have children assigned to teams in a ministry or to rotas, they too can receive rota communications and rota reminders exactly as described above. The communications are sent to the designated Child's Email address (or Child's Mobile for SMS messages), as set in the child's profile in the Children module. If no Child's Email or Child's Mobile has been specified, the child will not receive the rota communication - rota communications are not sent to linked parents instead - they are only sent to the actual rota member. We therefore suggest that, where possible, you enter a valid email address and/or mobile for all serving children, or that a parent email address and/or mobile number is added into the child's email/SMS fields on the child's profile page - meaning that rota communications for serving children will be delivered to their parent email or mobile.

Rota reminders

Rota reminders are sent in respect of each rota date based on the sending schedule set in the rota's underlying ministry. Reminders are triggered automatically by ChurchSuite's mail system at around 8am on the day scheduled for the reminder. Therefore, bear in mind that if you have set a reminder to be sent "on the day" of the rota date for a ministry that serves before 8am, no reminder will be sent!

Rota reminders are sent to just the rota members assigned to the rota date. Ministry overseers do not receive the rota reminder unless they themselves are assigned to the rota date.

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