Adding library items

Overview

The Planning module enables churches to easily produce plans for services, events and bookings (or to create an entirely unlinked plan). Plans are a great way to keep everyone in the loop about the running order of an occasion, so that those involved know precisely who's doing what and when - plans keep everyone on track.

A Plan is essentially an ordered list of items representing the various elements that make up the plan, with each item in the list running consecutively based the item's duration and optional start time. We've made it really easy to build and manage your own Library of items, so that populating plans is quick and really intuitive.

Plan items are categorised into different Types - for example, in the context of a church service, you might have Types for "Prayers", "Songs", "Readings", "Sermon/Message", "Announcements". When adding items to a plan you'll first select the item Type and then either search within the Library for items of that type, or you can add an ad hoc item if you wish.

In this article

Creating item types
Adding library items from the Types section
Adding library items from the Library section
Adding library items directly from a Plan or a Template

Creating item types

The Planning module comes with several sample, commonly-used Types pre-installed. Before adding Library items you may wish to further customise these or add your own Types suitable for your needs. Navigate to the Types section within the Planning module. From here you can View or Edit any of the existing Types in the list...

...or, to add a new Type, click Add type.

On the Add type pop-up, enter a suitable Name and select the Colour that will be used to distinguish plan items of this Type on Plans and in lists of Library items. Optionally add the Type's default Duration - you'll be able to change this on an item-by-item basis when adding items of this Type to a plan. Finally, tick to enable CCLI tracking if you wish to track usage of items of this Type - typically this would be for a 'Song' Type. Enabling CCLI tracking will enable a CCLI number field on library items of this Type and will ensure accurate tracking of song usage to help with CCLI reporting. Click Save to add the new Type to the list.


After saving you'll be presented with the Type's "view" page. You can return here at any time in the future to make changes to this Type. From here you can optionally add questions to the Type. Questions are like custom fields and they're ideal for storing extra pieces of information with each library item. For example, for a 'song' Type you might add questions for the song's key, the tempo, the author/artist, the video link and Spotify link for the song to help resource your worship team for rehearsals. Click Add question.


Enter the question Name e.g. "Author/artist", "Tempo", "Key" and select the response Type from the drop-down list. For Drop-Down List, Radio List and Checkbox List types you'll be able to add a list of Options. In the example below we've added drop-down list Options for the song's "Key". Then, for each "Song" library item you'll be able to select the song's "Key" from a drop-down list. Notice how the list of Options can be re-ordered by dragging the crosshair icons. Finally, optionally set the question's Visibility - choosing whether the question and response should be accessible from a plan page. For example, a song's author/artist is helpful information for a song library, but it may be superfluous on a plan page - in which case you might set that question Hidden. Click Save to add the question.

Continue adding questions as required for the Type. In the example below we've added several song-related questions. When adding a song to the Library we'll now be able to add additional song information in respect of each of these questions. Note that questions can be re-ordered - simply drag the Order number or click the order number to move a question within the list.

You can return to the Type "View" page at any time to make further changes. Be aware that Editing or Deleting questions and response options will affect existing data. Similarly, Deleting a Type entirely has significant consequences - all library items of the Type will be deleted, and all plan and plan template items of the Type will be deleted too, including the item usage history and CCLI tracking - Delete Types with extreme caution!

Continuing with the example shown above, now, when adding items to the Library that have a "Song" Type, the Type's questions are displayed on the form for completion.

In the next section we'll look at how to begin building a Library of items, each categorised by Type.

Adding library items from the Types section of the module

From the Types section of the module, click to view a Type.

Click on the Library tab. 

As shown in the example below, here you'll see a list current Library items (if any) for this Type. The list shows Active items but the View selector can also be used to switch to show Archived items. The Search feature can be used to locate a particular item in a long list - the list auto-filters are you type in the search box. The list is ordered alphabetically by item Name. From the list you can View, Edit, Archive and Delete library items using the cog actions menu on the right hand side; you can also manage the Files associated with the library item (see the related support article for adding and managing files).

To add a new library item click Add library item. Complete each of the fields of information as appropriate. Required fields are designated with a red asterisk. Notice that the Type-specific questions, explained earlier in this article, are also listed. Complete the responses as appropriate and click Save to add the new item to the Library.

In the example below we're adding a "Song" Type library item. The library item's Duration is suggested based on the default duration set for the Type but this can be overridden if you wish. CCLI tracking has been enabled for this Type, so the CCLI Number field is included. Add the song's CCLI number so that the song's usage can be easily tracked across all your Plans. A related support article explains how to produce reports on Library item usage, including CCLI reporting of song usage within a range of dates.

Complete the remaining optional fields. The Spotify Link allows you to store a clickable music link against a song, ideal for worship teams wishing to share resources for band practice. Simply begin to type the song name and the list will auto-suggest as you type - select as required.

The Video Link field can be used to store a performance video of the song e.g. from You Tube or another online media aggregator. CCLI's Song Select website includes a wide variety of worship-related resources available by subscription, including media links and downloadable chord charts, lyrics and music.

Click Save and the song item is added to the Library. You can return to the Type "view" page at any time to make changes to a related library item by clicking Edit from the cog actions menu on the right hand side.

Adding library items from the Library section of the module

While the method shown above is ideal for adding library items of a particular Type, the module's Library section provides a full, searchable library list of all item Types. The list View can be switched between viewing Active or Archived library items, and the list can be further filtered by Type. You can also use the Search box to locate specific items in a long list - the list auto-filters as you type in the Search box.

To add a new library item click Add library item. The process of completing the Add library item pop-up is exactly as explained in the previous section, except that you will first need to specify the library item's Type. This will determine which fields are displayed on the form for completion, depending on the questions you have previously added for the Type, and whether CCLI tracking has been enabled for the Type.

NOTE: If you wish to add a library item for a Type that doesn't yet exist, return to the first section in this support article to first add the Type before returning to this section to add a library item. Type is a required field, needed for categorising library items and distinguishing items on plan pages, and therefore cannot be left blank.

In the example below we're adding a library item for a prayer that's being categorised in a "Liturgy" Type. Click Save to add the item to the Library.

After saving, the library item's "View" page is displayed, showing all the details added on the Add library item form. Again, you can return here at any time in the future to make changes to the library item. This is also the place where you can upload and attach files related to the library item, and where you can view the library item's usage - see the related support articles for further information on files and usage.

Adding library items directly from a Plan or a Template

When working with Plans and Templates, it may be that you've add ad hoc items to a plan/template that you now wish to re-use on other plans or templates. With that in mind we've made it super easy to add ad hoc plan items to the Library. Here's how...

Within either the Plans or Templates section of the module, when viewing a plan or template, you'll see an Add library item option on the cog actions menu on the right hand side. This option only shows for plan items that are not already Library items. Click Add library item. If this cog action isn't shown it means the item is already a library item.

The ad hoc plan/template item will be added to the Library categorised with the same item Type that it originally had on the plan/template. As explained earlier in this article, the item's Type determines which questions are displayed on the Add library item pop-up. Give the library item a suitable Name and optional Duration, complete the type-specific questions and click Save to add the plan item to the library.

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