Assigning rotas to services

By assigning rotas to a Service you can group all the rotas for each of your church's Services for reporting and communicating with those involved, visualising who's doing what across all of the rotas for each service and where the gaps are. Rotas assigned to services share the same Service Notes, ideal for disseminating important service details such as themes and readings.

In this article

Adding services
Assigning rotas to services - ChurchSuite
Assigning rotas to services - My ChurchSuite
Working in service view
Managing existing services

Adding services

Intended functionality...

While Services (and service notes) are added by Rotas module users within ChurchSuite, ministry overseers working within the member-facing My ChurchSuite can assign the rotas they oversee to existing services.

Multi-site churches

Since Ministries are site-specific, each Site has its ministries and rotas. You will add each of the services for each site and in this way you can group rotas for each Service and each Site.

Multiple services?

While it's not necessary to assign every rota to a service - some rotas may not relate to a service at all - a rota can only be assigned to one Service. If you have used "roles" to distinguish your various services in a rota, you will need to break the rota into separate rotas, each assigned to the appropriate service.

To add a service, navigate to the Services section of the Rotas module and click Add service.

On the Add service pop-up, give the service a suitable Name. You may wish to include the Site name in the service naming convention e.g. "9.30 am Family Service (South Site)" as distinct from "9.30 am Family Service (North Site)" - this will be helpful to rota members when viewing their rota reminders and lists of serving dates and rotas in My ChurchSuite - especially where people serve on rotas at multiple sites. When adding a service, you may also see rotas listed that have not yet been assigned to a service - tick the Rotas to be assigned or ignore the ones that don't apply to the service you are adding. Click the Save button to add the new service.

The Service 'view' page opens - we'll explore this view later in this article.

The Service is added to the list of services.

Assigning rotas to services - ChurchSuite

In addition to the method above of assigning rotas to a service when the service is first added, you can easily assign rotas to a Service when adding a rota in the Rotas module. On the Add rota page select the Service from the drop-down list.

Similarly, you can Edit an existing rota...

...and assign the rota to a Service. On the Edit rota pop up select a Service from the drop-down list.

You can also bulk-assign existing rotas to a Service using batch Actions. Working within the Rotas section of the module, select one or more rotas in the list. For long lists of rotas, you may find it helpful to use the Advanced search to filter and identify just those rotas not already assigned to services. Tick the checkbox on the left for each rota to be assigned to a service and select Edit from the batch Actions menu...

On the batch action Edit pop-up tick Service and select the appropriate service from the drop-down list...

Returning to the Services section, notice that the list of services includes details of the Date Range of the rotas for that service and the day(s) and times that the rotas for that service Serves On. Clicking on a service in the list will open the Service "View" page - see the later section.

Assigning rotas to services - My ChurchSuite

Ministry overseers working in the My Rotas section of My ChurchSuite can assign the new rotas they're creating to an existing Service. On the Add rota pop-up select the Service from the drop-down list.

Similarly, Ministry overseers can Edit an existing rota in My ChurchSuite and assign the rota to a Service. On the Edit rota pop-up select a Service from the drop-down list.

Working in service view

Working from the Services section of the Rotas module, selecting a service from the list will open the service view.

From service view, you can navigate to any service Date within the range of dates of the linked rotas. You can make changes to any rota in the service view without having to open each rota separately.

The service view respects the rota order of each underlying rota, however, you can override this and change the Order to Name or Role order for all rotas in the current service view.

The Add dates button is visible at the top of the service view date where one or more of the service rotas don't yet have that date instance. This may be intentional - for example, a "Communion" rota that only serves on the first Sunday of a month may not be visible on the service view for the other Sundays of the month. However, you can use the Add dates button to add additional service dates to some or even all of your existing rotas if you wish. For example, to add an ad hoc "Christmas" or "Good Friday" service date to your existing weekend service rotas (rather than create a new "service" instance and a new set of rotas for an ad hoc additional date).

Navigate to the new service date using the date picker tool.

In the example above, having navigated to service view for "24th December" - to add rotas for a special service - clicking Add dates opens the Add rota dates pop up with a list of any service rotas that do not have a date instance for "24th December". Rather than adding the 24th December to each rota manually and individually, tick to select which rotas to add a "24th December" date instance to and click Add to bulk-add that date instance to all the selected rotas. Notice also that the service serving Start Time is listed for each rota. You can make ad hoc changes to the serving start time for each of the selected rotas - for example, on 24th December you may be happy for teams to begin serving a little later than a normal service. The rota reminders will reflect the serving times for each rota when they are sent in respect of the 24th December service.

After the rotas have been added it's then really easy to add people or teams to that new date from within service view using the Add to date and Add to role option on each rota - you don't have to open each rota separately, one at a time, to assign rota members! You have complete flexibility - perhaps to populate some roles but not others.

You can optionally add a service note - perhaps to add a note of the service theme or readings for that day - and a plan - to create a service plan and running order.

In addition to the Rotas tab, the service view has further tabs showing full details of Clashes and Unavailability in respect of the service rotas being viewed and a full Changes log.

Finally, and importantly, service view enables you to easily communicate with all the rota members for a service. Use the options on the Communicate button at the top of the page.

Managing existing services

If you need to change the Name of an existing service select Edit while viewing any service view date or select Edit from the Action menu in the Services section.

Deleting a service is a destructive action. To delete a service entirely, either select Delete from the Action menu in the Services section of the module or hover over More on any service view date and click Delete. Deleting a service will also delete all service notes for that service and all service rotas will be unassigned from that service. The rotas are not deleted.

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