Creating a plan

It's really easy to begin creating Plans for your services, events and bookings. Before you begin, you may find it helpful to first read the related support article on Adding library items - populating Plans with commonly-used items is simple when those items already exist in your Planning module Library.

In this article

Adding a new plan
Adding items to a plan
Adding plan notes
Publishing a plan
Previewing the plan page
Sharing the plan page
Keeping on top of the changes
Managing plans
Duplicating a plan
Plans linked to a service
Plans linked to an event
Plans linked to a booking

Adding a new plan

From the Plans section of the module, click Add plan.

On the Add plan pop-up, enter the Plan Name, Date and start Time. The start time is typically the start time of the occasion, service, event or booking. You will of course be able to add items to the Plan before the Plan start time (e.g. setting up). Set the Plan's Site.

Notice the option to add a Plan based on a Template - see the related support article for further information on working with templates. Selecting a template will populate the Plan Name from the template name.

It's also possible for the new Plan to be optionally Linked to a service, event or booking. Select as appropriate, and then use the Search to locate the particular service, event or booking the plan relates to. The Plan Name, Date and Time are populated accordingly.

Whether the new Plan is linked to a service, event or booking, or it's an unlinked plan, click Save to add the Plan. The new, empty Plan is displayed, ready to be populated - see next section. Notice that the new Plan has a Draft status. Later we'll see how to publish and distribute a finished Plan.

Adding items to a plan

Adding items to a Plan is as simple as clicking Add plan item. Select the item Type from the drop-down list of your existing item types. Optionally search within the Library, or create an ad hoc item by giving it a suitable Name. While most Plan items will likely run consecutively based on their order and Duration, running from the start time of the Plan, you can opt to specify a Start Time, which will have the effect of pinning that item to a fixed point on the Plan, with other Plan items flowing around it. A fixed start time is useful for items that need to occur before the Plan start time, or need to mark a non-moveable point within the Plan order. Optionally add a Comment, which will show on the Plan in the expand/collapse detail of the Plan item.

Click Save to add the item to the Plan.

Continue adding Plan items as required. In this example we've simply added broad headings representing the key elements of this service. Notice the timeline at the top of the page giving a different visual rendering of the Plan. You can return to a Plan at any time to make changes and backfill further information...

...For example, adding specific songs from your Library...

...which are added to the end of the Plan...

You can then use the re-order control to the left of each Plan Item's time to drag and position the songs into the appropriate place on the Plan. In this example we've left the Worship item duration as 30 minutes and set the duration for the specific songs as 0.

You can use Batch Actions to make changes to the duration of multiple items. Simply tick the checkbox of multiple items and select Edit from the Actions menu to process a change.

Finally, for each Plan item in the list, notice the cog actions menu available on the right hand side of the list, enabling you to:

  • add an ad hoc Plan item to the Library directly from a Plan (Add library item). This option is not visible if the item is already in the Library.
  • Edit the Plan item, perhaps to change its duration or start time.
  • Manage files associated with the Plan item - see related support article.
  • Manage people associated with the Plan item - see related support article.
  • Delete the item from the Plan.
  • View changes to see a pop-up Changes log related to the Plan item.

Adding plan notes

Planning module Users can add Notes against a Plan. Notes are not visible on the people-facing Plan Page; they are only visible here on the Plan's "View" page - ideal for recording progress on a "to do" list related to the Plan. As with Notes in other modules, you can optionally restrict the visibility of Notes - see related support article. As well as writing Plan-related Notes, it's possible to add a Service note from the Plan's "View" page - see related article.

The module's Reports section includes a Notes report to view all Plan notes within a range of dates.

Publishing a plan

Until a Plan is Published the people-facing Plan Page can't be viewed. When viewing the list of Plans, the Plan status is indicated within the list. You can use the Advanced Search option to filter the list by Status.

Clicking through to a Draft Plan, click the Publish button to update the Plan status and publish it.

Once published, the Go to plan page option becomes available - see the next section in this article. You can change a Plan's status back to Draft at any time - simply click Set as draft.

From the Plans section of the module you can use Batch Actions to change the status of multiple plans - either to Publish or Set as draft.

Previewing the plan page

Each published admin-facing plan has a public-facing Plan Page that can shared with plan people or distributed as a link in your communications - perhaps to a visiting guest speaker. The Plan Page is read-only, however it includes all the plan information, files and details of people assigned to the plan.

From the Plan's "View" page click Go to plan page...

...and the Plan Page opens to view.

The Plan Page includes expandable/collapsable sections giving further details about people on the Plan and any files shared within the Plan. In the example below, expanding a song item reveals details about the song, the song's Spotify and Video links and a downloadable song file - perhaps a PDF chord chart for the worship team to use.

Sharing the plan page

From a plan's "View" page, select Send plan.

Select which Options to include in the email. Click OK to preview the email.

The Send email preview is displayed. Make any further customisation you wish to add. Click Preview Email...

The Recipients list is pre-populated with any plan people specified in the plan. Click Send Email to send the plan.

Keeping on top of the changes

The Recent Activity section at the bottom of the Plan's "View" page includes a helpful Changes log listing changes made to the Plan, including details of the User that made the change, the date and time of the change, and the nature of the change made.

Within the module's Reports section are two reports that may also be helpful. The Recent Changes report summarises all changes made to Plans within a range of dates, and the Date Added report identifies new Library Items, Plans, Templates and Types added within a range of dates.

Managing plans

The Search box can be used to easily filter long lists of Plans. As you type in the Search, the list of matching Plans automatically filters.

The Plans section also includes an Advanced Search feature, ideal for filtering the list of Plans to just those within a Date range, or those Linked to a Service, Event or Booking (or not linked), and those whose Status is Published or Draft. Note also the View selector to switch between viewing Future Plans (the default) and Past Plans.

It's possible to make changes to multiple Plans using Batch Actions on the Plans list. Ticking one or more Plans in the list will display the batch Actions menu with options to change the status of the selected Plans, to Edit the Date or Time of the selected Plans, or to Delete the selected Plans.

Duplicating a plan

In addition to creating an entirely new Plan or using a Template, it is also possible to duplicate an existing Plan. Duplicating a Plan will duplicate it entirely, including all Plan items, fixed people, people criteria and files.

You can either select Duplicate from the action cog menu on the Plans list...

...or click Duplicate at the top of a Plan's "View" page...

Plans linked to a service

Whenever you're working in "Service View" in the Rotas module, the linked Plan for the service is also shown...

...with the option to Add plan where the service doesn't yet have a linked Plan.

When a Plan is linked to a Service, any Service note is shown on the Plan's "View" page and the Plan Page. Service notes can be added and edited from the Plan's "View" page.

Clicking on the Service name in the profile section on the top of a Plan will take you to the Service View for that service date and time - navigating between linked Plans and Services is really easy!

Plans linked to an event

Whenever you're working with Events in the Calendar module, the linked Bookings, Plans and rotas Serving at this time for the event are shown in the meta on the right hand side of the event's "View" page. The Add plan option is visible if the event doesn't yet have a linked Plan.

Navigating between linked Plans and Events is really easy - clicking on the Event name in the profile section at the top of a Plan will take you to the Event's "View" page for that event.

Plans linked to a booking

Whenever you're working with Bookings in the Bookings module, the linked Plans are shown in the meta on the right hand side of the booking's "View" page...

...with the option to Add plan where the booking doesn't yet have a linked Plan.

Navigating between linked Plans and Bookings is really easy - clicking on the Booking name in the profile section at the top of a Plan will take you to the Booking's "View" page for that booking.

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