Adding people to plans
Plans are not just about what's happening and in what order; it's important to know who's doing what and when so that services, events and bookings run smoothly. Adding people to a Plan (or Template) is incredibly easy, but underneath that ease of use is a powerful breadth of functionality that will bring your Plans to life!
In addition to adding a Fixed list of people to plan items you can also link plan items to the people on the rotas in your Rotas module using Criteria - these links are dynamic - if a rota changes the plan remains up to date with the latest people. For each Plan item you can select between using Fixed people or Criteria people, but not a combination of both.
In this article we describe adding people to Plans, but the same principles apply for adding people to Templates. Adding people links (by Criteria) to a template has the distinct advantage that you'll create the links just once and those links will reflect the people on rotas on any date a plan is created for from that template (subject to rotas being in place for that Plan date).
Adding people to a plan
For each plan item where people are responsible for doing something related to that item, select Manage people from the cog actions menu for that item. Note that this menu action is only available for future-dated plans; it's not possible to manage people for 'past' plans.
On the Linked People pop-up there's a choice between Fixed People and Criteria. Let's look at both in turn...
Adding Fixed People to a Plan
You can assign a single fixed person or even a list of fixed people to the Plan item using the People Search. As you type in the search box the list will auto-filter. Select people from the search list as appropriate. Children are distinguished by the "child" avatar icon in front of their name.
Continue searching and selecting people as required. Click Save when finished.
The Plan item now shows people avatars for the assigned people. Where more than three people are selected, the Plan item will show avatars for two people and a 'counter' avatar to indicate how many other people are assigned.
You can expand (or collapse) the Plan item to reveal the full list of assigned people.
The list of people assigned is fixed because it doesn't change unless a User returns to Manage people to add or remove fixed people assigned to the Plan item.
Adding people to a Plan using rota-related Criteria
If you have rotas that relate to a Plan - for example, a Plan linked to a Sunday service - you can easily link Plan items to people or roles on those rotas. Using Criteria for Service, Ministry and Roles (or any combination of those criteria) you can dynamically populate Plans with the people that who are scheduled to serve, derived from the matching rota(s). Linking plans to rotas is a dynamic link - if rotas change the Plan remains up to date.
As before, select Manage people from the cog action menu for a plan item.
On the Linked people pop-up, select Criteria. You can now search by Service, Ministries or Roles.
The system intuitively matches rota members against your draft and published rotas based on criteria (and Site) as follows:
- Service only - matches anyone serving at the Plan item times on any rota linked to the Service for any Ministry in any Role.
- Ministries only - matches anyone serving at the Plan item times on any rota linked to the selected Ministries in any Role.
- Roles only - matches anyone serving at the Plan item times on any rota in one of the specified Roles.
- Service & Ministries - matches anyone serving at the Plan item times on any rota linked to the Service for the specified Ministries in any Role.
- Service & Roles - matches anyone serving at the Plan item times on any rota linked to the Service in one of the specified Roles.
- Ministries & Roles - matches anyone serving at the Plan item times on any rota linked to the selected Ministries in one of the specified Roles.
- Service, Ministries & Roles - matches anyone serving at the Plan item times on any rota which is both part of the selected Service and Ministries and in one of the specified Roles.
In the following example, the 8am Plan item for "Worship team arrive" has Criteria set for Ministries only. In this example it wasn't necessary to specify Service, because the matching "Worship" Ministry members are only serving on one rota at the time of this Plan item (and for this Site). Notice that the list of matching rota members and their roles are previewed in the pop-up. Once you are happy that the selected criteria is matching the correct rota members, click Save to link the selected people criteria to the Plan item.
Again, the Plan item shows avatars for the assigned people. Where there are more than three matching people, the Plan item will show avatars for two people and a 'counter' avatar to indicate how many other people are assigned.
You can expand (or collapse) the item to reveal the full list of assigned people matching the criteria.
If the people on the underlying rota(s) subsequently change - perhaps if rota swaps are processed - the Plan's people will be updated automatically and immediately. Hovering your cursor over the rotating circles icon of people displays a pop-up to remind you of the people criteria being used for that Plan item.
A People count of zero indicates that there are no matching people on the linked rotas for that plan item. If this is unexpected, check the linked rota's serving times to ensure it covers the time of the Plan item. If the plan item is outside of the linked rota serving times, or if you're working on a Template (which doesn't have a date), no plan people will be matched.
For example, in the example below for a Plan for a 10.30am service, the "Worship team arrive" item is at 8am - before the service starts. The underlying worship rota that this plan item links to must be set to serve from 8am, not 10.30am; otherwise the linking criteria will not return any matching rota members. In this respect rota start/finish serving times must accurately reflect the times that rota members are expected to be serving (and not simply the start and finish time of the service)! Similarly, in this same example, assuming there are Production team rota members for this plan, the likely reason the people count is 0 is because the 10.30am service 'Production team' rota probably has a rota start time of 10.30am rather than 9am.