Adding people to plans

Plans are not just about what's happening and in what order; it's especially 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 array of functionality that can bring your Plans to life!

In addition to adding Fixed people against a Plan item you can also link Plan items to the people in your Rotas module using Criteria - these links are dynamic - if a rota changes, the Plan remains up to date with the latest people.

In this article we describe adding people to Plans, but the same principles apply to adding people to Templates.

Adding people to a plan

Where people are responsible for doing something for a Plan item, select Manage people from the cog actions menu for that item.

On the Linked People pop-up there's a choice between Fixed People and Criteria. Let's look at both...

Adding Fixed People to a Plan

You can assign a fixed individual or even a list of fixed people to the Plan item using the People Search. As you type in the search, the list auto-filters. Select people as appropriate. Children are distinguished by the "child" avatar in front of their name.

Continue searching and selecting people as required. Click Save when finished.

The Plan item now shows avatars for the assigned people. Where more than three people are selected, the Plan item will show avatars for two people and a counter to indicate how many other people are assigned.

You can expand (or collapse) the 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 people assigned to the Plan item.

Adding people to a Plan using rota-related Criteria

If you have rotas that serve the different elements of the Plan - e.g. a Sunday service Plan - you can assign people to a Plan item based on criteria. The Plan item will then be assigned to all people who match the specified criteria. On the Linked people pop-up, select Criteria. You can now search against Service, Ministry or Roles.

The system intuitively matches against your 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.
  • Ministry only - matches anyone serving at the Plan item times on any rota linked to the Ministry in any Role.
  • Roles only - matches anyone serving at the Plan item times on a rota in one of the specified Roles.
  • Service & Ministry - matches anyone serving at the Plan item times on any rota linked to the Service for the specified Ministry 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.
  • Ministry & Roles - matches anyone serving at the Plan item times on any rota linked to the Ministry in one of the specified Roles.
  • Service, Ministry & Roles - matches anyone serving at the Plan item times on any rota which is both part of the Service and Ministry in one of the specified Roles.

In the following example, the 8am Plan item for "Worship team arrive" has Criteria set for Ministry only. 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 i.e. the worship rota for this service. Notice that the list of matching rota members and their roles are previewed. Click Save to assign the 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 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.

Now, should the people on the underlying rota(s) change - perhaps if swapped - the Plan people will be updated dynamically. Hovering your cursor over the rotating circles icon of people displays a pop-up to remind you of the criteria being used.

A People criteria count of 0 indicates that there are no matching people on the linked rotas...

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