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! People linked to Plan items become plan members, so that when you later Send plan those linked people are recipients of the communication.

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 to adding people to Templates. Adding people links (by Criteria) to a template has a 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 Action 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 each in turn...

Adding Fixed People to a Plan

You can assign a fixed person or even a fixed list of 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 to the plan item is fixed and doesn't change unless a User selects Manage people, to add or remove people assigned.

Adding people to a Plan using rota-related Criteria

If you have rotas you can link plan items using rota Criteria for Service, Ministry and Roles (or any combination of those criteria), which will dynamically populate the plan with the people scheduled to serve on the Plan date - then, if rotas change the Plan remains up to date! As before, select Manage people from the Action menu for a plan item.

On the Linked people pop-up select Criteria and search by Service, Ministries or Roles (or any combination). In this example, the "Worship team arrive" plan item is being linked to the worship ministry and 10.30 am Morning Service. ChurchSuite will match for any Worship ministry rotas that are linked to the 10.30 am Morning Service. A list of matching rota members is shown, helping confirm the criteria used is correct.

ChurchSuite matches against the draft and published rotas based on the criteria specified (and the Plan's 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.

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 Plan item to reveal the full list of assigned people.

If the underlying rota subsequently changes - perhaps if rota swaps are processed - the Plan's people remain up to date, always showing the people currently on the rota. Hovering your cursor over the rotating arrow icon of people displays a pop-up to remind you of the people criteria being used for that Plan item.

Top tip! Why are there no rota members matched?

A plan people count of zero happens if there are no matching people scheduled to serve on the linked rota at the time of the plan item. If this is unexpected check the linked rota's serving times to ensure they cover the time of the Plan item. If the plan item time 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.

In the example below for a Plan for a 10.30 am service the "Worship team arrive" at 8 am before the service starts. For worship rota members to be correctly matched the underlying worship rota should be set to serve from 8 am, not 10.30 am. In this regard, rota serving start and end times should accurately reflect the times that rota members are expected to serve, and not the start/end time of the service.

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