Rota sign-up

A great feature of the Rotas module and My ChurchSuite is the rota sign-up. Rota sign-up enables ministry members to sign-up for available future dates on a published rota in My ChurchSuite. You can set a maximum sign-up capacity for all dates on a rota or you can set a 'per date' capacity - perhaps for just those dates where some additional team members are needed. Rota sign-up can also be helpful when you need to circulate an empty or partially-filled rota for ministry members to fill based on their availability.

Enabling rota sign-up

Within ChurchSuite, rota sign-up can be enabled when adding a new rota - click the Sign Up checkbox and enter the Sign-up capacity...

...or you can enable it for an existing rota by clicking Edit at the top of the rota "View" page.

On the Edit rota pop-up, scroll down and tick to Allow members to sign up for future dates.

In both the above methods you can set a Maximum sign-ups per date for all future dates on the rota. If you only want to solicit rota sign-ups for one or two dates on a rota (perhaps just for busy services), you should set the "Maximum sign-ups per date" for the entire rota to "0" and then set a different "per date" capacity on just those dates where sign-up is needed (see below). Similarly, if you already have say 4 team members on most rota dates and you want to grow this to 8 people per date, set a maximum sign-up capacity to 8 (not 4) so that people can sign up. Sign-up can also be disabled on the Edit rota pop-up at any time.

To set the sign-up capacity for just certain rota dates, begin by enabling rota sign-up as explained above. Then select Edit from the date Action menu for just those dates you wish to set a date-specific capacity...

On the Edit pop-up set the Maximum sign-ups. Click Save and repeat for each rota date for which you wish to set a date-specific sign-up capacity.

In the same way, Overseers can enable/disable rota sign-up when adding or editing a rota in My ChurchSuite. This example is the Add rota pop-up in My ChurchSuite.

Using rota sign-up

Ministry members viewing a published signup-enabled rota in My ChurchSuite can sign up for future dates on the rota that have capacity remaining, and where they are not already serving on that date. Note that only ministry members can view a rota to sign up - the rota will not be visible to non-ministry members. It's also not possible for non-ministry members to join a rota through the sign-up workflow - they must first be added to the ministry by an Overseer or Rotas module User and then they can sign up.

When signing up, ministry members can only select from roles already assigned in the underlying Ministry - they can't select a role that they don't already have in the underlying ministry e.g. helpers can't sign up to be leaders!

The signed-up ministry member is added to the rota date in the selected role/s. Where rota accept/decline is enabled for the rota they are added with an accepted status. A helpful indicator bar shows sign-up progress for each rota date. Once a rota date has reached capacity no further signups to that date will be possible, even if there are unfilled roles for that date. Note that it's not possible to cancel a sign-up - only an overseer can remove people from rotas - although a signed-up rota member could process a swap. Similarly, only a rota overseer can assign roles or make changes to assigned rota roles.

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