Rota sign-up

A great feature of the Rotas module is rota sign-up. Rota sign-up enables ministry members to sign-up to 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 additional team 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's "View" page.

On the Edit rota pop up, scroll down and tick to Allow members to sign up to 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 there is available capacity for people to 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 Action menu for each rota date for which 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, ministry overseers can also enable/disable rota sign-up when adding or editing rotas in My ChurchSuite...

Using rota sign-up

A Ministry's members are able to view active and future signup-enabled rotas from within My ChurchSuite and sign up for dates on the rota with remaining capacity. Note that only ministry members can view a 'sign-up' rota and sign-up - the rota is not visible to non-ministry members. It's also not possible for non-ministry members to join a rota through the rota sign-up workflow - they must first be added to the ministry by an Overseer or User and then they can sign up.

When signing up to rota dates ministry members can select the role(s) they are signing up for each date - the roles available to them are based on the roles they've already been assigned in the underlying Ministry - they can't select a role that they don't already have in the underlying ministry.

The signed-up ministry member is added to the rota date in the selected role(s). If rota accept/decline is enabled, rota signups 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 to those without ministry roles or change assigned rota roles.

The sign-up progress indicator is shown on rotas and rota reports within ChurchSuite, changing colour from red (indicating many unfulfilled slots), to orange (indicating a few remaining unfulfilled slots) to green (indicating all slots fulfilled). Hovering your cursor over the progress bar displays the actual number of rota date spaces filled out of the total sign-up capacity for that date.

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