Skip to main content

​
Scheduling People to Services

Scheduling is the core of ChurchBuddy—assigning the right people to the right positions at the right time. ChurchBuddy offers multiple scheduling methods to fit your workflow, whether you’re scheduling one service or dozens at once.

​
Scheduling Methods

Bulk scheduling opens a dedicated Schedule Team Members page where all upcoming services appear as horizontally scrollable cards. Changes auto-save as you work. Steps:
  1. Navigate to the Calendar section
  2. Click the Services sub-tab (or Calendar sub-tab — both have a Schedule Team Members button)
  3. Click Schedule Team Members
  4. You’ll be taken to /org-schedule-team/ — a full-page scheduler
  5. Scroll horizontally through service cards — each card shows one service with its teams and positions
  6. For each service and team:
    • Select users from the dropdown for each position
    • Changes are automatically saved as you make them
  7. Continue through all upcoming services until scheduling is complete
Tip: Bulk scheduling is great when you’re scheduling many services at once. The auto-save feature means you don’t need to click save for each service.
Bulk Scheduling Features:
  • Auto-save functionality
  • All upcoming services visible as scrollable cards
  • Color-coded warnings for conflicts and unavailability
  • Can be filtered to a single event when opened from an Event Dashboard

​
2. Service-Specific Scheduling

Schedule people for a single service at a time with more detailed control. Steps:
  1. Navigate to the Calendar section
  2. Click the Services sub-tab
  3. Click the service card (Owner/Org Admin) to open the service detail page (/org-service-detail/)
  4. Open the Team Schedule tab
  5. Assign people from each position dropdown (shows full warning colors: Team Conflict, Unavailable, fatigue)
  6. Click Save Team Schedule
Note: Assignment changes on the service detail page do NOT auto-save — click Save Team Schedule. Use Details tab + Update Service for service metadata (name, time, location, teams).
When to Use Service-Specific:
  • Scheduling a single service
  • Making detailed adjustments to one service
  • Reviewing and updating existing assignments

​
3. Auto-Scheduling

Let ChurchBuddy automatically assign people based on availability and positions. See the Auto-Scheduling documentation for details.

​
4. Mobile Scheduler

On the ChurchBuddy mobile app, schedulers can use More → Scheduler to assign people across all upcoming services in a vertical scrollable list. See the Mobile App documentation.

​
Understanding Scheduling Warnings

When using Schedule Team Members (/org-schedule-team/) or the mobile Scheduler, selection dropdowns show color-coded indicators:
  • Red highlighting — Team or position assignment conflict (cross-team or multi-position rules). Status label: Team Conflict
  • Yellow highlighting - User has marked this date as unavailable
  • Blue highlighting (Fatigue) - User has been scheduled frequently recently (light to dark blue indicates increasing fatigue levels)
  • Hover for details - Hover over highlighted names to see the specific reason
Tip: Always check warnings, but remember they’re informational. You can still schedule someone even if they’re highlighted (for example, if the conflict is acceptable or fatigue is acceptable for that person).

​
Viewing Availability While Scheduling

In Schedule Team Members and the mobile Scheduler, dropdowns show available, unavailable (yellow), fatigue (blue), and conflict (red) states, sorted with available people first. The service detail Team Schedule tab shows the same warning colors as bulk scheduling and the mobile Scheduler.

​
Scheduling Best Practices

  1. Check availability first - Review unavailability before assigning
  2. Balance workloads - Try to distribute assignments fairly across team members
  3. Respect unavailability - Only schedule people on unavailable dates if absolutely necessary
  4. Communicate - Let people know when they’re scheduled, especially for new assignments
  5. Review conflicts - Pay attention to warnings and resolve conflicts when possible
  6. Use bulk scheduling for efficiency - When scheduling many services, the Schedule Team Members page saves time

​
Editing Existing Assignments

To change who’s scheduled for a service:
  1. Open the service using either bulk scheduling or service-specific scheduling
  2. Change the selections in the dropdown menus
  3. Save your changes (auto-save for bulk scheduler, Save Team Schedule on service detail)

​
Removing Assignments

To remove someone from a service:
  1. Open the service for scheduling
  2. Clear the assignment using the × clear button on bulk scheduler, or clear the Click to select or type name field on service detail Team Schedule
  3. Save your changes