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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.

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Scheduling Methods

Bulk scheduling allows you to schedule people across multiple services at once, with automatic saving. Steps:
  1. Navigate to the Calendar section
  2. Click the “Services” sub-tab
  3. Click “Schedule Team Members” button
  4. You’ll see three services at a time in a grid layout
  5. Use the arrow buttons (← →) to navigate between groups of services
  6. For each service and team:
    • Select users from the dropdown for each position
    • Changes are automatically saved as you make them
  7. Continue navigating through services until all are scheduled
Tip: Bulk scheduling is great when you’re scheduling many services at once. The auto-save feature means you don’t need to remember to save each service.
Bulk Scheduling Features:
  • Auto-save functionality
  • See multiple services side-by-side
  • Easy navigation between service groups
  • Color-coded warnings for conflicts and unavailability

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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 on the specific service card you want to schedule
  4. A detailed popup will appear
  5. For each team in the service:
    • Expand the team section
    • Select users from dropdowns for each position
  6. Click “Update Service” to save your changes
Note: Unlike bulk scheduling, service-specific scheduling does NOT auto-save. You must click “Update Service” to save your changes.
When to Use Service-Specific:
  • Scheduling a single service
  • Making detailed adjustments to one service
  • Reviewing and updating existing assignments

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3. Auto-Scheduling

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

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Understanding Scheduling Warnings

When scheduling, you may see color-coded indicators in the selection dropdowns:
  • Red highlighting - User has a conflict (already scheduled elsewhere on the same date)
  • 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).

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Viewing Availability While Scheduling

Availability information is shown directly in the selection area when scheduling:
  • When you open a dropdown to select a person for a position, you’ll see:
    • Available - People who can serve (no highlighting)
    • Unavailable - Highlighted in yellow if they’ve marked this date as unavailable
    • Fatigue - Highlighted in blue shades (light to dark) if they’ve been scheduled frequently recently
    • Conflicts - Highlighted in red if they have scheduling conflicts
  • The status text next to each person’s name indicates their availability state
  • People are automatically sorted with available people first, then by fatigue level, then unavailable, then conflicts
Tip: You can see availability directly in the selection dropdowns - no need for a separate view. This makes it easy to choose who to schedule while seeing their availability status at a glance.

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Scheduling Best Practices

  1. Check availability first - Use the availability view to see who’s free
  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, bulk scheduling saves time

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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, “Update Service” for service-specific)

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Removing Assignments

To remove someone from a service:
  1. Open the service for scheduling
  2. For the position where they’re assigned, select an empty option or ”-” from the dropdown
  3. Save your changes