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Creating Services

Services are the individual meetings, gatherings, or events where your teams serve. Each service represents a specific date and time when teams need to be scheduled. Examples include Sunday morning services, Wednesday Bible studies, special events, and more.

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What are Services?

A service is a scheduled gathering that requires teams to serve. When you create a service, you define:

• When it happens - Date and time
• Where it happens - Location (defaults to your organization’s address)
• Which teams serve - Which ministries are involved
• Recurrence - Whether it repeats (optional)

After creating a service, you can schedule specific people to positions within the assigned teams.

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Creating a Service

To create a new service:

1. Click Calendar in the top navigation, then the Services sub-tab

2. Click “Create Service” or “Add Service”
3. Fill in the service details:

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Basic Information

• Service Name (required) - A descriptive name for the service
  • Examples: “Sunday Morning Service”, “Wednesday Bible Study”, “Christmas Eve Service”
  • Use clear, consistent naming so people can easily identify services
• Location - Where the service takes place
  • Defaults to your organization’s address
  • You can change it for any service
  • Useful for multi-site churches or off-site events
  • Examples: “Main Sanctuary”, “Fellowship Hall”, “Off-site: City Park”
• Start Date & Time - When the service begins
  • Click to open the date and time picker
  • Select the date and time
  • Example: Sunday, January 15, 2024 at 10:00 AM
• End Date & Time - When the service is expected to end
  • Click to open the date and time picker
  • Select the date and time
  • Example: Sunday, January 15, 2024 at 11:30 AM

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Assigning Teams

• Assign Teams - Select which teams will serve at this service
  • Check the boxes next to teams that need to be scheduled
  • Examples: Check “Worship Team”, “Ushers”, “Children’s Ministry”
  • You can select multiple teams
  • Teams can be added or removed later by editing the service

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Recurring Services

Web: Check This service recurs, select weekdays, and set End After (max 16 occurrences — UI label “Max 16 weeks”; creates up to 20 service instances). The web builder uses weekday selection only — repeat interval is ignored. Mobile: Supports Daily, Weekly, and Monthly patterns with up to 20 occurrences (including true bi-weekly intervals).

1. Check This service recurs
2. Select days of the week (web) or pattern (mobile)
3. Set End After occurrences
4. Click Create Service

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Service Examples

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Weekly Sunday Service

• Name: “Sunday Morning Service”
• Location: “Main Sanctuary” (or your org address)
• Start: Sunday, 10:00 AM
• End: Sunday, 11:30 AM
• Teams: Worship Team, Ushers, Children’s Ministry
• Recurring: Yes, every 1 week on Sunday, End after 16 occurrences (web max window)

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Bi-Weekly Bible Study

• Name: “Wednesday Bible Study”
• Location: “Fellowship Hall”
• Start: Wednesday, 7:00 PM
• End: Wednesday, 8:30 PM
• Teams: Teaching Team, Setup Team
• Recurring: Yes, every 2 weeks on Wednesday, End after 16 occurrences (mobile only — web ignores repeat interval)

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One-Time Special Event

• Name: “Christmas Eve Service”
• Location: “Main Sanctuary”
• Start: December 24, 7:00 PM
• End: December 24, 8:30 PM
• Teams: Worship Team, Ushers, Children’s Ministry, Sound Team
• Recurring: No

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After Creating a Service

Once your service is created:

1. Schedule People - Assign specific people to positions in the assigned teams
   • See Scheduling documentation for details
   • Use bulk scheduling for multiple services
   • Use auto-scheduling for automatic assignments
2. View Service Details - See all teams, positions, and assignments
   • Check availability of team members
   • View scheduling warnings (conflicts, unavailability, fatigue)
3. Edit or Delete - Modify service details or remove it if needed
   • Edit individual occurrences of recurring services
   • Delete specific dates or the entire recurring series
4. Check-In - Set up check-in for the service (if enabled)
   • See Service Check-In documentation
5. Export - Export schedules for distribution
   • See Export documentation

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Best Practices

1. Use Consistent Naming - Name services consistently so they’re easy to identify
   • Examples: “Sunday Service”, “Sunday Evening”, “Wednesday Study”
   • Avoid dates in names for recurring services (they’ll have dates automatically)
2. Set Realistic Times - Use accurate start and end times
   • Helps with scheduling and availability tracking
   • Important for check-in windows and notifications
3. Assign All Needed Teams - Include all teams that serve, even if you’ll schedule them later
   • Makes it clear which ministries are involved
   • Helps with planning and communication
4. Use Recurring Services Wisely - Set up recurring services for regular gatherings
   • Saves time creating individual services
   • Each occurrence can still be customized
5. Review Before Scheduling - Double-check service details before scheduling people
   • Verify date, time, location, and teams
   • Easier to fix before assignments are made

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Troubleshooting

Can’t create service:

• Make sure you have permission (Owner or Organization Admin)
• Verify all required fields are filled in

Recurring service not creating instances:

• Verify the recurrence pattern is set correctly
• Check that “End After” is set (web max 16, mobile max 20)
• Make sure the recurrence dates are in the future

Need to change a recurring service:

• You can edit individual occurrences without affecting others
• To change the pattern, you may need to delete and recreate
• Consider editing the specific dates you need to change

Service not showing up:

• Check the date range you’re viewing
• Past services: web Services tab shows ~120 days back; mobile My Schedule → Past Schedule shows 30 days of your personal assignments (org Calendar → Services has no past-day cutoff)
• Verify the service was created successfully