​

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.

​

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.

​

Creating a Service

To create a new service:

1. Navigate to Services (from Calendar tab, or via More tab → Services)
2. Click “Create Service” or “Add Service”
3. Fill in the service details:

​

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

​

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

​

Recurring Services

If this service repeats regularly, you can set it to recur:

1. Check “This service recurs” to enable recurrence
2. Configure the recurrence pattern:
   • Recurrence Pattern - Choose how it repeats
     • Weekly - Repeats on specific days of the week
     • Other patterns may be available depending on your setup
   • Repeat every X week(s) on (for Weekly pattern)
     • Enter how often it repeats (e.g., every 1 week, every 2 weeks)
     • Example: “1” means every week, “2” means every other week
   • Days of the week - Check which days the service occurs
     • Examples: Check “Sunday” for weekly Sunday services
     • You can select multiple days (e.g., Sunday and Wednesday)
   • End After - When to stop creating instances
     • Enter the number of occurrences (maximum 20)
     • Example: “16” creates 16 service instances
     • The system will create individual service instances for each occurrence

4. Click “Create Service”

​

Service Examples

​

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 52 occurrences

​

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 26 occurrences

​

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

​

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

​

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

​

Troubleshooting

Can’t create service:

• Make sure you have permission (Owner or Organization Admin)
• Verify all required fields are filled in
• Check that at least one team is selected

Recurring service not creating instances:

• Verify the recurrence pattern is set correctly
• Check that “End After” is set to a number (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 (older than 30 days) may be hidden by default
• Verify the service was created successfully