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Managing Teams

After creating a team, you can modify its details, add or remove positions, update assignment rules, and manage team settings. Teams can be edited anytime to reflect changes in your ministry structure.

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Editing a Team

To edit an existing team:

1. Navigate to the Organizations section
2. Click the “Teams” sub-tab
3. Click on the team card you want to edit
4. A popup will appear with the team details
5. Make your changes:
   • Team Name
   • Description
   • Allow assignment with other teams checkbox
   • Positions - Add, remove, or modify positions
6. Click “Update Team” to save your changes

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Managing Positions

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Adding a Position

1. Open the team for editing
2. In the Positions section, click “Add Position” (if available) or fill in a new position row
3. Enter:
   • Position Name (e.g., “Lead Singer”, “Piano”)
   • Quantity (how many people needed for this position)
   • Priority - Check this for critical positions that must be filled
   • Allow assignment with other positions (if applicable)
4. The position will be added when you save the team

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Editing a Position

1. Open the team for editing
2. Modify the position name, quantity, priority, or checkbox as needed
3. Click “Update Team” to save changes

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Priority Positions

Priority positions trigger alerts if they’re unfilled or unconfirmed before a service:

• The system checks every 6 hours for priority positions that need attention
• Managers receive notifications about unfilled or unconfirmed priority positions
• Use priority for critical roles that must be filled (e.g., Lead Singer, Sound Engineer, Head Usher)
• Priority positions help you proactively find replacements before services

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Removing a Position

1. Open the team for editing
2. Find the position you want to remove
3. Click the “Remove” button or icon for that position
4. Click “Update Team” to save

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Position Ordering

The order of positions in a team matters for how they appear in scheduling. Positions are saved in the order you add them.

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Updating Team Settings

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Team Description

You can add or update a team description to provide context about the team’s purpose and responsibilities.

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Allow Assignment with Other Teams

This checkbox controls whether team members can be scheduled on other teams at the same time without warnings.

• Checked - No conflict warnings when scheduling team members on other teams simultaneously
• Unchecked - The system will warn if someone is scheduled on this team and another team at the same time

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Allow People to Volunteer

Enable this setting to let people volunteer themselves for positions they have on this team.

• Checked - People can proactively volunteer for available positions on this team
• Unchecked - Only schedulers can assign people (default)

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Require Accept/Decline

Enable this to require people to confirm their assignments when scheduled.

• Checked - People must accept or decline their assignments
  • They receive notifications when assigned
  • They can respond through the mobile app or web interface
  • Helps ensure commitment and awareness
• Unchecked - Assignments are automatically accepted (default)

When “Require Accept/Decline” is enabled, you can configure additional settings:

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Auto Decline

Automatically decline unconfirmed assignments before the service.

• Checked - Unconfirmed assignments are automatically declined if not responded to
• Unchecked - Assignments remain pending until manually responded to

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Auto Decline Days

Set how many days before the service to auto-decline (1-30 days, default: 7).

• If a schedule is created within this window, aggressive reminders will be sent instead of auto-declining
• Example: If set to 7 days, assignments not confirmed 7 days before the service will be auto-declined
• This helps free up positions early so you can find replacements

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Deleting a Team

To delete a team:

1. Navigate to the Organizations section
2. Click the “Teams” sub-tab
3. Open the team you want to delete
4. Click the “Delete Team” button (usually in the edit popup)
5. Confirm the deletion

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Team Permissions

Team permissions determine who can edit each team:

• Owner/Organization Admin - Can edit all teams
• Team Admin - Can edit only teams where they have Admin permissions
• Scheduler - Cannot edit teams, only schedule people
• Regular Members - Cannot edit teams

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Best Practices

1. Update descriptions - Keep team descriptions current and helpful
2. Review positions regularly - Remove positions you no longer use
3. Check before deleting - Verify a team isn’t needed before deletion
4. Set conflict settings wisely - Use “allow assignment with other teams” only when teams truly don’t conflict
5. Mark priority positions - Use priority for critical roles that must be filled to get proactive alerts
6. Enable confirmation for important teams - Use “Require Accept/Decline” for teams where commitment is critical
7. Configure auto-decline appropriately - Set auto-decline days based on how much advance notice you need
8. Enable volunteering when appropriate - Allow people to volunteer for teams where self-signup makes sense