On February 28, 2019, we're saying goodbye to The City, but we have something even better for you in Realm.

We've made it easy for you to transition to a more powerful, robust, and intuitive platform designed to engage your congregation and manage your church.

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If you’re the leader of a service team, you face the special challenge of creating and maintaining volunteer schedules. There are primarily two scheduling methods at your disposal: needs and events. Scheduling with a need centers your schedule around a subject or type of service, scheduling with an event bases your schedule around a single service date.

There are two ways you can use an event for scheduling, both of which are based on creating an event for each individual service instance.

Use Roles

One way of using an event for scheduling a service team is using the roles feature to list the specific positions that need to be filled.

 

 To use roles
  1. Create a new event, titling it to reflect the service event.
  2. Under Event Title and Description, enter the body text.
  3. Select Items & Roles Finish.
  4. Click add a role for guests to fill.
  5. Enter one of the service positions that needs to be filled.
  6. Repeat steps 4 and 5 as many times as you need to cover all your volunteer roles.
  7. Finish any other parts of the event creation process you need, and click Post This Event.
  8. Once the event is created, you can allow people to volunteer for the roles or assign the roles yourself.


There are two benefits of this method.

  • Service roles can be assigned or volunteered for, depending on what works best.
  • Volunteers receive alert emails to remind them that they’re filling a role in the upcoming event.

Use Items

Another way of using an event to schedule a service team is to use the items feature instead of assigning roles.

 

 To use items
  1. Create a new event, titling it to reflect the service event.
  2. Under Event Title and Description, write any body text needed to explain the post.
  3. Select Items & Roles Finish.
  4. Click add an item for guests to bring.
  5. Enter one of the service positions that needs to be filled, along with the number of people you need to fill it.
  6. Repeat steps 4 and 5 as many times as you need to cover all your volunteer roles.
  7. Finish any other parts of the event-creation process you need, and click Post This Event.


Once again, the specific benefits to this method are twofold.

  • You can list a service position only once and still request multiple people to fill it.
  • It allows you to quickly see tallies of how many positions are filled and how many still need to be filled.

However, this method also has some setbacks. Volunteers do not receive reminders as to what role they’re filling, and you can’t assign Items like you can roles, so you’re dependent on volunteers to volunteer themselves.

Ultimately, whether you use an event or a need for your volunteer schedules depends on the needs of your team and the nature of its service. To help you determine which tool is best suited to your situation, here are some basic benefits and drawbacks to using an event.

Benefits of Using an Event

  • Because they cover only one instance, events are easier to read than needs for a large service team.
  • Volunteers can respond Yes or No to an event, so you don’t just know who can serve, but also who can’t.
  • You can set events to recur automatically, and volunteers can set recurring responses as well.
  • Events that users agree to attend appear in the user’s calendar and can be sent to an iCal feed, allowing volunteers to see when they're scheduled next.
  • Volunteers receive alert emails to remind them that they’re attending the upcoming event.

Drawbacks of Using an Event

  • An event is limited to a single date and time, which fills up your group’s events list quickly.
  • Volunteers need to view each individual event to RSVP.