Teams

Plan > Teams is where you set up your serving teams (Band, Vocals, Production) and the positions inside them (Drums, Lead Vocal, Camera 1). You do this once; every plan then staffs these positions on its Teams tab and in the Matrix. A team here is a scheduling team, not a login or permission group.

Where to find it

Open Plan > Teams in the sidebar (/app/plan/teams on the web app; the same page in Tech Manager). Your Services are listed down the left; click one to see its teams. Church-wide teams appear under every Service.

Create a team

1. Go to Plan > Teams and click the Service on the left.
2. Click + Team.
3. Type the team name, for example "Band" or "Cameras".
4. Choose who it serves: Church-wide — every Service (the default) or only the Service you have open.
5. Click Create.

Add positions to a team

1. Go to Plan > Teams and find the team.
2. Click + Position at the bottom of the team.
3. Type the position, for example "Electric 1", and click Add (or press Enter). The box stays open so you can add the next one.

Rename, reorder or delete teams and positions

Each team header and each position has small tool buttons:

• Pencil: rename it, then press Enter.
• Arrows: move a team left or right, or a position up or down.
• Trash or x: delete it. Confirm with Delete. Deleting a team removes its positions too.

Make a team church-wide, or limit it to one Service

1. Go to Plan > Teams and click the Service.
2. Click the team's scope chip, which reads Church-wide or This service.
3. Confirm with Make church-wide or Scope it. People already scheduled stay scheduled.

Choose who can fill a position (the roster)

1. Go to Plan > Teams and find the position.
2. Click the people count next to it (it shows 0 when nobody is on the roster).
3. In Add someone…, type a name and press Enter or click the person. Add as many as you like.
4. Remove someone with the x beside their name.

When a position has a roster, anyone not on it shows as Off-team when you schedule. A position with nobody on its roster treats everyone as eligible.

Set who to ask first (scheduling priority)

1. Open the position's roster as above.
2. Use the Priority list next to each person: First (Schedule first), Often (Schedule often) or When needed (Schedule when needed). Leave it on Priority for no ranking.

People ranked higher are listed first when you schedule this position, below anyone who is unavailable or double-booked. If nobody on a ranked roster is set to Schedule first, the roster says so.

Add team leaders

1. Go to Plan > Teams and find the team.
2. Next to Leaders, click the + ("Add team leader") and pick a person from Pick a person….
3. To remove one, click the x by their name and confirm Remove.

Leaders get an email when someone on their team declines. Leaders who sign in to WorshipMetrics also get an in-app notice for declines, and a notice when a plan is three days away or closer and their team still has open positions. With no leader, declines go only to the person who scheduled them.

Set when a team's volunteers get their serve reminder

1. Go to Plan > Teams and find the team.
2. Click the bell chip in the team's header. It reads Church default, the team's own days (for example "7d + 1d"), or "Off".
3. Choose Church default, or This team's own timing.
4. For the team's own timing, use Send reminders to this team to turn them on or off, and type the Days before, separated by commas (for example "7, 1"), from 1 to 30.
5. Click Save.

The church default is set in Settings > Organization under Serve reminders; out of the box it is one email, one day before. Only people who accepted get reminders, and anyone who turned off email gets none.

Troubleshooting

"No Services yet"

Teams live under a Service. Create one on Plan > Services with + Service type first.

"No teams for this Service yet"

Click + Team to add one. Church-wide teams would also show here, so there are none of those either.

"Couldn't load teams"

Click Retry. If it keeps failing, reload the page and check your connection.

"No match. Add them on the People page first."

The person isn't in your people list. Add them on People > People, then come back.

"Days before must be whole numbers from 1 to 30"

Type whole numbers only, separated by commas, such as "14, 7, 1".

Good to know

• Teams and positions imported from Planning Center appear here like any other.
• The Matrix's rows and each plan's Teams tab both come from this page.
• The web app and Tech Manager show the same page.