Teams Tab

A plan's Teams tab is where you schedule people for that one date: each serving team, its positions, who is in them, and how many people are still needed. A person you pick is on the schedule straight away; nobody is emailed until you press Send.

Where to find it

Go to Plan > Services, open the plan, and click the Teams tab. You can also click Teams on the next-plan card on Plan > Services, or click a column heading in the Matrix. On the web app the address ends in ?tab=teams. Tech Manager has the same tab.

Read the Teams tab

• The bar at the top counts the whole plan: "N scheduled" (confirmed), "N pending" (told and waiting for an answer), "N not notified" (on the schedule, but nobody has told them yet; an amber chip with a dashed outline, shown only when there are some) and "N needed". People not notified yet are not counted as pending. The Send button sits at the right of the bar.
• Each team is a box with its positions. Next to each position is how many people it needs on this plan.
• Each person has a coloured dot. Hover it for the status: Confirmed (green), Invited — awaiting reply (yellow), Not notified yet (yellow), Declined or No-show (red).
• Not notified yet next to a name means the person is on the schedule, but nobody has told them yet. It goes away when you press Send.
• A small PCO mark next to a person's name means Planning Center scheduled that person (hover it: "Scheduled in Planning Center"). Planning Center sends their request and reminders and takes their answer; WorshipMetrics emails them nothing about it.
• A red "N needed" marker shows when a position is still short. People not notified yet count toward filling it; declined people don't.
• Teams and positions come from Plan > Teams. Church-wide teams show on every plan.

Schedule someone

1. Go to Plan > Services, open the plan, and click Teams.
2. On the position, click + Assign.
3. Type in Search people… and click the person. Clear choices are listed first, then by scheduling priority (First, Often, When needed).
4. If the person shows Unavailable (they marked the date off), Double-booked (serving another plan that day) or Off-team (not on this position's roster), you are asked Schedule anyway? Click Assign anyway to go ahead, or close the box.
5. The picker closes and the person appears on the position with a yellow dot and Not notified yet. They are on the schedule now and fill the position, but nobody has emailed them.
6. Repeat for the other positions, then notify everyone at once (next section). To close the picker without picking anyone, click Close.

A person with no email address, or with email turned off on their profile, is marked Confirmed straight away with no mark, because they can't be asked by email.

Notify people you scheduled

1. Open the plan's Teams tab.
2. Click the Send button at the right of the bar. It counts the people who will get an email, for example "Send 3 notifications". It is greyed out when everyone on the plan has been notified.
3. Read the confirmation, for example "Notify 3 people?". Each person gets one email listing everything new for them on this plan, with a yes and a no for each. People already notified aren't emailed again.
4. Click Send. A message says how many people were notified about how many assignments. The Not notified yet marks and the bar's "N not notified" chip go away, and those people now count as pending until they answer.

The email is titled "You're invited to serve: (position) on (date)" and has Yes, I can serve and Can't this time buttons; someone with several new assignments gets one email that lists them all. If an email couldn't be sent, the message says so and that person keeps the mark; press Send to try again. This Send covers this one plan. To notify several weeks at once, use Send in the Matrix.

Send a request again

1. Open the plan's Teams tab.
2. Next to a person who was notified but hasn't answered (yellow dot, Invited — awaiting reply), click Send again.
3. They get the same request by email again, and a message says it was sent.

Send again appears only for someone already notified who hasn't answered, whom WorshipMetrics can email, and who wasn't scheduled in Planning Center. For someone marked Not notified yet, use the Send button on the bar.

Change how many people a position needs

1. Open the plan's Teams tab.
2. Use the minus and plus next to the position, or click the number and type (0 to 99). It saves by itself.

The count is for this plan only; the default is 1. Positions Planning Center staffs have no number to change (see below).

Schedule someone for only one of the Times

This appears only when the plan has two or more Times (set on the Details tab).

1. Click + Assign on the position.
2. Under Serving, switch off the Times this person isn't covering, then pick the person.
3. To change it later, click the person's All times badge (or the Time it shows), tick the Times they serve and click Save.

A position counts as filled only when every Time is covered.

Remove someone from the plan

1. Open the plan's Teams tab.
2. Click the x next to the person ("Remove from schedule").
3. If they were never notified, had declined, were scheduled in Planning Center, or can't be emailed, they are removed straight away and nobody is emailed.
4. If they were already told they're serving, you are asked "Let them know they're no longer scheduled?". Click Remove and tell them to email them, Remove, don't tell them to remove them without an email, or Cancel to keep them.

The "no longer scheduled" email goes only for a plan that is still to come.

Replace a person who declined

1. Open the plan's Teams tab. The declined person shows a red dot and the position shows "N needed" again.
2. Click + Assign on the same position and pick someone else. To ask the same person again, pick them again: they go back on the schedule as Not notified yet.
3. Click the Send button on the bar to notify them.

To clear the declined entry, click its x; nothing is emailed.

Positions Planning Center staffs

On a plan imported from Planning Center, positions that came from Planning Center are Planning Center's to staff. They show the people Planning Center scheduled, each with the PCO mark, but no "N needed" marker and no needed number, and the bar's needed count covers only positions WorshipMetrics staffs (it is left out when there are none). You can still click + Assign there. Teams and positions created in WorshipMetrics keep their counts.

Link a plan to a Service

If the tab says "This plan isn't linked to a Service yet", choose the Service in the list and click Link plan. The Service's teams then appear. If only church-wide teams are showing, the same list and Link plan button sit in a bar above them.

What happens after you schedule someone

• Until someone presses Send (here or in the Matrix), the person is not emailed, the plan does not appear on their People > My Schedule, and they get no reminders.
• After Send, they answer from the email or on People > My Schedule. Their dot turns green when they accept and red when they decline.
• When someone declines, the person who scheduled them and the team's leaders get an email. Team leaders who sign in to WorshipMetrics also get a notification in the app.
• When a plan is three days away or closer and a team still has open positions, that team's leaders who sign in get one notification about it.
• People who accepted get a reminder email before they serve: one day before unless your church or the team has changed it.
• If you later move the plan's date or start time, people who accepted get a "Time change" email.

Troubleshooting

A person I scheduled never got the request

If they show Not notified yet, nobody has emailed them: click the Send button on the bar. If they were notified and haven't answered, click Send again next to their name. Check their email address on People: with no email, or with email turned off on their profile, they are marked Confirmed and nothing is sent. Ask them to check spam, or to answer on People > My Schedule.

The Send button is greyed out

Its tooltip says "Everyone here has been notified": nobody on this plan is waiting to be told. People who can't be emailed are confirmed when you pick them, so they never need sending.

A person is missing from the picker

The picker shows 60 people at a time. When there are more, the list ends with "N more people not shown. Search to find them." Type part of their name in Search people….

"No serving teams for this plan's Service yet"

Create teams and positions on Plan > Teams under this plan's Service, then come back.

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

The person isn't in your people list. Add them on People > People first.

"Couldn't load the serving teams"

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

Someone always shows "Off-team"

They aren't on that position's roster. Add them on Plan > Teams by clicking the position's people count.

Good to know

• The Teams tab and the Matrix work the same way: picking someone puts them on the schedule, and nobody is emailed until Send. The Teams tab's Send covers this plan; the Matrix's covers the weeks on screen. Send again for one person is only on the Teams tab.
• Team leaders, rosters and reminder timing are set on Plan > Teams.
• The web app and Tech Manager show the same tab and the same people.