HOW TO USE. Planning Center FOR YOUR TEAMS. If you need further help on how to use Planning Center: check the Planning Center Videos online

Transcription

1 HOW TO USE Planning Center FOR YOUR TEAMS If you need further help on how to use Planning Center: check the Planning Center Videos online ask your Campus administrator

2 Adding People to Your Team Welcome to Creative Required Properties Permissions Assigning Custom Properties TABLE OF CONTENTS Rostering Your Team Team Structure Auto-Schedule Activating a Roster Songs + Media Finding Songs/Media Adding a Song/Media click on each section to jump to the page Service Plans Creating a Plan Managing Info

3 Adding People to Your Team The only info you need to add people is their NAME and Their login details will be sent to their , so make sure you have their correct address Make sure you select the Welcome to Creative template Here s the that they will receive (the person s name and who sent it will change automatically)

4 Adding People to Your Team - Required Properties Then you allocate custom properties for each person for where they fit on our team This helps all of us to organise our team (including for Cass & Rich), and makes it much more difficult for people to fall through the cracks It will ask you to select where they fit in these required areas their home Campus (can only choose 1) which Team they re in (can choose as many as apply) Creative Staff - Worship, TV, Production, etc Cross-Campus - they are pillars at your campus and travel to other campuses to bring strength and training Campus Sunday Service - they serve on your campus main Sunday platform Serving - they serve at your campus, but not on your main Sunday platform - e.g. Sisterhood, Youth, etc where in Church Life do they serve? college / kids team / youth team / weekends Level of Involvement (can only choose 1). We ve used language that helps you organise your team without making people feel like they re being ranked. Not Yet Serving - they are not yet being rostered to serve

5 Adding People to Your Team - Permissions The default Permissions for a new team member is Scheduled Viewer This will allow them to ONLY see details & songs of services that they are rostered/scheduled for To change someone s access to be able to access ALL songs, you need to change their access to Viewer Admin Privileges Scheduler can roster PEOPLE for the services that you allow. Please Note - All teams are rostered on the same PLAN, so this access allows them to edit rosters for all teams on that service, not just their own team. It also gives them access contact details and send s to ANYONE on our team so PLEASE don t hand out this access to just anyone. Editor can edit PLAN (Service) details for the services that you allow. Please Note - they can also add/edit any SONGS and MEDIA that are available to our WHOLE team. Administrator can add/edit Services for the folder that you allow, as well as edit service templates, roster teams etc. Please Note - they are the only people that can change someone else s Permissions

6 Adding People on your Team - Assigning Custom Properties Once you ve added someone to Planning Center, you can assign Custom Properties to them, to help with Communication, Team Breakdowns, and with Auto-Schedule Just click and drag from the Custom Properties on the left, and add them to the person you want. To edit/remove any Once you ve added your team, it s very easy to view and groups of people. E.g. - select Hills + Youth + Frontline Singer + Female to view and send Properties, just click on their name and go to the Assignments tab. E.g., Assign instruments to musicians, assign FOH / Monitors to your engineers, etc etc an to all your Hills girl singers that are in youth. Or - select Hills + Musicians + None to view any Hills people in your musicians team that have NOT yet been assigned to a position

7 Rostering Your Team Rostering is quite different on Planning Center than other systems we ve previously used ALL teams are scheduled/rostered together in one service Plan, but are organized in Categories WLers / Vocals / Production / etc Anyone with Scheduler permissions can edit a roster for a Plan This is a snapshot of how our team structure is broken down on Planning Center

8 Rostering Your Team - Auto-Schedule In the Matrix view, you can click the Auto-Schedule button, and select which teams/categories to roster This will create a DRAFT roster for you, according to all the information that you and others have already imputed into Planning Center People s Availabilities and Blockout Dates People s existing rosters Team Paramaters & Custom Properties In each Service Plan Templates, you can tell Planning Center to only Auto-Schedule certain People to each Position, or you can set it to Auto-Schedule based on Custom Properties e.g - for Hills Sunday 9&11, only roster Choir members who have the following tags Hills Campus Vocals Sunday AM Choir Vocal

9 Rostering Your Team - Activating a Roster Once you re happy with your drafted roster, you need to activate it. You can tell if a roster is still NOT activated if the icon is still next to their name / team To Activate >>> click the button use the default Scheduled Position template, and send This will send an to the people you select, and a notification will come up on their phone PLEASE NOTE - If you make any roster changes AFTER you ve activated the roster, you need to notify each person that gets moved/removed. Planning Center will update the changes on their roster and ical sync, but it will NOT send a notification of the changes

10 Songs + Media One of the greatest things about Planning Center is that it manages our Songs + Media in one central place, accessible by everyone on our team People can access song resources straight from the song list on their roster, and can stream audio/video straight from their phone app Song mp3 s can only be STREAMED, not downloaded This is to protect our unreleased songs and ensure that EVERYONE can access and learn songs People can search/view all our Current P&W Songs by using the Song Properties filter This also applies for Media, where all our Training Videos, etc. can be found (the Songs + Media filter will soon be available on the phone app as well)

11 Anyone with Editor permissions can add/edit Songs + Media in the central library Songs + Media - Adding a Song/Media Because it s a central library, any song that you add will show up for EVERYONE. Please check if a song/item already exists in the system before adding a new song To help keep our library organised, and help our teams be able to find the resources they need, make sure you tag the appropriate Properties when you add a Song/Media Planning Center organizes Songs + Media by title, so you can add multiple attachments/resources to each Song/Media E.g. - a Song can have mp3 s / lyrics / chart / backing tracks / video images / etc etc linked to it

12 Service Plans Planning Center organises all rosters and communication into service Plans There are different Service Types - e.g. Hills Sunday 9&11 - that you add a Plan for each service/date - e.g. January 5th 2014 The first time you setup a Plan in each Service Type, start with your actual Service Time - e.g. 9am-12:30pm - and make sure to select all the teams/categories that are required You can then click the button to add Calltimes for your teams/categories Thursday night rehearsals, etc Each Time that you add will only show up on the roster of the teams/categories required, as well as add a separate Event in people s Calendars for each Time they are required (if they have it linked to their ical, etc) Once your first Plan is setup with all the Times needed, you can to copy it for services in the future. Once a Plan date has passed, it will automatically add another date in the future

13 Service Plans - Managing Info Once your Plans are setup, it s very easy to manage any communication / details relevant to each Plan Click and drag Songs + Media onto the run sheet. You can add details like who s leading each song, if there s special video content for a certain section, etc Setup the Stage Layout by clicking and dragging the People that are rostered for each Position on stage Add a Note with the rehearsal schedule so everyone knows what s happening