Schedule Editor — Detailed Editing Guide

The Schedule Editor is the focused workspace where you create new entries or edit existing ones. It opens in a clean panel so you can concentrate on a single slot at a time without losing your place in the grid.

📷 Screenshot: The full Schedule Editor panel with all fields visible: Date, Ministry, Role, Assigned Person, Notes.

When to use the editor

Use the Schedule Editor when you need to:

• Add a new serving slot to an upcoming date.
• Reassign a slot from one volunteer to another.
• Update the time, role, or note attached to an existing slot.
• Mark a slot as cancelled or move it to a different week.

Field-by-field guide

Date

The day the slot will be served.

• Format: A date picker — click to choose, or type in YYYY-MM-DD if you prefer.
• Required: Yes.
• Tip: For weekly recurring slots (every Sunday), use the Weekly Task option in the parent roster instead of creating one row per week.

Ministry

The ministry this slot belongs to.

• Format: A dropdown listing every ministry you have permission to schedule for.
• Required: Yes.
• What this controls: The list of available roles refreshes when you change the ministry. Lead Vocals will not appear under Welcome Team.

Role

The specific responsibility for the slot.

• Format: A dropdown filtered by the chosen ministry.
• Required: Yes.
• Examples: Lead Vocals, Drums, Greeter, Snack Helper, AV Operator.
• Tip: If a role you need is missing, ask your ministry admin to add it under Ministry Settings → Roles.

Assigned Person

The volunteer serving in this slot.

• Format: A typeahead — start typing a name, email, or phone number and pick from the suggestions.
• Required: No. Leaving it blank marks the slot as Unassigned, which is fine for early planning.
• Filters available:
• Member type (Radical / Trailblazer / G&A)
• Campus
• Ministry membership
• Tip: The list excludes G&A by default to surface volunteers who are most likely available. Toggle the filter on if you specifically want to involve them.

Notes

A short, free-text reminder visible to the volunteer and other leaders.

• Format: One-line text, ~120 characters.
• Required: No.
• Good notes: "Arrive 8:30 AM", "Covering for Maria, 5/10", "Use the small kit."
• Avoid: Long paragraphs, sensitive info, or links to internal documents the person may not have access to.

A sample filled form

This is what a complete entry looks like just before clicking Save:

📷 Screenshot: The editor with the sample values above filled in, "Save" button highlighted.

Editing an existing slot vs. creating a new one

The interface is the same; only the entry point differs.

• Editing — Click an existing row in the Schedule grid. The editor opens with current values; change what you need; click Save. The original slot is updated in place.
• Creating — Click + New Slot in the toolbar. The editor opens empty; fill in every required field; click Save. A new row is added to the grid and the calendar.

Validation — what the editor checks

Before saving, the editor confirms:

• A date has been chosen and is not in the past (warning, not blocked).
• A ministry and role are both selected.
• The assigned person (if any) is not already booked for the same time on another ministry.
• The role is valid for the chosen ministry.

If a check fails, the field is highlighted in red with a short explanation. Fix it and click Save again.

What to expect after saving

• The slot appears in the Schedule grid within a second.
• It also appears on the Calendar as part of that day's events.
• The assigned volunteer sees it on My Schedule the next time they open the portal.
• If your church uses email/SMS reminders, those go out on the configured cadence (usually 48 hours before).

Common mistakes to avoid

• Saving without picking a role. A slot without a role is invisible to the volunteer's My Schedule view.
• Assigning someone who already serves at the same hour. The editor warns you, but it doesn't block — read the warning before clicking Save twice.
• Putting personal contact info in Notes. Notes are visible to other leaders and to the volunteer; keep them practical.