Viewing and Updating Ministry Schedules

The Schedules page is where every ministry's weekly rhythm comes to life. Open it whenever you want to see who is serving, when they are serving, and what still needs a name on the line.

📷 Screenshot: The Schedules landing page showing a grid of upcoming serving dates with names assigned to each row.

What you'll see on the page

When you land on Schedules, the page is laid out as a simple grid:

• Date column — the day the team is serving (e.g., Sun, May 11).
• Ministry column — which ministry the row belongs to (e.g., Victuals, Worship, Welcome Team).
• Role column — the responsibility for that slot. For Victuals this is Server, Set-Up, or Porter.
• Assigned person column — the name of the volunteer, or Unassigned if nobody has been chosen yet.
• Notes column — short reminders such as "arrive by 8:30 AM" or "covering for Maria."

A real example — Victuals Ministry

The Victuals Ministry handles fellowship meals after the service: setting up tables, serving food, and clearing the hall. It runs every Sunday and uses three roles, each with its own responsibility.

The three Victuals roles

• Set-Up — arrives early to arrange tables, lay out plates and utensils, prepare drink stations, and help receive food deliveries from the kitchen team.
• Server — staffs the serving line during fellowship: portioning meals, replenishing dishes, and keeping the line moving.
• Porter — handles clearing and tear-down: collecting used plates, wiping tables, taking out trash, and stacking chairs at the end.

What a Sunday looks like in the grid

Here is a typical Victuals Sunday roster as it appears on the Schedules page:

A row with Unassigned in the person column is your cue — that slot still needs a volunteer. In the example above, the Set-Up and Porter slots are covered, but a second Server is still missing.

Reading the row at a glance

Take the first row: Sun, May 11 · Victuals · Set-Up · Remilyn Estrada · Arrive 8:00 AM. You can read it left-to-right as a single sentence:

Every row in the grid follows the same shape, no matter which ministry it belongs to.

Updating an entry

You can change anything on a row in two clicks.

1. Click the row you want to change. The Schedule Editor opens with that row's current values pre-filled.
2. Update the fields you need: change the date, swap the assigned person, edit the note, or pick a different role.
3. Click "Save". The grid refreshes and the new values appear immediately. There is no separate "publish" step.

📷 Screenshot: A Victuals row being clicked, with the editor sliding open showing Date, Ministry=Victuals, Role=Server, and Assigned Person filled in.

Worked example — filling the open Server slot

Continuing the Victuals roster above, the second Server slot is still Unassigned. Here is how a leader fills it in:

1. Click the row that reads Sun, May 11 · Victuals · Server · Unassigned.
2. In the editor, leave Date, Ministry, and Role alone — they're already correct.
3. In Assigned Person, type anna and pick Anna Reyes from the suggestions.
4. In Notes, type "Pairs with David on the line."
5. Click Save.

The grid refreshes. The row now reads Sun, May 11 · Victuals · Server · Anna Reyes · Pairs with David on the line. — and the Sunday is fully staffed.

Filtering and finding what you need

The toolbar above the grid lets you narrow the view fast:

• Ministry filter — show only one ministry at a time.
• Campus filter — scope to one campus or view all.
• Date range — jump to next week, this month, or a custom window.
• Member type (where shown) — Radical, Trailblazer, or G&A; useful when you need to balance maturity levels in a serving team.

What you can expect

• Changes save instantly to the live schedule visible to the rest of the team.
• A volunteer marked Unassigned will still show up in the calendar as an open slot.
• If you serve more than one ministry, your assignments appear under each ministry's row — there is no merged "personal feed" on this page (use My Schedule for that).

Common mistakes to avoid

• Editing the wrong week. Always confirm the date column before saving — the grid auto-scrolls to "today" but you can scroll past months easily.
• Leaving notes too vague. "TBD" doesn't help your team. Prefer "Confirmed by phone, 5/9" or "Will arrive 15 min late."
• Forgetting to switch campus. If you only see your own campus by default, you may miss assignments at another site.
• Confusing roles within a ministry. For Victuals, Set-Up and Porter are not interchangeable — Set-Up arrives at 8:00 AM, Porter stays until 12:30 PM. Picking the wrong role on the wrong row leaves the actual gap unfilled.