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Message volunteers about the team schedule

When a date's team schedule is ready, you can send everyone serving that day a short thank-you with a link to the day's plan. The email or text opens already written, so you can read it, change anything you like, and send.

This is different from Notify, which sends volunteers their serving invitations to accept or decline. Message volunteers is for the people already serving that day.

Before you begin

  • You need access to the Schedule tab and permission to send email.
  • The event must be published, and the date must be today or later.
  • Save any changes to the plan first. Volunteers see the saved team schedule, so Message volunteers waits until there are no unsaved changes.
  • To send a text, your church needs texting turned on. Otherwise you only see Send email.

Step-by-step

  1. Open the date's team schedule. On the Schedule page, click Team schedule above the date. The Team schedule editor opens on that date.
  2. Click Message volunteers. It's next to Save at the top. Choose Send email or Send text.
  3. Check who it goes to. The To line reads "Everyone serving" and the date. That means people invited to a role that day or who accepted one, everyone on a team the plan names, people holding a role the plan names, and anyone named on a plan item.
  4. Read the message. It thanks the team and includes a short link to the day's team schedule. Change any words you like.
  5. Send it.
    • For an email, click Send. The send window shows how many people it reaches before anything goes out.
    • For a text, click Review, check how many people it texts and exactly what they get, then click Send.

You're all set! Each person gets the message, and the link opens the day's team schedule once they sign in.

Good to know

  • Some people are left out on purpose. Someone who declined that day isn't included, even if the plan names their whole team. People assigned to the date who haven't been sent their invitation yet aren't included either. The message says how many, so you can send their invitation with Notify first.
  • Emails include people who haven't opted in to email. This is a personal note about a role they're serving in, so the send window starts with Also email those people ticked. You can untick it. People who unsubscribed are never emailed.
  • Texts only reach people who agreed to texts from your church. The text box shows how many of the volunteers can get one. An email reaches everyone.
  • Texts go out between 8 AM and 9 PM church time. Outside those hours you can still text 30 people or fewer.
  • Removing everyone doesn't mean everyone. If you take every person off the list, it says No one selected and Send stays off.
  • The link stays the same for that date, so it's fine to send it again closer to the day.
  • Closing an email without changing anything leaves no draft. If you changed something, the email is saved in Email as a draft.
  • If more than 200 people serve on one date, email their teams from the Email tab instead.

What's next?

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