System Owner: Kristi Bond

Purpose and Scope:
The purpose of the Planning Center System is make sure everyone is on the same page when it comes to service schedules and elements, as well as expected responsibilities from the Dream Team – Systems. We will try to educate and involve as many people as necessary to make this task easier on all of our guests and members.

PROCEDURES

PREPARATION / SCHEDULING

1. All of our Team Leaders are placed as Administrators in our Planning Center Account.
2. Every Team Leader needs to be educated and stay current on Planning Center functions.
3. Gain Access to Planning Center: https://planning.center/
4. Schedule Your Team’s/System’s People each month as requested:
   1. - Worship Team would be scheduled on Planning Center by the 8th of each month
   2. - Kids & Students Team would be scheduled between the 9-10th of each month - This includes Nursery, King’s Kids, Students, etc…
   3. - First Impressions Team would be scheduled between the 11-12th of each month
   4. - Creative Team Systems People would be scheduled between the 13-14th of each month
   5. - All the other teams would need to have all their systems people scheduled by the 16th of the month.
5. That would give people 2 weeks to RESPOND to their scheduling requests on Planning Center.
6. This way the system owners are able to work with the team leaders and the team leaders will put the schedule into planning center. You are then able to see who is and isn’t available, and not put people into too many positions each Sunday.
7. In an effort to help you understand planning center and scheduling a little better, watch the three videos of SERVICES in Planning Center U completely. https://planning.center/university/#video-id=setup
8. > Scroll down to Services…Setup & Plans, People & Scheduling, and Music & Media (Watch all three please)
9. If you have any questions, or difficulties and need assistance setting something up or fixing it for your team/system – please contact the system owner.

EMAIL INVITES / CHECKING IN

• Once all of the people “serving” have been placed into their proper positions, we will send each individual 1 EMAIL requesting them to serve for the following month in all of those specific positions.
• If they have the app on their smartphone, they will be able to respond through that even more easily.
• For those who are not on the digital side of things, each team leader may have to call them on the phone or speak to them in person, and then manually confirm them for those positions in Planning Center online. (This is not complicated)
• Just go to the specific person on the specific scheduled position(s) & date(s) and click on their name to confirm them.
• The way this system is set up, it will automatically remind them of upcoming responsibilities.
• Team leaders need to help make sure that everyone’s information on their team is kept current, and that everyone on their team is correctly connected to Planning Center.

OTHER

• If people on your team are not able to serve at all anymore, or they move out of town/state – please notify the system owner and that person will be archived or removed from our data on Planning Center.
• If someone is unavailable to serve for a specific date range, or service – please make sure they understand that we want them to mark themselves as UNAVAILABLE in planning center so that we don’t accidentally schedule them.
• This is accomplished by them going to their profile in planning center (click on their picture (Top Right side of the page)..
• On the Scheduling Tab right below their picture and profile information, they will find a box that says [Add Blockout Dates]. Click the box..
• Put in the Start and End Date for Blockout, then the reason, then click save. This way they will not be scheduled for those dates.

Acknowledge 
This system has been reviewed with me and I have had an opportunity to ask questions and discuss pertinent details. I understand my role on the team.