Events

Events represent the services and activities your organization holds — Sunday services, Bible studies, outreach events, and more. Each event can have ministry staffing requirements that define how many volunteers are needed.

Who Can Access This

• Owners and Administrators can create, edit, and manage events.

Events Table

The events table lists all events with:

• Event Name — the name of the event.
• Recurrence — whether the event is one-time or recurring, and its pattern.
• Requirements — a summary of ministry requirements.
• Next Occurrence — when the event next takes place.

Creating an Event

1. Click the Add Event button.
2. Fill in the Event Details:
   • Name (required) — e.g., "Sunday 9AM Service."
   • Description (optional) — additional details.
   • Location (optional) — where the event takes place.
   • Start Date & Time (required) — when the event begins.
   • End Date & Time (optional) — defaults to 1 hour after start.

Recurrence

Enable the Recurring toggle if the event repeats. Configure:

• Frequency — Daily, Weekly, Monthly, or Yearly.
• Interval — how many periods between occurrences (e.g., 2 with Weekly = every 2 weeks).
• Days of Week (Weekly only) — select which days.
• Ends — Never, after N occurrences, or on a specific date.

Ministry Requirements

Define how many volunteers from each ministry are needed:

1. Click Add Requirement.

2. For each requirement:

   • Ministry — select the ministry.
   • Needed — how many volunteers are required (minimum 1).
   • Optional — enable if the position is nice-to-have but won't affect staffing status when unfilled.
   • Reduce need when present — select other ministries whose presence reduces the count for this ministry. For example, if a Deacon is present, you might need one fewer Usher.

3. Click Create Event to save.

Managing Events

From the events table:

Edit

Click the event name or pencil icon to update any details, recurrence settings, or requirements.

Standing Assignments

For recurring events, you can assign volunteers as standing assignments. These volunteers are automatically included in every occurrence without needing to be scheduled each time. This is ideal for volunteers who serve every week in the same role.

Deactivate

Click the trash icon to deactivate an event. This removes it from scheduling but preserves historical data rather than deleting the event entirely.

How Events Connect to Other Features

• Ministries — events define requirements based on ministries. You must create ministries before adding requirements.
• Scheduler — the scheduler generates volunteer assignments for event occurrences.
• Calendar — published schedules appear on the calendar for all team members.
• Availability — volunteers can set preferences for specific events.
• Announcements — announcements can be targeted to specific events.
• Reports — reports show staffing levels for upcoming event occurrences.