Scheduling an Event

Events represent the services and activities your organization holds — things like a Sunday morning service, a Wednesday Bible study, or a special outreach event. Each event can have ministry staffing requirements that define how many volunteers are needed.

Prerequisites

• You must be an Owner or Administrator of the organization.
• You should have already created ministries for the service areas you want to staff.

Creating an Event

1. Open the Events page from the left sidebar.
2. Click the Add Event button in the top-right corner.
3. Fill in the Event Details:
   • Name (required) — a descriptive name, e.g. "Sunday 9AM Mass."
   • Description (optional) — additional details about the event.
   • Location (optional) — where the event takes place, e.g. "Main Sanctuary."
   • Start Date & Time (required) — when the event begins.
   • End Date & Time (optional) — when the event ends. Defaults to 1 hour after start if omitted.

Setting Up Recurrence

If this event repeats on a regular schedule, enable the Recurring toggle. You will see additional fields:

• Frequency — how often the event repeats: Daily, Weekly, Monthly, or Yearly.
• Interval — the number of frequency periods between occurrences (e.g., "2" with Weekly means every 2 weeks).
• Days of Week (Weekly only) — select which days the event occurs on.
• Ends — choose when the recurrence stops.
  • Never — repeats indefinitely.
  • After N occurrences — stops after a specific number of events.
  • On date — stops on a specific date.

Leave the Recurring toggle off for a one-time event.

Defining Ministry Requirements

This is where you specify how many volunteers from each ministry are needed for the event.

1. Click Add Requirement to add a row.
2. For each requirement:
   • Ministry — select which ministry is needed.
   • Needed — how many volunteers from that ministry are required (minimum 1).
   • Optional — enable this if the requirement is nice-to-have but does not affect staffing status when unfilled.
   • Reduce need when present — when multiple ministries are listed, you can check other ministries here. If a volunteer from a checked ministry is present, the required count for this ministry is reduced by one. For example, if a Deacon is present, you might need one fewer Usher.
3. Repeat for each ministry you need at this event.

Click Create Event to save, or Cancel to go back.

After Creating an Event

The event will appear in the events table showing its name, recurrence pattern, requirements, and next occurrence.

From the table you can:

• Edit — click the event name or the pencil icon to update any details.
• Standing Assignments — for recurring events, you can assign volunteers as standing assignments. These volunteers are automatically included in every occurrence of the event without needing to be scheduled each time.
• Deactivate — click the trash icon to remove the event from scheduling. This preserves historical data rather than deleting the event entirely.

Next Steps

• Add volunteers and qualify them for the ministries this event requires.
• Use the Scheduler to automatically schedule volunteers for upcoming event occurrences.