Volunteer Serving Schedule

My Schedule is your central hub for viewing and managing your volunteer assignments ("Your serving and teaching, in one place."). Whether you serve on the sound team, greeting team, worship team, or any other ministry, this page shows everything you need to know about your upcoming and past serving commitments.

Accessing Your Serving Schedule

Click My Schedule in the sidebar. The page opens on the List view, which shows your serving and teaching commitments together, grouped into This week, Later, and Past (teaching entries are marked with a Teaching pill). At the top you can switch between three views: List, Calendar, and Availability.

Understanding the List View

The List view groups your commitments into three sections so the most urgent items are on top:

Each row carries a status pill -- Pending (amber), Confirmed (green), or Declined (red) -- and anything waiting for your answer is marked Needs response, so you can see at a glance which assignments still need a response.

Viewing Upcoming Assignments

Each upcoming assignment card shows:

• Event name and date/time
• Position you are assigned to (e.g., "Sound Technician," "Door Greeter")
• Team the position belongs to
• Status badge -- Pending (amber), Confirmed (green), or Declined (red)
• Action buttons depending on the current status

Seeing Who Else Is Serving

Each upcoming serving entry has a See who's serving with you link. Tap it to open the event's page, where Who's serving this day lists every team, position, and volunteer on that event -- not just your own team -- with Unassigned where a slot is still open.

For the full walkthrough -- including the same roster in Telegram and exactly what other volunteers can see about you -- see Who Am I Serving With?.

Responding to Assignments

When you are assigned to a serving position, the assignment appears on your schedule with a Pending status, and you get a message (on Telegram if you've linked it, otherwise by email) when the date comes within your team's notice window -- about a month ahead by default. On a team that confirms assignments automatically, the assignment appears as Confirmed instead and the message simply tells you you're scheduled -- there is nothing to accept.

Accepting an Assignment

1. Open My Schedule in the sidebar (List view).
2. Find the assignment with a Pending status.
3. Click the Confirm button.
4. The status will change to Confirmed and you will see a success message.

Declining an Assignment

1. Open My Schedule in the sidebar (List view).
2. Find the assignment with a Pending status.
3. Click the Decline button.
4. Optionally provide a reason for declining in the dialog that appears.
5. The coordinator will be notified so they can find a replacement.

Responding from Email

You can also respond directly from the notification email you receive:

1. Open the email from your church about the volunteer assignment.
2. Click the Accept or Decline link in the email.
3. You will be taken to a confirmation page showing the result of your action.

Note: Email response links are time-limited for security. If a link has expired, log in to your portal to respond instead.

Checking In

On the day of the event, you can check in through the portal:

1. Open My Schedule in the sidebar (List view).
2. Find today's assignment.
3. Click the I'm Here button (available from 2 hours before the event until it ends).
4. Your attendance is recorded and the entry shows Checked In.

Note: The I'm Here button only appears within that window and only for confirmed assignments. You cannot check in too early or after the event has ended.

Viewing Past Assignments

Click Show past at the bottom of the List view to see your recent serving and teaching history (up to 15 entries), including the event name, date, position, and your status. Click Hide past to collapse it again.

Quick Links

At the top of My Schedule, you will find three quick-access buttons:

• Pick up a slot -- Browse and claim open volunteer opportunities for your teams (opens Volunteer Opportunities). A number shows how many slots are open.
• Add to calendar -- Download your serving schedule as a calendar file (see below).
• Scheduling preferences -- Open the Serving Availability page for your preferences, blocked dates, and recurring patterns.

To block dates quickly, switch to the Availability view using the switch at the top of the page.

Export to Calendar

Click the Add to calendar button at the top of the page to download your personal serving schedule as a calendar file (.ics). The file includes every confirmed and pending upcoming assignment, with the position name, event title, and event location in each entry.

Import the file into Google Calendar, Apple Calendar, or Microsoft Outlook. It's a snapshot, so download it again after your schedule changes. See iCal Calendar Export for step-by-step instructions.

Swap Requests with Other Volunteers

If you are double-booked or have a conflict on a date you have been assigned to serve, you can propose a swap with a teammate scheduled on a different date.

Proposing a Swap

1. In the List view, find the upcoming assignment you would like to trade away (the Propose swap link is offered while it still needs your response).
2. Click the Propose swap link next to the Confirm/Decline buttons.
3. In Propose a Swap, choose Their assignment to take -- your teammates' upcoming assignments on your teams.
4. Optionally include a short message explaining the request.
5. Click Send Swap Request. Your teammate is notified.

Your request shows under Your Pending Swap Requests until it's answered; click Cancel Request if you change your mind. On Telegram, you can also ask your whole team to cover with /swaps.

Receiving a Swap Request

When another volunteer proposes a swap with you, a Swap Requests section appears at the top of your My Schedule (and the request shows under Needs your response on your dashboard). It shows who is asking and the slots being exchanged. You can:

• Click Accept Swap -- Both assignments are exchanged immediately and go back to Pending so each of you can confirm your new date.
• Click Decline -- The request is closed, and your assignment stays on your schedule.

For full details on the swap workflow, see Volunteer Swap and Trade.

Signing Up for Open Opportunities

If your church has enabled volunteer self-signup, you can browse and sign up for open positions:

1. Click Pick up a slot at the top of My Schedule to open the Volunteer Opportunities page.
2. The page shows your current team memberships and any open positions for upcoming events.
3. For each available opportunity, you will see:
   • The event name and date
   • The position and team
   • How many spots are remaining
   • Whether you are eligible to sign up
4. Click Sign Up to claim a spot.
5. Depending on the position settings, your sign-up may be automatically confirmed or may need a team leader to confirm it ("Signing up expresses interest — a team leader will confirm your placement.").

Withdrawing from a Sign-Up

If you signed up for a position but can no longer serve:

1. Open the Volunteer Opportunities page by clicking Pick up a slot on My Schedule.
2. At the top of the page, your current sign-ups are listed under Your Sign-Ups.
3. Click Withdraw next to the position you want to leave.
4. The spot will be opened up for someone else.

Tip: Keep your serving schedule and availability up to date. Coordinators rely on this information when planning events and assigning volunteers.