Volunteer Serving Schedule

The Serving view is your central hub for viewing and managing your volunteer assignments. 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, then select the Serving tab at the top of the page. (The My Schedule page has three tabs: Teaching, Serving, and Open Roles.) Your serving schedule shows:

• A summary of your assignment stats
• Your upcoming assignments
• Your past assignments (most recent 10)

Understanding the Stats

At the top of the page, three cards display key numbers:

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

Responding to Assignments

When you are assigned to a serving position, you will receive an email notification and the assignment will appear on your serving schedule with a Pending status.

Accepting an Assignment

1. Open My Schedule in the sidebar and select the Serving tab.
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 and select the Serving tab.
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 and select the Serving tab.
2. Find today's assignment.
3. Click the Check In button (available shortly before and during the event).
4. Your attendance will be recorded.

Note: The check-in button only appears within a window around the event's start time. You cannot check in too early or after the event has ended.

Viewing Past Assignments

Scroll down past your upcoming assignments to see your recent serving history. The past assignments section shows the most recent 10 assignments, including the event name, date, position, and your status (confirmed, declined, etc.).

Quick Links

At the top of the Serving tab, you will find quick-access buttons:

• Add to Calendar -- Subscribe to your serving schedule from any calendar app (see below)
• Sign Up to Serve -- Browse and sign up for open volunteer opportunities (opens the Open Roles page)
• Availability -- Manage your serving availability and scheduling preferences

Export to Calendar

Click the Add to Calendar button in the top-right of the page to download or subscribe to your personal serving schedule as an iCal feed (.ics). The feed includes every confirmed and pending upcoming assignment, with the position name, event title, and event location embedded in each entry.

You can paste the URL into Google Calendar, Apple Calendar, or Microsoft Outlook to keep your serving commitments synced automatically. See iCal Calendar Export for full setup 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. On the Serving tab, find the upcoming assignment you would like to trade away.
2. Click the Propose Swap link below the Confirm/Decline buttons.
3. In the modal, choose which of your teammates' assignments you would like to take in exchange (the dropdown lists fellow volunteers serving on different dates).
4. Optionally include a short message explaining the request.
5. Click Send Swap Request. Your teammate will see the request when they next visit their serving schedule.

Receiving a Swap Request

When another volunteer proposes a swap with you, a purple Swap Requests banner appears at the top of your Serving tab. The banner shows who is asking, the dates being exchanged, and any message they included. You can:

• Click Accept Swap -- Both assignments are exchanged immediately, and the schedule is updated for everyone.
• 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 the Sign Up to Serve button at the top of the Serving tab, or open the Open Roles tab on the My Schedule 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 require coordinator approval.

Withdrawing from a Sign-Up

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

1. Open the Open Roles tab on the My Schedule page.
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.