Setting Schedule Preferences and Responding to Requests

Overview

Communicating with your volunteer coordinator is key to making sure they know when your available when you are NOT available and any preferences you have. It is also important to be able to accept or decline volunteer requests and find replacements as needed. This article will show you how to work with all of these features in the Church Community Builder System.

Privileges

You can set these items for yourself OR Schedule Organizers and People Admins can set on behalf of someone else.
Use the links below to find the specific answer to your questions

As a volunteer, you have the ability to set your serving preferences for each position you fill.

There are two ways to access your Availability to Serve

Logged In

  1. Click the Serve icon from the Menu Bar on the left
  2. Select My Schedule
  3. Click on the Availability to Serve button
  4. Choose Preferences

Logged Out

  1. Open an email with a serving request or reminder
  2. OR click the link in a serving reminder text message
  3. Click the Availability to Serve button at the top
  4. Choose Preferences
  1. Set your preferences for each group. You can set the specific number of times,  which weeks, as well as which services you prefer.

Note: If you fill multiple positions in the group, you will also be able to drag and drop the positions into your preferred order by holding down the three bars on the left. This preference will be visible to the Group Leader when they schedule the position.

There are two ways to access your Block Out Dates

Logged In

  1. Click the Serve icon from the Menu Bar on the left
  2. Select My Schedule
  3. Click on the Availability to Serve button
  4. Choose Block Out Dates

Logged Out

  1. Open an email with a serving request or reminder
  2. OR click the link in a serving reminder text message
  3. Click the Availability to Serve button at the top
  4. Choose Block Out Dates
  1. Click the date you will not be available to serve
  2. If you will be unavailable for multiple dates, click and drag through the dates to select them all
  3. If you attempt to block out a date for which you have already agreed to serve, you will be notified and asked whether you wish to decline the initial serving request
  4. Click an unavailable date to remove the block out
  5. Any existing dates will show up with a circle around them (Yellow for unaccepted and Green for accepted)
  1. To accept or decline volunteer opportunities from an invitation, click the Respond button in the email

  1. From this view you can accept or decline the serving opportunity or click Schedule Details for more information on the serving opportunity and who else is serving.
  2. Clicking Decline will give you an opportunity to give a reason for the decline.

 

  1. The Schedule Detail view allows you to see who else is serving and by hovering over the details(clock) icon you can see the exact serving times

  1. You may want to keep the email as you can click on the Respond button again to see the details or find replacements after you have accepted
  1. To accept or decline volunteer opportunities from an invitation through a manual text message, click the link in the text, OR
  2. To accept or decline volunteer opportunities from an invitation through an automated text message, click the link in the text.

Note: Automated text message reminders are sent out only 1 day before serving at about 7pm local time.

 

  1. Click on the serving opportunity you’d like to respond to
  2. From this view you can accept or decline the serving opportunity or click Schedule Details for more information on the serving opportunity and who else is serving.
  3. Clicking Decline will give you an opportunity to give a reason for the decline.

  1. The Schedule Detail view allows you to see who else is serving and by hovering over the details(clock) icon you can see the exact serving times

  1. You may want to keep the text as you can click on the link again to see the details or find replacements after you have accepted

Note: If you blocked out a date between the time you receive the request and when you go to accept the request, you will be notified you have blocked out the date and given the option to accept anyway or cancel and decline.

If you are logged into the Church Community Builder system you can click on the SERVE menu item on the left and view the “Requests” tab.
From there click Accept or Decline to indicate your choice for each of the opportunities available to you
If you decline, you will have the opportunity to leave a note explaining why
If there are assignments you have already accepted, they will be listed in the My Assignments section, and you will have the opportunity to change your response if needed.
You can view you scheduling assignments by using the following methods:
Email Notification – You can open up the same email you used to respond to the request to see your current list of serving assignments. Just click the Respond button again to see the assignments.

Text Messaging– This method you will receive a one-way text message with a link. Click this link and it will open up to a “mobile-friendly” view of the logged out view to accept, or decline your assignment.

My Calendar – Click the calandar icon at the top to view your calendar. Any serving assignments will be highlighted with the word Serve at the beginning of the title.

Serve Page – Click the Serve menu on the right and make sure the My Schedule tab is selected to view a list of your upcoming assignments.

If you have already accepted a volunteer assignment and can no longer serve at that time, you can use the software to find someone else who can cover your assignment.

Finding a Replacement within the system

  1. Go to your schedule requests, either from the first email you were sent about the serving request:
       

    OR Click on the Serve menu on the right and click the My Schedule tab.

  1. Click on Find a Replacement link to open up a modal that will display other people you can ask to serve in your place.
  1. Available choices are determined by who else serves in the role and their own serving availability and preferences. If there is at least one person on the list, you can send an email asking them to replace you. If there isn’t anyone else, you can instead decline the request and leave a message for the schedule coordinator.
  1. When you send a replacement request, your name will remain on the schedule until the request is accepted, at which point the schedule organizer will be informed of the change. If the person you have emailed declines the request, you will be notified so you can ask another person or decline the assignment.

Note: Be aware that you will not be taken out of the serving opportunity until the person replacing you has accepted the opportunity.