Ministries can be used by leaders in your church to communicate with members and volunteers, create volunteer schedules and associate individuals with those schedules, track and manage background checks of volunteers, and manage budgets and expenses.
Key Features
Shows all ministries, what ministries you are apart of, and what ministries you are leading
Ability to add a new ministry
Edit and manage each ministry with communications, serving schedules, volunteers, and website connection
There are three tabs within Ministries
I’m a Member
I’m Leading
All Ministries
Tabs 1 & 2 show a list of the ministries you are a member of and which ones you are a leader of.
3rd Tab: All Ministries shows all ministries created in your Church- when clicking into a specific ministry-
Overview | Shows the number of members, leaders, and volunteers. Shows the MyChurch profile of those Willing to Serve the ministry |
Send Email | Use this form to email leaders, members and volunteers of this ministry. The email will be sent from the church website, but will allow replies to your personal email address |
Send Text | Send a text message to leaders, members and/or volunteers of this ministry. |
Leaders | Access to MyChurch profiles of all Leaders within the Ministry |
Members | Access to MyChurch profiles of all Members within the Ministry with the ability to export to CSV |
Volunteers | Access to MyChurch profiles of all Volunteers within the Ministry |
Serving Positions
Serving Positions tab is for scheduling members/volunteers including how many are needed and if a background check is required.
+ Add Position
Adding a position will create a new serving position. Add information such as the Name, Description, Number of Volunteers needed, and if the position requires a background check. Clicking ‘Save’ will add this information into Serving Positions.
Serving Schedule
The Current Schedule shows the date, time, and event of the events added into the Ministry. Clicking the date of the event will take you to the ability to “+Add Person” for volunteering for the event. It will also show the confirmation if the person is a Yes or No for being able to volunteer. Within here is also where you can send notices/alerts to the volunteers to receive confirmation.
Upcoming Services
The Upcoming Services section shows the events (date and time) at the church with the option to schedule volunteers.
How to schedule volunteers from an administrative view on traxios
On the Ministries Tab, click All Ministries and select the ministry you would like to schedule for.
Click Serving Positions Tab to set positions/roles for the ministry.
Click on the + Add Position
Fill in position details. [Make sure to complete all fields & stay within character count limits]
When all positions are added, click on Volunteers tab
Here is where you will add all people you would like to schedule [*even if they are a leader you still need to add them here for them to show up on the schedule]
Simply type in the search bar and click on the name of the individual to add to the list.
If you can’t find the person you are hoping to schedule it is because they don’t exist in the database. You will need to add them into the track.church database first.
Once all volunteers are added to volunteer list, click on the Serving Schedule Tab
If you don’t see an upcoming service scheduled at the bottom section, click on + Add Event in the above section.
Fill in the Date/Time and Event Name fields and click Save.
Click on the event name or date you just created.
You should now see boxes with all serving positions.
Click on +Add Person in each serving position you wish to schedule.
Go through each serving position and add the volunteers you wish to serve that day.
Note: you should see a yellow [NO] button under confirmation on each name.
Once you have each volunteer in the proper position. Click the Send Notices button at the top right box.
This will send the volunteers a text message to confirm or decline the volunteer request
*Note: It will automatically change to a green [YES] button once the volunteer confirms. If
volunteer declines for some reason it will show as a purple [declined] button allowing you to schedule a new individual.
*Note:You can add as many volunteers as you need even after you send notices. The previous volunteers you sent the notice to will not get another notification if you press Send Notices again.
Once they are confirmed you will see it on the schedule layout and the volunteer will receive a confirmation email as well as an automated email reminder 24 hours before their shift.
They will also see it on their MyChurch profile at the top in an automated bubble.