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.
