Plan rosters in Rostering

Rostering shows teams as rows and upcoming services as columns. Use it to fill several rosters without opening every event.

A normal cell has no unresolved warning.
Amber shows explicit event positions that are still open, or draft suggestions that need review.
A yellow Double booking strip in an event heading means at least one person is scheduled in more than one team for that service.
Red Unavailable means someone is scheduled during a saved absence.
Assignment chips show each person’s current response state.

Open Double booking to see the affected people and their teams. A combination such as preaching and hosting may be intentional when the responsibilities happen at different times; check the service timing before leaving it as planned.

Use Plan roster

Choose Plan roster and complete the three steps in order.

1. Request availability

Choose the full Rostering or one team, then set the period people should review. Edit the start and end dates directly or use a quiet shortcut such as This quarter, Rest of year, or Next 6 months. The audience follows the currently visible active teams, their event eligibility, and each team’s Who can serve pool; it does not depend on whether those events already have open positions. Availability requests require a Team plan.

After sending, View responses and delivery lists every recipient. It shows separately whether the email was accepted and whether the person shared unavailable dates, confirmed no conflicts, or has not responded yet. It opens automatically when an address is missing or a send fails. Accepted means the email service accepted the message for delivery; Hub cannot confirm that it reached the person’s inbox. The paper-plane action stays available beside every person who has not responded, including accepted messages, so you can deliberately send only that request again. After correcting an address in People, refresh these details before resending so the current address is shown and used. If an address is missing, add it in the same row and choose Save & send.

A newer request replaces an older open request for the same planning period. Volunteers can confirm that their saved availability is complete or add unavailable dates.

2. Create a roster draft

Choose the teams and visible weeks before creating the draft. Hub suggests people from each team’s serving pool, spreads service fairly, respects unavailable dates, and avoids putting one person in two teams at the same service.

Suggestions are not assignments yet. They remain amber until you review and apply them.

Rostering never invents a position from team applicability alone. Add positions in an event under Team & roles, or define them in the event type; a rowless Rostering cell stays empty.

3. Review and invite

Review every suggestion and conflict. Apply only the suggestions you want. Invitations become available after draft suggestions and availability conflicts are resolved.

The invitation delivery report uses the same per-person result. Check anyone marked Needs attention before considering the invitation run complete; a successful result remains available from View details.

Do not send invitations simply because a draft exists. Check ministry fit and any pastoral or practical circumstances that Hub cannot know.

Define who can serve

Open a team's settings to edit Who can serve.

This optional list supplies Auto-fill suggestions and team availability requests. Manual scheduling can still assign anyone in your directory.

Add an individual person or a reusable group.
Review everyone in one combined list without duplicates.
Owners and admins can use the crown beside a name to manage team leaders.
Open Groups to review or unlink the sources behind the list.
Create a group when a set of people normally serves together.

If a person belongs to more than one linked group, the draft considers that person once. Removing a team from Rostering deactivates it for future planning but keeps its history.

Start with a base team

Open a Rostering cell and choose a saved group under Base team, such as Worship Team B. Hub places every member into the service as an individual assignment. Unavailable members remain visible, so you can choose Replace beside only that person and select a substitute.

The cell then shows the saved starting point and its exceptions, for example Based on Worship Team B · 1 changed and Nadine for Suzanne. Use the restore action beside one substitution, or Reset to return the complete lineup to the original snapshot. These changes apply only to this service: they never edit Worship Team B itself, and later membership changes to that group do not silently rewrite an already planned roster.

Choose where a team can be scheduled

Select a team name and open its settings. Owners and admins can choose where the team may be scheduled under Scheduled events:

All event types, except… when the team normally serves everywhere, then uncheck event types it does not need.
Only selected event types when the team has a specific purpose, then select event types such as Bible Study.

These choices control eligibility, not headcount. Open positions come from rows added under an event's Team & roles or copied from its event type. The choices also apply to future events created from the same template. Editors see this reusable rule as read-only, but they can open an individual Rostering cell to include or omit that one event as an exception. A staffed event stays included when a broader rule changes; clear its assignments before omitting it directly.

Use the final team row to create a team. Use the final event column to add an event. Event column headings also provide the calendar QR action.

Assign or replace directly

Select a cell to add a person or group. Hub warns when the choice is unavailable or already scheduled elsewhere in that service. Group assignments show how many members are unavailable.

Clearing an assignee from a base or template position leaves that event position open. Removing an ad-hoc assignment removes its extra position as well. Remove any other durable position under the event's Team & roles when it is no longer needed.

When someone was scheduled manually without belonging to the team's serving pool, the cell sidebar shows People outside this team. Remove preserves a base/template position but removes an ad-hoc position completely.

Choose Replace to change an assignment while keeping the roster place. Recheck conflicts before sending invitations.

Keyboard controls

Arrow keys move between cells.
Enter opens the selected cell.
Typing while a cell is selected opens its people and group search.
Command-click on macOS or Ctrl-click on Windows adds or removes one visible person; Shift-click selects the visible range. Both save immediately.
Escape closes the open cell.
Command+G on macOS or Ctrl+G on Windows creates a group from the current multi-person selection.

If planning cannot continue

Missing email: add it directly beside the person in Plan roster. For an open request, Save & send contacts only that person; invitation rows offer their own Add email action.
Failed delivery: verify the address and retry; do not count a failed message as sent.
No suggestions: check the selected teams, visible weeks, each team’s Who can serve list, and whether the events contain open positions under Team & roles.
Unavailable conflict: replace the person or correct an incorrectly recorded absence.
Availability request unavailable: Team is required; ask an owner to check Settings → Plan & billing.
Stale cells: clear any team filter, wait for current data, then reopen Rostering.