People, groups, teams, and songs

Owners and admins fully maintain People and Songs. Volunteers have a read-only People directory and can browse, add, or edit shared songs from their portal; they cannot edit People or archive People or Songs. Editors can use these records while planning events but do not see those management destinations.

Add and maintain people

Open People and choose Add person, or press N while you are on the People page. Enter the first name, last name, and any available email, phone, or group memberships. Save and add another keeps the form open for the next person.

Keep email addresses current: availability requests, roster invitations, access invitations, and reminder emails depend on them. Before sending, an owner or admin must complete the organisation’s email privacy settings. An address in People is not evidence of permission to contact that person, and resending does not override an unsubscribe.

Use the send action beside one person to choose between a personal roster overview and an availability request. The dialog shows the recipient and requested period before sending. Availability mail reuses the current Rostering request, so contacting one person does not replace the request for everyone else. When there is no current request, choose the period for the new one-person request in the same dialog.

People can be shown as a list, cards, or a map. Use search, select several people for a bulk action, or include archived people when you need to restore someone. A contact QR on a person card shares their contact details; it does not grant Hub access.

In the volunteer portal, People is an active-person directory without management actions. Another person's email is visible only when they enabled Share email with team in Profile; phone is independently controlled by Share phone with team. These settings are applied before the directory is sent to the browser.

Use More actions for:

  • Import CSV
  • Request availability in Rostering
  • Creating a group from selected people
  • Granting Editor access and sending access invitations
  • QR Invite for exactly one selected person

A QR Invite signs in as the selected volunteer. Treat it as private, do not reuse it for another person, and generate a new one if it has expired.

Import people from CSV

For the complete move from WorshipTools, Planning Center, ChurchTools, or a spreadsheet, start with Migration to Hub.

  1. Choose Import people on the People page, or More actions → Import CSV. The preparation dialog offers Download CSV template and Choose CSV or TSV.
  2. Select the file, then match each spreadsheet column to first name, last name, full name, email, phone, skills/tags, or Do not import.
  3. Check the live preview. You can map several email or phone columns; Hub uses the first filled value from left to right.
  4. Continue to the people review, resolve invalid rows, and check records marked as duplicates or archived.
  5. Import only after the review is correct.

CSV import creates new people only from rows marked ready. It does not update duplicates, restore archived people, or send invitations. Handle duplicate or archived records separately, then send access or roster invitations when you are ready.

An imported person with an email address can request a volunteer portal login at that address. Import does not grant Editor or Admin access.

Archive someone when they should no longer be scheduled but their history must remain. Archived people can be restored. Permanent deletion is available only from the archived state and cannot be undone.

Create and manage groups

Select at least two people in People, then use More actions to create a group. To open an existing group, press Command+K or Ctrl+K, search for the group name, and select the group result.

In the group manager you can:

  • Rename a group.
  • Add people or a subgroup.
  • Choose group leaders with the crown control.
  • Use Make team (schedulable in Rostering) when the group should become a scheduling pool.
  • Delete a group after confirming the action.

Hub prevents a group from being nested inside itself. Every non-empty group keeps at least one leader; the first person added becomes a leader automatically. Deleting a group is permanent, so remove people from the group instead when you only need to change membership.

Manage teams

Teams are managed from Rostering. Open a team's settings and use Who can serve to add people or groups. A team’s colour is shared with its linked group. Removing a team deactivates it from future Rostering planning while retaining past roster history.

Add a song

Open Songs and choose the plus button.

  1. Put the title on the first line.
  2. Put the author on the second line.
  3. Separate song sections with blank lines.
  4. Use labels such as [Verse 1] or [Chorus] at the start of a section.
  5. Add chords inside lyric lines, for example [C]Every eye on [F]him.

In the admin workspace, Hub saves while you edit. Before opening another song, leaving the page, changing organisation, importing a file, or signing out, Hub finishes any pending save. If it cannot save, you choose whether to stay and correct or retry the song, or discard the unsaved changes. A new draft needs a real title in place of Song Title before Hub can save it. More actions provides Save now, Re-parse text, and Archive song. You can also drag in or select a .txt song file.

In the volunteer portal, choose Create song or Save changes explicitly. If somebody saved a newer revision, your text remains in the editor while you choose whether to load the latest version or deliberately keep yours. The portal never offers archive or delete.

The structure preview starts with lyrics only. Choose Show chords to include recognised chords. The copyright information is shown separately from the lyrics.

Why a song does not appear under Chords

The Chords filter does not treat every word in square brackets as a chord. It shows songs with either:

  • valid inline chord markers in the lyrics, such as [C]Amazing [G]grace;
  • a chord-only or chord-grid line made entirely from valid chord symbols, such as C G Am F or || C . . . | G . . . ||; or
  • a saved chord-analysis revision.

A section label such as [Chorus] is not a chord. A line that mixes chord symbols with ordinary words is not a chord-only line; put chords in square brackets at the points where they change instead.

If a song is missing from Chords:

  1. Switch to All and open the song.
  2. Add a valid inline marker directly before the lyric where the chord changes, or add a chord-only or chord-grid line made entirely from valid chord symbols.
  3. Choose Save now and wait for the saved state.
  4. Return to Chords. Opening this filter also finishes a pending auto-save for the current song.

Search in Songs checks the title, author, and lyric body. Use Newest or Oldest to sort by the last update. Archive duplicates instead of keeping two competing versions.