What is a Ministry Leader?
Ministry Leaders are volunteers who have been given certain, limited administrator privileges. When they log into the Web Terminal online, they will have access to an Admin tab, which allows them to manage schedules, set attendance flags, send emails, request subs on behalf of the volunteers in their designated ministries, edit the profiles of volunteers in their ministries, and post notes and resources to services online for volunteers to see. Ministry Leaders are only available in the Plus Edition of MSP.
A Ministry Leader’s group of “managed volunteers” consists of any volunteers who belong to at least one of the leader’s managed ministries and whose service preferences indicate that they can be scheduled for at least one of the leader’s managed services. Ministry Leaders can only send emails to their managed volunteers.
The ability to declare a Ministry Leader is housed in the Web Terminal Settings.
The Admin tab for Ministry Leaders
Once a volunteer has been declared a Ministry Leader, when they log into the Web Terminal they will see an additional “Admin” tab. In that tab, they will see controls on the left for Schedule, Volunteers (where volunteer profiles can be edited), and Announcements (where emails and text messages can be sent).
A video tutorial for this topic is also available.
The first thing a Ministry Leader will see when clicking on the Admin tab is the schedule for the upcoming months. Ministry Leaders can see schedules that are saved but not yet live and can make changes before they go live.
At the left hand side of the pane is a 3 month calendar view. To move to further months, use the arrows to the left and right of the month at the top.
If a day is selected on in the calendar on the left, services for the selected day will appear on the right. The selected day will be outlined in green on the calendar view. From here, you can:
- Fill an empty position by clicking on the position, then clicking the pencil icon.
- Replace a volunteer by clicking on the name of the volunteer you wish to replace in the schedule, then clicking the pencil icon.
- Click on the flag icon next to a volunteer’s name to flag the volunteer as sub requested, set an attendance tracking flag or clear the current flag.
- Click the X to the far right of a position to remove the volunteer and/or position.
- Click “Add a position” in upper right corner of each service time to add new volunteer positions.
When a Ministry Leader clicks on a service title in the Day View, they will be brought to the Service View, where they can add notes and sequence items for volunteers to see.
Notes can be set to appear to specific ministries or services, or to all volunteers at all services. Notes can be added to only one specific service, all services in a week, all services at the same day and time, or every service. Additionally, notes can be limited so only volunteers in specific ministries see the note.
Add sequence item
Sequence items can be added to the order of service. When an item is added, you can optionally attach a description, note, resource, or comment to that item. You can also add headers to help organize the sequence items. All items and headers can be rearranged by dragging and dropping the item. Once sequence is created, you can also bind the sequence to all other related services that week. (Related services share the same name.)
Write a comment…
At the bottom of the list of volunteers is an area to write comments. Unlike Notes, Comments allow volunteers to reply and view each other’s responses. Comments will be visible to any volunteer who clicks to look at this service in the Web Terminal. If you are a Ministry Leader, you will get emails with any added comments, as will any volunteer who has already commented on that service.
The Volunteers pane can be used by Ministry Leaders to edit the profiles of volunteers in their ministries.
Use the Search field to search for a specific volunteer. Additionally, you can click on “Only show volunteers that pass | this filter…” to only show volunteers who pass a specific filter. Click on the words “this filter…” to open the filter editing window.
Click on a volunteer’s name to open their volunteer profile. There are three different sections to volunteer profiles:
- General Info
This is where Ministry Leaders can update volunteers’ phone and cell numbers, addresses, and email addresses, as well as add comments and make changes to their automatic email and text message reminder settings and sub request notification settings.
- Custom Fields
If your church keeps track of any custom fields, such as training dates or T-shirt sizes, this is where Ministry Leaders can make changes to those fields.
Here, Ministry Leaders can edit their volunteers’ qualified ministries, service preferences, preferred frequency of scheduling, and unavailable dates / times.
The Announcements pane can be used to send customizable emails or text messages to any volunteer who is one of the Ministry Leader’s managed volunteers. To send an email or text message lick on the “Compose” button in the upper right corner of this pane, then select either “Email” or “Text”.
Choose the recipients of this email or text message from the options of:
- All my ministries
Email or text will send to all of this Ministry Leader’s managed volunteers. This is the default option. To refine the list of recipients, click on the “x” next to “All my ministries” to remove this option, which will allow access to a drop-down list of the Ministry Leader’s ministries.
- Only specific ministries
Email will send to only volunteers in the ministry or ministries selected. To see a drop-down list of the Ministry Leader’s managed ministries, after removing the “All my ministries” default option from the “send to” field, click on this field again and a drop-down list of ministries will appear.
- Only specific volunteers
Email will send to only the specified volunteers. To select a volunteer begin typing their name in the send to field and a drop-down list of matching volunteers will appear.
Additionally, you can choose:
- But only send to volunteers who pass | this filter…
Will only send to volunteers passing a filter specified by the Ministry Leader. Click on the words “this filter…” to open the filter editing window.
- Don’t send to inactive volunteers
Will not send to any volunteer in the system who is marked as inactive.
Type a subject for your email
When clicking here, a list of tokens will be available for use. Tokens are placed into an email so that each recipient will receive their own information filled in the place of the token, making emails easily customized to each volunteer. See the Appendix A – Guide to Tokens for more information on tokens.
These options allow you to change the font/style of the email text, add numbered or bulleted lists, change the indent or alignment, and add a horizontal line or hyperlink to the email being sent.
Clicking Preview will bring you to Token Options, which will allow you to set specific parameters for your tokens. Once through the Token Options, you will see a list of the recipients of the email. When a name is selected from the list, the information for that individual will populate in the email so you can check to see what the email will look like when that specific volunteer receives it. You must preview an email before sending it.
Hitting send will send the email to all of the volunteers who are set to receive it, as listed in the Preview.