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, 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, Emailer, and Request Subs.
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 blue on the calendar view. To edit any specific service, click on the blue service title in the day view.
Once a Ministry Leader clicks on a service title in the Day View, they will be brought to the Service View, where they can make changes to the schedule and add notes 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.)
Add a position
Click on “Add a position” and a drop-down menu will appear so you can choose which ministry needs another not filled position. Note: only “managed ministries” for this Ministry Leader will appear.
When hovering over any ministry in the list, a gray X will appear on the far right side. Click this x to remove an assigned volunteer from the position, or if the position is not filled, click to remove the position entirely.
Right-clicking on a volunteer will bring up several other options:
- Change volunteer…
This will take out the current volunteer and replace them with a volunteer of your choosing.
This will remove the current volunteer and leave a not filled position.
- Flag as sub requested…
This will mark the volunteer as sub requested so other volunteers can sub or trade. When flagging a volunteer as sub requested, a pop up will appear asking you if you would like to send out the sub request emails to other volunteers who are able to fill the position.
- Flag as did not show up
This will mark the volunteer as “Did not show up” and will place a blank line through their name.
- Flag as extra
This will flag the volunteer as an extra.
- Clear flag
This will clear any flags on the volunteer.
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 Emailer tab can be used to send customizable emails to any volunteer who is one of the Ministry Leader’s managed volunteers.
Choose the recipients of this email from the options of:
- All my volunteers
Email will send to all this Ministry Leader’s managed volunteers.
Email will send to only volunteers in the ministry(s) selected
- Only these volunteers
Email will send to only the selected volunteers. To select multiple volunteers, hold the Ctrl/⌘ or shift key while selecting.
Additionally, you can choose:
- Don’t send to inactive volunteers
Will not send to any volunteer in the system who is marked as inactive.
Will send a blind carbon copy of the email to any email listed here. The BCC copy will not have individual information filled in, but will instead show the tokens used.
- BCC to me
Will send a blind carbon copy to the Ministry Leader. This copy will have tokens instead of filled in individual information, as well as a list of the email addresses of volunteers who were sent the email.
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.
In addition to requesting subs from the Service view, you can also go to the Admin tab and request a sub on behalf of a volunteer by clicking the “Request Subs” pane on the left.
Request a sub on behalf of…
Choose a volunteer from the drop down to see their scheduled services.
Scheduled services for [volunteer]
Once the services appear for that volunteer, you can click on the link for the service to be brought to the service view, or click “request sub” to submit a swap request. During the submission, you will be able to add a comment and then can choose to send out swap request emails or not. If a service is already listed as swap requested, you may hit “cancel” to remove the Swap Requested flag from their position.