planning center how-to
TRANSCRIPT
If you need further help on how to use Planning Center:
check the Planning Center Videos online
ask your Campus administrator
HOW TO USE
Planning Center
FOR YOUR TEAMS
Adding People to Your Team
Welcome to Creative
“Required” Properties
Permissions
Assigning Custom Properties
Rostering Your Team
Team Structure
Auto-Schedule
Activating a Roster
Songs + Media
Finding Songs/Media
Adding a Song/Media
Service “Plans” Creating a Plan
Managing Info
TABLEOF
CONTENTS
click on each section to jump to the page
The only info you need to add people is their NAME and EMAIL
! Their login details will be sent to their email, so make sure you have
their correct email address
! Make sure you select the Welcome to Creative email template
! Here’s the email that they will receive
(the person’s name and who sent it will change
automatically)
Adding People to Your Team !
Then you allocate custom “properties” for each person for where
they fit on our team
This helps all of us to organise our team (including for Cass & Rich),
and makes it much more difficult for people to ‘fall through the cracks’
It will ask you to select where they fit in these “required” areas
their home Campus (can only choose 1)
which Team they’re in (can choose as many as apply)
where in Church Life do they serve? college / kids team /
youth team / weekends
Level of Involvement (can only choose 1). We’ve used
language that helps you organise your team without making
people feel like they’re being ranked.
Adding People to Your Team - “Required” Properties !
Creative Staff - Worship, TV, Production, etc
Cross-Campus - they are pillars at your campus and travel
to other campuses to bring strength and training
Campus Sunday Service - they serve on your campus’
main Sunday platform
Serving - they serve at your campus, but not on your main
Sunday platform - e.g. Sisterhood, Youth, etc
Not Yet Serving - they are not yet being rostered to serve
Adding People to Your Team - Permissions !
Admin Privileges
Scheduler can roster PEOPLE for the services that you allow.
Please Note - All teams are rostered on the same PLAN, so this access allows them to
edit rosters for all teams on that service, not just their own team. It also gives them access contact details and send emails to ANYONE on our
team… so PLEASE don’t hand out this access to just anyone.
Editor can edit PLAN (Service) details for the services that you allow.
Please Note - they can also add/edit any SONGS and MEDIA that are available to our WHOLE team.
Administrator can add/edit Services for the folder that you allow, as well as edit service templates, roster teams etc.
Please Note - they are the only people that can change someone else’s Permissions
The default Permissions for a new team member is Scheduled Viewer
This will allow them to ONLY see details & songs of services that they are
rostered/scheduled for
To change someone’s access to be able to access
ALL songs, you need to change their access to Viewer
Once you’ve added someone to Planning Center, you can
assign Custom Properties to them, to help with Communication,
Team Breakdowns, and with Auto-Schedule
Adding People on your Team - Assigning Custom Properties !
Once you’ve added your team, it’s very easy to view and email
groups of people.
E.g. - select Hills + Youth + Frontline Singer + Female to view and send
an email to all your Hills girl singers that are in youth.
Or - select Hills + Musicians + None to view any Hills people in your
musicians team that have NOT yet been assigned to a position
Just click and drag from the Custom Properties on the
left, and add them to the person you want. To edit/remove any
Properties, just click on their name and go to the Assignments tab.
E.g., Assign instruments to musicians, assign FOH / Monitors to
your engineers, etc etc
Rostering is quite different on Planning Center
than other systems we’ve previously used
ALL teams are scheduled/rostered together in one
service Plan, but are organized in Categories
— WLers / Vocals / Production / etc
Anyone with Scheduler permissions can edit
a roster for a Plan
! This is a snapshot of how our team
structure is broken down on Planning Center
Rostering Your Team !
In each Service Plan Templates, you can tell Planning Center to
only Auto-Schedule certain People to each Position, or you can
set it to Auto-Schedule based on Custom Properties
e.g - for Hills Sunday 9&11, only roster Choir
members who have the following tags
Hills Campus
Vocals
Sunday AM Choir Vocal
Rostering Your Team -Auto-Schedule ! In the Matrix view, you can click the Auto-Schedule
button, and select which teams/Categories to roster
This will create a DRAFT roster for you,
according to all the information that you and others
have already imputed into Planning Center
People’s Availabilities and Blockout Dates
People’s existing rosters
Team Paramaters & Custom Properties
To Activate >>> click the Email button ⬆ ️� use the default Scheduled
Position email template, and send
This will send an email to the people you
select, and a notification will come up on their
phone
PLEASE NOTE - If you make any roster changes AFTER you’ve activated
the roster, you need to notify each person that gets moved/removed.
Planning Center will update the changes on their roster and iCal sync,
but it will NOT send a notification of the changes
Rostering Your Team -Activating a Roster !
Once you’re happy with your drafted roster, you need to activate it.
You can tell if a roster is still NOT activated if the email icon ⬇ ️ is still
next to their name / team ✉️
Songs + Media ! One of the greatest things about Planning Center is that it manages our
Songs + Media in one central place, accessible by everyone on our team
People can access song resources straight from the song list on their
roster, and can stream audio/video straight from their phone app
Song mp3’s can only be STREAMED, not downloaded
This is to protect our unreleased songs and ensure that EVERYONE can access
and learn songs
! People can search/view all our Current P&W Songs by using
the Song Properties filter
This also applies for Media, where all our Training Videos, etc. can be found
(the Songs + Media filter will soon be available on the phone app as well)
Anyone with Editor permissions can add/edit Songs + Media in the
central library
Because it’s a central library, any song that you add will show up for
EVERYONE. Please check if a song/item already exists in the
system before adding a new song
! To help keep our library
organised, and help our teams be
able to find the resources they need, make sure you tag the
appropriate Properties when you add a Song/Media
! Planning Center organizes Songs + Media by title, so you
can add multiple attachments/resources to each Song/Media
E.g. - a Song can have mp3’s / lyrics / chart / backing tracks /
video images / etc etc linked to it
Songs + Media - Adding a Song/Media !
You can then click the button to add
Calltimes for your teams/Categories
Thursday night rehearsals, etc
! Each Time that you add will only show up on the roster of
the teams/Categories required, as well as add a separate Event
in people’s Calendars for each Time they are required (if they have it linked to their iCal, etc)
Once your first Plan is setup with all the Times needed, you can to copy it
for services in the future. Once a Plan date has passed, it will automatically add another date in
the future
Service “Plans” ! Planning Center organises all rosters and communication into
service Plans
There are different Service Types - e.g. Hills Sunday 9&11 - that
you add a Plan for each service/date - e.g. January 5th 2014
The first time you setup a Plan in each Service Type, start with
your actual Service Time - e.g. 9am-12:30pm - and make sure to
select all the teams/Categories that are required
Service Plans - Managing Info !
Once your Plans are setup, it’s very easy to manage any
communication / details relevant to each Plan!
Click and drag Songs + Media onto the run
sheet. You can add details like who’s leading each
song, if there’s special video content for a certain section, etc
! Setup the Stage Layout by clicking and dragging the People
that are rostered for each Position on stage
Add a Note with the
rehearsal schedule so
everyone knows what’s
happening