How to View the Status of Minister Assignments for an Event

If you need to find out how many ministers are required to serve at an event or who is scheduled to serve or how many unfilled positions remain, use the following procedure.

1. Click to display the Scheduling page.

2. Select the desired filter options at the top of the page:

• The date range for the schedules you want to generate.

• Ministry group, ministry, and ministry event.

As shown in the following illustration, we want to find out how many cantors in the Liturgy group are scheduled for all of the 11:00 Sunday events between 5/9/2012 and 8/9/2012.

To clear filter options, click . This button is located at the bottom of the window.

If you want to make the selected ministry group your “favorite” (your personal default option), click this icon: . The selected group now automatically appears in the Select Ministry Group list so that you do not have to select it again the next time you run the scheduler.  

3. Click .

The application processes your filter selections and searches the database to find ministers who match the criteria you specified. It also looks at the ministers-needed requirements specified for the selected event.

Results of the database search are displayed at the bottom of the Scheduling page. All of the 11AM Sunday events in the specified date range and reports the number of ministers needed for each event are displayed:

The information you see may differ from that shown in the illustration, which shows minister assignment information. If you have not run the auto-scheduler or manually assigned ministers, no minister assignment information can be displayed.

If desired, you can rearrange the columns in the bottom pane and use the layout button  to save your new layout. See How to Customize the Layout of a Page for details.

For each event, status icons provide at-a-glance information about the number of filled and unfilled ministry assignments. Position your mouse over an icon to view minister requirement details.

Status icons indicate the following:

(Green): All of the ministers required for the event have been assigned.

 (Green with an asterisk): The event is overscheduled (has more ministers than needed).

 (Gray): No ministers are assigned to this event because no minister requirement is specified in the setup for the event. (To specify the number of ministers needed, see How to Set Up the Scheduler. )

 (Yellow) The minister requirement specified for this event has not been met. Some ministers are scheduled, but the number needed has not been satisfied.

(Red) None of the needed ministers are currently assigned to this event.

4. To view the names of ministers assigned to a specific event, in the row for the event click .

To the right, in the Schedule Event Ministers section, you see minister assignment information:

• If no ministers are assigned, this message is displayed: No ministers found for the currently selected schedule event.
• If ministers are assigned, you see the names of those who are currently assigned. The icon to the left of the minister’s name indicates the method used to assign the minister to the event:

  Automatically assigned by the auto-scheduler.

  Manually assigned by the administrator.

5. To fill open positions, choose one of these methods:

• Manually assign ministers to events (for instructions, see Manually_Scheduling_Specific_Ministers_for_Events)

• Automatically assign ministers by using the auto-scheduler (for instructions, see Using_the_Autoscheduler_to_Create_a_Schedule)

• Use a combination of both methods. For example, you can make assignments using the auto-scheduler and then fill any unfilled assignments manually.

Related Topics

How to Set Up the Scheduler

Manually_Scheduling_Specific_Ministers_for_Events

Using_the_Autoscheduler_to_Create_a_Schedule

How to Customize the Layout of a Page

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