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Roster Building Workflow

 

The Roster Building Workflow is a tool to assist Rectors in the processing of team volunteers.  The workflow starts by automatically adding each person who completes the “Team Volunteer Form” to the first step of the workflow. It then tracks each person through each step of the process including: sending of Team Confirmation Letters, record of calls and text messages, any email exchanges, personal notes about conversations, final placement on the team roster and sending of the team Welcome email.

By using the Workflow, Rectors can be confident that all team members have received the same information, no one has been accidentally overlooked, and provides a confidential location for the Rector & Leader’s Committee to share thoughts and notes.

Workflows are found in the Planning Center People application.

Workflows

What do to before you can start the workflow:

Each rector will need to update and personalize two letters:  (1)  Team Commitment Letter and (2) Team Welcome Letter and provide a copy to the IT Committee.  The IT Committee will add your weekend team letters as templates in the Workflow so they can be sent with one click to all prospective team members.

Examples of prior weekend letters are located in the SharePoint Weekend Leadership site in the Reference Docs/Rector Letters to Team folder.  You can download a copy, edit and store on the SharePoint site for your current weekend.

Using the Workflow

Log into Planning Center People, then tap “Workflows.”  If you have any cards assigned to you, you will see a number next to “My cards” indicating how many cards are currently waiting for you in the workflow.

 
Note 1: The number in the blue circle shows how many people are assigned to you in this step.  If there are multiple people assigned to the workflow (for example, you may assign the IHC to some of the steps) then the light grey numbers will represent cards assigned to other people currently in this step of the workflow.

Note 2: Detailed instructions for this step of the workflow.

Note 3: Alternate between other people who have cards on the workflow (if applicable)

Note 4: Tap the empty square to select a group of cards to process at once.  For example, if you want to send the Team Commitment Letter to all 54 people at the same time, click the box to select all, then Bulk Action Send Email.  Select the email from the template and you’re done.

Note 5: Default sort is by date added to the workflow (oldest first), but you can choose to sort alphabetically.

Note 6: Click on any card to open and process individually.

Note 1: Snooze a card if needed for a selected number of days.  This might be used if someone is out of town on vacation and you don’t want to be reminded until they return.

Note 2: Tap the square icon to jump to the person’s full card history profile in Planning Center.

Note 3: Detailed instructions for this step

Note 4: More options include: move back a step if you made a mistake; delete from the workflow if they decline to serve

Note 5: Click “Complete step” when you are ready to move this person to the next step of the workflow.

Note 6: Add Internal Note:  any notes to yourself about the this prospective team member should be put in the workflow card notes.  This will make them visible to your leadership team only, and the workflow will be deleted after the weekend.  

Note 7:  If there is a note that needs to be added to the person’s permanent profile (for example, Sally Smith is the daughter-in-law of James Adams) then click this box to make the note permanent.

  • Open the card, then tap “Send email.”  Tap the “Templates” dropdown to search for your weekend letter templates.
  • Edit any text as necessary, then tap “send email.” Any edits made on this screen will be used for this single message only (they will not change the template.)
  • After the message is sent, the email will appear in the body of the workflow card.  Any replies to the email will also appear in the workflow card.


Tip: type your weekend # in the search box to isolate the letters for your weekend.

To send an email to everyone in a step (or a large group of people in the workflow):

  • Tap on the Step to view all the cards
  • Click the box at the top of the list to select up to 25 cards.  
    • Note:  you can send in batches of 25 max
  • Click the email icon, then select the template and send.
  • Once the email has been sent, click the checkbox to move everyone to the next step of the workflow.

The note sections of the cards are designed to assist the Rector and Leader’s Committee in tracking the progress of each person in the team building process.  The Rector can make notes about status of phone calls or conversations (for example, “left a voice mail message on xx date”, or “spoke with xx and they agreed to pray about the position.”

By using these private notes in the Workflow, the communication loop between the Rector and Leaders Committee is completed without requiring additional daily phone updates.

Notes are private to the people who have been given access to the workflow.  

To add a note, open a card and type in the text box listed under the “Add Internal Note” button.

The Planning Center Administrators, Weekend Rector and Weekend Leaders Committee assigned Cha are the only people with default access to the Team Building Workflows.  Once the Inside and Outside Head Chas are named, they can be added by Rector request.

To view the individuals who have access, tap the “Settings” tab of the Workflow.