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