Set Up Volunteer Teams

This guide walks you through creating team types in Settings, building teams in the Serve module, adding volunteers, and setting up an initial schedule. By the end, you will have a structured volunteer roster with health indicators showing staffing coverage.

Prerequisites

• Members who will volunteer should already exist in Flock
• SUPER_ADMIN, LEAD_PASTOR, or PASTOR role for team setup; TEAM_LEADER role for managing their own team

Phase 1 — Configure Team Types

Team types are categories that organise your teams (e.g., Worship, Tech, Hospitality, Kids Ministry). These are configured in Settings and apply across all campuses.

1. Navigate to Settings → Serve
2. In the Team Types section, click “Add Type”
3. For each team type, enter:
   • Label — the display name (e.g., “Worship”, “Production”, “Hospitality”)
   • Code — a short identifier (e.g., “WORSHIP”, “PROD”, “HOSP”)
   • Icon — choose an icon to represent this type
   • Colour — a hex colour for visual identification
4. Click “Save”
5. Common team types to create:
   • Worship (musicians, singers)
   • Production (sound, lighting, streaming)
   • Hospitality (greeters, ushers, coffee)
   • Kids Ministry (children's room leaders, helpers)
   • Prayer Team
   • Parking / Security

Phase 2 — Create Teams

1. Navigate to Serve → Teams
2. Click “New Team”
3. Fill in the team details:
   • Team Name — e.g., “Sunday AM Worship Team”
   • Team Type — select from the types you created (e.g., Worship)
   • Campus — which campus this team serves at
   • Description — optional notes about the team's role
   • Is Scheduling Unit — enable if this team should appear in the Team Scheduling page for service assignment
4. Click “Create”

Phase 3 — Add Volunteers to Teams

1. Open a team by clicking its name in the teams list
2. In the team detail page, click “Add Member”
3. Search for a member by name
4. Select them to add them to the team roster
5. Repeat for all volunteers on this team

Phase 4 — Assign a Team Leader

1. In the team detail page, find the Leader field
2. Click “Assign Leader” and search for the leader
3. The team leader can:
   • View their team's schedule and coverage
   • Confirm or request substitutes for upcoming services
   • See the team health status (confirmation rate, coverage percentage)

Phase 5 — Set Up the Initial Schedule

1. Navigate to Serve → Team Scheduling
2. Select the upcoming service date
3. For each team (scheduling unit), assign volunteers from the team roster to the service
4. Each assignment has a status:
   • SCHEDULED — assigned but not yet confirmed
   • CONFIRMED — volunteer has accepted
   • DECLINED — volunteer cannot serve
5. The team card shows a coverage percentage and open slots count

Phase 6 — Monitor Volunteer Health

1. Navigate to Serve → Teams for a dashboard view
2. Key metrics per team:
   • Member Count — total volunteers on the roster
   • Avg Confirm Rate — percentage of scheduled volunteers who confirm
   • Next Service Coverage — percentage of slots filled for the next service
   • Open Slots — number of unfilled positions for the next service
3. Use the Serve → Reports page for historical trends

What's Next