SanctuaryDOCS
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Overview

Getting Started

Introduction

Serve Module

Serve

The Serve module is your command centre for volunteer management, team scheduling, worship song library, and setlist planning. It helps you build teams, assign volunteers to services, track confirmation rates, monitor burnout risk, and keep your worship library organised — all in one place.

Key Features

  • Dashboard — Service coverage matrix, KPIs, pending confirmations, trend sparklines, and top volunteers
  • Teams — Hierarchical team management with departments, sub-teams, role templates, and health indicators
  • Volunteers — Directory of all volunteers with serve history, confirmation rate, burnout flags, and blackout status
  • Schedule Builder — Month-based grid for assigning volunteers to service slots with smart candidate ranking
  • Song Library — Full worship song catalog with chord charts, key transposition, arrangements, and usage tracking
  • Setlists — Build setlists for services with drag-and-drop ordering, key flow analysis, and stage view
  • Availability Calendar — Visual grid showing volunteer availability across upcoming services
  • Blackouts — Self-service unavailability periods with conflict detection
  • Confirmations — Track pending, declined, and open slots with urgency-based triage
  • Reports — Team health analytics, confirmation rates, serve trends, and top-volunteer leaderboards

Volunteer Lifecycle

Every volunteer in SanctuaryOS follows a lifecycle:

  1. NEW — Recently added to a team, no serve history yet
  2. ACTIVE — Regularly serving with recent assignments
  3. INACTIVE — No recent service activity

Slot Confirmation Flow

When a volunteer is assigned to a service slot, the following flow occurs:

  1. OPEN — Slot exists but no one is assigned
  2. ASSIGNED — A volunteer has been placed in the slot
  3. PENDING — Confirmation request has been sent (email with magic link)
  4. CONFIRMED — Volunteer accepted the assignment
  5. DECLINED — Volunteer declined (slot returns to open for reassignment)
  6. SERVED — Service completed, volunteer marked as having served
  7. NO_SHOW — Volunteer did not appear for the assigned service

Team Health Indicators

Each team displays a health status based on coverage for the next scheduled service:

  • GREEN — Fully staffed (80%+ coverage)
  • AMBER — Needs attention (60–79% coverage or open slots)
  • RED — Critical (below 60% or required slots unfilled)

Pages in This Module

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