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ServeAccess:Super AdminLead PastorPastorTeam LeaderWorship LeaderReporting Only
The Schedule Builder is the primary tool for assigning volunteers to service slots. It presents a month-based grid with services as columns and team roles as rows. Each cell represents a slot that can be assigned, confirmed, or left open. A smart candidate drawer helps you pick the best volunteer for each slot based on availability, frequency, and workload.
Getting Here
Navigation: Serve → Schedule Builder
Also accessible via the Schedule Builder button on the Dashboard, or by clicking a team cell in the coverage matrix.
Overview
The page displays a month view with navigation arrows to move between months. Each column represents a service day (with date, day label, and service time). Rows are grouped by team, with sub-rows for each role template. Cells show the assigned volunteer (or an empty slot) with colour-coded status indicators.
Fields & Controls
Page Header
| Field | Type | Description |
|---|---|---|
| Month Navigation | Arrow buttons | Navigate between months. The current month name and year are displayed between the arrows. |
| Team Filter | Dropdown | Filter the grid to show only a specific team. Defaults to all teams. |
| Filter Chips | Chip bar | Quick filters: "Gaps Only" to show only rows with open slots, "Sundays Only" to hide weekday services. |
Service Day Columns
| Field | Type | Description |
|---|---|---|
| Date | Display | The date shown as day abbreviation (Sun, Wed) and date number. |
| Service Title | Display | Name of the service instance (e.g., "Sunday Morning 10am"). |
| Coverage % | Badge | Overall slot coverage for this service. Colour-coded: green (90%+), amber (60-89%), red (below 60%). |
| Gap Count | Numeric | Number of unfilled slots for this service. |
Team Rows
| Field | Type | Description |
|---|---|---|
| Team Name | Display | Team name with icon. Expandable to reveal role rows. |
| Health Per Service | Status dots | Per-service health indicator for the team: GREEN, AMBER, or RED based on slot coverage. |
Slot Cells
| Field | Type | Description |
|---|---|---|
| Volunteer Name | Display | Name and avatar of the assigned volunteer (if any). |
| Slot Status | Colour dot | CONFIRMED (green), PENDING (amber), ASSIGNED (blue), DECLINED (red), OPEN (gray outline). |
| Decline Reason | Tooltip | If the slot was declined, hovering shows the reason and decline date. |
| Notes | Tooltip | Any notes attached to the slot. |
| Last Reminder | Tooltip | When the last confirmation reminder was sent and how many have been sent. |
Candidate Drawer
| Field | Type | Description |
|---|---|---|
| Candidate List | Ranked list | Smart-ranked list of team members available for the slot. Sorted by suitability score. |
| Candidate Name | Display | Name, initials, and avatar colour. |
| Roles | Badge list | Roles the candidate can fill on the team. |
| Serves (90d) | Numeric | How many times the candidate has served recently. |
| Serves (YTD) | Numeric | Year-to-date serve count. |
| Confirm Rate | Percentage | Historical acceptance rate for confirmation requests. |
| Last Served | Date | When the candidate last served. |
| Tags | Badge list | Contextual tags: "available" (green), "blackout" (red), "overloaded" (orange), "already_assigned" (amber), "busy" (gray), "underactive" (blue). |
| Same-Week Assignments | List | Other assignments the candidate has during the same week, shown to avoid double-booking. |
| Upcoming Blackouts | List | Any blackout periods that overlap with the service date. |
| Frequency Warning | Text | Warning if assigning would exceed the candidate's maximum serves per month. |
| Search Non-Members | Text input | Search for users not currently on the team, to add and assign in one step. |
Actions
Assign a Volunteer to a Slot
- Click an empty (OPEN) slot cell in the grid
- The candidate drawer opens on the right side, showing ranked candidates
- Review candidate tags and stats to choose the best fit
- Click Assign next to the chosen candidate
- The slot updates to ASSIGNED status
Reassign a Slot
- Click an already-assigned slot
- The candidate drawer opens showing the current assignee and alternatives
- Click Assign on a different candidate (the previous assignment is unassigned automatically)
Unassign a Slot
- Click an assigned slot to open the candidate drawer
- Click the Unassign button (available for SUPER_ADMIN, LEAD_PASTOR, TEAM_LEADER)
- The slot returns to OPEN status
Create a New Slot
- Available for SUPER_ADMIN, LEAD_PASTOR, and TEAM_LEADER roles
- Click the “+” button on a role row to add an additional slot for that role on a specific service
Send Confirmations
- After assigning volunteers, navigate to the Confirmations page
- Pending slots can have confirmation emails sent individually or in bulk
- Volunteers receive an email with a magic link to accept or decline