What’s the best day to send volunteers auto-reminders? 📅 Share your thoughts!

[Krista Kutz]

Hi MSP Community!

Many churches rely on MSP's auto-reminders to keep volunteers organized and reduce no-shows. Recently, I've heard from new schedulers who are curious about the ideal timing for these weekly reminders. So, I’d love to hear your thoughts!

1. What day of the week do you find most effective for sending out reminders before a service?
2. Also, do your volunteers prefer email or text message (if enabled) auto-reminders from MSP?

Looking forward to hearing your insights and helping others make the most of this feature!

Thanks so much,
Krista

Krista M. Kutz, MDiv

Growth & Impact Manager

Rotunda Software

[Howard Whelden]

Hello Everyone,

We send out reminders 3 days before the service and folks prefer text messages

Howard

Holy Redeemer Church

Chatham, MA.

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[patti...@gmail.com]

Hi MSP Community! 

These are the settings I use.  I do think that when making your decision about when to send reminders, you should also consider when you are sending out the weekly 'All Available Positions' email so that sub requests sent in after the reminder get pushed again in the available positions email.  

1.  I send my reminders 6 days before you serve.  For my church, that means that our Saturday volunteers are reminded on Sunday afternoon and our Sunday volunteers are reminded on Monday afternoon.  Since some members do not look at their email every day, this gives them time to see the reminder and select a sub request earlier in the week.  While some schedulers might think that sending the reminder 2-3 days before they serve would seem more effective, my experience is that some volunteers don't see the reminder in time.  

I do tell ministers to set up their push notifications for a time closer to when they serve and to tie their schedule to their Google or Ical to also receive a calendar reminder.  Reminders for the win!!  Note:  I send the 'All Available Positions' email on Wednesday so that any swaps generated from the reminder that don't get filled right away, get pushed out a second time.  I like Wednesday as it still gives people a few days before the weekend to see the email.  

2. We have only been using email reminders since I started scheduling in 2014.  At that time, I had more volunteers without text messaging access.  Probably something I should look into!  

Sincerely,

Patti Such

Ministry Scheduler for St Bernadette, Prospect, KY

[richard...@gmail.com]

Great group, Thanks.

I send out email reminders by default 4 days before the date, and let the volunteer change that if desired.  That way they get a last chance to put it on their personal calendar.  Most just leave it  at four days.

 

I have volunteers opt-in to text message reminders and set that at 48 hours before the scheduled time.  Nearly all volunteers who have opted in to this are the younger altar servers.  About a quarter or less of the adult volunteers have opted into text messages, and nearly all the altar servers have opted in.  Our altar server coordinator uses texts frequently.  As the Lector and Eucharistic Ministry coordinator, I do not.

 

I also send an Available Position email on Tuesday afternoon.

 

I think the right answer varies depending on who is involved.  The key is to remain vigilant and consider all feedback you are getting.

 

-Richard Brehove

St. Margaret Mary, Lomita, CA.

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[Paul Bresciani]

5 days for reminders, that way they get it at the start of their work week. and inevitably people realize they might not make it to Mass that weekend and request a sub. Available Positions email goes out Friday evening - allows all subs requests to come in, plus I find people generally don’t take up subs requests until the last minute anyway - some just don’t want to commit any earlier.

-Paul

[Susan Yates]

I send out the schedule for the upcoming weekend Masses on the prior Monday or Tuesday.  I use this communication to also remind them of any issues that have been brought to my attention or remind them on how to request a substitute if needed, etc.

Susan Yates

Nativity of Our Lord Parish

Monroe Township, NJ

On Mon, Oct 21, 2024 at 10:15 AM Krista Kutz <kri...@rotundasoftware.com> wrote:

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Susan Yates

[Karen Kranz]

I send out the available positions on Monday via email, and then a reminder that you have signed up goes out Thursday. I have not used text messages yet.

Blessings,

Karen Kranz

Living Springs Lutheran Church

To view this discussion on the web visit https://groups.google.com/d/msgid/using-ministry-scheduler-pro/084f01db23f2%240e951270%242bbf3750%24%40gmail.com.