How do I only schedule the number of volunteers needed?

[NEPC AdultMinistries]

I currently have 3 usher teams of varying numbers- set up to serve 1 team per month. I only need 8 volunteers each week. Each team has more than 8 members and so when I create a schedule, it adds the entire team, in addition to the slots I have already designated- like left door, right door etc. . The 8 slots are filled with names- and then the remaining names are automatically added at the bottom with a position of usher.

How do I keep this from happening. I feel like I saw this in an earlier thread but I can't find it.

Thanks-

Julie

[Krista Kutz]

Hello everyone!

Using Teams is a great topic for this group. For those who haven’t used Teams in MSP, here’s a quick video about it!

Julie, thanks for bringing up this question about your Usher Team, which is related to how Teams work in MSP. Team groupings are used to ensure that certain volunteers are always scheduled together in a particular ministry. If a Team has more members than the number of needed positions, extra names will be added to the schedule. (Here's an article with more details from MSP's Help Center.)

One possible solution could be adjusting how your Teams are structured in MSP—maybe using subdivisions or another approach to better match your exact needs for the Usher Teams. If you'd like, feel free to send in your schedule files (just open MSP and go to Help > Send Data Files to Tech Support) and we'd be happy to take a look!

I’d also love to hear from others—How do you all use Teams at church, and for which ministries?

Thank you!
Krista

Krista M. Kutz, MDiv
Rotunda Software

[richard...@gmail.com]

Good Topic!!

 

I use teams for people who always want to be together.  I used to have all my Lectors be in teams since that’s how we did it before we started using MSP, but with people’s can’t serve dates and preferences it became almost impossible for the auto scheduler to fill most of the spots. It seems the team members didn’t coordinate with one another.  If one of the individuals of the team can’t make it,  then the team isn’t scheduled.  Now the Lectors are only assigned teams by request and it gives the scheduler more options. 

 

My only issue is that you can only create teams in a single subdivision.  I have a team of Eucharistic Ministers which is subdivided into Cup and Host.  I need the team members to be assigned together, but randomly assigned Cup or Host for that service.  Can’t do that now – I need the team to be either a Cup team or a Host team.  So I have each team on the list twice.  One both in Cup ministry and one both in Host ministry.  So far that works with a limited number of teams.

 

For Julie’s issue, I’m thinking that subdivisions is a good solution.

 

Richard Brehove

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