Scheduler Settings - Leaving Days Between Services

[david...@gmail.com]

We have previously not scheduled our regular daily Mass volunteers.  They just were always there.

 

Now with our reopening, we need to have all ministers scheduled for all services, weekday and weekend (Sunday).

 

Previously, I used the Schedular Setting “Always leave at least 1 days between the services of each volunteer”.

 

That worked fine for Saturday evening and Sunday scheduling.  No minister was ever scheduled for more than one service on the weekend.

 

Now it has become necessary to uncheck that box so that our few weekday volunteers can be scheduled on successive days.

 

The problem is that now, the same volunteers are being scheduled for both a Saturday vigil Mass, and a Sunday Mass.

 

Any ideas on how to cleverly work around this challenge?

 

Thanks,

David Muhs

St. Rita Catholic Parish – Sierra Madre, CA

[Lynn Pechiney]

I had that problem in the beginning of our implementation. I left the box checked and then created weekend preassignments for the volunteers who also served on weekdays.

Another option is to not schedule the weekday assignments and put them in manually after running the weekend schedule. In that instance, you’d have to create a separate ministry for weekdays and then eliminate that one from the auto run. I think the option before running says something like run only for selected ministries. We use that for our Extraordinary Ministers since the ministry head prefers to do weekdays manually.

There may be other options as well, but these are the ones that have worked for us so far.

Lynn

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[Raina Hanson]

Hi David, 

Lynn had some great ideas. One to add that I have used: 

1. Run the weekend ministries with the option to leave days between turned on
2. Turn off the days between option
3. Run the weekday ministries

Of course, this only works if you are auto-scheduling both, so if preassignments are involved, you might be better off with using only preassignments for people who serve in both, or manually scheduling the weekdays after running weekends. 

Raina Hanson

Director of Technical Support

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[david...@gmail.com]

Lynn and Raina:

 

Thanks for all the input.  Unfortunately we use the same ministries (sacristan, lector, Eucharistic Minister, and now safety monitor) for weekdays and weekends.  This would involve creating duplicate ministries and adding them to over 150 volunteers.  I did that once for altar servers and it created a lot of challenges.  The volunteers were confused about the different ministries for the same function (altar serving) and regularly created problems when they modified their serving preferences and unavailable times.

 

If I could run the auto-scheduler for weekend Masses only, with the box checked, then uncheck it and re-run for weekdays, that would solve it.  I doubt it is an option.  Pre-assignments are a challenge with 7 volunteer positions per weekday Mass, and a large pool of volunteers to auto-schedule for these services.

 

Lynn’s first suggestion may be the only feasible one.

 

Any other ideas are welcome!

 

Thanks,

David

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[Lynn Pechiney]

David,

The only other thing I can think of is to put placeholders in the weekday Masses, run the weekends with the box checked, remove the placeholders and then run it with it not checked. Or you could create a weekend schedule and then manually add the weekdays. 

Either of those involve a bit of editing that you would not normally have. On the other hand, this is an extraordinary circumstance and presumably won’t always be needed. In any case, I don’t think there’s an easy way.

Raina, would it be possible to put in a request for a check box that asks the auto scheduler to only run certain service times in the same way that it currently runs only certain ministries? That would be helpful under circumstances such as these.

Have a good weekend!

Lynn

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