Church Admin Plugin

Rota/Schedule Jobs

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Schedule Jobs define the roles that appear on your rota — Worship Leader, Preacher, Sound Desk, Welcome Team, and so on. This screen lists all your current jobs and lets you add, edit, reorder, and delete them.

Go to Church Admin → Schedule → Schedule jobs.

The jobs list

All your schedule jobs are listed in their display order. Each row shows the job name, the ministry it is linked to, which services it applies to, and whether it appears on the calendar. Edit and Delete buttons appear on each row.

Adding a job

Click Add a schedule job at the top of the screen. The form opens with the following fields:

Job name

The role title as it appears as a row heading on the rota — for example Worship Leader, Preacher, or Sound Desk. Keep it short enough to fit in the rota column without wrapping.

Schedule order

A number controlling where this job appears in the rota. Lower numbers appear first — set your most prominent role to 1 and work upwards. If two jobs have the same order number they are sorted alphabetically. The order can also be changed by dragging and dropping rows on the list screen after saving.

Use initials on PDF

Tick this to show the assigned person’s initials rather than their full name on PDF rota exports. Useful for jobs where names would overflow the column width — particularly when multiple people share a slot or names are long.

Show on calendar

Tick to display who is filling this role on the calendar entry for that service date. Useful for key roles like Preacher or Worship Leader where people might check the calendar to see who is on. Leave unticked for supporting roles where the calendar entry would become cluttered.

Services

If you have more than one service, tick which services this job applies to. A sound desk role might only apply to the morning service, while a welcome team role might apply to all services. If you only have one service, this section shows a single checkbox — tick it.

Ministry

Link this job to a ministry. When filling the rota, Church Admin filters the people dropdown to show only members of the linked ministry — making selection much faster than scrolling through the whole directory. For example linking the Worship Leader job to a Worship Ministry means only worship team members appear as options when you fill that slot.

If the ministry you need doesn’t exist yet, type its name in the Or create a new ministry field — the ministry is created and linked to this job in one step.

Schedule email template

An optional email template specific to this job. When the automated schedule email runs, people assigned to this job receive this template instead of the default schedule email. Use this to send job-specific instructions or reminders — for example a sound desk checklist or a children’s worker safeguarding reminder — alongside the rota notification.

The template supports HTML and the following shortcodes:

  • [FIRSTNAME] — the recipient’s first name
  • [LASTNAME] — the recipient’s last name
  • [SERVICE_DATE] — the date of the service they are rostered for
  • [SERVICE_NAME] — the name of the service
  • [JOB_NAME] — the name of this schedule job

Leave the template blank to use the default schedule email for everyone.

Saving

Click Save schedule job. The job appears immediately in the rota for the services you selected. If you add a job after the rota has already been built for some dates, the new job row appears empty for those dates — fill it in from the schedule screen.

Editing a job

Click Edit next to any job to update any of its settings. Changes take effect immediately — the job name updates on any existing rota entries, the ministry filter updates when filling future slots, and the calendar display updates for future services.

Deleting a job

Click Delete next to a job and confirm. The job is removed from the rota immediately — any existing entries for that job on past or future dates are also deleted. Only delete a job if you are certain it is no longer needed. If you just want to hide it from one service, edit the job and untick that service instead.

Reordering jobs

Drag and drop rows in the list to reorder them. The order updates immediately and is reflected on the rota screen and in PDF exports. Alternatively, edit individual jobs and change their Schedule Order numbers.

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