Church Admin Plugin

Edit Service Schedule/Rota

⭐ Premium

The Edit Schedule screen lets you fill in or update the rota for a specific service and month — assigning people to each job for each service date. You can open it by clicking directly on any slot in the schedule list or by clicking the Edit button on a service date row.

Go to Church Admin → Schedule, select the service and month, then click Edit on any date row or click directly on a slot.

Selecting service and month

Two dropdowns at the top of the schedule screen let you switch between services and months. Select the service and month you want to work on before opening the edit form. The schedule displays all the dates that service runs in the selected month — one row per date.

Two ways to edit

Quick edit — click on a slot

On the schedule list screen, click directly on any individual slot — either on the job name or on the name already entered there. A field appears inline where you can type a name or select from a dropdown if that job is linked to a ministry. Pressing Tab moves to the next slot and saves the current one automatically. This is the fastest way to work through the rota when filling in a whole month.

Full edit form — click Edit

Click Edit on any service date row to open the full edit form for that date. Every job for that service is shown as a row with its own input field. Fill in or update each slot and click Save at the bottom when done.

The edit form fields

Service date

The date of the service is shown at the top of the form. You can change it using the date picker if needed — useful for ad hoc services or if a service date has moved.

Job slots

Each schedule job appears as a row. Depending on how the job is configured, the input field works in one of two ways:

  • Free text — for jobs not linked to a ministry, type anything — a name, a visiting speaker, a sermon title, or any other note. This is also used for jobs like Sermon Title where the entry isn’t a person.
  • Ministry dropdown — for jobs linked to a ministry, a dropdown shows only the members of that ministry. Select a name from the list. The dropdown only shows people who are available on that date — anyone who has declared themselves unavailable is greyed out or excluded.

Notes

A notes field at the bottom of the form lets you add any additional information for that service date — for example a theme, a special guest, or anything the team needs to know that doesn’t fit into a job slot. Notes appear on the rota for that date.

Copying to another date

A Copy to option lets you duplicate the entire rota for this service date to another date in one step — useful when the same team serves on multiple consecutive Sundays. Select the destination date and save. Existing entries on the destination date are overwritten.

Availability indicators

When selecting from a ministry dropdown, people who have declared themselves unavailable for that date are shown differently from those who are available. This prevents accidentally rostering someone who has already said they can’t serve. If you do need to override an unavailability — for example because someone’s plans have changed — you can still select them; the indicator is a warning, not a block.

See Not available and Not available to serve for how volunteers declare their availability.

Saving

Click Save at the bottom of the form. The rota for that date is updated immediately and you are returned to the schedule list. Changes are reflected immediately in the volunteer-facing schedule shortcode on your website and in the app.

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