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Job Assignments

Estimated reading time: 8 min

Whether public worship assignments or jobs inside and outside the assembly, Congregate’s job assignment scheduler can help. Instead of managing multiple lists of members, their job preferences, determining whose turn it is, and spending a lot of time to develop the month’s assignments, Congregate can do it all for you or get you on the fast-track to manually completing assignments. There is full control over what jobs members want, which jobs they are allowed to perform, and you can override any and all automated assignments.

Assigning Jobs

Full Setup is Required Before Assigning Jobs
In order to assign jobs, you first need to setup your job services, categories, positions, and member permissions.

Congregate can attempt to automatically assign members to job positions for any given month. Auto-assignment is dependent upon several factors and results may differ depending on the size of your membership, number of job positions, member availability, and position permissions. You can elect to assign all positions manually if you prefer not to use auto assignment.

      1. To start assigning jobs, click “Assign” under Congregation Tools > Job Assignments inside Congregate Admin.
      2. Select the month/year you wish to assign jobs within.
      3. Click “Auto-Assign Positions” if you wish to use Congregate’s auto-assignment engine or “Manually Assign Positions” if you wish to manually assign your own positions.
      4. After submission you will be forwarded to the manage/edit jobs page where you can finalize your assignments.

Managing/Editing Assigned Jobs

Use this page to modify your previously assigned jobs or finalize newly assigned jobs.

Selecting a Month to Manage

Use the “Month” field to select a month/year to manage and click the “Edit” button.

Editing/Making Assignments

For each position, use the “Name” dropdown menu to select an individual you wish to assign or re-assign. The dropdown list of individuals will be catered to each position based on: member permissions (if they are both allowed and willing), member availability (if they have no block-out dates), and if any guests have been added. The dropdown menu will default to “Please Select a Member” if the position was not auto-assigned or if there was a conflict during the auto-assignment process. The dropdown list is sorted by last known date individuals were assigned the same position or a position within the same category.

Make sure you click “Save” at the bottom of the page after selecting members and statuses. Selections will not be saved until you click save.

Position Status

For each position, you can modify its status. If “Pending/Generated” is selected, the position has been assigned, but not confirmed – meaning members will not see the assignment. Until a status is “Published,” the assignment is only visible in Congregate Admin. Published assignments appear on your website and will trigger automated reminders. If a member has requested a cancellation, “Request cancellation” will appear as the status.

Use the buttons at the bottom of the page to quickly publish all, unpublish all, or un-assign all.

Make sure you click “Save” at the bottom of the page after selecting members and statuses. Selections will not be saved until you click save.

Position Notes

If you wish, you can add a short comment to each position that will appear anytime that position is referenced in the “Note” field.

Exporting Data

To export your assignments, click “Export to CSV” or “Export to PDF” at the top of the page. Make sure you have saved your changes by clicking “Save” at the bottom of the page before exporting your data.

Services

Services are used to tell Congregate when jobs positions occur. Add a separate service for anytime a job assignment might be used. For example, Sunday Morning Worship, Wednesday Night Bible Study, Vacation Bible School, etc.

To add, edit, or remove a service, click “Services” under Congregation Tools > Job Assignments in Congregate Admin. When adding or editing a service, use the “Order” field to enter a number that indicates the order service should be placed in on your website and PDF export (e.g., Sunday Morning – 1, Sunday Evening – 2, etc.)

Categories

Categories are used to tell Congregate what positions are similar and/or the same. For example, if you have song leading positions that occur within multiple services (e.g., Sunday Morning Song Leader, Sunday Evening Song Leader, Wednesday Evening Song Leader), Congregate will group these similar positions together so similar jobs won’t be auto-assigned repeatedly to the same member. A common practice would be to create categories for prayers, Lord’s Supper, song leaders, ushers, announcements, etc.

To add, edit, or remove a category, click “Categories” under Congregation Tools > Job Assignments in Congregate Admin.

Positions

Positions within Congregate include the job title, frequency, service, category, etc. Only one person can be assigned per position. If you have multiple people performing the same job, simply create duplicate positions. A common practice is to add numbers after same-tile positions (e.g., Lord’s Supper Server 1, Lord’s Supper Server 2, Lord’s Supper Server 3, etc.)

Adding a Position

      1. To add a position click “New” on the “Positions” page under Congregation Tools > Job Assignments inside of Congregate Admin.
      2. Select the service the position is performed in using the “Service” menu (or click “Add New” to create a new service).
      3. Select the category the position is a part of using the “Category” menu (or click “Add New” to create a new service).
      4. Enter the title of the position in the “Title” field.
      5. Choose if you wish to “Never Auto-Assign This Position” – if you enable this option, even when auto-assigning jobs you must manually assign this position.
      6. Optionally, enter a description of the position in the “Description” field.
      7. Select the gender which can perform this position in the “Gender” menu.
      8. Choose if you wish to “Show on PDF Export” – which will display this position when exporting your assignments to PDF.
      9. Use the “Ordering” field to enter a number that dictates where this position should be in your assignment list (e.g., 1 – the first position listed, 2 – the second position listed, etc).
      10. Use the “Priority” field to enter a number that dictates this position’s priority when using the auto-assignment engine (e.g., 1 – the first position assigned, 2 – the second position assigned, etc). Tip: positions with fewer members should have higher priority.
      11. Select the frequency of this position in the “Frequency” menu.• A one time event happens once and does not repeat.
        • A weekly event can recur on one or more days of the week.
        • A monthly event repeats on one or more days of the week on a given week of the month (e.g., second week of each month or last week of each month).
        • An all month event lasts the entirety of the month in which the event takes place.
        • A yearly event repeats each year on the given date.
        • A quarterly event repeats each year on the given quarter (quarterly dates are configured in the options page).
      12. Click “Add” to save your position.

Managing Positions

To manage positions, click “Positions” under Congregation Tools > Job Assignments inside of Congregate Admin. There you will find a list of all your positions.

To edit a position, simply click its title or edit icon.

To permanently remove a position, click its trashcan icon.

To bulk update positions, check the checkboxes next to the applicable positions and select one of the following from the “Checkbox Options” dropdown menu: delete. Then click “Apply.”

Guests

Congregate allows you to enter and select guests who can be assigned to any job position.

To add, edit, or remove a guest, click “Guests” under Congregation Tools > Job Assignments in Congregate Admin.

Pending Requests

If a member has requested to perform/no longer perform a job, his or her request can be held for approval. Approving the request allows the member to be assigned to (or removed from) the requested position. Members are not notified of denied requests.

To approve or deny any pending requests, click “Pending Requests” under Congregation Tools > Job Assignments in Congregate Admin.

Permissions

For a member to be assigned to a position he or she must be (a) marked as willing to perform the position and (b) marked as allowed. Members with permission can elect what jobs they are willing to perform in their account settings. Only administrators can mark members as “allowed,” then it’s up to members to choose if they are willing to perform the jobs.

To edit permissions, click “Permissions” under Congregation Tools > Job Assignments in Congregate Admin. Select a position to manage or click “Edit By Member” and select a member to manage. Then use the checkboxes to mark members as willing and/or allowed. You can export your data by clicking “Export Permissions to CSV” if you wish.

Reminders

Congregate can automatically remind members of upcoming job assignments via email, text message (premium feature), or voice message (premium feature). Members with permission can modify their reminder preferences in their account settings.

To edit automated reminder preferences, click “Reminders” under Congregation Tools > Job Assignments in Congregate Admin. Then use the dropdown menus to select members’ reminder preferences: no reminder, email and text message reminder, text message reminder, or voice message reminder.

Unavailabilities

Congregate can temporarily disable members from being assigned during a given date range. A common practice is to use unavailabilities if a member is on vaction, on an extended leave of absence, away at school, etc. Members with permission can modify their unavailabilities and select block-out dates in their account settings.

To edit, delete, or add new unavailabilities, click “Unavailabilities” under Congregation Tools > Job Assignments in Congregate Admin.

Options

Selecting Display Pages

Use the dropdown menu to select the page for your job assignments. If you do not wish to use the job assignments feature, select “None” from the dropdown menu to disable it.

Notify Admin via Email When a Member is No Longer Willing to Perform Jobs

An admin can now elect be notified via email if a member is unwilling to perform a job, giving the opportunity for the admin to re-assign the job if need be. This option uses the “Administrator Email” address found on the same “options” page.

Auto-Assign Limits

Prevent the auto-assignment engine from assigning the same member more than once per month or once per day by turning these options on. Note: if you don’t have enough members to complete an assignment, you must manually select members where no members were assigned. Use the member limit options only if you have enough members to ensure duplicates are not necessary during a given month or day.

Quarterly Assignments

Enter the start date of each quarter if you wish to assign jobs based on a quarterly frequency.

Automated Reminders

    • Administrator Email (all job-related emails go to/from this email): If an email reminder is sent, choose a reply-to email address. This is where the email will be sent if the member replies to the reminder.
    • Number of Advanced Days for Reminder: Select the number of days before a job is scheduled to send the automated reminders.
    • Email Subject: Enter the reminder subject.
    • Include Job Description in Email: Choose if you wish to include the job’s description (other than just its title) when sending email reminders.
    • Email Message Template: Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with name of the receiver and “[[Jobs]]” will be replaced with actual jobs they are assigned to.
    • Text Message Template: Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with name of the receiver and “[[Jobs]]” will be replaced with actual jobs they are assigned to. Text messages can only be up to 150 characters in length. 
    • Voice Message Template: Be sure to use the tags in your template; they will be replaced by the actual content they represent. For example, the “[[Name]]” tag will be replaced with name of the receiver and “[[Jobs]]” will be replaced with actual jobs they are assigned to. Voice messages can only be up to 500 characters in length. 

PDF Export

    • Layout Style: Select the page orientation you wish to use – landscape or portrait.
    • Header Title: Enter the title you wish to appear.
    • Header Left/Right Texts: Enter text you wish to include above your assignment list in the header.
    • Footer Text: Enter text you wish to include below your assignment list in the footer.
    • Column Width Size: Enter a number to increase or decrease your column width depending on the length of your position titles.
    • Font Size: Adjust the font size by increasing or decreasing its size from 0 (the default size) to +4 or -4.
    • Row and Column Borders: Select if you wish to include borders in your assignment list.

Additional Inclusions

Select additional individuals to include in your job assignments in addition to members: non-members, former members, children, and/or non-Christians.

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