Setting Up Overview of Volunteer Scheduling in Elvanto

Elvanto is most useful to volunteer teams when it’s set up well. This guide will step you through how to best set up Elvanto for your church.

Building Departments

‘Departments’ define how your volunteers are grouped. For instance, in your music team, you might have smaller groups that work together, like the band, the singers, the tech team, and the backstage crew. Each of these smaller groups should be a sub-department. Volunteers are the positions inside your sub-departments. Your band might include keyboard, guitar, bass, drums, and strings.

Steps to Build Departments:

1. Navigate to Settings in the Admin Area.
2. Select Departments.
3. Click on Add Department.
4. Name the department and provide any necessary details.
5. Add sub-departments by selecting Add Sub-Department under the main department.
6. Define volunteer positions within each sub-department.

Setting Up Services

‘Service Types’ function as a template for the different services held within your church. For example, your Sunday-morning service is likely at the same time every week and follows a similar structure with a consistent volunteer list. Setting up a service type will save you time by pre-filling some of those details.

Steps to Set Up Services:

1. Navigate to Services in the Admin Area.
2. Select Service Types.
3. Click on Add Service Type.
4. Name the service type and set the typical time and recurrence.
5. Add a typical run sheet and the necessary volunteer positions.
6. Save the service type.

We recommend setting up a service type for any regular event your church runs. For example, if your Youth Group meets every Friday night, set up a service type with a typical run sheet and the necessary volunteer positions.

By following these steps, you can ensure that Elvanto is optimally set up for your church’s volunteer teams, making organization and scheduling much more efficient.