How to set up a Department

You can set up departments to manage your volunteers for services, or other ministries that are defined by sub-departments and positions.

A department must have at least one sub-department and at least one position.

In this article

Adding a new Department

Navigate to Settings under the User Nav.

v2-settings

Once the page loads, then select Department. Click on the ‘Add Department’ button.

Once the page loads, enter in the Department Name, and customize your Sub-departments and Positions, and disabling users to self-assign themselves to the department.

Volunteer Self-assign

Read this article to learn more about giving people the ability to self-assign to departments.

Non-Conflicts

Here you can set it so that the entire department doesn’t conflict with particular other Department, Sub-department or Position. You can also set a Department to not conflict with itself if desired.

Adding Sub-departments and Positions

Sub-departments

To create your sub-department first click the “Add Sub-department” button and type in a name (e.g. Instruments). Add as many sub-departments as you like by clicking on the green ‘plus’ icon. A department must have at least one sub-department.

Positions

To create your first position first click on the “Add Position” button that will now appear and then type in a name in the text field (e.g. Worship Leader). Add as many sub-departments as you like by clicking on the green ‘plus’ icon. A department must have at least one position in a sub-department.

Other Details

Under each Sub-Department and Position you’ll see a Pencil icon you can click on to edit a few other details about the sub-department or position.

This will open a window that looks like this.

Note: Sub-departments won’t give you the “Leadership Position” section

‘Reports To’ Volunteer

Here you can set a default ‘Reports To’ person for a sub-department and position quite easily. This means that whenever someone is scheduled on a service to a position that has a ‘Reports To’ person set up, if they confirm or decline, it will email that person with the notification. To learn more about ‘Reports To’, click here.

Leadership Position

A person can be marked as a ‘Leadership Position’ within a Department. This can be set up such that you can perform an Advanced Search or to build a People View to see those who are Department Leaders.

ie Specify Filter Criteria

  • Department Leader Positions > Is In a Leader Position > Choose departments or sub-departments to view from.

Remember though, this can only be set on Positions, not Sub-departments.

Self-Assign

In the same fashion an entire department can have self-assign disabled, you can have it disabled for only specific positions only.

Non-Conflicts

As well as the Department Non-Conflicts, each sub-department and Position can be individually set to not conflict with another position, sub-department or position. Click on the Orange ! icon to set these up.

You can then choose the other Departments, Sub-Departments or Positions the chosen Sub-Department/Position won’t conflict with.

An Inherited non-conflict relates to a non-conflict from a parent department or sub-department.

Last Updated: 22nd March, 2018

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