The rota module (new since R43)
With release R43 the rota module has been completely rewritten. This page documents this new version, while you can still find the old version.
There are 5 different levels which can be assigned individually for each rota team:
1: View this team's scheduling
2: Export this team's scheduling
3: Schedule: Enter new and edit or delete current scheduling for this team
4: Send emails to members of this team
5: Manage teams, change event status, edit global rota settings
A typical rota team leader will have access level 1 or 2 for all teams and level 3 or 4 for the teams he is responsible for. The person responsible for the whole rota will have access level 5 for all teams.
A rota team is a type of service used for certain events, e.g. Worship, Preacher, Traffic regulation etc. A certain team can be working in certain event groups but not in others. This is why you have to select the event groups for each rota team. Furthermore you have to select one or more groups containing the people who are ministering in this team.
There are two different kinds of teams: "For single events" is the default which means for each single event you may assign one or more people from this team to this event. On the other hand using the mode "For whole weeks" lets you assign a person for a whole week. When creating a rota this person will be assigned to all events this team is serving.
You can enable or disable the consensus module per team. If you choose to disable it, helpers won't be able to set their preferences for this team. Additionally, you may enter a description text which will be displayed to users in the consensus module.
It is possible to manage whole teams for a given rota team, e.g. worship team 1 and worship team 2. kOOL lets you select a whole team instead of having to select all members of the given team. In order for this to work, you have to create subgroups for the group assigned to the rota team: Group "worship" has two subgroups "team 1" and "team 2". If you have the group "worship" assigned to the rota team "worship" the people select will only show two entries "[team 1]" and "[team 2]" but not the single people assigned to these subgroups. When sending an email to all scheduled people each member of the selected group will receive an email.
Preparing events for rota scheduling
Not every event has to be scheduled with the rota module. In kOOL you can select for each event whether you want to schedule it or not. For this you have to edit the event and tick the rota checkbox. If most events of a single eventgroup are to be scheduled you can tick this checkbox for the eventgroup so newly created events will automatically be active for rota scheduling.
If no rota team is active in an event group, this event won't show for scheduling. So make sure, at least one team is assigned to this event group.
If all teams and event groups have been prepared you are able to schedule. For each event you'll find two input possibilities for each team active in this event. With the select you may select one of the team members and with the text field you may enter an arbitrary text, e.g. "Guest speaker" or "No worship". As soon as you select a person from the select or hit the enter key after entering a text, this entry is stored and shown at the right.
To delete a scheduling just move your mouse over this entry and click the delete icon. This change will also be saved immediately.
You may select which events and teams you would like to see when scheduling. Just tick or untick the appropriate entries in the submenues to only show certain team and event groups. You may store the displayed teams and event groups in presets so you can switch between different views more easily.
Similarly you may select the timeframe you want to view at once. Either select the desired timeframe at the upper right corner of your screen, use the + and - signs or click on the red calendar icon to select a certain month or date. By clicking on the blue calendar icon, all past events of the selected time frame are hidden.
Opening and closing events for scheduling
Each event or week can have two statuses: open or closed. By default all new events are open for scheduling. A simple click on the red lock icon for a given event/week will disable any scheduling. To open or close several events/weeks at once, you may use the icons at the top right.
Scheduling single events
When editing an event in the event module it is possible to display the current scheduling for this event and also edit it. To do this just click on "Schedule rota for this event" to open the scheduling.
Your scheduled data may be exported in different formats. For each event you'll find an excel icon which creates a an excel file for this single event listing all currently visible rota teams.
In the header section you'll find several export methods which include the currently visible events and rota teams. So make sure to display all the wanted events and teams before exporting.
There are two different ways of sending email with the rota module.
Whenever you create an export file you'll find a link "Send file" in the download dialog. With this you open up more options to directly send this created file by email
Alternatively you may just want to send an email without an attached file. Then you may click the @ icon instead. This may be for a single event or for all of the shown events.
When sending an email out of the rota module you'll have the following options:
For all these exports the access restrictions apply. So you'll only be allowed to send email to team members of teams you have access level 4 or higher for.
Insert a placeholder
You may include placeholders in your email text. These will be replaced by the actual data upon sending your email.
Insert a text template
If you send the same emails over and over again, you can store your texts as different templates. To do so just add the template's name at the bottom "Save text as template" before sending. The next time you'll send a rota email the select "Insert a text template" will let you insert one of your templates into the text field. If you have access level 5 for the rota module you may store these text templates globally, so all users may use them as well. To do so, just tick "Save globally" before sending. Otherwise your text templates will only be visible for you.
This module allows helpers to enter their preferences for events and teams for which they might be scheduled.
There is a CONSENSUS_LINK placeholder which you can put into emails you send from the rota module. This link leads recipients to the page where they can enter their preferences. Preferences are set per event per team. There are 3 options for preferences: 'yes', '(yes)' and 'no'.
Schedule: in each row (if consensus is activated for this team), you see the preferences of helpers and helper teams on the right side. Green means 'yes', orange means '(yes)', red means 'no' and grey means no answer yet. Helper groups may have multiple colours. The widths of the color columns are proportional to the number of helpers in the group which answered with 'yes', '(yes)', 'no' and which haven't answered yet.
You can click on the coloured bars of helpers or helper groups to schedule them.
Settings for the rota module
Settings for current user