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Manage Sunday Volunteers

Set up your volunteer teams, create weekly service plans, assign positions, build service orders with worship songs, and automate recurring tasks. By the end, your volunteers will see their assignments on the B1 website and mobile app, and can accept or decline directly.

Before You Begin

Step 1: Create Volunteer Teams​

Organize your volunteers into teams so you can manage assignments by ministry area.

Follow the Creating Groups and Group Members guides to:

  1. Create a category (e.g., "Sunday Morning Teams")
  2. Create groups like "Worship Team", "Sound & Media", "Greeters", "Kids Ministry Volunteers"
  3. Add volunteers to each group by searching for their name and clicking Add
tip

Designate team leaders using the green key icon on the Members tab. Leaders can manage their own group calendar and coordinate their team.

Step 2: Build Your Song Library​

Add worship songs so you can pull them into service plans each week.

Follow the Songs guide to:

  1. Add worship songs with titles, artists, and duration
  2. For each song, add arrangements with lyrics and key designations
  3. Add external links to YouTube performances, chord charts, or sheet music
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Songs added here can be pulled into any service plan later. Build your library once, reuse it every week.

Step 3: Create a Service Plan​

Plans are the weekly assignments that tell volunteers where they're needed.

Follow the Plans guide to:

  1. Navigate to Serving, select your ministry tab
  2. Click "Add Plan" and pick the service date
  3. On the Assignments tab, expand each team and assign volunteers to their positions
  4. Volunteers will see their assignment status (Requested, Confirmed, Pending)

Step 4: Build the Service Order​

Lay out the flow of your service from start to finish.

Follow the Service Order guide to:

  1. Switch to the "Service Order" tab in your plan
  2. Click "Add Item" to add elements: worship songs (from your library), prayers, scripture readings, announcements, sermon, offering, closing
  3. Drag and drop items to reorder the service flow
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Service orders are plan-specific. Changes here don't affect other plans or the master song library.

Step 5: Set Up Recurring Tasks​

Automate weekly responsibilities so nothing falls through the cracks.

Follow the Tasks and Automations guides to:

  1. Create automations for weekly recurring responsibilities (e.g., "Prepare communion elements", "Print bulletins", "Set up sound equipment")
  2. Assign each automation to the responsible person or group
  3. Tasks appear on their B1 dashboard and mobile app automatically
tip

Set automations to Inactive during holiday breaks or special seasons, then reactivate when you're ready. No need to delete and recreate.

Step 6: Enable Self-Service Signup (Optional)​

Let volunteers sign up for positions themselves instead of waiting for admin assignments.

  1. When editing a plan, set a Signup Deadline (hours before service) to control when self-signup closes. Leave blank for no deadline.
  2. Optionally toggle Show volunteer names on signup page to let volunteers see who else is signed up.
  3. For each position, check the Allow Self-Signup checkbox to make it available for self-service.
  4. Add a Description to each position so volunteers know what the role involves.

Once self-signup positions are created, they automatically appear on the volunteer signup pages on B1.church and the B1 Mobile app. Members can browse open positions, see how many spots remain, and sign up with one click.

tip

Mix admin-assigned and self-signup positions in the same plan. For example, assign your worship leader directly but let greeters and coffee servers self-select.

Step 7: Let Volunteers Know​

Assigned volunteers automatically see their plans and can respond.

  1. Volunteers see their plans on B1.church and the B1 Mobile app
  2. They can accept or decline assignments directly from either platform
  3. They can set blockout dates for weeks they're unavailable
  4. Plans can be printed for rehearsals or posted backstage
  5. Volunteers can browse and sign up for open positions via the volunteer signup page
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Push notifications on the mobile app alert volunteers when they receive new assignments or when plans change.

You're Done!​

Your volunteer management system is set up. Each week, create a new plan, assign positions, and your team sees everything on their phone or computer. Recurring tasks handle the routine prep work automatically.