Your questions resolved in one place
Is there an additional cost for using the text messaging feature?
All the individual services are charged per use; you pay for the number of text messages you send.
Are there any advertising banners?
We prioritize a clean, distraction-free interface for our partners. All active accounts with a balance above $0 are completely free of advertising banners, allowing your team to focus entirely on coordination.
What happens if my organization runs out of credits?
If your organization runs out of credits, the following features will no longer be active:
1. notification email messages
2. notification sms messages
3. auto-engine activities (scheduling, auto-substitution, etc.)
4. usage of the Messaging page
Additionally, the advertising banners will appear when users log in.
1. Admins will still be able to view and manage schedules.
2. Volunteers will still be able to respond to existing assignments
Is there any software to install ?
No, the churchscheduling.com application is completely web-based. It can be accessed from any browser with internet access.
What sets churchscheduling.com apart from other scheduling platforms?
Intelligent Automation. Most apps are simply digital calendars that still require you to do the manual work of assigning people and sending reminders. churchscheduling.com flips the script. Our AI-driven engine automatically generates optimized schedules and handles notifications without you lifting a finger. With integrated AI Chat assistants to answer volunteer questions and a system that automatically recruits substitutes when someone declines, we don't just help you schedule—we manage the entire process for you.
Can you provide some other platforms that are similiar to this one?
Below are some platforms that we have heard about:
The Church Crew
Planning Center
Ministry Scheduler Pro
Please note that we have not used any of these so our only knowledge is based on the information from their websites.
Does the platform utilize Generative AI?
Absolutely. We’ve integrated Generative AI to handle the heavy lifting of coordination. Our AI-powered scheduling engine intelligently builds your rotations, ensuring optimal coverage based on your specific needs. Additionally, we’ve introduced Ezer AI, our built-in assistant designed to provide instant answers to your questions and guide you through the platform in real-time.
How often does the auto-scheduling engine run?
The scheduling engine runs every 5 to 10 minutes.
How long does the scheduling engine take to create schedules?
This depends on the number of volunteers, rules and overall level of complexity of the setup. Generally, the time span can range from a few seconds to several minutes
What happens when the auto-engine cannot find any available volunteers to schedule?
When your auto-engine exhausts the list of available volunteers for a specific group, you can enable a setting that automatically converts the shift to "Sign-Up Only." Instead of leaving the spot empty, the system will invite qualified volunteers via email to claim the spot manually. Volunteers can sign up instantly through the email link or via the Sign-up Opportunities page on their dashboard.
Can the application schedule groups sequentially ?
Yes. Workgroups are designed to handle sequential team rotations with ease. For example, you can configure the system to automatically assign Team A to the 1st Sunday, Team B to the 2nd, Team C to the 3rd, and so on, ensuring a seamless, recurring cycle.
How does the auto-substitution process work ?
Our "Auto-Substitution" feature ensures your shifts stay filled without manual oversight. If a volunteer declines a slot, the system automatically cycles through your available, qualified roster in order. If the system reaches the end of your volunteer list without a confirmation, it escalates the task to an administrator for personal intervention. You maintain full control by enabling or disabling this logic at the workgroup level.
Can I make changes to the schedule after the auto-scheduling engine runs?
Yes, you can modify the schedule manually. Additionally, you can choose to manually create some schedules if needed.
What if I prefer to create schedules manually, does the application allow that ?
Yes, although we certainly hope you try the automated scheduling feature, the application is designed to also allow organizers to create schedules manually.
What if I prefer for volunteers to sign up themselves for specific team schedules, is that possible?
Yes, you can disable the auto-scheduling engine for the specific workgroups and enable the ‘signuponly’ option.
I am concerned about last hour cancellations, how does the application handle that ?
Administrators can set a specific lockout window for each workgroup. By defining the number of days prior to an activity, you can disable the "decline" option to prevent last-minute gaps. Once this window closes, volunteers must either initiate a swap with another member or contact their team lead directly to be removed from the schedule.
Can volunteers swap assignments with other volunteers ?
Yes, volunteers can swap assignments with other volunteers who have the same skills. This option can be disabled for each workgroup.
Can I import user accounts in bulk?
Yes. To save you time, our user management page includes a CSV import feature. This allows you to upload your entire volunteer roster at once rather than entering details individually. The system accepts files containing First Name, Last Name, Email, Mobile Number, and Gender to ensure your profiles are complete from the moment they are created.
Can I add volunteers who do not have email addresses?
Yes, the application allows for adding users who do not have email accounts.
How can my volunteers register themselves for an account?
Administrators can manually register volunteers, or individuals can sign up directly through the website. To ensure proper vetting, all self-registrations are submitted as requests for administrative review and must be approved before access is granted.
Are there different user roles or permission levels?
Yes, the platform supports a tiered permission structure, ranging from Organization Administrators with global access to Workgroup Instance Administrators. This allows you to delegate oversight for a single group on a specific date without granting access to the entire organization.
Can I sync my schedule with external calendars via ical feed so that I do not always have to login to view my assignments ?
Yes, the profile page for each user contains a custom iCal url that can be added to external calendars.
Is there a limit on the number of Activities/Events I can create ?
No, you can create unlimited Activities/Events.
How does the texting feature work?
Volunteers can manage their commitments right from their messaging app. By simply replying "YES" or "NO" to text reminders, they can instantly confirm or decline assignments. Plus, texting "Schedule" to the same number provides an on-demand summary of their upcoming shifts.
Do you support a Church with multiple branches ?
Yes. The platform is built to handle multiple Campuses, allowing you to manage various branches under a single, unified account while maintaining distinct schedules for each.
Do you have a demo account I can use to evaluate the application ?
Yes, you will need to register, create an organization and a location in order to see the create demo option. Clicking on the ‘Activate DEMO’ button on the ‘Manage Location’ page sets up a demo with test users, activity, and workgroup. The demo creates schedules for a 4 week period.
I have very little time to learn a new application and complete the initial data entry, do you offer help for the initial setup ?
Yes, we are available to help in anyway possible. If you are unsure of how to get started or just simply need help to begin, please contact us.
Do you offer technical support ?
Absolutely, we are available by e-mail. Most inquiries are responded to within 24-48 hours.
What is the most common feedback regarding onboarding, and how are you improving it?
Because our platform is highly customizable to fit various organizational needs, the initial setup can feel detailed. We recognize that flexibility often brings complexity. To address this, we offer concierge-level support; our team frequently handles the heavy lifting by configuring the system on behalf of our administrators. Furthermore, we are aggressively refining our setup wizard and UI to make the onboarding experience as intuitive as possible.
