Add New Ministers to the Minister Directory

The Minister Directory lets you manage ministry assignments by adding members as ministers, either individually or in groups. Whether you are assigning a single member to a ministry or batch-adding multiple ministers at once, these tools help reduce data entry and ensure accurate scheduling. This article explains how to add ministers, either one at a time or in batches, and how to set ministry roles, date ranges, training status, and substitute options.

Adding a Single Minister

  1. Click Add Minister button.png to open the Add Minister window.
    Add Minister window.png

Note: An asterisk (*) indicates a required field.

  1. To locate a member, do the following:
    1. Type the last name in the Last Name search box.
      • The Members list refreshes, and members matching the last name you entered are displayed.
      • The member’s name is displayed in the Name field in the Minister Data section on the right.  
      • The member’s age is displayed in the Age field in the Minister Data section on the right. 
    2. Click the page buttons to page through the Members list. Each page displays 10 records.
    3. To select a member, click the Select link to the left of the member’s name.
  2. Position your mouse over the View Current Ministries link (under the member’s name) to display all of the ministries in which the member is currently involved
  3. Do the following:
    1. Select filter criteria for Ministry Group, Ministry, Ministry Role (optional), and Ministry Event.
    2. Type a date, or click calendar.png and select a date, in both the Start Date and End Date boxes. The date range you provide covers the start and end dates of the minister’s assignment in the selected ministry. If you do not want to supply an end date for the assignment, clear the End Date box.
  4. Check the Trained? box to indicate that the member has completed training and can be scheduled for the selected ministry.

Note: For all ministries, the automated scheduler considers training as a requirement for scheduling. If this box is not checked, the minister cannot be scheduled. The scheduler automatically removes the minister from the selection pool when generating a schedule.

  1. Check the Sub Only? box to indicate that the member serves as a substitute in this ministry only and should therefore not be scheduled automatically.
  2. If desired, type notes in the Comments box.
  3. When done, click one of the following:
    • Click to save the information and close the dialog box.
    • Click to save the information and add a new ministry record for the currently selected member.
    • Click to save the information and add a new ministry record for another member.

Adding a Group of Ministers (Batch Adding)

If you have a number of ministers that you want to add at one time to the directory, you can save time and minimize data entry by adding them as a group (batch add).

  1. Click Batch add button.png to open the Batch-Add Ministers window:
    1. The window is divided into two sections. The section on the right displays a list of available members. The one on the left contains search filters that you can apply to the Available Members list to find the ministers you want to add.
      Bulk add ministers screen.png
  2. In the left section, select your search criteria from the Ministry Group, Ministry, Ministry Role (optional), and Ministry Event lists.
    • With each selection you make, the Available Members list refreshes and displays only those members who do not match the criteria you selected.

Important: Your filter selections create a list of members who are not already ministers in the group, ministry, and event that you selected. For example, if you select the Liturgy group and the Cantor ministry within that group, the resulting list consists of all members who are not ministers in the Liturgy/Cantor group.

  1. If you want to see only those members who volunteered for the ministry that matches your selected criteria, select the Volunteered checkbox. Otherwise, leave the box deselected.
    1. Volunteers are those members who logged in to My Own Church and selected the Volunteer link under My Ministry > Ministry Opportunities.
  2. In the bottom-left, select your ministry criteria from the New Minister's Data section:
    • Start Date and End Date: Type a date, or click calendar.png and select a date, in both the Start Date and End Date boxes. The date range you provide covers the start and end dates of the minister’s assignment in the selected ministry. If you do not want to supply an end date for the assignment, clear the End Date box.
    • Trained?: Indicates that the member has completed training and can be scheduled for the selected ministry.
    • Sub Only?: Indicates that the member serves as a substitute in this ministry only and should therefore not be scheduled automatically.
  3. From the list, identify the members that you want to add. Do one of the following:
    • Select a single member by checking the box to the left of the member’s name.
    • Select all members in the list by checking the box to the left of the Last Name heading.
    • To clear a single selection, check the box to remove the checkmark. To clear all selections at once, click the box to the left of the Last Name heading.
  4. To remove selected ministers from the volunteered list for the group, ministry, and event, select the Reset Volunteers checkbox.
  5. Click Save ministers button.png

The Minister Directory page is displayed. The members you added now appear in the directory.

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