How to create and edit a rota in iKnow

If you have been assigned as the leader of a serving team you can create and edit the
rota for that team. In some teams multiple people are assigned as leaders.
Team members can view the rota, see who is a member of the team, and message
the whole team.

Only Kate and Tim can change who the members of a team are, so if you need to add
someone or remove someone from a team, or want someone’s permissions changed
so they can edit a rota, please email office@churchcentral.org.uk.

1. Select the tile in the top right-hand corner, which will produce a drop down menu.
If you are using an iPad this tab may
look slightly different or you may
have to select it differently.

2. Select ‘Teams’.

3. You will see the following screen. If you are a member of

more than one serving team you will see both. Select the
team you wish to edit.

4. From this screen you can do several things:

Select Rotas to create and

edit the rota (see steps 5-
8 below for more details)

Select People to see the

people in the team and
contact them via email
(see steps 9-11 for more
details)

Select start a conversation on the iknow team platform (you may wish to do this, but it relies
on people looking at iKnow itself very regularly, contacting them viea the People button is
probably more effective).
Creating and Editing a Rota

5. To create and edit a rota select Rotas and you

will see this screen. To create a rota you need to
select a specific event to link the rota to. Select
Sunday Meeting.

6. You may to create roles for the rota, by selecting New Role as
many times as necessary. You may only have one role, e.g
refreshments, or you could create multiple roles, e.g. Sound
and Laptop or Worship Leader and Band Member.
NB Many of the roles are now set up for the rotas so this step
does not need completing.

7. To edit the rota and add people to dates select Edit

Rota.

8. You will see this screen. Go to the date you wish to amend
and select Add Person and select the person you wish to
add to that role for that date from the drop down list All
your available team members should appear in the list. If
you have multiple roles you will have more than one
column to add people to. You can add more than one
person to a column each week, and create your rota as far
in advance as you would like.
If someone has already been added to another rota for that date a warning will come up.
It may be that person can serve in both teams, but it may tell you that you cannot select
them for that date and need to move them to a different date.
Other Rota Features

• Adding notes to a week: e.g. to remind people it

is a special event such as Big Questions.
Select the pencil in the notes column, type your
note and save.

• Creating a ‘Set’: this means saving a group of people together so you don’t have to
manually add individuals, you can select a set. This works if your serving teams are always
the same.
Select the disk icon. Name the set and save.

• Selecting a Set: You can then choose the set you have saved for other weeks.
Select the people icon. Select Use for the set you want.

• Contacting just a people serving on a particular week.

Select the envelope icon and follow the steps for contacting people below.

• Asking people to give you their availability: You can ask people in your team to put their
availability onto their profile when you are about to create a rota. (This will only work if
team members use this function!).
Ask people to click on the Me tab on their home page, and complete their availability.
You will then see this when you are adding people to the rota. If
someone adds a holiday and they had been put on the rota you will
receive an email to notify you of the clash.
• The rotas appear on people’s home screens of iKnow
with a notification of when they are next serving.
People should also receive an email reminder 3 days
before they are supposed to be serving.

People can view the full rota by clicking on it.

The approaching dates of serving for each rota are shown
below.

Below is what you see when you click to view a full rota from the home page (rather than
edit from the teams icon as shown in steps above).

• Generating reports of rotas to email to members of the team.

Select the relevant rota from your home page (see above). Select a start date and an end
date, choose whether you want the notes to be included and click the Generate
button. You can then choose whether you would like a PDF or CSV version of the rota by
clicking the appropriate button. The file will then be downloaded to your computer,
allowing you to print it, or email it to others.

Contacting your team

9. To contact people in your team select People (see step 3) and you will
see this screen. Select contact your team.

10. It will bring up all the people in your team. Check all have an email
address and remove people
from the list if you need by clicking the red cross
next to their name, then select Simple Email.
11. Type your text and select Send Email.

All team members can send an email to everyone in the team by following the same steps.