Create a One-Time Special Service

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Add a one-time special service for events like Christmas or Easter. Services, Check-Ins, and Resources all allow you to create new special events or add the event to your existing plan, depending on what works best for you.

Choose an app to see how to set up your special service.

Services

When you want to create a one-time special service for events like Christmas or Easter, you have two options for how to do it. We recommend using the option that fits with the type of teams that you use for scheduling your regular services:

  • If you never use split teams to schedule your services, follow the instructions in this article to create a special plan within an existing service type.
  • If you do use split teams to schedule your services, create a new service type for your plan.

If you choose to create a plan within an existing service type, Services allows you to make changes to your regular plan without creating a new one for the special event.

Before you add your plan for the special service, review last year's plan similar to the one you're creating. Once you've reviewed it, it will show up in your Recently Viewed plans, and you can copy the times from that plan!

After you've viewed the previous plan, select add a plan from the Service Type.

select add a plan.

Select the number of plans to add and copy the times from the previous plan you viewed before then make sure your new date and templates are correct.

copy times from past special service

Select Add 1 to be taken to your special service plan.

Your plan will be added with the times you copied! If you have split teams, the split team times will be added, so if this plan only needs one service time, you'll need to delete the other service time.

Once you're ready to add plans after your special service plan, you can choose to add the times from the plan before to add your regular service times.

add future regular plans

You can even choose specific templates for each of those weeks!

Check-Ins

When planning for your special service, create a new event with corresponding times and locations in order to check kids in to that time.

When adding the new event, name it something generic and set the frequency to None to be able to create new sessions later.

create event

When you get to the Labels & Locations part of the setup, choose an event to copy its locations.

new locations
Close Unnecessary Locations

You may not need all the locations for your special event. Close them to remove any confusion for those checking in.

From the Labels & Locations tab, select the location you need to close for your special event.

Then, on the bottom right, select Close Location.

Any closed locations won't show up for people to check in.

If you won't be using this location ever, you can delete the location in the bottom left on the same screen.

From the Event Settings, enable the Services integration, so people scheduled to the Services plan will be marked as a volunteer.

enable integration

Make sure the event time and the plan service time is the same in order for the two times to link.

Once you've added the event with its times and locations, you're ready to check people in!

When you want to create a new session for another event, select Start a new session and change the times for the new session.

start a new session

Resources

If a special service requires change to the current service, make those changes by modifying the current Reservation Block.

modify reservation block

Choose to modify only this instance, so future blocks will not be changed.

modify only one date

Select Reschedule to change the times of the current block.

reschedule time

Select a different start and end time for the block then Reschedule to save.

If necessary, change the schedule and add or remove any rooms or resources, and then go back to the event page.

Your reservation block will be pending and reflect the changes which will be sent to the approval groups.

new reservation block

If you chose to modify only one instance, the following week will still be set to approved (if previously approved), and the schedule will reflect the previous schedule.

following week reservation block

The event as a whole will show as pending until the new reservation is approved.

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