Groups and rosters

The Groups page shows every group as a card. Click a card to see its details, leaders and roster.

Find groups

• Views: All groups, Needs leader and Archived, plus any you save.
• Search by group name, leader name or location.
• Filter, Sort and Group by grade, meeting day, type, season and more.
• Choose which details show on the cards.

Two kinds of groups are hidden unless you filter for them:

• Archived groups. Use the Archived view.
• Groups whose seasons have all ended. Add a Season filter.

Each card shows the grade, meeting time, leaders, how many members it has and its attendance (how much of the roster usually comes). A yellow +N is students who are Not yet active. A to review chip means some members have stopped coming (see Suggested removals).

Create a group

1. Click Add group. If CCB is connected, choose Create from scratch.
2. Fill in:
   • Name, like "9th Grade Girls".
   • Ministry and Type.
   • Service (optional). The group uses the service's day, time and location unless you set its own.
   • Attendance and Roster: leave on Inherit from type unless this group is different.
   • Seasons it runs in.
   • Grades and Gender.
   • Meeting day, Frequency, Meeting time and Location.
   • CCB Group link (optional): click Attach CCB group to keep the roster in sync with CCB.
3. Click Create.

Open the group again to add members and leaders.

Import groups from CCB

1. Click Add group > Import from CCB.
2. Tick the CCB groups you want and click Import.
3. Click Sync to bring in their rosters.

Imported groups get the CCB name, the ministry you're in and your first group type. Open each one to set its type, grades, meeting details and seasons.

A group's details

Click a card. On the left you'll see details, seasons, volunteer link and leaders. On the right is the roster.

• Edit details changes anything you set when creating the group.
• Archive retires the group (see below).
• The CCB pill opens the group in CCB.

Leaders

• Main leader is marked Lead. It comes from CCB. Change it in CCB and sync.
• Co-leaders can be added with + and removed with the remove button. Co-leaders you can pick are active volunteers in the group's ministry from the Volunteers tool.
• Coach and Director show if your church turns them on in Settings. They also come from CCB.

A yellow box means CCB lists different leaders than Groups does. Groups keeps its version. Update CCB to match.

Leaders from a Volunteers position

Under Volunteer link, you can link the group to a position in Volunteers, like "9th Grade Girls Leader". Then:

• the group's co-leaders always match the active volunteers placed in that position
• those volunteers can see the group in the Serve app
• to change leaders, place people in the position in Volunteers (click Open position in Volunteers)

If a matching position shares most of the group's leaders, you'll see Suggested with a Use button.

The roster

The roster shows each member with a column for each recent meeting and their attendance percentage.

• Current shows today's members. All also shows past members and past leaders.
• Add adds members. Only students in the group's grades and gender are offered.
• The remove button ends someone's membership today. Their attendance history stays, and you can add them back later.
• Make active moves a Not yet active student onto the active roster.
• Move moves one person, or opens Move members for several.

Suggested removals

Below the roster, Suggested removals lists members who've missed several meetings in a row (set on the group type). Click Remove to take them off, or Keep to hide them until they miss that many again.

Move members

Split a big group or merge two small ones.

1. Open the group and click Move on the roster.
2. Tick the members to move. Only active members are listed.
3. Pick New group (give it a name and choose whether to Copy leaders) or Existing group.
4. Click Move N members.

Attendance history follows each person. If everyone leaves, you'll be asked whether to archive the old group.

A new group made this way isn't linked to CCB.

Start a fresh copy in another season

In Edit details, click Start a fresh copy in another season. Pick the season and whether to Advance grade. This makes an empty group with the same setup and leaders. The original stays as it is.

To move lots of groups into a new season at once, use Roll over a season.

Change many groups at once

Cmd-click (Ctrl-click on Windows) cards to select them, then click Edit. Tick the fields to change, like Add to season, Meeting day or Location, and click Apply.

Archive or delete a group

Archive when a group is finished. Its history is kept, it leaves the list and it stops syncing with CCB. Everyone's membership ends. If members are moving to another group, click Move members first so their history carries over. Archived groups can't be brought back from the app.

Delete (in Edit details, or Delete with groups selected) removes the group, its roster and its attendance history for good. Archive instead unless the group was a mistake.

How the roster syncs with CCB

For groups linked to a CCB group, Sync compares the roster both ways:

• added in CCB: added in Groups
• removed in CCB: removed in Groups
• added in Groups: added in CCB
• removed in Groups: removed in CCB

Not yet active students aren't sent to CCB. If CCB already lists one as a member, they become active.

Co-leaders sync both ways. Main leader, coach and director come from CCB only.

Meeting day, time, location, grades and seasons stay in Ministry Toolkit and aren't sent to CCB.

Common questions

A group disappeared. It was archived or its season ended. Try the Archived view or a Season filter.

I can't add a co-leader. Co-leaders need to be active volunteers in the group's ministry in Volunteers. If the group is linked to a Volunteers position, change leaders there.

I can't change the main leader. Change it in CCB and sync.

A student isn't offered when I click Add. Their grade or gender doesn't match the group. Check their grade and the group's grades.