Rostering in Elvanto

At Centrepoint, rostering volunteers effectively in Elvanto ensures that services run smoothly and teams stay organized. This guide walks through the key steps of rostering individuals and teams, creating teams for easier scheduling, exporting and sharing rosters, and managing volunteer availability.

If you have any questions, reach out to your Campus Pastor or Admin Team.

Key Takeaways

• Always check if a person already exists in Elvanto before adding them.

• Mark individuals as volunteers and assign them to relevant departments and service types.

• Use "Edit Multiple Services" to efficiently roster individuals and teams.

• Teams streamline rostering by grouping regular volunteers under a clear structure.

• Rostering a team automatically assigns individual members to service slots.

• Rosters can be exported and shared via PDF for clear communication.

• Volunteers can view and sync their schedules through the Elvanto web portal or mobile app.

• Availability management allows volunteers to mark when they are unavailable.

Setting Someone Up as a Volunteer in Elvanto

Only add a person if they don't already exist in Elvanto:

1. Search for the person under People in Elvanto.

2. If they do not appear, select Add Person.

• Fill in their details clearly (Name, Email, Contact Information).

• Click save

3. Once added, go to their profile and click the Account and Volunteering tab.

4. Click on the Account & Volunteering tab to the right.

5. Mark the person as a volunteer (tick the box).

6. Assign the volunteer to appropriate departments and service types.

7. Enter a username and tick email account details if needed

8. Save your changes.

Rostering Individuals on a Service

Always use the "Edit Multiple Services" view.

1. Navigate to Services > Edit Multiple Services.

2. Choose your date range (e.g., the next 12 weeks), select your location and service type, then click choose.

3. Minimize elements you don't need on the left-hand side to keep your view focused on the roles you need to roster.

4. Click the + in the empty slot for the role, start typing the volunteer’s name, and drag and drop it into the role once it appears.

• You may need to remove filters if the person is not set up with your location, service, and role in their profile.

5. This automatically will automatically save.

6. To only roster a person on one service where there are multiple times, click the person in the roster, unclick the time they are not serving on, then click save. 

Creating Teams

Teams simplify rostering by grouping regular volunteers.

1. Hover over Services in the sidebar.

2. Select Teams from the dropdown.

3. Click Add Team.

4. Enter a clear name (e.g., "Worship Team") and click Save.

5. Click Add Sub-team.

• Name the sub-team clearly (e.g., Team A, Team B).

• Select the relevant service type and location.

• Set the status as confirmed and tick yes to notifications so they can know when they are rostered on.

6. Click Save.

7. To add team members:

• Click add team member.

• Search for their name using the box in the top left and selecting their name.

• You can then assign them a position in the team

• Click save

8. Add as many team members as you need to, then click out of the pop-up and hit save in the bottom left to save the sub-team.

Rostering Teams

Always use the "Edit Multiple Services" view.

1. Navigate to Services > Edit Multiple Services.

2. Choose your date range (e.g., the next 12 weeks), select your location and service type, then click choose.

3. In the Teams row above individual volunteers, click the + in the desired week.

4. Search for and then drag and drop your team from the menu to the desired week.

5. The team will automatically populate individual volunteers into the roster slots.

6. Changes save automatically.

Exporting & Sharing Rosters

Clearly communicate rosters with your team.

1. Navigate to Services > Edit Multiple Services.

2. Choose your date range (e.g., the next 12 weeks), select your location and service type, then click choose.

3. Click the Print/Export button on the top right.

4. Select the “Volunteering Schedule” layout.

5. Tick your teams in the Print Volunteers option.

6. Click Print to generate PDF or physical copies.

View your roster

Volunteers can easily view their scheduled roles:

1. Log into https://centrepointperth.elvanto.com.au/ or use the Elvanto Mobile App.

2. Click Roster in the top navigation bar.

3. Your scheduled roster will appear clearly indicating upcoming services and your role.

4. You can click subscribe in the top right, and sync this to your calendar

Managing Availability

1. Log into https://centrepointperth.elvanto.com.au/ or use the Elvanto Mobile App.

2. Click Availability in the top navigation bar.

3. Enter dates when you’re unavailable.

4. Click Submit to confirm.