Topic 1 - Automated Trades and Substitues
You may now use the "Ministry Scheduling Web Terminal" to assist in finding a substitute when necessary. You can use the automated system, or log in to see contact information for other ministers.
Ministry Schedule -- Automated Substitutes and Trades
This note focuses on automated substitutes and trades. Note the automated system described here is one option for getting a substitute. You are not required to use it.
Let's use an example to explain this system. Suppose the following ministers are all Extraordinary Ministers on June 14th
Alec A -- Scheduled as Cup
Bobby B -- Scheduled as Host
Carol C -- Scheduled as Cup
Dave D -- Not Scheduled on June 14th
Emily E -- Scheduled as Lector
Fay F -- Scheduled in Nursery
George G -- Not Scheduled on June 14th
Now suppose that Alec A can no longer serve on June 14th. He can log into the Web Terminal and click on the "My Schedules" tab to see his current schedule. By the listing for June 14th, he can click "Request Sub".
The system will automatically e-mail those who could help him: in this case Dave D, Emily E, and George G. Bobby B and Carol C would not receive e-mails since they already EMs on that day and can not fill in for Alec. In addition, Fay F could not fill in because she is in Nursery. Since Emily E is scheduled as a Lector, she can't do both in the same Mass and so would not get an e-mail.
The request would also show up in the "My Schedules" section of the Web Terminal for Dave D, and George G. They can click on the "Accept Swap" link in the e-mail for web terminal to fill in for Alec A. When they do so, they also have the opportunity to offer to trade one of their other dates (if any).
Once a substitute is found, the schedule is automatically updated in the web terminal. Plus, weekly reminder e-mails will now be based on the updated schedule (or old software did not have this feature).
Pros of the system:
Quick and easy to use
E-mails go only to those who can fill in
Anyone checking their schedule online who can fill in can see your request
Automatic E-mail confirmations of the substitution
Schedule on web terminal and future reminders automatically updated
You can not request a trade with a specific minister or date/time
Not as personal as a phone call or talking to someone at Mass
Your Ministry Coordinator may provide you with additional information or guidance on requesting substitutes.