> ## Documentation Index
> Fetch the complete documentation index at: https://docs.faithloft.org/llms.txt
> Use this file to discover all available pages before exploring further.

# Rota: create a serving schedule

> Create a rota from a program template, assign department members, and sync your personal rota to a calendar.

The **Rota** is where you fill serving roles for upcoming services. You do not create a rota board as a separate item: it is built from programs created from a program template.

The flow is:

1. A **program template** defines the reusable service plan and which segments need people.
2. A **program** is one dated service created from that template.
3. Each assignable template segment becomes a **duty** on that program. Its people-needed number becomes the duty's slots.
4. A rota manager assigns department members to the open slots. Staff can then review their own assignments and sync them to a personal calendar.

For the full template and program setup, see [Programs and templates](/portal/programs-and-templates).

## Before you start

* You need access to the department's **Rota**. The **Organization** view is available only to staff whose role includes it.
* To create programs or templates, you need access to **Programs**. To create duties or assign people, you need rota manager access. If a page or action is missing, contact your church administrator.
* To put a service on the rota, use a program created **From template**. A **Blank program** has no template and does not appear on the department rota.

## Create a program that appears on Rota

If your church already has a suitable template, start at step 2. Otherwise, create one first using the [Programs and templates guide](/portal/programs-and-templates).

1. Open **Programs** and select the **Programs** tab.
2. Select **New service**, then choose **From template**.
3. In **Template**, choose the service plan. The preview shows how many rota slots it requests and whether it appears on the organization or a department rota.
4. Optionally choose an event in **Link to an event**. The event and program are separate records; linking an event does not add serving duties by itself.
5. Set **Date and time**, then select **Create program**.

New services start as **Draft**. Rota managers can prepare assignments for a draft from their Rota view, but other staff see it and can confirm, decline, or request a swap only after it is **Published**. In the **Programs** tab, open the service's row actions and select **Publish** when it is ready for staff.

If you have a recurring service, set its schedule on the template. Faithloft generates program occurrences for the configured recurrence and horizon. See [Set up a reusable template](/portal/programs-and-templates#set-up-a-reusable-template).

## Assign people to open slots

1. Open **Rota** and select the department that matches the template's scope. Choose **Organization** if you have access and want the church-wide roster.
2. Select **Upcoming** and **All** to see each scheduled service, its duties, and every slot. Use **My rota** to see only your assigned slots. Switch between **List** and **Calendar** to change the in-page layout.
3. On an open slot, select **Assign**.
4. In **Assign a member**, search by name or email, then select an active department member. Members marked **Unavailable for this date** have an availability entry; check with them before assigning.
5. Repeat for the remaining open slots. The slot status changes as people are assigned and confirm.

Rota managers can use **Add slot** or **Remove slot** on a duty to adjust the number of people needed for one service occurrence. If the duty has a custom capacity, select **Reset** to return it to its template capacity.

To create a reusable duty that is not one of the template's segments, open **Manage duties**, select **+ New duty**, choose a **Program template**, and enter its **Name**, **Capacity**, and optional **Position**. Segment duties are managed from the program template instead; edit that template to change the segment title or its usual number of people.

People assigned to a slot can select **Confirm**. If they cannot serve, they can select **Decline** or **Request swap**. Rota managers can review swap requests from **Swaps**.

## Sync your rota to a calendar

Calendar actions sync your personal rota. From **Rota**, open **More rota actions** and select **Calendar**. The panel offers a subscription link, a calendar file, and connected Google or Outlook sync. Your personal calendar can also include upcoming events where your RSVP is **Going** or **Maybe**.

The **Calendar** button beside **List** changes the layout inside Faithloft. It is separate from **More rota actions** > **Calendar**, which opens the external calendar options.

### Subscribe with a private URL

1. In **Calendar subscription**, select **Copy** beside the private URL. Faithloft may copy it as soon as it creates the link.
2. In Google Calendar or Outlook, add a calendar using **Subscribe from URL**, then paste the link.
3. Treat the URL as private and do not share it publicly. Select **Revoke** in Faithloft if you need to invalidate the link.

The subscription updates when assignments, cancellations, or swaps change. Creating a new subscription link revokes the previous one; replace the URL in your calendar if you create a new link. **Download .ics** saves a one-time calendar file; use the subscription URL when you want calendar updates to continue automatically.

### Connect Google Calendar or Outlook

1. In the **Two-way calendar sync** section, select **Connect Google** or **Connect Outlook**.
2. Sign in to the calendar account and authorize the connection when prompted.
3. Return to Faithloft and check the provider, account, and connection status in the calendar panel. Faithloft creates, updates, and removes calendar events based on your rota assignments and cancellations. The portal labels this section **Two-way calendar sync**, but edits made in Google or Outlook do not update rota assignments in Faithloft; make assignment changes in **Rota**.
4. Select **Sync** to request a manual sync or retry after an error. Select **Disconnect** to remove the connection. Disconnecting also attempts to delete the calendar events Faithloft created through that connection.

The subscription URL and connected account are separate calendar options. The subscription URL is read dynamically by your calendar provider; **Download .ics** is a one-time file. Use **Rota** to manage assignments; the calendar connection does not replace the rota board.

## If a service is missing

* Check that the program was created **From template**, not as a **Blank program**.
* Check that the template has an assignable segment or a duty configured in **Manage duties**.
* Check that you selected the department or **Organization** scope used by the template.
* If an assigned service is missing from your external calendar, check that the program is **Published**. Calendar sync includes assignments for published programs.
* If you selected **My rota**, switch to **All** to see open slots and other members' assignments.
* Check **Upcoming** for future services and **History** for completed services.

If a page, slot action, or calendar option is unavailable, contact your church administrator.


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