--- title: How to hire roles for my event? description: "With ChurchTools, you can plan various types of events to suit your specific needs. After you've [customized the roles needed for your event](https://churchtools.academy/en/help/churchtools-modules/planning-events/how-to-customize-roles-for-my-event/), you can assign them to the appropriate staff members. You decide whether to staff them manually or…" url: "https://churchtools.academy/en/help/churchtools-modules/planning-events/how-to-hire-roles-for-my-event/" updated: "2026-10-15" category: Events / Planning Events --- # How to hire roles for my event? With ChurchTools, you can plan various types of events to suit your specific needs. After you've [customized the roles needed for your event](https://churchtools.academy/en/help/churchtools-modules/planning-events/how-to-customize-roles-for-my-event/), you can assign them to the appropriate staff members. You decide whether to staff them manually or automatically. This article explains how to staff the roles for your event. **Tip** Whether you do it manually or automatically, it’s definitely helpful if you’ve already linked the roles to be staffed with the appropriate role groups from the *Groups module*. In our article on [creating roles](https://churchtools.academy/en/help/churchtools-modules/administration-events/how-to-create-a-service/), we explain how to do this. ## Manually Staff Individual Roles ### 1. Open the service Open your *event* (2) in the *Events* module (1) and click the *red question mark* (3) next to the role you want to fill. [![Screenshot Events Plan fill roles](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_fill-roles-1024x320.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_fill-roles.png) ### 2. Select a person If no group from the *Groups module* is linked to the selected role, a *free-text field* (1) will appear. Once you enter at least two characters, the system will suggest people from your *personnel database*. If you select one of the suggested people and an e-mail address is on file for them, they will also receive the automated e-mails. **Warning!** If, for example, you enter a guest preacher in the free-text field who is not listed in your *member database*, e-mails cannot be sent to them, of course. You’ll therefore need to notify them by other means. If you have linked one or more groups from the *Groups module* to the selected role, select the *person* you want to assign *from the list* (1) here. If you want to select someone who is not a member of the linked duty group, there is an option at the very bottom of the list *called “Add another person.”* This option is available as long as there is still an open role for that role category. [![Screenshot Events Plan assign role sound](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_assign-role-sound.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_assign-role-sound.png) To help you see if the person is available and how busy they are, clear *information about the person (2)* is displayed in the gray box on the right. [![Screenshot Events Plan role to be assing](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_role-to-be-assing-1024x689.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_role-to-be-assing.png) **Note** If a name appears in parentheses in the list, that person is not available for this shift at this time. There may be several reasons for this: - The employee has already been scheduled for another role at the same time or has already confirmed availability for another role. - They have already reached their maximum workload. - They have marked themselves as absent, e.g., due to illness or vacation. In this case, the absence period is displayed in red in the person’s information. ![Screenshot Events Plan assign role Attation absence](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_assign-role_Attation-absence.png) ## Automatically assign all roles to a role category To enable automatic staffing, you must link the roles to shift groups from the *Groups module*. In our article on [creating roles](https://churchtools.academy/en/help/churchtools-modules/administration-events/how-to-create-a-service/), we explain how to do this. ### 1. Fill roles in this category Once the links have been set up, open your *event* (2) in the *Events* module (1) and click the *bar icon* (3) in a Role category for which you want all roles to be filled automatically. [![Screenshot Events Plan fill automatically](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_fill-automatically-1024x310.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_fill-automatically.png) ### 2. Verify the selection of individuals ChurchTools suggests a schedule for all roles in the category. This takes into account alternative schedules, requests, absences, staff availability, and personal preferences. If you've linked multiple groups to a role or assigned tags to it, these filtering options will be available to you here. [![Screenshot Events Plan Groups assigned to roles](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Groups-assigned-to-roles.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Groups-assigned-to-roles.png) You can *review and edit* the suggested selection here. [![Screenshot Events Plan review and edit suggestion](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_review-and-edit-suggestion.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_review-and-edit-suggestion.png) ## Make a suggestion or give your approval For both options, click " *Suggest* " or " *Accept*" when you're finished. [![Screenshot Events Plan Assign to role Suggest or Confirm](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Assign-to-role_Suggest-or-Confirm.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Assign-to-role_Suggest-or-Confirm.png) If you suggest that person, they will receive a request via e-mail, on the Home page, or through the app, which they can accept or decline. This is only possible if the request has been enabled in the service's *master data*. If the person has already confirmed their participation in advance, you can confirm on their behalf right here. In this case, the person will not receive another request. However, a reminder will be sent a few days before the event if they have enabled this option in the " *Events"* section under *"Settings*." ## Staff a single role across multiple events You can also select multiple events and assign individuals to specific roles within them at the same time. For example, you can enter the preacher for the upcoming services for all the desired services at once. ### 1. Select events First, select all the events for which you want to fill a role. [![Screenshot Events Plan select events](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_select-events.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_select-events.png) ### 2. Perform the action Next, select " *Fill Position* " (2) under " *Bulk Actions* " (1) in the menu on the left. [![Screenshot Events Plan Bulk actions Assign](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Bulk-actions_Assign.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Bulk-actions_Assign.png) ### 3. Select a role Next, select the role you'd like to fill. [![Screenshot Events Plan Bulk actions Assign select role](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Bulk-actions_Assign_select-role.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Bulk-actions_Assign_select-role.png) ### 4. Fill the role Now you can assign the selected role to a *person* (2) and also choose how ChurchTools should *handle* the *role* (3) if it is already assigned to one of the selected events. If you selected the wrong *role* (1) earlier, you can change it here and also specify whether the selected events should remain *marked* (4) after the role has been assigned or not. Clicking " *Execute* " (5) assigns the selected role to all previously selected events. [![Screenshot Events Plan Bulk actions Assign select role Assign the duty](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Bulk-actions_Assign_select-role_Assign-the-duty.png)](https://churchtools.academy/wp-content/uploads/2024/07/Events_Plan_Bulk-actions_Assign_select-role_Assign-the-duty.png) ## Read more - [Request persons](https://churchtools.academy/en/help/churchtools-modules/planning-events/request-persons/) - [How to customize roles for my event?](https://churchtools.academy/en/help/churchtools-modules/planning-events/how-to-customize-roles-for-my-event/) - [Employee Workload](https://churchtools.academy/en/help/churchtools-modules/planning-events/employee-workload/)