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Ministry reports

Ministry scheduling generates questions a spreadsheet cannot answer. Are we actually covered, or do we only feel covered? Is one family carrying three ministries? Do replacement requests get filled, or do they quietly expire? Whose Safe Environment certificate lapses next month? The reports answer those, over any date range you choose, for the ministries you lead.

Before you begin​

  • You need View reports access. Parish administrators hold it; ministry leaders receive it by grant and see only their own scope.
  • Reports read from published and closed schedules. A season you have not published yet will not appear.

Running a report​

Navigate to Admin Dashboard → Ministry Scheduler → Reports.

The Reports page with a report and date range selected
  1. Choose the Report from the dropdown.
  2. Set From and To dates.
  3. Read the results on screen, or click Export CSV to take them into a spreadsheet.

Coverage​

Answers are the positions actually filled?

Shows the overall Coverage rate, the number of Positions, how many are Filled, how many are Open, and — separately — how many Open (required). A week-by-week breakdown shows where coverage sags.

The most useful part is Unfilled required positions, soonest first. That is your call list, in the order you should work it.

tip

Look at Open (required) rather than the headline coverage rate. A 92% coverage rate that is missing four required lectors is a worse week than an 80% rate where every gap is an optional usher.

Fairness and distribution​

Answers is the load spread justly?

For each volunteer it shows how many times they Served, how many they were Expected to serve, how many Opportunities they had, the Deviation from expected, and a status:

StatusMeaning
Over-servedServing more than expected.
On targetAbout right.
Under-served (schedulable)Serving less than expected, and there were positions they could have taken.
Under target (no opportunity)Serving less than expected, but there was nothing they were eligible for.

The distinction in those last two rows is the whole point of the report. Expected load is weighed against the positions each volunteer was actually eligible for, judged with today's memberships, availability, and policies — so someone available one weekend a month is not scolded for serving once a month.

Under-served (schedulable) is the list worth acting on: these are people who could serve more and are not being asked.

Conflicts​

Answers did we schedule anyone over a rule?

Shows how many Assignments checked and how many were Flagged, then lists each flagged assignment with the date, service, volunteer, and the conflicts it carries. Run this after publishing a season to see what overrides accumulated.

Preferences honored​

Answers are we listening to what volunteers told us?

Shows the share of assignments At a preferred service and the share At a service they avoid, with a breakdown across Preferred, Acceptable, Avoided, and No preference stated.

A rising "avoided" share is an early warning: volunteers who are repeatedly scheduled at services they asked not to serve stop entering preferences, and then stop volunteering.

Replacement response​

Answers does the replacement system actually work?

Shows the number of Requests, the share Filled, the share Expired, the Median to first reply, and the Median to fill.

A high expiry rate means the roster is too thin, the cutoff is too tight, or invitations are not reaching people — check the message delivery report next.

Message delivery​

Answers are our notices arriving?

Counts across Sent, Pending, Superseded, Failed, No address on file, Suppressed by preference, and Awaiting printing.

No address on file and Failed are the two to act on. Both are fixed in the parish directory.

Leader workload​

Answers is anything piling up?

Shows Pending sign-ups, Open replacement requests, the Oldest pending item, whether schedules were Published on time, and Attendance.

The oldest-pending figure is the honest measure of whether the requests inbox is being worked.

info

Two rows can report Not available rather than a number. Published on time needs a publishing goal set for the parish, and Attendance needs attendance to have been recorded. Both say so explicitly rather than showing a misleading zero.

Credential expiry​

Answers whose certification lapses next?

Lists each Volunteer, the Credential, when it Expires on, how many Days left, its Verification status, and how many Affected assignments they already hold after that date.

That last column is what makes this report urgent rather than merely tidy: a Safe Environment certificate expiring on the 15th with six assignments after it is six positions about to become unfillable.

Sacramentum also emails volunteers ahead of expiry, using the lead days set under Settings → Ministry Scheduling.

A monthly rhythm​

A ministry coordinator who looks at three reports a month stays ahead of almost everything:

  1. Coverage for the coming month — work the unfilled-required list.
  2. Credential expiry for the next 60 days — chase renewals before assignments break.
  3. Fairness and distribution for the last quarter — invite the under-served (schedulable) list.

Add Replacement response and Preferences honored quarterly, when you are deciding whether a policy needs changing rather than whether a Sunday needs covering.

Troubleshooting​

A report is empty​

Check the date range, and check that it covers schedules that were actually published. Also check your scope — a ministry leader sees only their granted ministries.

The fairness numbers look wrong​

Read the basis note under the table. Expected load is calculated against the positions each volunteer was eligible for, not against the total number of positions. Someone who is unavailable most weekends has a low expected load by design.

The export will not download​

The Export CSV button reports The export could not be created if the range is too large. Narrow the date range and export again.

What's next​