How To Use Planning Center Matrix To Save Hours Every Month

How To Use Planning Center Matrix To Save Hours Every Month

Planning Center Matrix

Planning Center Matrix will save you hours every month, but you have to know how to use it.

If you use it correctly, you can quickly plan services and schedule volunteers over several weeks.

This video will show you all the features of Planning Center Matrix and how to save hours of time each month by batching your service planning and volunteer scheduling.

Transcript

As a worship leader, one of our responsibilities is to learn how to get better at our jobs, and one of those ways we can get better is with the systems that we use.

I’m a huge fan of Planning Center. If you’ve watched any of our other videos, you know that. Planning Center Services is an incredible application you can use to plan your services, schedule volunteers and communicate with your team.

In this video, I’m gonna show you how you can save a few hours every month just by using the matrix view of Planning Center Services.

Okay, here we go.

Hey everybody! I’m Joshua, I’m the creator of WorshipResources.church, we help you discover and learn how to use quality resources that will make your church better.

Hey, if you haven’t yet, will you like this video and subscribe to our channel? That way, you don’t miss any of the new content we produce.

And I’d love to invite you to join a brand new Facebook group called Planning Center training. It’s just facebook.com/groups/PlanningCenterTraining. We want to build a community of like-minded leaders who want to use Planning Center to its fullest potential, so I hope you’ll join us over on Facebook.

Okay, let’s dive into Planning Center Matrix. So I’m here in the top level folder of our Planning Center account.

Now, before I go on, you may be using folders, you may not be… It’s not a huge deal if you’re not.

I just wanna let you know that there are multiple places you can access the matrix from. Basically each of our ministries has its own folder, and then within that folder are the service types for that ministry.

In the top right corner, you can see Matrix, beside every matrix button, there’s a little drop down where you can choose previous plans and next plans, how many plans do you want to load into your matrix?

I typically load one previous plan and four next plans. Notice that this has load from Bethany church. So I’m gonna click matrix and let’s see what happens.

Well, nothing is showing up, and that’s because we don’t have any service types in our main folder. All of our service types are in the sub-folders.

So I’m gonna go back and I’m gonna try this again. I’m gonna click Load from adult worship and Matrix.

And there we go. Now we’ve got the matrix going on.

Before we move forward, I’m gonna show you quickly how you can access the matrix, a couple of other ways.

I’m gonna click on Bethany Adults, and right here in the top, I can see Matrix.

Now, this matrix will load from the entire Bethany adult plan, this matrix will load from this service type.

So I click the drop down arrow, one previous four next – click matrix, and here’s my matrix.

And one other way you can access the Matrix – if you’re in the plan, page, of course we’re in the new plans page. Right here at the top – matrix – and as I mouse over, you can see “load previous plans” and four plans, and I’m gonna click matrix.

Okay, so right away, we can see that this looks a little bit differently. If you never used matrix before, it might seem overwhelming, but it’s really intuitive.

In the top, you can see the series title and the plan title. And if you want to, you can click and add or change.

So I’m going to add our series title, click enter and it automatically saves the series title. On October 4th, we’re gonna stay in the series, so I’m gonna add the plan title, it’s gonna be week 11, and Standing Firm.

If you remember, when I clicked on Matrix, I said I wanted to load one previous plan and four next plans. So I have the previous plan here, but I only have three next plans. The reason is because I have not yet created another plan after October 4.

So I’m gonna go back to my plans page, I’m gonna click add a plan, and then I’m going to go ahead and create the rest of October, October 11th, 18th and 25th by choosing three.

I’m gonna copy the times from October 4th and the services are gonna start on October the 11th, and I’m gonna choose my template, COVID team… Isn’t that sad, COVID team?

You can set up templates. You’ll have to watch another video to see how you set up all the templates.

Okay. And now I’m gonna click Add three, and it automatically sends me to the October 11th plan.

Okay, so now I have all my plans already created through October. So I’m gonna go back to Matrix and click matrix, and now I’ve got October 4th and October 11th – the 13th has already happened – so I’m gonna actually take that out.

And I want to go ahead and add the 18th and the 25th. So the way to do that is to click Load a plan and then choose the service type, ours is called Adult Worship.

And then you can click on the ones that are in bold and it will automatically add them to the matrix.

So now you can go through and add the titles, week 12, week 13, etcetera.

So over here, I have Order of Service, I’m gonna drop this down and it reveals all the orders of service coming up. So I’ve got the 20th, 27th, 40th, 11th, 18th and 25th.

The great thing about matrix is that you can drag and drop between services and automatically create those items in the new service.

So for instance, we’re gonna have Baptism coming up on October the 18th. So I’m gonna click on Baptism header and I’m gonna drag that in, and I’m gonna click on the Baptism element and drag it in – and now I have Baptism scheduled October the 18th.

I used the template, if you remember, so that’s why these items already loaded, but I still need to add the songs. So there’s a couple of ways to do it.

I can choose a song from a previous plan, for instance, Christ Be Magnified. I know we’re gonna do that song again, and I want it to be after the sermon. So I’m gonna click on it and drag and automatically it copied the key and the arrangement and all the details… right into October 11,

I’m gonna go ahead and get rid of this response song, we don’t need that. And then I wanna add some more songs.

So I’m gonna come over here to the top left, click on songs. I like to sort by last used, so I know what songs we’ve recently sang. So once they’re sorted, I’m gonna scroll down and find the song that I want to sing in the service.

Stand In Your Love. Then it pulls up an Add an item. I can add an item description here, I c an add in my notes if I need to report any CCLI, and I can use the key, change the key and the arrangement.

I’m gonna click accept and now Stand In Your Love is scheduled for October 11th.

Okay, so one of the things I wanna do is make the transitions smooth between songs, and so I wanna choose another song that starts in the key of B flat.

So I can do that by using the filter. So if I click add a filter and the n key, then I can choose the key of B flat and th en search.

So now this list of songs, are all the songs that have the available key o f B flat. So I can scroll down and find the song that I want. Graves Into Gardens. Yes, that’s it.

So I’m gonna click and drag it in and I’m gonna choose B flat as my key, make any changes I want to, and then click accept.

Okay, so let’s say you make a mistake, I’m gonna drag build my life, and actually we don’t need to sing that song on the 11th, you can just mouse over it and remove it.

Okay, you can click the music note to go straight to the song page, or you can click the pencil to edit the information.

I’m gonna click on songs to collapse that back down, and I want you to notice on the top right, this little edit item descriptions.

If you use item descriptions, this is a great way to edit all of them at the same time. This could be specifics for the praise team or notes about camera positions or any other note or a description that you wanna put under each item.

So for instance, Baptism, I know that Baptism is going to be Walter Reed and Mary Brown. So I’m gonna put that in the description under Baptism. Then, when I’m finished editing all my descriptions, I click finish editing.

And then if I go back and look under Baptism, here’s Baptism from September the 27th, if I look – there’s the description I just put in.

Okay, I’m gonna collapse the orders of service, and then I’m gonna look at plan notes. If you use Plan notes, this is where you can edit those, you can add your plan notes.

And then you have your teams that are serving, so I’ve got my audio visual team. I can see who has confirmed with the green check marks. I can see who hasn’t confirmed yet. I can also see who hasn’t been notified yet because of the little envelope, and I can see my needed positions.

Now, this is so cool because you can schedule all your volunteers just by dragging and dropping.

So I’m gonna choose my camera people, I need it to be Clint and Cooper an d Shammane.

Oh, wait a minute.

Now I see that there’s a block out. She’s declined this for the 11th and there’s a block out. She’s blocked out her dates.

So I’m gonna cancel that because I know that she’s not available, and then I’m gonna come over here to people and I’m gonna add a filter. I’m gonna choose audio visual and choose camera, and then search.

And these are they available people that can serve. So I know Lee White is good, so I’m gonna click on him, and then I schedule Lee White as a camera operator.

So you can drag and drop and fill up all of your slots, just like that. You can even add someone to the team when there’s not a needed position available.

So for instance, on October the 11th, I know we actually need four camera operators. And so I’m going to come over here to Mark. I’m gonna drag him on top of this section and automatically, it schedules Mark as a camera operator.

Okay, that’s all my audio visual team. Now I’m gonna look at the band.

These are all my band members, and again, I can drag and drop between services and quickly schedule them. I can see my vocalist, can see who’s scheduled and who needs to be scheduled.

I can come up here to people and remove this filter, I can search by name and then click and drag and add her to the schedule.

And then I’ll look at staff, and this is my staff, and I can see that Shammane has blocked out. So I know I need to fill this position.

Okay, once you have planned all your services and you’ve scheduled all your volunteers, now it’s time to communicate with those volunteers to let them know they’ve been scheduled to serve.

One of the great things about the matrix view is that instead of sending one email every week, you can send an entire month or even two months worth of schedules in just one email.

Now, if you do this, I encourage you to be sure to set reminders to go out to your team. So I’m gonna quickly show you how to do that.

I’m gonna get out of the matrix view. I’m gonna come to October the 4th.

Okay, so here’s the schedule for October the 4th. I’m gonna click on times and rehearsal times, and all teams, Sunday rehearsal. And I wanna make sure that the audio visual team is reminded two days before the service starts on Friday, that they need to show up.

So now I click save, and that will create a reminder email to automatically go out at 10AM on Friday before they’re scheduled to serve.

So I’m gonna go back to Matrix and I’m just gonna load October, so I’m gonna get rid of the 27th.

And now I’m gonna email all of my team. Click email these people at the top right. You can choose which teams you want to email. If you wanna take one out, just click remove.

I want them to receive all four plans for October, and I want everybody who’s pending and anybody who has a prepared notification. I can see that it’s 23 people. I click next, and then I can update the subject and update the Email, and then click send.

Okay, so that is the Planning Center matrix view. As you see, if you can learn how to use matrix, you will save so much time. It’s kind of a way to zoom out and see the big picture.

All of us as Worship Leaders have things that we have to do every week, and if you can figure out how to batch those things together and do them all at the same time, you will save so much time in the long run.

Planning Center Matrix to the rescue.

Hey, thanks so much for watching this video. Again, if you haven’t yet, be sure to like and subscribe, and I’d love for you to join us over on Facebook at our new Facebook group called Planning Center Training. I’ll put a link in the description below.

I’d love to connect with you over on Facebook and help you in any way I can. If you have questions about Planning Center, just shoot me an email, [email protected] Have a great day, guys.

Planning Center Training Facebook Group

Planning Center Training Facebook Group

Planning Center Training Facebook Group

Facebook Groups are a great way to learn from others who do what you do. I’ve learned so much from several groups that I’m a part of. The best groups have people that offer advice or their experience to help others in their context. We just launched a brand new Planning Center Training Facebook Group to help people use Planning Center to its fullest potential.

CLICK HERE TO JOIN The Planning Center Training Facebook Group!

We hope our new Facebook Group will grow to be the go-to resource for people who have Planning Center Questions. We also hope to offer practical, easy to understand training videos and resources that anyone can understand.

Planning Center now has 10 applications (including Music Stand, the Church Center App and Headcounts) to help churches do everything from checking in kids to giving online. Other than accounting, you can use Planning Center apps to help you get better in every aspect of your church. There are so many features and options it’s almost impossible for one person to know everything about the apps.

But all of us together, using our experience and expertise, do know everything! And that’s how this new group will help!

One of the biggest benefits of using Planning Center is that all of their apps work together. No more updating contact information in multiple places or managing multiple systems. But figuring out how all the apps work together can take some time. Instead of trying to figure out everything on your own, join a community of like-minded people that can help you get better faster.

In addition to our Youtube videos and blog posts, this new Facebook Group will help you use Planning Center to it’s fullest potential. Come on over to Facebook and jump in on the conversation!

How To Use Shortcuts In Planning Center Services

How To Use Shortcuts In Planning Center Services

Shortcuts Will Save You Time!

Planning Center Services is the best way to plan worship services, schedule volunteers and communicate with your teams. In order to get the most out of the app, learn how to use shortcuts!

Using shortcuts in Planning Center will help you save time while you add songs to your set list, schedule volunteers, send out emails and so much more.

Watch the video below to learn how to access all the shortcuts and start saving time today!

Download a list of all the Planning Center Shortcuts HERE.

Transcript

If you’re like me, you’re always looking for ways to improve your craft, if you wanna be a better worship leader, you have to evaluate. And you have to be willing to try new things.

In this video, I’m gonna show you the fastest way to move throughout Planning Center Services. This is a tip that most people, I don’t think are using, but you should be using it, it’s gonna take a little bit to learn it, but once you get it, it will save you so much time in the long run.

Hey everybody, my name is Joshua, I’m the creator of WorshipResources.church. We help you discover and learn how to use quality resources that will make your church better.

Planning Center Services is an incredible tool that will help you plan services, schedule volunteers and communicate with your teams.

If you’re not using Planning Center, I encourage you to follow the link in the description and sign up for Planning Center today.

Okay, here we go. You probably know there are multiple tabs in Planning Center. You’ve got the schedule, my schedule tab. This will show you your calendar and your upcoming things that you’re scheduled for.

You can also block out dates, look at your messages or email your leader.

The Plans tab, it’s gonna have all of your upcoming plans.

The songs tab, has your entire song library. Media tab has media. And then people are all the people in your system.

And so here’s the tip – and I encourage you – it’s gonna take a little bit of time. But if you make yourself do this, I promise you will save so much time in the future, and that is… Use keyboard shortcuts.

If you’re not a keyboard guy or gal, I wanna encourage you just to force yourself to learn how to use keyboard shortcuts. You will save so much time in the long run and Planning Center has some great keyboard shortcuts built right into the app.

So I’m gonna go back to plans and I’m gonna click… or actually, I’m gonna go to songs.

The keyboard shortcuts are really simple to find, and all you have to do is just click shift and the question mark. And that will pull up all of the keyboard shortcuts that you can use on the page.

So this says when hovering over a song or arrangement, the following shortcuts can be used. So you can use Archive, A, or delete, which is the key of X.

These are general shortcuts that you can use at any time.

Okay, so let’s see if this actually works. So if I hover over this and press A, it says – wait a minute, are you sure you wanna hide A Might Fortress from the song list? Do I wanna archive it? No, I don’t wanna archive it. But that’s all I did, hover over it and press, A.

Okay, and then, okay, so what I would do is just, do them one at a time. Practice using the shortcuts so you get used to using them.

So… Okay, the next one is delete, so I’m gonna come over here and I’m gonna press X and wait a minute, are you sure you wanna delete A Strange Way To Save The World and all its files… This cannot be recovered. Yes. delete forever or cancel, I’m gonna cancel.

Don’t delete all the files.

Okay, so let’s go to the Plans tab and look at an upcoming plan.

Okay, I’m gonna find the short cuts – Shift question mark, and look at all the shortcuts that can be used in this… on this page.

And I can do the song book, make a PDF of the song book, I can send an email with E, That’s awesome.

Add a file with the letter F, add a header with a letter H, add an item with a letter I.

Open services live with the letter L, add media, M, needed positions N. Ooh, that one’s awesome.

Alright, let’s try it. So I’m gonna close this and I’m gonna just type N and let’s see what pops up.

So I’m gonna click on teams and look here, N – here are all the needed positions.

So I can add needed positions to my teams, and then if I click N again, they go away.

So I actually have one needed position here, but if I click N, then all of the needed, so I can add needed positions, which is so helpful if you know that you need three more people singing, for instance, or two more people playing acoustic guitar.

Okay, so I’m gonna press N again and hide that. And I’m gonna look at the shortcuts again, question mark.

So add a song, so that one’s pretty sweet. Just press S on the keyboard and you can add a song – it pulls up your library. Same thing for M, for media, if you wanna add media to your list.

I’m gonna look again. Let’s see – add a time. Let’s see what that one does, So close, T for time. Oh, this is sweet. You can add a new service time or a rehearsal time or other time just by clicking the T, and you can create it in future plans. That’s really nice.

Okay, so I hope you get the idea. If you use shortcuts, you will get so much faster in scheduling and planning, adding songs, adding media. You’re gonna save yourself a lot of time. So learn the keyboard shortcuts.

And the way to figure out what keyword shortcuts are available is just click shift + ? , shift + ? . Then that will pop up all the keyboard shortcuts.

Here’s a hint, I’ve listed all the keyboard shortcuts in the description below this video. So if you just wanna grab them from the description, you can do that as well.

The keyboard shortcuts will save you so much time, so I encourage you to consider using those starting now.

If you haven’t yet, go to WorshipResources.church. We help you discover and learn how to use quality resources that will make your church better.

Thanks for watching this video. Be sure to subscribe so you don’t miss any of the new content we produce. And we’ll see you on the next video.

God bless guys!

The Fastest Way To Import New Music Into Your Planning Center Library

The Fastest Way To Import New Music Into Your Planning Center Library

How To Import New Music

Planning Center Services is the best way to plan your worship services.

In this video, you’ll learn the fastest way to import new music into your library. Planning Center has made it so simple, you’ll be adding new music in just a few seconds.

 

Transcript

If you’ve been using planning center for a while you’re probably familiar with the layout and how things work.

Planning Center recently released a new update to their plans page that has some really cool features and over the next few videos I’m going to show you some of those features.

My name is Joshua. I’m the creator of worshipresources.church. We help you discover and learn how to use quality resources you can use to make your church better. If you haven’t yet, I encourage you to subscribe to this channel, click the like button and let us know what you think in the comments.

Okay in this video we’re going to show you how you can import songs the fastest way possible and some cool features that Planning Center now offers. Here we go!

Okay I’m in Planning Center Services and I’m under the plans tab. You can see we have an upcoming service September the 13th. I’m going to click on that service. We’re going to add a new song to our library.

Now one of the fastest ways you can get around planning center is to use the shortcuts feature and the shortcut to add a song is just simply “S” on the keyboard. Just type “S” on the keyboard. It will pullup your library of songs and then you can search for a specific song.

But we want to add a new song so you can click on new. That’s one way. But let me show you also there’s another way. If you click songs at the top – this tab up here – here’s your library of all your songs, which you can sort by last scheduled. You can see if it has a chord chart or a pdf lyrics etc.

But I want to add a new song so click add a song at the top right corner. Here you can search for the name of the song you want to add. So let’s say it’s Way Maker – popular song. You can see under popular recordings there are several different versions of this song. Or let’s say the name of your song is something that’s not a popular recording – My Song – you can click all songs and then you can see the song – your song whatever title that is – under the CCLI recordings.

Now if you don’t have CCLI integrations enabled you’ll need to do that. You can watch another video on how to enable CCLI integrations.

Okay but I’m going to close this for now and show you one more really cool feature and that is if you click view top songs, you can see a list of the most popular songs by over 60,000 churches. 60,000 churches use planning center and so on on September the 6th Way Maker is going to be the most popular song sung. And you can see it’s plus 77. It’s risen by 77 positions over this last year. You can see all of the most popular songs.

Now you’ll see that some songs are in bold some songs are not. So the ones in bold are songs that are in your library. Raise A Hallelujah is not in our library. If I want to listen to a demo of that song i can click this little play button so you can hear a short demo of the song and then if you want to add the song, just click on it and then – there it is – Raise A Hallelujah. Click on it there and then you can import it from there.

Hey thanks for watching this video. I hope you found it helpful. If you did, be sure to like the video and let us know in the comments below. If you haven’t yet go to worshipresources.church to discover tons of free and inexpensive resources you can use to make your church better.

Thank you!

How To Quickly Add Songs To Planning Center

How To Quickly Add Songs To Planning Center

Learn how to quickly add songs to Planning Center using these tips.

Working effeciently is important for Worship Leaders who have so many responsibilities each week. 

Planning Center makes planning services a breeze and with the new Plans Page, it’s now as simple as possible to quickly add songs to your Planning Center set list.

This video will show you how!

Transcript

 The new Planning Center Services plans page has some great new features! One of those is the ability to add multiple songs to a plan at once.

Planning Center Services is one of the apps from PlanningCenter.com and this app is an incredible tool that you can use to plan your Services schedule volunteers and communicate with your team.

In this video we’re going to look at how you can most efficiently import songs into a service.

Hey everybody my name is Joshua. I’m the creator of worshipresources.church. We help you discover and learn how to use quality resources that will make your church better.

If you like this video click like and that little bell and also subscribe below so you don’t miss any of the new content we produce.

Also I’d love to hear your thoughts in the comments. If you have any tips or tricks for Planning Center be sure to let me know.

Okay here I am in Planning Center Services – I’m in Planning Center Services and plans. And we’re going to add some songs to a plan. So I’m going to go ahead to October 4th.

Okay so now we’re going to add some songs to our service. Now I’ve used a template here to get me started. This is a template of our typical service. You can watch another video to see all about templates.

But let’s say first I want to change this header. I want to change it to just “music”. So now I have this header. Now I want to add some songs under music.

Okay so I’m going to click – you can click this – add and click song. That’s one way to do it. You can also click the “S” on the keyboard. It’s a shortcut and it will pull up your new songs. And one other cool thing is you can click “song” and you can drag where you want the song to go.

There we go. So it’ll pull up your library. Now you see this little note at the top. It says option click to add multiple – or you can click alt click if you’re on a Windows. So I’m going to hold down option and this is the really cool thing – is if you know the order that the songs are going to be in you just click them on the order that they’re going to happen and then they’ll automatically be imported into your service.

So I know we’re going to start with Only King Forever. I’m holding down option still. And then we’re going to go to Never Lost and then we’re going to sing You Say and then we’re going to end with Living Hope.

Now we don’t do Never Lost in “B” Typically we do it in “A”. So I’m going to change that to “A”. That looks good. Now I’m going to click add four. So now you can see that it added all four of those songs in order – right where I put them – right under the music.

I’m going to close this for now. And I’m going to actually scroll down and because Living Hope – we’re going to do after the sermon as response. So now we’ve got Living Hope there.

And I’m going to actually take out this response song that was just a placeholder. I’m going to take that out yes – I want to delete that.

Okay now you may be saying – “Where’s all the stuff on the left? In the old plan and you can see this is still in beta – but in the old plan everything’s listed over here. Well you might be seeing some of it and it’s here.

So here’s all my teams. Here’s files and notes and the new tab is called contributors. So you can actually see who has contributed to this particular service. But if you minimize each one of these headers – sorry I have lots a lot of people on this team – if you click – if you minimize them you can actually collapse this whole sidebar which gives you more screen real estate. Which is especially nice when you start adding songs – because you can keep this song list open and it doesn’t reduce your screen size.

Okay and you also of course can search for a song. Let’s say Way Maker and it will pull up the song and if you click on the song – it’s going to add the song at the bottom of your service. And then if you click these little handles, you can drag it to wherever it needs to happen in the service. I’m going to close that for now.

And now you see some quick ways that you can add songs pretty quickly into your service. One more thing before we go. I’m gonna click add song here. Maybe you want to see the most recent songs. This little calendar will be very helpful – so this is basically in order so you can sort them by title or you can sort them by when they were last scheduled.

Okay I use this feature all the time because I don’t want to do too many new songs back to back. So I want to know what we’ve recently sung. So I can add them to the order.

Okay I hope that was helpful to you. If you have any questions, be sure to put them in the comments. And if you have any tips or tricks about Planning Center Services let us know because we’re always excited to learn new ways and faster ways that we can create services in Planning Center Services.

If you haven’t yet go to worshipresources.church to check out all the free and inexpensive resources we direct you to. We are here to help you discover and learn how to use quality resources that will make your church better. So I hope you’ll check out worshipresources.church today!

Thanks for watching everybody. God bless you!

Creating Seamless Worship Services – Part 3

Creating Seamless Worship Services – Part 3

During this Blog Series we have been looking at creating seamless services for worship.

In case you missed them, be sure to read Part 1 and Part 2.

Today, we’ll look at ways 4-6 you can build excellence on your team and Create Seamless Worship Services.

4. Transitions are key.

One of the areas I think most Worship Leaders struggle with is transitions between songs. And I get it. We went to school for music. No one told us that we have to talk! But learning what to say or not say between songs can be the difference between a good service and a great one.
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