SERVING
Church is the people, and Holy Trinity only operates with so many people bringing their time, talents and energy. ​
Please click on a question to find out about serving opportunities at Holy Trinity South Woodford.​​
1. What teams are there?
2. How do I join a team?
3. How are church rotas managed?
4. How do I share my availability?
5. What if I'm unable to serve?
6. How do I leave a team?
​​​​​1. What teams are there?
​​​We have lots of different teams serving at Holy Trinity. The first two tables below show the teams supporting our main Sunday services and the third table shown the team supporting our midweek ministries and activities.
​9:00am Service
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Ministry Name
Preaching/Leading
Welcome
Readings
Intercessions
Communion Admin
Choir
AV/Tech
Coffee Cleardown
10:45 Service​
​​
Ministry Name
Preaching/Leading
Welcome
Readings
Intercessions
Communion Admin
Sunday School
Worship Band
AV/Tech
Lock Up
Coffee Cleardown
​​​
Midweek Ministries ​
​
Ministry Name
Fireplace Youth
Lighthouse Youth
Tots & Tinys
Flower Arranging
Brass Cleaning
Gardening
Mowing
​ ​​
​​​​​
Ministry Lead
Abi Todd
Mylene Mihkelsoo
Mylene Mihkelsoo
Mylene Mihkelsoo
Abi Todd
Andy Coombes
Simon Todd
Abi Todd
​
​ ​​
​​
Ministry Lead
Abi Todd
Mylene Mihkelsoo
Mylene Mihkelsoo
Mylene Mihkelsoo
Abi Todd
David Glover
John Rugg
Simon Todd
Abi Todd
Abi Todd
​
​
​​​​
​Ministry Lead
David Glover
David Glover
David Glover
Maretha Cilliers
Jacqueline Routh
John Thurley
Simon Todd​​​​
​​​​​2. How do I join a team?​
​
If you’re considering joining a team, start by having a chat with the associated ministry lead (see Section1 above). The ministry lead will explain more about the role including any prerequisites. In most cases, training and support can be provided if needed.
If you’re unfamiliar with who the ministry lead is and/or don’t have their contact details then just drop an email to hello@htsw.org.uk and we’ll make the connection. For privacy reasons, contact information is not shown on our public website but details can be found in My ChurchSuite if you already have access.
​​
3. How are church rotas managed?​
​​
All church rotas are managed in My ChurchSuite (with the exception of Brass Cleaning and Choir which are managed informally by the ministry lead).
My ChurchSuite is an application which allows members of Holy Trinity to view and manage church related information relevant to them and their family, including any church rotas. The application can be accessed from any web browser via www.htsw.org.uk/mychurchsuite. Mobile apps are also available for Android and Apple devices (search for ChurchSuite in Google Play or App Store).
Rotas are produced every three months with the first rota period of the year starting on 1st February. Team members are asked to share their availability in My ChurchSuite for the next rota period around three weeks in advance. The new rotas are issued on the penultimate Monday of the current rota period. Team members receive an automated reminder email six days prior to each serving commitment. Team members can view rotas and arrange swaps/cover anytime via My ChurchSuite.
If you join a team and don’t yet have access to My ChurchSuite just drop an email to hello@htsw.org.uk and we’ll send you an email with login instructions.
​
4. How do I share my availability?​
​
Team members are asked to share their availability in My ChurchSuite around three weeks prior to the start of a rota period. The process is super simple.
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Step 1
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Log into my ChurchSuite, click on “My Rotas”, select “Unavailability” from the top menu and click “Add Unavailability”.
Step 2
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Add any date(s) you are unavailable to serve into the pop-up box and click save changes.
Note that you only need to specify your availability for the days on which your ministry serves (e.g. Sundays). As a general rule, the “all day” checkbox can be selected. You only need to specify times if you are willing to serve for part of a day, for example, if you are on teams at both the 9:00am and 10:45am services and can serve at one but not the other. There is no need to add a description, although you may wish to do so for your own benefit.
​​​​​5. What if I'm unable to serve?​
​
​We recognise that not everyone can confidently provide their availability three months in advance and life sometimes throws curve balls so it’s possible that you may find yourself unable to meet a scheduled rota commitment. When this happens, please could you attempt to organise a swap or cover yourself in the first instance. The process is super simple and is set out below.
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If you complete this process and no one comes forward, just let your ministry lead know (see Section 1 above) and he/she will take responsibility for organising cover. If you encounter difficulties on the day which you are due to serve, then please escalate directly to Simon Todd (07881 586631) or one of the Church Wardens (contact details on My ChurchSuite).
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​Step 1
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Log into My ChurchSuite and mark the date(s) you are unable to serve as unavailable (refer to Section 4 for details on how to do this).
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Step 2
Select the relevant rota at the bottom of the “My Rotas” page. This will bring up the live rota. Note:
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Rota clashes are shown as red text
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Unavailability clashes are shown as struck through red text
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Clash details can be viewed by hovering over the red text
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Step 3
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If you already have someone lined up to provide cover or a swap then you can skip this step, otherwise....
Click on “Email Members” at the top right of the page.
This will cause an email popup window to appear. Add a brief message saying what day(s) you are no longer to make, then click “Send Email”.
Note that the “To” address bar does not show the actual list of recipients but My ChurchSuite will route the email to your fellow team members. Once sent, any related replies and subsequent correspondence can/will be received/sent from your personal email address. There is no need correspond via My ChurchSuite.
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Step 4
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Once you have someone lined up for swap or cover, go back to the rota view and click on the three dots adjacent to your name for the relevant date then select “Organise Swap” from the dropdown.
Select the person you want to swap with and the date of the return swap (as agreed), then click “Save Changes”. The rota will now be updated to reflect the change and all impact parties will be notified by email.
6. How do I leave a team?​ ​
​
We recognise that people’s circumstances change and there may become a point where you want to step down from serving on a team. The simplest way to do this is to let your ministry lead know (see Section 1) or drop an email to hello@htsw.org.uk and we’ll pass on the message. We value all team members and we are extremely grateful for all serving commitments!