WorshipMap™ Pro Administrator`s Manual
Contents
1. We are here to ensure that your experience with WorshipMap Pro is a success If you ever need assistance please don t hesitate to contact us by clicking Customer Service or FAQ at the bottom of every page at LifeWayWorship com e mailing us at worshipproject lifeway com or by calling 800 436 3869 Monday Friday 8 00 am 4 30 pm Central Time Thank you for subscribing to WorshipMap Pro at LifeWayWorship com May God bless you and your ministry as you advance His kingdom Sincerely Jonathan Riggs for LifeWayWorship com2. the drop down list next Tempo Fat v BPM to the words Please choose ac 3 F ill out as much of the aaa bbe batalla of the song You can choose tags for this song from the lists below or choose Other to requested information as you desire AND 4 Click Save Secondary Tag Missions Tags for This Song ReviyalMissions Conference Courage Declaration Proclamation of Faith Faith Trust Missions CcLi 4489069 Composer Jeremy Johnson Paul Marino Publisher Nan Ness Press Inc Admin by LifeWay Source Recording WorshipMap Pro Admin Manual Page 5 of 10 Once the song is saved you will find it in the Please choose drop down list Simply choose the title to edit any of its information In addition you can create text documents to attach to a song once it has been saved This is especially handy for lyrics and chord charts Approving Users After your invited users respond to your e mail Sort Users List by Alphabetically Instrument Team you must approve them before they are granted access to your church s account You will know they have responded because you will get an e mail and because their names will appear in the user drop down list 1 Choose Admin Functions gt Users 2 Choose the user s name User Details from the drop down User Dak oN 01 01 1900 6 List Permissions Approve this user 3 Click in the Appro
3. In this area you can assign the person to teams record his birthday enter his cell phone information and assign roles 1 Choose Admin Functions gt Users 2 Choose the user from your User List 3 Complete the information In the User Details area a Assign arole for your user A role is simply the job the person is capable of performing e g tenor piano All of the roles in your ministry will appear in the Assign role s text box If the desired role for the user is in the text box simply click it Control click Vse Petals a Windows or Apple Ne click Mac the ts ee desired roles to assign more than one role to fem tue Lew the user Of course Sei oe siae gree the first time you do ii this the text box is empty To add a role type the name of the role in the New Role box The user will be assigned this role upon saving the user details b Enter the user s cell phone information If you intend to send text messages on the user s cell phone be sure to enter both the number with area code no dashes or spaces and the cell phone carrier and check the Receive SMS checkbox c Click Save User Details when finished 4 Repeat for each user Saw leer are Serctve 7A TIP Complete User Details for yourself as well but be careful NOT to check any of the Administrator Rights checkboxes The Calendar Use the calendar to schedule events not associated with a speci
4. LifeWay MAOR oll are xe1 WorshipMap Pro Admiunistrator s Manual WorshipMap Pro Admin Manual Page 2 of 10 Introduction Congratulations on subscribing to WorshipMap Pro This Web based application from LifeWayWorship com is a comprehensive set of tools for group resource and schedule management created specifically for churches The depth and breadth of this application combined with its emphasis on privacy and features that help churches comply with current copyright law make it one of the most powerful applications available for worship ministry Grab a cup of your favorite beverage and get comfortable you will be learning WorshipMap Pro for a while In fact keep this manual around for a reference In time you ll refer to it less and less Now let s get started OK T ve subscribed Now what We recommend that you take the time to walk through this manual in its entirety and in the order presented Many of the features are interdependent and setting up your account in this order will be the best experience for you Launching WorshipMap Pro The WorshipMap Pro Menu About administrators and users Inviting users Completing your account information Your song database Approving users Creating teams 9 Completing user details 10 The calendar 11 Creating a worship plan 12 Notifying users 13 Message board 14 User availability 15 Song history a ee Launching WorshipMap
5. More than likely it is you It s important to note that an administrator of a church s account is also a user of the church s account TIP When a person with user access launches the application their WorshipMap Pro menu is limited to the buttons you see under User Functions Inviting Users One of the first things you will want to do is add some users to your account Remember a user is anyone who participates with you in your worship ministry There is no charge for a person to be a user of your church account 1 Choose Admin Functions gt Users 2 The drop down list contains all of the users for your church account At first your church will have only one user yourself To invite someone else to join your account lick Invite Life VayWORSHIP com others Warshiptelap Pra 3 Enter the e a z mail address of g amam the person you en want to invite Use commas 00 separate mm multiple e mail nyn 0 addresses ii 4 Click Invite ee ee If you do not intend to be the administrator please see the document entitled WMP User Manual available at http www lifewayworship com planner manual cfm or by calling 800 436 3869 WorshipMap Pro Admin Manual Page 4 of 10 That s it Each person invited will get an e mail stating that you are inviting them to join WorshipMap Pro and a link that will take t
6. Pro Sign in from the homepage of LifeWayWorship com and launch WorshipMap Pro by clicking the link under Plan Worship PLAN WORSHIP VVorshipMap Pro gt WorshipMap Basic D Order Print Music Hymnals Compact Discs amp CD ROM compilations WorshipMap Pro Admin Manual Page 3 of 10 The WorshipMap Pro Menu When you launch the WorshipMap Pro application the first thing to notice is the WorshipMap Pro menu along the left hand side of your screen This menu is made up of four buttons Admin Functions Message Board Settings amp Usage and User Functions Don t worry ene too much about what each button does we ll get to that soon enough Meat For now just learn where this menu is If at any point you don t see the options you are expecting check to make sure that you have clicked the correct button in this menu About administrators and users Your subscription allows you to establish an account for your church There are two ways to interact with your account as an administrator admin and as a user A user is any person who interacts with the site They can be choir members musicians audio engineers and soloists whoever participates in your ministry The person paying for the subscription and scheduling the services is a special user called the administrator and has administrative access to the account This person is usually the worship pastor or music minister
7. d 7 2 Choose Add a New Topic from the drop down list Message Beard 3 Title and describe your topic 4 Choose other options as desired 5 Click Save STR WorshipMap Pro Admin Manual Page 9 of 10 Note that only the admin can create topics and only users can post and reply to messages But wait I want to post messages you say No problem you can Remember admins are users too Tols daii TEE Hod 1 Choose User Functions gt Message FERREE aeai CEI ba mi a Board ns ures Taans 2 Click the desired message board Doce Were topic ik 3 Click the message you want to al Lal L rml lmhan Tep reply to or select New Message iaa to create a new post 1 3 Hrs r 4 EF User Availability With WorshipMap Pro your users can let yOU srs in e ai armat ee on know when they will be unavailable for service m Let s examine this feature first from the user s Rf Hesr Cumi Wium manen mis Harn r perspective Let s say that you are going on vacation in two weeks and don t want to book yourself on a worship plan while you are away 1 Choose User Functions gt Your Availability 2 Double click on the dates when you will be on vacation and click OK to confirm the date 3 Note that the dates you selected are u 2 Ou ee highlighted to indicate your unavailabili
8. fic worship plan 1 Admin Functions gt Calendar 2 Click the date of the event 3 Fill in the details of the event including the folks involved 4 Click Save This Item The event will appear on the selected users calendar the next time they sign in gt Fees may be incurred as a result of receiving text messages Check your carrier s plan for details WorshipMap Pro Admin Manual Page 7 of 10 Creating a worship plan Now that you have users user information and teams it s time to start doing what you came here for planning worship 1 Choose Admin Functions gt Create Edit new worsnip Pian Worship Plan 2 Choose NEW Worship Plan from the te drop down list R 3 Title and date the worship plan valle Toast User 4 Choose participants by either teams or ad individuals ae 5 Click Save aan ire 6 Add items to your worship plan _ 77 a Click Add Item to worship plan b From the drop down list choose mam which type of item you want to add and follow the directions Note that you can edit how much time a sa particular song or event will take This will be used to calculate your total time for the worship plan c Repeat until all desired items are added to your plan 7 If your have any users assigned to the plan who have more than one role e g en ere eee eT Te acoustic guitar electric guitar spiel ala you may want to clarify what Edit Detail
9. hem to the appropriate place on the Web site to join your church s account They must use the link in your e mail to join your church s account Completing your account information Complete your account information while you are waiting for replies to your e mail We will momentarily leave the WorshipMap Pro application to do this 1 Click Manage Account at the top right hand corner of the screen Sava Iraban an OR 2 Click Edit Account Information 3 Update your information and click Ces Submit 4 Click the blue Plan Worship tab and choose ee WorshipMap Pro This will take you back to the a WorshipMap Pro application 5 Choose Settings amp Usage gt Account Settings i niidi 6 Complete the optional information in both the 4 Church Settings tab and the Site Admin Settings 6 Scand bias tab Lee LA E 7 Click Save Information Your Song database The song database is a convenient place to keep record of songs that you sing in your worship services You do not have to have songs in your song database in order 0 create a worship plan This database 1s a blank slate when you begin your subscription and exists only for your convenience especially if you like to use songs that are not found at LifeWayWorship com To add a song 1 Choose Admin Functions gt Edit Song Database Adding New 2 Choose Add New Song eet from
10. ications appear on the users site when they log in to WorshipMap Pro and if you choose In e mail and or a cell phone text message THe Pe ected 1 Choose Admin Functions gt IEE 8 Notifications jue ues ae LICEE 2 Choose an earlier notification lad z or Add a new Notification al ise a Jaara 3 The start date is the date the i notification will be sent Den t rge war e care an sia eeraa ie Thera de dabe vo ei ocne saas Ew er 1 4 The end date is when the sikira k bamur 1 1 notification will be removed Thanis 3 from the user s site 5 Choose a category or create a new one by typing the category name in the box to 46 aE bud bas gt the right of the word SURI ae da EY Cate or 99 Frier iry zari Hittin ora EYP oe 5 M nmal G go card SHS call fT An 6 Priority determines the Taam r order of notifications listed when the user logs in 7 Choose to send an e mail or text message 8 Click Save Tip You can set the start date to a future date to send an automatic reminder Message board The message board 15 a place where all of the users of the church account can post and reply to messages Messages are organized into topics and you must create a topic before your team can post messages To create a topic Weorchiphap Pra 1 Choose Message Board gt Edit Message Boar
11. s Plans At a Glance Preview Notify New Template Copy Plan he is being asked to do by clicking Edit Roles and er Plan Notes choosing his role in this worship plan 8 When you re satisfied with the plan make it viewable so that your team can see it when they log in d Click Edit Details e Check the Viewable checkbox f Click Save this plan 9 To send a message to the users scheduled on this worship plan click EST Eat Roles Crest ew Tense Copy Pian Notify Edit the message as you Penes wish click Send SMS cell phone alert if you wish to send a text message Your team will not be notified if you fail to click the Notify link 10 Click Send An e mail and text message if you chose it will go to your team inviting them to log into WorshipMap Pro and choose yes or no for the particular worship plan You can view their responses by clicking on Show Responses Notifying users There may be times when you want to send a message to your team that is not tied to a specific worship plan e g Don t forget supper at Steve s house tomorrow night at 6 00 Or perhaps you have a note for a specific team member but you don t want the WorshipMap Pro Admin Manual Page 8 of 10 note to go to everyone involved in the worship plan e g Hey don t forget your tuner In cases like these go straight to the notifications area Notif
12. ty This is the way you or any of your other users will schedule time away from your ministry Now put your admin hat back on to view the schedules of all of the users for your church account 1 Choose Admin Functions gt User Availability Note the dates when you will be unavailable Any date that other users have marked as unavailable will show up here as well TIP The best thing about this feature is that once a user marks herself as unavailable she will not appear in the user list when you create a worship plan for that date WorshipMap Pro Admin Manual Page 10 of 10 Song history The song history feature will allow you to see the trends of songs used in your worship plans Here you can see the last time you sang a song or see what songs you sang within a certain timeframe Worshipllap Pre fukn 1 Choose Settings amp Usage gt Song History Paral 2 Customize your search parameters as desired NANen 3 Click Search E Song Herons SL Accoun Sets T sem Enak TIP Use Song History to prepare your CCLI reports Func Feedback and Customer Support I hope this manual is helpful in providing a brief overview of the features you will find in WorshipMap Pro We ve really just scratched the surface of this powerful tool The best way to learn more is to dive in and experiment Let us know what you think and how you would like for us to improve the application
13. ve this user checkbox 4 Click Save User Details Jonathan Riggs Administrator Assign to team s The 4 Team Assign role s Guitar Creating Teams You can organize your users into groups or teams to make assignments and communication easier Examples of teams in a worship ministry can be Choir Orchestra or Smith Worship Team TIP When naming your teams bear in mind that each team name must be unique No team name can be part of any other team name For example if you have a team named Choir you could not also have a team named Youth Choir because the first team name is part of the second Instead go for names such as Adult Choir and Youth Choir To create teams 1 Choose Admin Add i Eolit Tearns Functions gt Teams 2 From the team drop down list choose Add a new Team ae anti manatee 3 Name your team and give it a description if desired EER 4 Click the names of those you want on this team To select more than one 009 person 8560 08 urrune Meee fe Tn gt oTi Windows or Apple click Mac 5 Click Save SE easa 2 Wire bei WorshipMap Pro Admin Manual Page 6 of 10 Completing user details The more information your account has for all of the users the easier it will be for you to plan your worship services More information about a user is found in the User Details area
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