How Many Coordinators Needed for Adoration Program?
In the old days, adoration programs might be run by up to 24 hourly coordinators. Or, some programs would run with 6-8 captains and other admins. But, in the digital age, it is truly possible to run an Adoration program with only 1 administrator. It seems hard to believe, but it is truly possible. Our Eucharistic Adoration scheduling software, AdorationPro actually makes it possible to run an Adoration program with only one administrator. Of course, a back up person to help when the admin is on vacation can be helpful. But, more than 3 total admins is probably too many cooks in the kitchen.
How can this be possible?
Many admins and coordinators, without AdorationPro, spend their time handling sub requests. AdorationPro has a built in auto sub request/find feature which eliminates the need for the admin to be involved. But, the admin can check on the sub request log to get an idea of what is going on. Another thing admins used to do was track attendance. With AdorationPro, attendance is tracked automatically. And, attendance records are shown colored coded and easily on the main admin schedule page. So, one click glance of the eye can show troubled spots.
What about all my hourly coordinators?
Sometimes when customers move to AdorationPro they aren't sure what to do with their only hourly coordinators. There are couple approaches to this problem. One thing you can do is convert the coordinators to other more important tasks such as recruitment. Instead of chasing subs around, your volunteers can focus entirely on new sign ups. And, they can make those sign up reach outs quite easily by sharing the link to AdorationPro. Or, you can share the special Team Member Password with your coordinators. This Team Member Password provides read only access to the back end of AdorationPro. So, these Team Members can view what is going on with attendance and adorer contact information, but they cannot edit or delete anything. The Team Member password is a great way to keep existing coordinators involved without giving them admin access.
Are some people really running adoration by themselves?
Yes, we have customers that have only one admin. Because AdorationPro is web based, the admin can check on things from anywhere in the world with an internet connection.
Ideal Situation
Based on what we've seen, we think the ideal situation is to have one primary admin and two back up assistants. The back up assistants may end up doing nothing all year long, but they are familiar with the admin area of AdorationPro and can step in if necessary.
What does an admin do now if so much is automated?
With AdorationPro, the role of the admin is primarily to recruit new adorers. The more adorers, the simpler things run. AdorationPro can handle the sub requests and the attendance. So, as the admin, you'll simply want to check on the sub request log and the attendance to make sure things are going smoothly. And, the primary troubles will be poor attendance by some adorers. And, the #1 solution to poor attendance is to recruit new, more committed adorers.
Admins are really recruiters
You'll eventually come to realize your #1 task is to recruit more adorers. A full schedule with many adorers in each slot is the easiest solution to all adoration program problems. If you have 3-4 adorers per time slot, the necessity of perfectly executed substitutions is not nearly as important. In fact, if you have enough adorers in each time slot, subs aren't even necessary. So, the purpose of AdorationPro is to free up your time so that you can "grow" your program instead of just helping it survive. AdorationPro is about giving you more time to pray and recruit adorers.
How can this be possible?
Many admins and coordinators, without AdorationPro, spend their time handling sub requests. AdorationPro has a built in auto sub request/find feature which eliminates the need for the admin to be involved. But, the admin can check on the sub request log to get an idea of what is going on. Another thing admins used to do was track attendance. With AdorationPro, attendance is tracked automatically. And, attendance records are shown colored coded and easily on the main admin schedule page. So, one click glance of the eye can show troubled spots.
What about all my hourly coordinators?
Sometimes when customers move to AdorationPro they aren't sure what to do with their only hourly coordinators. There are couple approaches to this problem. One thing you can do is convert the coordinators to other more important tasks such as recruitment. Instead of chasing subs around, your volunteers can focus entirely on new sign ups. And, they can make those sign up reach outs quite easily by sharing the link to AdorationPro. Or, you can share the special Team Member Password with your coordinators. This Team Member Password provides read only access to the back end of AdorationPro. So, these Team Members can view what is going on with attendance and adorer contact information, but they cannot edit or delete anything. The Team Member password is a great way to keep existing coordinators involved without giving them admin access.
Are some people really running adoration by themselves?
Yes, we have customers that have only one admin. Because AdorationPro is web based, the admin can check on things from anywhere in the world with an internet connection.
Ideal Situation
Based on what we've seen, we think the ideal situation is to have one primary admin and two back up assistants. The back up assistants may end up doing nothing all year long, but they are familiar with the admin area of AdorationPro and can step in if necessary.
What does an admin do now if so much is automated?
With AdorationPro, the role of the admin is primarily to recruit new adorers. The more adorers, the simpler things run. AdorationPro can handle the sub requests and the attendance. So, as the admin, you'll simply want to check on the sub request log and the attendance to make sure things are going smoothly. And, the primary troubles will be poor attendance by some adorers. And, the #1 solution to poor attendance is to recruit new, more committed adorers.
Admins are really recruiters
You'll eventually come to realize your #1 task is to recruit more adorers. A full schedule with many adorers in each slot is the easiest solution to all adoration program problems. If you have 3-4 adorers per time slot, the necessity of perfectly executed substitutions is not nearly as important. In fact, if you have enough adorers in each time slot, subs aren't even necessary. So, the purpose of AdorationPro is to free up your time so that you can "grow" your program instead of just helping it survive. AdorationPro is about giving you more time to pray and recruit adorers.