Creating volunteer position and a position listing In ServeWire VES

Modified on Tue, 3 Nov at 5:58 AM

Set up serving positions, choose who sees what, and share your positions page.

Overview

Your positions page lists the places people can serve at your church. Each position shows its leader, department and campus, and a button to inquire. Members who have taken the position's linked assessment also see how well they fit it.

Everything on that page comes from three places in ServeWire:

Positions → each position's five tabs (name, details, qualifications, activity, Planning Center form).
Settings → Position Display Settings (who can browse, and how fit is shown).
Settings → Position Notification (the sender used for inquiry emails to leaders).

Your church's positions page lives at your ServeWire address followed by /positions/, for example https://yourchurch.servewireapp.com/positions/.

Step 1: Create a position

Go to Positions and click Create New Position. The position editor has five tabs. Save each tab before moving to the next.

TIP: Uploading a CSV file will create all positions and update Position Settings and Position Details, but you will still need to edit each position to configure the Position Qualifications. To use the bulk import function, download the Sample CSV File and use it as your template. Create one row for each position. Once all columns are updated, upload the CSV by selecting 'Select CSV' and select the file from your computer, then click the 'Upload' button. All positions listed in your CSV will then show on the table as per the example above.

1. Position Settings

Field	What it does
Position Name	The title shown on the positions list and details page. Required.
Max No# Positions	How many volunteers this role needs. Shown as a numerical field to members as "X" number.
Inactive	Tick to hide the position from members and visitors without deleting it.

2. Position Details

Field	What it does
Campus	Shown on the card and details page; members can search and sort by it.
Department	Shown on the card and details page; members can search and sort by it.
Leader Name	Shown as "Name" text field and named in the inquiry dialog.
Leader Email	Where inquiries are sent. Every position needs a working leader email or inquiries will not reach anyone. It is never shown to visitors.
Serving Time	Shown on the details page as the serving schedule. This is entered as a text field (can say "Varies" if unknown).
Description	The first thing people read on the details page. Keep it friendly and specific: what the role involves, when, and who it suits.

3. Position Qualifications

This tab decides whether the position is scored (members see a fit percentage) or Open to everyone.

Scored position: choose a Linked Test, then pick the gifts, passions or abilities from each section that suit the role. Mark any that are essential as Required, and use the weights to say which matter most. Members see their fit once they complete the linked test.
Open to everyone: tick Open to everyone at the top of the tab. It saves as soon as you tick it. The Linked Test and qualifications are hidden (and kept, so unticking brings them back).

4. Activity

Everyone who has inquired about or applied for this position, with their message, fit, date, and checkboxes to track whether they were commissioned or stopped serving.

5. PCO Options (Planning Center churches only)

Connect the position to a Planning Center form. When a position uses a Planning Center form, members see Apply instead of Inquire and complete the form in Planning Center (it opens in a new tab). Visitors must sign in before applying to these positions.

Step 2: Choose between scored and Open to everyone

	Scored position	Open to everyone
Best for	Roles where gifts and abilities matter: teaching, worship, care, leadership.	Roles anyone can do: greeting, coffee, parking, set-up.
Members see	Their fit (for example "86% fit") once they have taken the linked test.	An "Open to everyone" label instead of a fit.
Before inquiring	Members must complete the linked test. Until then they see Take assessment.	Nothing. Members can inquire straight away.
Order on the list	After open positions, sorted by fit.	At the top of the member list.
Visitors (if public browsing is on)	See the position and are asked to sign in to inquire.	Can inquire with just their name and email (unless the position uses a Planning Center form).

Step 3: Set your display options

Go to Settings → Position Display Settings. These options apply to your whole positions page.

Setting	What it does
Let anyone browse positions without signing in.	Shows your listed positions to visitors who aren't signed in. Off by default. See Step 4.
Disable Retake Test Button	Hides the "Retake the assessment" link on the position details page.
Disable % Fit Scale on all Positions	Hides the fit percentage and bar from members on every position.
Disable % Scale on all positions less than: __ %	Hides the fit display on positions where the member's fit is below this number. The position itself still shows.
Disable All Positions with 0% Fit	Hides positions entirely from a member whose fit is 0%.
Or, disable Positions if % Fit is less than: __ %	Hides positions entirely from a member whose fit is below this number.
Position Login Page (Content above login form)	Your own text above the sign-in form on the positions page. Visitors browsing the public list see a short built-in sign-in note instead.
Content above all positions screens (Optional)	Your own text shown above the positions list and details pages for signed-in members.

Step 4: Let visitors browse (optional)

Tick Let anyone browse positions without signing in. and click Save. Anyone with your positions link can now see every listed position, with its leader's name, department and campus.

What visitors see

A panel at the top: "You're browsing as a visitor. Sign in to see how well each position fits you..." with a Sign in button.
Search and sort (Newest first by default). No fit, no completion status, and never the leader's email address.

How visitors inquire

Position type	What the visitor does
Open to everyone (no Planning Center form)	Clicks Inquire and enters first name, last name, email and a message. No account needed. The note goes to the position's Leader Email.
Scored position	Clicks Sign in to inquire. They can sign in as a member, or continue as a guest if your church allows guest sign-in, then take the assessment.
Uses a Planning Center form	Clicks Sign in to inquire and applies through the form after signing in.

Guest sign-in is controlled under Integrations: for Planning Center, Allow Login Without a PCO Account; for CCB, the guest login checkbox (guest results stay in ServeWire and aren't sent to CCB).

Step 5: Share your positions page

At the top of the Positions screen you'll find three ways to share your positions page:

Option 1: Shareable link. Click the field to copy your positions link.
Option 2: QR code. Download a PNG or SVG for slides, posters and printed cards.
Option 3: Embed on your website. Copy the code and paste it into an HTML or code block on your website to show the positions page inside your own page.

These work just like the assessment's sharing options. See "Sharing your assessment: link, QR code or website embed" for details and tips.

Managing positions day to day

Pause a position: use the Status switch on the Positions screen, or tick Inactive on Position Settings.
Reuse a position: Clone copies it so you can make a similar role quickly.
Invite people to a position: Alert Email emails members who could serve there. For a scored position, that's members with a fit for it. For an Open to everyone position, it's members who completed its linked test and haven't applied; you'll see how many before you confirm.
Follow up on inquiries: open the position's Activity tab.
Bulk tools: Download All Positions and Download Position Qualifications export CSV files; you can also upload positions from a CSV.

Troubleshooting

Problem	What to check
A position doesn't appear for members	Is it Inactive? Is there a red note under its title on the Positions screen (linked test can't be completed)? Are the "disable positions" fit settings hiding it for that member?
A member sees "Take assessment" instead of Inquire	They haven't completed this position's linked test yet. Once they finish it, Inquire appears.
A visitor sees "Sign in to inquire"	The position is scored, or uses a Planning Center form. Only Open to everyone positions without a Planning Center form take inquiries without signing in.
The leader didn't receive an inquiry	Check the Leader Email on the Position Details tab, and the sender under Settings → Position Notification. Ask the leader to check their spam folder.
Visitors are asked to sign in before seeing any positions	"Let anyone browse positions without signing in." is off. Turn it on under Settings → Position Display Settings.

Still stuck? Open a support ticket from your ServeWire Home screen and we'll help.

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Creating volunteer position and a position listing In ServeWire VES

Overview