Do you need a way to send an email to all group members when a fellow group member declines a schedule? We worked with Triumph and used the Schedule Cancellation Workflow feature to launch a workflow once a schedule is declined. Maybe some groups want to use it and others do not, no problem. Be aware, when you use it, all members in the same group or Serving Role will get the email - every time someone declines. In some groups, we focused on consistency with accepting/declining - if they aren't doing that - this is pointless. While it does create awareness of the pending need, some groups have one role and found it overwhelming, but smaller teams or teams with specific roles - like it and find it valuable.

Group Attribute
A new boolean group attribute was added to the Serve Teams group type: Should emails be sent to group members if a schedule is declined?

Workflow Type
Declined Schedule - Send Email to Group Members new workflow type which launches automatically when a group member 'Declines' a schedule. The workflow sets the group from the attendance passed in, then looks at the group's attribute value for 'Should emails be sent to group members if a schedule is declined'; if this value is 'no', the workflow completes. If the value is 'yes' or blank, it sends an email to all group members with the same location "role" as the declined schedule (except for the group member who has declined the schedule). When a group member replies to this email, it will go directly to the person set as the 'Group Administrator' within the group's configuration.

Leaders
Group Administrator: This is the group administrator who is 'considered' the scheduler of the group. This is the person receiving the 'reply' emails from group members who can pick up the schedule.

Schedule Cancelation Person to Notify: This is the person configured in the group schedule tab to receive notices once the schedule is declined. This is the Core feature and not added by our team for this process.

Configuration
The following parts need to be configured in order for the process to work:

  1. Setting the 'Schedule Cancellation Workflow' attribute within each group type's Scheduling Tab to the workflow type above.

  2. Setting the 'Schedule Cancellation Person to Notify' attribute within each group's Scheduling Tab to the person the core Rock 'declined schedule communication' will be sent to.

  3. Setting the desired 'Need Help' email text sent out via the Declined Schedule Workflow Type by editing the workflow > Start > Send Email to Group Members.

See attachment for workflow details
I think we were in v1.15.0 (or something similar when we did this in August 2023), but it would likely work with earlier versions.