Training Guide

ZenServe's training workflow helps members learn new positions by shadowing experienced practitioners. This guide explains how training works from all perspectives.

In this guide:

  1. How training works
  2. Setting up trainees
  3. Enabling training on events
  4. Training capacity
  5. Signing up to train
  6. Promoting trainees

How Training Works

The training workflow allows members to learn positions through hands-on experience:

  1. 1

    Member is assigned as Trainee

    An admin or coordinator assigns the member to a position with "Trainee" qualification level.

  2. 2

    Trainee signs up for training

    When an event allows training, trainees can click "I'll train" to sign up for a training slot.

  3. 3

    Trainee shadows at the event

    At the event, the trainee observes and learns from qualified members serving in the position.

  4. 4

    Trainee is promoted to Qualified

    When ready, an admin or coordinator updates their qualification level. They can now serve in the position.

Key point: Training signups don't count against the position's regular capacity. This means you can have your full complement of servers plus additional trainees.

Setting Up Trainees

To mark a member as a trainee for a position:

  1. Go to Members and click on the member
  2. Click "Manage Position Assignments"
  3. Check the position they're learning
  4. Select "Trainee" as the qualification level
  5. Click Save

You can also set qualification levels during invitation - check positions and select "Trainee" for new members who will need training.

Enabling Training on Events

Training is not automatically enabled for all events. To allow training signups:

  1. When creating or editing an event, find the "Allow training signups" toggle
  2. Enable it
  3. Set training capacity for each position that should accept trainees

Tip: You might disable training for special events (like retreats with limited space) or enable it for regular practice sessions.

Training Capacity

Training capacity is separate from regular position capacity. For each position on an event:

  • Capacity - Number of qualified members who can serve
  • Training capacity - Number of trainees who can shadow

Example

If a position has Capacity: 2 and Training capacity: 1, you could have up to 3 people for that position - 2 serving and 1 training.

One training signup per event: A trainee can only sign up for training once per event occurrence, even if they're assigned to multiple positions.

Signing Up to Train

If you're a trainee for a position and the event allows training:

  1. Go to the event from Dashboard or Schedule
  2. Find a position you're training for
  3. Click "I'll train"

Training signups are displayed with an amber highlight to distinguish them from regular signups.

Note for Trainees

If you're already training for one position at an event, you won't be able to sign up to train for another position at the same event. You'll see an "Already training elsewhere" message.

Promoting Trainees to Qualified

When a trainee is ready to serve independently, promote them to Qualified:

  1. Go to Members and click on the member
  2. Click "Manage Position Assignments"
  3. Find the position and change from "Trainee" to "Qualified"
  4. Click Save

You can also promote trainees from the Assign modal on an event:

  1. Click "Show trainees" to see trainees in the eligible list
  2. Click the "Promote" button next to a trainee's name
  3. They're now qualified and can be assigned to serve

Training Best Practices

  • Start with common positions - Train new members on frequently-occurring positions first
  • Limit training capacity - Too many trainees can overwhelm events; 1-2 per position is often enough
  • Create training materials - Add position attachments with guidelines for trainees
  • Track progress - Note which events a trainee has attended before promoting
  • Communicate expectations - Let trainees know how many sessions they should attend