Department Administration
This guide covers running a department in Kairos — from setup through roster management, follow-ups, and the recruitment pipeline.
Setting up a department
Pastors and Admins create departments from Departments → + New Department:
- Select the ministry type (Choir, Ushers, Hospitality, etc.)
- Assign a branch
- Assign a lead member and optional deputy
- Add a description
- Set a start date
Each branch can have one active instance of each department type.
Managing the roster
Once a department exists, members can request to join. Department leaders approve or reject requests from within their department view.
Limits: Members can join a maximum of two departments at once. If a member already holds two memberships, the system warns the leader. An Admin can override this limit.
Join request flow:
- Member requests to join
- Leader sees a pending badge on their department card
- Leader opens the request and approves or rejects
- Approved members appear in the active roster
Follow-up notes
Leaders can log pastoral notes on department members. Each note captures:
- Date and time
- Contact method
- Notes
Notes are visible to the deputy as well — enabling team collaboration on pastoral care. The system generates alerts for members who haven't been followed up within 7 days (configurable by Admins).
Recruitment pipeline
Departments have a multi-stage recruitment kanban for new applicants:
| Stage | Description |
|---|---|
| Application | Expression of interest submitted |
| Interview | Meeting scheduled with leader |
| Offer | Position offered to candidate |
| Probation | Trial period active |
| Member | Full department member |
Drag cards between stages. Some transitions have rule-based guards (e.g. an offer cannot be made before an interview is completed). Leaders add notes at each stage.
Rota
Departments can define rota templates — recurring duty slots with role, day, time, and frequency. Rota instances are generated from templates and assigned to pool members.
Members who opt into the rota pool can see their upcoming duties from their profile. Swap requests are handled within the rota: a member proposes a swap, the other member accepts or declines, and the leader confirms.
Uniform schedule
Departments can maintain a uniform catalogue — outfit names, descriptions, and images. Leaders schedule which outfit is worn on which service date (e.g. "White cassock — Easter Sunday"). Members can see the upcoming uniform schedule from their department view.
Deactivating a department
Use the Deactivate button on the department card. All roster history, follow-up notes, and attendance records are preserved.