Plan the mosque's week

When you sign in as a coordinator, Planner opens on Month. Weekdays appear once across the top and each cell shows its day number. Select Add on a date, then choose Rota or Task. The form opens in the right-hand panel with that date prefilled. After saving, Planner shows the created item in its matching layer and opens its details. Tasks need a skill for matching; rotas need a headcount. Skill tags accept capital letters, so Electrician matches electrician. Use hyphens between words, such as first-aider. Duplicate rota warnings require your explicit decision before another rota is created.

Choose Today to see Needs you, with at-risk work and missing scheduled occurrences in the next seven days, followed by today's work and other commitments coming up.

Choose a view

Use Agenda for a chronological seven-day list, Day for one date, Week for Monday to Sunday, or Month for a longer overview. Month and Week keep their seven columns on a phone; Agenda and Day offer larger lists. Select a day number for its Day view. Previous and Next move through the selected period.

Choose your calendars

Open Calendars and filters in the left-hand panel, select the layers you want, then Apply filters. Panels overlay the calendar so its width stays available for planning. In Arabic, the panel edges mirror: filters on the right and actions on the left.

Rotas shows one-off duty rotas.
Standing schedules shows occurrences belonging to a repeating arrangement, including future planned dates. A scheduled task also belongs here, so it is shown once.
Tasks shows one-off tasks, with Open, Accepted or Done states.
Room bookings and Service bookings show accepted bookings. An item using both a room and a service appears once when both calendars are shown.
Requests shows what has been asked for. These items reserve nothing.

Choose a site to focus on one location. My duties and requests shows duties you have accepted and requests you recorded or manage privately. Choose a building, room or service under Place calendars to focus those calendars. Reset restores all calendars. Your selections travel with the page address and survive a reload.

Work responsibility filters rota, task and booking ownership. Choose My responsibilities for work where you are the accepted owner or deputy, Unowned for work without a current owner, or a coordinator's name for their accepted responsibilities. Future calendar previews use their schedule's defaults; dates already created have their own responsibilities. Pending appointments do not count as accepted work. Private bookings appear in these filters only if you can see their details; busy-only information never reveals who owns the work.

Plan a role

The programme's Role coverage section shows accepted duties, offers awaiting a response and any accepted duties needing review. Membership, required skills and the existing placement checks are checked again when you open it. A warning does not remove the accepted duty automatically. Review the role through Plan this role and arrange the next step; a passing check is not a promise of attendance or safety.

Expand Role requirements to see the audience, skills and enhanced-DBS requirement. These requirements are shown separately from accepted coverage. The summary does not display individual vetting records or reasons.

Open a programme, then choose Plan this role under its role coverage. The inspector shows the role's time, accepted coverage and requirements. Who can take this role? lets you keep it open to the shared link or reserve it for a named invitation.

Saving a reserved policy does not appoint anybody. Accepted duties and outstanding offers must be released or withdrawn before changing the policy. Back to programme returns to the programme's ownership, room and coverage details.

Invite a volunteer

For a reserved role with a place remaining, search the current volunteer list and choose the person. Review the role's requirements and any overlap with their accepted duties at this mosque. A missing end time is unknown, not proof that the person is free.

Choose Create invitation. The invitation reserves a place but does not count as an accepted duty. Open its entry under Invitations and responses, then choose Share to WhatsApp or Copy link and send it directly to that person. The WhatsApp message names the role, its date and time, and says the place is held for them. Send it only to the person invited. Kadim does not send an announcement for you or record the link as delivered. Open recipient page shows what they will see. The recipient verifies their number before viewing the invitation, then explicitly accepts or declines without giving a reason.

Reload the role to see the latest responses. An outstanding invitation can be withdrawn from its expanded entry, releasing its reserved place. Withdrawing an invitation does not cancel an accepted duty. If the role or invitation changed while you were deciding, review the current details before trying again.

These controls require current access to the programme's planning group. Choosing a volunteer does not give them access to private planning details or booking history.

Compare volunteer availability

Turn on Volunteer availability in Calendars and filters. Each day shows how many volunteers have declared some time that day, after away dates are applied. This is not simultaneous coverage or a promise to attend. Unknown means someone has not shared relevant times; it does not mean they cannot help.

Week, Day and an open programme inspector also show each duty's recorded start and end. Their counts require usual times covering the whole interval at that site's mosque, after away dates. Full interval unknown means a complete duty interval is not recorded; Kadim does not assume a one-hour duty. New standing schedules retain recorded role durations, so their future time bands can be checked too. Older schedules without durations remain unknown. These counts are planning hints, not accepted duties or attendance promises.

Choose Show who for a day to open the coordinator-only list. Search names or enter a start and end time to require coverage of the whole interval. An earlier end time means the following day. Leave both times blank to see people with some time that day. Lists are paged, and a site filter limits the declarations to that site. Volunteers and trustee-only users cannot open this view.

Act on a Friday at risk

Select the item to open its details. Check the date, site, state and role coverage. While a published rota still has open places, its details offer Share to WhatsApp and Copy link. WhatsApp opens with a message ready to send: the rota's title, its date and start time, how many places are open, and the link. Choose the group or person yourself; Kadim sends nothing. Copy link copies just the link, for anywhere else. These controls disappear once every open place is taken, and for a past or cancelled rota. Places reserved for a named invitation are not counted as open.

Choose Open duty board to correct the rota through its usual controls. A future occurrence opens its standing schedule instead.

Close the details or press Escape to return to your plan. Cancelled occurrences do not appear as open work. A quiet filtered view describes only the calendars you are currently showing.

The existing Calendar, rota list and task pages remain accessible from navigation and saved links. Planner does not publish events or send messages when you browse it.

Take responsibility and ask for a deputy

Open a rota or task in Planner. Its Responsibility section shows the accepted owner and deputy. Unowned means there is no current owner; Take ownership records your decision to own that work. You can also take an unfilled deputy role.

Choose Ask a coordinator, select the person and Owner or Deputy, then submit. Share the Planner link with them. They sign in and choose Accept responsibility or Decline. Until they accept, the request stays pending and the existing owner keeps responsibility. A pending appointment can be withdrawn. An appointment never grants access to someone else's private booking.

If someone else changes the appointment while you are deciding, review the refreshed details before trying again. A person who leaves the mosque cannot retain authority through a historic appointment.

Set recurring responsibility

For repeating work, the inspector also shows Future occurrences. Take ownership or ask a coordinator there to set the accepted owner and deputy for new dates. Each new date copies those accepted roles when it is created; pending requests are never copied.

Changing future defaults leaves existing dates unchanged, including unowned dates. Use the date's own Responsibility section to assign or hand over that occurrence. A planned date can have its own responsibility before its rota is published. This lets you prepare next Friday without reassigning the rest of the programme.

Choose who sees responsibility details

For a rota, task or recurring schedule, open Responsibility visibility in its responsibility section. Choose All coordinators or a Named planning group. Include yourself and at least one other current coordinator when first making it private. A current group member can later hand access to another group with at least two coordinators.

This controls internal responsibility details and who can change them. The shared rota and volunteer duties retain their existing audience. Coordinators outside the group cannot see its owner, deputy or pending appointments, or find those details through the responsibility filters. Appointing someone never adds them to the group automatically.

New recurring dates copy the group's visibility along with accepted responsibilities. Losing a coordinator does not make private planning generally visible. The remaining authorised coordinator can arrange a replacement backup.

Plan people for a booking

Open the booking's details and choose Plan people for this booking, then Prepare a new staffing plan. This works for services that do not need a room too. Write a title, instructions and meeting place intended for the workers. Private booking details are not copied into these fields.

Choose the duty date, site and a planning group containing yourself and another current coordinator. Add each required role with its start, duration, capacity, section, skills and enhanced-DBS requirement. Add another role keeps the fields you have entered; nothing is saved until Create staffing plan.

Creation does not assign a worker or link the booking. Review the new plan's roles and times on the booking staffing page, then explicitly confirm Link staffing plan. The booking's current planning group controls access to linked private work. Workers receive only the prepared duty brief, not the booking details.

Use Open roles in Planner to offer each duty. Only acceptance fills a place; an outstanding offer is not confirmed coverage. Linking a plan does not promise attendance.

If you leave before linking, open the existing plan in Planner, copy its address, and use Use an existing staffing plan on the booking's staffing page. Review and confirm the link there. Unlink staffing plan removes only the association: it does not cancel the duties or release their workers. Both operations require current booking access.

Without JavaScript, the duty board offers an Edit this slot link for each role. Open its details, change the fields and choose Save slot. The full-page response links back to the rota; field changes do not save on blur in this mode.

Change or cancel a private staffing plan

Open the staffing plan in Planner and choose Edit worker brief. Update the instructions or meeting place, then Save brief. Write only what invited workers need; private booking details are not copied into the form. If the plan changed while you edited, review the current details before trying again.

Choose Cancel staffing plan to cancel its duties. Review the plan and date, tick the confirmation, then submit. Keep staffing plan leaves it unchanged. Cancellation does not cancel the linked booking. These actions require current planning-group access and also work without JavaScript. Neither action sends a message: tell affected workers yourself.

Check who still holds a duty

Open a programme's role in Planner. Current duty holders lists the people who currently hold a place. Invitation responses is the response history: an earlier acceptance does not mean someone still holds the duty.

For a private staffing duty, choose Release from duty beside the current worker. Review the person, role and date, then explicitly confirm. Keep on duty leaves the assignment unchanged. The confirmation also works as a normal page without JavaScript.

Releasing frees that person's place but keeps their invitation response in the history. Kadim does not send them a message: tell the worker yourself. You must still belong to the current planning group. If the duty or your access changed, return to the plan and review the current position before acting again.

Review what changed

Open a rota, task, schedule preview or authorised booking in Planner and find Changes since review. Bookings also offer this section on their details page. On your first visit, choose Start reviewing from here to establish your own baseline from the current details. Earlier activity is not shown in this section. Opening or refreshing the page does not mark anything reviewed.

Later visits show the next page of recorded changes. Choose Mark displayed changes reviewed to advance only your position. If more changes remain, review the next page after it refreshes. Other coordinators have independent positions. Changes arriving while you review remain unread, and changed access may require a fresh baseline.

Reviewing does not confirm readiness, accept a booking or confirm responsibility. Cancelled bookings remain reviewable from their booking-details page by coordinators who still have access. If history is incomplete, the section offers no review action rather than skipping records.

Own a booking without changing its access

Open a room or service request in Planner and use its Responsibility section. Taking ownership or appointing a deputy does not accept the booking or reserve a room. The booking decision remains separate.

For a private booking, only its named coordinators can be appointed. Grant access explicitly through the booking's existing access controls before asking someone new. An appointment never grants access. If an owner loses access or leaves the mosque, the work appears unowned to the remaining authorised coordinators. They can explicitly take ownership or arrange a handover. Responsibility changes are recorded in the private booking history.

Plan a room alongside a programme

In a created programme's Room section, choose Room required, No room needed or Unspecified, then Save room decision. New work starts Unspecified. This decision records what the work needs; it does not reserve a room or change an existing booking. Only coordinators with current planning access can change it. If the work changed while the form was open, review the current decision before saving again.

The Room summary checks the linked bookings you can see. It distinguishes accepted coverage of the recorded interval, a request awaiting acceptance, a mismatch needing review, unknown programme times and a cancelled booking. A roomless service does not count as a room. No visible room arrangement is not a statement about hidden private bookings. The summary does not combine room arrangements and staff into a readiness score.

Open a programme and choose Check a room or service. The request form carries the programme link and known times. Fill in an unknown end time yourself; Kadim does not guess it. Linked bookings stay visible in the programme's details even when room calendars are hidden or the programme moves to a different date. Review any mismatch; moving or cancelling a programme does not automatically move or cancel a booking. If a linked booking is cancelled, its cancelled entry remains in the programme details for coordinators who still have access. It no longer appears as live calendar occupancy. Private cancelled links remain hidden from coordinators outside the booking's group.

Opening hours appear separately from events. Ask means hours have not been declared; Closed is an explicit closure. A private booking shows other coordinators only busy time, and its private programme association is hidden from them.