I worked with our marriage team to develop a plan for automating our couples who need a wedding officiant.
I built a process with them that allows them to input up to 3 preferred people by the couple who receive an email informing them that the Groom and Bride (with links to their Rock Profile). Inside the email there is a link for them to look at more information about the wedding. The link takes them to a workflow where they can Claim or Pass on the opportunity. If the possible wedding officiant passes the workflow then looks to see if there is another person in line up to 3 people.
If no one is left who was preferred by the couple, or if the couple has no preferred staff members it puts the couple into a “General Pool”. On Monday of every week an email goes out to all Male Staff members that has information about the available couples for wedding officiating in the “General Pool”. There is a link to Claim the couple which is a workflow form. There is also a n opt out link in the email so if a Male Staff Member has no wish to officiate any weddings they can ask to not be on these emails again.
When a staff member “Claims” a couple it sends emails and informs the marriage team who claimed who so they can send on more details and make sure the staff member knows what is expected of them in their officiating duties.