Last updated: July 4, 2026

Zita Guild Lead & Member Guide

Introduction

This guide is for everyone in Zita who isn’t an Admin — guild leads and members. If you’ve received an invitation to join your church’s Zita account, this is your guide.

Zita is available on Mac, with iPhone and iPad support rolling out in stages. On iPhone/iPad today, you can use My Info to view your profile, upcoming assignments, and manage your availability. Scheduling and Inventory are coming soon to iPhone/iPad. Admin and Billing are Mac-only, by design, for both platforms.

Members can view the scheduling grid, see their upcoming assignments, self-schedule to roles they belong to, view guild inventory, and manage their own availability.

Guild Leads can do everything a member can do, plus make and manage assignments for their guild across all upcoming services, and manage inventory for their own guild.

Neither role requires any setup or technical knowledge. Once you’ve accepted your invitation and logged in, Zita is ready to use.

Part 1 — Getting Started

Your church administrator will send you an invitation email. It contains two things: a share link and an invitation code. Here’s what to do with them.

Step 1 — Install Zita

Download Zita from the Mac App Store before you do anything else.

Get Zita on the Mac App Store

Step 2 — Click the Share Link

Open your invitation email and click the share link.

Step 3 — Open Zita

Open Zita. On the welcome screen, tap I Have an Invitation.

Step 4 — Enter Your Invitation Code

Copy the invitation code from your email and paste it into the field provided.

Step 5 — Sign In with Apple

Tap Sign In with Apple and authenticate with your Apple ID. Zita will take you straight to your church’s scheduling grid.

This may take up to 30 seconds — just wait if you see a progress message.

A Quick Map of the App

Tab	What’s Here
Scheduling	Upcoming services and who is assigned to each role.
Inventory	Guild supplies, categories, and reorder tracking.
My Info	Your profile, upcoming assignments, and unavailability (vacations).

Part 2 — The Scheduling Grid

The Scheduling tab is the main view in Zita. It shows your upcoming services and who is assigned to each role across all your guilds.

How the Grid Works

Services run down the left side of the grid — one row per service, showing the date and liturgical day name. Each column represents a role within a guild. Guild names appear as headers across the top, with their roles grouped beneath them.

Each cell in the grid shows who is assigned to that role for that service. Empty cells are unassigned.

The Toolbar

At the top of the scheduling grid you’ll find two controls:

Guild filter. By default all guilds are shown. Use the guild menu to show only the guilds you’re interested in — useful if your church has many guilds and you only need to see your own.
Date range. The grid defaults to showing the next 12 weeks. You can adjust the From and To dates to see further ahead or look back at past services.

Reading a Service Row

Each service row shows:

The date and liturgical day name on the left.
A colored dot indicating the vestment color for that service.
The mass type abbreviation — MC for Missa Cantata, SH for Solemn High, LM for Low Mass.
A red leaf icon if flowers are sponsored for that service.
The assigned person in each role column, or blank if unassigned.

Unavailability Indicators

If someone is assigned to a role but has marked themselves unavailable on that date, you’ll see an orange warning indicator on their cell. This flags a conflict for guild leads to resolve.

Part 3 — Self-Scheduling

If you belong to a guild role, you can add yourself to upcoming services directly from the scheduling grid — no admin needed.

How to Self-Schedule

Go to the Scheduling tab.
Find the service you want to schedule yourself for.
Click the › arrow on the left side of the service row to open the service detail.
Find your guild and the role you want to fill.
Tap the role. A picker will appear showing available members.
Tap your name to assign yourself.

You’ll only see your own name as an option — you can’t assign other people from this view.

Removing Yourself

If you need to remove yourself from a service you’ve signed up for:

Go to the Scheduling tab.
Click the › arrow on the service row.
Find your role and tap your name.
Choose Remove Myself from the picker.

If You’re Marked Unavailable

If you’ve marked yourself unavailable for a date, you won’t be able to self-schedule for services on that date.

Part 4 — My Info and Availability

The My Info tab is your personal profile in Zita. It shows your contact details, your guild memberships, your upcoming assignments, and lets you manage your availability.

Go to the My Info tab to view and update your information.

Personal Information

Your first name, last name, and email address are shown at the top. You can edit these directly if anything needs updating — changes save automatically.

Guild Memberships

Your active guild memberships and the roles you belong to within each guild are listed here. This is read-only — if something looks wrong, contact your administrator.

Upcoming Assignments

Your upcoming service assignments are listed here — the service name, date, and the role you’re assigned to. A quick way to see what’s coming up without scanning the full scheduling grid.

Unavailability

If you’re not available to serve on certain dates — a vacation, a conflict, a family commitment — you can mark those dates here. Your guild lead will see you flagged as unavailable when scheduling, and you won’t be able to self-schedule for services on those dates.

To add an unavailability range:

Go to the My Info tab.
Tap + next to Unavailability.
Set the start and end dates.
Add a note if you’d like — for example, “Vacation” or “Surgery.” This is optional and is just for reference.
Tap Save.

To remove an unavailability range:

Go to the My Info tab.
Find the unavailability range you want to remove.
Delete it.

Unavailability is shown as a warning indicator on the scheduling grid for any service that falls within your unavailable dates.

Part 5 — Making Assignments (Guild Leads)

As a guild lead, you can make and manage assignments for your guild across all upcoming services. You have two ways to do this — directly from the grid, or from the per-service detail view.

Making an Assignment from the Grid

Go to the Scheduling tab.
Find the service and role you want to fill.
Tap the cell for that role. A picker will appear.
Choose a person from the Available section. Anyone marked unavailable on that date will appear in a separate Unavailable section with a warning indicator.
Tap the person’s name to assign them. The cell updates immediately.

Making an Assignment from the Service Detail View

Go to the Scheduling tab.
Click the › arrow on the service row to open the service detail.
Find the role you want to fill and tap it.
Choose a person from the picker.

The service detail view is useful when you want to see all roles for a service at once rather than working across the grid.

Unassigning Someone

Tap the cell or role showing the person you want to unassign.
Choose — Unassign — at the top of the picker.

The slot returns to unassigned and is ready to be filled again.

Unavailability Conflicts

If someone is assigned to a service but has marked themselves unavailable on that date, an orange warning indicator will appear on their cell. You can hover over the cell to see the conflict details, or right-click the cell for more options.

It’s worth checking for these conflicts before each week’s services and reassigning as needed.

Highlighting a Person

If you want to quickly see everywhere a specific person is assigned across the grid, right-click their name in any cell and choose Highlight [Name] Everywhere. Their cells will be highlighted in yellow across the entire grid. Tap Clear Highlight to remove it.

This is useful when you’re trying to balance workload or check if someone is over-scheduled.

Part 6 — Inventory

The Inventory tab shows the supplies your guild tracks — candles, linens, bulletins, whatever your guild needs to keep stocked. What you can do here depends on whether you’re a guild lead.

Members have view-only access — you can check counts and reorder status, but not make changes.

Guild leads can add, edit, and count inventory for the guild(s) they lead. You won’t be able to edit inventory for other guilds.

Viewing Inventory

Go to the Inventory tab.
Select a guild from the sidebar.
Items are grouped by category, with an Uncategorized group for anything that doesn’t have one.
Tap an item to see its full details — current counts, status, vendor information, and notes.

Each item shows a status badge: Good, Getting Low, or Low, based on the guild’s reorder threshold for that item.

Updating a Count (Guild Leads)

When you do a physical count of supplies:

Go to the Inventory tab and select your guild.
Tap the item you counted.
Update Units on Hand and/or Singles on Hand to match what you counted.

Zita saves automatically, recalculates the total, and updates the Last Counted date.

Adding an Item (Guild Leads)

Go to the Inventory tab and select your guild.
Tap Add Item in the toolbar.
Fill in the item name, counts, unit, reorder threshold, and vendor details if you have them.

Managing Categories (Guild Leads)

Go to the Inventory tab and select your guild.
Tap Manage Categories in the toolbar to add, rename, or deactivate categories.
From an item’s detail view, check off which categories it belongs to.

Understanding Your Role

A quick reference of what guild leads and members can do in Zita.

Action	Guild Lead	Member
View the scheduling grid	✓	✓
Self-schedule for roles they belong to	✓	✓
Mark own unavailability	✓	✓
Make assignments for their guild	✓	✗
View inventory	✓	✓
Manage inventory for their guild	✓	✗
Mark others’ unavailability	✗	✗
Access the Admin tab	✗	✗
Manage members or services	✗	✗

A Few Things to Know

Guild Lead is a designation, not a separate login. Your guild lead status is set by your administrator. You may also be a member of roles within your own guild and can self-schedule like anyone else.
You can only manage assignments and inventory for your own guild. If you need something changed in another guild, contact that guild’s lead or an administrator.
Clergy assignments are not visible to guild leads or members. You’ll see the mass type and vestment color for each service, but not who is assigned to clergy roles. Contact your administrator if you have questions about clergy for a specific service.
Nothing is permanent except deactivation. Assignments can always be changed. If you make a mistake, just tap the cell and reassign.