Create a comprehensive Calendar to manage all that is happening in your organization. Customize saved sets of filters called 'Views' to manage which events are visible to the public on a website, viewable by permissioned staff, or even just one individual.
Setup
Start by clicking Calendar in the sidebar menu.
Next, you'll want to configure the calendar settings and filter properties that are most important for your organization.
Access Calendar Settings by clicking the wrench and screwdriver icon found in the upper right corner of the calendar screen.
Nine unique setting areas can be used to build and manage an effective calendar for your ministry.
General
A few general settings control some aspects of how information is displayed. The Organization Name should match the overall organization. If you are multi-campus, specific campus names are controlled in Campuses. Be sure the Default Timezone, Date Format, and Phone Number Format are correct for your location.
Campuses
Click on the Edit Pencil icon for each campus to rename it and assign the correct address information. (Note that campuses are created under Settings > General Settings).
Permissions
The Permissions area allows you to create roles with custom rights to view calendar events or use certain calendar functionality.
All users with Admin permissions have full access to every event and feature of your calendar. (Note: When new users are given Admin rights to your ChMS, they're automatically assigned the Admin role in Calendar).
Beyond Admin are the custom-created roles. Access can be limited in numerous ways, including to specific campuses and Calendar Views.
For example, a commonly used role is the Propose Events Role. This will allow users to not fully create events but only propose them. Users who can propose events will have their events held for review in the Pending area, designated with the Inbox icon on the main calendar page.
Learn more about Calendar Permissions.
Rooms
Rooms are defined in a hierarchical structure. Rooms are in Buildings, and Buildings are associated with Campuses.
To add a building, select the appropriate campus (if applicable), type its name, and then select the Add button.
To add a room within a particular building, navigate to that building, type a room name, and select Add.
Rooms can be edited by clicking the Edit Pencil icon next to the room. Equipment permanently associated with a Room and Room Setups can be added to a Room here. Click Save to finalize changes.
Room Setups
Rooms can have specific setups and equipment associated with them.
Note: If you plan on associating equipment with room setups, we recommend completing the Equipment setup first.
Room Setups by entering a name, description, and the amount of each piece of equipment you want. Rooms Setups are campus-specific.
Click on the name of the Setup to edit it. To help ensure a consistent layout, additional equipment, and an image can be added to a setup. Room Setups can also be deleted from the edit area. Click Save to finalize changes.
Equipment
Equipment is defined independently of Rooms. Define an equipment list and then associate it with an event, even if that particular equipment isn't associated with the room assigned for that event.
To add a piece of equipment, type its name, the total quantity available at this particular campus, and a description if you would like.
You can edit the quantity of Equipment by clicking on the name and then editing the quantity area. Click Save to finalize changes.
Vehicles
To add a Vehicle, select the appropriate campus (if applicable), type its name, and then select the Add button.
Note: Vehicles cannot be edited; they can only be deleted by clicking the Trash Can icon next to the specific Vehicle.
Properties
Creating Properties provides a way to filter events once they are added to a calendar. (Think of rooms, equipment, and vehicles as all the resources needed to accomplish a particular event).
Pro-Tip: We suggest adding a "Type" category and a Public and Internal Property to easily manage which events are visible to the public and which are for strictly internal use.
Properties are organized into Categories.
- To add a Category, type its name, then select the Add button.
- To add a Property, type its name under the appropriate Category, then select the Add button.
- Properties can be assigned a color code by clicking the box to the left of the Category name and selecting the desired color.
Learn more about Calendar Properties.
Responsibilities
Responsibilities allow for an approval and notification process for specific users who need to be aware of particular needs for events added to the Calendar.
Identify the users who have the authority to approve requests for child care, tech needs, and kitchen use. In addition, there are two options related to facilities and vehicles. Users who are labeled as overseers of facilities and vehicles will be notified by email when those particular resources are selected in an event setup. Each of these Responsibilities is campus-specific.
Video Overview:
*This video overview may include some outdated images. Thank you for your patience as we update our materials.
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