Set up multiple calendars
Set up multiple calendars to organize events by team, purpose, or ministry (e.g., "Staff Calendar," "Facilities," or "Youth Events"). Assign events to specific calendars so that each team or ministry can quickly filter their view to the events they're responsible for.
You can also manage who has access to each calendar in your account, which helps you keep specific events private and ensure that people only see the calendars they need!
Until you create new calendars and assign events to them, all events are assigned to the default calendar, which is named after your organization. Administrators can rename the default calendar, but cannot delete it.
Events can belong to only one calendar, so use a combination of calendars and tags to organize your events.
Calendars and tags organize events in different ways. Calendars are about ownership and visibility, while tags are for organizing events based on shared characteristics. More often than not, you'll use both features together to organize your events rather than choosing one over the other.
To break it down a bit more:
Calendars organize related events into a single view based on the ministry or team to which they belong. Use calendars to make your events more easily accessible to the teams who are responsible for them. Only people with access to Calendar can filter events based on the calendar they belong to.
Common examples of calendars include children's ministry, young adults, staff, and facilities/maintenance.
Tags help you further organize your events by denoting common event characteristics. Use tags to differentiate events by type, setup requirements, or other key details.
Check out the common tag practices article for specific examples of tags and tag groups.
Important
Filtering options in Church Center are based on tags, not calendars. Set up your tags as Church Center categories to help your congregation filter events.
Setting up multiple calendars allows your teams to quickly view events specific to their ministry, while tags help them narrow down their events even further.
For example, you can set up a separate calendar for your children's ministry team so they can quickly filter to only their team's events. Once they've filtered to the "Children's Ministry" calendar, they can apply tag filters, such as "Elementary" or "Pre-School," to further narrow down the event page.
Create a new calendar
Administrators can create new calendars for your organization.
Select the Events page from the top navigation in Calendar.
Select the ⚙️ settings icon in the top right to open the Settings page.
Select the Calendars tab from the left sidebar.
Select New calendar in the top right.
Enter the name of your new calendar.
(Optional) Add a description for your calendar.
Choose which color to assign to this calendar's events.
Select Create to finish creating your new calendar.
(Optional) Select Add events in the popup to go to the table view, where you can use the bulk editing tool to assign multiple events to the new calendar.
After creating a calendar, you can assign new and existing events to it by doing one of the following:
New Events: Choose the calendar's name from the Calendar dropdown when creating a new event.
Existing Events: Go to the event's Settings tab and choose the calendar's name from the Event calendar dropdown.
To assign multiple existing events to a new calendar, use the bulk edit tool.
Now that you've created your calendar and assigned events to it, manage who should have access in Calendar or share a view-only iCal feed!
Manage calendar access
You can choose whether a calendar should be accessible to everyone or only specific people. This is helpful if you need to keep certain events private, such as pastoral meetings or staff-only events.
Important
People without access to a specific calendar won't see those events anywhere in Calendar, with the following exceptions:
Administrators can access all calendars in your account, regardless of the access setting.
Event owners, managers, and approvers can access any individual event they own, manage, or need to approve— even if it belongs to a calendar they don't have access to.
Change a calendar's access setting
Administrators can change the access setting for any existing calendar in your organization.
Select the Events page from the top navigation in Calendar.
Select the ⚙️ settings icon in the top right to open the Settings page.
Select the Calendars tab from the left sidebar.
Select Actions to the right of the calendar you'd like to edit.
Choose Manage access from the dropdown.
Choose an access setting from the dropdown in the popup:
Specific people: This is the default for newly created calendars. Calendars with this setting are accessible only to administrators and specific event viewers or creators.
You can add specific people by name or leave that field blank to limit calendar access to administrators only.
Everyone: Choose this setting to make your calendar's events accessible to everyone with event viewer permissions or higher in Calendar.
(Optional) If you chose Specific people, search for a specific person and select their name from the list to give them access to this calendar.
Select Save to apply your changes.
Add or remove a person's calendar access
If your calendar's access is set to Specific people, you can add or remove people's access at any time. Calendar access determines whether someone can see a specific calendar, but their permission level determines whether they can create or edit events in that calendar.
Select the Events page from the top navigation in Calendar.
Select the ⚙️ settings icon in the top right to open the Settings page.
Select the Calendars tab from the left sidebar.
Select Actions to the right of the calendar you'd like to edit.
Choose Manage access from the dropdown.
Make sure the access setting dropdown is set to Specific people.
Choose which specific people should have access to this calendar:
To give access: Search for a person, then select their name from the list to give them access to this calendar.
To remove access: Select the X next to a person's name to remove their access.
Important
The Save button in the bottom right remains grayed out if you don't change the access setting dropdown, but any changes you make to the list of viewers are automatically saved.
Select the X in the top right to close the popup.
Event viewers will receive an email whenever their access to a calendar has been added or removed. To see which calendars a person has access to, go to their profile page and scroll down to the Access section in the bottom right.
Edit a calendar
Administrators can edit any calendar in your organization.
Select the Events page from the top navigation in Calendar.
Select the ⚙️ settings icon in the top right to open the Settings page.
Select the Calendars tab from the left sidebar.
Select Actions to the right of the calendar you'd like to edit.
Choose Edit from the dropdown.
Edit your calendar's name, description, and color.
Select Save to apply your changes.
Delete a calendar
Administrators can delete any calendar except for your organization's default calendar.
Warning
Deleted calendars cannot be recovered.
Select the Events page from the top navigation in Calendar.
Select the ⚙️ settings icon in the top right to open the Settings page.
Select the Calendars tab from the left sidebar.
Select Actions to the right of the calendar you'd like to delete.
Choose Delete from the dropdown.
Important
The Delete option is grayed out for the default calendar because it can't be deleted.
Select Yes, delete calendar in the confirmation popup to permanently delete this calendar. All events previously assigned to this calendar will be moved to your organization's default calendar.
Set up new event notifications
You can choose to receive email notifications whenever someone creates a new event in a calendar.
Select the Events page from the top navigation in Calendar.
Select the ⚙️ settings icon in the top right to open the Settings page.
Select the Calendars tab from the left sidebar.
Select Actions to the right of the calendar you'd like to receive notifications for.
Choose Notifications from the dropdown.
Select the New events toggle to get an email whenever someone adds an event to this calendar.
Important
If you'd prefer to opt out of emails, but still see new event notifications in the toolbar, you can manage email preferences on your profile page.