Events Scheduler
Create, schedule, and manage all your church events across calendar, list, and analytics views.
Interface Overview
The Events Scheduler has three main tabs: Calendar, List View, and Analytics. The Calendar tab includes three view toggles -- Month View, Week View, and Day View -- so you can see events at different levels of detail. A stats bar along the bottom shows counts like "29 events in view | 8 with registration | 21 recurring."
Creating an Event
Click the blue "+ Create Event" button in the top-right corner. This opens a modal with the following fields:
Title *
Required. The name displayed on the calendar and in all views.
Event Type
Dropdown with options: Sunday Service, Midweek Service, Bible Study, Youth Group, Children's Ministry, Wedding, and more.
Description
Textarea for event details visible to attendees.
Ministry
Dropdown to assign the event to a specific ministry.
Room
Dropdown for room assignment. Defaults to "No room selected."
Start / End
Date and time pickers for both start and end. Default duration is 90 minutes.
Virtual Meeting URL
Optional link for hybrid or online-only events.
Location Notes
Additional location details such as parking instructions or building entrance.
Registration
Checkbox: "Requires registration." Enable this for events that need a headcount.
Cost
Checkbox: "This event is free." Uncheck to set a price.
Repeat this event
Toggle to configure a recurrence pattern (see Recurring Events below).
Publish event (visible to members)
Checkbox, checked by default. Uncheck to keep the event as a draft.
Show on public church website
Checkbox to make the event visible to non-members on your public site.
Calendar Views
Under the Calendar tab, toggle between three views using the controls at the top of the calendar:
Month View
Displays the full month grid. Events appear as colored blocks on their dates. Click any date cell to quick-create an event on that day.
Week View
Shows a 7-day schedule with hourly time slots. Useful for spotting scheduling conflicts and seeing how events overlap.
Day View
Hour-by-hour breakdown of a single day. Helpful for event-heavy days like Sundays or conference days.
Switch to the List View tab for a chronological, searchable list of all events. The Analytics tab shows attendance trends, registration rates, and event frequency data.
Filtering Events
Click "Show Filters" to reveal the filter panel. Available filters:
- -Search box: Find events by name or keyword
- -Event Types: Checkboxes to filter by Sunday Service, Bible Study, Youth Group, etc.
- -Ministries: Filter by the ministry a given event belongs to
- -Options: "Recurring only" and "Show cancelled" toggles
Recurring Events
To create a recurring event, enable the "Repeat this event" toggle in the Create Event modal. Configure the pattern:
- Choose a frequency: Daily, Weekly, Monthly, or Yearly
- Set the interval (e.g., every 1 week, every 2 weeks)
- For weekly, select which days of the week
- Set an end condition: specific date, after a number of occurrences, or no end date
Recurring events display a "Recurring" badge in their detail popup. When editing, you can choose to update a single occurrence or the entire series.
Event Detail Popup
Click any event on the calendar or in list view to open its detail popup. The popup contains:
Event Information
- -Event name with a "Recurring" badge (if applicable)
- -Description text
- -Date & Time card showing the scheduled start and end
- -Location card with room assignment and location notes
- -Cost card indicating free or paid, plus a "Public event" label when applicable
Actions
- -Edit button to modify event details
- -Generate QR Code button for sharing or check-in
- -Cancel Event button with a reason field for documenting why
Attendees & Volunteers
The detail popup has two people sections:
- -Attendees: Search for and add members. Shows the list of people registered or checked in.
- -Volunteers: Search for and assign volunteers with specific roles for the event.
Registration
To require registration for an event, check "Requires registration" in the Create Event modal. When registration is enabled:
- -Members see a registration prompt when viewing the event
- -The stats bar tracks how many events in the current view have registration enabled
- -Registered attendees appear in the Attendees section of the event detail popup
Tip
Use the "Show on public church website" checkbox together with "Requires registration" to allow non-members to register for public events like community dinners or holiday services.
Cancelling an Event
To cancel an event, open its detail popup and click "Cancel Event." You will be prompted to enter a cancellation reason. This reason is stored with the event record. Cancelled events are hidden from the default calendar view but can be shown using the "Show cancelled" filter option.
QR Codes
Click "Generate QR Code" in the event detail popup to create a scannable QR code. Use this for:
- -Printing on flyers or bulletins for quick event access
- -On-site check-in at the event entrance
- -Sharing event details via social media or messaging
AI Insights
The "AI Insights" button in the scheduler provides data-driven suggestions based on your event history. This includes attendance pattern analysis, scheduling conflict detection, and recommendations for event timing and frequency.
Analytics Tab
The Analytics tab provides reporting on your events. Use it to review attendance trends over time, compare registration numbers to actual turnout, and identify your most and least attended event types. Data from the analytics tab can inform future scheduling and resource allocation decisions.
Best Practices
- ✓Assign rooms when creating events to prevent double-booking spaces
- ✓Use the "Publish event" checkbox to draft events before making them visible to members
- ✓Set event types consistently so the Analytics tab and filters produce accurate results
- ✓Enable registration for capacity-limited events like retreats, dinners, and classes to get accurate headcounts
- ✓Assign volunteers with roles in the event detail popup so team members know their responsibilities
- ✓Use Week View to spot conflicts before finalizing schedules for busy weeks
- ✓Document cancellation reasons to maintain a record of why events were called off
Common Questions
Q: How do I change a single occurrence of a recurring event without affecting the rest?
A: Click the specific occurrence on the calendar, then click Edit. You will be asked whether to edit just this occurrence or the entire series. Choose "This event only" to modify the single instance.
Q: What does the "Publish event" checkbox do?
A: When checked (the default), the event is visible to members. Uncheck it to keep the event as a draft that only staff can see. This is useful for events still being planned.
Q: Can I make an event visible on our public website?
A: Yes. Check "Show on public church website" in the Create Event modal. The event will then appear on your church's public-facing calendar.
Q: How do I see cancelled events?
A: Click "Show Filters", then check "Show cancelled" under the Options section. Cancelled events will appear in the calendar and list views.
Q: What is the default event duration?
A: New events default to 90 minutes. You can change the end time in the Create Event modal to set any duration.