Adding an event to your church calendar

In this article

Adding an event
Duplicating an event
Event sign-up options
Assigning event overseers
Keeping track of the changes

Adding an event

From the Events section of the Calendar module click Add event.

Next, complete all of the event information. The event Name and Category are required - see the related support article for adding additional event Categories. One or more Overseer(s) can be assigned to the event (see later in this article for further information about overseers). It's also possible to Notify overseer(s) with an email notification when people sign up for the event. Add an informative event Description that your audience will read on the event's public-facing Event Page (if the event is to be set as Visible in Embed or Visible in My ChurchSuite - see next section). The Location fields are used to plot your event location on a map on the public-facing Event Page. Multi-site customers can select which Site (or All Sites) the event is for.

Set the event's Date, and if the Event repeats, use the Add single date and Add multi-date options to generate the list of dates in the sequence. For example, you can use the Add single date generator to create a sequence with ad hoc dates that don't follow a set pattern. Alternatively, use the Add multi-date generator where the sequence repeat will follow a pattern - sequences must always have a defined end date, although further dates can be added to the sequence in the future. The Add single date and Add multi date options are essentially sequence date generators, so they can be used in combination to build complex, irregular sequences. The event Repeat option is only available when adding or duplicating a new event - it's not possible to turn an existing non-sequence event into a sequence event.

Having set the From and Until date range and repeat Frequency, click Add date(s) to see the list of generated dates (below). At this stage dates can still be added and removed from the list. For example, for a weekly event that doesn't happen during school holidays, you might create a multi-date weekly list of dates and then simply remove those dates which fall in school holidays; or for a weekly discipleship course that has an additional weekend session you might create a multi-date weekly list of dates and then use the Add single date option to add the additional weekend session. Note also that the event times are applied to all sequence dates, however, times of individual dates within a sequence can be manually changed once the event sequence is saved - the sequence's integrity is not affected by a manual change to event times of individual dates within the sequence.

Finally, set the event's Visibility. With no visibility options set the event can only be viewed by Calendar module Users. You can set the event further visible in the member-facing My ChurchSuite, on your website Embed, at your church Information point using Connect. You can also set the event to be a Featured Event. See the related support article for further information about event visibility.Sign Up options, including tickets, custom questions, and sign-up confirmations are all covered in our related support articles.

Click Save when you are finished, and before navigating away from the page.

The event's "View" page is displayed, summarising the event information you have just entered. For multi-date events, note also the In this sequence section on the right hand side of the "View" page.

It's also possible to add events directly into the Calendar "View". Hover over a calendar date where you would like to add an event and click the Add event button. Note that this option is not available for mobile devices that do not have a track pad, pointer or mouse.

Duplicating an event

Many church events are repeats of an event that has happened before. Rather than creating an event from the start, it may be quicker to simply duplicate a previous or similar event. Begin by searching for the previous event. In the Events section notice the Search and the View selector to switch between Future and Past events.

As you type in the Search the list of matching results is auto-filtered.

To duplicate an event, select Duplicate from the cog actions menu on the right hand side of the list.

There's also a Duplicate button at the top of the event's "View" page.

The Add event page opens and is pre-populated with all the previous event's information. Review and update the event details as appropriate, paying special attention to updating the event Date and also whether the event being duplicated should Repeat - use the Add single date and Add multi-date options to build a new multi-date sequence of events.

Event sign-up options

For further information on creating tickets for an event see our related support article. A further support article explains how to use the Sign up through SMS feature.

Importantly, it's not necessary to create tickets for an event in order for event sign-up to be used. Enabling event sign up without tickets will present prospective sign-ups with a simpler form to complete. In this section we explore how to enable sign up for an event or event sequence.

For single-date (non-sequence) events you can easily enable Sign up through My ChurchSuite and/or Sign up through Embed. The sign-up form above will not be visible on the public-facing Event Page in either platform unless sign up is enabled.

For multi-date sequence events there is a further option for Sign up to the sequence. The option is only visible when the Event repeats? option has been ticked. This setting determines whether those signing up for your event are signing up to just a specific date within the sequence (e.g. a monthly newcomer dinner), or whether they are signing up to all dates in the sequence (e.g. a weekly Alpha Course).

When Sign up to the sequence is enabled, Sign-Ups are recorded against the sequence, not the date; and will be visible to Calendar module Users no matter which event "View" page in then sequence they are viewing.

With Sign up to the sequence enabled, the public-facing Event Page (example shown below) lists all future dates remaining in the sequence, so your potential sign-ups can easily see that they're signing up to a series of dates.

Assigning event overseers

You can assign one or more overseers to an event. Overseers have additional functionality within the My Events section of My ChurchSuite, enabling them to view lists of event signups and use event check-in without needing User access to your Calendar module. From the list of sign ups, overseers can view the name and contact details of the sign up (subject to privacy settings), and details of their tickets and custom question responses. In this way, lay leaders (any contact in the Address Book) can easily manage some key aspects of the events they oversee from within My ChurchSuite. Additionally, if the Notify overseer(s) option has been enabled for the event (see earlier in this article), designated overseers will receive an email notification each time someone signs up to the event.

To assign an event overseer, notice the Overseers section at the top of the event's "View" page in the Calendar module. Click Add overseer.

Search and select a contact and click Save. Repeat to add further overseers if you wish.

The overseer is added to the Overseers list on the event "View" page. Note also the cog action menu option to Delete an overseer.

Keeping track of the changes

Whenever a User makes a change to an event in the Calendar module, a record of the change is added to the Changes log in the Recent Activity section located at the bottom of the event's "View" page. The Changes log includes the change date and time, the user who made the change, and a description of the change that was made. It is also possible to Undo certain changes.

A useful report in the Calendar module's Reports section is the Added Events report. This report lists events added to the module within a range of dates. The report can be further filtered by event Categories and, using the click-sortable column heading, be ordered by Date Added (the default) or event Date. The report results include details of each event's current Visibility settings and the User that added the event and when.

Finally, the Missing Data report in the Calendar module's Reports section lists all future events with missing data. Using the report's Missing Data filter you can easily identify events with missing information.

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