Introduction to Calendar for Facility Managers

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If you or your team physically sets up rooms and provides resources for events, you need a way to streamline information to the correct people. Calendar helps you find that information quickly.

Tip

If you're unable to log in, follow the steps in this article.

Events Page

From the events page, customize your view to help you see what needs to be done.

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  1. Filter the events page based on the approval status and the Resource/Room Folder.

  2. View your events from the Table view.

  3. Sort the events by the next instance.

Organize Rooms and Resources

Use folders when you add rooms and resources to keep them organized.

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Tip

Make sure to include anything people will need to reserve and use for events in the Rooms or Resources tabs so that they can request and reserve the correct items for events.

Check out this clip from Planning Center University.

Create Room Setups

If a room has certain setups you regularly rotate, add those to the room. When a person requests a room, they can choose one of those setups.

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Use suggested resources to help people know what resources are typically used in the setup.

Check out this clip from Planning Center University.

Add Questions

When requesting a room, people tend to forget details. You can set up questions that will remind them to consider different scenarios at the time of the request.

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Check out this clip from Planning Center University.

Event Requests

If you want all events to go through an approval process before they're added to the calendar, even if no rooms or resources are requested, you can use an event request form.

Anyone with access to the form's link can submit an event request and you can assign an approval group to each form.

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Approve or Reject Requests

As events are requested, you can receive email notifications about the request. From the Approvals tab, approve or reject the request, letting the Event Owner know what changes to be made in order for them to request again.

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If there are event conflicts, a Conflict Resolver can choose the appropriate event and communicate accordingly.

Run Reports

Although Calendar is best used online, you can run offline reports to help your team know what's coming up.

Filter the calendar based on parameters your team needs, and then click Report... to choose from our built-in reports or create your own custom report.

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Check out this clip from Planning Center University.

Administrators will be able to see any notifications related to them in the Admin Notifications Inbox. You can find this inbox at the top right corner of any page by clicking the bell icon.

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If you have login permissions to Planning Center, you will be able to see both read and unread notifications and customize your notification settings.

Approvals will still live in the Approvals tab, but they'll also be accessible from the bell.

Get Help and Support

Our Support Team is always here to help! Use the ? at the top right of every page to find articles or open a ticket with Support.

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When you click that, you'll see this helpful dialog box.

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  1. Suggested articles will give suggestions based on the page you're on when you click the question mark.

  2. Click browse our documentation to be taken directly to our online manual. You'll be able to see all of our help articles and open them from there.

  3. Type in what you're looking for. This will search our online manual and return articles on that topic.

  4. Send an email to our Support Team. For the most efficient support, be sure to include specifics about what you're working with. When you submit your questions from here, we receive lots of information about your account, including the page you're viewing, which allows for fast and accurate support for your request.

Phone Calls

We're dedicated to getting you an email response within an hour whenever we can. We look into the issue in detail, ask for help from other seasoned members of the team, or even consult a developer, if necessary. This type of direct assistance and shared knowledge isn't available when on the phone.

However, if you do need a phone call, you can schedule one when you open a ticket.

Organization Administrator Requests

These requests to Support can only be made by Organization Administrators:

  • Data removal or corrections you can't make yourself (undo old CSV imports, iCal imports, etc)

  • Request promotional pricing (legacy plans, church plants, Giving contract promotion)

  • Gain access to anything that was created and managed by someone else in the account

  • Restore or fully delete a canceled account

  • Disconnect a Stripe account

  • Request access to Giving (if there are no current Giving Administrators in the account)

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