Manage Event Details

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You can add the schedule, rooms, resources, and files to an event, and then track the activity to see what information you need to know. Use the settings to add more details and manage what is shown in Church Center.

Everything In the red event header applies to the event as a whole, including past and future instances.

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  1. Edit the event name.

    Tip

    If you need to change the name of only a single instance, use the instructions in this article: Edit Recurring Events.

  2. See at a glance whether the event is published or hidden on the Calendar page in Church Center.

  3. Add or remove tags.

  4. Run a report for this event.

  5. Create an iCal feed, widget, or kiosk to share this event.

Note

If this is an event from Groups or Registrations, you'll see a white banner with a button that will take you to the connected event in that product if you have permissions in that product.

Overview

The Overview shows information about the specific instance you're viewing.

Important

Edits made on the Overview tab can be applied to this instance only or all future instances of the event.

If your event is recurring, use the navigation arrows to move between instances or search to skip to a specific date.

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See and edit details about this specific instance of the event.

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  1. See the date, location, and repeating pattern, if any.

  2. Edit the schedule, repeat pattern, location, and requests for rooms and resources.

  3. Duplicate this instance or all future instances of this event to create a new event with the same settings and booking requests.

  4. Delete just this instance or all future instances of the event.

    Tip

    To delete the entire event, including past instances, use the Delete button on the Settings tab.

  5. View the scheduled times for this date and whether they are shared or not.

    Note

    The red share icons refer to only shared iCal feeds, widgets, and kiosks, not the visibility on Church Center.

  6. Anyone can see the approval status of requested rooms and resources.

    Green dot: Approved

    Yellow dot: Pending approval

    Red dot: Rejected

If you are an approver, you'll see a button to Review approvals that will take you to your Approvals tab on the Events page.

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Activity

As people make changes to the event, they will be added to the log in the Activity tab.

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Filter Activity

Use the Filter by category... menu to see specific types of activity.

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  • Bookings will include all activity around requested rooms and resources.

  • Comments will show you all internal and emailed comments.

  • Conflicts are noted when conflicts are created and resolved.

  • Requests denote when a requested event is approved.

  • Schedule will show you any changes made to the event time and date, schedule, and repeating pattern.

  • Settings will include any changes made to the overall settings of the event, including added files, location, tags, and all features managed on the Settings tab.

Activity with additional information will be condensed. Click on the bolded sections to expand them for more details.

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Comments and Subscribers

Comments and Subscribers

In the Activity tab, people in Calendar can leave internal comments about the event for other admins to see. To receive an email with those comments, click Subscribe, then check the box to Enable email notifications.

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Events created through an event request form will have a Send email option along with the internal notes. This is for communicating with the person that requested the event.

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The content of emails that are sent to the requester from the Activity tab will be shown in the Activity feed and highlighted in blue. When the event requester responds to the email, it will appear in the event activity, highlighted in yellow.

Files

The Files tab allows you to add any attachments needed to run the event. Files added to an event are not visible to the public when the event is published.

To view an existing file, click on the file name. To edit or delete a file, click Edit.

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Check out this clip from Planning Center University.

Settings

In the Settings tab, you can make changes to the event as a whole. These settings, along with the event name and tags in the header, apply to all instances of recurring events.

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  1. The Event owner is the point person for this event. The event owner is automatically subscribed so they will receive all communication regarding this event. Anyone with permissions in Calendar can be an Event Owner.

  2. If people need to register for this event, you can add the registration link. Choose an existing Registrations signup event from the dropdown or enter the URL for signups hosted through another site.

  3. The description you added initially will be in the Summary box and will be included in the event details when shared in an iCal feed.

  4. Notes are for internal information that only people involved with running the event would need to know. Notes are never displayed on Church Center, but you can choose to include them in iCal feeds.

  5. Delete event will erase the entire event , including past instances. Deleted events cannot be recovered and must be recreated from scratch, so use this wisely.

    Tip

    To delete a single instance or only future instances, use the trashcan icon on the Overview tab.

  6. Add your own image or select the Free Photos option to search for one. This image is also included in shared iCal feeds.

  7. Choose to show this event on your Calendar page in Church Center or keep it hidden.

    Tip

    The Visibility setting is only for Church Center and does not impact shared iCal feeds. Those settings are managed in the Overview tab.

  8. Create a custom description just for Church Center to replace the Summary. The Summary will still be set as the description in shared iCal feeds.

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