Calendar & Meetings

The Calendar & Meetings module helps you organize church services, coordinate volunteers, and ensure everyone knows when and where they’re needed. From weekly services to special events, manage your entire schedule in one place.

​

Calendar Overview

Access the church calendar from Church Center → Calendar to view all scheduled events.

​

View Modes

Switch between views using the toggle in the calendar header.

​

Filtering Events

Focus on specific events:

• Date Range: Show events between start and end dates
• Event Type: Filter by service type, special events, or meetings
• My Assignments: View only events where you’re assigned

​

Creating Meetings

Users with the meeting.create permission can schedule new events:

​

Basic Meeting Setup

1. Navigate to Calendar and click Create Meeting
2. Enter meeting details:
   • Title: Name of the event (e.g., “Sunday Morning Service”)
   • Description: Additional details or notes
   • Date & Time: When the event starts and ends
   • Location: Where the event takes place
3. Click Save to publish the meeting

The meeting immediately appears on the calendar for all church members to see.

​

Meeting Details

Each meeting can include:

• Order of Service: Detailed timeline of service segments
• Assigned Team Members: Who’s serving in which role
• Attached Setlist: Linked worship playlist for the service
• Instrument Assignments: Which musicians are playing what
• Special Notes: Important reminders or instructions

​

Team Assignments

Coordinate volunteers and staff by assigning people to meetings.

​

Assigning Members

Users with the meeting.update permission can assign team members:

1. Open the meeting detail page
2. Click Assign Team Member
3. Select the member from the directory
4. Choose their role for this meeting:
   • Worship Leader
   • Singer
   • Musician (specify instrument)
   • Sound Engineer
   • Usher
   • Other custom roles
5. If applicable, select their instrument
6. Click Assign

​

Assignment Data

When assigning members, you have access to:

• Available Members: All active members in your church
• Instruments: Configured instrument list (guitar, keys, drums, etc.)
• Playlists: Setlists that can be attached to the meeting

This data is fetched dynamically from the /api/calendar/assignment-data endpoint.

​

Notifications

​

Assignment Notifications

When someone is assigned to a meeting, they automatically receive:

1. In-App Notification: Alert in their notification center
2. Email Notification (if enabled): Email with meeting details

Notifications include:

• Meeting title and date/time
• Their assigned role
• Link to view full meeting details
• Option to accept or decline (future enhancement)

​

Notification Content

Subject: Nueva asignación (New Assignment)
Body: “Has sido asignado a la reunión: [Meeting Title]“
Action: Link directly to the meeting page Notifications appear in the notification bell icon in the header and in the user’s notification panel.

​

Linking Setlists to Meetings

Connect worship setlists to calendar meetings for seamless preparation:

1. Open the meeting detail page
2. Click Attach Setlist
3. Select a setlist from the dropdown
4. Save the link

Now all assigned worship team members can:

• View the complete song list for the service
• See which keys are being used
• Access chord charts and lyrics
• Practice songs in advance

The setlist appears prominently on the meeting detail page, and team members can click through to see full song details.

​

Instrument Management

​

Available Instruments

Administrators can configure the list of instruments used in your church:

• Acoustic Guitar
• Electric Guitar
• Bass Guitar
• Keyboard/Piano
• Drums
• Percussion
• Violin
• Other custom instruments

Instruments appear in the assignment dropdown when coordinating meetings.

​

Musician Assignments

When assigning musicians to a meeting:

1. Select the member
2. Set their role as “Musician” or “Worship Team”
3. Choose their instrument from the dropdown
4. The assignment displays: “[Name] - [Instrument]”

This helps worship leaders quickly see if all instrumental parts are covered.

​

Meeting Status and Activity Logging

All meeting-related actions are logged:

• Meeting created: Who created it and when
• Member assigned: Who assigned whom to what role
• Setlist attached: Which setlist was linked
• Meeting updated: Any changes to title, time, or details

Activity logs help with:

• Accountability and oversight
• Troubleshooting scheduling issues
• Historical reporting (“How many services did we hold last quarter?”)

View activity logs from Church Center → Reports → Activity.

​

Calendar Integration

​

Default Calendar

Each church has a default calendar automatically created during setup. This ensures:

• Meetings always have a valid calendar association
• Church-specific events are isolated from other organizations
• Future support for multiple calendar types (services, meetings, classes)

The system automatically assigns new meetings to the church’s default calendar.

​

Meeting Instances

The calendar API returns meeting data as “instances” rather than raw records:

• Each instance represents a scheduled occurrence
• Includes full meeting details, assignments, and setlist data
• Future enhancement: Support for recurring meetings with multiple instances

​

Viewing Meeting Details

Click any meeting on the calendar to see:

​

Overview Section

• Meeting title and description
• Date, time, and location
• Creator and creation date

​

Assignments Section

List of all assigned team members with:

• Member name and profile photo
• Assigned role
• Instrument (if applicable)
• Contact information (for coordinators)

​

Worship Section (if setlist attached)

• Setlist name
• List of songs with keys
• Link to full setlist details
• Quick preview of first few songs

​

Notes Section

Free-form text field for:

• Special instructions
• Order of service outline
• Technical requirements
• Last-minute changes

​

Permissions and Access Control

Calendar access is controlled by permissions:

​

Best Practices

​

Mobile Experience

The calendar is fully responsive: Mobile View

• Card-based list of upcoming meetings
• Swipe to see meeting details
• Tap to expand full information
• One-tap access to contact assigned members

Desktop View

• Full monthly grid calendar
• Sidebar with meeting details
• Drag-and-drop for rescheduling (future enhancement)
• Multi-select for bulk actions

​

Future Enhancements

Planned features for the calendar module:

• Recurring Meetings: Create weekly/monthly recurring services automatically
• Availability Tracking: Let members mark when they’re unavailable
• Accept/Decline: Allow assigned members to confirm or decline assignments
• Calendar Export: Sync with external calendars (Google, Outlook, iCal)
• Reminders: Automated reminders sent before meetings
• Check-In: Track attendance and punctuality