Create, copy and delete events in the Calendar
This article shows you how to organize your events using ChurchDesk's event features. We explain how to create appointments, add details, manage services and registrations, as well as the options for editing and communicating about your events.
In this article, we look at the following topics:
Creating a new event in the calendar
Adding details about the event
Staffing
Saving and sending notifications
Copy, edit, print or delete an event
Signs-ups and attendance for the event
There are two ways to create an event in the calendar. You can click "Create" in the top left corner or find the desired date in the calendar and click directly in the calendar. You can choose to create the event with just a few details, as shown above, but if more information is needed, simply select "More options".
Here you enter basic information such as title, start and end time, as well as location and participants. You can choose to make the event a one-day event or one that will repeat. If you don't want the end time to appear on the website, select "Hide end time". All mandatory fields are marked with a red star.
Categories and bookings
Resources: Select resources, such as rooms and equipment. These will be reserved for your event. Other users can see what you have reserved in the calendar
Location: se the address from the resource or assign an alternative address manually
Parish Calendar: Select a specific parish if there are multiple parishes to choose from (relevant for those with the Multi-parish package)
Main category: Select the main category, for example Worship. The main category determines what colour the event will be in the calendar. Category is also used to sort events on the website
Other categories: You can select other categories if you want the event to be associated with multiple categories
Users: Select other users if you want to invite them to join the event. The user chooses whether notifications should come via app, email and/or SMS
Internal note and files
Here you can write an internal note that can only be read by users of ChurchDesk.
Sensitive information You can also add sensitive information, such as social security numbers or other private information. Only users with the "Access to sensitive information" permission can access sensitive information.
Contributor
Enter here the name of e.g. which priest is conducting the service. This will then appear automatically on your calendar view on the website.
Image
Grab people's attention with a good and meaningful image. Remember to crop it for the slideshow widget if you want it to be included in the slideshow on the website.
Short description
Create a short description of the event that will appear in the newsletter.
Public description of the event
Specify here what information should be included on the event. This will be visible when you click on the event on your website.
Visibility settings
Select who should be able to see the event. The event will automatically be visible to "All users". You can also select "Public", "Groups" or "Private".
Public: The event can be shared on your website and in messages sent from Contacts. If you select this visibility, you can also restrict which groups can see internal notes related to the event.
All users: Information about the event can be seen by everyone in your church with a ChurchDesk login. However, sensitive information will still only be visible to users with this right.
Groups: The event can be viewed by everyone as "Recorded". Only group members and users with the right to edit ALL events can see all details about the event. The rest can only see which users and rooms are booked.
Private: All users can see that there is an event in the calendar. It will show which users and resources are "busy". All other information is private.
Channels
Add events in the slideshow widget on the website. The event can be exported to Facebook. Find instructions on connecting to Facebook here.
Price
If there is a cost to participate, you can enter the price here.
Alternative URL
Add your preferred custom event URL. It will take 1-2 minutes for URL changes to take effect on the website.
Add one or more rota tasks to be staffed read more here. Intentions is a function that our German customers use.
When you create or edit an event, you can send notifications to the users booked for the event. First, you need to book one or more users for the event. When you save the event, click "Save and notify" and the selected users will receive an email, app notification or text message. Each user can customise what kind of notifications they want to receive. See how you can set your notification preferences here.
Please note that when you reserve yourself for an event and click "Save and notify" yourself, ChurchDesk will not send a notification to you, only the other users who are reserved.
All events can be easily edited, copied or deleted after they have been created. When you click on the event in the calendar, a small pop-up box opens with information about the event. This is what the icons mean:
Eye: if you want to enter the event, you can click here
Pencil: if you want to edit the event, you can also click on the pencil
Two squares: click this button to make a copy of the event
Printer: here you can print the event (with and without seninsble data)
Trash can: clicking on the trash can will delete the event. When you click on the trash can, ChurchDesk will ask if you are sure you want to delete the event before deleting the event
The x: clicking the x will close the pop-up box
If you want to edit an event, you can do this as follows:
Click on the event you want to edit.
Click on the pencil in the pop-up window
You can copy an appointment in two ways:
Click on the event in the calendar overview. Click on the two squares.
Open an event for editing. Click on ‘More’ and select ‘Create a copy’.
The event is now copied. If you are not sure whether you have created a copy, you can check this by searching for (copy) after the title of the event.
You can print an appointment in two ways:
Click on the event in the calendar overview. Click on the printer.
Open an event for editing. Click on ‘More’ and select ‘Print’.
You can delete an appointment in two ways:
Click on the event in the calendar overview. Click on the rubbish bin.
Open an event for editing. Click on ‘More’ and select ‘Delete’.
After you have clicked on the rubbish bin or the ‘Delete’ button, a warning appears on the screen asking you whether you really want to delete the event.
In the case of a recurring event, you have the option of deleting in the following stages:
Only this instance
All following instances
All instances
If there are users reserved for the event you are about to delete, you have the option to automatically notify users that the event has been deleted.
Note: All users can delete events that they have created themselves. If you want to delete an event created by another user, you need to be the administrator of the group the event is associated with. This ensures that no one accidentally deletes an important event from the calendar.
It is possible to add a sign-up form directly on the event or to add an existing form:
In addition, you can also add attendance directly on the event. Please note, this can be done no earlier than 30 minutes before the event starts.
For more information about posters and invitations read more here. This requires Studi, wich you can find more information about here.
In this article, we look at the following topics:
Creating a new event in the calendar
Adding details about the event
Staffing
Saving and sending notifications
Copy, edit, print or delete an event
Signs-ups and attendance for the event
Create a new event in the calendar
There are two ways to create an event in the calendar. You can click "Create" in the top left corner or find the desired date in the calendar and click directly in the calendar. You can choose to create the event with just a few details, as shown above, but if more information is needed, simply select "More options".
Add details about the event
Here you enter basic information such as title, start and end time, as well as location and participants. You can choose to make the event a one-day event or one that will repeat. If you don't want the end time to appear on the website, select "Hide end time". All mandatory fields are marked with a red star.
Categories and bookings
Resources: Select resources, such as rooms and equipment. These will be reserved for your event. Other users can see what you have reserved in the calendar
Location: se the address from the resource or assign an alternative address manually
Parish Calendar: Select a specific parish if there are multiple parishes to choose from (relevant for those with the Multi-parish package)
Main category: Select the main category, for example Worship. The main category determines what colour the event will be in the calendar. Category is also used to sort events on the website
Other categories: You can select other categories if you want the event to be associated with multiple categories
Users: Select other users if you want to invite them to join the event. The user chooses whether notifications should come via app, email and/or SMS
Internal note and files
Here you can write an internal note that can only be read by users of ChurchDesk.
Sensitive information You can also add sensitive information, such as social security numbers or other private information. Only users with the "Access to sensitive information" permission can access sensitive information.
Contributor
Enter here the name of e.g. which priest is conducting the service. This will then appear automatically on your calendar view on the website.
Image
Grab people's attention with a good and meaningful image. Remember to crop it for the slideshow widget if you want it to be included in the slideshow on the website.
Short description
Create a short description of the event that will appear in the newsletter.
Public description of the event
Specify here what information should be included on the event. This will be visible when you click on the event on your website.
Visibility settings
Select who should be able to see the event. The event will automatically be visible to "All users". You can also select "Public", "Groups" or "Private".
Public: The event can be shared on your website and in messages sent from Contacts. If you select this visibility, you can also restrict which groups can see internal notes related to the event.
All users: Information about the event can be seen by everyone in your church with a ChurchDesk login. However, sensitive information will still only be visible to users with this right.
Groups: The event can be viewed by everyone as "Recorded". Only group members and users with the right to edit ALL events can see all details about the event. The rest can only see which users and rooms are booked.
Private: All users can see that there is an event in the calendar. It will show which users and resources are "busy". All other information is private.
Channels
Add events in the slideshow widget on the website. The event can be exported to Facebook. Find instructions on connecting to Facebook here.
Price
If there is a cost to participate, you can enter the price here.
Alternative URL
Add your preferred custom event URL. It will take 1-2 minutes for URL changes to take effect on the website.
Staffing
Add one or more rota tasks to be staffed read more here. Intentions is a function that our German customers use.
Save and send notifications
When you create or edit an event, you can send notifications to the users booked for the event. First, you need to book one or more users for the event. When you save the event, click "Save and notify" and the selected users will receive an email, app notification or text message. Each user can customise what kind of notifications they want to receive. See how you can set your notification preferences here.
Please note that when you reserve yourself for an event and click "Save and notify" yourself, ChurchDesk will not send a notification to you, only the other users who are reserved.
Copy, edit, print or delete an event
All events can be easily edited, copied or deleted after they have been created. When you click on the event in the calendar, a small pop-up box opens with information about the event. This is what the icons mean:
Eye: if you want to enter the event, you can click here
Pencil: if you want to edit the event, you can also click on the pencil
Two squares: click this button to make a copy of the event
Printer: here you can print the event (with and without seninsble data)
Trash can: clicking on the trash can will delete the event. When you click on the trash can, ChurchDesk will ask if you are sure you want to delete the event before deleting the event
The x: clicking the x will close the pop-up box
Edit event (1)
If you want to edit an event, you can do this as follows:
Click on the event you want to edit.
Click on the pencil in the pop-up window
Copy the event (2)
You can copy an appointment in two ways:
Click on the event in the calendar overview. Click on the two squares.
Open an event for editing. Click on ‘More’ and select ‘Create a copy’.
The event is now copied. If you are not sure whether you have created a copy, you can check this by searching for (copy) after the title of the event.
Print the event (3)
You can print an appointment in two ways:
Click on the event in the calendar overview. Click on the printer.
Open an event for editing. Click on ‘More’ and select ‘Print’.
Delete an event (4)
You can delete an appointment in two ways:
Click on the event in the calendar overview. Click on the rubbish bin.
Open an event for editing. Click on ‘More’ and select ‘Delete’.
After you have clicked on the rubbish bin or the ‘Delete’ button, a warning appears on the screen asking you whether you really want to delete the event.
In the case of a recurring event, you have the option of deleting in the following stages:
Only this instance
All following instances
All instances
If there are users reserved for the event you are about to delete, you have the option to automatically notify users that the event has been deleted.
Note: All users can delete events that they have created themselves. If you want to delete an event created by another user, you need to be the administrator of the group the event is associated with. This ensures that no one accidentally deletes an important event from the calendar.
Sign-ups and attendance for the event
It is possible to add a sign-up form directly on the event or to add an existing form:
In addition, you can also add attendance directly on the event. Please note, this can be done no earlier than 30 minutes before the event starts.
For more information about posters and invitations read more here. This requires Studi, wich you can find more information about here.
Updated on: 17/04/2025
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