LDS.org Calendar How-to Guide
Version 2.2
Last updated: 2/4/2013
[email protected]
The Church of Jesus Christ of Latter-day Saints
© 2012 Intellectual Reserve Inc.
English approval: 8/12
LDS.org Calendar How-to Guide
Table of Contents
Calendar Overview
Calendar Help
Browser Requirements
Release Notes
Version 2.3 (December 2012)
Version 2.2 (August 2012)
Interface Changes
Functionality Changes
Printed Help Materials
Quick Reference Guides
How-to Guide
Getting Help with Calendar
Initial Setup
Rights and Roles
Member Role
Editor Role
Building Scheduler Role
Administrator Role
Settings Menu Options for Each Role
Privacy and Available Member Names in the Calendar
Make Your Profile Visible
Add or Remove Calendar Editors
Add or Remove Building Schedulers
Add or Remove Administrators
Why Don't I Have Admin Rights?
Setting Up the Calendar
Mass-create New Calendars
Import Events from Another Calendar
Turn Off the Classic Calendar
Creating Calendars
Stake Versus Ward Calendars
Private Calendars
Calendar Approval
Stake-Sponsored Ward Calendars
Create Calendars
Approve Calendars
Rename Calendars
Delete Calendars
Troubleshoot Calendar Creation
Calendar Views
Agenda, Month, and Week Views
Agenda, Month, and Week Views
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Agenda View
Month View
Week View
Subscribed Calendars and Locations
Locations
E-mail Notifications for Calendars
Change the Color of Icons
Set International Display Options
Manage Subscribed Calendars
View Events by Location
View the Calendar on Mobile Devices
Printing the Calendar
E-mail and Sync
Managing E-mail Notifications
Manage Global E-mail Notifications
Manage E-mail Notifications for Specific Calendars
Change Your E-mail Address
Syncing with Third-Party Calendars
Which Calendars Sync
Sync URLs and Privacy
Sync Intervals
Sync with Google Calendar on Your Computer
Sync with Google Calendar on the iPhone
Sync with Apple Calendar
Sync with Microsoft Outlook
Export the Calendar as an iCal File
Troubleshooting Google Sync Issues
Event Scheduling
About Event Scheduling
Determining Calendar Publishing Rights
Rules that Prevent Double-Booking
Limitation with Publishing the Same Event to Multiple Calendars
Scheduling Funerals, Weddings, Family Reunions, and Other Private Events
Scheduling Events
Check Location Availability
Schedule Events
Edit Events
Send E-mail Notifications about Events
Schedule Equipment for Events
Working with Repeating Events
Exceptions within a Repeating Series
Change a Single Event within a Repeating Series
Delete Instances within a Repeating Series
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Sample Solutions for Repeating Events
Overcoming Scheduling Conflicts
Did the calendar allow two events to be double-booked?
Locations
About Locations
Equipment at Locations
Management of Location Information
Locations and Resources Shared by Multiple Stakes
Managing Locations
Set Up Locations, Rooms, and Equipment
Specify Locations Units Can Reserve
Remove Locations
Make a Location Unschedulable
View Rooms and Equipment
Designate a Primary Building Scheduler for a Location
Change Building Scheduler Contact Information
Troubleshoot Incorrect Location Information
Reservations
About Reservations
Common Uses of Reservations
How Reservations Appear on the Calendar
Reservations Versus Scheduled Events
Scope of Reservations for Units
Who Can Make Reservations
Building Scheduler Rights Per Location
Event Conflicts with Reservations
Blocked Locations
Multiple Stakes and Reservations
Making Reservations
Reserve a Location
Reserve the Chapel for a Private Event
Block Calendar Editors from Scheduling a Location
Change Details of an Event in Your Location
View All Scheduled Events at Your Location
View Contact Information for Other Building Schedulers
Troubleshooting and Questions
Known Issues
Troubleshooting
"Data Temporarily Unavailable" Messages
"Access Denied" Messages
Browser Issues
Wrong Ward or Stake Shown
Can't Remove an Event
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Calendar Overview
Calendar Overview
LDS.org Calendar How-to Guide
Calendar Help
The LDS.org calendar shows events and activities for your ward and
stake. Like Google Calendar, the LDS.org calendar provides
numerous calendars that you can show or hide to personalize the
kind of events you want to see. This multi-calendar approach means
each organization in your ward or stake can have its own calendar
to publish and manage events.
For example, you can have a Ward Activities calendar, a Young
Women calendar, a Bishopric calendar, a Fireside calendar, a Temple
calendar, and more. The events for each calendar are automatically
displayed on your main calendar in different colors.
The calendar names appear in your sidebar in a section called
“Subscribed Calendars.” By selecting or clearing the check boxes
next to calendars in your Subscribed Calendars list, you can control
the events shown on your calendar.
You can select the calendars you want to see. When you select a calendar,
events for that calendar appear in that calendar's color.
You can also select from a variety of locations to view events taking
place at specific meetinghouses and other Church buildings or
places. Locations works similar to calendars, except that rather than
showing or hiding events for calendars, you show or hide events
taking place at locations.
Browser Requirements
You will have the best experience viewing the calendar in Chrome,
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Calendar Overview
Firefox, Safari, or Internet Explorer 9. The calendar does not display
correctly in Internet Explorer 7 or 8. If you have a Windows
XP operating system and therefore cannot upgrade your browser to
Internet Explorer 9, download Chrome or Firefox.
Release Notes
Version 2.3 (December 2012)
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Bug fix: You can now delete building schedulers.
Bug fix: You can now print calendars (including PDF) without
dropping events.
Bug fix: Fixed ability to delete calendars.
Version 2.2 (August 2012)
Calendar version 2.2 was released in August 2012. The following is
a list of changes for version 2.2.
Interface Changes
Calendar Overview: You can view quick help information for the
home page by clicking the Overview
button. When you click the
Overview button, a dimmed canvas overlay appears with various
callouts. Click the underlined callouts to read more information.
Agenda view: You can view events in a consolidated list format for
the entire month by clicking the Agenda button. The events shown
are similar to events in the Month view. You can also print the
Agenda view. When you choose Print, the calendar renders the
information as a PDF that you can either download or print.
Adding events: The Add Event button has been aligned on the
right and now appears as a plus button .
Settings : The Settings menu on the left side of the calendar page
has been switched to the right, and it appears as a gears icon
Depending on your rights, Settings
options:
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can contain the following
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Calendar Overview
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Print
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Help
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Options
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Sync
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Calendars
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Subscriptions
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Administrators
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Locations & Rooms
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Reservations
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Initial Setup
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Import Events
LDS.org Calendar How-to Guide
Tabbed pane: The tabbed pane has been removed. Each option in
Settings
takes you directly to the option’s page. When you view
the page, the title of the page appears on the calendar bar.
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Calendar Overview
LDS.org Calendar How-to Guide
Subscriptions: On the Settings
> Subscriptions page, the
Subscribed/Unsubscribed button appears closer to the calendar
name. (The Notifications and Status columns have been swapped.)
Calendars: On the Settings
> Calendars page, when you
move your mouse over a calendar, background shading highlights
the calendar you select.
Setup time: When you create an event with a location, the check
box to enable or disable setup time has been removed. Instead, the
setup time is enabled at all times and the selection defaults to none.
Functionality Changes
Churchwide calendars: You can now view Churchwide events on
the calendar. In the list of Subscribed Calendars, a new calendar
appears at the top called “Churchwide calendars.” Churchwide
events functions similarly to the Churchwide events feature on the
classic calendar, in that you cannot post events to the Churchwide
calendar. Only a select group of people at Church headquarters
posts event information in the Churchwide calendar. If the event is
available in multiple languages, the event appears in each language
as appropriate.
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Calendar Overview
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Importing events: If you are a calendar editor, you can import
events from an ICS file into any calendar for which you have rights.
Scheduling events: When you schedule an event, after choosing a
location, the check box "Schedule entire location" is not selected.
This helps prevent calendar editors from inadvertently scheduling
the entire location and preventing others from scheduling the
location during that time.
Creating events: If you’re in the Month view and you create a new
event, by default that event is set as an all-day event (rather than
starting and ending at a specific time). If you're in the Week view
and you create an event, the time corresponds with your selection.
Initial setup
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Stake or ward setup selector: If you are both a ward and
stake administrator, when you go to Settings
> Initial
Setup, you can choose whether to set up a ward or stake. If
you’re only a ward administrator, or only a stake administrator, you’re taken directly to the next step: Set Up Calendars.
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Import Events: The Import Events tab has been removed.
Instead, on the Settings
menu, all members can see an
Import Events option. (Note that you must be an editor or
administrator to import events into a calendar.)
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Private interview calendars: When setting up a calendar,
several new private interview calendars, intended for bishoprics and stake presidencies, are available. These calendars are
the same as a private calendar you might create yourself, with
various callings given viewing and editing permissions. The
only thing new about these private interview calendars is their
convenience — they are available from the Initial Setup screen
of the calendar, making it easier to add to your list of
calendars.
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Calendar Overview
To add these new calendars, you can run the initial setup again at
any time — even if you've already set up your calendar. Go to
Settings
> Initial Setup. Select the new check boxes next to
the new calendars, and then click Save calendars.
Viewing rights for these private calendars are as follows:
Ward Calendar
Bishop Interviews
Viewers and Editors
Bishop, executive secretary
Bishopric first coun- Bishop, bishopric first counselor, bishopric second counselor,
selor interviews
ward executive secretary
Bishopric second
Bishop, bishopric first counselor, bishopric second counselor,
counselor inter-
ward executive secretary
views
When running the setup for a stake, the viewers and editors are as
follows.
Stake Calendar
Stake President
Viewers and Editors
Stake president, executive secretary
interviews
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Calendar Overview
Stake Calendar
Stake presidency
Viewers and Editors
Stake president, stake presidency first counselor, stake pres-
first counselor inter- idency second counselor, stake executive secretary
views
Stake presidency
Stake president, stake presidency first counselor, stake pres-
second counselor
idency second counselor, stake executive secretary
interviews
You can verify the viewers and editors for each of these private
calendars by going to Settings
> Calendars. Click the name of
the new calendars and review the list of callings in the Viewers/Editors section.
Stake selector for out-of-unit leaders: If you are an out-of-unit
leader, you can select the stake whose calendar you want to view
from the Settings
the unit name.
menu. Options for each unit appear below
Building scheduler contact information: By default, the first
building scheduler in the list is the primary contact for a location. If
you don't want the first building scheduler to appear as the contact,
you can select another building scheduler's name. A box appears
around the name you click, indicating that the person is selected as
the primary contact for the building.
Description information in tooltips: When you move your
mouse over an event in the Month view, a description of the event
appears in a tool tip. This helps you see event information even
when the full event is compressed visually because multiple events
are scheduled at the same time.
Unit information on events: When you view the details of an
event, you can see both the person who scheduled the event and
the unit the person belongs to. This is particularly helpful when
you're viewing events by location in the Week view, since this view
allows you to see events outside your ward that take place in
locations you have rights to view.
Auto subscribe options segmented by ward and stake:
Previously, to be notified of new calendars, you had just one autosubscribe option. Now when you go to Settings
> Options,
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Calendar Overview
the options for subscribing to new calendars has been segmented
into two options: Auto subscribe to new ward calendars, and Auto
subscribe to new stake calendars.
Additional detail shown when adding administrators or
building schedulers: When you add administrators (by going to
Settings
> Administrators, or when you add new building
schedulers by going to Settings
> Locations & Rooms), the
lookup lists show the person's unit and street as well as their name.
This additional detail helps you identify the right member when
multiple members have similar names.
Documentation: Documentation for the calendar has been moved
off the wiki to a new help system. The new help system increases
search efficiency, provides print outputs, facilitates translation, and
makes it easier to navigate to the content. You can access the
documentation by going to Settings
> Help.
Continual beta: The calendar test site, https://lds.org/calendarws,
is now a perpetual beta site for testing new releases of the calendar.
Printed Help Materials
Quick Reference Guides
To get started with the calendar, you can print a series of one-page
guides by role. The getting started guides introduce you to the
calendar and provide basic information for each role.
To access the guides, go to Settings
The guides include the following:
> Help in the calendar.
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Calendar Overview
LDS.org Calendar How-to Guide
How-to Guide
For a full PDF of the online help, see the Calendar How-to Guide.
The how-to guide accommodates those who prefer to read through
the help offline or who want a version they can annotate and mark
up.
Getting Help with Calendar
For help with the calendar, you can use the LDSTech Forum to ask
questions, raise concerns, or look for information. To access the
LDSTech Forum, go to https://tech.lds.org/forum. In the LDS.org
Website forum section, click Calendar. You must sign in with your
LDS Account to post a new thread.
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Initial Setup
Initial Setup
LDS.org Calendar How-to Guide
Rights and Roles
The calendar has four main roles associated with it: member, editor,
building scheduler, and administrator.
In general, the member, editor, and administrator roles have
successively increasing levels of rights, meaning that an editor can
perform any tasks a member can do, and an administrator can
perform any tasks an editor can do. The building scheduler role,
however, has a unique set of rights.
Member Role
As a member of your ward or stake with an LDS Account, you can
view the calendar. You are automatically subscribed to all ward and
stake calendars that have already been created. You can change
calendar colors, unsubscribe from calendars, print the calendar, and
sync the calendar with a third-party calendar. You can also create a
new calendar, but the new calendar must be approved by a calendar
administrator before it becomes available.
Editor Role
Calendar editors can add and manage events on a specific calendar.
If you created a calendar (for example, Relief Society calendar), you
are automatically added as an editor for that calendar. As an editor,
you can designate additional editors for your calendar.
If you used the Initial Setup to create calendars for your ward, the
leadership roles appropriate to each calendar were already added.
For example, if you created a bishopric calendar, the bishopric, ward
executive secretary, and ward clerk are automatic editors for the
calendar.
If you think you should be an editor for a calendar but are not,
contact an administrator requesting that he or she make you an
editor for that calendar.
Building Scheduler Role
Stake administrators designate one or more ward building
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schedulers for each location. The building scheduler is responsible
for all events taking place at a location. Building schedulers can do
the following:
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Update the details for any event scheduled in their location.
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Reserve locations for wards at specific, recurring times.
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Block out the location for a specific time, preventing any
calendar editor from scheduling it.
Override any reservations for their locations.
Contrary to what the name might imply, building schedulers cannot
actually schedule events. They can only create reservations, which
are not events. (See "Making Reservations" on page 80 for more
information about the difference.)
No one automatically receives rights as a building scheduler in the
calendar (not even stake administrators or stake building specialists). A stake administrator must manually designate each building
scheduler. A stake administrator can designate himself as a building
scheduler as well.
You cannot assign someone outside your stake to be a building
scheduler, even if the person meets in your stake's location. If two
stakes share the same location, the building scheduler must be
assigned from within the agent stake.
Administrator Role
Ward and stake administrators can approve new calendars. They
can make calendars inactive and remove calendars in cases of
misuse or lack of use. They can also manage events on calendars.
In contrast to ward administrators, stake administrators can also
manage locations and rooms, including designating building
schedulers.
Note that ward administrators have administrative rights for ward
calendars only; stake administrators have administrator rights for
stake calendars only. Rights are not hierarchical from stakes to
wards.
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Members with the following callings are default ward administrators for the calendar:
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Bishop
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Bishopric first counselor
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Bishopric second counselor
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Ward executive secretary
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Ward clerk
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Ward assistant clerk
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Ward assistant clerk, finance
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Ward assistant clerk, membership
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Ward website administrator
Members in the following callings are default stake administrators
for the calendar:
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Stake president
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Stake presidency first counselor
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Stake presidency second counselor
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Stake executive secretary
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Stake clerk
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Stake assistant clerk
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Stake assistant clerk, finance
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Stake assistant clerk, membership
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Stake assistant clerk, technology specialist
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Stake assistant executive secretary
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Initial Setup
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Stake website administrator
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Stake building specialist
(The callings are parallel for branches and districts – just replace
“ward” with “branch” and “stake” with “district.”)
You can add other people as calendar administrators as well.
However, if someone has been added as an administrator (rather
than receiving administrator rights because of his or her calling),
the person cannot see a list of other administrators, nor can he or
she grant administrative rights to others.
To troubleshoot issues with administrative rights, see the topic
"Why Don't I Have Admin Rights?" on page 18.
Settings Menu Options for Each Role
The options that appear in the Settings
role.
Role
menu depend on your
Settings Options
Member
Print, Help, Options, Calendars, Sync, Subscriptions
Calendar Editor
Print, Help, Options, Sync, Calendars, Subscriptions, Initial
Setup, Import Events
Building Scheduler
Print, Help, Options, Sync, Calendars, Subscriptions, Reservations, Initial Setup, Import Events
Ward Admin-
Print, Help, Options, Sync, Calendars, Subscriptions, Initial
istrator
Setup, Import Events
Stake Admin-
Print, Help, Options, Sync, Calendars, Subscriptions, Locations
istrator
& Rooms, Initial Setup, Import Events
Privacy and Available Member Names in the
Calendar
When you try to add a member as a calendar editor or administrator, if the member has selected to make his or her profile private
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Initial Setup
in the directory, the member's name will not appear for you to add
in the calendar. In the United States, Canada, and many other areas,
profiles are public by default. For members in European Union
countries, Mexico, Australia, and other countries, profiles are private
by default to comply with data privacy laws.
Make Your Profile Visible
1. On LDS.org, go to Sign In/Tools > Directory.
2. In the left column, select My Household.
3. Click Edit.
4. Above the Household Information section, select the check
box labeled Allow authenticated members of my stake
[district] to see my household information ... (If this text
doesn't appear, your profile is already visible.)
5. Next to Household Visibility Limit, click Edit and select the
maximum visibility setting for any member of your
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Private - Leadership Only: Only administrators for
your ward and stake can see the information. Administrators include stake presidencies, bishoprics, clerks,
executive secretaries, and website administrators.
Ward: Administrators and ward members can see the
information.
Stake: Administrators, ward members, and stake
members can see the information.
6. Click Save.
Add or Remove Calendar Editors
1. Go to Settings
> Calendars.
2. Click the calendar name.
3. To remove a calendar editor, in the Viewers/Editors section,
click the X in the row of the member you want to remove.
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Initial Setup
4. To add a calendar editor: a. In the lower-right corner, click Add new person.
b. In the By calling box, select whether to add the person
by calling or name. Selecting calling eliminates the need
to update the list of calendar editors when callings
change (assuming your ward clerk keeps the list of
callings updated in MLS).
c. In the Permissions box, select the permissions you
want the member to have:
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View Only: The member can view the calendar.
This is relevant only for private calendars.
View and Edit: The member can view the
calendar and edit events on the calendar.
a. Start typing the member's name, and then select it from
the list that appears.
5. Click Save.
Add or Remove Building Schedulers
1. Go to Settings
> Locations & Rooms.
2. Under the Locations column on the left, select a location.
3. In the main column, under the location name, click Edit.
4. To remove a building scheduler, click the X by the name of the
person who should no longer be a building scheduler.
5. To add a building scheduler, in the Building Schedulers
section, click Add Scheduler and add the name of the
building scheduler for this location. You can add as many
building schedulers as you want.
6. To designate a primary contact from a list of building
schedulers, click one of the building scheduler names. When
you click a name, a red box appears around the name. This
person's contact information will appear for the location.
7. Click Save.
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Initial Setup
See also "Designate a Primary Building Scheduler for a Location" on
page 72.
Add or Remove Administrators
1. Go to Settings
> Administrators.
2. To remove an administrator, click the X at the end of the row
of the administrator you want to remove.
Note: Default administrators are administrators by
virtue of their particular callings; administrator permissions cannot be taken away from them as long as they
have that calling. However, a default administrator can
remove administrators that were designated by calling
or by name.
3. To add a new administrator: a. Click Add New Administrator.
b. Select whether you want to add the administrator by
role or name.
A. Type the name in the list and select the match.
a. Click Add.
Note: Currently the calendar has a bug that occurs when you
try to delete non-default administrators (it returns a 500
error). This will be fixed in an upcoming release.
Why Don't I Have Admin Rights?
If your calling falls within one of the default administrator roles, but
you don't have administrative rights in the calendar, the following
reasons may explain your lack of rights.
Reason 1: You're signed in with the wrong LDS Account.
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If you share your computer with your spouse or someone else, you
might be signed in with the wrong LDS Account. Your administrative rights depend on your LDS Account information, so try
signing out and back in with the right LDS Account.
Reason 2: Your calling in MLS is a custom calling.
Make sure your calling in Member and Leader Services (MLS) is
listed as a standard calling and not a custom calling. For example,
"ward technology specialist" is a custom calling and does not
include default administrative rights for the calendar.
Determining what is a standard and custom calling in MLS can be a
bit tricky. Many times you may think your calling is entered as a
standard calling, when in fact it's a custom calling. In MLS, standard
positions are indicated by a star icon. To verify that your position is
entered as a standard position, it's easiest to remove and then readd your position.
To remove and re-add your position in MLS:
1. Sign in to MLS.
2. Click Organizations.
3. Click the appropriate leadership group, such as Bishopric.
4. Next to the calling you want to remove, click Remove, and
then click Yes.
5. Click Add Position in the upper-right corner.
6. Click Select.
7. In the dialog box, choose a calling that has a star icon next to
it. The star icon indicates a standard calling. A red dot
indicates a custom calling. Standard positions have a star icon
next to them. If you don't have admin rights, make sure you
have a star next to your position in MLS.
8. Click OK.
After making this update, click Send/Receive in the lower-right
corner to update the calling in the Church member and leader
databases. Allow time for the update to process (an hour) before
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checking back with the calendar to see if you now have default
administrator rights.
If you have administrator access in MLS, you can also check your
position by doing the following:
1. Sign in to MLS.
2. Click the Organizations pane.
3. Under Reports/Tools, click Custom Positions Review.
4. If you can find the member with issues here, you know he or
she has a custom position.
5. Click Find nearest match. You can also click Show All to see
all standard callings.
6. Select the correct standard position from the list, and then
click OK.
7. In the confirm position dialog, click Save.
If you have access to the Church Directory of Organizations and
Leaders (CDOL), you can also sign in and verify your calling there.
Access to CDOL is limited to ward or stake leaders and above. You
can access CDOL online by going to cdol.lds.org.
Reason 3: Your administrator role pertains to a stake, not a
ward.
Administrator rights are not hierarchical from stake to ward.
Administrators for stake calendars do not have administrative rights
for ward calendars, and administrators for ward calendars do not
have administrative rights for stake calendars.
If you don't have administrative rights, yet you have one of the
default administrator callings, make sure you aren't trying to
manage a stake calendar when you have only ward administrator
rights. Similarly, make sure you aren't trying to manage a ward
calendar when you have only stake administrative rights.
Reason 4: You're an out-of-unit leader.
Out-of-unit leaders do not have any administrative rights for
calendars, even if they are serving in one of the above roles. For
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example, suppose you're an out-of-unit bishop serving in a BYU
ward. You will not have administrative rights to the BYU ward
calendar.
As a workaround, if you're an out-of-unit leader, you can call
someone in your ward or stake to manage the calendar.
Reason 5: A leadership database has the wrong information.
If reasons 1 through 4 don't explain the problem, there may be
something wrong in a records database. You need to gather some
information about your log-in and send it to Local Unit Support. Go
to https://lds.org/header. Copy the information shown and include
it in an e-mail message that you send to Local Unit Support.
If none of these methods works, contact Local Unit Support at
https://tech.lds.org/wiki/Local_Unit_Support. They will help
troubleshoot the problem. There may be a problem with your LDS
Account.
Setting Up the Calendar
If you're setting up the calendar for the first time, follow these
general steps:
1. Set Up Locations Based on the Places Members Can Meet
for Events
Stake calendar administrators manage the location information.
Much of the location information will appear in your calendar by
default (based on facilities information), but stake administrators
need to ensure the locations are correctly named and have the right
rooms. Stake administrators may want to add equipment at each
location as well. See "Set Up Locations, Rooms, and Equipment" on
page 68 for more information.
2. Designate Building Schedulers for Each Location
Building schedulers are members who oversee the schedules taking
place in their assigned building. Only building schedulers can create
scheduling rules that define which units can schedule the buildings.
Stake administrators do not have building scheduler rights by
default unless they designate themselves as building schedulers.
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See "Add or Remove Building Schedulers" on page 17 for more
information.
3. Define Restrictions for Unit Scheduling
Most stakes have rules about which ward can schedule the cultural
hall and other locations on specific weekday evenings. Building
schedulers can enforce these schedule rules by creating “reservations” in the calendar. Building schedulers should create these
reservations for each ward before opening the calendar to the ward
for use. Making unit reservations helps prevent scheduling conflicts.
See "Reserve a Location" on page 80 for more information.
4. Create All the Calendars You Need
Now you’re ready to create the calendars you need in your ward.
Remember the calendar offers not just one calendar, but as many
calendars as you want. You can create a calendar for each organization, quorum, or group. You can even create a calendar for
missionary meals or chapel cleaning assignments. Let organization
leaders know they can have calendars for their own needs. These
calendars can be public or private (for example, a bishopric
interview calendar might be one to keep private). See "Mass-create
New Calendars" on the next pagefor more information.
5. Import Events from the Classic Calendar or from a ThirdParty Calendar
If you’ve entered a lot of events on the classic calendar, now is the
time to import them into the new calendar. You can import them by
going to Settings > Import Events. Events from the classic
calendar will appear, and you can select which calendars you want
to transfer them to. See "Import Events from Another Calendar" on
the next pagefor more information.
6. Associate Locations with Each of Your Events
The new calendar allows you to associate locations with events, so
that rather than just indicating the location of an event, you can
actually schedule it. No two events can take place simultaneously at
the same place at the same location. The first calendar editor to
schedule it gets priority — unless a reservation set by the building
scheduler prevents the editor from scheduling it. See "Edit Events"
on page 57 for more information.
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Initial Setup
7. Train Your Organization Leaders
In leadership meetings, communicate to organization leaders that
they have a calendar for their organization and can add and edit
events on their calendar. Invite other groups to create calendars as
needed. See the "Calendar Help" on page 2 for helpful guides you
can distribute.
Mass-create New Calendars
1. Go to Settings
> Initial Setup.
2. Select the check boxes next to the calendars you want to
create.
3. Click Add new calendar to create additional calendars not
already listed.
Note: If you're creating stake calendars, include the
word "stake" before the calendar. Otherwise users may
not be able to distinguish stake calendars from ward
calendars.
4. Click Save calendars.
The new calendars appear under the Subscribed Calendars section
of your calendar.
Import Events from Another Calendar
1. Go to Settings
> Import Events.
2. If you're importing events from the Classic calendar, the
events should already appear in the iCal events column.
3. If you're importing events from Google calendar, export the
events from the Google calendar as an iCal file by following
these steps:
a. In Google Calendar, in the left sidebar, click the dropdown arrow next to My calendars and select Settings
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Initial Setup
.
b. Click Export calendars.
c. Expand the zip file that downloads and drag out the
ICS files to a convenient location.
d. In the LDS.org calendar, click Import iCal Files and
select the ICS file you downloaded previously. Then click
Import. The imported files appear with check boxes you
can select in the left column.
4. In the iCal events column, select the check boxes of the events
you want to import.
5. In the New Calendars column, select the calendar you want to
import the events into.
6. Click Move to new calendar.
7. Repeat steps 4-6 for your remaining events, importing them
into your other calendars.
8. Click Import Events.
Turn Off the Classic Calendar
Stake web administrators can turn off the classic calendar and
directory so that members aren't confused about which calendar
and directory the stake is using. After you deactivate the classic
calendar or directory, members who try to navigate to the classic
calendar or directory will be automatically redirected to the new
calendar or directory.
Deactivating the classic calendar and directory can only be done at
the stake level. The deactivation of the classic calendar at the stake
level will propagate to all units within the stake.
1. Go to the classic stake and ward website at ward.lds.org.
2. Sign in with your LDS Account.
3. On the stake home page, in the left-hand navigation, click
Administrator Options.
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4. Click Use New Calendar/Directory. An options page
appears with options to deactivate the classic calendar or
directory.
5. Select the following as desired:
l
Deactivate Classic Calendar
l
Deactivate Classic Directory
6. Click Save Changes.
Stake members who navigate to the classic calendar or directory
will be redirected to the new calendar or directory.
Creating Calendars
Regardless of your calling, you can create a calendar to schedule
and manage events for your organization. For example, you could
create a Missionary calendar, Scouts calendar, Relief Society
calendar, a Chapel Cleaning calendar, and many more. Each
calendar appears in a different color (which you can select) in the
sidebar. Events for the calendar correspond to the calendar's color.
Calendars appear in unique colors listed in the Subscribed Calendars section in
your sidebar. Events for the calendar match the calendar's color.
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Regular members themselves can create calendars as needed. A
calendar administrator needs only to approve the calendar for it to
become available to all members.
Stake Versus Ward Calendars
In creating a calendar, you can choose whether the whole stake sees
your calendar, or just your own ward. Stake calendars are visible by
all members of the stake, whereas ward calendars are visible only
by members of your ward. Generally, you create a stake calendar
when the events or information are applicable to all members of the
stake.
Private Calendars
You can choose to make your calendars private. You may want to
keep your calendar private, for example, if the events include the
bishop's appointments, personal priesthood interviews, or families
you are visiting as a presidency. When you make your calendar
private, you must select the viewers who can see the calendar's
events. Note the following about private calendars:
l
l
l
Members can see event blocks for private calendars on the
calendar, but they cannot see the name or details of any
private calendar events.
Administrators can see the editors and viewers for the
calendar. However, to view, add, or manage the events on the
calendar, administrators must be added as an editor or
viewer. This security restriction ensures the privacy of the
calendar.
Private calendars are intended for Church use, not for
personal family calendars.
As with other calendars, if the person creating the calendar is not
already an administrator, private calendars are sent to administrators for approval.
Calendar Approval
Although anyone can create a calendar, a calendar administrator
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Initial Setup
must approve the calendar before it becomes available to members.
Approval rights for stake and ward calendars are not hierarchical
between stakes and wards. Ward calendars must be approved by
ward administrators; stake calendars must be approved by stake
administrators.
Additionally, stake administrators cannot change ward calendar
names or events. The only additional rights that stake administrators have (which ward administrators do not) is the ability to set
up and manage locations.
Stake-Sponsored Ward Calendars
Some calendars are created by the stake but are relevant only to
specific wards. For example, cannery assignments, welfare assignments, ward conferences, and temple cleaning assignments are
usually managed by the stake but are specific to individual wards.
To create a stake-sponsored ward calendar, you have two options:
l
l
Stake calendar administrators can give ward calendar administrators dates for the events. The ward calendar administrator
can then create a calendar and add events according to the
dates relayed by the stake calendar administrator.
Stake calendar administrators can create a stake calendar.
With each event, the stake administrator can note the ward
associated with the event. Individual wards can then view the
ward's initials on the event to determine whether the event is
relevant to their ward.
Note: It's not possible for a stake administrator to create a
calendar that only a specific ward sees.
Create Calendars
1. Go to Settings
> Calendars.
2. In the upper-right corner, click Create Calendar.
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Initial Setup
3. Complete the Name and Description fields for your
calendar.
4. In the "Who can see this calendar" drop-down box, select the
visibility for your calendar:
l
l
Entire ward / Entire unit. If the calendar is a ward
calendar, everyone in the ward can view it. If it's a stake
calendar, everyone in the stake can view it.
Private. If you select Private, no one can view the
calendar unless he or she is added as an editor or
viewer for the calendar. If you select Private, you must
add viewers in the Viewers/Editors section near the
bottom of this screen.
5. In the "This calendar is for" section, select whether the
calendar is for your ward or stake. Ward calendars are visible
to members in your ward; stake calendars are visible to
members in your stake.
l
l
Click Add new person in the lower-right corner and
add the names of those who you would like to add as
editors for your calendar. You can add editors by name
or by calling. Start typing a name or calling to see
matches, and then make a selection from the names or
callings that appear.
Click Add or press Enter after selecting a name.
6. To allow other people to add and manage events on your
calendar:
7. Click Save.
After you create a calendar, its status is Pending Approval. An
administrator must approve your calendar before it becomes active.
Calendar administrators receive an e-mail letting them know a new
calendar is pending. When an administrator approves your
calendar, you will receive an e-mail notifying you that the calendar
is ready to use.
To see a list of default administrators by their Church calling, see
"Rights and Roles" on page 12. If you're already an administrator,
the calendars you create are automatically approved (as long as the
calendar falls within your administrative domain).
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Initial Setup
Approve Calendars
1. Go to Settings
> Calendars. The New Calendars section
shows all calendars waiting for approval. Only calendars that
you have authority to approve appear available for you to
approve or deny.
2. In the New Calendars (Waiting for approval) section, select
one of the following:
l
l
Approve: The approved calendar will appear in the list
of Subscribed Calendars for members of your ward or
stake.
Deny: The denied calendar will be removed from the
list.
Whether you approve or deny the calendar, the person who created
the calendar is notified by e-mail.
Rename Calendars
1. Go to Settings
> Calendars.
2. In the name column, click the name of the calendar you want
to change.
3. Update the calendar's name, description, and other settings as
desired.
4. Click Save.
Note: If you save changes to a calendar pending approval, the
calendar's status will change to approved.
Delete Calendars
Administrators can remove calendars as needed. Editors can
remove calendars for which they have edit rights.
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Initial Setup
1. Go to Settings
> Calendars.
2. The Status column shows whether the calendar is active or
inactive. Do one of the following:
l
l
To deactivate the calendar, click Active. Deactivating a
calendar allows you to reactivate it at another time
To delete the calendar, click the X at the end of the row.
Deleting a calendar moves the calendar to the Deleted
Calendars section, where it is deleted after 30 days. You
can restore a calendar before the 30-day period expires.
Troubleshoot Calendar Creation
I changed "this calendar is for" from Ward to Stake. Now
our calendar has disappeared. How do I get it back?
When you select "Stake" in "This calendar is for:", you are submitting that calendar to stake administrators for approval. It will not
be available until a stake administrator approves it. Once it is
approved you can, as the calendar creator/editor, go back into
that calendar and change it back to "Ward," and it will be as it was
before. But until a stake administrator takes action, the calendar is
unavailable.
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Agenda, Month, and Week
Views
The calendar has three main views into the events: Agenda, Month,
and Week. Additionally, you can show or hide events on various
calendars and locations by selecting or clearing check boxes in the
Subscribed Calendars and Locations sections in the sidebar.
Agenda, Month, and Week views of the calendar.
You can use the back or forward buttons above the mini-calendar
(upper-left corner) to navigate to another month. Then just click on
a day in the mini calendar to update the main view with that date.
If you have navigated to another week or month, click Today to
return to the current week or month. Note that you cannot restrict
the calendar to a day-view only, nor can you specify when the day
starts or ends. Today shows the current month or week, not the
current day.
Agenda, Month, and Week Views
Agenda View
The Agenda view shows events in a consolidated list format for the
entire month. This view provides a more compact view of the events
scheduled for the month, omitting days when there aren't any
events. For all-day events, you see a gray arrow rather than the
time.
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The Agenda view shows events in a consolidated list format.
Month View
The Month view excludes reservations and shows only events for
your Subscribed Calendars. The Month view styles the events differently as well. All-day events appear as a solid block of color at the
top of the calendar day. Additionally, rather than appearing side by
side, events in the month view are stacked on top of each other.
The Month view shows all events for the month, styled in a wall calendar type
format.
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Week View
The Week view shows events similar to the above views, but for the
duration of a week. Events appear side by side.
The Week view shows two additional types of items: reservations and unsubscribed calendar events.
Additionally, the Week view includes two other types of items not
shown in the other views:
l
l
Reservations. Reservations look like events but have a white
rather than color fill. Reservations hold rooms or locations
available for specific wards and stakes according to rules set
by the building scheduler. Think of reservations more like
“facility holds” rather than actual events. The ward or stake
chooses whether they want to schedule an actual event in that
location during their reserved time. See "Making Reservations" on page 80 for more information.
Unsubscribed calendar events. The Week view also shows
events taking place throughout your stake at the locations you
can view, even if the event belongs to a calendar you aren't
subscribed to. This all-encompassing view allows you to see
events taking place at every location in your stake. As a result,
you will probably see more events in the Week view than you
do in the Month view. See "Agenda, Month, and Week Views"
on page 32 for more information.
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Subscribed Calendars and
Locations
The calendar has two sections in the sidebar: Subscribed Calendars
and Locations. Subscribed Calendars shows you all the calendars for
your ward and stake that you’re subscribed to.
When someone creates a ward or stake calendar, the calendar
automatically appears in every member's Subscribed Calendars
section. This visibility allows members to see all events for their
ward and stake without having to manually subscribe to the
calendars.
You can select the check boxes next to the calendars you want to
see, or click the arrow next to the calendars and unsubscribe from a
calendar entirely.
Your ward or stake may have a large number of calendars, but
usually only a small subset of those events are related to any particular member. For example, if you're an elder with small children, the
Elders Quorum and Primary calendars may be relevant to you, but
perhaps other calendars not so much. By selecting or clearing the
check boxes in the Subscribed Calendars section, you can limit the
view of events to only those that matter to you.
The calendars are sorted in alphabetical order, listing ward
calendars first and then stake calendars second. You cannot change
the order, but you can change the calendar color. Changing the
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calendar color changes the color for your view only, not for the
whole ward or stake.
Note: There isn't a visual indicator separating ward and stake
calendars, so it might be helpful if stake administrators add
the word "Stake" in front of each stake calendar. Additionally,
if you're an out-of-unit leader, the calendars from the two
wards and stakes are mixed together without any distinction.
Hence, you may see calendars with duplicate names. This
display will be improved in an upcoming release.
Locations
In the same way that you can turn calendars on or off to view
events on that calendar, you can turn locations on or off to view
events at specific locations. Locations include meetinghouses,
pavilions, ball fields, or other distinct places where members gather
for events.
In the Week view, when you select a location, all ward events
(throughout your stake) taking place at that location appear. You
can click the event to see details about the event’s calendar editor
and unit.
Using the Locations feature (in the Week view) is the only way to
view calendar events for other wards. If the events on calendars
outside your ward do not include a location, you cannot view the
events at all.
E-mail Notifications for Calendars
You receive e-mail notifications when new ward or stake calendars
are approved and when a calendar editor decides to send an e-mail
reminder about an event from one of your subscribed calendars.
The e-mail used for all calendar notifications is the e-mail address
listed in your LDS Account. You can control e-mail notifications on
both a global and calendar-specific level.
Change the Color of Icons
Each calendar and location has its own color icon. You can change
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Calendar Views
these colors. The changes affect your view only, not the entire ward
or stake's view.
1. On the main calendar view, click the down arrow next to the
calendar or location.
2. Select the new color square.
Set International Display Options
You can set international display options for the calendar. Specifically, you can choose to use a 24-hour clock and have Monday
appear as the first day of the week (rather than Sunday).
1. Go to Settings
> Options.
2. Select one or more of the following:
l
Make Monday the first day of the week
l
Use a 24-hour clock
Manage Subscribed Calendars
You can hide or unsubscribe from calendars that appear in the
Subscribed Calendars section in your sidebar. Changing the
Subscribed Calendars section changes your view only and does not
affect the calendars that appear for the rest of the ward or stake. To
change the list of subscribed calendars that appear, do the
following:
l
l
l
To temporarily hide a calendar, select or clear the check box
next to the calendar.
To remove the calendar from the Subscribed Calendars list,
click the arrow next to the calendar and select Unsubscribe.
To manage subscriptions for all your calendars, go to
Settings
> Subscriptions. (Or click the arrow next to a
calendar and select Calendar Settings.) On the Subscriptions
page, you can subscribe or unsubscribe from calendars as
well as select e-mail preferences for each calendar.
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Note: If you plan to sync your LDS.org calendar with a thirdparty calendar, and you want to sync only a subset of
calendars rather than all your calendars, you must
unsubscribe from the calendars you don't want to sync prior
to syncing your calendar. See "Syncing with Third-Party
Calendars" on page 45 for more information.
View Events by Location
1. Under Subscribed Calendars, click Hide all calendars to hide
the calendars from view. This will declutter the calendar so
you can better see what events are taking place at each
location. (Note: If you have a large number of calendars,
performance issues may slow the responsiveness of the check
boxes, so wait a few seconds for the calendar to process the
update.)
2. Click Week near the top of the calendar to switch to the Week
view. (The Month view does not show reservations, nor does it
show events for calendars not listed in your Subscribed
Calendars list.)
3. In the sidebar, under Locations, select a check box next to the
location whose events you want to see.
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The Locations section allows you to see all events and reservations taking place at that location. On the calendar, events
appear in light gray; reservations appear in white.
4. Click the event or reservation to see the details. The event
includes contact information for the calendar editor who
scheduled the event.
Note: If you don't see the right locations in your sidebar
(under Locations), a stake administrator needs to add the
location to your unit. See "Specify Locations Units Can
Reserve" on page 70 for more details.
If events don't have an associated location, and the events are in a
ward you don't belong to, you will not see the event, regardless of
your role.
View the Calendar on Mobile Devices
You can view your LDS.org calendar on Apple and Android
platforms through LDS Tools. Search for LDS Tools in your device's
application store. Support for other platforms, such as Palm,
BlackBerry, and Windows Mobile, is in development.
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Calendar Views
One limitation with viewing the calendar through LDS Tools is that
you can't see the events integrated with other events on your
personal calendar. The LDS Tools calendar simply shows the
LDS.org calendar. To view LDS.org calendar events integrated with
your personal calendar events, you must sync the LDS.org calendar
to your personal calendar. See "Syncing with Third-Party Calendars"
on page 45 for more information.
Printing the Calendar
You can print the calendar in a week or month view. You can also
control the title of the page, text size, and other options. The
printout will reflect the calendars you have selected in the
Subscribed Calendars section.
1. In the Subscribed Calendars section, select the check boxes
next to the calendars you want included in the printout.
2. Go to Settings
> Print.
3. Select your print options. The options include the following:
Title, Font Size, Month, Black & White, Page Setup, Add
Margins.
Note that some of these options are hidden until you click
Advanced options.
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4. To download a PDF of the calendar, click Download PDF.
5. To print the calendar, click Print. The print preview shows you
what the calendar will look like when printed.
6. Click Print.
7. Choose your printer options, and then click Print.
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E-mail and Sync
Managing E-mail Notifications
You receive e-mail notifications when calendar editors choose to
send broadcast e-mails about events, and when new calendars are
available. Administrators also receive notifications when there are
new calendars to approve. The e-mail address the calendar uses is
the e-mail address listed in your LDS.org directory profile.
You can control e-mail notifications both at a global and calendarspecific level. You can decide not only whether you want to receive
e-mail reminders for new calendars, but also which calendars you
want to receive e-mail notifications about.
For example, you can turn off e-mail notifications for the Young
Women calendars but still receive e-mail notifications for the
High Priests calendar. If you don't want to receive any e-mail notifications at all, you can turn off e-mail notifications globally.
You manage your e-mail notifications globally at Settings
>
Options, and you manage calendar-specific e-mail notifications at
Settings
> Subscriptions.
Manage Global E-mail Notifications
1. Go to Settings
> Options.
2. Select the following options as desired:
Subscription
& Notification
Options
Description
Auto subscribe
When someone creates a new ward calendar, the calendar
to new ward
will automatically appear in your list of Subscribed
calendars
Calendars. If you clear this check box, newly added
calendars will not appear in your list of Subscribed
Calendars. You will not know about new calendars unless
you go to Settings > Subscriptions and look for calendars
with a status of Unsubscribed.
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E-mail and Sync
Subscription
& Notification
Options
Description
Auto subscribe
Same as above, but with stake calendars rather than ward
to new stake
calendars.
calendars
Send me email
Receive an e-mail notification when new calendars are
notifications
added. If you clear this check box, you will still be
about new
subscribed to new calendars, but you will not receive e-
calendars
mail notifications about them.
Allow email
Receive e-mail notifications when calendar editors decide
reminders for
to send broadcast e-mail reminders to calendar
calendar events
subscribers about events.
Manage E-mail Notifications for Specific
Calendars
1. Go to Settings
> Subscriptions.
2. As desired, select the Allow email reminders for calendar
events check boxes in the Notifications column for each
calendar.
Note: These notifications inform you about new
calendars. There's no way to always receive an e-mail
whenever a calendar editor adds or modifies an event.
The calendar editor must choose to send an e-mail
notification to all calendar subscribers.
Change Your E-mail Address
1. Sign in to the LDS.org Directory by going to LDS.org and
selecting Sign In/Tools > Directory.
2. In the left column, click My Household.
3. At the top of your profile, click Edit.
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4. Next to your e-mail address, click Change.
5. In the e-mail address field, make your changes, and then click
Save.
Syncing with Third-Party
Calendars
You can sync your LDS calendar with Microsoft Outlook, Google
Calendar, and other calendar applications that support the iCal
format. As events are added to your LDS calendar, the events will be
synchronized with your third-party calendar to keep it updated.
The sync from LDS.org calendar to other calendars is a one-way sync.
Events that you create or modify in your third-party calendar will not update
your LDS calendar.
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Which Calendars Sync
When you sync your LDS calendar to a third-party calendar, all your
calendars sync, even if you leave some of the check boxes in
Subscribed Calendars unselected. To sync a subset of calendars, first
unsubscribe from the calendars you don't want to sync, and then
sync your calendar with a third-party calendar.
You can unsubscribe from calendars by clicking the arrow next to
the calendar and selecting Unsubscribe. See "Agenda, Month, and
Week Views" on page 32 for more information on unsubscribing
from calendars.
With Google, the synced calendar appears under the Other Calendars section
in Google Calendar.
Sync URLs and Privacy
The URLs on the Sync page provide a key that will subscribe your
third-party calendar to all your Church calendars. Because some of
your calendars may contain sensitive information and reflect your
own personal calendar subscriptions, do not share the URLs with
anyone else. The sync URLs should be treated like a password.
Sync Intervals
The interval rate at which the calendar syncs depends on the thirdparty calendar application. For example, on the Mac, you can
manually set the sync refresh rate. With Google, their calendar
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syncs according to their own unpublished refresh rate.
Regardless of the rate, the LDS.org calendar will not process more
than one refresh every nine minutes, so if you do have the ability to
set the refresh rate, do not set it to refresh more quickly than nine
minutes.
Note that this one-sync-per-nine-minute rule applies only to
calendars using the sync URL, and does not refer to how many
times you can access the calendar on LDS.org directly.
Sync with Google Calendar on Your Computer
1. From within the Church calendar, go to Settings
> Sync.
2. Click Google Calendar.
3. Copy the URL that appears.
Note: If you are resyncing your device, or
troubleshooting a problem with sync, click Generate
new sync URLs in the upper-right corner to create a
new sync URL.
4. Go to Google Calendar.
5. In the sidebar, click the down arrow next to Other Calendars,
click Add By URL, and then insert the URL in this field. (Do
not select the check box that says, "Make the calendar publicly
accessible.")
6. Click Add Calendar. The calendar now appears in your Other
Calendars list.
7. To change the calendar name, in the Other Calendars section
in Google, click the drop-down arrow next to the calendar and
select Calendar Settings. Then change the name of the
calendar in the Calendar Name field and click Save.
You can toggle the calendar on or off by clicking the calendar name
in the left column.
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Sync with Google Calendar on the iPhone
By default only your primary Google calendar will be synced to your
iPhone. To sync your LDS.org calendar with your iPhone's calendar: 1. Complete the steps in the previous task, "Sync with Google
Calendar on the Desktop."
2. Go to the Google calendar Sync Settings page: https://www.google.com/calendar/iphoneselect. (Google Apps users can
go to https://www.google.com/calendar/hosted/<your_
domain> /iphoneselect, replacing <your_domain> with your
actual domain name.) Your LDS.org calendar appears under
Shared Calendars.
3. Select the check box next to your LDS.org calendar, and then
click Save. The selected calendars will display on your device
at the time of the next sync.
To refresh your iPhone calendar to show the new calendar:
1. Open the calendar app on your iPhone.
2. Click Calendars in the upper-left corner.
3. Clear the check mark next to All Gmail.
4. Click Done.
5. Click Calendars again. The new Church calendar appears.
6. Select All Gmail or just the calendars you want to sync.
7. Click Done.
Sync with Apple Calendar
Note: These instructions apply to the Mountain Lion
operating system.
1. From within the Church calendar, go to Settings
> Sync.
2. Click Apple iCal.
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3. Copy the URL that appears.
4. In Apple Calendar, go to File > New Calendar Subscription.
5. Insert the URL into the given field.
6. Click Subscribe.
Sync with Microsoft Outlook
1. From within the LDS.org calendar, go to Settings
> Sync.
2. Click Microsoft Outlook.
3. Copy the URL that appears in the Microsoft Outlook section.
4. Start Microsoft Outlook.
5. Go to the Calendar by clicking the Calendar accordion tab.
6. With the Home tab selected, in the Manage Calendars
group, click Open Calendar and select From Internet.
7. Insert the URL you copied earlier into the New Internet
Calendar Subscription dialog box's field, and then click OK.
The LDS.org calendar appears as another calendar in your
Other Calendars section.
8. To rename the calendar, right-click the calendar and select
Rename.
Export the Calendar as an iCal File
1. From within the Church calendar, go to Settings
> Sync.
2. Click Google Calendar.
3. Copy the URL that appears.
4. Paste the URL into your browser's address bar.
5. Press the Enter key.
Some browsers will prompt you to save, in which case you should
save the file with a .ics extension
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E-mail and Sync
Other browsers will simply save the file on your computer, and you
can view the downloaded files in your browser to find the saved file.
Note: There isn't an export function for the calendar to create
a spreadsheet of the year’s events, but this is planned for a
future release.
Troubleshooting Google Sync Issues
Google has its own algorithms for updating events from a sync URL
from any source. We cannot guarantee any specific frequency of
event updates, but generally when having problems it is best to
follow the instructions here. These steps prompt Google Calendar to
do a fresh setup and sync of the calendar. If Google Sync is not
working for you, try the following:
1. Delete any existing LDS.org calendar sync feeds from Google
Calendar by doing the following:
a. In Google Calendar, click the down arrow next to Other
Calendars in the sidebar.
b. Click Settings
.
c. In the Other Calendars section, click Unsubscribe next
to the Church calendar you previously sync'd.
2. Sign in to the LDS.org calendar.
3. Go to Settings
subtab.
> Sync and select the Google Calendar
4. Click the Generate new sync URLs button in the upper-right
and confirm the selection. You will be immediately assigned a
new unique URL. Your old URL will no longer work.
5. Copy your new URL.
6. Go to Google Calendar.
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7. In the sidebar, click the down arrow next to Other Calendars,
click Add By Url, and then insert the new sync URL in this
field.
8. Click Add Calendar. Your events should now appear in
Google Calendar.
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About Event Scheduling
Anyone who is a calendar editor can schedule events on calendars
for which he or she has rights. There is no need to push events
through a single person to schedule an event.
You don't need to schedule all events through a single calendar editor. You can
entitle anyone who needs to update the calendar with publishing rights.
If your event doesn't fit on any specific calendar (such as a funeral
or wedding), contact a calendar administrator (such as a clerk,
executive secretary, or website administrator) with the request. The
event can be added to an appropriate calendar. See "Scheduling
Funerals, Weddings, Family Reunions, and Other Private Events" on
the next page for more information.
Determining Calendar Publishing Rights
Calendar editors have rights to schedule events on calendars for
which they have rights. Administrators can schedule events on any
calendar.
If you're not sure which calendars you can publish events to, go to
Settings
and select Calendars. All calendars you can edit and
publish events to appear here. If no calendars appear, you cannot
publish events to the calendar. Contact a calendar editor or administrator and ask to be added as an editor to the appropriate calendar.
Rules that Prevent Double-Booking
When you schedule events, the calendar will not allow two different
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groups to schedule the same room at the same time. Prohibiting
double-booking helps prevent room conflicts.
For example, two different groups (Group A and Group B) cannot
book the Primary room on Saturday at 10 a.m. Group A might book
the Primary room at 10 a.m., and Group B might book the Relief
Society room at 10 a.m., but they cannot book the same room at the
same time.
Limitation with Publishing the Same Event to
Multiple Calendars
When you schedule an event, you must select a single calendar for
the event. You can't publish the same event to multiple calendars at
the same time. For example, if you have a Young Men and a Young
Women calendar and you want to publish an activity for both
groups, you would need to create two separate events, one for each
calendar. Or you could create a YM/YW Combined calendar and
publish the event there.
Scheduling Funerals, Weddings, Family
Reunions, and Other Private Events
If you're not a calendar editor but need to schedule a meetinghouse
for a funeral, wedding, family reunion, or other private event,
contact a calendar editor to schedule the building.
For example, you might contact the ward or stake executive
secretary (who is a default calendar administrator and interfaces
with the bishop or stake president) with the request, and the
executive secretary will schedule the event on the appropriate ward
calendar.
Tip: You can find your executive secretary through the
directory on LDS.org by going to Sign in/Tools > Directory
and then clicking Ward Leaders in the sidebar.
Unless your ward or stake prefers to involve the building scheduler
in event scheduling, recognize that building schedulers are not
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calendar editors nor calendar administrators, and they cannot
schedule events. Building schedulers can create reservations, but a
reservation does not reserve the location for a specific group, nor is
a reservation an event (see "Making Reservations" on page 80 for
more details).
A reservation only prevents other wards from scheduling the
location during a specific time; it does not prevent other groups
within the ward from scheduling the location. The building
scheduler's role is mainly to arbitrate location conflicts between
wards, not to schedule events for wards.
When you schedule an event, you can select a location for the event.
This is the typical way that rooms are held for specific groups at
specific times.
Scheduling Events
Check Location Availability
Before you schedule an event that includes a location, room, or
equipment, it's helpful to know whether the resource is already
scheduled by another group.
1. Click Week to switch to the Week view. (The month view does
not show events on calendars you aren't subscribed to (such
as calendar in other wards), nor does it show reservations.
2. From the main calendar view, in the Locations section, select
the location. You cannot select rooms or equipment—you can
select only the location that contains the rooms and
equipment. To select just one location, click Hide all
locations below the locations. Then select the location you
want to view.
3. Note the location's icon color.
4. Look at the desired date on your calendar. If any other ward
or stake group has scheduled the location (or rooms or
equipment for that location) on that date, an event will appear
on that date with the same location icon.
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5. Click the event to view the details. In the dialog box, you can
see the location with any rooms and equipment that are
scheduled. You can also see the calendar and unit the event
applies to.
Schedule Events
1. If you're in the Month view, switch to the Week view by
clicking Week at the top of the calendar. (The week view
allows you to select a specific time when creating events,
rather than entering it manually.)
2. Click and drag the time span on the calendar where you want
to add an event. A New Event dialog box appears with the
time span you selected automatically specified in the When
field.
3. Click Add event details & location.
4. In the Event Details column, do the following:
a. Select the calendar for the event. All calendars you have
rights to publish events to appear in the Calendar dropdown box.
b. Type a description of the event in the Description box.
If you have a flier to attach, you can link to it, but you
will have to upload the flier somewhere else. The description field does not accept HTML. For long links, use a
URL shortener, such as tinyurl.com or bit.ly.
c. As needed, adjust the start and end times of the event. If
the event spans an entire day, select All day event.
d. If the event is recurring, select This event repeats.
Then select the repeating event pattern on the right
under Repeating. If you need to create exceptions to
repeating events, first create and save the repeating
event. Later, after you finish creating the event, click the
event date where you want to add an exception.
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5. In the Where column, do the following:
a. Select the location where the event takes place. You can
schedule events only at locations your unit has rights to
schedule.
b. After selecting a location, select the rooms and
equipment you want to use within that location (if the
location has individual rooms you can schedule). Clear
the Schedule entire location check box, and then
select the rooms you want to schedule. Hold down the
Ctrl key (Cmd key on a Mac) to select multiple rooms.
c. To specify time at the location for setup and cleanup,
select the time in the Setup and Cleanup drop-down
boxes. This will schedule the location for this additional
time in a way that does not confuse members about the
actual start and end time of the event.
6. Click Create Event.
The calendar checks to see if other events are taking place at the
same time using the same location. If another unit has already
scheduled the location or room you selected at the same time, or if
a building scheduler has reserved the location for another unit at
the same time, you cannot save the event. If this is the case, you will
see the conflicting event as well as the building scheduler's contact
information.
Edit Events
The following roles can change or remove events: Calendar editors
can change events on any calendars for which they have been
added as an editor; ward administrators can change events on any
ward calendar; stake administrators can change events on any stake
calendar; building schedulers can change events taking place in
their assigned locations.
1. Click the event.
2. Make your changes as desired.
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3. Do one of the following:
l
To save your changes to the event, click Update Event.
l
To remove the event, click Delete Event.
4. If the event is a repeating event, you're asked how you want
the series changed:
l
Only this event. Changes only the event you're editing.
l
Entire series. Changes the entire repeating series.
l
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All following events. Changes the event you're editing
and all that follow.
Cancel changes. Closes the dialog box.
5. In the event details window, click Edit event details &
location.
Note: If you change an event that others expect to take place,
consider sending a broadcast e-mail to all those subscribed to
the calendar letting them know that the event changed.
Otherwise, members will not know the event has changed.
Send E-mail Notifications about Events
You can send e-mail notifications about events at the time you're
scheduling an event or at a later time. Notifications are sent to
anyone who subscribes to the calendar.
1. Schedule an event or edit an existing event.
2. Do one of the following:
l
l
To send the e-mail notification immediately, select Now
and then either create or update the event.
To send the e-mail notification later, select Later and
then select the time before the event that you want the
e-mail notification sent.
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3. Select the Send an email about this event check box.
All calendar subscribers who allow notifications to be sent to them
will receive the reminder notification within several minutes.
Note: It's not possible to send e-mail notifications to specific
groups only, such as to all youth or to all elders, unless you
use the groups defined in the directory. For more details about
sending e-mail messages to your ward or stake, see "Send
Broadcast E-mails to Your Ward or Stake" in the Newsletter
help (https://ue.ldschurch.org/ldsapphelp/newsletter).
Schedule Equipment for Events
As long as stake administrators have properly set up locations,
rooms, and equipment, you can schedule that equipment in the
same way you would schedule a room for an event. The calendar
treats equipment at a location in the same way as a room at a
location.
Working with Repeating Events
The calendar provides several options for repeating events. You can
set events to repeat daily, weekly, monthly, or yearly, and you can
specify exceptions to the repeating series that you set up.
You can specify that the series repeats until a specific date or that it
repeats for a set number of occurrences. The repeating options can
handle complex scheduling scenarios.
To schedule a repeating event, see the steps in "Schedule Events" on
page 56. Select the This event repeats check box and select the
options for the repeating series.
Exceptions within a Repeating Series
Once you have created a series of repeating events, you can make
exceptions for individual events, either by deleting an instance or by
editing a particular instance. You can make changes to one instance
at a time, or you can apply your changes to all subsequent events in
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the series as well.
After you have created exceptions to a repeating series of events,
you may have many events that have consistent details, as well as
some events that have different values for one or more fields. You
can update the series by editing a series and choosing Entire series
when prompted.
When you edit a series that contains some exceptions, you will also
be given a warning that informs you that your changes to the series
might overwrite settings for exceptional events. If you apply your
changes, your exceptions will be overwritten and will be changed
back to match the information shown in the other series events.
Change a Single Event within a Repeating
Series
If you run into conflicts when scheduling a repeating event, you can
change a single event within the series to avoid the conflict. Even
without conflicts, occasionally you will want a particular instance of
an event to differ from the other events in a series. For example, you
may have a regular missionary coordination meeting, but for one
particular meeting you choose to invite the bishoprics to attend, so
you move the meeting from a classroom to the Relief Society room.
1. Click on any event within the series.
2. Change any values, and then click either Update Event or
Delete Event.
3. You are prompted about what you want to update or delete:
l
Only this event
l
Entire series
l
All following events
4. Make your selection.
If your changes result in conflicts, you will be informed of those
conflicts.
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Delete Instances within a Repeating Series
It may be helpful to delete a particular instance of an event within a
series. For example, you may have a PEC meeting on the second
Sunday of every month, but you choose not to have that meeting on
Mothers Day, which falls on the second Sunday of May. You can
delete a particular instance in two ways:
l
l
Right-click on the event, and choose Delete this event only.
Click on the event to edit it, and then choose Delete event.
You will then be asked whether you want to delete: Only this
event, Entire series, or All following events.
Sample Solutions for Repeating Events
The following are examples of complicated repeating event series
and how to configure them in the calendar.
Scenario 1: You have a bishopric meeting that takes place the first,
second, third, and fourth Sundays at 7:00 a.m., except on the fifth
Sunday, when it takes place at 8:00 a.m.
» Set your meeting time for 7:00 a.m. With the repeating options,
select Weekly and select Sunday. Save the event. Then go to the fifth
Sunday of each month and click the event. Select to edit Only this
event. Create an exception for each fifth Sunday meeting, adjusting
the time.
Scenario 2: You have a Cub Scouts meeting every Wednesday
night except for the month of July due to Scout camp.
» In the repeating event options, select Weekly. Select Wednesday.
In the End Date box, enter 31 Dec. Then save the event. In the
calendar view, go to the month of July, and then click and delete
each event in the month. All events for July will be removed, but
events before and after will remain in the series.
Scenario 3: You're a stake president and you have priesthood
interviews with bishops every third and fourth Thursday, but with
different wards each time.
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» Create the calendar at the stake level so that individual ward
bishops can subscribe to it. Make it a private calendar and add the
bishops and executive secretaries as viewers. Edit each event to
reflect the participating bishop. Other bishops will see the events
and will decide whether the event is relevant to them or not.
Scenario 4: You have an elders quorum presidency meeting held
from 8:30 p.m. to 9:30 p.m. every Thursday, but the first Thursday of
the month you also include the home teaching district supervisors
from 8:00 to 8:30 p.m. You want the home teaching district
supervisors to see only the calendar days they should attend.
» Create two separate calendars. On the elders quorum presidency
calendar, create an event that repeats weekly every Thursday from
8:30 p.m. to 9:30 p.m. Create a second calendar called, for example,
"Home Teaching Supervisor Reports." On that calendar create a
repeating event for the first Thursday of each month from 8:00 p.m.
to 8:30 p.m. Now the supervisors can subscribe to the relevant
calendar, and the elders quorum presidency can subscribe to both.
Scenario 5: You want to schedule a repeating event for basketball
every Tuesday night for the year in the cultural hall, but the Talent
Show calendar has that resource already reserved for two weeks in
November. You can't schedule the resource for your repeating
event due to the November resource conflict.
» Schedule the basketball event for every Tuesday night, but don't
specify any resource, and save the repeating event. Then go to the
two weeks in question when the cultural hall is scheduled for talent
shows, and delete those two individual occurrences for basketball.
Then edit the repeating event (entire series) and specify the cultural
hall resource for the location. Now there should be no conflict, and
you can save the updated repeating event.
Scenario 6: You're a stake administrator, and you need to schedule
ward conferences for the 12 wards in your stake for the coming
year. You want each ward to see only their own ward conference.
» Communicate to each ward their ward conference dates so that a
ward administrator can add the ward conference to a ward
calendar. Avoid creating 12 different stake calendars uniquely
tailored to each ward, since these calendars will appear on each
ward's list of calendars by default.
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Scenario 7: You're a stake administrator and you need to make
cannery assignments for each of the 12 wards in your stake. The 1st
Ward has the cannery assignment on the first Tuesday of the
month. The 2nd Ward has the cannery assignment the second
Tuesday, and so forth. You want each ward to see only the cannery
events that pertain to their wards.
» Communicate to each ward their cannery dates so that a ward
administrator can add these events to a ward calendar. Or create
one stake cannery calendar and specify the ward it applies to in
each event's title.
Scenario 8: You have separate YM and YW calendars, but every
fifth Wednesday of the month you have a combined YM/YW activity
that needs to appear on both the YM and YW calendars.
» Create a new calendar that shows YM/YW combined activities,
and then set this new calendar to repeat every fifth Wednesday of
the month. Avoid posting the same event to multiple calendars at
once, since by default every member is subscribed to all new
calendars.
Overcoming Scheduling
Conflicts
Building schedulers reserve locations, rooms, and equipment to
each ward at given times. Once a location, room, or piece of
equipment is reserved, if another calendar editor tries to schedule it
at the same time, he or she won't be able to.
For example, suppose the Primary calendar editor schedules the
cultural hall for activities every first Saturday from 10:00 a.m. to
12:00 p.m. for an entire year. The Scouts group also wants to
reserve the same room at a conflicting time—Saturday from 11:00
a.m. to 12:00 p.m. In trying to schedule the cultural hall, the Scouts
calendar editor will receive a conflict and will not be able to
schedule the event with that room.
Scheduling conflicts can be tricky if the room conflict occurs just
once or twice in a repeating schedule that spans an entire year. Even
one conflict for a year-long repeating schedule will prohibit you
from saving the event.
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If you experience a scheduling conflict with a location or resource,
you have several options:
l
Choose another time to schedule the location.
l
Choose another location or room for your scheduled time.
l
l
Contact the calendar editor who reserved the location first,
and negotiate rights to the room for the time slot.
Leave the location for your event unselected. Then negotiate
with the designated building scheduler to arbitrate rights to
the room.
Probably the easiest workaround is to choose No Location for your
event. Then, if your event repeats, edit each event and choose a
location that is available. If the conflict occurs for just a few events,
you can probably get the location you originally wanted for most of
your events, and simply choose a different location for the
conflicting events.
Note that the calendar has no built-in mechanisms for conflict
resolution, other than preventing conflicts from occurring. However,
each location has a building scheduler designated to administer the
location. When scheduling conflicts occur, the building scheduler's
name and contact information appear. The building scheduler can
decide priority for the room, if necessary. For example, a building
scheduler might change an event's location on a calendar, giving
priority to one group over another.
Did the calendar allow two events to be
double-booked?
One common question people ask is whether the calendar allows
two events to be doubled booked. This is not technically possible.
In most cases, one of the events is actually a reservation, while the
other is an event. Events are planned meetings or activities. Reservations are restrictions about who can schedule the building at what
time. In the Week view of the calendar, both events and reservations
appear very similar. Events, however, have color whereas reservations do not. See Video: Reservations Versus Events for a clearer
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understanding of the difference. Also see "About Reservations" on
page 75 for more detail.
In general, do not use reservations for events. When you schedule
an event, you have the ability to schedule a room. In future releases,
the term "reservation" will be dropped, as it has been the source of
great confusion.
Another possibility is that one event has one room scheduled, while
another event has a different room scheduled. The calendar allows
two events to take place at the same time if the events are
scheduled in different rooms.
Finally, it could be the case that you have duplicate locations in the
calendar. In setting up the calendar, a stake administrator may have
created duplicate locations. If so, look in the Locations section in
your sidebar and see if two locations have the same name. Alternatively, ask a stake administrator whether different units have rights
to the same building that has two instances in the list of locations.
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About Locations
Locations include meetinghouses, pavilions, ball fields, or other
distinct places that members can schedule for events. Each location
can have multiple rooms and equipment that can be independently
scheduled.
Locations include any place that members meet for activities.
For example, a typical meetinghouse location has the following
rooms: baptismal font, chapel, cultural hall, kitchen, nursery room,
Primary room, Relief Society room, stage, stake offices and high
council room, Young Men/Young Women room. Some locations,
such as pavilions, may not have individually schedulable rooms.
Equipment at Locations
A location might also have some equipment that can be scheduled,
such as a projector, DVD player, and some Scouting equipment.
When you add this equipment to your location, members can
schedule the equipment as needed in the same way they schedule
rooms.
You cannot view a resource calendar separate from a location
calendar. See "Agenda, Month, and Week Views" on page 32 for
more information.
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Management of Location Information
Information about locations, rooms, and equipment is managed at
the stake level by stake administrators. Ward administrators do not
have any control over locations, rooms, and equipment except that
they can schedule what's available for an event on their calendars.
Building schedulers also do not have control to change the details
of locations, rooms, and equipment, even for their assigned
building. Building schedulers can, however, block locations, rooms,
and equipment so that these resources are unschedulable by
calendar editors.
It's important that stake administrators set up the locations, rooms,
and equipment for their stake. Without this information, members
won't be able to schedule any locations, rooms, or equipment for
their events.
Locations and Resources Shared by Multiple
Stakes
If the same location is shared by two stakes (an agent stake and an
external stake), the agent stake manages the locations, rooms, and
equipment. This stewardship also includes designating building
schedulers. (Building schedulers must be members of the agent
stake.) The external stake still has the ability to schedule the agent
stake's location or resources.
The integration of locations between stakes is automatic if the
external stake's meetinghouse is entered into the Facilities Management database (FMAT). If a location needs to be shared with another
unit that is not automatically assigned to that location, the unit
needs to be added to the location. In this case, a stake administrator
in the stake that manages the location edits the location and clicks
Add Unit to Location to give scheduling rights to the external stake.
See Specify Locations Units Can Reserve for more information.
Managing Locations
Set Up Locations, Rooms, and Equipment
1. Go to Settings
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Locations
> Locations & Rooms. Your locations appear in the left
column.
2. Do one of the following:
l
l
To add a new location, click Add a location.
To edit an existing location, click the location name, and
then click Edit.
3. Enter or update the text in the Name, Address, and Description fields.
4. Select a time zone for the location.
5. If appropriate, select the check box that says This location
can be scheduled by Wards and Stakes. Selecting this
check box allows wards and stakes to schedule the location.
Before you check this box, ask building schedulers to set up all
reservations first. This way other wards can't schedule the
location before the building scheduler can reserve it for the
appropriate ward.
6. In the Building Schedulers section, click Add Scheduler.
Select the unit the scheduler belongs to, begin typing the
name, and then click Add.
7. You can add more than one building scheduler. The first one
in the list will appear as the contact for the location. If you
don't want the first building scheduler to be the contact, click
the building scheduler who should be the contact. A red box
appears around the person's name, indicating that the person
is the primary contact for the location.
8. Under Rooms & Equipment, select the appropriate options:
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l
Treat this location as a single room. Select this
option if the location is a pavilion, cabin, ball field, or
some other location that cannot be divided into individually schedulable rooms.
Choose room to be scheduled at this location. If
the location is a meetinghouse and has multiple rooms,
select this option and then select rooms available at the
location.
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Locations
9. To add equipment (such as projectors, DVD players, or
Scouting equipment) or to add custom rooms, first select the
Choose rooms to be scheduled at this location option.
Then click Add and enter the equipment.
10. Click Save.
Specify Locations Units Can Reserve
You can define the units that are allowed to have a reservation at a
location. On the Locations & Rooms page, when you click Add a
unit to a location, only those units you specify are authorized to
reserve the location.
1. Go to Settings
> Locations & Rooms.
2. In the Locations sidebar, expand a location.
3. Click Add unit to location and select the units that may be
granted a reservation at this location. You can select any unit
in your area, not just units within your own stake. If you don't
want to allow reservations for a particular unit, do not add
that unit to the location.
You must select the units that can use each location.
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Locations
Now when building schedulers log in and go to Settings
>
Reservations, they will only be able to schedule reservations for
the units that have been added to that location.
Building schedulers can only make reservations for units they have rights to
reserve.
If it were important that a reservation be created for the "3rd Ward"
at the "Canyon Meetinghouse," a stake administrator would need to
add the 3rd Ward to the location by going to the Locations &
Rooms tab and following the process described above.
Remove Locations
1. Go to Settings
> Locations & Rooms.
2. In the left column, select the location you want to change or
remove.
3. In the middle column, click Edit.
4. Click Remove.
If your stake recently transferred an existing location (meetinghouse) to another stake, you may see this legacy location but not be
able to remove it. If so, you should mark the extra location
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Locations
unschedulable. The location will then not appear in the list of
locations for calendar editors to schedule.
Make a Location Unschedulable
1. Go to Settings
> Locations & Rooms.
2. In the left column, select the location you want to change or
remove.
3. In the middle column, click Edit.
4. Clear the check box labeled This location can be scheduled
by Wards and Stakes.
5. Click Save.
View Rooms and Equipment
In the Locations section of the sidebar, you cannot select rooms or
equipment. You can select only a location. Any event that uses a
room or equipment in that location will appear on the calendar.
When you click the details of the event, it will indicate which rooms
(including equipment) are scheduled. A more robust, resourcespecific calendar is not available.
Designate a Primary Building Scheduler for a
Location
By default, the first building scheduler in the list will appear as the
primary contact for the building. To designate a different building
scheduler:
1. Go to Settings
> Locations & Rooms.
2. Under the Locations column on the left, select a location.
3. In the main column, under the location name, click Edit.
4. Click a name. A red box appears around the name. This
person's contact information will appear for the location.
5. Click Save.
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See also "Add or Remove Building Schedulers" on page 17.
Change Building Scheduler Contact Information
The contact information for building schedulers is pulled from the
the LDS.org directory. You can update building scheduler contact
information, such as phone numbers and e-mail addresses, through
the Directory.
1. On LDS.org, click Sign In/Tools, and then select Directory.
2. In the left sidebar, click My Household.
3. Click Edit above your profile.
4. Click Edit or Change next to the information you want to
change.
5. Click Save.
Troubleshoot Incorrect Location Information
Most stakes have a default set of locations and rooms that will
already appear in the system. These locations are imported from the
Facilities Management database (FMAT). You can review the existing
locations and rooms and add more detail as needed.
If your stake recently acquired a new location (for example, meetinghouse) that previously belonged to another stake, you may not see
this location in the list of default locations if FMAT was out of date. If
so, you will need to add the location manually. See "Set Up
Locations, Rooms, and Equipment" on page 68 for details.
Conversely, if your stake recently transferred a building to another
stake, but this update isn't reflected in FMAT, you will have legacy
locations that you cannot remove. In that case, a stake administrator
should make the location unschedulable.
If you have extra buildings or missing buildings, contact your facility
manager and ask him or her to update the information in the FMAT
database.
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About Reservations
By default, calendar editors can schedule events at any location at
any time, without needing special approval from a building
scheduler. Locations are open by default. However, building
schedulers can restrict the locations that wards can schedule at
specific times. These restrictions are called “Reservations" in the
calendar.
Building schedulers are the only ones allowed to restrict scheduling
(or create reservations) at locations. Building schedulers have access
to a Reservations option on the Settings menu that shows all
reservations currently scheduled.
Building schedulers can create reservations on a Reservations calendar — a
view that shows reservations only, not events.
After building schedulers create a reservation, only calendar editors
of the stake or ward for which the reservation has been made can
schedule the reserved location. Calendar editors of all units that
normally have access to the location will receive a notice of conflict
when attempting to schedule the reserved location during any part
of the reservation time.
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Note: If you're just looking to schedule a room, see "Schedule
Events" on page 56. When you schedule an event, you can
select a room for the event. You do not need to "reserve" a
room for a single event. Instead, just select a location when
you schedule an event. If the location is available, it will be
exclusively available to your group at that time. If the room is
already taken, you will see a conflict message. If you don't
have rights to schedule events, ask a calendar administrator to
add you as a calendar editor. See "Rights and Roles" on page
12 for more information.
Common Uses of Reservations
Mostly commonly, reservations designate which ward is entitled to
use the meetinghouse during the week. For example, a building
scheduler might reserve the cultural hall for the 1st Ward on
Tuesday nights from 6-9 p.m., the 2nd Ward on Wednesday nights
from 6-9 p.m., and the 3rd Ward on Thursday nights from 6-9 p.m.
When building schedulers create this reservation, only the
designated ward entitled to the reservation can schedule the
location. In this example, the 1st Ward would not be able to
schedule events in the cultural hall on Thursdays. Only the 3rd
Ward would have this privilege, because the location is reserved for
their ward. In this way, reservations help prevent scheduling
conflicts.
How Reservations Appear on the Calendar
When a building scheduler creates a reservation, a blank event
(lacking any color fill) appears on the main calendar. The reservation is visible to everyone. To see the reservation, make sure you
have the right location check box selected under Locations in the
sidebar. Then switch to the Week view rather than the Month view,
since the Month view does not show reservations.
When a calendar editor schedules an event during a reserved time,
the scheduled event appears beside the reservation, rather than on
top of it. This allows units to see whether they have completely
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scheduled all of their reserved time or whether more available time
remains.
Building schedulers can also view reservations by going to Settings
> Reservations. This view shows reservations only, not events.
Reservations Versus Scheduled Events
Reservations are used for repeating occurrences by an entire ward
rather than individual occurrences for a specific calendar. If the
event takes place only a few times, a calendar editor should simply
schedule the event rather than requesting that the building
scheduler create a reservation.
For example, if the 1st Ward wants to use the pavilion on June 16
for a barbecue, they don't need to ask the building scheduler to
reserve the pavilion for them on that date. Instead, a 1st Ward
calendar editor can simply schedule their barbecue event with the
pavilion selected as the location.
In contrast, if the 1st Ward has an ongoing monthly Primary activity
at the stake center each first Saturday morning from 8:00 to 10:00
a.m., they could request that the building scheduler reserve the
stake center for their ward at that time. This secures the location for
the ward, preventing other wards from being able to schedule it.
Whether the 1st Ward always schedules an event during their
reserved time on the field is the 1st Ward's decision. Either way, no
other ward will be able to schedule the stake center at that time
except the 1st Ward.
Scope of Reservations for Units
Reservations take place at the unit level only and do not apply to
specific calendars within a ward. Building schedulers can set aside a
location or room for an entire ward or stake but not for a particular
calendar within that ward or stake.
For example, a building scheduler might reserve the cultural hall for
the 3rd Ward. Any calendar editor in the 3rd Ward — from Primary
to Relief Society to Scouts and other groups — would then be able
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to schedule the room. The building scheduler cannot reserve the
Relief Society room specifically for the Relief Society calendar.
Who Can Make Reservations
Only building schedulers have rights to make reservations. Stake
and ward administrators cannot add or edit reservations. Stake
administrators can add themselves as building schedulers if they
want the ability to make reservations. (You can add as many
building schedulers per location as you want.)
Note that building scheduler rights in the calendar are not inherited
from MLS. Building schedulers must be manually designated by
stake administrators.
Building Scheduler Rights Per Location
Building schedulers can manage reservations only for locations for
which they have been designated. For example, if you are a building
scheduler for the Canyon Meetinghouse, you cannot create reservations for the Beachview Meetinghouse. You can create reservations
only for the Canyon Meetinghouse.
Building schedulers also have special rights to override reservations
and events for their assigned location. Building schedulers can
adjust all events taking place at their location. If a building scheduler
needs to reserve a location that already has a pre-existing event
scheduled at the location, the building scheduler can edit the
existing event and change its location to "No location." Then the
building scheduler can make a reservation for the correct unit.
Building schedulers cannot, however, adjust the rooms or
equipment available at their location. Only stake administrators can
manage location information.
Event Conflicts with Reservations
If calendar editors for Ward A attempt to schedule a location when
the location has been reserved for Ward A, they will be able to save
the event. No conflict is reported in this case, because this is
precisely what reservations are designed for: to allow the calendar
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editors in a designated ward (but no other wards) to create events
for that location at the reserved time.
If calendar editors attempt to schedule a location at a time when the
location has been reserved for another ward, the calendar editor
sees a conflict and cannot save the event. In the conflict message,
the calendar editor can view contact information for the building
scheduler and, if there's a conflicting calendar event, contact information for the appropriate calendar editor.
If there's already an event at a location and a building scheduler
later blocks off the location for the entire day, it doesn't make the
pre-existing event null. Instead, the pre-existing event and the
reservation co-exist on the calendar. The building scheduler would
need to manually edit the pre-existing event's location and notify
the calendar editor of the change.
Although the calendar doesn't allow calendar editors to doublebook the same location at the same time, the same rules don't apply
to building schedulers creating reservations. When you schedule a
reservation, you are not alerted about any conflicts with other
reservations or events.
Blocked Locations
When building schedulers make reservations, rather than setting
aside the location for a particular ward, building schedulers can
block the location from any scheduling whatsoever. If calendar
editors try to schedule a blocked location, they will receive a conflict.
You might want to block a location in cases of general conference,
Christmas holidays, floor refinishing, remodeling, or other events
when the location will be unavailable.
Some stakes may want to purposely block valid locations so that
calendar editors can't schedule locations at all. If a building
scheduler blocks all locations for all times, the calendar editors
would need to manually submit requests to the building scheduler
to hold events in any location.
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For example, if you don't want to allow anyone to schedule your
stake's canoes, you could make this equipment "Blocked" so that
requests must first be submitted to the equipment manager.
Building schedulers are not prevented from making reservations for
locations that other building schedulers have blocked (assuming
both building schedulers are assigned the same location).
Multiple Stakes and Reservations
If different stakes share the same building, the building information
is managed by the agent stake in charge of that building. The
building will still appear to the other stakes using it as long as the
building information is correctly entered into the Facility Management database (FMAT). If the building information isn't correct,
contact your facility manager to update the location information.
Making Reservations
Reserve a Location
1. Go to Settings
> Reservations. (If you don't see this
option, ask a stake administrator to add you as a building
scheduler.)
On the Reservations screen, the Locations list on the left
shows you all the locations you can reserve. The schedule
shows the times when this location is reserved. Color icons on
the calendar show you what locations are reserved.
2. Switch to the Week view. Then drag the time period on the
calendar that you want to reserve.
3. In the New Reservation window that appears, click Add
reservation details.
4. In the Reservation Details column, complete the details: Title,
Description, Start and End times, and recurrence. If you select
This event repeats, a new column appears where you can
set the repeating pattern.
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Reservations
5. In the Where column, select the location and who the location
is reserved for. Note the following:
l
l
l
You can select only one location per reservation.
To select multiple rooms at a location, hold down your
Ctrl key (Cmd key on a Mac) as you make your
selections.
Selecting Blocked - Location Unavailable blocks the
location from being scheduled by anyone other than the
building scheduler for that location or resource. It does
not prevent calendar editors from scheduling events
that do not use the location at that time.
6. Under Resources at this location, select the rooms (if applicable) that you're reserving. To select multiple rooms, hold
down the Ctrl key (Cmd on a Mac). If you need to add more
rooms to a location, you must request this adjustment from a
stake administrator.
7. Click Reserve.
If there's a conflict, check the schedule to see if another reservation
takes place during the reservation time. Note that a building
scheduler can create a reservation even if an event is already
scheduled for that location or room for that time. This allows a
scheduler to create recurring reservations, even if an occasional
event conflicts with the recurring time.
Reserve the Chapel for a Private Event
For information on scheduling weddings, funerals, family reunions,
and other private events, see "Scheduling Events" on page 55.
Block Calendar Editors from Scheduling a
Location
1. Go to Settings
> Reservations.
2. Switch to the Week view.
3. Drag the time period on the calendar you want to block out.
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4. In the New Reservation window that appears, click Add
reservation details.
5. Complete the necessary details.
6. In the Where column, select the location. Instead of selecting
a specific unit for the location, select Blocked - Location
Unavailable.
7. Click Reserve.
Change Details of an Event in Your Location
Building schedulers can override the time and details of any event
that takes place in their location. Building schedulers cannot,
however, change the event's location to a location the building
scheduler has no stewardship over.
1. On the main calendar, click the event. A dialog box appears
with event details.
2. Click Edit event details & location.
3. Change any of the details about the event. For example, you
can change the date, time, resources, or title. You can adjust
the location information to select another location as long as
you have building scheduler rights for the new location.
4. Click Update Event.
View All Scheduled Events at Your Location
You can see all scheduled events at your assigned location by
following the steps in "Agenda, Month, and Week Views" on page
32. If you want to view reservations only, go to Settings
> Reservations.
Note: If an event does not include a location, and the event
belongs to a calendar outside your ward, you cannot view it.
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View Contact Information for Other Building
Schedulers
In the Locations section in the sidebar, click the arrow next to a
location and select Contact Building Scheduler. This will show
you the name, phone number, and e-mail address of the building
scheduler.
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Known Issues
The following are known existing bugs and issues with the calendar.
These issues will be fixed in an upcoming release:
l
l
The calendar does not display correctly in Internet Explorer 7
or 8.
Even if you select the 24 hour time display option, conflict
messages show time in the 12 hour format.
Troubleshooting
The following sections provide information about troubleshooting
error messages and other calendar issues. If the problem you're
troubleshooting isn't listed here, post the question in the Calendar
section of the LDSTech Forum. To access the LDSTech Forum, go to
https://tech.lds.org/forum. Under LDS.org Website, click Calendar.
"Data Temporarily Unavailable" Messages
Some users may see this message: "Data is temporary unavailable.
Please check back later.” This is a general error message that is
typically caused by network communication problems. In most
cases, waiting 30-60 minutes and trying again should resolve this
problem.
"Access Denied" Messages
If you see the message, "Access Denied trying to access Calendar,"
this error can often be caused by the following:
l
A duplicate LDS Account is registered to a membership record
number (MRN).
l
The LDS Account resides in a country with restricted access.
l
There’s a data integrity problem with the LDS Account.
l
The LDS Account does not have the member's Membership
Record Number linked to it.
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If you encounter this error, first go to ldsaccount.lds.org and sign in.
On the right, see the Membership Status section and enter your
membership record number if it's not already entered. If you're
membership is already entered, go to https://ldsaccount.lds.org/sign-in/go/contact.jsf to report the problem. Be
sure to describe the details of the error, such as the browser and
version used, your LDS Account information, and any other relevant
details.
Browser Issues
The calendar does not work properly in Internet Explorer 8 or older.
You will have the best experience viewing the calendar in the latest
supported version of any of the mainstream browsers, such as
Google Chrome, Mozilla Firefox, Apple Safari, or Internet Explorer 9.
To upgrade your browser, see the help file for your browser.
Wrong Ward or Stake Shown
If you recently transferred wards and your old ward still shows up
in your calendar, make sure your current ward clerk requests your
records in MLS. After a couple of weeks, if your old ward still
appears, you can contact Local Unit Support to resolve the issue. See
Local Unit Support on the LDSTech Wiki (https://tech.lds.org/wiki/Administrative_office) for contact information.
Can't Remove an Event
If you can't remove an event from the calendar, even though you're
a calendar administrator, first note whether the event is for a ward
or stake calendar. Stake calendar administrators don't have rights to
edit ward calendar events, and vice versa — ward calendar administrators cannot edit stake events.
If you should have rights to edit the event but still can't, next
consider whether the event is actually an event. If you switch to the
Month view, does the event disappear? If so, it's not actually an
event. It's a reservation. Only building schedulers can edit reservations. As a stake administrator, you can give yourself building
scheduler permissions so that you can edit the event. See "Add or
Remove Building Schedulers" on page 17.
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Note, however, there's currently a calendar bug that prevents you
from adding or removing building schedulers. This will be fixed
hopefully by January 2013. In the meantime, ask one of your
building schedulers to remove the event.
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