Calendars

ShulNET's calendar system allows you to organize events into different calendars for better categorization and visibility control. Multiple calendars help members find events relevant to them.

Understanding Calendars

What is a Calendar?

A calendar is a container for related events. Each calendar has:

Why Use Multiple Calendars?

Default Calendar Categories

Common calendar types for synagogues:

🕍

Services

Shabbat services, weekday minyan, holiday services

📚

Hebrew School

Class schedules, school holidays, parent events

🎉

Social Events

Onegs, dinners, community gatherings

📖

Education

Adult education, Torah study, lectures

🎭

Cultural

Concerts, film screenings, art exhibits

🤝

Fundraising

Galas, auctions, campaigns

Creating Calendars

  1. Navigate to Calendars

    From admin menu, select Events → Calendars.

  2. Click "Create Calendar"

    Opens calendar creation form.

  3. Enter Calendar Details

    • Name: Clear, concise title
    • Description: Explain what events go here
    • Color: Choose a distinct color for visual identification

  4. Set Visibility

    Choose who can view this calendar:

    • Public: Visible to everyone, including non-members
    • Members Only: Requires login to view
    • Private: Admin and specific users only

  5. Save Calendar

    Calendar is created and ready for events.

Managing Calendars

Viewing All Calendars

Navigate to Events → Calendars to see:

Editing Calendars

  1. Click on a calendar from the list
  2. Click "Edit Calendar"
  3. Update name, description, color, or visibility
  4. Save changes
Note: Changing calendar visibility affects all events within it. Events in a private calendar are automatically hidden from public view.

Archiving Calendars

To hide a calendar without deleting it:

  1. Edit the calendar
  2. Change status to "Archived"
  3. Save changes

Archived calendars:

Deleting Calendars

Caution: Deleting a calendar may affect associated events. ShulNET prevents deletion of calendars with events. Move or delete events first.

Assigning Events to Calendars

During Event Creation

When creating a new event:

  1. Fill in event details
  2. Select calendar from dropdown
  3. Event inherits calendar's color and visibility
  4. Save event

Moving Events Between Calendars

  1. Open the event
  2. Click "Edit Event"
  3. Change calendar selection
  4. Save - event moves to new calendar

Calendar Views

Month View

Traditional calendar grid showing:

Week View

Detailed weekly schedule:

List View

Chronological event listing:

Agenda View

Condensed upcoming events:

Filtering Calendars

Calendar Toggle

Users can show/hide specific calendars:

  1. Open calendar view
  2. Click "Calendars" filter
  3. Check/uncheck calendars to show/hide
  4. View updates immediately

Use Cases for Filtering

Calendar Subscriptions

iCal/Webcal Export

Allow members to subscribe to calendars in their personal calendar apps:

  1. Generate Calendar URL

    Each calendar has a unique subscription URL.

  2. Share with Members

    Provide webcal:// URL via email or website.

  3. Members Subscribe

    Add URL to Google Calendar, Apple Calendar, Outlook, etc.

  4. Automatic Sync

    Events update automatically when changes are made.

Supported Calendar Apps

Calendar Permissions

Public Calendars

User Type View Events RSVP Create Events Edit Calendar
Public/Guest ✅ Yes ❌ No ❌ No ❌ No
Member ✅ Yes ✅ Yes ❌ No ❌ No
Admin ✅ Yes ✅ Yes ✅ Yes ✅ Yes

Members-Only Calendars

User Type View Events RSVP Create Events Edit Calendar
Public/Guest ❌ No ❌ No ❌ No ❌ No
Member ✅ Yes ✅ Yes ❌ No ❌ No
Admin ✅ Yes ✅ Yes ✅ Yes ✅ Yes

Best Practices

Calendar Organization

  • Create calendars based on audience (who cares about these events?)
  • Use 5-8 calendars max - too many becomes confusing
  • Choose distinct colors that are easy to distinguish
  • Give calendars clear, descriptive names
  • Review and consolidate calendars annually

Visibility Settings

  • Default to public for community events
  • Use members-only for member perks and exclusive events
  • Use private for internal planning calendars
  • Consider privacy when posting personal events (Bar/Bat Mitzvahs)

Calendar Naming

  • Use nouns: "Services" not "Service Schedule"
  • Keep names short for mobile display
  • Be specific: "Adult Education" vs. just "Education"
  • Avoid dates in calendar names (use event names instead)

Maintenance

  • Archive old seasonal calendars (e.g., "High Holidays 2025")
  • Don't delete calendars with historical events
  • Update calendar descriptions if purpose changes
  • Test calendar subscriptions periodically

Common Questions

Can an event be in multiple calendars?

No, each event belongs to exactly one calendar. If an event fits multiple categories, choose the primary one or consider if you need to simplify your calendar structure.

What happens if I delete a calendar with events?

ShulNET prevents deletion of calendars containing events. You must first move all events to another calendar or delete them individually.

Can I change a calendar's color?

Yes, edit the calendar and choose a new color. All events in that calendar will immediately display with the new color.

How do members subscribe to a calendar?

Each calendar has a subscription URL (webcal://...). Members copy this URL and paste it into their calendar application's "Subscribe to Calendar" feature.

Do subscription updates happen in real-time?

No, subscribed calendars sync on a schedule set by the calendar application (usually hourly or daily). Changes appear within 24 hours.

Can I have seasonal calendars?

Yes! Create calendars like "High Holidays 2026" or "Summer Programs 2026". Archive them after the season ends to keep them for historical reference.

What's the difference between archiving and deleting?

Archiving hides a calendar from active views but preserves all data. Deleting permanently removes the calendar. Always archive unless you're certain you'll never need the calendar again.

Related Documentation