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Calendaring System

Calendaring System

Foothills uses PCO Calendar (known from here on our as Calendar) as our only calendaring system. All church events irrespective of location (online, offsite, onsite, rental, staff or group) should be represented on Calendar. 

Consult PCO Calendar Documentation for questions related to how to use Calendar. Access documentation via link: https://pcocalendar.zendesk.com/

Accessing the Calendar

    For Staff: All staff members have access to the Calendar, which encompasses all event details (https://calendar.planningcenteronline.com/events) For Lay Leaders and Community Members: Access to the Calendar is available through Church Center on the Foothills website (foothillsuu.org/events) or via the Church Center app. This view includes only public events labeled for visibility on Church Center.

    Event Requirements

    Every event entered into the Calendar must include the following mandatory information:

    Required Information Description Event Name / Public Facing Event Name Title of the event, suitable for public viewing. See: Event Naming Guidelines.  Event Owner / Staff Lead Designated primary contact for the event, who will receive communications. Must have Calendar permissions. Date Scheduled date(s) for the event. Start Time / End Time Commencement and conclusion times, including repetition details if applicable. Repeat Instructions if the event recurs. Location In-person or virtual location description, visible on the event listing and kiosks. Summary Brief overview of the event for public engagement, useful for iCal feeds or kiosk displays. Church Center Visibility Options to publish, feature, or keep the event unpublished on Church Center. see Events Visible on ChurchCenter.  Tags Required selection from each group: Department, Event Type, Location. Details in the tags section. Rooms & Resources Details on rooms and resources allocated for the event. Notes Internal information, must include a point of contact for the event. For lay events this means: name, phone and email.  Connections If the event is connected to a Group, A Worship Service, A Registration, it must be linked.
    Optional Information Description Setup Time / Teardown Time allocated before and after the event for preparation and cleanup. Event Managers Additional staff members designated to receive updates about the event.

    For Events Visible on ChurchCenter

    Events visible on ChurchCenter (referred to as "ChurchCenter events") must include the following additional information:

    Requirement Description Registration URL Link to an internal or external registration page for the event. This could be a link to the PCO Group Event or a Registration page.   Description Detailed, rich-text overview of the event for public viewing on Church Center. Image A representative image for the event to be displayed on Church Center.

     

    Calendar Templates

    To streamline the event creation process, Calendar Templates can be utilized to quickly apply rooms, resources, and tags to events, ensuring consistency and efficiency in event planning. You can find a list of Event Templates at https://calendar.planningcenteronline.com/event_templates.

     

     

    making connections 
    Event Naming Guidelines. 
    tags

      Calendaring System

        Accessing the Calendaring System Creating and Managing Events

        Scheduling Procedures

          Requesting Space: Process Overview Priority Scheduling for Church Programs and Events External Group Use and Rentals

          Event Planning and Support

            Initial Planning and Consultation Audiovisual and Technical Support Setup and Takedown Procedures

            Recurring Events and Meetings

              Scheduling Recurring Use Adjustments and Cancellations

              Special Events and Large Gatherings

                Planning Process Additional Requirements and Considerations
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