Who Are Ward Calendar Administrators?
- Ward executive secretaries
- Ward clerks and assistant clerks
- Ward website administrators
Other ward calendar administrators can be assigned by an existing ward calendar administrator, but this should be performed with care.
Role and Responsibilities
Ward calendar administrators have rights to create calendars as needed, assign editors, and assign other administrators. By default, these administrators have editor rights to all ward calendars.
Gear Menu Items for Ward Administrators
When ward administrators click on the Gear menu, two important options are shown:
- Administrators. This is used to update the list of ward administrators.
- Manage Calendars. This is used to create calendars and manage who can edit a calendar.
Managing Ward Administrators
Warning: Manually adding or removing administrators should be a rare occurrence.
Default administrators are administrators by virtue of their particular callings and cannot be removed. Normally, retaining the default list of callings is appropriate. There may be an occasion when you want to add an administrator, such as adding a member to oversee the ward calendars. In this case they are normally added by name. They must also be deleted when they are released. Do not add ward administrators so they can edit all ward calendars. Instead, give those individuals editor rights to the ward calendars.
Managing Ward Calendars
The calendar system initially creates a set of calendars and corresponding editors that a ward will generally need. For a new ward, when the first ward calendar administrator signs in to the calendar, that person is notified that ward calendars were created. The Manage Calendars option can then be used to make adjustments. Ward calendar administrators can also create other ward calendars as needed. Ward leaders need to decide how many calendars to maintain at the ward level. It is usually best to maintain fewer ward calendars. Having too many calendars can make it harder for users to decide what to select. However, having too few calendars can make it difficult for members to display or sync only the events that apply to them. A balance needs to be achieved. Some wards may need two calendars: a public one for activities and a private one for leadership meetings.
A calendar can be deleted, which will also delete all the events on that calendar. Be very careful—Church headquarters cannot restore a calendar that has been accidentally deleted.
Public versus Private Calendars
Most of your calendars will be public. Public ward calendars can be seen by everyone in the ward but can be edited only by ward calendar editors or administrators. When editors are added, it is highly recommended that you add them by calling rather than by name.
Private calendars can be seen only by members who have been given specific permission. For example, a bishop’s private calendar could be set up to be seen only by the bishop and the ward executive secretary. Private calendars can have editors and viewers. A viewer can see the calendar but cannot create or edit events on the calendar. Private calendars cannot be viewed by ward calendar administrators unless they are added as a viewer or editor.
You may want to make some leadership calendars private to reduce the number of calendars presented to the general membership—for example, calendars for ward council meetings and the like.
Private calendar events can still reserve a location, but their details will be hidden.