Step by Step

Building Schedulers

A new version of Calendar was released on November 15, 2022. The previous version of Calendar was using outdated technology and needed to be replaced as soon as possible. For security reasons, we had to migrate to the new version of Calendar before all the features were ready.

Information in the article below may not be current. Please refer to this article for more information.

Role and Responsibilities

A stake calendar administrator, such as the stake clerk or stake executive secretary, assigns building schedulers in the calendar system to oversee locations. It is not enough to put their calling in Leader and Clerk Resources (LCR). The building scheduler must be assigned to a specific building using the Locations and Rooms option in the calendar. To check if you have been properly set up as a building scheduler, click on the building name in the calendar’s left panel. You should see your name.

Building schedulers are responsible for overseeing events related to their assigned location, but they do not schedule stake or ward events. The stake and ward calendar editors schedule their own events and reserve the needed building and rooms without contacting the building scheduler. If the building scheduler schedules events directly on the building calendar, it will indeed reserve the building, but the events will not be seen on the stake or ward calendars, on the LDS Tools mobile app, or on third-party calendars that sync events. If members ask building schedulers to schedule the building for Church events, schedulers should encourage the members to instead contact a stake or ward calendar editor to create an event on a stake or ward calendar, which also reserves the building.

At times the building scheduler will create events on the building calendar that are not associated with events on stake or ward calendars, such as family events, facilities work, and so on.

Building schedulers monitor the events being scheduled and make sure they conform to handbook and other local building policies. They can help resolve scheduling conflicts. They have the ability to make appropriate changes to events associated with the building, even events on stake and ward calendars, assisting the editors of the various calendars.

Creating Building Events

Building calendars display all events scheduled in the building, even from multiple wards. Viewing them helps calendar editors find available time slots for their events. Building schedulers create events on building calendars that are not associated with a stake or ward calendar. In rare cases, they also make use of calendar restrictions. A building scheduler creates an event or restriction the same way a calendar editor does but instead selects the building calendar.

Managing Building Restrictions

Warning: Restrictions are not building events. A restriction limits the use of a building or rooms to one specific unit to prevent other units from using the building or rooms during that time. Restrictions should be used only if they are clearly understood. Extensive experience has shown it is better to simply get agreement from multiple wards concerning what evenings or times are reserved for a particular ward rather than rely on calendar restrictions, which can be confusing and can be input incorrectly by building schedulers. New building schedulers usually do not know that the former scheduler created a restriction, causing more confusion. Use restrictions only if they are absolutely necessary and well understood.

The unit that is not restricted can still schedule events during that period, but it is still on a first-come-first-served basis by creating events on that unit’s calendar. Restrictions cannot be used to reserve a building or room for an event. For example: At the request of the Young Women, the building scheduler places a restriction on the cultural hall for unit A. But the Young Men schedule an event for the cultural hall at the same time. They are able to do so because they are also from unit A. The restriction prevents only other units from scheduling an event; it cannot restrict other groups from the same unit. An event, on the other hand, blocks all other uses during that time.

A building scheduler can create a restriction even if there is already a conflicting event scheduled at that time. This allows a building scheduler to create repeating events, even if an occasional event conflicts with the repeating time. The building scheduler can then edit the restriction occurrence that conflicts with the scheduled event or have the conflicting ward reschedule their event.