Step by Step

Stake Calendar Administrators

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 The previous version of Calendar was using outdated technology and needed to be replaced as soon as possible.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.

Who Are Stake Calendar Administrators?

  • Stake presidencies
  • Stake executive secretaries
  • Stake clerks and assistant clerks
  • Stake website administrators

Other stake calendar administrators can be assigned by an existing stake calendar administrator, but this should be performed with care.

Role and Responsibilities

Stake calendar administrators have rights to create calendars as needed, assign editors, assign other administrators, and manage locations (buildings). By default, these administrators have editor rights to all stake calendars. They do not have editor rights to ward calendars or building calendars.

Gear Menu Items for Stake Administrators

When stake administrators click on the Gear menu, three important options are shown:

  • Administrators: This is used to update the list of stake administrators.
  • Locations and Rooms: This is used to set up a location (building). See the help article “Managing Locations and Rooms.”
  • Manage Calendars: This is used to create calendars and manage who can edit a calendar.

Managing Stake 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 stake calendars. In this case they are normally added by name. They must also be deleted when they are released. Do not add stake administrators so they can edit all stake calendars; that would also give them rights over locations. Instead, give those individuals editor rights to the stake calendars.

Managing Stake Calendars

The calendar system initially creates a set of calendars and corresponding editors that a stake will generally need. For a new stake, when the first stake calendar administrator signs in to the calendar, that person is notified that stake calendars were created. The Manage Calendars option can then be used to make adjustments. Stake calendar administrators can also create other stake calendars as needed. Stake leaders need to decide how many calendars to maintain at the stake level. It is usually best to maintain fewer stake calendars. Many stakes use only one, a general “Stake Calendar.” However, too few calendars will make it difficult for members to display or sync only the events that apply to them. A balance needs to be achieved. Some organizations may need two calendars: a public one for activities and a private one for leadership meetings.

When naming a calendar, indicate that it is a stake calendar to distinguish it from ward calendars.

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 stake calendars can be seen by everyone in the stake but can be edited only by stake 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 stake president’s private calendar could be set up to be seen only by the stake president and the stake 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 stake 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 stake council meetings and the like.

Private calendar events can still reserve a location, but their details will be hidden.