How Churches Can Use Schedule Utopia


Set up your church as an organization in the system.  Please make sure you have the proper permission to be the administrator for your church or invite someone to administrate once it is created.  You would probably want to invite someone from each ministry department to manage their department’s calendar.


Set up the calendars for each department.   A calendar could  be created for men’s ministry, women’s ministry, children’s programs, youth groups, high school groups, adult classes, small groups, worship team, tech team, outreach, missions, room scheduling, volunteers, etc.  You can then invite people to see this calendar and follow it (or more than one, if more pertains to them).  (Invitations can be sent directly through Schedule Utopia or shared to Facebook
or Twitter.) You can invite certain people to administrate a calendar.  Calendars can be set  as private, then they are only viewable by those who are invited to follow them.

If the person you invited already has an account, they can just login and follow any of the calendars that are public or that you invite them to.  If they don’t have an account already, they will need to set up an account before they can follow a calendar or manage one. Each person can then begin adding their own activities, events and  information to their calendar.  Administrators can add information to the calendar(s) that they are asked to manage, and that information would  be viewable to all followers of those calendars.


It would be a good idea to embed any public calendars right on to your website for viewing. This is easily done, and most webmasters or content systems will allow you to copy and paste the code you need.  This is the only set of calendars you really need to  have.  The organization calendar will compile all calendars onto the overview in the system so you can view it holistically in the system.

It’s also a good idea to add a “news” or “events” type of calendar for activities that apply to everyone. For example: information that needs immediate attention (like a cancellation) or any “news” that you want notifications to be sent out immediately.  If someone follows this “news” calendar, they will automatically get notified via their preferred method when it get’s added.

You can now easily manage all of your volunteers, staff, organizations, ministries, events, room scheduling, etc., all in one place.  It would be a good idea to tell people to get the unlimited texting (SMS) plan, on their cell phones,  if they want to receive the text updates. (Once the mobile app cue is available, those with smart phones won’t need the texts).  The text cost is the only cost for this, otherwise it is 100% free.

COMING SOON:  We are working on iCal syncing and Outlook Syncing.  We are also working on creating private events so just an entry could be private (i.e. for staff only) – we already have private calendar capabilities.  You can see all the features in development here.

 *text message rates may apply. Please see your cell carrier for text messaging rate