How Facilities / Arenas / Conference Centers / Parks & Recreation Would Use Schedule Utopia


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


Set up the calendars for each type of calendar to you want.   This can be for multiple facilities, locations, fields, parks, rooms, volunteers, etc.  You can then invite people to see this calendar and follow it (or them if more than one).  (This can be done directly through Schedule Utopia or shared to Facebook
or Twitter.) You can invite certain people to administrate a calendar.  You can create certain calendars as private which are only viewable by those that are invited to follow it.

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 information, events and activities to their calendar.  Administrators can add things to the calendar(s) that they are asked to administrate; this 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. That way 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.

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

You can now easily manage all of your volunteers, staff, organizations, teams, fields, events, room scheduling, etc., all in one place.  It would be a good idea to tell people to get the unlimited texting (SMS) plan 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 an entry could be private (i.e. for staff only).  You can see all the features in development here.

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