This is the perfect tool for non-profits that do a lot of events or have a lot of meetings.
You can use this to manage your schedule for your board, meetings, committees, events, etc. – people can follow your calendars for different things and stay updated as to when and where things are taking place and get notified of any changes to dates, times, locations or cancellations, immediately just by you updating your calendar.
Set up your organization as an organization so there is an entity there. We recommend that you spell out your name and also put the acronym with it.
Set up the calendars for each type of thing you do – meetings, events, board, committees, etc (this can be done directly through Schedule Utopia) to manage those activities. You can invite people to follow each one as you set them up or once you get it up to date. People can then choose to follow each one. If they don’t have an account already, they will receive an invite through that email (you can also share a calendar or single event occurrence via Facebook or Twitter) and they will need to set up an account before they can start managing or following it. Each administrator can then begin adding their meetings/activities to their specific calendar on behalf of the non-profit.
You can also make certain calendars “private” and by invite only for board meetings and other events you don’t want to be public.
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 to do this. 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 in the system.
It’s also a good idea to add a “news” or “events” type of calendar for more holistic activities that apply to everyone – like something important that needs immediate attention, like a cancellation, or really any “news” that you want notifications sent out immediately. We don’t want a “one for all situation” because then people will start to get things that they don’t want or need. If someone follows this “news” calendar, they will automatically get notified via their preferred method when it gets added.
You can now easily manage all of your volunteers, locations, meetings, events, etc., all in one place, while being able to inform all of your supporters, board, and volunteers by just updating the calendar – no calls or emails need to be sent. It will also communicate to them via their preferred means of communication instantly and automatically once the calendar has changed.
It would be a good idea to tell people to have/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 (you can already make a calendar private and by invite only) so an entry could be private (i.e. for staff only). You can see all the features in development here.