Calendar

The Calendar in the web panel lets you schedule every church event (Sunday services, rehearsals, team meetings, retreats) with role assignments and automatic reminders for the team.

Main view

The calendar is shown as a monthly / weekly / list grid, with filters to view:

• My events — only events where you have a role assigned.
• All — every event in the organization.
• Upcoming — future events.
• Past — history.

Create an event

The + New event button:

1. Title — e.g. “Sunday service”.
2. Start and end date and time.
3. Location (optional) — free text or a Google Maps link.
4. Description — free text with general instructions.
5. Event type — service, rehearsal, meeting, retreat, other.
6. Associated program (optional) — link to a program in the service order.
7. Recurrence (optional) — repeat every week / every two weeks / every month.

Click Create.

Assigning roles

Each event can have roles (service positions) with one or more assigned members. When you create an organization, EFA Projection seeds 4 default roles:

• Preacher
• Worship Leader
• Sound
• Projection

You can add more roles (camera, welcome, vocals, guitar, drums, etc.) from the roles catalog at the organization level.

Add a role to an event

1. In the event detail → Roles section.
2. Click + Add role → pick the role from the catalog.
3. Assign to → pick member(s) from the organization.
4. Status: pending / accepted / declined.

The assignee receives a push notification and/or email to accept the assignment.

Accept or decline

When you’re assigned to a role, you receive a notification. You can:

• Accept from the web panel, the mobile app, or directly from the email.
• Decline with an optional reason. The admin gets the notification so they can reassign.

Role catalog

Available roles are configured at the organization level in Settings → Calendar → Roles. You can:

• Add new custom roles.
• Rename existing ones.
• Mark roles as required (you can’t create an event without someone in that role).

Automatic reminders

For each event where you have a role assigned, you receive reminders. The organization-level configuration defines which ones are sent:

When	Default
1 week before	Off
3 days before	Off
2 days before	Off
1 day before	On
1 hour before	On

You configure which to enable in Settings → Calendar → Reminders.

Reminders go out via:

• Email
• Mobile push (if the mobile app is installed and you allowed notifications)
• Telegram (if you linked the bot — see Integrations)

Manual reminders

Beyond the automatic ones, you can send a manual reminder to the event’s assignees:

• Notify assignees button in the event detail.
• You pick the channel (email, push, Telegram).

Link a program

If the event is a service with a projection order built, you can link the program:

1. In the event detail → Associated program → pick one.
2. The program is linked bidirectionally — from the program you also see the event.
3. When someone opens the desktop app on the day of the service, the event’s program appears as a suggestion.

Recurrence

For repeated events (Sunday service, weekly rehearsal):

1. When creating, check Recurring.
2. Pick the frequency: weekly, bi-weekly, monthly.
3. Optionally, an end date for the recurrence.

The app creates a series of events. You can edit one individually without affecting the rest, or edit the entire series.

Google Calendar — one-way sync

Each member can link their own Google Calendar from Settings → Integrations. See Integrations for the full flow.

Important: the sync goes only from EFA Projection to Google Calendar (not the other way around). Events where the member is assigned to a role appear automatically in their personal Google Calendar. Changes made in Google Calendar don’t reach EFA Projection.

This lets each member have a unified view of their schedule (personal

• church) in their native Calendar client (macOS Calendar, mobile Google Calendar, etc.), but changes are always made from EFA Projection.

Team view

The calendar screen has an alternate view by member where you see who has which roles over the coming weeks. Useful for:

• Balancing the load (so it isn’t always the same person on projection).
• Spotting conflicts (someone has roles in two events at the same time).

Export events

The Export button in the calendar view:

• PDF — listing of events for the selected range.
• iCal (.ics) — to import into any calendar client.

Notes inside an event

Each event has a comments section at the bottom. Useful for:

• Coordinating last-minute changes.
• Contextual reminders (“bring the HDMI cable”).
• Discussion among the assigned team.

Comments trigger notifications to the event’s assignees.

Cancel an event

Event menu (⋯) → Cancel. It asks for confirmation. When you cancel:

• All assignees receive a notification.
• The event is marked as Canceled (it isn’t deleted; it stays in history).

To delete permanently, use Delete instead of cancel — but this is permanent and we only recommend it for events created by mistake.

Next step

To manage the catalog of roles, reminders, and team members, see Administration.