How to use
Sync Our Schedule

What is Sync Our Schedule?

Sync Our Schedule is a calendar publishing platform. You create calendars, add events, and share a subscribe link with your community. When people subscribe, your events appear directly in their Apple Calendar, Google Calendar, or Outlook — and any changes you make sync automatically to every subscriber's device.

Creating Your Account

1. Visit syncourschedule.com and click Sign Up
2. Enter your name, email, and password — that's all that's required
3. You're in. You'll land on the Dashboard, your home base for everything

The Dashboard

The Dashboard shows all your calendars and organizations at a glance. From here you can create new calendars, jump into existing ones, and manage your organizations.

Creating a Calendar

From the Dashboard click + New Calendar. Fill in the details:

Field	Description	Required?
Name	What people will see when they subscribe	Required
Description	What this calendar is for — shown on the subscribe page	Optional
Color	Identifies the calendar visually in your dashboard and on public pages	Optional
Timezone	Default timezone for all events in this calendar	Required

Calendar Settings

Click ··· More → ⚙️ Settings on any calendar page to update the name, description, color, or timezone at any time. The More menu also contains Analytics, Import, Print, and Collaborate shortcuts.

Customizing Your Subscribe Page

In ⚙️ Settings, switch to the Subscribe Page tab to brand the public page your audience sees. A live phone preview updates as you make changes:

• Hero banner image — upload a photo or logo banner shown at the top of the page
• Colors — set the accent color (name, buttons, borders), the page background, and the card background
• Welcome message — a short line of text shown under the calendar name
• Show sections — toggle which parts appear: the Apple / Google / Outlook buttons, manual setup link, upcoming events, QR & share, sync tips, and footer

Click Save and your branding goes live on the Subscribe page immediately.

Creating an Event

Inside a calendar, click + New Event. The event form has four sections:

Section	Fields
📝 Event Details	Title (required), description, location
🕐 Date & Time	Start/end date and time, all-day toggle, timezone override
🔄 Repeat	Daily, weekly, monthly, yearly, or weekdays with optional end conditions
🔗 Trackable Link	Add a destination URL to create a short tracking link with click analytics

Repeating Events

In the Repeat section, choose how often the event recurs:

• Does not repeat - Single occurrence (default)
• Daily - Every day
• Weekly - Same day each week
• Monthly - Same date each month
• Yearly - Annual recurrence
• Every weekday (Mon-Fri) - Skip weekends

After selecting a repeat type, choose how the recurrence ends:

• Never - Continues indefinitely
• On [date] - Ends on a specific date
• After [number] occurrences - Stops after X times

Recurring events appear as individual entries in subscribers' calendars on each occurrence date.

Trackable Links

Add a destination URL (like a Zoom link or event registration page) and click Generate Short Link to create a trackable short URL. When you share the event, subscribers will see your short link, and you can track click analytics in your calendar's Analytics page.

Event Actions (Three-dot Menu)

Each event row has a ··· menu on the right. Click it to reveal four options:

• ✏️ Edit — Modify the event. Changes sync to all subscribers' calendars automatically.
• 📋 Duplicate — Create a copy with all the same details. Opens in the Create form with "(Copy)" added to the title so you can adjust before saving. Great for event series or using an event as a template.
• 📌 Pin to Top — Pin the event so it always appears at the top of the event list under a "📌 Pinned" header, regardless of date. Pin again to unpin.
• 🗑️ Delete — Permanently remove the event (asks for confirmation first).

Pinned Events

Pinned events appear in a 📌 Pinned section at the very top of the event list, above all other events. Use this to keep your most important upcoming events always visible — a big annual fundraiser, a registration deadline, or a recurring announcement. All other events appear below in an All Events section.

Searching & Filtering

Use the search bar to filter events by title, the Date dropdown to show only upcoming or past events, and the Sort dropdown to control the display order.

List View vs. Calendar Grid View

Inside any calendar, use the List / Calendar toggle buttons at the top of the events area to switch views. Your preference is remembered between sessions.

• List view — events displayed as cards in chronological order, ideal for scanning upcoming events quickly
• Calendar grid view — a monthly grid showing events on each day. Use the arrow buttons to navigate months and the Today button to return to the current month. Multi-day and recurring events appear on every day they occur. Click any day to add a new event on that date.

Every event can have its own public Event Page at syncourschedule.com/event.html?e=…. This page shows the event details and, if enabled, lets attendees RSVP or sign up directly — no calendar app required.

Enabling an Event Page

1. Open the event you want to give a page — click ··· → Edit
2. Scroll to the 🌐 Event Page section in the event form
3. Check "Enable Event Page" — a shareable link appears immediately
4. Copy the link and share it anywhere

What the Event Page Shows

• Event details — title, date, time, location, and description. Any links in the description are automatically clickable.
• RSVP form — if RSVP is enabled on the event
• Sign-up slots — if sign-up is configured on the event
• Social share buttons — X (Twitter), Facebook, and WhatsApp links at the bottom
• Returning guest lookup — attendees can enter their email to pull up and update an existing RSVP

Sharing the Event Page

The Event Page link is a clean URL you can paste into any channel — email, social media, text message, or your website. Unlike the ICS subscribe link, it works for anyone, even people who don't use a calendar app.

Adding the Link to an Event's Description

When you turn on RSVP or the Event Page while editing a saved event, a link to the event page is added automatically to the bottom of the event description (for example, 📋 RSVP & sign up: https://syncourschedule.com/event.html?e=…). Because it lives in the description, that link travels into every subscriber's calendar app — so people can RSVP or sign up straight from the event on their phone.

Enabling RSVP on an event adds a form to the Event Page where attendees can respond Yes, No, or Maybe and leave an optional note.

Setting Up RSVP

1. Open the event — click ··· → Edit
2. Scroll to the ✅ RSVP section and toggle RSVP on
3. Enable the Event Page if you haven't already — the RSVP form is only accessible via the Event Page
4. Share the Event Page link with your attendees

How Attendees RSVP

On the Event Page, attendees enter their name and email, choose their response (Yes / No / Maybe), and optionally add a note. As they type their email, the system automatically checks whether they've RSVPed before and pre-fills their previous response — making it easy to update.

Viewing RSVP Responses

From the calendar event list, click the RSVP count badge on any event to open the RSVP Responses page. It shows each respondent's name, email, response, note, and timestamp. You can also export the list to CSV.

Returning Guest Lookup

Attendees who already RSVPed can look up their response on the Event Page by entering their email in the "Already RSVPed?" card. Their previous response is displayed and they can click to update it.

Sign-up Sheets let you define named slots on an event — like volunteer roles, session times, or meal sign-ups — and let attendees claim them directly from the Event Page.

Setting Up a Sign-up Sheet

1. Open the event — click ··· → Edit
2. Scroll to the 📋 Sign-up Sheet section and toggle sign-up on
3. Add slots — give each slot a name (e.g. "Setup Crew", "Greeter", "Bring Dessert") and set a capacity (how many people can claim that slot)
4. Enable the Event Page so attendees can access the sign-up form

How Attendees Sign Up

On the Event Page, each slot is listed with its name, capacity, and how many spots remain. Attendees enter their name and email and click Sign Up on a slot. Once a slot is full, a Join Waitlist button appears in its place.

Waitlist

When a slot reaches capacity, additional attendees can join the waitlist for that slot. They enter their name and email and are added to the waitlist queue. As an organizer, you can see the waitlist alongside the confirmed sign-ups on the Sign-up Responses page.

Viewing Sign-up Responses

From the calendar event list, click the sign-up count badge on an event to open the Sign-up Responses page. It shows each slot with all confirmed sign-ups and any waitlisted entries. You can also export to CSV.

The Subscribe Page

Every calendar has a public Subscribe page — a clean, mobile-friendly page where anyone can subscribe to your calendar in one tap. No account required on their end.

What to Share

Click 🔗 Share on your calendar page to get the subscribe link. Share it anywhere your audience will see it:

• Email newsletters and bulletins
• Your website or social media bio
• Printed programs or signage (as a QR code)
• In-person announcements with the QR code on a slide

Social & Text Sharing

The Subscribe page has built-in share buttons so your audience can spread the word in one tap — Copy Link, 𝕏 (Post), Facebook, and Text. The Text button opens the visitor's messaging app with a ready-to-send message and your subscribe link already filled in.

QR Code

Click the QR Code button on your calendar page to view and download a QR code that links to your Subscribe page. Scan it with any smartphone camera — no app required — and it opens the subscribe page instantly.

Raw ICS Feed URL

For advanced users or custom integrations, the raw .ics feed URL is available on your calendar page. Paste it into any calendar app that supports ICS subscriptions:

• Apple Calendar: File → New Calendar Subscription → paste URL
• Google Calendar: Other calendars → From URL → paste URL
• Outlook: Add calendar → Subscribe from web → paste URL

The embed widget lets you drop your calendar straight onto your existing website — a church site, school page, library page, or anything else. It's a live widget: whenever you add or change an event in Sync Our Schedule, it updates on your site automatically. No plugins to install, and it works on any site that lets you paste an embed code (WordPress, Squarespace, Wix, Webflow, plain HTML, and more).

Two styles

• Full calendar — a month grid with a Month/List toggle, search, and clickable events. Best for a dedicated "Events" or "Calendar" page.
• Compact list — a slim list of upcoming events. Best for a sidebar or a homepage widget.

Adding it to your website

1. Open your calendar and click 📤 Share
2. Scroll to 🔲 Embed Widget
3. Pick a Style (Full calendar or Compact list), an Accent color, and a Theme (light or dark) — the Live Preview updates as you go
4. Click Copy to copy the embed code
5. Paste it into your website wherever you want the calendar to appear (in most site builders, add an "Embed" or "Custom HTML / Code" block and paste)

Good to know

• Always current — the widget pulls live events, so your site stays up to date with zero extra work.
• Clickable events — visitors can tap any event to see its details, and jump to the full event page.
• Subscribe built in — the calendar view includes a "Subscribe to calendar" button so visitors can add it to their own phone.
• Responsive — it adapts to the width of your page, on desktop and mobile.

Permission Levels

Role	What they can do
Editor	Create, edit, and delete events. Cannot change calendar settings or invite others.
Viewer	View the calendar and its events only. Cannot make any changes.

Inviting a Collaborator

1. Open the calendar you want to share
2. Click + Invite in the Collaborators panel on the right
3. Enter their email address and choose Editor or Viewer
4. Click Send Invitation — they'll receive an email with a link to accept

Pending Invitations

Invitations you've sent but that haven't been accepted yet appear in the Pending Invites section below the active collaborator list. Each pending invite shows the invited email, their permission level, and when the invitation expires.

Managing Collaborators

Each collaborator (both active and pending) has a three-dot menu (⋮) in the top-right corner of their card. Click it to see available actions:

• For active collaborators: Remove (immediately revokes their access)
• For pending invites: Cancel Invite (deletes the invitation before it's accepted)

An Organization is a group that owns multiple calendars together. Instead of managing every calendar individually, you create an organization and all its members can access every calendar inside it. Perfect for churches, schools, sports clubs, or any group that publishes multiple calendars.

Creating an Organization

1. From the Dashboard, click + New Organization
2. Enter a name and optional description
3. Choose a brand color — used on your organization's public share page
4. Click Create Organization

Member Roles

Role	Permissions
Owner	Full control — manage calendars, invite/remove members, edit organization settings, delete the organization
Admin	Manage calendars, invite/remove members, and edit organization settings — cannot delete the organization
Member	View all organization calendars and events — cannot change settings or manage members

Inviting Members

1. Open your organization page
2. In the Members section, click the + Invite button
3. Enter their email address and select Member or Admin role
4. Optionally add a personal message
5. Click Send Invitation — they'll receive an email with a link to accept

Managing Members

Each member (both active and pending) has a three-dot menu (⋮) in the top-right corner of their card. Click it to:

• For active members: Remove them from the organization (revokes access to all organization calendars)
• For pending invites: Cancel the invitation before it's accepted

Organization Share Page

Every organization has a public Share page that shows all your calendars in one place. Click the 📅 Share button at the top of the organization page to get the link. This is the best link to share with your community — they can browse all your calendars and subscribe to whichever ones they want.

Branding the Organization Page

You can brand the organization's public page just like a calendar's Subscribe page. Click Edit Organization and open the Subscribe Page tab to set a hero banner image, accent and background colors, a welcome message, and which sections appear — all with a live preview. Saving updates the public page right away.

All Events View

The bottom of your organization page shows an All Events section that aggregates every event across all your organization's calendars in one place. Switch between List and Calendar view using the toggle buttons. The calendar grid view shows a monthly calendar with events from all calendars color-coded by source. Use the Today button to jump back to the current month.

The Planning Center integration pulls events from your Planning Center Calendar and Registrations modules directly into a Sync Our Schedule calendar, keeping them up to date automatically every day.

Connecting Planning Center

1. Open a calendar and find the Planning Center card in the right sidebar
2. Click "Connect to Planning Center" — a confirmation modal appears
3. Click "Connect with current account" to proceed to Planning Center's authorization screen
4. Authorize the app in Planning Center — you'll be redirected back automatically
5. An initial sync runs immediately after connecting — your events appear within seconds

Filtering Which Events Sync

By default, all events from your Planning Center Calendar are imported. You can narrow this down to specific tag groups using the filter:

1. In the connected Planning Center card, click 🏷️ Filter Events
2. Check the tags you want to include — tags are organized by their Planning Center tag groups
3. Click "Save & Sync" — your filters are saved and a sync runs immediately with only the selected tags

Leave all tags unchecked to import everything. The sidebar shows "🏷️ N tag filters active" as a reminder when filters are on.

Syncing

Events sync automatically once per day. To sync immediately after making changes in Planning Center, click the 🔄 Sync Now button in the sidebar card.

Disconnecting

Click Disconnect at the bottom of the Planning Center sidebar card. You'll be asked whether to also delete all events that were imported from Planning Center. If you leave the checkbox unchecked, the events stay on your calendar but will no longer sync.

Feature	Details
Auto-sync frequency	Once per day (midnight UTC)
Sources synced	Planning Center Calendar + Registrations
Sync direction	Planning Center → Sync Our Schedule (one-way)
Tag filtering	Filter by any Planning Center tag group
Per calendar	One Planning Center connection per calendar

Access Analytics from the 📊 Analytics button on any calendar page. Use the time period selector to filter by 7 days, 30 days, 90 days, or all time.

Understanding Each Metric

Metric	What it means
Total Views	Total times someone visited your calendar's subscribe page
Apple / Google / Outlook	Clicks on each platform's subscribe button — the most reliable signal that someone actually subscribed
Unique Visitors	Distinct visitors to the subscribe page
Subscribe Clicks	Total button clicks across all platforms (Apple + Google + Outlook combined)

Event Short URL Analytics

The Event Short URL Analytics table shows events with trackable destination links, ranked by click count. For each event with a short URL, you can see:

• Event name and date
• Short URL - Your branded tracking link
• Destination - Where the link redirects to
• Total Clicks - Number of times the short URL was clicked
• Details - View click analytics including unique clicks and last click timestamp

Use the search bar to filter events by name. This helps you understand which event links drive the most engagement.

Opening the Print View

From any calendar page, click the ··· More menu (top-right of the calendar), then select Print. This opens a full print preview of your calendar events for the selected month.

You can also access Print from your calendar's Settings page via the shortcut links at the top.

Choosing a Layout

The print view offers two layouts:

• Monthly Grid — A classic calendar grid with events shown on each day. Best for bulletin boards, classroom walls, and posters. Print in landscape orientation for the best fit.
• Event List — A clean chronological list of events for the month. Best for bulletin inserts, newsletters, and handouts where a compact format works better than a full grid.

Choosing a Design

Select a color design to match your organization's branding. Options include:

• Classic — Clean white background, simple borders
• Bold — Colored header row with high contrast
• Minimal — No grid lines, just event names and dates

All designs are optimized for black-and-white printing, so they look good even if you don't have a color printer.

Navigating Months

Use the ← Previous and Next → arrows at the top of the print preview to move between months. The print view always shows one complete month at a time.

Showing Event Details

Use the Details toggle to control how much information appears on each event:

• Title only — Just the event name. Cleaner, works well when you have many events or limited space per day.
• Title + Time — Event name and start time. Good for most use cases.
• Title + Time + Location — Full details. Best for event lists and when attendees need to know where to go.

Including a QR Code

Turn on the Include QR Code option to add a subscribe QR code to the bottom of your printed calendar. People who pick up the printed copy can scan the code to subscribe digitally — turning a paper handout into a subscriber acquisition tool.

The QR code links to your calendar's public subscribe page.

Printing

Click the Print button to open your browser's print dialog. A few tips for best results:

• Select Landscape orientation for the monthly grid layout
• Select Portrait for the event list layout
• Set margins to None or Minimum to use the full page
• Enable Background graphics if using a colored design
• Choose Save as PDF from the printer dropdown to get a PDF file instead of printing to paper

Saving as PDF

To save a PDF copy (for emailing, archiving, or uploading to a website), open the print dialog and choose Save as PDF or Microsoft Print to PDF as the destination printer. This is available on all major operating systems without any extra software.

Tips for Common Use Cases

• Church bulletin insert: Use Event List layout, Title + Time, Portrait. Keep event titles short so they fit cleanly.
• Classroom wall calendar: Use Monthly Grid, Title only, Landscape, Bold design. Print at full page size.
• HOA bulletin board: Use Monthly Grid, Title + Time, Landscape. Enable QR code so residents can subscribe.
• Sports season schedule: Use Event List, Title + Time + Location, Portrait. Laminate after printing.
• Welcome packet insert: Use Event List, Title + Time, Portrait. Export as PDF to include in email attachments.

Keeping Print and Digital in Sync

The print view always pulls your latest event data. If you update an event after printing, reopen the print view and reprint — it will reflect the change automatically. Your digital subscribers receive updates instantly; paper copies need to be reprinted (or annotated by hand) when things change.

Events aren't showing up for subscribers

• Calendar apps sync on their own schedule — changes can take a few minutes to a few hours to appear
• Our system: Your ICS feed updates within seconds after creating/editing/deleting an event
• Apple Calendar: Syncs automatically every 1-2 hours, or manually refresh by right-clicking the calendar
• Google Calendar: Syncs every 12-24 hours automatically; cannot be manually refreshed for subscribed calendars
• iPhone: Pull down on the calendar view to refresh, or go to Settings → Calendar → Accounts → your subscription → toggle off/on

Subscribe Clicks shows 0

• This is normal for a new calendar — the count only updates after a subscribed device's app polls the feed in the background (not when they click subscribe)
• If you have known subscribers, their app may not have synced yet, or they may be on a shared network IP

Invitation email wasn't received

• Ask the recipient to check their spam or junk folder
• Invitations expire after 7 days — cancel the old one and send a fresh invite if needed
• Double-check the email address in the Pending Invites list

I can't edit a calendar

• You may be a Viewer collaborator rather than an Editor — contact the calendar owner to upgrade your permissions
• Organization Members can view calendars but cannot edit events unless specifically added as an Editor collaborator on that calendar