Calendars
With a calendar you publish fixed dates: training, parents’ evening, general meeting. Everyone sees them on a page of their own, on your website or right in the calendar on their phone.
One public calendar is free. With Pro you get several calendars and internal calendars (secret link or password). More about Pro
Calendar, poll or sign-up?
Calendar: the date is already fixed. You just let people know.
Scheduling poll: the date is still open. Everyone says when they can make it.
Sign-up: the date is fixed and you want to know who is coming – with a menu choice, for example.
You can combine them: a calendar date can link to your sign-up, and the date found with a poll goes into the calendar with one click.
Public, internal link or password – which one when?
| Setting | Who sees the calendar? | Suitable for |
|---|---|---|
| Public | Anyone who knows the address. It only shows up in Google & co. if you switch on “Visible in search engines”. | Club events, concerts, school holidays |
| Internal (secret link) | Only people who get the link with the secret key. Without the key, nobody can find the page. | Staff calendar, leaders’ team – if you share the link by email or chat |
| Internal (password) | Anyone who knows the password. The page asks for it, also when embedded on your website. | Board, parents’ council – if the calendar should be on the club website, but not for everyone |
Internal calendars are part of Pro. Anyone logged in to your team sees internal calendars without the password.
Step by step
Create a calendar
In the Dashboard, click Calendars and then “New calendar”. Enter a name, for example “Riverside Community Choir – Events”. Wannja suggests the address itself. Choose who should see the calendar and click “Create calendar”.
Add a date
Next to the calendar, click “Dates” and then “New date”. A title and a date are enough. Depending on the date, you can add:
- All day: tick “All day”, for example for a sports day.
- With a time: enter the start and end, for example rehearsal 19:00–21:00.
- Several days: enter the last day under “Until (date)”, for example a camp from Monday to Friday.
- With a video link: copy the link (https://…) into the “Location or video link” field. It becomes clickable in the calendar.
- With a link to a sign-up: choose your sign-up under “Link”. The date then shows the button “Go to the sign-up”.
A Draft is only visible in your own management view. Only “Published” puts the date in the calendar and in the subscription.
Add a date from a poll to the calendar
Did you find the date with a scheduling poll? Open the poll’s results. Under “Best match”, click “Add to calendar”. Title, date and time are already filled in: check, save, done. For sign-ups, the button is called “Publish in calendar”. Or tick “Publish in calendar” right when you create the sign-up and enter the date.
Embed it on your own website
Open the calendar’s Settings. Under “Share, embed, subscribe” you find the embed code. Click “Copy code”.
Where does it go? Most website builders (WordPress, Wix or Jimdo, for example) have a block for your own code. It is often called “HTML”, “Code” or “Embed”. Add that block to the page you want, paste the copied code into it and save. Your website builder’s help explains what the block is called there. If someone else looks after your website, simply send them the code.
Subscribe on your phone
On the calendar page, tap “Subscribe”. Anyone who subscribes has the dates in the calendar on their own phone. New and changed dates arrive by themselves.
- iPhone: tap “Subscribe on iPhone, Mac or Outlook” and confirm.
- Android: tap “Subscribe in Google Calendar” and confirm with your Google account. If that doesn’t work on the phone, open the link once on a computer, logged in with the same Google account. The calendar then also appears in the Google Calendar app.
- Computer: Outlook and Apple Calendar use the same button as the iPhone. For other programs, copy the “Subscription link” and add it there as a subscription.
Frequently asked questions
How often does the subscription update?
You don’t have to do anything: the phone’s calendar fetches changes by itself. When it does so is up to the device – depending on the phone and calendar app, with a delay of up to several hours.
So if you cancel a date at short notice, send a message as well.
Who sees an internal calendar?
With an internal link: only people who have the link with the secret key. With a password: only people who enter the password. Anyone logged in to your team sees the calendar without the password.
Note: anyone with the subscription link or the internal link sees all dates. Only pass it on to people who are allowed to see the calendar.
The link has fallen into the wrong hands. What now?
Open the calendar’s Settings and click “Regenerate link” (available for internal calendars). The old link, embeds with the old key and all existing subscriptions then stop working. Send the new link to everyone who needs it – anyone who had subscribed needs to subscribe again.
For a calendar with a password, you can also set a new password.
Can I change the calendar’s address later?
Yes, in the Settings. Existing links, embeds and subscriptions will stop working, though. So it is best to choose an address at the start that can stay.