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Creating Calendars

Creating a calendar in B1 Admin lets you build a curated view of events by connecting one or more groups. Events are managed by group leaders within their groups, and your calendar displays those events in one place. Admins with edit access can add or edit events for any group. Non-admin group leaders can only manage events for groups they lead.

Before You Begin

  • Set up the groups whose events you want to include in your calendar
  • You need administrative access to the Calendars section in B1 Admin

Creating a New Calendar​

  1. In B1 Admin, open the Jump menu (the search bar at the top-left), expand Calendars, and click Calendars.
  2. Click Add Calendar at the top of the page. The new calendar form opens below the calendar list.
  3. Enter a name for your calendar (for example, "Youth Ministry Events" or "Main Church Calendar").
  4. Add an optional description to help your team understand what this calendar is for.
  5. Click Create to save your new calendar.

The Calendar Detail Page​

After creating a calendar, click Manage Events on its row to open the detail page. This page has two main areas:

  • Left column -- The calendar's name with its actions (New Event, Edit, Import .ics, and Print), followed by the Groups in Calendar list showing which groups are included in this calendar. Click Remove next to a group to take it off the calendar.
  • Main area -- The Calendar Events view showing events pulled in from connected groups, with the Subscribe and Add Group buttons above it.

Connecting Groups​

Groups that have events in the calendar automatically appear in the Groups in Calendar list on the left side of the detail page.

  1. Click Add Group above the calendar to associate a group with your calendar.
  2. Select the group from the dropdown. The list includes every group in your church, not just the groups you belong to.
  3. Choose whether to include all events from that group or only specific events.
  4. Click Save.

Each event appears on the calendar only once. If you add a whole group, any of its events you had already added one at a time are folded into the group entry, and picking specific events from a group that is already on the calendar adds nothing new. Only groups added as a whole are listed under Groups in Calendar.

Importing an .ics File​

Click Import .ics to bring in events from another calendar. Choose the Group the events should belong to, then click Choose .ics file or paste the file's contents, and click Import. The events are created in that group, and the group is added to the calendar you imported from, so the events show up there right away.

Removing an Event from the Calendar​

Click an event on the calendar, then click Remove from Calendar. This only takes the event off this calendar -- the event itself stays in its group. If the event is on the calendar because its whole group was added, removing it takes all of that group's events off this calendar (the events still stay in the group). To delete an event for good, delete it from the group's calendar.

tips

Connecting groups to your calendar is a powerful way to automatically aggregate events. When a group leader adds an event to their group, it can flow into your church-wide calendar without any extra work from you.

info

If you want to create a single calendar that pulls events from many groups across your church, see Curated Calendar for a streamlined approach.

Adding and Editing Events​

Click New Event on the calendar detail page to add an event, or click an event on the calendar and then click Edit to change it. The New Event / Edit Event form has these fields:

  • Group -- The group the event belongs to. If your church has event templates, you can also pick a Template to fill in the form.
  • Title
  • Event photo -- Click Add Photo (or the empty photo box) to choose or upload an image, cropped to a wide 16:9 shape. Click Change Photo to replace it. The photo is shown at the top of the event's page on your website and as its tile when a Calendar element shows Upcoming events (see Showing Events on Your Website).
  • Description -- Shown on the event's page on your website. Bold text, lists, and links are supported.
  • Start and End, Repeats, and Visibility (Public or Private).
  • Tags -- Comma-separated labels, such as youth, students. A Calendar element on your website can be set to show only events with a certain tag. This is the same Tags field shown in the event's registration settings.
  • Who can view notes and Who can post notes -- Who can read and add to the event's notes (see Event Notes). Choose Staff only (the default), Group leaders (leaders of the event's group), or Group members (everyone in the event's group, including its leaders).
  • Rooms and Resources -- Reserve space and equipment for the event. See Rooms, Resources & Scheduling.

Click Save. If the event repeats, B1 asks you to confirm, because saving updates every occurrence in the series.

Event Notes​

Each event has its own notes thread for planning and follow-up. Click an event on the calendar detail page; the dialog shows the event's details, its reminders, and its Notes below. Type a note and post it to add it to the thread.

Staff with permission to edit content or administer calendars can always read and post event notes. The Who can view notes and Who can post notes settings on the event decide whether the event group's leaders or members can too.

Showing Events on Your Website​

To put a calendar on your website, add a Calendar element to a page and choose this calendar. The element can show a month calendar or a grid of upcoming-event tiles, and can be limited to events with one tag. Visitors who click an event open its own event page. See Using the Calendar element.

Enabling Event Registration​

You can enable registration for any calendar event so members can sign up through the B1 website or mobile app.

  1. Click on an existing event or create a new one.
  2. In the event editor, toggle Registration to enable it.
  3. Configure the registration settings:
    • Capacity (optional) -- Set a maximum number of registrations. Leave blank for unlimited.
    • Registration Opens -- The date and time when registration becomes available.
    • Registration Closes -- The date and time when registration closes.
    • Tags -- Comma-separated labels (e.g., "youth, retreat, vbs") to help categorize registerable events.
    • Registration Questions -- Optionally attach a form so registrants answer extra questions (dietary restrictions, T-shirt size, emergency contact, etc.) as part of signing up. Choose None to skip questions.
    • Enable Waitlist -- When the event fills up, let additional registrants join a waitlist instead of being turned away. See Paid Registrations.
  4. Save the event.

For paid events, the same settings page lets you define priced Attendee Types, optional Selections (add-ons), and Discount Codes, with payment collected through your church's giving provider. See Paid Registrations for the full walkthrough.

Once registration is enabled, members will see a Register for this Event button when they view the event on the B1 website or B1 Mobile app. If you attached a form, registrants see a Questions step during registration and their answers are saved with their registration.

info

Registration Questions only works with forms that are not marked Restricted. A restricted form is skipped automatically during registration rather than shown, so use an unrestricted form when attaching questions to an event.

Managing Registrations​

To view and manage registrations for your events:

  1. In the Jump menu, choose Calendars > Registrations.
  2. You will see a table of all events with registration enabled, showing the event title, date, current registration count vs. capacity, and tags.
  3. Click on an event to see the full list of registrations, including names, member count, attendee types, payment status, and registration date.
  4. From the detail page, you can:
    • Add Attendee -- Manually register someone who signed up offline or over the phone.
    • Cancel individual registrations
    • Delete registrations permanently
    • Promote waitlisted registrations when a spot opens
    • Export CSV -- Download all registrations, including attendee types, selections, payment amounts, and question answers

If the event has Registration Questions attached, the detail page also shows an Unanswered questions only filter to quickly find registrants who haven't submitted answers yet, and a View Answers button on each answered registration to see their responses. Paid events add a Type column, a Paid / Total column, per-type counts, and a payments detail dialog -- see Paid Registrations.

tips

Use the capacity progress bar to monitor how quickly events are filling up. The bar turns red when an event is at or over capacity.

Next Steps​