Tech Forum

Is it possible to create calendars that are shared and visible by two different stakes? Our stake was recently split, but the new stake doesn't have a "proper" stake center. Therefore we're going to work together on things such as baptisms because they have no baptismal font.

You can't share event calendars, but you can share facilities. The system is designed for that. The agent stake can share the building with the other stake. Both can see the "location" calendar and the system will prevent double-booking.

So when on my calendar, an event is created, should the creator be sure to put it on the building calendar, as opposed to one of the stake calendars? We have a calendar for Stake Baptisms, should we forgo using that and place baptisms on the building calendar?

When you create an event on any calendar, and specify a meetinghouse as a location, you will automatically "reserve" the selected rooms of that meetinghouse for your event. As Russell stated, the agent stake must share the meetinghouse (or stake center) with the other stake, so they may see it in the list of selectable locations when they create events on one of their ward or stake calendars.

Hagothsen wrote:So when on my calendar, an event is created, should the creator be sure to put it on the building calendar, as opposed to one of the stake calendars? We have a calendar for Stake Baptisms, should we forgo using that and place baptisms on the building calendar?

There are two different types of calendars - event and location (aka building). If you place an event on the event calendar and add the church facility, then it's automatically placed on the location calendar as well. It will remain a single event, so if the event gets moved or canceled, the location calendar will update in sync with the event.

It's the location calendar that will not allow double-booking - regardless of what event calendar is used and regardless of what unit the calendar belongs to. That's the protection you're looking for.

But location calendars have no visibility outside lds.org, such as the sync URL or LDS Tools. If you place an event directly on the location calendar, then you will be protected against double-booking the location, but it may be invisible to the intended audience. That may be fine if the "event" is resurfacing the gym floor. Not so good if you want people to actually show up.

Also, only a building scheduler can place an event on the location calendar - but any authorized editor can schedule via the event calendar. So that can be assigned to individuals or callings without giving them admin access to all events.

So, in your case, I'd suggest that you continue to use the stake baptism calendar, but make sure to select the proper "Church Facility" to insure that the location is scheduled. If you fail to select the Church Facility, then anyone in any unit (including your own) can schedule a conflicting activity and rightfully claim they have the building.

Thank you russellhltn and drepouille.