Export for simple reporting

Our export feature can be helpful in a number of ways.  Export is most commonly used to keep a local backup of your events handy or to import events to another calendar program.   We’ve recently seen customers using export as a simple reporting tool and thought we’d share some tips for using export in reporting.


Here’s how it works…..

STEP 1:  Export is located in the upper left of your calendar’s navigation bar.  By default, you’ll need to be logged in as an administrator to view the export button.

STEP 2:  Select a date range for the events you’d like to report on.

STEP 3:  Select any combination of categories to export.

STEP 4:  Export to a “Comma Separated Values Format (.csv).”  This file type is easily opened and reviewed in MS Excel or other spreadsheet applications.

STEP 5:  Optionally, select additional export options such as the option include mirror category columns in the export file.  If you’re adding events to more than one category in your calendar, you can export that data in your .csv file.

STEP 6:  Click “Export” button.  You’ll see a success message and a file titled “CalendarWiz_Export..” download to computer’s “downloads” folder.

STEP 7:  Open and review your export file in MS Excel.  Note that each row represents an event.  Columns across include  data associated with each event, including start date, start time, duration, etc.  Be sure to scroll horizontally to view all event data included in the export.

If you have any questions at all, please feel free to email support@calendarwiz.com.

Get Started with Mobile App

We’ve just added some awesome updates to our mobile app, making now the perfect time to start using CalendarWiz on your phone.  The mobile calendar is compatible with any smartphone, Android, iPhone, etc.

Here’s how to get started…

Step 1: There’s nothing to download.  Simply open your phone browser, which is Safari or Chrome in most cases.

Step 2: Type in your calendar link.  Replace “yourcalendarname” in the link with your unique calendar name.


Step 3: Select “Mobile” when prompted.

Step 4: Log in with your regular login information.

Step 5: Add CalendarWiz to your phone home screen.

Here’s how it works…

  • Add events by tapping the + icon.
  • Edit events by tapping event and click Edit in the upper right.
  • Filter events by category, just tap the icon.
  • Category Colors displayed alongside each event.
  • Refresh calendar by tapping the icon.
  • Gray dots indicate days with events.
  • Tap a day number to view day’s events below.
  • View events as a list by tapping the icon.
  • Sideways swipe calendar to move month to month.
  • Tap event to view details and description.


Trouble Shooting:  If the link above doesn’t offer “Mobile” option, use this direct link to the mobile calendar.
Replace “yourcalendarname” in the link below with your unique calendar name.


If you have any questions at all please email us at support@calendarwiz.com

New Mobile Calendar App

CalendarWiz offers mobile app for iOS and Android
We love making the CalendarWiz experience better for you.   That’s why we’re excited to announce some awesome updates to the CalendarWiz Mobile App.

Here’s what’s new…

  • Category Colors displayed alongside each event, making it easy to associate an event with its category.
  • List View lets you scroll to see what’s coming up in the schedule or locate a particular event in the past or future.
  • Category Filter lets you select specific category or categories for viewing.
  • Events Below Date just tap a date to see what’s going on a day.
  • And More… numerous tweaks and bugs fixes geared toward making your mobile experience even better:)

Here’s how it works…

  • Gray dots indicate days with events.
  • Tap a day number to view events for that day.
  • Add events by tapping the + icon.
  • Edit events by tapping event and click Edit in upper right.
  • Filter events by tapping the icon.
  • Refresh calendar by tapping the icon.
  • View events as a list by tapping the icon.
  • Sideways swipe calendar to move month to month.
  • Tap event to view details and description.

Looking to add the mobile calendar to your phone? Click here for step by step instructions.
We welcome any feedback or questions you may have.  Email support@calendarwiz.com

Easy Website Calendar Integration

Our Website Integration tool makes it easy to add your calendar to any website and look great on any device. Get started by going to: Admin Menu > under Website Plugins > Website Integration


The Website Integration tool lets calendar administrators create code to embed into any website or website builder such as SquareSpace, WordPress, Weebly, Wix, and more.  In each tab, set options to to create code.  Note: settings & code on this page are not saved.

Here are the 5 types of code:

  • Responsive: JavaScript snippet to show full calendar on large screens and a mobile-friendly upcoming events list on phones. See how it looks.
  • IFrame: Basic HTML code to frame your full calendar on your web page
  • Text Link: Creates a text link to your calendar
  • Image Link: Creates a graphic link to your calendar
  • Plain Link: Basic link to your calendar to share on the web, by email, etc.


Select the categories you want to display on your website.  Select “Always show all categories” if you want all category events displayed.  Otherwise, “Select individual categories” to check an individual category or specific combination of categories.  If you “Select individual categories” and do not select any categories the default category setting in the options menu will be used.



In each code tab you’ll notice a set of options available.   Select the options you want.  You’ll notice the code below adjusts to the changes you make.

  • Width & Height: only pertains to Responsive & IFrame code.  100% width is good for most websites,
  • Upcoming Events List Theme: upcoming events list shown when calendar viewed on a phone.  Update events list width, colors & styles via: Admin Menu > Upcoming Events List.  TIP: set list width to 100% to fit perfectly on phones.
  • Calendar View: calendar view displayed pick from month, week, list, or day view.
  • Hide Login Button: This option will cause the calendar to open without the login button in the calendar navigation bar.
  • Open link in:  Select how the calendar will open for text and image links, either in the same window or a new window.
  • Enter text to display in text link: This is the text that will be used to create the code for the text link you can put on your web page.
  • Select styles for text link: For text links, set the font, style, size and whether you want the link to have an underline decoration. The program will automatically create the style code for you.
  • Enter URL of hosted image: only pertains to image link tab. The value shown when you first open this screen is the URL to a graphic on the calendarwiz.com web server. To use a different graphic, enter the full URL to a graphic on your web server to be used in the code for your image link.

Copy & Paste Code:

At the bottom of each tab you’ll see “Paste this code on your site” section.  Copy the entire code and then paste into your web page where you want your calendar.  In many cases, you’ll want to create a new web page just for your calendar.  If you use a website builder, in many cases they have something called an “embed block” or “custom embed module” where you can add your calendar code.  Here are some help articles with screenshots for specific website builders:

Link Your Shared Calendar to Dropbox

If your team or group uses Dropbox to share files, it may make sense to include a link to your CalendarWiz shared calendar in Dropbox.  This article provides the steps to link your Dropbox to your CalendarWiz calendar:

Step 1:  Go to https://www.dropbox.com in a browser like Chrome or Internet Explorer and Login.
Please note that going to your local computer’s Dropbox will not work.  Once you’ve logged in, navigate to the Dropbox folder where you want to put your calendar link.



Step 2: Next, open a new window in your browser, not a new tab.  This is important.  Click the settings menu in upper right of browser and select New Window.

Go to your CalendarWiz calendar, using your standard calendar link, in this format:


Step 3: Here’s the trick, you’re going to “drag” your CalendarWiz calendar link from one window and “drop” it into your Dropbox folder that’s in the 2nd window.  Ok, start dragging.



Step 4: Drag the link over to your Dropbox and drop it where you want it.


Step 5:  You’re done!  Your team or group will now see the link appear in their Dropbox on their computer.  Just a double click will launch your shared calendar.



Multi-Day Banner Events

A multi-day event is an individual event that spans more than one day, for example a vacation, seminar, project, travel schedule or fundraiser.   These events appear as a banner from the event start day to the event end day.

If you’d like this feature turned on in your calendar, email us at support@calendarwiz.com


Here’s how it works…


STEP 1:  Select event start date and start time.  The start time is simply the time the event begins on the start date.  In this example “Annie to Ireland” starts at 1:00PM on January 3rd.  You may also select the “All Day Event” option so you don’t have to select a start time or end time.


STEP 2: Select event end date and end time.  The end time is when the event ends on the event end date.  In this example, “Annie to Ireland” ends on January 9th at 3:00PM.  You may also select “No End Time” so that no end time appears for this event.



STEP 3: Voila! You’ve got a multi-day banner event.
For more info on adding events, check out these help articles on our Quick Event and Full Event editors.



Quick Tips:

  • Converting repeating event to multi-day? If you are editing an existing daily repeating event and want to convert it to a multi-day event, you must click “Never” under the repeating section.  Instead select a start date for the event and an end date on the left-hand side of the editor.
  • An event’s banner color will inherit it’s category legend color.  To change a category legend color, go to Admin Menu > Categories > Edit > Pick a new legend color > Save
  • Saturday to Sunday multi-day event titles not fitting the complete event title? Here are a couple solutions.
    1) Make the event title shorter.
    2) Start your calendar weeks with Monday to give more space for your Sat to Sun event title. Go to Admin Menu > Calendar Options > Advanced > check  > Save
    3) Add event as daily repeating event instead of multi-day event.
  • Multi-day events vs. repeating events – multi-day events last more than one day where as repeating events are single events that repeat in a specific pattern.  It is possible to add multi-day events that repeat as well.  Learn more about repeating events.

We welcome your questions and feedback!  Email us any time at support@calendarwiz.com


Suggest Event Form with Saved Locations

We’ve just released the option to add saved locations to your Suggest Event Form!  Communities, churches, and schools that use saved locations to reserve rooms or facilities have requested this option for some time.

Why is this exciting?  Adding a saved locations drop down list to the form makes it easy for calendar visitors or community members to request a room or facility for their event submission.  Events submitted through the suggest event form will still require admin or manager approval.  To take advantage of this new option, you will need to update your Suggest Event Setup.




Here’s how it works…


Step 1:  Be sure to enable the Suggest Event Form

Go to Admin Menu > under the “Apps” section > Suggest Event > Suggest Event Setup tab >

Check to “Enable Suggest Event Form” and optionally check “Show Suggest Button in Calendar Menu.”  If you want to hide the event contact section, you may uncheck the “Show Event Contact fields” option.



In the image below, you’ll see where the suggest button appears on the calendar menu.  Also note that we’ve customized the button text.




Step 2:  Select the Saved Locations you’d like to include in your form.

Check the saved locations that you would like to appear in the suggest event form.
The free-form location fields are included by default; but you may hide those fields by unchecking “Allow free-form locations.”  Optionally, you can require selection or entry of a location.  If you don’t have saved locations in your calendar, you can add saved locations by going to:
Admin Menu > Locations > Add



Step 3:  Save & Preview Your Form

Save and Preview Form Buttons are located at the bottom of the Suggest Setup screen.  Save changes and then click to Preview Form.



As always, we welcome your feedback and are happy to answer any questions you may have.  Email us at support@calendarwiz.com

Suggest Event Form

The “Suggest Event Form” allows community members or clients to submit events to your calendar for approval.  Suggested events must be reviewed and approved by a calendar administrator or manager prior to appearing on the calendar.

Our customers use this form in a variety of ways.  For example, communities and online magazines love the suggest form because their members can contribute to the calendar and share events; whereas churches and schools use the form to manage work-flow for room reservations and event requests.  Small businesses allow clients to request an appointment date and time via the form.

The Suggest Event Form is included in every CalendarWiz plan at no additional cost.





Here’s how it works…


Step 1:  Enable Suggest Event Form

Go to Admin Menu > under the “Apps” section > Suggest Event > Suggest Event Setup tab >

Check to “Enable Suggest Event Form” and check “Show Suggest Button in Calendar Menu”



Step 2:  Select Who Approves Suggested Events

The “approvers” are calendar administrators or category managers that have permission to review, edit, and save suggested events AND also receive email notice when an event is submitted via the suggest event form.

You may select from the “Who should approve suggestions” drop down options or override those settings by picking specific email address(es) than receive suggest event notices.


Step 3:  Set “Reply To” Email Address

When a person submits an event through the suggest form, that person will receive an email acknowledging their event request.  The “Reply To Email Address” that you pick is the email address that person will reply to with questions or additional details after they submit their event, etc.


Step 4: Select Suggest Form Categories

Select the categories to appear in your form – you must pick at least one category.   Optionally, you may *require selection of a category so that events go to specific category managers and the “let calendar administrator assign a category” will disapear.



Step 5: Select Suggest Form Saved Locations

You may include a list of your calendar’s saved locations in your suggest form.  This option is very helpful when using the form to help manage room or facility reservations.

You may also allow a free form location to be submitted.  Optionally, you may *require that a location is selected or entered into the form.  More Info on Suggest Event with Saved Locations.




Want to hide all the location fields?  No problem, just unselect all saved locations and uncheck the “allow free-form locations” option.  Click Save.


Step 6: Customize Button Text and Form Text

Customize the button text as well as the header, footer, and success message text in your form.


Step 7:  Save & Preview Your Form

Save and Preview Form Buttons are located at the bottom of the Suggest Setup screen.  Save changes and then click to Preview Form.


Step 8: Optionally, embed your Suggest Event Form into your website

Copy and paste a snippet of JavaScript or link directly to the form by URL.


Step 9: Review and Approve Suggested Events via Review Events Tab




As always, we welcome your feedback and are happy to answer any questions you may have.  Email us at support@calendarwiz.com

Add a Quick Event

It’s quick and easy to add events using our Quick Event editor, seen below. To add events that repeat or require additional details, check out the Full Event editor.

Here’s how it works….

STEP 1: Select Event Date

Click a calendar day cell or click the + to add an event on that day. You may also click the [+Add Event] button at top of calendar and select a date using the mini calendar date picker.

Quick Tip: You may change your date picker format to Day/Month/Year by going to Admin Menu > Options > Advanced tab > select the “31/12/2017” date format > Save


STEP 2: Choose Your Event Time

Select a standard time from the drop down list or type an event time. To quickly type a time just type ‘9a’ for a 9:00 AM event or ‘955a’ for 9:55 AM.
Other time options include the all day event or no end time event. No end time events only display a start time on the calendar.



Quick Tip: When you select a start time for an event, the end time jumps ahead by some increment of time. You can change the “jump ahead” increment (e.g. 1 hr, 30 mins, etc) by changing the span of time between your calendar’s default start time and default end time. Go to Admin Menu > Options > Advanced tab.

Step 3: Select Category & Saved Location

You must select a category and optionally select a saved location for your event.
Learn more about categories.
Note: Quick event will not include a location drop down if there are no saved locations to your calendar.

Quick Tip: Add saved locations to your calendar by clicking the gear next to the location drop down or learn more about using saved locations for room booking.


STEP 4: Use Quick Links to Full Editor tabs

Click a “quick link” to go to a full event tab. Quick links allow you to quickly add a repeating event, reminder/invite, description or private note.


Please let us know if we can answer any questions at all. Email us at support@calendarwiz.com

Adding & Editing Events

The Full Event editor offers an expanded feature set for adding repeating events or events that require additional detail. Explore tabs in Full Editor to add an event description, file attachment, event contact info or select more than one category or more than one location.

Here’s how to add a Full Event…


STEP 1: Choose Event Date

Click a calendar day cell or click a + to add an event on that day. Our Quick Editor appears by default. If you want to add a repeating event or more detail, click [More Event Options…] to open Full Event editor. Type or select a date from the mini calendar.



Single day events will have the same start date and end date. For example, a committee meeting on Dec 5, 7PM to 8 PM.
Multi-day events* are individual events that span more than one day, for example, a retreat, vacation or project. These events will be displayed as a colored banner across multiple day cells.
Repeating events are different from multi-day events in that they recur in a specified pattern with a start date and a repeating end date. More on repeating events.

*Multi-day Banner Events are a new feature. If you’d like this option turned on in your calendar, email support@calendarwiz.com



STEP 2: Choose Your Event Time

Next, select your event time. Choose an all day event, no end time or select a start time with end time. When you set a start time, the end time automatically “jumps” ahead for you.

Quick Tip: The “jump ahead” time increment (e.g. 1 hr, 30 min, etc) in your calendar is equal to the span of time between the time default values in the Admin Menu > Options > Advanced tab.

STEP 3: Select Category or Categories

You must select a category for an event. Think of categories as multiple “calendars” inside your calendar… but so much more. You can color-code and filter events by category as well as control “who can view” & “who can edit” each category.


Mirror categories:
add an event to more than one category using our mirror category feature.
Primary category determines viewing permissions if your calendar has private categories.
Add categories to your calendar by clicking the gear next to the select category drop down.

STEP 4: Repeating Events

Add repeating or recurring events to your calendar. Select the repeating pattern and repeating event end date.


Repeating Event Types:

Every day: event that repeats every day for a specified number of days.
Every # days: event that repeats every 2, 3, or more days. Select 2 for every other day.
Every # weeks allows you to set a repeating event every Monday or every Monday through Friday, just pick every 1 week.
Monthly by date allows for an event like “Expense Report Due” on the 1st of each month .
Monthly by weekday allows for an event like “Staff Meeting” on the first Tuesday of each month.
Yearly by date: events that recur on the same date each year, e.g. birthdays, anniversaries. You may also check the “never ending” option.

Quick Tip: Have an irregular repeating pattern? Edit an existing event and use the [Copy] button to create another event to a different date.

STEP 5: Save Your Event

Click [Save] to publish the event to the calendar. [Save Draft] button to save event as a draft so it’s not view-able to public.

Delete Events by clicking (edit) and then the [Delete] button at bottom of screen.


STEP 6: Optional Tabs

Invite & Remind tab

Use this section to send an event invitation, announcement or reminder to users or subscribers. You may also request that email recipients RSVP to your event. Learn more about RSVP and Attendance tracking.



Send emails to: select recipients or everyone in my calendar. Click the [Select Recipients] button to open a list of users and subscribers. Select your recipients and click [Add Recipients].

Remove recipients: you may remove attendees by clicking the ‘X’ next to their name or click [Remove All] to delete the entire attendee list.

Quick Tip: Emails will not be sent for events saved as drafts. Event Emails are sent every 15 minutes on the quarters of the hour.

Location tab

Enter the location where an event takes place. Save a location if you’d like it to appear in the drop down list for next time.
If you selected a primary location in Quick Event, that location will be included when you branch to the Full Event editor. When you create a saved location you can filter events by that location in the main calendar views.


Multiple Locations:
you may select multiple saved locations for event. To enable the option in your calendar go to Admin Menu > Calendar Options > Check “Enable event multiple mirror locations” > Save
More info:
Calendar administrators and managers can click the ‘Manage Locations’ button to turn on conflict prevention, maps, or weather for a saved location.

Description & Images tab

Add description text, upload an images (png, jpg, gif, etc.) or attach files (.pdf, .doc, .xls, etc) to your event. Visitors or users will see this info in the event detail popup. For more on adding images to events. For more on attaching documents to events.

Place the mouse over each button to see an explanation of the button’s function.



Event contact:
enter contact name, phone and email address. This information will appear in the event detail popup.
More info link: enter a web page link (also know as a URL) that will appear in the event detail popup and when clicked will open the linked web page.

Quick Tip: You can also set up your calendar so that your events open directly to your More Info Link. To set this option, go to Admin Menu > Calendar Options > Expert Option> Event More Info Link Options for details.


Private Note tab

This optional screen allows you to enter private notes for the event. Private notes are only visible by logged in user or logged-in editors.

Private notes will appear in the event popup window when a logged-in user clicks on the event title in the calendar. Use private notes to enter information about room setup, equipment, or other info that you don’t want viewed by the public.


Review Tab

Review a summary of the event information to confirm event accuracy then click “Save” or “Save Draft.”


Full Editor Options:

Disable Quick Event: turn off Quick Event editor go to Admin Menu > Options > Advanced tab > Uncheck Enable Quick Events > Save

Date picker format: Go to Admin Menu > Options > Advanced tab > select the “31/12/2017” or “12/31/2017” date format.

Disable event title styling: Admins may turn off event title styling options in the editor.
Admin Menu > Options > advanced > uncheck “allow custom style and colors for event titles.”

Disable mirror categories: Allow events to be added to a single category only.
Admin Menu > Options > Basic Options > uncheck “Enable event mirror categories” > Save

Location editing: Admins may limit updating saved locations to calendar administrators only.
Admin menu > Calendar Options > Options >’Only administrators can add / edit saved locations’
Administrators can also manage the calendar’s saved locations via Admin Menu > Locations.

Day cell click to add events: when you click on a day cell in month or week view, the event editor opens automatically. To disable this option
Admin Menu > Options > Advanced > UNcheck “Enable click on day box to add event”

Have questions or feedback? Please send us an email at support@calendarwiz.com


Email to List User Guide

Email to List makes it easy and affordable to send beautiful, engaging emails to your users and subscribers.  What’s a subscriber you ask?  Subscribers are members of your email list who can receive email newsletters, reminders, or event invites – event request an RSVP!

Our new collection of pre-built email templates make this the perfect time to use CalendarWiz for both email marketing and calendaring.   Email to List will help you send email the “right way” so you can focus on crafting an awesome email message for your audience.



Getting Started With Email to List


Step 1:  Click “Email to List” button




Step 2:  Select the type of email you’d like to send.

Simple Text: use the email editor to send a text email or create your own template from scratch.

Basic Templates:  select from basic layouts that look great on any device. Insert images, change colors, add a logo.

Themed Templates: add text to a pre-built template with images for organizations, seasons, holidays, and more.

Use the Templates tab to explore and preview the collection of templates.  Template requests are welcomed:)




Step 3:  Customize with the Email Editor

Change template colors using the background, header, message and links drop down color pickers.  For a description of what the editor buttons do, just move your mouse over each button.  Here’s an example of a logo embedded in the Basic Template named Story.  We’ve also adjusted the template colors using the drop down color pickers.  Let us know if we can help you with the customization:)



Quick Tip: get a full screen view of your email by clicking the full screen full-screen-button button. To exit the full screen mode, simply click the button again.


Basic Templates contain “placeholder” images where you can add your own logo or image.  Each placeholder image references a height and width that will work with that specific template.

Add Logo or Image:

  1. Click on a placeholder image to select it and click the insert/edit image  insert-image-button  button.
  2. Click the File Manager file-manager-button button to upload your image or logo to your calendar’s file manager.
  3. Click Upload > Add files  > Locate your logo or image on your computer > Upload
  4. Click to Insert the logo or image into your email. Note that the placeholder url has been overwritten. That’s good.
  5. Adjust your images dimensions as needed.
  6. Click OK.


All Templates include built-in social media links to encourage folks to interact with your website, Facebook, or calendar page.  Feel free to add others if you like.

Add/Update Links:

  1. Scroll to the bottom of your email template.  You’ll notice a “Keep in Touch” section where you can insert your actual website or social media links.
  2. Click on the link text and then click the insert/edit link link-button button.
  3. Replace the # in the Url field with your actual Facebook or Website Urls.   You may also delete these links if you don’t want them:)
  4. Attach a pdf, doc, or other file.  Click here to learn more.


Attach a Document to Your Email:

  1. Add some text to your email like, “Click Here For More Info” or something similar.
  2. Select the text with your mouse and click the insert/edit link link-button button.
  3. Click the File Manager file-manager-button button
  4. Click Upload > Add files > Locate your document on your computer > Upload
  5. Click to Insert document or file into your email. Adjust the “text to display” if you like.
  6. Click OK.  You’re done!



Step 4:   Send a Test Email and Save As…

The “Send a Test Email” button let’s you proofread your email, check email links, etc.   You’ll almost always catch something when you test:)
By default the test email will go the email address that’s associated with your user account but you can also specify a “Test” email address in the Email to List > Options tab.

The “Save As…” button provides an option to save as Draft or as a Template.  Draft emails can be found in the Mailboxes tab.  We  encourage you to save customized emails that you’d like to use again as a Template.  To open a saved template, go to Templates > My Templates tab.





Step 5:  Verify Your From Email Address

This is a one-time step that’s both easy and important.  Verifying your “From” email address, basically confirms that you’re you.

Simply click the “Verify Now” button and we’ll send you an email.  Open the email and click the [Verify Email Address] button and you’re ready to email.




Step 6: Select Recipients

Once you’ve gotten your email crafted and tested, it’s time to send it to your recipients.
Click Recipients Tab > Select Recipients on the Left >  click the recipients-arrow to add them to the Recipients List on the Right.



Need to add more recipients?
Sure, add or import subscribers or users via the Admin Menu > Users & Subscribers screen.  Click “Upgrade Now” if you need to add more subscribers to your account.

Interested in growing your email list?
Start building your email list with the subscriber sign up form.


Step 7:  Send Your Email

Click the green [Send Now] button to send your email to your recipients.  Great work.  You’re done!

Behind the scenes, we’ll remove duplicate and bad email addresses from the send.  You’ll also benefit from our built-in email tools that improve email delivery rates, manage bad email addresses, and allow recipients to unsubscribe, so you stay in compliance with the US CAN-SPAM Act.



If you’d like to check who opened your email, we record the date and time a recipient opened your email.

Go to Email to List > Mailboxes > Sent > View > Recipients




The Email to List feature is included in all plans.  You pay for the number of subscribers that you wish to email.

If you need to add subscribers or import a list, it’s easy and affordable.  Subscribers can also receive event reminders and invites with RSVP.

Add-On Subscriber Pricing:
50 subscribers – $2/mo or $24/year
150 subscribers – $4/mo or $48/year
500 subscribers – $10/mo or $120/year
1000 subscribers – $15/mo or $180/year
2500 subscribers – $20/mo or $240/year


It’s our hope that the Email to List builds upon the communication toolkit already provided by your CalendarWiz calendar.   We welcome your feedback and questions – just email us at support@calendarwiz.com

CalendarWiz Success Guide For Churches

If your church is like mine, it’s a busy place with weekly services, ministry events and many dedicated people working to build a welcoming and vibrant religious community.  Even with the most dedicated administrators and volunteers, there are a lot of moving parts which can make effective communication difficult.  At CalendarWiz, our 12 years of experience working with churches has provided insight into their goals.  From our customers we hear the following:

  • Bring It All Together” – many find their schedules, calendars and email lists are scattered among personal computers,  web pages and social media accounts with each group managing their own communication outlet.  There is a need to gather these separate efforts into a common communication framework that reduces confusion and overall cost.
  • Increase Member Involvement” –  getting people involved breathes life into a religious community.  Outreach  efforts need to understand the busy lives of members and the way they get information in today’s digital world.  While the weekly bulletin still has its place, more and more, members are getting their information from the web, email and on smartphones.  These new technologies open the door to two-way communication, allowing members to reply and suggest which increases involvement.
  • Better Manage Our Facilities” – on any given day there are multiple events using one or more church facility.  Whether a regular service, baptism, youth night or committee meeting it’s important to avoid double booking of the same space and ensure appropriate coordination takes place with administration and building maintenance.
  • Make My Life Easier” – a common goal shared by church administrators, clergy and volunteers is to keep things simple, reduce workload and not be dependent on technical experts.  Basically, everyone would prefer to spend their time serving rather than installing and updating software.

In the following sections we outline how to successfully implement CalendarWiz to help achieve these goals.  As you read further, keep in mind your church’s own situation, knowing that you can start small and grow over time.  As always, we at CalendarWiz are here to help.


Bringing It All Together

We wanted a single, centralized calendar with all the information at a glance; CalendarWiz provided the perfect package,” – Cindy Brown, Living Word Church

Churches find value in keeping one shared calendar for all church events.  If your church currently has many different calendars, on paper, PDF, outlook or other programs, you are not alone.  It’s likely that these calendars sprang up to fulfill a need, but over time have made it challenging to find out what’s going on.  CalendarWiz provides a unified shared calendar that can be used by all contributors.

With CalendarWiz, you’ll have the flexibility to create separate categories for ministries, church events, religious education, and private schedules.  Your calendar categories all roll up into one master view of “what’s going on” at your church.

Setting up your shared calendar can be as easy as the following steps:

Create Shared Calendar – Steps to Success

Enter Categories

Categories help organize events in the calendar. Examples include Church Services, Religious Education, Ministries, …

Invite Users

Add and invite users who can login as either Administrator, Manager or Private Viewer.  Website visitors can view any public category.

Add & Import Events

Easily add your events or you can import existing events from Outlook, Google, Excel, and other programs.

Success! – Start Sharing Your Calendar

Ready so share by sending your calendar link, on church website, tablet, smartphones, or feed into Google or Outlook


Once you are up and running any changes to the shared calendar are instantly viewable by other calendar users who have permission to view the event category.


Increasing Member Involvement

We’ve gotten positive feedback from the members of our congregation.  They like being able to see at a glance what is going on in the church. They also like the ability to filter activities by what they’re interested in.” – Jean Rhoades, St. John the Evangelist Catholic Church

Keeping people connected through involvement in the church community is an essential ingredient for a vibrant church.  Involvement is not limited to attendance at weekly services but extends to all of church life, from teaching religious education to committee membership, to wielding a hammer to repair the roof.  Each time a person becomes involved it creates another thread in the fabric of the religious community.

CalendarWiz has three major features that can help build member involvement.  Read below to learn how these features can help build an effective communications program:

Website Calendar and Plugins

Sharing events on your website is a simple, effective way to welcome new and existing members.  One of the reasons my husband and I picked our church was because we saw a children’s mass followed by a coffee & doughnut shop on the website calendar.  If visitors can see what’s going on at your church, they’ll know where and when they can join in.

CalendarWiz integrates seamlessly into church websites.  Using cut and paste code, you can embed the full calendar, upcoming events list, or mini calendar into any web page.  You can even theme the calendar and plugins to match a specific web page.

Your website calendar and upcoming events list automatically update each time you make a change.  No more uploading PDFs or redundantly adding events in different systems.   CalendarWiz is also easy to add to popular church website builders, like SquareSpace,  Weebly, Cloversites, eCatholic, and others.

Churches find that their website calendar becomes one of the most visited pages on their website and serves as a valuable resource for building participation and membership.

Build Your Email List

For the church on a limited budget, email is a cost-effective way to reach out to your members.  Most people are accustomed to receiving e-newsletters in their email inboxes and smartphones.  The good news is that email to a list support comes built-into CalendarWiz.  That means you can leverage calendar content and send event announcements and reminders for any event in your calendar to anyone in your email list.

You can import existing email lists and add a Join Our Email List form to your website to allow members to subscribe themselves. Emails can contain RSVP links so your members can confirm attendance with just a click.  Responses go directly to the event coordinator for their event planning.  You’ll also benefit from built-in email tools that improve email delivery rates, manage bad email addresses, and allow subscribers to unsubscribe, so you stay in compliance with the US CAN-SPAM Act.

There are many ways to use church email lists including e-newsletters, invitations to fund-raising events, and religious education updates.  It’s easy to set up your email list and start sending emails.  Here are the steps:

Build Your Email List – Steps to Success

Import Email Lists

Bring together email lists from address books and other programs

Add Sign-up Form

One click creates a ‘Join Our Email List’ button on your calendar so members can sign up themselves

Create Email Groups

Assign or import members to email groups so you can quickly send to selected lists. A member can be in more than one group but will not get duplicate emails

Design Email Template

Make your own template with your logo and colors or pick from our gallery of predefined templates

Success! – Send & Track Emails

Send emails to individuals, groups or the entire church. Track email opens and receive event RSVP’s

Engage With Social Media

Social Media offers a way to extend the reach of your calendar and website.  With one click, your members can share church events with their Facebook, Twitter,  or LinkedIn friends.  Add images to events to get your events noticed.  You can also embed the CalendarWiz plugins into your existing Facebook page so your calendar events automatically flow into Facebook – another benefit to having a CalendarWiz shared calendar.  The social media features are a great way to share events and generate enthusiasm and attendance.


Managing Church Facilities Schedules

We have many ministries, and all of them are looking for meeting space.  CalendarWiz enabled us to move easily among the buildings in scheduling our facilities – Jean Rhoades, St. John the Evangelist Catholic Church

Whether Sunday morning services, Wednesday night bible studies or a Saturday afternoon wedding – there is always something going on.  This constant use of facilities requires coordination, planning and scheduling to ensure that everything runs smoothly and that proper setup and maintenance is performed.  Church administrators love CalendarWiz’s location conflict prevention feature because it prevents double booking of facilities – a valuable feature when many people are reserving space.

Location features are integral to the calendar, allowing you to reserve a location for an event with just a click.  While you’re reserving a room or facility, you can also include setup and breakdown instructions for your building manager in the private notes tab.  Building managers can view private notes in calendar printouts or while logged into the calendar on their smartphone.  Churches find that these location management features save time and streamline facility and room scheduling.   Because locations are already available in your calendar, implementation can be accomplished in these easy steps:

Manage Church Facilities – Steps to Success

Add Locations

Enter locations to manage.  For example: Chapel, Classrooms, Hall, Kitchen,…  Each location can have details and usage guidelines.

Prevent Double Booking

Designate which locations should not allow more than one event at the same time.

Add Events with Location(s)

When adding events, choose one or more locations where the event occurs.  Location information will automatically flow to the event.

Success! – Better Facility Management

You’re Ready to go – Toss out the paper signup sheets


Making Your Life Easier

I’m an expert on the various types of online calendars because we used them and changed them so often.  CalendarWiz is by far the easiest to use. It’s very self-explanatory. I’m delighted at how easy it is to navigate through the system.” – Mary Miller, St. Patricks of Heatherdowns Church

Church staff and volunteers are busy people; and our goal is to make their day easier and more efficient.  We know that not everyone is a “techie” and we work hard to make CalendarWiz intuitive and user-friendly for everyone.

  1. Sharing The Work: CalendarWiz can be setup to allow more than one person to contribute to the calendar.  For some churches, it means only a church administrator and pastor can add events and others can submit events for approval.  Other churches may choose to empower ministry leaders to manage their own ministry category and reduce the bottle-neck of one person performing all the updates.
  2. Consolidate Multiple Programs: Keep it simple and consolidate your internal calendar, website calendar, room/facility scheduling, and email list management into one place. Your staff will love having just one application to consult when checking conflicts and just one application to learn!  Save time and money by consolidating your applications into CalendarWiz.
  3. Access From Office or Home: All your contributors have the flexibility of accessing the calendar from any computer, laptop, tablet or phone via your simple calendar link.
  4. No Install & Auto Update: Because CalendarWiz runs in the cloud, there is no need to install software on a server and updates appear automatically with no action required by you.
  5. First Class Backup & Reliability: Your calendar is a central part of your church and we take it seriously. With real-time database mirroring, 99.6% up time, and 24/7 monitoring, we’ve got you covered.
  6. Free Technical Support: If you do run into any issues or have questions, our support team is happy to help at support@calendarwiz.com .  We are here to guide your calendar setup and provide friendly tips along the way.


Why CalendarWiz?

The level of support is ‘phenomenal’, that’s what locked me in.  By the time we went live with our calendar, I knew whenever I had questions I could get an answer quickly. – Jean Rhoades, St. John the Evangelist Catholic Church

Deciding on a church calendaring solution can be hard and there are many options from which to choose.  With over a decade of experience, CalendarWiz has learned to deliver a cost-effective solution that handles the specific needs of churches like yours.  Below are answers to frequently asked questions on why CalendarWiz is the best calendar for your church.

Do we really need a new calendar?

Having a central calendar is essential to any effective church communications program because it contains the most dynamic elements of community activity.  The first step in getting people involved is communicating opportunities for participation and service.

Why not use one of the free calendars?

This is a fair question because the budget is always a consideration for a church.  Simply put, you get what you pay for.  A free calendar will not provide the support or backup and recovery options that are important for an organization.  In comparison, CalendarWiz is more than just a calendar; we are a communication and membership engagement tool with a sophisticated calendar at its core. We backup your calendar, room bookings, and email lists in real-time, with 24/7 monitoring.  In addition to all that, you’ll receive fast, friendly support and setup help whenever you need it.

How long will it take to implement?

The secret to successful technology implementation is to deliver benefits in steps. With CalendarWiz you don’t need a big project that takes forever to deliver. You can have your shared calendar running very quickly, then expand into other built-in features like room booking and email broadcast when the time is right.

Will we need our own technical expert?

With our intuitive interface and free support, creating your church’s shared calendar can be accomplished by your office staff. You’ll find that our technical support team can handle just about any questions you may have.  We are genuinely interested in helping you get the most out of CalendarWiz.


We wanted a calendar that could be accessed by several of the staff. We tried other calendars, but they weren’t church friendly like CalendarWiz. – Rev. Angela Galanis Price, Palmdale United Methodist Church

Add Event Locations via Mobile

We’ve made an important update to our mobile calendar that allows you to add event location details or select from a list of saved locations.  If your saved locations are set to prevent double booking, the system will alert you of an event conflict.

If you’re using saved locations for managing client addresses or room scheduling, this mobile app update will give you the flexibility you need while you’re away from the office.

Here’s how it works.

Step 1: Open the mobile version of your calendar. Be sure to refresh the calendar either by swiping down or clicking your browser’s refresh icon to recieve this update.
Click here for instructions on accessing your mobile calendar.

Step 2:  Login and click to [Add] an event

Step 3:  To add a new location to event, click “Show location details” and enter the location information.  Optionally, add this location to your calendar’s saved location list for next time:-)


Step 4:  If you have saved locations in your calendar, you can select a saved location from the dropdown list.


Step 5:  Save your event.  It’s that simple.   If your saved locations are set to prevent double booking, the mobile calendar will now detect conflicts for a saved location.

We hope you find this update helpful and we welcome your feedback.  Please contact us with any questions at support@calendarwiz.com.

Add Multiple Locations for Event

We’re excited to announce that you may add an event with multiple saved locations.  Many customers setup saved locations as rooms, facilities, or even equipment.  If you’re using CalendarWiz to manage facilities and rooms, your scheduling job just got easier.  If you don’t use us for room scheduling, now is the perfect time to start!



In the above example, a church added an event that takes place in the church hall, kitchen and parish center.  The system will prevent double booking of all 3 locations as long as conflict prevention is enabled for these locations.


To turn on events at multiple locations:

Go to Admin Menu > Options >  check to “Enable event multiple mirror locations” > Save


Now, when you add an event at a location, you’ll notice that you can add a primary location and select additional mirror locations for an event.



More on Primary and Mirror locations:

For multi-location events, you’ll always enter a Primary Location first, then choose additional locations from the Mirror Location list.

The Primary Location appears in event titles on the calendar, upcoming event lists, and other website plugins.  The Primary Location will display map and weather links if you’ve selected that option for the location.

All locations appear in event popups and event emails.  All locations with conflict prevention turned on will be checked for event conflicts.

We welcome you to  email us at support@calendarwiz.com with any questions or feedback that you have.

Convert Subscriber to User

In some cases you may need to convert a subscriber to a user OR a user to a subscriber.    If you are wondering what the difference is between users and subscribers, learn more here.

Convert user to a subscriber (or vice versa) :

Step 1:  Go to Admin Menu > Users & Subscribers

Step 2:  Click the edit link next to the user or subscriber you wish to convert.



Step 3:  Click “Convert to User” or “Convert to Subscriber” in lower left corner of the user or subscriber screen.


Step 4: If you are converting a User to Subscriber, you’re done!
If you’re converting a subscriber to a user, we need to create a password.  Choose to either “Let the user create their own password” or create one for them.



Step 5:  (Optional) Set Editing Permissions for your user.

Step 6:  Save

Adding & Editing Users

Add calendar users to your shared calendar to allow multi-user editing or viewing.   Calendar administrators may add users individually to the calendar or import a list of users.

What is a calendar user?
Users have a password to the calendar and may do the following:

  • edit all events or selected calendar categories
  • view private calendar categories
  • view event private notes
  • receive event announcements and reminders, as well as RSVP

Step 1:  Go to Admin Menu > Users & Subscribers >

To add a user, click the  [Invite User] button.
To edit a user, click the edit link next to the user’s name.




Step 2: Enter the user’s information.

Add your user’s first name, last name and email address.  We recommend that you “Let user create their own password,”  but you can also create a password for a user by choosing “create a password now.”


You may re-invite a user to create a password via the “pending users” tab, if they missed the first email.  Don’t worry, these pending users will still receive event emails and newsletters that you send out.

Email Us if your user does not have an email address, you can use a username instead.

Quick Tip: If you are not ready to invite your user to the calendar,  select “Create a password now” and create a temporary password.  You can edit the user and send login instructions later.


Step 3:  Set user editing permission (optional)

You can give a user permission to add/edit events in the calendar.    Here are the levels of user editing permission:

Owner – this calendar administrator who created the calendar.  Owners can add/edit events in all categories and edit all calendar options located in the Admin Menu.  The owner  cannot be deleted but can be edited.

Administrator – User that can add / edit events in all categories plus edit all calendar options located in the Admin Menu.  Administrators may add users and categories to the calendar.

Category Manager – User that can add and edit events for one or more assigned categories.  Managers cannot access the admin menu.

Self-Book – Special user that may add & edit only their own events and not another user’s events.  Must turn on “D. Self Booking” setting in specified categories.

View Only– User with no editing permissions checked.  This user may login to view private calendar categories and private notes.  This user may not edit the calendar, with one exception – if  “D. Self Booking” is turned on in particular category.



Step 4:  Assign to Email Group (optional)

Email groups are email lists inside your calendar.  Email groups make it easy to email reminders, newsletters,  announcements to a particular group of people.

A user may belong to 1 or several email groups.


You can create email groups in the Users & Subscriber > Email Group tab.



Step 5:  Save

Save user.  Next, you’ll see this new user appear in the user grid with status “OK” and user type reflecting the editing permissions that you set.


Email Us if you have any questions at all.  We are here to help.

Subscribers & Signup Form

Add a Signup Form to your website or calendar to let people join your email list.  Members of your email list are called “subscribers” because they’ve opted-in to your mailing list.  Start sharing calendar reminders, invitations with RSVP, and newsletters.  You’ll love the convenience of building and managing your email list all from your calendar.

Here’s how to get started…


1.  Go to the new “Users & Subscribers” screen located in the admin menu.



2.  Turn on your Signup Form in the Signup Form tab.

Tip:  Add a Signup Button to your website with a snippet of code located in the Signup Button tab.  Customize and grab the code.



3.  Click “Upgrade Now” to add subscribers to any calendar plan.




4.  Stay connected with your subscriber email list using…


5.   Need to import an email list?  It’s easy and affordable.


Add-On Subscriber Pricing:
50 subscribers – $2/mo or $24/year
150 subscribers – $4/mo or $48/year
500 subscribers – $10/mo or $120/year
1000 subscribers – $15/mo or $180/year
2500 subscribers – $20/mo or $240/year


Email us at support@calendarwiz.com with any questions or feedback.  If you like, you can learn more about the differences between users and email subscribers.

Managing Users & Subscribers

Start sharing your calendar by adding users and subscribers.  BOTH users and subscribers can receive event Reminders, Announcements & Email to List Newsletters as well as RSVP to events.

Here’s how Users and Subscribers are different…



  • Have a password to calendar
  • Add & edit events in all or part of calendar
  • Login to view private events
  • Login to view event private notes
  • Belong to your email list
  • Signup for email list by website form
  • View public events on calendar
  • Receive event emails for public events by default*
Note: each calendar includes an unlimited number of visitors to your public calendar.



Users & Subscribers

Add users or subscribers by clicking the [Invite User] or [Add Subscriber] buttons.  You can convert a subscriber to a user or user to a subscriber, if you ever need to.



Levels of user permission:

Owner – the calendar administrator who created the calendar.  Owners can add/edit events in all categories and edit all calendar options located in the Admin Menu.  The owner  cannot be deleted but can be edited.

Administrator – User that can add / edit events in all categories plus edit all calendar options located in the Admin Menu.  Administrators may add users and categories to the calendar.

Category Manager – User that can add and edit events for one or more assigned categories.  Managers cannot access the admin menu.

Self-Book  – Special user that may add & edit only their own events and not another user’s events.  Must turn on “D. Self Booking” setting in specified categories.

Subscriber – May view public events only and cannot login  to the calendar.  Subscribers may receive event emails, newsletters, as well as RSVP to events.*

Quick Tips:

  • Subscribers may receive event emails for public events only, by default.  A calendar administrator can override this with setting:
    Admin Menu > options > advanced tab > check “Allow private event emails to any user or subscriber.”
  • Subscriber & User “status” indicates the following
    OK – subscriber or user is in good standing and will receive your calendar emails, reminders, and invites.
    Pending – subscriber signed up via subscriber form and needs to click “Yes” in the “Confirm Subscription” email we sent.  Pending user still needs to create their password.
    Opt-out – subscriber has unsubscribed from your calendar emails.
    Locked – you’ve exceeded your purchased # of subscribers and those above your limit are locked and will not receive emails.  Upgrade to unlock subscribers.
    Bounced – double check this email to make sure it’s correct. An email you sent to this person bounced.  Edit user or subscriber to get more info.

Email Groups

Create email groups to quickly select users or subscribers when sending event emails or email to list newsletters.

Examples of Email Groups you might create include:

Community: creates a “Newsletter” email group so can community members can “sign up” to receive newsletters.
Business: creates groups for each department such as sales, marketing, finance.
Education: creates groups for teachers, administrators, parents or PTA.
Sports: creates groups for each team, coaches, officials. booster club.
Church: creates groups for committee members, parishioners, and clergy.


Tip:   Subscribers that  sign up via your calendar “Signup Form” can be automatically assigned to an email group.  People may belong to more than one group.



Import a list of Email Subscribers or Users via .csv file.   Import users and subscribers separately.  Click for instructions on importing subscribers or users.

Your import file must contain column headings in the first row.  First Name, Last Name, and Email are required fields for import.

Allowed Column Headings
First Name
Middle Name
Last Name
Street 2
State or Province
Zip or Postal Code
Home Phone
Work Phone
Cell Phone
Fax Phone
Group  (One email group per user allowed on import)

Tip: After importing, you can edit a user or subscribers record at any time.  Go to Admin Menu > Users & Subscribers tab



Signup Form

Use the Signup Form to build your email list.  No coding required.  You can add this form to your calendar in seconds.  Or, add the form to your website with snippet of code.



Tip: Display the Signup Button on your calendar’s menu bar in a couple seconds.  Simply check  “Show Signup Button In Calendar Menu Bar” and Save. Customize colors and styles to match your brand by using the color picker tool.


Signup Button

Add a [Join Our Email List] button to any website.  Customize button styles and colors, then copy and paste code.   Bring your calendar and your email list together!




If you have any questions at all, email us at support@calendarwiz.com

Import Subscribers or Users

It’s easy to import subscribers, contacts, or users into CalendarWiz. Import your email list from another application in minutes.  Learn the difference between CalendarWiz Users and Subscribers.

Step 1:  If you have your subscribers or contacts in another application, export  your list as a CSV file.  You can open the .csv file with MS Excel or another spreadsheet application.

Step 2:  Go to your CalendarWiz  Admin Menu > Users & Subscribers > Import tab >  click  “Download Sample Import file” for either subscribers or user.





Step 3:   Here are the accepted column heading names in CalendarWiz.   Email, First Name, and Last Name are the only required fields for import.

Allowed Column Headings
First Name
Middle Name
Last Name
Street 1
Street 2
State or Province
Zip or Postal Code
Home Phone
Work Phone
Cell Phone
Fax Phone
Group (One email group per subscriber on import)




Step 4:   Prepare your import file in MS Excel or other spreadsheet application.  Insert the above column heading names into your  file.  For example, if your file’s column heading was “surname” you’ll replace it with the column heading “Last Name.”




Step 5:   After you’ve edited your column headings, be sure to save changes with the Save As option and keep the file type as CSV (Comma delimited).   Save as a NEW file name to maintain a copy of your original file.




Step 6:   Return to the CalendarWiz import screen.  Select if you are importing “Users” or “Subscribers.”  Click the [Choose File] button and then locate the .csv file you just prepared.  Next, click the green [Import] button.





Step 7:  Confirm the Import.  Here you’ll be able to review your list as well as any import issues.





Step 8: Pertains to User Imports only.  Choose to invite users to create a  password NOW or LATER.  If you have not yet completed your calendar setup, we’d suggest sending the invite later when your setup is complete.



You can invite imported users to create their password at any time via:  Users & Subscribers > Pending Users tab > click [Invite All Users]


If you encounter any issues at all, email us at support@calendarwiz.com – we’re here to help.  Feel free to attach your import file so we can take a look.


Send Email Newsletters

EmailCast offers an easy way to email your users & subscribers.  Compose, test, and email a newsletter in minutes.  You’ll find EmailCast in the Admin Menu under the “Apps” section.

How EmailCast works…


1. Compose Your Email

Start composing your email and format as you like.  Upload and insert images into the email using the File Manager feature.

If you like, use the <> source button to add your own HTML to the email or choose from one of our templates.   Click [Save As…] button to Save as a Template  or Save as Draft.



2.  Send a Test Email

Send a test email to proofread prior to emailing your recipients.  Go to “Options” tab to set your default “From:  Address”  for emails you send.  Next, input  your Test “To: Address.”  Click [Save Options]   When you’re ready, click [Send Test] to send a test email to yourself for review.

 Tip:  Use the [Save As…] button to save your email as a Draft or Template.  Go to the “Mailboxes” tab to open a draft and “Templates” tab to open a template.


3. Select Recipients

Select the recipients of your email in the “Recipients” tab.  Use the filter to select groups, users, subscribers or specific individuals.  Click the arrow to add people to the recipients list.


4. Send

When you are ready, click  [Send Emails] to send email to your selected recipients.


If you have any questions at all, email us at support@calendarwiz.com