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Facility Scheduler User Guide

Export to Google Calendar

You must set up a Gmail account for your facility before exporting calendars and events. You must also give PDS access to the Google Calendar(s) you want to upload information to.

You can upload your PDS Facility Scheduler calendars and events to your facility's Google Calendar™.

Once you've authorized access, you can upload information to Google Calendar after scheduling an event, or you can upload anytime using the Export to Google Calendar report.
Note: Time Zone Settings: Be sure the user settings for your facility's account are set to your time zone. Otherwise, your event times on Google Calendar display ahead of or behind the event times in PDS. If you change your time zone after you've already uploaded events, upload your events again and select one of the Delete all existing events options.
  1. At the end of the scheduling process, click Upload to Google. Or, to upload outside of the process, go to Event Reports and, under the Calendars heading, double-click Export to Google Calendar.
  2. If you've already authorized access, click Next.
  3. Select the upload options and any optional selections you want.
    Note: You can create calendars for specific Facility Scheduler topics, such as "Church Events" and "Appointments". In the following steps, "Facility Scheduler Calendars" refers to any calendars that you create for this purpose.
    1. Specify which calendar(s) the selected events are uploaded to.
      • Upload all events within a specific date range to the default Google Calendar
      • Upload all events within a specific date range from Facility Scheduler Calendars located in Google
      • Upload all events within a specific date range to both the default and the Facility Scheduler Calendars in Google
    2. Select any of the following actions to perform during the upload.
      Tip: If you made changes in Facility Scheduler and want to upload events with the new information, select a Delete option.
      • Delete all existing events within a specific date range from the default Google Calendar—Removes any events from your facility's Google Calendar.
      • Delete all existing events within a specific date range from Facility Scheduler Calendars located in Google—Removes any events from your Facility Scheduler calendars. This does not remove the calendars, only the events.
      • Delete all existing Facility Scheduler calendars and their events from Google—Removes all events and all of the Facility Scheduler calendars.
      • Include web calendar remarks—Uploads remarks from the Web Calendar Remarks section with the event information.
      • Include organization contact name—Uploads the organization contact name with the event information.
      • Include special days—Uploads special days with the event information.
    3. Select which facility information to show on the Google Calendar event(s).
      • Use Facility Address and Facility Name—Shows the full address with facility name in parentheses, like "123 N. 3rd Ave, Phoenix, AZ (Church Kitchen)". Select this when uploading events that are open to people who may not know where your facility is located, such as a community-wide blood drive.
      • Use Only Facility Name—Shows only the facility name, such as "Church Kitchen". Select this when uploading events where attendees are familiar with the facility's location, like a monthly staff meeting.
  4. Click Next.
  5. Use the Selection windows to enter an event date range, times, and any other specifications. On the Event tab, make sure to select the event calendars you want, or select Include events regardless of which calendars are marked. When you're finished, click Upload.
  6. Click Preview to see the events you're uploading. When you're ready to post the selected events to your facility's Google Calendar, close the Preview window and click Upload.
  7. After the upload is complete, click View Summary to print a list of the uploaded events.

Authorize Access to Google Calendar

You must give PDS Facility Scheduler access to the Google Calendar(s) you want to upload information to.
Note:

To do this, the Google account you use must be set up to allow access to third-party apps. Check whether your account can allow access by going to https://myaccount.google.com. Sign in, then click Security from the menu. You should see the section, "Third-party access with account access". If you do not see this section, your account is not set up to allow access.

If your church manages your Google account, check with your administrator. For help setting up accounts to allow access, see this Google Admin help page.

  1. On the Information tab, click Events > Reports.
  2. Expand the Calendars heading, and double-click Export to Google Calendar.
  3. Click Next.
  4. If you don't have an account, click Create a Gmail Account. In your browser, complete the signup process, then return to PDS.
  5. Click Authorize Access.
  6. Sign in to the account you use for Google Calendar.
  7. If you agree to give permission, click Allow.
  8. After you authorize PDS, close your browser window.
  9. A success message displays in PDS. Click OK.

Once you've authorized access, you can upload information to Google Calendar.

Example of a Google Calendar Export

Where are events uploaded?

When you upload, there are several options to choose from:
  • You can upload events to your facility's default Google Calendar; that is, the calendar that is used by default for your facility's Google account. This calendar displays at the top of your list in Google. (See the red arrow in the image below.)
  • You can upload events to the calendars you created in PDS, such as "Church Events" and "Appointments". (See the yellow arrows in the image below.)
  • You can upload to both the default calendar and your Facility Scheduler calendars.

Here's an example of the different calendars:


The Google Calendar showing a red arrow pointing to the default calendar called "My Calendar" and yellow arrows pointing to the selected calendars from PDS Facility Scheduler

View and Share Your Calendars

You can view the events you've uploaded to your facility's Google Calendar. Log in to your facility's Google account, and click the calendar you want to view. You can also share your calendars with your parishioners.

For more assistance with Google Calendar, consult Google Calendar Help.

Facility_Scheduler

Last updated: November 4, 2024