Using Google Calendar for Student Ministry

As youth leaders we have to keep track of many events. There are church events, youth ministry events, students games and activities and last but most important our own families schedules.

What is the easiest way to keep track of everything at once? For me it is google calendar.

Google calendar is a calendar program from Google which gives me the option to set up multiple calendars and view what I need when I need to.

You also can choose who to share your calendar with, or can even make it public and embed in websites or other programs.

Here are a few of the calendars I have.

Personal Calendar-

This has all of my personal events, schedules, vacations, obligations. This is everything that I need to make sure to be at. I share this with my staff and my spouse.

Personal Fixed Calendar –

I am working towards following a fixed calendar for my week as suggested by Carey Niewoff. Read more about it on his post here. I chose to make mine a separate google calendar so I can overlay it over my personal calendar.

Student Ministry –

This is our main event calendar. Anything that is a confirmed youth event goes on this calendar. We can embed this calendar on our website, our app, and parents can subscribe to this and add it to their own calendars

Student Birthdays –

This contains the birthdays of all of our students. We send cards and I like to send a text or social media message when I can. This is shared with our youth staff and small group leaders.

Student Events –

Every semester we take the volleyball, soccer, dance or whatever activity schedules and put them on this calendar. We share this with our small group leaders and staff so they can have all the schedules in one location at one time.

How to set it up –

1. First you will need to set up a google email account if you do not have one
2. Go to Google Calendar or calendar.google.com
3. On the left click “New Calendar”
4. Add your calendar
5. To Share click on your calendar and then chose “Share with specific people”

You can set different color for each calendar and choose specifically who to share your calendar with.

You can also have a shared calendar where other people like your staff can add events or make it where it is read only.

Google calendar is very easy to use and makes keeping up with all your events and plans a snap.

In fact I cannot believe I did not include Google Calendar and my earlier post about 8 apps you need for student ministry.

Do you use google calendar?

What are the best ways you have seen to use it?

Do you have something that works better?

Let us know in the comments.