A weekend retreat, a mission trip, or even a packed weekly meeting can live or die by its schedule. The Schedule component is the place in each event where you turn “what we’re doing” into a time-blocked agenda — and then hand it to students, leaders, and parents as a printable PDF.
When to use the Schedule component
The Schedule component is automatically active on most event types that involve a run of the day: retreats, mission trips, camps, service projects, weekly meetings, classes, and special events. If it’s not there and you need it, add it from the event’s component list.
For a weekly meeting, a schedule might just be three or four blocks (games, worship, teaching, small groups). For a weekend retreat, it might be fifty blocks across three days with sessions, meals, free time, and lights-out.
Schedule blocks
Each entry in the schedule is a schedule block with:
- Start time and end time
- Title — what’s happening
- Location — optional, where it’s happening
- Info — optional notes, supplies needed, who is leading, etc.
Add a block with the + button. The form lets you pick start and end times, type the title and location, and add any info you want printed on the final schedule.
Ordering and editing
Blocks automatically sort by start time. If you’re building a multi-day schedule, just enter the real date and time for each block and they’ll group themselves by day. Edit any block by tapping it. Swipe to delete.
The “Schedule Finished” checkbox
Like every component, the Schedule rolls up into event progress through a milestone — in this case, Schedule Finished. Check it when the schedule is truly done and ready to share. Until then, the event’s progress bar will reflect the missing milestone, and the Dashboard’s Pressing Tasks may surface it as the retreat gets closer.
Exporting to PDF
Once the schedule is ready, tap the export button in the Schedule component to generate a printable PDF. The PDF uses a clean, readable layout:
- Event title and dates at the top
- Blocks grouped by day, with day headers
- Start/end time, title, location, and info for each block
- Minimal branding so it prints well in black and white
You can share the PDF directly from the iOS share sheet (Messages, Mail, AirDrop) or save it to Files on Mac. Parents love a printed schedule before a retreat, leaders appreciate one in their pocket during the event, and you can keep the file with your event records.
Tips
- Build the skeleton first. For a retreat, block out sessions, meals, and sleep before filling in details. You’ll notice gaps and conflicts faster.
- Be generous with the Info field. Print-time is not the time to remember who’s leading games. Put it in Info and it shows up on the PDF.
- Print once, adjust, print again. Generating a PDF is free — use it as a proofing tool, not just a final export.
- Re-export after last-minute changes. If something changes the morning of the event, regenerate the PDF. It takes seconds and prevents confusion.
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