Its own link
The center gets a page at its own address, with every program and every date on it, readable on a phone. That link is the thing you print, text and put in the newsletter.
Free
Community center calendar, for recreation facilities too The board reaches whoever walks past it.
Your week already runs like clockwork. It is the timetable that never leaves the lobby. Put the same board on a link, in an inbox and on a phone, and the people who could not get through the door still see what you run.
Six cards, one link. The board does not change. What changes is how many ways there are to read it.
01 → The week
Set it once. The week draws itself.
Every program that repeats is one entry with the days it runs on, not fifty-two copies of the same class. Add the weeks it skips as date exceptions and those dates come off the calendar, so nobody walks up to a hall that is shut.
| Program | Mon | Tue | Wed | Thu | Fri | Sat | Sun | Sign-up |
|---|---|---|---|---|---|---|---|---|
| Senior fitness Wellbeing | Runs Monday | Runs Wednesday | Runs Friday | RSVP, 24 places | ||||
| Youth basketball Youth | Runs Tuesday | Runs Thursday | RSVP, 30 places | |||||
| Toddler group Wellbeing | Runs Wednesday | RSVP, 16 places | ||||||
| Pottery class Learning | Runs Wednesday | Ticketed, $45 | ||||||
| Community lunch Wellbeing | Runs Thursday | Just turn up | ||||||
| Film night Learning | Runs Friday | RSVP, 60 places | ||||||
| Open gym Sport | Runs Saturday | Runs Sunday | Just turn up |
One entry, every week Pick the days and it repeats on them. Editing the class edits every date of it.
The weeks it does not run A date exception takes a single date out. Guests do not see a crossed-out line, they see the day simply absent.
A strand is a sub-schedule It groups and color-codes, and it has a link of its own that shows only those programs.
Being straight with you A sub-schedule cannot hide anything. It has a name, a slug and a color, and that is all, so it is not a permission or a room. When you want a program off the public calendar until you are ready, that is what Draft is for.
Free Recurring programs, date exceptions and sub-schedules cost nothing.
02 → The doors
One board, six doors out.
The cork stays where it is. Everything below is the same week, leaving the building by a different route, and every one of them is on the free plan.
Embedded on the town website
One snippet drops the same calendar into the site the city already runs. Nobody is keeping two lists in step, because there is only one list.
Free
On the calendar they already check
Every event page's Add to Calendar menu, and the sign-up panel, offer the center's live calendar feed. Subscribe once and the next ninety days of every weekly program land in the phone's own calendar, and move when you move them. Two-way Google, Outlook and CalDAV sync is for your own calendar, one entry per program.
Free
In the inboxes that asked
Anyone who leaves an email address and confirms it gets a short digest of the new dates you put up yourself, never more than one every 72 hours. A newsletter is the letter you write and send yourself: ten emails a month free, counted per recipient, 100 on Pro and 1,000 on Enterprise.
Free
Printed on the sheet itself
Your schedule has a QR code you can download and print. The laminated sheet on the actual board becomes a way into the online one, which is the whole trick.
Free
And back onto the board
Members can add photos and comments to a program, and every submission waits in an approval queue before anyone sees it. Twenty-five photos on the free plan, and Pro lifts the cap. The board fills itself back up.
Free
Worth saying plainly, because software often implies otherwise: a newsletter goes out only when you write one and send it, and the digest reaches only people who confirmed their email address. Pressing Follow on its own signs nobody up for the digest, and you can switch it off in your settings.
03 → Hall hire
The slip waits for a pushpin.
Turn on requests and an outside group asks for a date through your page instead of leaving a note at reception that somebody has to type up. Nothing appears publicly until you accept it.
- Nothing posts without you Keep approval on and every request sits pending. The public calendar only ever shows what you agreed to.
- A short form or a pasted listing Ask for the details on a booking form, or let people paste what they already wrote and have it read for you.
- Your conditions on the form The terms a hirer has to agree to go on the request itself, so they are answered before the conversation starts.
- Groups you already trust Name the schedules whose requests you want posted without review, and leave everyone else pending.
- You are told, not the followers A scheduled check emails you when requests are waiting. Nobody on your follower list hears about it.
What this is not It is a request inbox, not a room-booking system. There is no per-room availability grid, and nothing will warn you that two bookings overlap. You are still the person who checks, which is worth knowing before you rely on it.
Requests waiting
FreeThe pin is the public calendar. Accepting a request is what moves a slip out of the tray and onto the board, and nothing else does.
04 → Sign-ups
Sixteen places, counted per date.
A toddler group that fits sixteen fits sixteen. You set that number once on the program, and it is counted separately for every date it runs, so a full Wednesday leaves the following Wednesday alone.
The free class
FreeTurn on sign-up, give the program a capacity, and people put their name down from your page. No card, no checkout, no plan.
- The capacity is optional. Leave it off and sign-up just stays open.
- A full date stops taking names by itself.
- Attendees can download the date to their own calendar.
The paid class
ProPottery costs money to run, so it costs money to join. Take it through your own Stripe or PayPal account, an Invoice Ninja invoice, a payment link or cash at the desk, and the money lands with you. Event Schedule charges zero platform fees, so past what the processor takes, the fee is yours. Charging for a place is the one part that needs Pro; free sign-up never does.
- Every ticket carries a QR code you scan at the door, on any plan.
- Passes, discount codes and a waitlist when a class fills are Pro.
- So are your own questions at checkout and a CSV of the whole list.
Pro At R199 a month Pro opens paid tickets and adds passes, discount codes, the waitlist and the sales CSV. Free sign-up with a capacity never needs it, and for a lot of centers that is the whole requirement.
05 → Who it is for
Anywhere with a board by the door.
From recreation facilities to neighborhood gathering spaces, every kind of community center runs on a board like this one.
Recreation Centers
Leagues, fitness classes and holiday camps, each one entry on the week with its own sign-up and a capacity per date.
Senior Centers
Lunch clubs, chair exercise and trips out, on the board by the door and on a printed QR code that opens the week on a phone.
Youth Centers
After-school clubs and summer camps on a youth strand, with a link for parents that shows only those programs.
Cultural Centers
Language classes every week and a festival night once a year, the free programs and the ticketed ones on one board.
Learn moreNeighborhood Centers
Residents' meetings, block parties and outside groups asking for the hall, every request waiting for your yes.
Faith-Based Centers
Weekly gatherings, study groups and outreach, with requests from the groups you already trust posted without a review.
06 → How it works
Put it up, pin it, open the doors.
01
Put the board up
Sign up as a venue schedule and name the center. You have a public page and a link before you have added anything to it.
02
Pin the week
Add each program once with the days it repeats on, group the strands into sub-schedules, and knock out the weeks it skips.
03
Open the doors
Embed the calendar in the site you already have, sync it, print the QR code for the lobby, and write to the people who follow.
1
Recurring Events
One entry with the days it repeats on, and exceptions for the weeks it skips
2
Sub-schedules
Group and color-code the strands, each with its own shareable link
3
Embed Calendar
Add your program calendar to the website you already have
4
Online Events
One link people join on, for a virtual town hall or a class from home
5
Event Graphics
Generate a shareable image for a program to post or print, free on every plan
6
Newsletters
Write to the people who follow the center, ten emails a month free, counted per recipient
7
PayPal
Take class fees through the center's own PayPal account, on the Pro plan
Free forever. Upgrade when you're ready.
Free registration for as many people as you like. When you start charging, zero platform fees on every plan - the only deduction is your payment processor's own.
Free
R0
forever, no card
Everything you need to publish a schedule and fill the room, for as long as you like.
- Unlimited events, sub-schedules and recurring dates
- Two-way Google, Outlook and CalDAV sync
- Unlimited free registration and RSVPs, scanned at the door
No expiry, and no card asked for.
Pro
Most picked
R199
per month
Start charging, and the rest of the selling kit arrives with it.
- Sell paid tickets, with the live check-in dashboard
- Promo codes, add-ons, passes and gift cards
- The REST API, webhooks, and no Event Schedule branding
7-day free trial, cancel any time.
Enterprise
R499
per month
For a room with a seating chart, a team, and a domain of its own.
- Reserved seating, drawn once and reused every date
- Your own domain, and up to five team members
- Internal and unlisted events, and 1,000 newsletter recipients
Included free on every selfhosted install.
07 → Questions
Asked at the front desk.
Is Event Schedule free for community centers?
Yes, and most of what a center needs is on the free plan: the public program calendar and its own link, recurring programs with date exceptions, sub-schedules, free RSVP sign-up with an optional capacity, the embeddable calendar, two-way Google, Outlook and CalDAV sync, a live calendar feed, iCal downloads, the downloadable QR code, built-in analytics, member photos and comments with an approval queue (25 photos on the free plan), and 10 newsletter emails a month. Newsletter allowances count each recipient as one email, so ten emails means ten people; Pro raises it to 100 a month and Enterprise to 1,000. Charging for a class is the part that needs Pro at R199 a month, and Event Schedule charges zero platform fees on the sale whatever plan you are on.
Can I organize classes, meetings, and events by category?
Yes. Sub-schedules group and color-code the strands, so wellbeing, youth, learning and sport read apart at a glance, and each strand has its own shareable link, which means you can send a family a link that shows only the youth programs. Being straight about one thing: a sub-schedule has no visibility setting of its own and cannot hide anything. To keep a program off the public calendar until you are ready, save it as a Draft.
How do community members stay informed about programs?
Through as many doors as you care to open. People who leave an email address and confirm it hear about the new dates you put up, on their own, as one digest rather than a message per program; the newsletter is the one you compose and press send on, for when there is something to say beyond the listing. The calendar embeds into the website you already have. Anyone can subscribe to the center's live calendar feed from an event page's Add to Calendar menu or the sign-up panel, and it carries the next ninety days of every weekly program, moving a date when you move it. Your own calendar syncs both ways with Google, Outlook and CalDAV, one entry per event. And your schedule has a QR code you can download and print for the board in the lobby.
Can we handle event registration and payments?
Yes. Free sign-up with an optional capacity is on the free plan, and the capacity is counted per date, so a full Monday session does not stop the following Monday filling up. For a paid class, take payment through your own Stripe or PayPal account, an Invoice Ninja invoice, a payment link or cash at the desk: the money goes to you, Event Schedule takes no cut, and every ticket carries a QR code you can scan at the door on any plan. Charging for a place is a Pro feature; free sign-up stays free however many people come. Pro adds the rest of the paid-class kit too: asking your own questions at checkout, and selling one pass that covers a whole term of a class.
Can we refund a class?
Yes, from the Sales page, on Pro. A Stripe or PayPal sale is refunded through the provider, in full or in part, and its status only changes once the money has gone back; a partial refund leaves the ticket valid. Every other method (cash, a payment link, Invoice Ninja or Payfast) shows Mark as Refunded instead, which records the refund without moving money, so you hand that one back yourself. Event Schedule does not email the buyer about a refund, so let them know.
Can people ask to hear when a class opens for booking?
Yes. Switch on the free "Notify me" card, put the class or the summer camp up before it sells, and its event page offers "Tell me when tickets go on sale". A parent leaves only an email address, and hears once when booking opens, once if it is cancelled and again shortly before it starts, plus any change notice you choose to send. It is free on every plan and it is not a sign-up to the center's emails, so it never touches the newsletter allowance. The Tickets panel in the event editor shows how many people are waiting.
Can outside groups request the hall?
Yes. Turn on requests and a group can ask for a date through your page, either with a short booking form or by pasting a listing for us to read. Keep approval on and nothing appears publicly until you accept it, and you are emailed when requests are waiting. It is a request inbox rather than a room-booking system: there is no per-room availability and nothing warns you that two bookings overlap, so you are still the person who checks.
→ Free to start
Put the board where people can find it.
Everything the center already runs, on a link you can print, embed, sync and email. Free forever, and no cut of anything you sell.
.eventschedule.com
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