How can I turn a stake calendar into a ward calendar?

Hi, I've looked though some of the posts but am unable to find a solution to my problem. There is currently a stake calendar called "Youth". Under "Who can see this calendar", it is set to "Entire Unit" and under "This calendar is for:", the stake radio button is selected and the ward radio button is gray'd out. I need to move it from a stake calendar to a ward calendar but again, the option to do so is gray'd out. I'm in the stake high council and have been assigned to admin the calendars for the stake but I don't know if I have the correct permission level/access. Can someone assist me with this?

Thanks in advance for your help!

-John

jtanner wrote:I'm in the stake high council and have been assigned to admin the calendars for the stake but I don't know if I have the correct permission level/access.

I'm not sure what you mean by "admin the calendars for the stake". If you're talking about the stake calendars, that's fine, but if you're talking about all calendars - it's not possible to admin a calendar for a ward you don't belong to.

To change this will require someone who is a Ward admin for the ward in question. (And I think they may have to be a Stake admin as well.) Depending on how many activities there are, it may be easier to delete it and have it re-created properly. I'd strongly consider this if this calendar was just created, as someone may have created it at the wrong level.

Right, I mean admin the stake calendars, not the individual ward calendars. The calendar that I need to change from a stake calendar to a ward calendar has been around for a while and there are lots of activities on it. If I can just figure out why my option to change it is gray'd out, that would be the preferred method.

jtanner wrote:If I can just figure out why my option to change it is gray'd out, that would be the preferred method.

I think that's the same form for creating the calendar. At that point it can go either way.

But once created, you'd have to have appropriate rights in both ward and sake to "light it up" again. (And I don't think you can control what ward it goes to - it's "your ward".)

I've uploaded what I'm describing... There has to be a way to change it. If deleting it and re-creating it is the only way to fix this, why tease me by showing me a gray'd out option?

It is an option - you just don't have the necessary rights.

Are you a member of that ward? If so, just have a member of the bishopric temporarily add you to the list of administrators of the ward calendar. Then you can move it.

Just as a note: Sometimes people create a stake calendar for a ward because the programs for two wards are shared. It's the only way to have a calendar visible to more then one unit.

No worky. I am a member of that ward and I had the Bishop add me as an administrator but the option to change it to a ward calendar is still gray'd out. I logged out and back in a couple times and it's still not an option. The problem with recreating the calendar from scratch is that every activity scheduled until the end of the year has already been added. Huge pain. Not sure what to try next.

jtanner wrote:I had the Bishop add me as an administrator but the option to change it to a ward calendar is still gray'd out.

Did he assign you a calling (which can take a day or two), or did he add you in the calendar system directly?

I am not certain this is how this situation is handled and I cannot verify it but this is how I think it works --

A calendar editor from the ward that created the calendar should be able to change the calendar from a stake to a ward calendar. Ward administrators cannot edit a stake calendar by virtue of being a ward administrator. And stake administrators cannot change a stake calendar to a ward calendar, as you are experiencing, unless they are explicitly assigned as an editor.

I am guessing that this is one of those situations where a stake administrator would have to be given explicit edit rights and be a member of the ward to change the calendar from a stake calendar to a ward calendar.

Since you are a member of the ward, try adding yourself by-name as an editor to the calendar and then try editing the calendar to change it from a stake to ward calendar. If that does not work then hopefully there is still a calendar editor for the calendar that is from the ward in which the calendar was created. Ask that person to try editing the calendar.

jdlessley wrote:Since you are a member of the ward, try adding yourself by-name as an editor to the calendar and then try editing the calendar to change it from a stake to ward calendar.

I gave it a try on our calendars. Even though I'm added by name, I can't change the calendar to a ward one.

At this point I think it's one of three things:
- Something is not being accurately represented (he doesn't have ward admin rights - yet)
- Being a stake admin is somehow interfering.
- The developers removed the ability to change it because it was causing too many problems.

He might have to export the calendar and have the ward re-import it into a new calendar. While that will preserve the events, it will still require touching each event to re-connect it to the room being used to schedule the facility.

I did find this from the help file:

I changed "this calendar is for" from Ward to Stake. Now our calendar has disappeared. How do I get it back?

When you select "Stake" in "This calendar is for:", you are submitting that calendar to stake administrators for approval. It will not be available until a stake administrator approves it. Once it is approved you can, as the calendar creator/editor, go back into that calendar and change it back to "Ward," and it will be as it was before. But until a stake administrator takes action, the calendar is unavailable.

So it sounds like a calendar admin from the ward, with no special stake rights should be able to reclaim this calendar if they are listed as a editor.

That quote from the help documentation tells me that possibly only the creator may be able to recover the calendar as a ward calendar. I am not certain what the use of "creator/editor" means. Is it exclusionary to the creator who is automatically added as a by-name editor or is it inclusive for all editors from the ward in which the calendar was created? If the creator, and by-name editor, has not been removed, then the creator should be able to edit the stake calendar to be a ward calendar.

Thanks guys, I was added yesterday with view/edit options to the said calendar. I logged out and in again (for good measure) and the option to change it to a ward calendar was still unavailable. I agree that at this point, the best option is to export the calendar, create a new WARD calendar and then re-import the old one so that all the events won't have to be re-entered from scratch.

jtanner wrote:I agree that at this point, the best option is to export the calendar, create a new WARD calendar and then re-import the old one so that all the events won't have to be re-entered from scratch.

And just a reminder that while the event will be re-created, any rooms/buildings will have to be re-booked as there is no way to import the event's location.

I don't see export options... can someone point me in the right direction?

jtanner wrote:I don't see export options... can someone point me in the right direction?

It's a bit of a hack. Set up your subscriptions to only include that one calendar. (Using the subscriptions page, not clearing check boxes on the main page.).

Now paste the URL found on the Sync page in your browser. You should be rewarded with a iCal file. If it comes up blank, wait 9 minutes (or more) and try again.

I did as suggested but when unsubscribing from each of the calendars (except the one I'm wanting to export) I get the following kinda scary message:

"Are you sure you want to unsubscribe from a calendar for which you are an editor? An alternative would be to hide events by unchecking subscribed calendars on the main calendar page."

If I unsubscribe, can I re-subscribe to the stake calendars and remain an editor?

jtanner wrote:If I unsubscribe, can I re-subscribe to the stake calendars and remain an editor?

If you're an admin, it's no problem. If you are just a editor, then it may be an issue.

Cool. Can you tell me what the process for re-importing the previously exported calendar is? Thanks again for all your help!!

jtanner wrote:Cool. Can you tell me what the process for re-importing the previously exported calendar is? Thanks again for all your help!!

It's under Settings > Import Events. See Setting Up the Calendar in the help system for details.

From what I can tell, changing a stake calendar to a ward calendar and vice versa is not possible. I am both a stake and ward calendar administrator and I am not able to change any stake calendar to a calendar in my ward and I cannot change any of my ward's calendars to a stake calendar.

I think the options are there simply for information purposes only. The system probably uses the same page for editing and creating a calendar. The options are changeable for when creating a new calendar only.

mnmpeterson wrote:From what I can tell, changing a stake calendar to a ward calendar and vice versa is not possible. I am both a stake and ward calendar administrator and I am not able to change any stake calendar to a calendar in my ward and I cannot change any of my ward's calendars to a stake calendar.

From other messages, it appears to have happened in the past. But perhaps the current calendar version doesn't allow it.

Currently you have to pretty much recreate the calendar as a ward calendar.