→ Person
Eingeteilte Person · Name · Zuständig · Organist/in
Interactive Excel rota demo
Four worksheets. One subscribable duty calendar.
Keep the Excel planning process you already use. Smart Calendars AI combines approved duty rotas, normalizes inconsistent columns and publishes the reviewed assignments as a filterable calendar.
4
Worksheets
24
Duties
12
People
4
Duty areas
3
Churches
This public demo uses a fictional parish, fictional adult volunteers, fictional churches and fictional duties. The sample source workbook is intentionally in German.
Liturgische Dienstpläne.xlsx
4 worksheets · Version 1.0
Duty calendar
Person · Duty · Church
LektorenKommunionhelferKüsterOrganisten
No migration
The parish keeps its existing workbook.
Review before publishing
A coordinator approves extracted duties and detected changes.
One calendar for every rota
Apple Calendar, Google Calendar and Outlook use the same reviewed source.
The approved source
Four plans, four column conventions
Switch between the German worksheets. The workbook is deliberately realistic: the person field is labelled “Eingeteilte Person”, “Name”, “Zuständig” or “Organist/in”, depending on the rota.
Liturgische Dienstpläne Herbst 2026.xlsx
Four approved worksheets · fictional German data
→ Duty
Worksheet · Anlass · Liturgie
→ Church
Kirche · Einsatzort · Spielstätte
→ Time
Beginn/Ende · Von/Bis · Zeit ab/bis
What AI structures
One shared, filterable preview
Filter the 24 extracted assignments by person, duty area and church. This is the review surface a coordinator uses before publishing the real calendar feed.
After approval
Website widget and Calendar Page
A published feed can be embedded in the parish website and shared as a complete hosted Calendar Page. Both use the same filters.
AppleGoogleOutlook
Open the live Calendar PageFiltered subscriptions
Subscribe only to the relevant view
After publishing, someone can select only organist assignments or only dates at a particular church, then subscribe to that exact view in Apple, Google or Outlook.
Public filters are not private member feeds. Real schedules containing personal data require an agreed distribution model and the appropriate privacy processes.
Person
Katharina Roth
Duty
Organistendienst
Church
St. Marien Pfarrkirche
Matching view
Katharina · Organ · St Mary’s
AppleGoogleOutlook
When the workbook changes
Upload the new file. Review the differences. Keep the links.
The file is not monitored automatically. A coordinator uploads the newly approved version and confirms the detected changes.
New Excel version
Upload the revised workbook deliberately.
Compare worksheets
Review added, changed and removed duties.
Approve
Publish only confirmed changes.
Subscriptions remain
Existing calendar links continue to work.
Calendar bridge, not parish management
When distribution is the actual problem
A good fit
- Several approved rotas already exist as Excel, CSV or PDF files.
- The assignment process itself already works.
- Volunteers need an easier way to receive duties in their calendars.
- A coordinator can review every change.
Not the right solution
- Duties need to be allocated automatically.
- You need availability, acceptance, swaps or substitute searches.
- You need member records or broader parish-management features.
- You expect automatic file monitoring without an approval step.
Frequently asked questions
From Excel workbook to subscribed duty calendar
Can Smart Calendars combine multiple Excel worksheets?
Yes. This demo contains four approved duty rotas with different column names. Dates, times, people, duties and churches are normalized into one calendar model for review.
Does Smart Calendars assign church duties?
No. Assignment remains in the existing Excel workbook or planning software. Smart Calendars distributes the reviewed result as a subscribable calendar.
What happens when the workbook is revised?
The revised file is uploaded again. A coordinator reviews detected additions, changes and removals before publishing them.
Are filtered calendar links automatically private?
No. Public filters do not provide private access control. For real schedules containing personal data, the responsible organization must define distribution, consent, data-processing and any protected-access requirements.
Start with an approved workbook
Test the calendar bridge with a real adult volunteer rota
Discuss a small parish pilot or convert one of your own Excel files directly.