One calendar every department actually uses.
Practices, games, rehearsals, meetings, rentals and the events that sell tickets — on one calendar that refuses to book the same room twice.
The conflict that matters is between departments
Almost every school already has a calendar. Usually several: one in athletics, one in the activities office, a shared sheet for facilities, and a paper form for outside groups. Each of them is right about its own events and blind to everyone else's.
So the double-booking that actually happens is not two games at once. It is the band concert and the JV game, or the youth league and a rehearsal — two departments that never saw each other's entry until somebody arrived to an occupied gym.
Admittee makes the room the record. A booking is against a space and a time, whoever made it and whatever it is for, so the conflict surfaces at request time instead of on the night.
A facilities manager at a laptop, the gym visible through glass behind them.
What it does
Conflict detection
A space that is taken says so before the request is approved, including against rentals and ticketed events.
Requests and approvals
Staff and outside groups request; the right person approves. Every decision is attributed and kept.
Sub-facilities
Gym A and Gym B, the whole gym, the commons, the field and its lights — nested so booking the parent blocks the children.
Recurring bookings
A season of practices in one entry, with a picker that shows conflicts across the whole series before you publish.
Arbiter imports
Contests scheduled in Arbiter land on the calendar without anyone retyping a season.
Calendar feeds out
Facilities, categories and filtered athletics schedules publish as iCal into Google Calendar, Outlook, your website and your app.
Your team can view available dates and spaces in real time, without emailing back and forth for confirmation.
Joy runs activities at Foundation Academy, where the performing arts calendar and the athletics calendar are the same grid.
Read the Foundation Academy storyQuestions
Can we publish the calendar to families?
Yes — a public calendar you can embed on your website, plus iCal feeds families and staff can subscribe to. Internal bookings and rentals stay private unless you publish them.
Do outside groups need an account?
They create one when they request a space, which is what attaches the agreement, the certificate of insurance and the invoice to the booking.
What about the facilities we do not rent out?
Internal bookings are free and always will be. There is no charge for a room, a user or a booking — only on payments you actually collect.