What is a Team Calendar?

With a team calendar, your team always stays organized and doesn’t sink into chaos. A team calendar helps you keep track of even many appointments and has additional functions depending on the calendar that support your team.

So you can accomplish everything you set out to do.

Team calendars are usually available as mobile apps for Android and iOS, and many are also free.

Who Needs a Team Calendar?

Teams

Teams can organize themselves with a team calendar without it becoming confusing. Especially larger teams that may also consist of subgroups benefit from a shared calendar.

You can plan the next events, exchange ideas depending on the calendar, and always stay in contact. Every team member always knows what’s coming next.

Squads

Squads also benefit from team calendars. As a squad, you can plan your training sessions, organize games, tournaments, and training camps, and keep your teammates up to date. Everything that concerns your squad is organized and communicated in one place.

Departments

Just like squads, entire departments can also be structured with a team calendar. You can organize meetings within your department, but also between departments. You can see who trains when and where, and thus check if someone else is already training when there’s a short-term change in training time.

Clubs

Clubs can also use a team calendar. As a club, you have all your departments together in one app and can pass on important news to all club members. Organize training sessions and meetings, work with participant limits, and directly see acceptances and declines for specific events.

When Does Your Team Need a Team Calendar?

There’s no universal answer to this question. A team calendar usually makes sense when you notice that organization and communication in your team is not (anymore) working well. Then it should be clear that something needs to be changed and the current methods for team organization and planning need to be reconsidered.

Some teams need a shared calendar starting from 5 members, especially when many different appointments are coming up and team members need to constantly coordinate with each other.

Some teams only use a team calendar starting from 10-20 members.

Even though the starting size differs, a team calendar is usually the right choice to bring structure and organization to your team.

When to Pay?

This varies from team to team. In principle, your team should ask itself whether there are special functions you absolutely need? If there’s no free app that offers these functions in addition to standard functions, it’s definitely worth paying for a team calendar.

Important Features

Daily, Weekly, and Monthly View Of course, a team calendar should have the essential functions of a “regular” calendar, such as daily, weekly, and monthly views.
Color-Coordinate Appointments The more appointments there are, the more important it becomes to be able to display events in different colors.
Acceptances and Declines So it’s always clear who can come to appointments and who can’t, you should be able to accept and decline individual events.
Participant Limit To optimally use the space in a (sports) hall, for example, you can set a participant limit.
Create Departments Especially important for larger teams: The team can be divided into individual departments or subgroups.
Designate Responsible Person So there’s always a contact person, you should be able to register a person as responsible.
Organize Carpools Carpools should also be able to be organized directly in the calendar app.
Chat Function For better communication in the team, some apps also offer a chat function with which you can exchange ideas.
Comment on Events To clarify questions directly, events should be able to be commented on directly.
Conduct Surveys Some apps also offer survey tools with which, for example, appointment arrangements can be clarified directly through surveys.
Share Documents, Images, Videos, … Now a standard feature for club apps. Just like with regular messengers, sharing documents, images, etc. should be possible.
Availability A good club app should be accessible to all members. So at least for Android and iOS. It’s also useful to have a web version that allows members without smartphones to always stay up to date. But not only for members without smartphones can this be important, even if a member’s phone breaks, they still stay connected with your team.

What Else Does a Team Calendar Bring?

A team calendar doesn’t just help you organize your team. Through a shared calendar, the sense of community among your team members increases and they feel more connected to each other.

If many conflicts previously arose due to lack of structure, the number of conflicts can also decrease through a shared calendar, which has a positive effect on team spirit.

With more opportunities to exchange with each other, team members may also feel more heard and contribute more.

Privacy

Anyone who wants to use a team calendar for official purposes as a club should ensure that it is GDPR-compliant. But you shouldn’t just use a GDPR-compliant app because it’s (partially) required.

Your team members probably also care about protecting their data, which shouldn’t simply be ignored. For this reason, you should inform yourselves in advance about how privacy looks with a (potential) team calendar.

Klubraum – Your Team Calendar

Klubraum provides your team with all the necessary features needed for optimal organization and communication.

Whether you’re a squad, a team, or even a large club, Klubraum supports you for free and GDPR-compliant.

How Do I Create a Team Calendar with Klubraum?

Quite simple: Register, Invite, Get Started.

You can either download the app directly in the App or Play Store or register through the website.

After downloading the app, you can directly create a Klubraum for your team.

Then you just need to fill in a few fields, for example with the name of your Klubraum, and then you can start right away. Simply invite your team members via email invitations and then wait until your Klubraum fills up and all team members have joined.

Features of Klubraum

Whether Android smartphone, iPhone, tablet, or laptop: Klubraum offers the right thing for every team member. Mobile apps for Android and iOS and also a web app for members who don’t have a smartphone at all.

Create Recurring Appointments

Create appointments that take place at individually adjustable intervals. (Multiple times) weekly, bi-weekly, monthly, yearly, everything is no problem.

Participant Limits

Your hall space is limited? With Klubraum, you can simply set a participant limit for your appointment. If you additionally need a waiting list, you can activate it.

Comment on Events

It doesn’t always have to be a chat started directly. Events can be commented on directly. This way you clarify appointment-specific questions quickly and openly visible to everyone.

News Feed / Timeline

So that every team member always stays up to date, there’s a news feed, also called timeline. Here all personally relevant news is displayed.

Children and Guest Registration

Are there children in your team who don’t have their own smartphone yet? Parents can easily register all their children for appointments in Klubraum. Guest registration is also possible with just a few clicks.

Organization of Carpools

Never again too few drivers to get to the game. Within the app, all drivers can register and passengers can conveniently sign up until no more spaces are available.

Chat Function

Your team can exchange ideas in individual and group chats. Start topic-specific chats so everyone gets the messages that are personally relevant to them.

Acceptances and Declines

Team members can directly click on accept or decline at the event. So it’s always clear how many are actually coming and no chaos arises.

Division into Departments

Divide your team into different groups or departments. This way you can structure and organize your team exactly according to your needs.

Calendar Synchronization

The calendar in the Klubraum app can be synchronized with personal calendars. So your team always has all appointments in view - both in the team and privately.