Home > Learn > Featured | Share Events
Featured | Share Events

An Embedded Public Calendar for Volunteer-Run Surf Clubs

Established in 1907, Coogee Surf Life Saving Club is a volunteer-run organization dedicated to keeping Coogee Beach safe. They coordinate hundreds of volunteers for regular lifesaving patrols. The club also offers youth programs, training for life-saving skills, and fun activities.

With so many programs running across ages and levels, keeping the schedule clear, updated, and accessible is important. Parents and other participants need a reliable way to know what’s happening. Otherwise, they have to email, call, and message to check their child’s session, and volunteers spend time responding instead of helping with programs.

What everyone needs is one place to check the schedule: Current, easy to find, and simple to maintain.

Scattered updates waste time

Volunteer clubs often share class schedules through PDFs, email threads, or chat messages. It gets the information out, but not in a way that’s easy to find later. Parents have to scroll through old messages to find the right file, and viewing a spreadsheet or PDF on a phone isn’t easy. The information is there, but it isn’t searchable or simple to check when needed. Updates can also cause issues. When a new file is sent, it’s easy to open an older version instead of the most recent one.

Shared online calendars already help many nonprofits as a central source of truth. But asking parents to remember another link or log in can still add friction. The simplest option: put the live calendar directly on your website so families can check it where they already go.

An embedded calendar keeps everyone aligned

An embedded calendar on the club website provides easy schedule access for parents while making updates easy for volunteers.

With a shared calendar embedded on their website, volunteers update once and everyone sees the change instantly. No new PDFs. No repeat emails. Parents don’t need another app or password. The website always shows the current schedule.

If parents prefer mobile, they can open the same calendar in the free Teamup app via a secure link. It’s optional. Either way, they see identical, synced, real-time updates. No confusion about “which version” is correct or frustration over missing an update.

✅ Helpful embed features with Teamup

  • Secure, selective calendar access: Select which sub-calendars are visible on the link you use for embedding, then set a secure permission. No confidentiality breach, data loss, or accidental changes.
  • Share what matters, hide what’s confidential: Set the visibility on event fields to determine if they’re visible to everyone or only to users with a higher permission level.
  • Embed Wizard for WYSIWYG customization: Teamup’s Embed Wizard lets you adjust appearance (size, header, sidebar, colors), start-view, and default options (all with a live preview) so the embedded calendar matches your website.
  • Embed the same calendar in multiple places: The same calendar (and link) can be embedded on different pages or sites, while any changes you make to the master calendar reflect everywhere automatically. You can also create multiple secure links to embed a different version of the calendar on different pages.

What this looks like for volunteers

Click to enlarge: Scheduler shows each calendar in its own column, so volunteers and coordinators can compare what’s happening on any day or date range.

Volunteer coordinators can work on scheduling with clear, visual layouts, like Scheduler view shown above. All class sessions, activities, and event updates go on the same calendar. They’re clearly organized by sub-calendar. If needed, they can add notes, upload photos, or attach files. With all the information in one place, in an easy-to-use interface, any volunteer can be trained in a few minutes to help with scheduling tasks.

What this looks like for parents

Parents can download the free Teamup app for convenient mobile access to the calendar.

Parents don’t have to remember another link or create another account. They just go to the club website and check the calendar right there. That’s it. They can check out all the activities or toggle calendars to see only the schedule for their children’s sessions and events. If they prefer mobile, that’s easy, too: Anyone can download the free Teamup app to view the same calendar link on their phone. Same data, same updates, no mixed messages.

Reduced work, easier communication

An embedded calendar for class sessions and club activities makes communication easier for everyone. Volunteers don’t have to send multiple updates across multiple platforms. And parents know exactly where to look for the latest information. Give Teamup a try for your club or organization.

 

Categories
Get Started
Color-Coding for Smarter Scheduling: A Cleaning Service’s Story

Color-Coding for Smarter Scheduling: A Cleaning Service’s Story

, , ,

Client projects rarely stay within one team. A single delivery often spans multiple departments, each using its own tools and processes. Design creates concepts and assets in their design tools, development tracks build work in a sprint board, QA manages testing in their own environment, and customer success coordinates onboarding on a separate timeline.

Each team is doing solid work. But no one sees the whole project as it moves forward. As a result, project managers spend time chasing updates from every department and trying to piece together what’s happening. With Teamup, project managers can create a unified calendar structure to coordinate complex, multi-department client projects with full transparency, fewer surprises, and smoother delivery.

Why cross-team visibility matters

When every department tracks its work in its own system, the overall project timeline becomes fragmented. This leads to issues such as:

Work stalling because a dependent task hasn’t started yet
Shared people or resources getting double-booked
Milestones drifting without early warning

Project managers constantly need to update status between teams just to keep everyone aligned. But with a shared timeline, everyone can easily see: Who is doing what, when their part starts, which tasks depend on others, when handoffs occur, which deadlines are at risk. With one shared calendar, the full delivery timeline is visible at a glance, improving coordination and efficiency across all teams.

A combined project calendar with departmental sub-calendars

In Teamup, you can build a unified project calendar that keeps everything visible while giving each department the appropriate access permissions. Each department works in its own sub-calendar and manages its own updates, while the full project rolls up into one timeline for the project manager.

Click to enlarge: A Teamup project calendar showing color-coded sub-calendars per department

For a closer look at how access levels and information visibility across internal teams, see how to Get Cross-Team Visibility with the Right Amount of Information Sharing.

The benefits of a unified project calendar
For project managers
Gain the oversight they need without chasing updates.
Easily spot delays, conflicts, or bottlenecks.
Share filtered, read-only views with clients and stakeholders.
For departments
See how their own schedule fits into the bigger project timeline.
Improve collaboration across teams with clearer, shared context.
Facilitate handoffs by having visibility into upstream and downstream work.
For leadership
Gain a high-level view of how the project is progressing across departments.
Spot broader risks and capacity constraints earlier.
Enable clearer, more reliable long-range planning.
Example: A cross-department project timeline in a shared calendar

Many client projects follow a sequence such as Design, Development, QA, Customer handoff, and Launch. In a unified shared calendar, the entire sequence becomes visible in one place.

For example: Design can schedule concepts, wireframes, and approval cycles. Development can block time for implementation and internal reviews. QA can add testing windows and verification steps. At the end, Customer Success can schedule onboarding or handoff activities.

With all of these phases shown together in a single timeline, it becomes much easier to understand dependencies, spot risks early, and ensure each team is ready for the next handoff —  keeping the entire project moving forward smoothly.

Click to enlarge: Design team Scheduler view. The lock icon next to the other department sub-calendars shows that events in other departments’ calendars are visible, but Read-Only

Ready to try a unified project calendar for your own team? Explore our live demos or create your own Teamup calendar.

WordPress Cookie Notice by Real Cookie Banner