Home > Learn > Customer Stories | Featured | Share Events
Customer Stories | Featured | Share Events

Sharing Hundreds of Events with Motorsport Fans

Motorsport enthusiasts and fans in Australia have a lot of events to choose from. Each year, Motorsport Australia shares information about the events so everyone can access the details and join in on the fun. It can get a little complicated, though. Different clubs have their own events, plus there are regional, state, and national competitions. It’s a challenge to efficiently share this many events in a way that’s easy to use for everyone who’s interested. Here’s how they do it with Teamup.

🔎 Quick look: What makes it work

  • Organized structure: Calendars are structured in regional groups.
  • Smart filters: Events can be filtered by custom fields for category or level.
  • Embedded calendar: Events are right there on the club website.

The problem: Many events, many people

Australia’s motorsport community is large and connected. Competitors, organizers, and fans all rely on the same flow of information to plan, participate, and stay engaged. With so many events happening across the country, separate calendars and local updates are too disjointed and don’t show all the options.

The challenge for the Motorsport Australia team is getting all the event data in one place and making that information easy to find and use. A central, shared calendar is a good start. But it also needs to be organized, searchable, and clearly structured, so people can locate events that matter to them without feeling overwhelmed. Without that structure, “too much all at once” becomes as much of a problem as missing information. The goal is a system that keeps every event visible, accessible, and meaningful for everyone in the community.

The solution: Folders and filters

Here’s how it works: Motorsport Australia uses one central events calendar embedded on its website. That setup makes all events accessible in one place. To make it easy to use, there are folders, filters, and regional views.

Regional views

There are separate regional views of the calendar embedded on the organization’s website.

The Motorsport Australia team embedded their Teamup calendar with separate regional views. On the main calendar page, visitors can click links for each Australian state to open a view showing only that region’s events. It’s a simple shortcut for anyone who wants to see only what’s happening nearby, whether they’re checking the weekend schedule or looking for the next local event to attend.

Folders

A structured calendar makes it easier to work with so many events. Folders can be collapsed or expanded, and individual calendars can be toggled on and off.

The entire calendar is organized in regional folders. Each region has its own calendar, which contains calendars for the clubs and organizations within that area. Visitors can switch between regions or narrow their view to a single region, then toggle individual club calendars on or off.

Filters

Built-in filters include keyword, sub-calendar, and Event Level and Event Discipline. Multiple filters can be used at one time.

For users who want to find specific types of events, the calendar includes custom fields for Event Level and Event Discipline. Each custom field has a built-in filter. So it’s easy to search for a certain type of event or a certain level, or a combination. The filters show events only for calendars that are toggled “on” (in view). So users can filter events across all regions, within selected regions, or just from certain clubs.

How to set it up

The result: clarity and connection

With a shared, organized calendar, motorsport enthusiasts can focus on having fun. Competitors can plan their year with confidence, and fans get a clear view of every event happening across the motorsport landscape. And the Motorsport Australia team has a reliable system for keeping track of what’s happening and making sure everyone has access to all the opportunities.

This shared calendar setup is ideal for organizations that manage frequent or regional events, including:

  • National or state-level sports associations
  • Local clubs that need to publish and update schedules for members
  • Multi-discipline organizations that coordinate events under one banner
  • Teams or event committees that want one shared, embedded schedule

Try Teamup: Create a shared calendar for your own club or association. Keep members informed, simplify coordination, and make every event easy to find.

 

Frequently Asked Questions

Click a question to see the answer.

Would this type of calendar work for other sports organizations?
Yes. The same setup fits groups that manage many events across locations or teams. Regional leagues, community clubs, and national associations can publish schedules in one place and keep communication consistent.
Can the calendar be embedded on a club or organization website?
Yes. You can embed the calendar directly on your website. Visitors always see current information, and updates sync everywhere the calendar appears. No additional software is required.
Can events be organized by region?
Yes. Create folders for states, regions, or teams. Viewers can toggle folders on or off to focus on the areas that matter to them. This keeps one shared calendar while allowing targeted views.
Can events be organized by type, and how does that work?
Yes. Use custom choice fields to label events by type, discipline, or level. Filters then let users show only matching events, which removes irrelevant items and speeds up discovery.
Is it possible to let participants sign up for events?
Yes. Event signups can be enabled with a deadline and maximum number. Participants can register with their name and email, and organizers can review and export responses.
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