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Volunteer schedule: from Google Sheets to a shared Google Calendar
Volunteer coordinators already juggle sign-ups in a sheet. Calendrow turns the confirmed shifts into a calendar volunteers can add to their phones.
Who it's for: Food banks, churches, schools, nonprofits and event organizers coordinating volunteers.
The template
| Shift | Start | End | Volunteer | Location | Role notes |
|---|---|---|---|---|---|
| Sorting – Maria, Ken | 2026-12-05 09:00 | 12:00 | Maria, Ken | Food bank warehouse | Closed-toe shoes |
| Distribution – Ana | 2026-12-05 12:00 | 15:00 | Ana | Food bank front desk | |
| Setup crew | 2026-12-12 08:00 | 10:00 | Youth group | Church hall | Tables and chairs |
| Greeters | 2026-12-12 10:00 | 11:30 | Tom, Ruth | Church entrance |
After making a copy, check the time zone: File → Settings → Time zone. A copy keeps the template's zone (US Central), and Calendrow reads times in the sheet's zone. CSV: in Google Sheets choose File → Import → Upload, then "Replace spreadsheet". Dates use the YYYY-MM-DD format, which Sheets reads as real dates in any locale.
Set it up in 3 minutes
- Open your sheet (or the template) and choose Extensions → Calendrow → Open Calendrow.
- Match the columns:
Calendrow field Column Title Shift Start Start End End Location Location Description Role notes - Create a calendar for it (Calendrow suggests a name), click Preview, check the times, then Sync.
Every row gets a status: Created, Updated, Unchanged, Skipped or Error, with a plain-English reason. Sync again any time; changed rows update their events and nothing is duplicated.
Tips
- Put names in the title ("Sorting – Maria, Ken") so the calendar doubles as the roster.
- Keep sign-ups separate: collect availability in a form or another tab, and sync only the confirmed schedule.
- Share one link: make the calendar shareable and send the link once; every update you sync shows up for everyone.
Questions
Do volunteers get email invitations?
No. Calendrow never sends invitations or emails. Volunteers add the shared calendar instead.
Do volunteers need Calendrow?
No. Only the coordinator who keeps the sheet installs it.
Launching on the Google Workspace Marketplace in November 2026.
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