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Planning Center Calendar SQL Queries

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Coordinate Your Ministry with Data-Driven Scheduling

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Quick Start

-- See your next 10 upcoming events
SELECT 
    e.event_id,
    e.name,
    e.description,
    ei.starts_at,
    ei.ends_at,
    ei.location,
    ei.all_day_event
FROM planning_center.calendar_events e
JOIN planning_center.calendar_event_instances ei 
    ON e.event_id = ei.event_id
WHERE ei.starts_at >= CURRENT_TIMESTAMP
ORDER BY ei.starts_at
LIMIT 10;

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What You Can Do With Calendar Queries

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📅 Event Management

• View all upcoming events and their details
• Track event approval status and workflows
• Monitor recurring events and patterns
• Identify scheduling gaps and opportunities

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🏢 Resource Management

• Check room and equipment availability
• Track resource bookings and conflicts
• Analyze facility utilization rates
• Plan maintenance around usage patterns

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⚠️ Conflict Detection

• Find double-booked resources
• Identify scheduling conflicts
• Prevent resource overbooking
• Manage approval workflows

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📊 Usage Analytics

• Generate facility usage reports
• Track event attendance patterns
• Analyze resource utilization
• Optimize scheduling based on data

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Available Tables

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Understanding Relationships

• calendar_events_relationships - Links events to owners, tags, and other entities
• calendar_eventinstances_relationships - Links instances to resources and bookings
• calendar_resources_relationships - Links resources to folders and approval groups
• calendar_resourcebookings_relationships - Links bookings to events and resources

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Next Steps

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Common Questions

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What’s the difference between an event and an event instance?

• An event is the master definition (like “Sunday Service”)
• An event instance is a specific occurrence (like “Sunday Service on Jan 7, 2024”)
• One event can have many instances (especially for recurring events)

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How do I find available resources?

-- Find available rooms for a specific time
SELECT r.name, r.kind, r.quantity
FROM planning_center.calendar_resources r
WHERE r.kind = 'Room'
  AND NOT EXISTS (
    SELECT 1 FROM planning_center.calendar_resource_bookings rb
    WHERE rb.resource_id = r.resource_id
      AND rb.starts_at < '2024-01-15 14:00:00'  -- Your end time
      AND rb.ends_at > '2024-01-15 12:00:00'    -- Your start time
  );

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How are recurring events stored?

• The calendar_events table has the master event
• calendar_event_instances has each occurrence
• The recurrence field contains the recurrence pattern
• recurrence_description provides human-readable recurrence info

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What do approval statuses mean?

• A = Approved
• P = Pending
• R = Rejected
• null = No approval required

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How do I handle all-day events?

WHERE all_day_event = true
  AND DATE(starts_at) = '2024-01-15'

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Common Calendar Patterns

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Weekly Room Schedule

-- See what's in each room this week
SELECT 
    r.name as room_name,
    e.name as event_name,
    ei.starts_at,
    ei.ends_at
FROM planning_center.calendar_resource_bookings rb
JOIN planning_center.calendar_resources r ON rb.resource_id = r.resource_id
JOIN planning_center.calendar_event_instances ei ON rb.event_instance_id = ei.event_instance_id
JOIN planning_center.calendar_events e ON ei.event_id = e.event_id
WHERE r.kind = 'Room'
  AND ei.starts_at >= DATE_TRUNC('week', CURRENT_DATE)
  AND ei.starts_at < DATE_TRUNC('week', CURRENT_DATE) + INTERVAL '1 week'
ORDER BY r.name, ei.starts_at;

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Today’s Events

-- All events happening today
SELECT 
    e.name,
    ei.starts_at::time as start_time,
    ei.ends_at::time as end_time,
    ei.location
FROM planning_center.calendar_events e
JOIN planning_center.calendar_event_instances ei ON e.event_id = ei.event_id
WHERE DATE(ei.starts_at) = CURRENT_DATE
   OR (ei.all_day_event = true AND DATE(ei.starts_at) <= CURRENT_DATE AND DATE(ei.ends_at) >= CURRENT_DATE)
ORDER BY ei.starts_at;

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Getting Help

• 🐛 Found an issue? Report it at github.com/getparable/parable-api/issues
• 📖 Need more examples? Check our other query guides in this folder
• 💬 Have questions? Reach out to your Parable support team