Scheduling Programs

How scheduling works#

Scheduling determines when a program plays on a channel. Each channel can have multiple scheduled programs, and Roomcaster automatically switches between them based on the dates and times you set.

To schedule a program, open any channel and click the Schedule program button. This launches a step-by-step wizard that walks you through the process.

The scheduling wizard#

Step 1: Select a program#

Choose which program you want to schedule from your program library. You'll see a searchable grid of all available programs with their titles and backdrop images.

Step 2: Choose when it plays#

How this step looks depends on whether your channel has meeting times set up.

If your channel has meeting times, you'll see quick-select buttons for each recurring time (e.g., "Sunday 9:00 AM – 12:00 PM"). Select one of these to schedule for that time slot, or choose Custom Date & Time to enter specific dates manually.

If your channel has no meeting times, you'll go straight to the custom date and time form.

Step 3: Select weeks (meeting times only)#

When you choose a meeting time, you'll see a week selector showing the next 52 weeks. Each week tile shows whether a program is already scheduled for that slot. Select one or more weeks to schedule your program across multiple dates at once.

Custom date and time#

When using a custom schedule, you set:

• Start date and time (required) — when the program begins playing
• End date and time (optional) — when the program stops playing

If you leave the end date empty, the program runs indefinitely until the next scheduled program begins. This is useful for default or always-on content.

Meeting times and recurring schedules#

Meeting times are recurring time slots saved on a channel — for example, "Sunday 9:00 AM – 12:00 PM" or "Wednesday 7:00 PM – 9:00 PM". They reflect your regular schedule and make it fast to assign programs week after week.

Once meeting times are set up:

1. Click Schedule program and select a program
2. Choose a meeting time from the quick-select buttons
3. Pick which weeks you want to schedule
4. Confirm — each selected week gets its own schedule entry with the correct start and end times

This is especially useful for churches and organizations that show different content each week during the same recurring time slots.

Programs with no end date#

A program scheduled without an end date will play indefinitely from its start date. This is the simplest way to get content on your screens — schedule it once and it keeps running.

When you schedule a new program on the same channel for a future date, any currently running program with no end date will automatically end when the new program begins. Roomcaster handles this for you and shows an informational message letting you know which program will be ended and when.

Schedule conflicts#

Roomcaster checks for conflicts whenever you add or edit a schedule:

• Overlapping schedules — if a new schedule overlaps with an existing schedule that has a defined end date, you'll see a conflict warning and won't be able to save until the overlap is resolved.
• Auto-ending open schedules — if the existing schedule has no end date, it's not treated as a conflict. Instead, Roomcaster will automatically end the existing schedule when the new one starts, and show you a message explaining what will happen.

Editing and deleting schedules#

You can edit or delete any schedule from the channel page:

• Edit a schedule to change its program, start date, or end date. The same conflict checks apply.
• Delete a schedule to remove it entirely. The program itself is not affected — only the scheduled time slot is removed.