How recordings get to the Library
How services are linked to their YouTube streams, what the cards say, and what to do when one is missing.
Staff For staff and admins.
You don't upload recordings. Your church streams its services on its YouTube channel as usual, and Scheduly finds each stream, links it to its service, and adds it to the Library and to the service's event page. What the card says comes from your service plan.
How a service gets its videoStaff
- At setup, we connect your church's YouTube channel and pick the services that are streamed, for example your Sunday services (What Scheduly sets up for you).
- Every Sunday, Scheduly checks your channel several times: shortly after 9 AM, 11 AM and 6 PM, and half an hour after each (Eastern time).
- A stream belongs to a service when it went live between 30 minutes before and 75 minutes after the service's start time. Each stream goes to one service.
- Each check looks back 8 days, so a stream missed the first time is picked up by a later check. Services on other days are linked at the next Sunday's checks.
- For 60 days, Scheduly reads the video's title, description and length again every 6 hours, so changes you make on YouTube (like adding chapters) show up on their own.
Once a service has its video, the recording is on its event page (from the day of the service) and in the Library.
What the card saysStaff
The title, passage and preacher come from the service's Preaching row (any schedule row whose name has "Preaching" or "Sermon" in it): its name (marker 1 on the screenshot), its notes (marker 2 on the screenshot) and the person on it (marker 3 on the screenshot). Notes written as Title (Passage), like That You May Know (1 John 5:13-21), give both the title and the passage.
| On the card | Where it comes from, in order |
|---|---|
| Title | The Preaching notes. Without a title there: the "Theme:" line of the YouTube description, then the sermon part of the video's title, then the passage, then the event's name. |
| Passage | The Bible references in the Preaching notes. Without them: the "Text:" or "Scripture:" line of the YouTube description, then the video's title. |
| Preacher | The person on the Preaching row. Without one: a name typed in the notes, then the "Preacher:" line of the YouTube description. |
| Series | Three or more sermons at the same service through one book of the Bible form a series, named after the book (like 1 John). Staff and admins can choose another series. |
| Watch sermon | The chapter in the YouTube description that says the sermon begins, like "26:45 Sermon begins". |
On the event pageStaff
A streamed service that hasn't happened yet shows a Coming soon card (marker 1 on the screenshot) in place of its picture, with what the Preaching row says so far: the sermon title (marker 2 on the screenshot), the passage and the preacher, plus the series it continues. On the day, the stream takes its place.
After the service, the event page shows the recording's card in place of the picture.
Watch sermon (marker 1 on the screenshot) and Watch full service (marker 2 on the screenshot) play it right there.
Set or change a service's videoStaff
Staff can link a video by hand, for example when the stream started late or a service isn't one of the streamed ones. Open the event, select Edit Event (the pencil), and find YouTube video under the description. It's there once the event has been saved.
- Paste the video's address in Video link (marker 1 on the screenshot). Links like youtube.com/watch?v=…, youtu.be/… and youtube.com/live/… all work.
- Check the line under it (marker 3 on the screenshot). It says whether the video was linked automatically or set by hand.
- Select Save Event.
- A video set by hand stays: the Sunday check never replaces it.
- Remove (marker 2 on the screenshot) takes the video off for good: the Sunday check won't add another one. Paste a link to add one again.
- Channel (marker 4 on the screenshot) opens your church's YouTube channel, to find the right video.
- Sermon series (marker 5 on the screenshot): Automatic (grouped by book), Named (type a series name: sermons with the same name are grouped, even across services; a new name makes a new series), or None.
A service is missingStaff
- Has it started? A service is linked at the Sunday check after its stream starts (see How a service gets its video). Services on other days wait for the next Sunday.
- Did the stream start on time? It must go live between 30 minutes before and 75 minutes after the service's start time in Scheduly. If the stream started much later, or the service's time in Scheduly is wrong, paste the link (Set or change a service's video).
- Is it a streamed service? Only the services we set up as streamed are linked automatically. Paste the link for any other one, or ask us to add the service.
- Was the video removed? If the editor says Removed by hand, paste a link to add one again. An admin may also have hidden it (see Hide a recording).
- Is it private? A private service's recording shows only to the people on it and to admins.
- Is the preacher's account disabled? Their sermons are left out until the account is turned on again.
The title or preacher is wrongStaff
- Fix the Preaching row on the service (its notes or its person). The Library updates on its own.
- If the row was empty, the card used the YouTube description or title. Fill in the row, or fix the video on YouTube: for services in the last 60 days, Scheduly reads it again within 6 hours.
- Admins can also correct the card directly: Correct a recording.
No Watch sermon button?Staff
Watch sermon needs to know where the sermon starts. Add chapters to the video's description on YouTube, one of them like 26:45 Sermon begins. For services in the last 60 days, Scheduly picks it up within 6 hours. Admins can also type the time in Sermon starts at (Correct a recording).
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