There is a bit of a learning curve with Pods, but I am certain that it can do what you want. Here is a link to a site where I have used Pods to do something similar: http://www.pgracglasgow.co.uk/royal-arch-2/
Each of the 'boxes' on the page is a Pods record filled out by an admin. Each square in the box is a Pods field with a description to aid in the data entry. As new records are added, they are automatically displayed on the page.