Managing Calendar EventsCopy Anchor Link

Every group in your organization has its own calendar. This guide covers creating and editing events, setting up events that repeat, attaching files and links, cancelling or deleting events, and the organization-wide settings that control your timezone, the tags people can choose from, and each group's calendar color.

Two related guides pick up where this one stops. To bring events in from another calendar application, see Importing Calendar Events. To publish a calendar on your website and let families subscribe to it, see Calendar Subscriptions.

Where to Find the CalendarCopy Anchor Link

Open a group's dashboard and go to its Calendar at /dashboard/[group]/calendar. The page shows every event belonging to that group and to the subgroups directly beneath it that you can see. Organization admins and other organization-role holders see every subgroup's events. Everyone else sees the groups they are a member or leader of, or a contact for a member of; another group's private events are not shown, even when it sits beneath a group you lead.

Along the top of the calendar you have:

• Month, Week, and Day to change the view, plus Today and the arrow buttons to move backward and forward in time.
• Filters, which opens a panel with two sets of controls. Visibility narrows the calendar to All Events, Public Only, or Private Only. Groups lets you tick which groups' events to show, which is useful when a group has several subgroups feeding into one calendar. It lists only the groups whose events you can see. A small dot on the Filters button indicates the group filter is active -- it is on by default, since the calendar starts filtered to this group and the subgroups you can see. Untick every group and the calendar shows no events until you tick one again.
• Import .ics and New Event. These two only appear if you have permission to manage this group's calendar.

Click any event to open its details. Double-click an empty day to start a new event already dated to that day.

Creating an EventCopy Anchor Link

1. From the group's calendar, click New Event. (Double-clicking a day in Month view does the same thing and fills in that date for you.)
2. Enter a Title. This is the only field you must fill in besides the dates and the group.
3. Fill in the Description. This box accepts Markdown, so you can add bold text, bulleted lists, and links. Anything you write here appears on the event in your dashboard, on your public website if the event is public, and in the subscription feed.
4. Enter a Location.
5. Decide whether this is an All-day event. With the switch on you choose dates only. With it off you choose a date and a time for both Start and End.
6. Set Start and End. Times are always entered and shown in your organization's timezone, not the timezone of whoever is looking at the screen. See Calendar Settings.
7. If the event repeats, switch on Recurring event and fill in the panel that appears. See Events That Repeat.
8. Choose Tags. Click a tag to select it and click it again to deselect it. You can only pick from the list your organization administrator maintains. If you see "No tags available. Contact your org admin to create tags," someone with organization-admin access needs to add tags first -- see Calendar Tags.
9. Choose the Group the event belongs to. If you started from a particular group's calendar, the group is already decided and simply shown as text.
10. Decide whether this is a Public event. This switch is on by default. Public events are visible to everyone, including visitors who are not signed in, and they are the only events that reach your public website and the calendar subscription feed. Switch it off for anything members-only -- an event you leave alone is a public one.
11. Leave Enable Forms switched off unless you want people to sign up or register for this event. If you do want that, see Event Registration.
12. Under Attachments (Optional), click Add Files to attach documents. While you are still creating the event you can attach files but not links; put links in the Description for now, or add them after saving. See Attachments.
13. Click Create Event.

Editing an EventCopy Anchor Link

1. Click the event on the calendar to open its details.
2. Click Edit.
3. Change what you need and click Update Event.

This is also how you move an event to a different day or time -- open it, click Edit, and change Start and End.

If the event is part of a repeating series, saving asks you how far the change should reach. See Changing a Repeating Event.

Events That RepeatCopy Anchor Link

Switch on Recurring event and a Recurrence Settings panel appears.

• Frequency -- Daily, Weekly, Monthly, or Yearly.
• Repeat every -- a number, so "every 2 weeks" is frequency Weekly with Repeat every set to 2.
• Repeat on -- weekly events only. Pick one or more days (Sun through Sat). A meeting that happens on Tuesdays and Thursdays is one weekly series with both days selected, not two series.
• Monthly recurrence type -- monthly events only. On specific day pins the event to a date, such as the 15th of every month, using the Day of month box. On specific week pins it to a position, using Week of month (First, Second, Third, Fourth, or Last) plus Day of week -- for example the first Monday of every month.
• End date -- required. Every series has to stop somewhere; there is no never-ending option. Pick the last date the event should occur on.

As you fill the panel in, a Preview list shows the first few dates the series will produce -- up to ten of them -- so you can sanity-check the pattern before saving. A four-week series shows all four; a two-year series still shows ten.

Once the preview is showing its full ten, a note appears above it: "This will create many events. Consider setting a closer end date to limit the number of instances." That note is not a warning that something is wrong. It appears for any series longer than nine occurrences, which is most real ones -- a weekly meeting for a school term will trigger it. Read it as a reminder to check your End date is the one you meant, not as a sign the series is too big. The size that actually matters is the ceiling in the note below.

The reason size matters at all is how repeating events are stored. Saving does not create one clever repeating record -- it creates a separate event for every single occurrence, all tied together as one series. That is what makes it possible to change or cancel one occurrence later without disturbing the rest. It also means a very long series is a very large save.

Note: Keep a series under roughly 500 occurrences. Beyond that the series is too large to save in one go and you will get an error instead of a saved event. In practice that is about sixteen months of a daily event, or ten years of a weekly one. If you need longer, create a second series that starts where the first one ends.

Changing a Repeating EventCopy Anchor Link

When you edit one occurrence of a series and save, Hubara asks Edit Recurring Event -- "This is a recurring event. How would you like to apply your changes?" Choose one and click Continue.

If you changed the date or time, the wider scopes shift each occurrence by the same amount you shifted this one -- they do not all pile onto one date. Move a Monday meeting to the following Tuesday and choose Edit this and future events, and every later meeting moves forward by one day, staying a week apart. Choose Edit all events in series and the series' end date moves by that same amount too, so the series still ends where you would expect.

Everything else -- a new title, a new location, a corrected description -- simply applies to whichever occurrences you chose. Dates are untouched.

Note: "This and future" means this occurrence and the ones after it in the series, not everything from today onward. If you open the fifth meeting in a series that has not started yet and choose Edit this and future events, the first four meetings keep their original details even though they are still in the future. Open the earliest occurrence you want the change to reach.

Cancelling an EventCopy Anchor Link

Cancelling is the gentle option, and it is usually the right one. The event stays on your dashboard calendar, dimmed and with a line through its title, and carries a Cancelled badge when you open it -- but it disappears from your public website, and any registration is closed. You can undo it.

1. Open the event and click Cancel event.
2. Confirm. Hubara warns you: "Cancel this event? Registrations will be closed and the event hidden from public pages. You can restore it later."
3. Click Confirm Cancel, or Keep Event to back out.

To bring it back, open the cancelled event and click Restore event.

Cancelling is also the friendlier option for anyone who has subscribed to your calendar. A cancelled event stays in the subscription feed marked as cancelled, so it shows up as cancelled in their own calendar app instead of quietly vanishing.

If the event is part of a repeating series, Hubara asks Cancel Recurring Event -- "This is a recurring event. How would you like to cancel it?" -- with the same three-way choice: Cancel this event only, Cancel this and future events, or Cancel all events in series. Confirm with Cancel Event, or step back with Back. Restoring a series offers the same three-way choice under Restore Recurring Event, confirmed with Restore.

Cancel this and future events follows the same rule as editing: it reaches the occurrence you opened and every occurrence after it in the series, and leaves the ones earlier in the series alone -- even the ones that have not happened yet. Open the earliest occurrence you mean to cancel.

Deleting an EventCopy Anchor Link

Deleting is permanent and there is no undo.

1. Open the event and click Delete.
2. Hubara asks "Are you sure you want to delete this event?" Click Confirm Delete.

If you opened the event's own page from your group's dashboard or the admin dashboard, deleting it takes you back there. Otherwise you land on the calendar, on the event's day.

Deleting an event also removes everything attached to it: its registration forms, the website pages that were generated for those forms, and any files uploaded to the event.

Note: An event that already has registration responses cannot be deleted, because deleting it would destroy people's submissions. Cancel it instead.

For a repeating event, Hubara asks Delete Recurring Event -- "This is a recurring event. How would you like to delete it?" -- and offers Delete this event only, Delete this and future events, or Delete all events in series. Read the option carefully before confirming with Delete; Delete all events in series removes every occurrence, past ones included.

Delete this and future events removes the occurrence you opened and every occurrence after it in the series. Occurrences earlier in the series are left alone, whether or not they have already happened.

The registration-response rule applies to the whole scope you pick, not just to the occurrence you opened. If any single occurrence inside the chosen scope has registration responses, the entire delete is refused and nothing is removed -- so one response on one meeting in March stops Delete all events in series from touching any of the year. When that happens, either narrow the scope to occurrences that have no responses, or cancel the series instead.

AttachmentsCopy Anchor Link

You can attach two kinds of thing to an event: files you upload, and links to somewhere else on the web.

Open a saved event, click Edit, and scroll to Attachments.

To attach a file, drag it onto the box that reads "Drag and drop files here, or click to browse", or click Upload Files and pick it. Files must be under 10MB, and the accepted types are PDF, Word, Excel, and images.

To attach a link, click Add Link, enter the address in URL (it has to be a full address such as https://example.com), optionally give it a friendlier Display Name, and click Add Link again to save it.

Everything you have added is listed under Current Attachments. The buttons on each row are icons rather than words -- a file gets a download icon, a link gets an open-link icon, and both have an X that removes the attachment, which asks you to confirm first. Hover for the tooltip if you are unsure which is which.

Note: While you are creating a brand-new event you can attach files but not links, because the link needs a saved event to attach to. Add links after you save, or put them in the Description.

Attachments are visible to anyone who can see the event. The two kinds behave differently for people who subscribe to your calendar: links you add travel with the event into the subscription feed, so a subscriber's calendar app can show them, while files you upload stay in Hubara and are not included. If something has to reach subscribers, add it as a link rather than an upload -- or upload it and also link to the page it lives on.

Calendar SettingsCopy Anchor Link

Three settings apply to your whole organization's calendars. They live at /dashboard/admin/settings/calendar under Calendar Settings, and you need organization-admin access to change them.

TimezoneCopy Anchor Link

Timezone sets the one timezone every calendar event is entered and displayed in. Pick a zone under Organization Timezone and click Save Timezone.

Set this before anyone uses the calendar. Until a timezone has actually been saved, Hubara uses Eastern Time everywhere, including the calendar subscription feed. A new organization displays Eastern Time on this page before anything has been saved, which is a placeholder, not a saved setting -- and because Save Timezone only becomes clickable once your selection differs from what is stored, you may have to pick another zone and switch back to save the one you actually want.

This is deliberately not per-person. An event at 7:00 PM reads as 7:00 PM for everyone, whether they are looking from across town or across the country. The subscription feed publishes in this timezone too, so calendar apps convert it correctly for whoever subscribed. Subscribers see a timezone change only after their calendar app next refreshes the feed, which can take a while: the feed is cached for a short time, and many calendar apps refresh subscriptions only every few hours.

Calendar TagsCopy Anchor Link

Calendar Tags is the list of tags people can put on events. Type a name into the box and click Add Tag; remove one with the X on its badge.

Tags are a fixed list on purpose. People creating events choose from what you define here rather than typing free text, which keeps "meeting", "Meeting", and "mtg" from becoming three different tags. If the list is empty, nobody can tag anything.

Group Calendar ColorsCopy Anchor Link

Group Calendar Colors decides what color each group's events are drawn in, which is what makes a combined calendar readable at a glance. Every group in your organization is listed, with its subgroups indented underneath it.

Each row has a swatch showing the color in use and a Color button beside it. The button opens a picker with suggested colors, your brand colors, and a field for any hex color (such as #003f87). Brand colors appear only when your organization has set them under Branding. Event text switches between dark and light automatically so it stays readable on whatever color you choose. A group still using the color it was given automatically shows a small badge: Default on a top-level group, Inherited on a subgroup, which takes its parent's color until you give it one of its own. Once you pick a color, the badge goes and an X appears next to the Color button; click it to go back to the default or inherited color. Make your changes and click Save Colors -- nothing is saved until you do.

Color is set here, per group. There is no color setting on an individual event.

TroubleshootingCopy Anchor Link