Agenda and events

Use Agenda to plan by date. Use All events to find an event by name or to review past services.

Use Agenda as your starting point

At the top of Agenda, the next gathering card summarises four readiness areas: Plan, Team & roles, Responses, and Presenter. Select a problem area to open the event where it can be fixed. Choose Don't show again when you do not need this overview. You can restore it from the profile menu under Display settings. Needs attention highlights volunteer sign-ups that still need a decision.

The calendar provides these controls:

  • Month or Week changes the calendar layout.
  • All services limits which services are shown.
  • With sign-ups shows services with volunteer proposals when proposals exist.
  • Show absences adds recorded unavailable dates for active people. The current month is also listed by date beside the calendar (or in a panel on a smaller screen); people sharing a date stay together and any recorded reason appears below their name.
  • Import from Google opens the Google Calendar import.
  • The previous and next arrows move the visible date range.

Select an event for Open, Edit, Calendar QR code, or Create another like this. Select an empty date to start a new event. In Week, you can also drag over a time range to prefill the start time and duration.

Plan one event or a recurring series

  1. Choose Plan service.
  2. Enter the title, date, time, and duration.
  3. Choose One-time, Weekly, Bi-weekly, Monthly, or Yearly.
  4. For a repeating service, check the dates in the preview before creating it.
  5. Under Start with, choose:
    • Blank event for an empty plan.
    • Previous events to reuse a tested event structure.
    • Saved templates to use a standard service setup.
  6. Choose Create event or Create events.

Creating from a previous event copies the plan, teams, role capacity, group assignments, and reminder timing. It does not copy individual people, responses, external collaborators, or attachments. This prevents last service’s commitments and private files from being carried into a new date by accident.

The creation window shows your plan limit when a limit applies. If the create action is unavailable, remove an unneeded future test event or ask an owner to review Settings → Plan & billing.

Edit or remove dates safely

Open an event’s Edit action to change its title, date, time, or duration. When other events have the same title, Hub offers This event or All … with this title. This is an exact title match, not a saved recurrence link: it can include past events or unrelated one-off events with that title. Check the displayed count and use This event unless every match should change.

Deleting either scope is permanent. It removes the event together with its plan, roster assignments and responses, proposals, reminders, guests, event files, and item files. There is no undo. Linked Google-copy deletion is queued and can finish later.

Use Create another like this when you need one new event with the same structure. It follows the same safe copy rules: no individual assignments, responses, guests, or attachments.

Find an event in All events

All events offers Upcoming, Past, and All views. Search matches the event title or its displayed date. Events are grouped by month and show roster-fill and declined-response counts.

Use Connected calendars to manage Google imports. Each event also has a Calendar QR code action.

To change several events at once, choose Select beside the event count. Pick individual events, a month, or everything in the current view, then choose Edit or Remove. Bulk editing changes only the fields you check: title, start time, or end time. Dates remain unchanged; changing only the start time keeps each event's existing duration. Removal is permanent and has no undo. It deletes the selected events together with their plans, roster assignments and responses, proposals, reminders, guests, event files, and item files. Hub asks for a second confirmation. When Import + sync with Google applies, removal of linked Google copies is queued and may finish later.

Changing an event's start time also moves its scheduled reminder by the same offset and starts a new reminder delivery cycle. A reminder that already ran can therefore become eligible to send again. After any single or bulk time change, open each affected event's Set reminder action and confirm, reschedule, or turn off the reminder before the next send time.

Share an event date by QR code

Calendar QR code creates a non-expiring code for the event’s calendar details. A person can scan it to add the date to their own calendar. The code is generated in the browser; it does not give the person Hub access or expose the event plan.

If an event is missing or incorrect

  • Clear calendar filters and switch to All services.
  • Search in All events and check Past or All.
  • Confirm the active organisation and timezone.
  • For a Google event, open Import from Google, confirm the connected account and calendar, then import again.
  • If creation or editing reported an error, retry it; do not create a duplicate until you have searched All events.