Organisation settings

Owners and admins open the profile menu and choose Settings. Editors do not have access to organisation settings.

Personal display choices are separate from organisation settings. Every planner can open the profile menu and choose Display settings. Use Show next gathering there to restore the readiness card at the top of Agenda.

Organisation details

Set the organisation name, city, country, and Hub timezone. Agenda dates, reminders, and the Presenter handoff use this timezone. Changing it does not move an existing event’s stored moment, so review existing dates afterward and check it before creating a recurring series.

Use the data export action before a major cleanup or deletion, but do not treat the download as a backup. It is a JSON reference export and Hub cannot import it to restore an organisation. It includes core organisation, people, event, roster, template, song, and audit records. Attachment entries contain metadata only, not file contents. Email privacy policy versions, unsubscribe preferences, and retained email delivery attempts are also included; the private unsubscribe links are not. Availability-request history, nested-group links, Presenter sync receipts, and Chord Assistant analyses or jobs are not included. Download every file you must retain separately.

Email privacy before sending

An owner or admin opens Organisation details → Email privacy before the organisation sends invitations or other Hub emails. Sending stays paused until the required information has been saved.

1. Select the lawful basis the organisation has assessed for these messages.
2. Describe the actual source of the contact details and the existing relationship with the recipients. This explanation appears in the emails, so it must fit the people you contact.
3. Record where authorised staff can find the underlying evidence or assessment. Keep sensitive personal evidence in your own records rather than pasting it into these fields.
4. Add the organisation's public HTTPS privacy notice and a monitored privacy contact email address.
5. Record the assessment for special-category personal data. If a roster or invitation reveals religious beliefs, the organisation must also assess the applicable exception for that processing.
6. Confirm the existing relationship and operational purpose, then save. Hub records the policy version and responsible administrator.

These settings record the organisation's assessment. Checking a box is not the recipient's consent, and an unsubscribe link does not make an unlawful first email lawful. The organisation remains responsible for the actual grounds, evidence, privacy information, and applicable email rules. Revisit the settings when the recipients, purpose, or processing changes; use Hub messages for the existing team's operational planning, not unsolicited recruitment or marketing.

What recipients receive

Organisation emails include the sending organisation, the explanation for using the address, its privacy notice and contact, and an unsubscribe link. This required information stays in the email even when an editable template changes.

The link opens a confirmation page that works without signing in. Only confirming the choice stops the organisation's invitations, reminders, availability requests, roster summaries, and other notifications; opening or scanning the link alone does not. Email clients that offer an unsubscribe action can also use it.

Unsubscribe preferences apply to an email address within one organisation. Editing a person, creating a duplicate record, resending, or processing a queued message does not reset the preference. A requested login or recovery email remains available and does not turn organisation messages back on. Unsubscribing does not delete a profile, decline an assignment, or close an account; handle those requests separately through the organisation's privacy contact.

If an invitation is blocked

Read the delivery result. Invite sent means the email provider accepted the message, not that the recipient received it. A policy block, missing address, or unsubscribe is not a successful delivery. Ask an owner or admin to complete missing setup; do not keep retrying an unsubscribed address or recreate the person to bypass their choice.

Plan & billing

Plan & billing shows the current plan, subscription status, and renewal information. Owners and admins can choose monthly or yearly billing, open Manage subscription, and reconcile the displayed status after checkout.

If payment completed but Hub still shows the old plan:

1. Wait briefly for payment processing.
2. Return to Plan & billing and use the subscription status sync action.
3. Refresh Hub once.
4. If the status is still wrong, do not repeat checkout; contact support with the organisation name and payment date.

Team access

Use Team access to invite or manage people who can plan across the organisation.

The recipient must accept an organisation access invitation before gaining membership and access, even if they already have a ProWeave account. Sending the invitation alone does not grant access. Acceptance does not lower an existing stronger role or turn organisation emails back on after an unsubscribe.

Access invitations expire after 24 hours. Revoke a pending invitation when the address is wrong, then send a new one. Owners cannot be removed. Check the selected role before granting access; volunteer roster invitations do not require Editor or Admin access.

A service invitation is separate from an organisation access invitation. Invitees get read-only event access unless an owner, admin, or editor enables Collaboration in that event. See Plan an event.

Google Calendar

Open Google Calendar and connect an account. Choose one mode:

• Import only — read events from the chosen Google calendar into Hub.
• Import + sync — also publish Hub events to the chosen Google calendar.

Select the Google calendar and choose Save connection. Import + sync requires an account that can edit that calendar.

If Import + sync is already active, changing the selected calendar queues removal of linked Google copies from the old calendar and recreates eligible recent and upcoming published Hub events in the new one. Saving that move requires a second click, and queued work can finish later. Switching from Import + sync to Import only clears pending writes but leaves existing Google copies in place; remove those in Google if you no longer need them.

After connecting, start an import from Agenda → Import from Google or All events → Connected calendars.

With Import + sync, the Google event contains the Hub event title, date and times, plus private identifiers used to keep the copies linked. The plan, notes, files, rosters, volunteer responses, and guests stay in Hub. Changes to the linked event are queued for Google, and deleting it queues removal of its Google copy. These actions can finish later if sync is offline or delayed. Disconnecting the integration also leaves existing Google events in place.

Hub is authoritative for the title, times, and publication of synced events. Make those changes in Hub; edits made directly to the Google copy can be overwritten by the next Hub sync. Importing events is a separate action and does not turn this into automatic two-way editing.

If sync is delayed, use Sync now. If it fails, confirm the selected account still has edit permission, choose the correct calendar, save the connection, and retry. Avoid creating a second connection as a workaround because it can produce duplicates.

Update Hub in your browser

When a newer version is available, an open Hub tab offers Update now and Later. Finish your current edits and wait for them to save before choosing Update now; this reloads the page and returns to the same place. Later lets you continue working and dismisses that release for the current tab session. Hub does not automatically reload an open tab to apply an update.

This browser update is separate from installing a Presenter desktop update.

Danger zone

Organisation deletion is permanent. It removes the organisation and its Hub data, and it attempts to cancel linked billing, disconnect integrations, and clear stored files. Do not rely on that cleanup attempt as your only billing or file-retention safeguard.

Before deleting:

1. Export the organisation JSON for reference; it cannot restore the organisation.
2. Download any files you must retain because the JSON contains attachment metadata only.
3. Open Plan & billing → Manage subscription, cancel any active subscription, and confirm that it will not renew.
4. Confirm that you switched to the organisation you intend to remove.
5. Read the deletion summary.
6. Type the exact organisation name only when you are certain.

There is no restore action after deletion. Keep the billing cancellation confirmation with your export, and contact support if the subscription still appears active.