Create a Printable Event Calendar

Steps

Open Designs in TeamHub

• Under Content navigate to Designs.
• Note: Calendars can also be created in Canva or PowerPoint if your team uses those integrations.

How to Use the K4Community Canva Integration

How to Use the K4Community PowerPoint Add-on

Create a New Calendar Design and Choose the Canvas Size

• In the bottom right Action menu, select New Design.
• Name the file clearly and concisely.
• Choose the correct canvas size based on how the calendar will be printed:
  • 11 x 8.5 for standard paper
  • 17 x 11 for larger print formats
  • Poster for poster-sized output
• Recommended sizes for printing calendars are:
• Be sure to select the size canvas that your printing resources can handle
• Click Save

Insert the Calendar Widget

• Click Widget and add the needed calendar widget.
  • Monthly Calendar (Full month)
  • Weekly Calendar (Sun - Sat)
  • Daily Calendar (Single day)
• Options include:

Customize the Calendar Layout for Printing

• Click the calendar widget to access its settings.
• Remove or keep any of the following elements to maximize space:
• Logo
• Title
• Month
• Year
• Location
• Location Key
• Event Type Key
• Resize the widget to fit the page as needed.
• Keep in mind that available options depend on how events are configured in TeamHub.

Select the Month and Event Scope

• Leaving the month field blank will default to the current month.
• Choose a different month if you are preparing a future or past calendar.
• Filter events based on Calendar or Event Type as needed

Adjust Font Size and Line Density

• Choose the font size that best balances readability and amount of content:
• Regular
• Medium
• Large
• Extra Large
• If printing on poster-sized paper and you want more content to fit, consider Small.

Customize your calendar if needed

• Go to Images and import a background or other image if you want a more polished design.
• Select an image that matches the calendar theme.
• Resize the image to fit the page.
• Use the layering options to move the image behind or in front of the calendar as needed.

• Backward - moves the image back one layer

• Back - moves the image to the bottom layer

• Forward - moves the image up one layer

• Front - moves the image to the top layer

• Adjust Opacity as needed so the image does not overpower the calendar text.

Review the Final Layout and Save the Design

• Review the calendar for readability, spacing, and overall appearance.
• Confirm that the image, widget placement, and transparency look correct.
• If the calendar is too crowded or has too much white space, adjust the layout before saving.
• Click Save once the design is ready.

Export the Calendar as a PDF

• After saving, go to Publish in the bottom right action menu.
• Select Print to generate a PDF version of the calendar.
• Open the PDF to verify the final output.

Print or Share the Final PDF

• Use the PDF to print the calendar internally or send to an external printer.
• Keep the PDF as the final printable version for distribution.

Cautionary Notes

• Ensure the correct canvas size is selected before building the calendar; changing it later may affect layout.
• Removing too many labels or keys may make the calendar harder for users to understand.
• Background and other images should be subtle enough that event text remains readable.
• Always review the PDF before printing to catch spacing, alignment, or visibility issues.
• Event filtering depends on how events were originally configured in TeamHub, so verify the correct location or category is selected.

Tips for Efficiency

• Start with a blank monthly calendar and only add elements that are necessary for the audience.
• Use the current month default when creating a calendar for immediate use.
• Leave out the year if the audience already knows the context, which can free up space.
• Use transparency settings to blend background images without reducing readability.
• Save frequently before publishing to avoid losing work.
• If the calendar is for a single department or care level, filter to that area to reduce clutter and fit more content on one page.