How To Create and Manage Events

Go to the Events section

• In Team Hub, under Events click Events.

Create a new event

• In the bottom-right corner, hover over the Action button.
• Click New Event.

Fill in the event’s details in each tab section.

Event

• Add the event name.
• Enter a short description that explains the purpose of the event.
• Set the start/end date and start/end time.
• Choose All Day if the event lasts all day.
• Select the appropriate event type.
• Enter the location.
• Set the status to Published to make it live immediately, or Draft to save it for later review.
• Add any cost information if applicable.

Visibility

• Use the Visibility section to choose which calendars should display the event.
• Click Add Item to include additional calendars if needed.

Registration

• Indicate whether sign-up is required.
• Enter a capacity number to cap registrations if needed.
• Once capacity is reached, additional residents are placed on a waitlist and can be managed in the sign-ups section.
• Add an external signup URL if registration is handled outside of K4Community Plus,.
• When residents click the attend link, they will be redirected to the provided URL where they can complete their signup.
• Set the registration start and end dates/times if you want to manage when residents can sign up.
• Leave these fields blank if sign-ups should open immediately and remain open until the event start time.
• Otherwise, add start and end time to prevent last-minute registrations if needed.
• Use the Comment Prompt field to display helpful instructions to residents during their sign-up process.
• Include reminders such as what to bring or other event-specific guidance.

• Indicate whether payment is required by checking the appropriate field.

Virtual

• If the event is being hosted virtually online, add the Zoom, Google Meet, or other meeting link.
• Include Instructions for joining the meeting in the Instructions field.
• Attach any supporting Slideshow or presentation materials using the Slideshow dropdown.

Repeating

• Choose the recurrence pattern, such as daily, weekly, or monthly.
• Set the recurrence end date if needed.
• Select the repeating interval, such as every 1 week, 2 weeks, etc..
• Confirm the day of the week the event should repeat on if needed.
• Indicate whether you need to use a start time that differs from the original event
• Use the Preview to view the next 10 occurrences to verify the repeating pattern is correct.
• Use Cancelled Dates to remove specific occurrences from the repeating schedule if needed.

• Use Additional Occurrence if you need to add a one-off event date or a modified session outside the normal repeating pattern.

Display

• Configure how the event appears on calendar widgets.
• Hide the event from specific views such as 30-day, 7-day, or single-day calendars if needed.
• Use Hide End Time and No Wrap options to maximize space used on calendar widgets

Save the event

• Click Save to create the event.
• Return to the events list and verify the event appears as expected.

Edit or manage an existing event

• Click the event you want to modify.
• Click the Edit icon.
• Update any fields as needed
• Save the changes

Cautionary Notes

• Ensure the event status is set correctly before saving: Published makes it visible immediately, while Draft keeps it hidden until ready.
• If registration is required, confirm the capacity is accurate to avoid overbooking.
• When using an external registration URL, verify the link is correct before publishing.
• For repeating events, review the preview carefully to avoid unintended dates or times.
• If you cancel a single occurrence, add it under Cancelled Dates so residents are not misinformed.
• Be cautious when editing recurring events, as changes may affect future occurrences.

Tips for Efficiency

• Prepare event details in advance before opening the form to reduce setup time.
• Use Draft status when multiple fields still need review.
• Use the recurrence preview to catch scheduling errors before saving.
• For long event titles, enable No Wrap to keep calendar views clean and readable.
• If the event has a sign-up deadline, set the registration end time early to allow time for preparation.