Understanding Event Management

The Events section consists of several interconnected pages:

• Calendars
• Events
• Sign-Ups
• Event Type
• Locations

Together, these pages help staff create consistent, well-organized events therby making it easier for residents to discover and participate in community activities. Team Hub also supports the iCalendar (iCal) standard, providing expanded recurring event options and improved compatibility with external calendar systems.

Calendars

The Calendars section is where staff can create and manage the various calendars that community events will belong to.

This view provides an overview of existing calendars and the ability to add or edit calendars as needed. Calendar configurations include Calendar Name and Audience settings such as Care Setting, User Groups, and User Type filters.

Audience settings allow staff to target calendars to specific groups or types of users based on their care setting level, user type, or other custom groupings like location or affinity groups.

Events

The Events section serves as the primary workspace for viewing and managing all community events.

This calendar view provides a visual schedule that allows staff to quickly understand what activities are taking place throughout the day, week, or month.

The calendar helps staff:

• View upcoming events
• Identify scheduling conflicts
• Find available times for new events
• Filter events by calendar or category
• Open events for editing

Events can be as meticulously configured as needed including settings such as:

• Name and Description
• Start/End Date/Time or All Day
• Event Type (options managed in the Event Type section)
• Event Location (options managed in the Locations section)
• Cost requirements and details
• Calendar assignment (options managed in the Calendars section)
• Registration requirements and details
• Ability to link the event to an external event manager outside of K4Community
• Virtual event options (i.e. Zoom or Google Meet)
• Detailed repeating event configuration including cancelled dates and additional one-off occurrences
• Display settings which control how the event appears on event data widgets

Depending on your preferences, the calendar can be viewed by day, week, or month, making it easier to plan both short-term schedules and long-range community programming.

Because every event appears on a shared calendar, departments can better coordinate activities and avoid overlapping programs that target the same residents.

Think of the Event Editor as the "source of truth" for an event. Any information entered here is used throughout the K4Community platform, including resident apps, digital signage widgets, voice assistants, and other supported communication channels.

Sign-Ups

The Sign-Ups page allows staff to monitor resident registration for events that require attendance tracking.

Instead of opening each event individually, Sign-Ups provides a centralized view of registration activity across all events.

Depending on how an event is configured, staff can:

• View registered residents
• Monitor attendance limits
• Review waitlists
• Track sign-up history
• Record attendance
• Manage cancellations

This centralized workflow is especially helpful for communities that offer transportation, limited-capacity classes, dining events, or outings where reservations or tickets are required.

Signups can be exported to an Excel spreadsheet allowing community staff to review signup data for specific events or across the entire community event schedule.

Event Type

Event Type define the categories used to organize community events.

Examples might include:

• Fitness
• Dining
• Entertainment
• Educational
• Religious Services
• Transportation
• Resident Meetings

Each Event Type can be assigned its own color, making it easy to visually distinguish different categories while viewing the calendar.

Using Event Types consistently helps staff quickly identify programming patterns and makes the community calendar easier to read.

Event Types allow for detailed reporting on the types of events offered by the community.

Locations

The Locations page is where the various locations where an event might take place (either physical or virtual) are created and managed.

Instead of typing a location every time a new event is created, staff select from a custom defined list of locations.

Examples may include:

• Activity Room
• Dining Room
• Theater
• Fitness Center
• Courtyard
• Chapel
• Virtual Meeting Room

Using standardized locations provides several benefits:

• Consistent naming throughout the calendar
• Faster event creation
• Fewer spelling inconsistencies
• Improved resident experience

Locations can be assigned a phone number and address as well as a 3-letter abbreviation and color code that appears on Event data widgets making locations easier to identify for residents.

How These Pages Work Together

Each Event Management page serves a different purpose, but they work together as a complete scheduling system.

This structure allows staff to maintain a consistent event schedule while reducing duplicate work and improving organization across the community.

Best Practices

To keep your community calendar organized:

• Create clear, descriptive event titles.
• Use appropriate casing for all information (data appears publicly the way it is input into the Events Management system)
• Write informative event descriptions that explain what residents can expect.
• Use Event Types consistently so activities remain easy to identify.
• Maintain an up-to-date list of Locations rather than creating duplicate names.
• Review Sign-Ups regularly for events with attendance limits or waitlists.

Summary

The Event Management tools in Team Hub work together to simplify every stage of the event lifecycle—from planning and publishing to registration and attendance tracking. By organizing events with standardized Event Types and Locations, managing details through the Event Editor, monitoring schedules on the Events Calendar, and tracking participation through Sign-Ups, communities can deliver well-organized programming that keeps residents informed and engaged.