Calendar & Events
Plan and track everything your group has going on — with RSVPs, reminders, and recurring events.
Overview
Every group has a shared calendar. Any member can view events; admins and members with edit permission can create and manage them. The calendar is a central place for the group to see what's coming up, who's attending, and where to go.
Use it for meetings, practices, social events, one-off appointments, or regularly repeating schedules.
Calendar Views
Switch between views using the controls at the top of the calendar. Each view is useful for different situations.
| View | Best for |
|---|---|
| Month | Getting the full picture of what's coming up this month |
| Week | Planning around a busy week |
| Day | Seeing the detail of a single day, hour by hour |
| Agenda | A scrollable list of upcoming events — great on mobile |
Tap any event in any view to open its full details.
Creating an Event
- Open the Calendar in your group's navigation.
- Tap the + button in the top-right corner.
- Fill in the event details (see Event Fields below).
- Tap Create Event. The event appears on the calendar immediately for all members.
Event Fields
When creating or editing an event, these fields are available:
Title (required)
The name of the event as it appears on the calendar.
Description
Optional details about the event — agenda, notes, instructions, or anything members need to know.
Date & Time (required)
Set the start and end date and time. Enable All Day to create an event that spans the full day without a specific start or end time.
Timezone
Choose the timezone the event takes place in. Useful for groups with members in different regions — everyone sees the event time in their local timezone.
Location
An address or place name. Appears on the event detail page for members to reference.
Event Link
A URL for a video meeting, online form, or external resource related to the event.
Color
Assign a color to the event so it stands out on the calendar — useful for categorizing different types of events (e.g. home games in blue, away games in red).
Participants
By default an event is visible to all group members. You can restrict who the event appears for:
| Option | Who sees the event |
|---|---|
| All Members | Every member of the group |
| Member Group | A specific sub-group within the group (e.g. "Coaches", "U12 Team") |
| Selected Members | Specific individuals you choose from the member list |
When you choose Selected Members, a searchable member list appears. Tick the members who should see and RSVP to this event. For groups with 20 or more members, a search box appears to help you filter quickly.
Recurring Events
Depending on your plan, events can repeat automatically on a schedule.
Recurrence options
| Pattern | What it does |
|---|---|
| Never | One-off event (default) |
| Every Day | Repeats daily |
| Every Week | Repeats on the same day each week |
| Every Other Week | Repeats bi-weekly (fortnightly) |
| Multiple Times per Week | Repeats on specific days you choose (e.g. Mon, Wed, Fri) |
| Every Month | Repeats monthly, with flexible patterns (see below) |
| Every Year | Repeats annually on the same date |
| Custom | Advanced options for complex schedules |
Monthly patterns
When choosing "Every Month", you can specify exactly when it repeats:
- On the first day of the month
- On a specific day — e.g. the 15th
- On the last day of the month
- N days before the end of the month — e.g. 3 days before month end
- On a specific weekday — e.g. the second Tuesday
Setting an end date
Optionally set a recurrence end date so the series stops automatically. If you leave it blank, the event repeats indefinitely.
Editing a recurring event
When you edit an event that belongs to a recurring series, you'll be asked how to apply the change:
- This occurrence only — edits just this specific date. The rest of the series is unchanged.
- This and future events — the original series ends before this occurrence, and a new series begins from this date with your changes.
Reminders
Set push and/or email reminders so members don't forget an event is coming up. Each reminder can be set to fire at the time of the event, or any amount of time before it — minutes, hours, days, or weeks.
Example: a reminder 1 week before, another 1 day before, and a final one 1 hour before the event starts.
Reminders are sent to all participants. Members can also set their own default reminder timing in their group notification settings.
| Plan | Reminders per event |
|---|---|
| Free | 1 |
| Basic and above | Up to 3 |
SMS reminders (availability may vary by plan) are sent automatically to members who have a verified phone number and SMS event reminders enabled in their My Group Settings. SMS reminders fire at the same time as the event's first reminder, independently of the push/email reminder type selected.
RSVPs
Members can RSVP to events to indicate whether they're attending.
RSVPing to an event
- Tap the event on the calendar to open its details.
- Tap your RSVP status: Going, Maybe, or Not Going.
Your RSVP is saved immediately and visible to admins and other members in the event's attendee list.
Viewing RSVPs
Open an event and scroll to the Attendees section to see who has responded and how. Admins can see the full list; members see a summary count.
Editing & Deleting
Editing
Open an event and tap the ⋯ menu in the top-right, then choose Edit. Make your changes and save. All participants will see the updated details.
Duplicating
Tap the ⋯ menu and choose Duplicate to create a copy of the event. The duplicate opens in edit mode so you can adjust the date and any other details before saving.
Deleting
Tap the ⋯ menu and choose Delete. Deleted events are removed from the calendar for all members immediately.
Export & Print
Any calendar view or event detail can be printed or saved as a PDF. Tap the print icon in the calendar header.
- Day view: choose to include only working hours or the full 24-hour day.
- Other views: printed as-is in the chosen orientation (portrait or landscape).
- PDF export: available on all views — saves the current view as a PDF file.
Sharing to Chat
Share any event into a group chat as a rich card that shows the event name, date, and location. Members can tap the card to open the full event without leaving the conversation.
To share: open the event details, tap the ⋯ menu, and choose Share to Chat — or use the Event option in the chat's attachment menu.
Attachments
Depending on your plan, you can attach files and saved resources directly to an event.
- Attached files — documents, PDFs, spreadsheets members can download from the event page.
- Attached resources — links to websites or saved resources from the group's Resources library.
Attachments appear in a section at the bottom of the event detail page.
External Calendar Sync
Subscribe to your group's calendar in an external app (Apple Calendar, Google Calendar, Outlook, etc.) so you always see group events alongside your personal calendar.
- In the calendar header, tap the link icon to open Calendar Subscriptions.
- Copy the iCal subscription URL.
- In your external calendar app, add a new calendar by URL and paste the link.
The external calendar will refresh periodically and show new or updated events from the group. Changes are read-only in the external app — you can't create group events from there.
Frequently Asked Questions
Can regular members create events?
It depends on the group's Calendar Settings. Admins control whether members can create events. By default, only admins can.
Can I add an event to my personal (Apple/Google) calendar?
Yes, two ways: (1) Use the iCal subscription link to sync the whole group calendar automatically. (2) On an individual event, tap Add to Calendar from the event's menu to add just that one event to your device calendar.
How do recurring events work when I edit one occurrence?
You'll be asked whether the change applies to just that occurrence or to that occurrence and all future ones. The rest of the series (past events and future events before the change) remain unaffected.
Who can see the RSVP list?
All members can see a count of RSVPs. Admins can see the full list of who responded and how.
Can I set a reminder just for myself?
The reminder you set when creating an event goes to all participants. For personal reminders, use the "Add to Calendar" option to add the event to your device calendar, then set a personal alert there.
What happens to recurring events if I cancel the Pro subscription?
Existing recurring events remain on the calendar. You won't be able to create new recurring events until the plan is upgraded again.
Can I print or export the calendar?
Yes. Use the print icon in the calendar header to print any view or export it as a PDF.