🗓️ Managing the Community Calendar

Community Calendar

As a board member, you can create and manage community events to keep residents informed about meetings, social gatherings, maintenance schedules, and other important dates.

📢 How to Add a New Event

💠 Step 1: Navigate to the Calendar

• Log into the homeowner portal at your association's portal website

• Click on the Calendar & Events tab in the main navigation menu

• Select Community Calendar

💠 Step 2: Create the Event

• Double-click on the date when you want to schedule the event

• A new event form will appear

💠 Step 3: Fill in Event Details

• Event Title: Give your event a clear, descriptive name (e.g., "Annual Board Meeting," "Pool Opening Day," "Holiday Social")

• Date & Time: Confirm the date and set start/end times

• Location: Specify where the event will take place (e.g., "Clubhouse," "Community Pool," "Virtual - Zoom Link Below")

• Description: Add relevant details such as:

  • Agenda items (for meetings)

  • RSVP requirements

  • What to bring

  • Contact information for questions

  • Zoom/virtual meeting links if applicable

💠 Step 4: Save the Event

• Click Save or Create Event

• The event will now appear on the community calendar for all residents to view

Best Practices for Calendar Management

✅ Post events well in advance - Give residents at least 2-4 weeks notice for important meetings (check your governing documents for required notice periods)

✅ Include all required meeting notices - Annual meetings, board meetings, and special meetings should be posted according to your CC&Rs and bylaws

✅ Update or cancel promptly - If an event changes or is cancelled, update the calendar immediately to avoid confusion

✅ Be specific with virtual meetings - Include full Zoom links, meeting IDs, and passcodes in the description

✅ Recurring events - If your portal supports it, set up recurring events for regular board meetings to save time

Common Events to Post

• Monthly/Quarterly Board Meetings

• Annual Membership Meetings

• Committee Meetings (ARC, Landscape, Social, etc.)

• Community Social Events

• Scheduled Maintenance (landscaping days, pest control, etc.)

• Pool Opening/Closing

• Holiday Observances (office closures)

• Trash/Bulk Pickup Schedule Changes

Keeping the community calendar accurate and up to date helps residents stay informed, plan ahead, and participate in community activities. As a board member, your efforts help ensure important meetings, events, and announcements are communicated clearly and in a timely manner.

If you have questions about managing the community calendar or need assistance using the homeowner portal, please contact your community manager or reach out to VirtualHOA.com at info@virtualhoa.com . We're happy to help!

Thank you for helping keep your community connected and informed!