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Add a Meeting or Event to the Calendar

Get a council meeting, a public hearing or a community event onto your website's calendar, with the agenda attached, so residents can find it.

Please consider the environment before printing.

Before you begin

You need a dashboard login that can see Meetings & Events in the left sidebar. If you are posting a meeting, have the agenda PDF ready.

Every event lives on a calendar, and most sites already have one or two (for example City Council and Community Events). Look at Left menu › Meetings & Events › Manage Calendars. If the list is empty, create one first — the Meetings & Events guide shows how in one step.

Using SimpleAgendas? If your board and council meetings are run through SimpleAgendas, create those meetings there instead — they appear on the calendar automatically. This guide is for the built-in calendar.

Like a news post, an event is an item in a list, not a page: the site's calendar page (and any calendar block on the homepage) shows upcoming events automatically. Pick the right calendar, save, and it appears.

1 Start a new event

Go to Left menu › Meetings & Events › Add Meeting / Event. The event editor opens on its General tab.

2 Title, date and time

Type the Title as it should appear on the calendar — City Council Regular Meeting, Fall Cleanup Day. Set the Start date and time and the End date and time. For something with no clock time, such as a holiday closure, turn on All Day.

Same meeting every month? Save it once, then use the Make Recurring tab to copy it onto the other dates at once. Each copy can still be edited on its own later.

3 Choose the calendar

Under Show in these calendars, tick the calendar this belongs on. At least one is required — the editor will not save without it. An event can be on more than one calendar, so a council budget hearing can be on both City Council and Community Events.

4 Add the details

Fill in Location (the room and building, plus the address for visitors who do not know it). Write the Description in the editor: what the event is, who it is for, anything people need to bring or know. Contact Email and Contact Phone Number save you a dozen “who do I ask?” calls.

For an online or hybrid meeting, the Web Meeting Info tab holds the video link, meeting ID and passcode so they show in one consistent place.

5 Attach the agenda (meetings)

Click Save Event first if you have not yet, then open the Meeting Files tab. There is a slot for each kind of document — Agenda, Minutes, Staff Report, Audio, Video and more. Upload the agenda into its slot. After the meeting, come back and upload the Minutes the same way.

Why the slots matter: files in these slots are what make a meeting record complete and searchable for the public. A PDF linked in the description works, but it is not found by the meeting search.

6 Save and check

Click Save Event, then View Event to see it exactly as visitors will. Then click View Site and find the calendar in your navigation — your event should be on it, on the right day, with the agenda link.

If something looks wrong

What you seeWhat to do
The event will not save.No calendar is ticked under Show in these calendars. Tick one and save.
It saved, but it is not on the calendar page.The calendar page in your menu may show a different calendar than the one you ticked. Open the event and tick the calendar that page displays as well. If there is no calendar in your navigation at all, add one: Menus › Add Item › Calendar, pick it, Apply, Save Menu.
The time is wrong on the live site.Check that the Start time is AM/PM as intended (a 7:00 AM council meeting is a common slip), and that All Day is off.
Residents want to sign up in advance.Open the event's Reservation tab, turn on Reservations Enabled, set a maximum, and save. Sign-ups then show under Meetings & Events › Event Registration.

Next steps

Need a hand? Contact EvoGov support or visit help.evogov.com.