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How to Manage Your Co-op Calendar

Overview

CooplyHQ gives your co-op two calendar tools that work together:

  • The Admin Events list — where you create and manage events
  • The Public Event Calendar — a month-view grid where members and families browse your schedule

This guide covers both.

Step 1: Open the Events list in your admin panel

  1. Sign in to your admin panel.
  2. In the left sidebar, click Events.

Admin panel showing the Events link in the sidebar — desktop view

The Events page is your central place to manage your co-op's schedule. Every event you publish here appears on the public Event Calendar.

Step 2: Understand what is on your calendar

The Events list organizes all your events by status using three tabs.

Admin Events list with Upcoming tab selected — desktop view

Tab What it shows
Upcoming Published events with a future date — visible to members
Past Events that have already occurred
Drafts Events saved but not yet published — admin-only

Each event row shows:

  • Event name and location
  • Date and start/end time
  • Capacity (spots taken / total)
  • Price (Free or paid amount)
  • Status badge (Published or Draft)

Use the Search events box to filter by keyword when your list grows long.

Step 3: Add a new event to your calendar

  1. On the Events page, click + Create Event (top right).
  2. Fill in the event details.
  3. Click Publish Event to make it visible to members.

Note: Events are added and edited from the admin Events page. The public calendar grid is view-only — it cannot be used to create or edit events.

For full event creation instructions, see How to Create an Event and Enable Member Registration.

Step 4: View the public Event Calendar — what families see

Members and families browse your schedule at:

yoursite.cooplyhq.com/calendar

To view it yourself, click your co-op's name in the top-left corner of the admin panel to open your public site, then navigate to Schedule & Events in the top navigation.

Public Event Calendar — month view, desktop

The public Event Calendar shows:

  • A month grid with published events placed on their dates
  • Navigation arrows (< and >) to move forward and backward by month or week
  • A Today button to return to the current date
  • A Week button to switch to a week-by-week layout

Subscribe to the calendar

At the top of the calendar page, families see a Subscribe to Public Calendar section.

Option What it does
Add to Google Calendar Subscribes to your co-op's live calendar — new events appear automatically
Subscribe (Apple Calendar) Subscribes in Apple Calendar or any compatible calendar app
Download .ics Downloads a snapshot of current events in iCal format

Sharing this subscription option with families means they always see your latest events without checking your site manually.

Step 5: Browse upcoming events in list format

Families can also view your events as a searchable list at:

yoursite.cooplyhq.com/events

Upcoming Events list — desktop view

Each event card shows:

  • Event name
  • Date, time, and location
  • Spots remaining (e.g., "4 / 30 spots")

Members can use the Search events box to filter by keyword. To register, they click the event card and follow the steps on the event detail page.

Next Steps

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