How to Create a Calendar in Calendar Hub

Calendar Hub holds your appointment calendars, both the private one only you work from and shared ones your team uses. Creating one takes a name and a single switch, so it is worth making a separate calendar for anything you want to book time against.

Create a calendar

1. Click Calendar Hub in the left menu.
2. Click Add New Calendar in the row of buttons across the top. The Add A New Calendar box opens.
3. Set the two fields:
   • Personal/Private Calendar. On by default. Leave it on for a calendar you work from yourself. Turn it off to create one your team shares.
   • Calendar Name. Required. Use a name a colleague would recognize in a list, something like "Donor Meetings" rather than "Calendar 2".
4. Click Add Calendar. Argenta creates the calendar and opens it for you.

That is everything the create box asks for. The rest of the setup happens on Calendar Info.

Add New Calendar sits in the row of buttons across the top.

Two fields, then Add Calendar.

Fill in the details on Calendar Info

On a personal calendar, a Workspace Menu appears just under the buttons with Calendar View, Calendar Info, Default Schedule, Availability, and Notification Design.

1. Click Calendar Info.
2. Fill in the details:
   • Calendar Name. Rename the calendar here any time. Two of Argenta’s built-in calendars are the exception: the Organization Calendar and the Team Time Off Calendar are shared by every organization, so their settings cannot be changed. Open either one and a note appears where the save button would be.
   • Location or Online Meeting Link. Choose Online Appointment or In-Person, then type the meeting link or the physical address in the box underneath. This becomes the default for appointments booked on this calendar.
   • Time Zone. The zone this calendar's times are in. A new calendar starts on Eastern Standard Time. Every time on the calendar is read in this zone: its appointments, its Default Schedule and Availability, the public booking page, the appointment emails and reminders, and Google sync. Changing it does not move anything already on the calendar. A 9:00 AM appointment stays at 9:00 AM; it is simply read as 9:00 AM in the new zone. So set the zone before you build the schedule.
   • Calendar Description. A short note about what the calendar is for.
3. Click Save All Changes. Calendar Name is required, so Argenta will stop you if you clear it.

The Workspace Menu sits just under the buttons.

Pick Online Appointment or In-Person and fill in the box underneath, then choose the calendar's Time Zone.

The public booking page names the zone on a small pill under the date picker, for example All times are displayed in Pacific Time (PT). The confirmation after a booking shows the time with the same label. The list of times stays in the calendar's zone. Once a visitor picks a time, the Confirm your time box adds that time in their own zone when theirs reads it differently, but they only see it after choosing, so when you send the link to somebody elsewhere, say the zone yourself.

The pill under the date picker names the calendar's time zone.

Save All Changes sits at the top right of the panel.

Move between calendars

The dropdown at the top right of every Calendar Hub page lists the calendars you can open. Pick one and Argenta takes you straight to it.

The dropdown at the top right switches calendars.

What else is in the Workspace Menu

• Calendar View. The calendar itself. New Appointment drops an appointment onto it, and Export To PDF saves what you are looking at.
• Default Schedule and Availability. The hours you are open for appointments, and the days or times you are not. See How to Set Up Calendar Availability for Appointments.
• Notification Design. The default appointment notification email that goes out for this calendar.

New Appointment and Export To PDF live on Calendar View.

Show volunteer shifts on a calendar

Above the calendar, next to Export To PDF, switch on Display Volunteer Tasks To This Calendar. Your volunteer shifts then appear on that calendar for everyone who can see it, with the shift and the volunteer's name, whether or not they have the Volunteer Manager module. A shift nobody has taken still shows, marked Unassigned.

With the switch on, every shift shows on the calendar with the name of the volunteer covering it.

The shifts are read straight from your volunteer tasks each time the calendar opens, so a change to a task shows up the next time and nothing is copied. On the calendar they are read-only: you cannot drag, resize or delete them there. Someone with Volunteer Manager can click one to open its volunteer task. Switch the display off and they are gone. The choice is saved for your organization on that one calendar, and a view-only user cannot change it.

Delete a calendar

Open the calendar, click Delete Calendar, and confirm. Every appointment on that calendar is removed with it, so look through it first. Argenta's built-in calendars cannot be deleted, which is why the button does not appear on all of them.

Delete Calendar only shows on a calendar you created.

To keep a calendar in step with Google, see How To Use The Google API with Argenta Calendars.