Calendar

What does the calendar show?

The calendar is a unified view of three kinds of items:

1. Meetings — Board Meetings, Annual Meetings, and Special Meetings scheduled through the Meetings section
2. Events — standalone property events created directly on the Calendar page (backflow inspections, insurance renewals, vendor visits, reserve study dates, or any other community event that does not require RSVPs or minutes)
3. Reminders — board-internal nudges visible only to the board; used for task tracking and internal deadlines

Both item types appear together in the month view. Each day cell shows dots and titles for items that fall on that date. Clicking an item opens its detail page.

What is the difference between a Meeting, an Event, and a Reminder?

Meetings have RSVPs, meeting minutes, and structured fields like agenda and video link. They are managed through the Meetings section and also appear on the calendar.

Events are simpler. They have a title, date, optional description, recurrence settings, and reminder configuration. Use events for things like insurance renewal deadlines, annual inspection dates, reserve study review dates, or any community date that does not involve RSVPs or minutes.

Reminders are board-only items. They do not have an audience picker — reminders always go to the board. Use them for internal task tracking like "draft budget review" or "prep agenda for May meeting."

Creating a calendar event does not create a meeting. Creating a meeting also adds it to the calendar automatically.

How do I create an event?

Go to Calendar in the sidebar and click "Add." Choose Event from the dropdown. Fill in:

• Title — a short description of the event
• Date — when the event occurs
• Description (optional) — additional details
• Recurrence — whether the event repeats (see below)
• Reminders — when to send email reminders and to whom

Click "Save" to create the event.

When you create an Event (not a board-only reminder), Fourplex emails the event audience a calendar invite with an attached .ics file so supported calendar apps can add it automatically.

Can I set up recurring events?

Yes. When creating or editing a calendar event, select a recurrence pattern from the options:

• Monthly
• Quarterly
• Yearly

Once saved, the event appears on the calendar on each recurrence date automatically. Reminders are sent before each occurrence according to the reminder offsets you configured.

To stop a recurring event from repeating, cancel the series from the event detail sheet.

How do reminders work for calendar events?

When creating or editing a calendar event, you configure:

• Reminder offsets — when to send reminders relative to the event date. You can set multiple offsets (for example, 7 days before and 1 day before).
• Reminder audience — either all members or board members only.

Reminder emails are sent automatically at the configured times. Each email includes the event title, date, and description.

Meetings have the same reminder configuration options as calendar events.

How do event update emails work?

When you edit a calendar Event, Fourplex saves the change first and then asks whether you want to notify the event audience. If you choose Notify audience, Fourplex sends an updated .ics file so supported calendar apps can refresh the event details.

Board-only Reminders do not send invite or update emails.

How do I cancel an event?

Open the event from the calendar and click Cancel event.

For one-time events, Fourplex cancels the event entirely. For recurring events, you can choose:

• This occurrence — remove only the selected occurrence
• This and future — remove the selected occurrence and everything after it
• Entire series — remove the whole recurring series

You can also choose whether to notify the event audience. If you notify them, Fourplex sends a cancellation email with a calendar cancellation file so supported calendar apps can remove the event.

Who can see calendar items?

Board members see all items on the calendar, including meetings where the reminder audience is set to "board only."

Non-board members see only items where they are in the resolved audience. If a calendar event or meeting has a "board only" audience, non-board members will not see that item on their calendar and will not receive reminder emails for it.

On the member portal home page, the Upcoming events card shows the next four non-hidden, incomplete HOA events that include the member in their audience. Board-only reminders and board-only events are not shown there for non-board members.

How do I navigate the calendar?

The calendar defaults to the current month. Use the left and right arrows to move to the previous or next month. Day cells show event dots and truncated titles when multiple items fall on the same day. Clicking any item opens its detail page where you can see full information, edit it (board members only), or view meeting-specific details like RSVPs and minutes.