The GovernorHub calendar is a great tool to keep track of your meetings and monitor attendance. It’s typically updated by an admin such as the clerk or chair, but any governor can access and view the calendar.
If you are an admin of a MAT you can find instructions on how to add calendar events to your local boards here
How to Add a Meeting to the Calendar:
Accessing the Calendar:
Click on the ‘Calendar’ tab to open your board’s calendar.
Choosing a View:
In the top-right corner, you can switch between different views: Month, Week, Day, and List.
Adding a New Event:
In the Week or Day view, you can double-click directly into the calendar on the date and time required, to create a new event.
If you’re using a tablet, you may need to click on the + button (Add new event) instead at the top right.
Entering Event Details:
Once you click to create a new event, a form will pop up where you can enter the details of your meeting:
Meeting Name
Location
Other relevant details (date, time, etc.)
You can also:
Assign the event to a specific committee
Link a folder of documents for the meeting. You can even create the folder while creating the event.
Set the clerk for the meeting.
Add video meeting details (e.g., Zoom, Teams, Google Meet).
Set attendees (add all members or committee members).
Creating the Event:
Once all details are entered, click Create to save the event to the calendar.
6. Notifications
Please note there are no automatic notifications sent out about events created in the calendar.
After you've created an event, the event will be visible in the Upcoming Events box on the News feed page, for attendees. If you'd like to notify governors via email, we would recommend posting a notice on the Noticeboard to let them know about a new event.
Managing and Editing Events:
Editing or Deleting an Event:
If you need to make changes to an event, click on it in the calendar and select Edit.
To remove it, click Delete.
Download a Sign-On Sheet:
If you’ve added attendees, you can download a sign-on sheet by clicking on the Download sign-on sheet button next to the Delete button. This is useful for in-person meetings.
Importing meetings from a file
This AI feature will enable you to import multiple meetings (a whole year if you want to) from a file instead of typing them into GovernorHub one by one.
Watch this video to see how to bulk upload meetings to your calendar from a file:
Choose file from your desktop or shared folder (a spreadsheet or an ics file downloaded from your Google or Outlook calendar)
2. Once the file has been chosen, the greyed our "Generate events" will have turned blue - click it and let it build your draft meetings.
3. You can go into any events and alter / change to suit your needs. Any problems the system had with setting up your meetings will be flagged with a red highlight - just fix these and click the "Create events" button when you are ready.
Good to know
Your data is safe. GovernorHub uses secure AI to help match each meeting to the right board — your file is never used to train AI models.
A calendar export (.ics file) gives the most accurate import, since it already holds clean, structured dates and times. Spreadsheets work well too — just keep your dates, times and titles in clear, consistent columns.
Recurring meetings come in as individual events across the year, since GovernorHub doesn't have a repeating-meeting structure.
Times are read as UK time.
With very large or unusually laid-out files, GovernorHub may not catch every meeting first time round. It's always worth checking your draft list against the original file before you create events.
For Admins:
As an admin, you have the ability to track attendance for each meeting. This can help you keep tabs on who attended each meeting and manage board participation effectively.
Tracking Attendance:
You can check out this article for further help on how to track attendance within GovernorHub.
The calendar helps you stay organized by keeping all meeting details in one place, including documents and attendance tracking. It’s a useful tool for both scheduling and managing board activities!