"Don't count the days, make the days count."
This is a recurring event. Apply your changes to:
Pick your name so the calendar can show you a personal dashboard with your tasks and rocks across the channels you own.
Saved to this browser. If your name isn't in the list, it means you're not assigned as the owner of any channel yet — ask the coordinator to add you.
Capture what clients are feeling, asking, or struggling with this month. The marketing team uses this to shape ad copy and messaging.
Which promotions will the Internal Marketing team run this month? List them so the whole team is aligned (e.g. Free Business Cards, Free Audio Book).
Pick what to add to your dashboard.
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For birthdays, PTO, team outings, reminders, and paid / unpaid holidays — anything internal to the team.
Mark which months are Busy Season for the team. Unchecked months are Off Season. Shown as a banner at the top of the calendar so everyone sees it at a glance during the weekly meeting.
How many days before a task's due date it auto-moves from Planned to In Progress. Set a different window per department — e.g. Email needs more lead time than SMS.
How many days before a holiday or industry event a reminder ticket is created in HubSpot, so the team has lead time to plan around it.
Everything the Marketing Calendar can do, explained simply. Use the scroll bar to move through the sections.
The Marketing Calendar is where the Event Hawk marketing team plans everything: campaigns, webinars, round tables, holidays, time off, tasks, and the team's quarterly goal. Everyone on the team shares the same calendar in real time — when someone adds or changes something, everyone else sees it.
Open the calendar link and sign in with your Event Hawk email and password. If you don't have an account, ask an admin (Tariq, Alan, or Victoria) to create one for you. Your name and dashboard are detected automatically from your account.
Top-right of the screen you can switch between four views:
Use the ‹ Today › arrows (top or bottom of the calendar) to move between months.
Click any event to open it and edit. To move it to another day, just drag the event chip to the new day — any tasks linked to it move with it automatically.
For anything internal to the team, use Tools → Internal Events. Pick the chip for the right type, enter a title and date, and save. There are six types:
Example — Muslim holidays (Eid al-Fitr / Eid al-Adha): the team policy is paid only on the first day. Create a 🟢 Paid Holiday for day 1 (e.g. "Eid al-Fitr — Day 1") and a ⚪ Unpaid Holiday for the remaining day(s).
Clicking any of these on the calendar opens a friendly themed view — birthdays show fireworks, PTO shows a vacation look, paid holidays glow green, etc.
Open Tasks from the sidebar. Tasks are shown as a Kanban board with columns by status. Drag a task card between columns to change its status (Planned → In Progress → Done). Tasks can be linked to an event, have an owner, a due date, and a checklist. When linking a task to an event, just type to search the event by name (birthdays, PTO and holidays are hidden to keep the list short).
A task moves from Planned to In Progress on its own a few days before its due date. Tools → Task Timing lets you set how many days before, per channel — e.g. Email might need 5 days of lead time, SMS only 2. When a task hits In Progress, a HubSpot ticket is created automatically.
Tools → Event Planner lets you set up preset tasks for each event type — for example, every webinar automatically gets "Meet with Tariq" 28 days before. When you create an event, its preset tasks are added automatically.
My Dashboard (sidebar) shows a personal view: your tasks, upcoming events on the channels you own, and quick stats. You can add or remove widgets to customize it.
At the top of the Month view there are two monthly notes:
Click Edit / + Add on either panel to fill it in. Updated once a month in the team meeting. Use the ▾ arrow on any of the top panels to collapse or expand it — your choice is remembered.
The card in the top-left sidebar shows the team's big goal for the quarter. Click it to view or (admins only) edit it. The calendar reminds admins to set it when a new quarter starts.
A colored banner shows whether the team is in Busy Season or Off Season. Admins can change which months count as busy in Tools → Seasons.
When a task reaches In Progress, a ticket is created automatically in HubSpot's Marketing pipeline. Closing the ticket in HubSpot marks the task as Done in the calendar. A 🎫 badge shows on tasks that have a ticket.
The calendar creates a HubSpot reminder ticket ~30 days before each holiday and industry event, so the team has time to plan around it. The number of days can be changed in Tools → Event Reminders.
Tools → Calendar Colors lets each person pick their own color theme — only you see your choice. There are ready-made themes plus a Custom option where you choose every color, including the text color.
The ⛶ button (top-right) opens the calendar in fullscreen, sidebar hidden — useful for showing it on a screen during meetings. Press Esc or click ⛶ again to exit.
The 🔔 bell (top-right) shows this week's tasks. The floating chat button (bottom-right) opens the team group chat — messages are shared with everyone in real time.
Click your name pill (top-left) area or open Account to set your display name, upload a profile picture, change your password, and switch light/dark mode.
Admins see Account → Manage Users: create new users, set their role (admin / editor / viewer), activate or deactivate accounts, and reset passwords. Admins also see a Team Performance widget on My Dashboard.
At the top of the Month view, the ⏳ Upcoming events panel automatically lists what's coming up next (soonest first) so you always know what to plan for — pulled straight from the calendar, no extra typing. Filter it by event type, or click View all to see the full list. Each event can be given a priority when you add or edit it — 🔴 Urgent, 🟠 High, 🟡 Medium, 🟢 Low — which shows as a colored tag here and in the List view (where you can also filter by priority).
The 🌦️ weather button (top bar) opens a quick US national weather summary from the National Weather Service, so you can spot storms, heat or other conditions that might affect campaigns. It refreshes once a day.
The 📦 Assets button (top bar) and Tools → Q&A section open the same place: a table where finished work (the asset links) is dropped for review. For each asset you record its name, due date, link, notes, and the task it belongs to. The coordinator/admin marks it Approved ✅ so the team can move to the next step, and approved items can be archived to keep the list clean. The 📦 button shows a badge with how many assets are still waiting for approval, and any asset linked to a task also appears on that task.
Tools → 🔍 Transparency (admins only) is a running log of relevant changes across the platform — who created, edited, moved, approved or removed things — with the date and time in Central Time. Filter by Today / 7 days / 30 days / All time, and click any entry to jump straight to that task, event or asset. It keeps everyone aligned on what's happening.
For questions about the calendar, ask Alan Corral. For marketing direction and Rocks, ask Tariq.
Personalize how the calendar looks — only you see these changes. Others on the team keep their own colors.
This quarter's Marketing Team rock
Every task and campaign you plan this quarter should ladder up to this rock. Before adding something new, ask: does this move the needle on the rock? If not, push it or skip it.
A running log of relevant changes across the platform, so everyone stays aligned. Times are shown in Central Time (Chicago, IL).
Drop finished deliverable links here for the coordinator / admin to review. Approve (✅) to greenlight the next steps, then archive the approved ones. Link an asset to a task and it shows up on that task too.