HOA community calendar template

Residents mostly want three things from an HOA calendar: when the board meets, when trash day moves for a holiday, and what's happening at the park this month. This template puts all of that in one spreadsheet the board maintains, published as a calendar feed residents subscribe to from the newsletter or community site.

It replaces the flyer taped to the mailbox kiosk. Put the Labor Day trash shift in the sheet once and it shows up as an all-day event on every subscribed calendar, including for the residents who never read the newsletter.

Use this template →

Opens a live preview of the sample events below — no account needed. Swap in your own rows when you're ready.

The columns

One row per event, headers in the first row. That's the whole format.

ColumnWhat it becomesExample
DateEvent date. One row per occurrence, including each board meeting.9/14/2026
TimeStart time. Leave blank for all-day items like trash exceptions and leaf collection.6:30 PM
EventBecomes the event title. Say what changes, not just the holiday name.Labor Day — trash delayed one day
LocationClubhouse, park, curbside. Optional for service exceptions.Clubhouse
NotesOptional description. Agenda highlights, route details, volunteer times.Open session begins 7:00

Sample data

This is exactly what “Use this template” loads into the preview — replace it with your real schedule.

DateTimeEventLocationNotes
9/7/2026Labor Day — trash delayed one dayAll routes shift one day this week
9/14/20266:30 PMBoard MeetingClubhouseOpen session begins 7:00
9/26/20268:00 AMCommunity Garage SaleNeighborhood-wideSigns go up Friday evening
10/3/2026Bulk trash pickupCurbsideNo electronics or paint
10/12/20266:30 PMBoard MeetingClubhouse2027 budget — first reading
10/17/20264:00 PMFall FestivalCommunity ParkFood trucks 4–8, volunteers needed
10/31/2026Pool closes for the seasonCommunity Pool
11/9/20266:30 PMBoard MeetingClubhouse2027 budget vote
11/14/2026Leaf collection beginsCurbsideBags at curb by 7 AM
11/26/2026Thanksgiving — no trash pickupThursday and Friday routes run Saturday
  • Publish trash and recycling exceptions, not the weekly routine. There's no recurrence support, and a year of normal Tuesdays would be 52 rows nobody needs anyway. The exceptions are what residents miss.
  • Leave Time blank on service items like trash shifts and leaf collection so they show as all-day banners rather than midnight events.
  • Enter board meetings a year at a time, one row each, and put the headline agenda item in Notes so residents know which meetings matter to them.
  • When the board turns over, hand off edit access to the spreadsheet. The subscribe link residents already have keeps working.

Questions

Will residents actually use this? They won't download an HOA app.
That's who it's for. There's no app, and subscribers never need an account. They tap the link once from the newsletter or community site, pick Apple, Google, or Outlook, and the calendar is there from then on.
What happens to the calendar when a new board takes over?
Nothing, from residents' perspective. The spreadsheet is the source of truth, so handoff means giving the new secretary edit access to the sheet. The feed URL doesn't change and nobody re-subscribes.
What if a board member fat-fingers a date in the sheet?
A row that can't be parsed is held for review with its raw cell values. It isn't guessed at and it isn't silently dropped. If the sheet breaks badly, the feed freezes at its last good state and you're alerted before residents see anything wrong.
We manage two sub-associations. Separate calendars?
The free plan is one feed with up to 50 events and hourly sync, which suits a single community. The Pro plan ($12/mo or $99/yr) runs up to 10 feeds with 15-minute sync, so each sub-association can have its own link.

Related templates

Guides

Start with the sample, finish with your schedule.

The preview is live in seconds. Your roster subscribes once and stays in sync.

Use this template