How rotas and events work together

A rota in Hubb isn’t a standalone spreadsheet: it’s built on the events in your calendar. Understanding that connection explains most of what rotas do well, from moving with a rescheduled service to covering an all-day event with two teams.

How the connection works

1. A rota takes its dates from calendar events, so the starting point for any rota is having the events in place; our guide on adding an event and the rota subgroup’s Adding your first rota cover both ends.
2. Because the rota is tied to the events, a change to an event’s date or time carries through, which is exactly what you want when the carol service moves.
3. On the calendar in the web office, events with a rota show a person icon next to them; clicking it jumps straight to the rotas for that event.
4. For long events that need more than one team, an event on a rota can be split into two or more slots, each with its own label: a full-day conference might have a morning team and an afternoon team on the same event. Each rota can split the same event differently, so the welcome team and the refreshments team can each carve the day up in whatever way suits them.
5. If someone ends up on two rotas at once, the ‘view double bookings’ task on the rota shows the clashes.

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Good to know

• If you ever use resource bookings for a series of events, keep the events as a proper recurring series: rotas and bookings can then cover the whole series in one pass rather than event by event.
• Splitting into slots beats creating separate morning and afternoon events; the calendar stays honest and each team still gets its own arrangement.
• Where a rota lives matters for permissions: keep each team’s rota in that team’s own group, so the tea-rota editor can’t accidentally edit the worship rota. The Rota Basics guide explains this well.