Segmentation
Campus, cohort, year level, role, activity
Each event carries tags so the same underlying record can render differently by audience without duplicating event objects.
Whole-school calendar model
One calendar layer, many audience views.
This demo shows how Carey can manage whole-school calendar data in one governed layer while rendering different views for staff, parents, students, and approvers without turning HubSpot into the master for every raw timetable record.
Role-based views active
Approval workflow demo
Outlook feed model shown
Compass timetable sync planned
Changes published
Current release
4 audience views
Parent, staff, student, and approver-specific operations view
Current alert state
2 clashes flagged
Draft and review changes pending publication
Audience-aware rendering
Different views from the same event layer
Parent event
Year 10 Parent Information Evening
Thursday, 6:30 PM, Learning Commons. Visible to Kew Year 10 families only.
Marketing event
Presentation Night
Friday, 7:00 PM, Memorial Hall. RSVP and guest management shown to current families.
Co-curricular
Basketball Fixture
Saturday, 9:00 AM, Bulleen Sports Complex. Shown only to the linked family cohort.
Operational
Presentation Night staffing brief
Friday, 4:30 PM, Memorial Hall. Staff view includes setup window, staffing roster, and operational notes.
Faculty
Middle School moderation session
Thursday, 3:45 PM, Staff Centre. Visible to Middle School teaching staff only.
Personal overlay
Alex's Outlook block
Friday, 1:00 PM, Teams. This demonstrates a personal calendar overlay kept separate from whole-school publishing.
Timetable
Mathematics
Friday, Period 3, Room 102. Pulled from the timetable source rather than manually rebuilt in HubSpot.
Activity
Basketball training
Friday, 4:00 PM, Gym 1. This event inherits sport tags and student cohort visibility.
Whole-school
Presentation Night rehearsal
Friday, 2:30 PM, Memorial Hall. Students see rehearsal timing, not family RSVP messaging.
Draft pack
Year 7 Camp briefing night
Draft. Awaiting Student Services review and venue approval before publication to Kew Year 7 families.
Conflict
Memorial Hall double-booking
Presentation Night setup overlaps with music rehearsal. Rules engine has flagged a location and resource clash.
Publish queue
8 changes ready for release
Pending push to portal cards, live subscriptions, and notification triggers.
Approval and publishing
Draft, review, clash-check, then publish
Stage 1
Draft assembly
Calendar managers prepare the next cycle in a restricted planning view. Unpublished records are visible only to authorised staff.
Stage 2
Approver review
Operational approvers review audience tags, resourcing, and venue impact before release.
Stage 2
Approver review completed
The draft pack is approved. Only flagged conflicts remain before publication.
Stage 3
Clash engine
Rules check dates, venues, staffing, resource requirements, and duplicate audience overload before anything goes live.
Stage 4
Publish
Approved events are pushed to portal views, live subscriptions, and change-notification workflows.
Stage 4
Published
The release pack is live and subscribed users receive updated time, venue, and cancellation changes automatically.
Clash management
Rules the platform checks before publish
Location clash
Memorial Hall
Presentation Night staging overlaps with music rehearsal between 3:30 PM and 5:00 PM.
People clash
Shared staffing dependency
Two events require the same events coordinator and AV lead in different places at the same time.
Audience overload
Year 10 families
Three non-critical notifications are scheduled in one week. Rule suggests consolidating one event into the weekly digest.
Publishing rule
Stable event identity
Visibility and copy can change after publication without breaking integrations as long as the underlying event ID remains stable.