Event governance

Review, approve, and publish school events.

Every event goes through a governed workflow before it reaches calendars, portal cards, and parent inboxes. Draft events are reviewed for clashes, resource conflicts, and audience targeting before publication.

Approval queue active Clash detection Publish workflow

Queue status

6 events in queue

3 drafts awaiting review, 1 clash flagged, 2 approved and ready to publish

Workflow

Draft → Review → Publish

Events only reach audiences after passing through the approval chain

Open approval queue

How it works

Event approval workflow

Draft

Staff submits event via the Add Event form. Record created with status "Draft".

Review

Approver checks audience tags, venue, resources, and timing. Clash engine flags conflicts.

Approve

Event approved or sent back for changes. Resolved clashes cleared from the queue.

Publish

Published to portal cards, calendar feeds, Outlook subscriptions, and notification workflows.

In queue

6

Drafts

3

Clashes

1

Ready to publish

2

Governance model

Who can do what

Event coordinators

Create and submit draft events via the Add Event form

Heads of department

Review and approve events for their faculty or year level

Deputy Principal

Final approval for whole-school events and venue clashes

Communications team

Publish approved events to portal, email, and calendar feeds

What gets checked

Before publication

Venue clashes

Same space booked at overlapping times

Staff conflicts

Key staff assigned to multiple events

Audience overload

Too many notifications to one cohort in a week

Resource availability

AV, catering, transport already allocated

Integration

HubSpot custom object

Each event is a custom object record in HubSpot. Status changes trigger workflows — approval notifications, publication to feeds, email reminders, and portal card updates. The entire lifecycle is CRM-native and auditable.