HUB Calendar - Final Spec

Section 1 of 8

How should events show up in your calendar?

When you schedule Job 999 with All Floorz on a Building project, where should that event appear?

Recommended Option A: Trade calendar only

The event goes on the Flooring calendar only. To see all Building work, you'd toggle on the trade calendars Building uses.

Pros: One event per job, less clutter.
Cons: Filtering by division means toggling multiple trade calendars.

Option B: Both trade AND division calendar

The event is created twice: once on Flooring, once on Building. You can toggle "Building" to see all Building work at a glance.

Pros: Easy filter by division. Color stays on trade calendar.
Cons: Twice as many events, double-edits if you reschedule.

Section 2 of 8

Confirm the calendar list

Here's everything I'll create based on your email. Look it over - is anything wrong?

Calendar Name	Color	What it covers
Acoustical Ceilings	Avocado	Boucher Acoustic
Aldana Paint	Banana	Sub-specific (paint by Aldana)
Cleaning	Basil	HUB internal cleaning
Demo	Blueberry	Demolition work
Electrical	Tangerine (locked)	Capital Electrical Services + others
Sprinkler / Fire Alarm	Cherry Blossom	Fire Equipment Inc.
Flooring	Tomato	All Floorz + others
Glass	Cobalt	R&M Glass
HVAC	Cocoa	DCS + Mechanical subs
KND Plus	Radicchio	(needs definition - section 4)
Mayex	Peacock	(needs definition - section 4)
Miscellaneous	Graphite	Catch-all for unmapped trades
Plumbing	Grape	Beacon Mechanical (when plumbing)
Raul Team	Sage	(needs definition - section 4)
Site Work	Birch	(needs definition - section 4)
Building (division)	Eucalyptus	Division - per your email
Maintenance (division)	Peacock	Division - collides with Mayex (sec 5)
Restoration (division)	Tomato	Division - collides with Flooring (sec 5)

Is this list correct?

Yes, ship it as listed (with section 5 collisions resolved) I need changes - I'll detail in section 8 (Open notes)

Section 3 of 8

Trades in your Q1 data that need a home

These show up in your sheet but weren't in your color list. Pick how to handle each.

CARPENTRY Jose Carpenter

Give it its own calendar - color: Roll into: Just put under Miscellaneous (gray)

DRYWALL Rise Contracting, Grey Hill Group

Own calendar - color: Roll into: Just put under Miscellaneous (gray)

MECHANICAL Mana Mechanical, Interstate Mechanical, Beacon Mechanical

Own calendar - color: Roll into HVAC (Cocoa) Roll into something else: Just put under Miscellaneous (gray)

DOORS Mayex Services does these

Own calendar - color: Covered by Mayex calendar (Mayex always does doors) Roll into something else: Just put under Miscellaneous (gray)

Section 4 of 8

What kind of calendar is each new one?

For each new calendar in your list, tell me what kind of events go on it so I can route correctly.

DEMO (Blueberry)

Demolition trade (any subcontractor doing demo work) Other:

KND PLUS (Radicchio)

Specific subcontractor - any work KND Plus does goes here, regardless of trade Specific subcontractor - only when they do this trade: Internal HUB crew Other:

MAYEX (Peacock)

Specific subcontractor - any work Mayex does goes here (doors, paint, etc.) Specific subcontractor - only Mayex door work Other:

RAUL TEAM (Sage)

Internal crew (HUB staff led by Raul) External sub (any work they do) External sub - only when doing this trade: Other:

SITE WORK (Birch)

Trade - excavation, grading, exterior site prep General catch-all for any on-site work that doesn't fit a trade Other:

Section 5 of 8

Color collisions to resolve

Two pairs of your calendars share colors - on the calendar they'll look identical. Pick how to handle each.

Maintenance (Peacock) vs Mayex (Peacock)

Keep both Peacock - I meant for them to look related Change Maintenance to: Change Mayex to:

Restoration (Tomato) vs Flooring (Tomato)

Keep both Tomato Change Restoration to: Change Flooring to:

Section 6 of 8

Event title and timing

These set the look of each event on the calendar.

Event title format

Job # - Address - Sub Name

Job 103 - 75 State St - Capital Electrical Services

Job # - Address (sub name in event description)

Job 103 - 75 State St

Address - Job # - Sub

75 State St - Job 103 - Capital Electrical

Custom format:

Event timing

All-day, always (no times) - confirmed from your email All-day by default, but sometimes I want to set specific times It depends - I'll decide event-by-event

Multi-day jobs - do they span the days?

Yes - a 3-day job shows as one event spanning 3 days No - create one separate event per day

Section 7 of 8

Who uses it & how do you want to schedule?

Who else on your team needs to schedule jobs?

Just me Me + others:

Scheduling method

I'll just schedule directly in Google Calendar (drag and drop) Build me a quick-entry form (web page where I fill in Job #, address, sub, trade, date and it creates the event for me) Both - form for new jobs, drag-and-drop to reschedule

Who needs view-only access to the calendars?

Should the calendar data also flow into a sheet for reporting?

No, just the calendar is fine Yes, I want a sheet that mirrors the calendar events Maybe later - skip for now

Section 8 of 8

Anything else?

Trades I missed, sub names to add to the dropdown, layout preferences, anything I should know before building. Skip if nothing.