--- title: "Welbi Masterclass: Streamlining your Print Calendar Prep" description: In this masterclass, we’ll walk you through some tips and tricks designed to save you time while creating stunning calendars that your residents will love. --- [Skip to content](https://knowledge.welbi.co/kb/welbi-masterclass-streamlining-your-print-calendar-prep#main-content) English Show submenu for translations [Need more help? Contact us!](https://knowledge.welbi.co/kb/kb-tickets/new?hsLang=en) ![welbi\_logo\_colour (6)](https://knowledge.welbi.co/hs-fs/hubfs/welbi_logo_colour%20(6).png?width=180&height=55&name=welbi_logo_colour%20(6).png) Open main navigation Close main navigation - English Show submenu for translations - [Need more help? Contact us!](https://knowledge.welbi.co/kb/kb-tickets/new) - [Love Welbi? Refer a community & earn up to $525!](https://www.welbi.co/referral-program) [Love Welbi? 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[Welbi Masterclass](https://knowledge.welbi.co/kb/welbi-masterclass?hsLang=en) # Welbi Masterclass: Streamlining your Print Calendar Prep ## In this masterclass, we’ll walk you through some tips and tricks designed to save you time while creating stunning calendars that your residents will love. > *This video is a recording of a live Welbi Masterclass that took place on April 4, 2024.* ### *Before you Print* #### **Set Yourself up for Success** **Use recurrences:**  [Using recurrences](https://knowledge.welbi.co/kb/how-to-set-a-recurrence-for-a-program?hsLang=en) for your programs that run on a weekly, daily, etc basis helps speed up your scheduling. **Keep program titles clear and concise:** This helps save space in your print calendar and makes it easy for residents to read your programs. **Set a date:** Try and set a date each month to have all of your programs scheduled. This way everyone knows when they can start working on their print calendar.   ### *Printing Multiple Calendars* #### 'Create Copy' is your Friend If you’re creating multiple print calendars in a month, ‘Create Copy’ is a time saving tool for you and your team. You can use the ‘Create Copy’ button to:  - [Create a duplicate](https://knowledge.welbi.co/kb/creating-a-copy-or-duplicate-of-a-saved-print-calendar?hsLang=en) of an existing calendar - Create your first calendar as a “template” and then use Create Copy to create the next ones - The only changes you’ll need to make are updating the filters (who is the calendar for), updating the header, and editing the title to reflect who the calendar is for. ![](https://lh7-us.googleusercontent.com/xdAYhe1McSDmnnirUQpgAasS2xV7AlcFffE5R5CcETEYn9VbVCV6NLiXG94E1nW_gQvFbD6zeCdDR7L89BWdHpyIWmRITN4wD38ER8Bwn-CHaqMef7uL0HRdkICgqoXcrzVd410Y8CS_g1NuTbXQePmmhQ=s2048) #### Filters, Filters, Filters! Quickly and easily [narrow down the programs](https://knowledge.welbi.co/kb/selecting-which-programs-and-announcements-will-appear-on-your-print-calendar?hsLang=en)that appear on your print calendar using the filter buttons along the top left corner. - This is helpful if you print a different calendar for different levels of care, home areas, or floors - You can create specific calendars for different locations within your community (e.g. display a calendar outside your Activity Room) - You can create calendars for each facilitator to have to see the programs they’re running that month ![](https://lh7-us.googleusercontent.com/WxlUSt6jZ3TGV3MQKxYYP5Rledc6YUehlz3TC5eLidbp9P866lhapbgglZJefB2r-JV5Gjn824YLOy4OGy719NSdG2cqy0m0po7K9uPOYmuICGUh5aFdEcZ5WYY-AVKyO0SZ8q9dCePLgUvn10ceJEeEeQ=s2048) Who is Your Calendar For? Edit the text, font style, size, and colour of your Print Calendar [Header](https://knowledge.welbi.co/kb/editing-your-print-calendars-header-or-subheader?hsLang=en) - You can change the name to the appropriate Level of Care, Home Area, or Floor (e.g. Welbi Park Lodge - Memory Care) - You can change the name to appropriate Location (e.g. Gymnasium) - You can change the name to appropriate Facilitator (e.g. Sarah’s Calendar or Life Enrichment Coordinator Calendar) *![](https://lh7-us.googleusercontent.com/q92ztdnZqSutjBHGVUI2cjPx4kEWSs5qkzSexd6AVr7BYtBcC-NK7VM6OL2K9XabnUeg872Xc4tJCk-FkfsIMvIHMpAzifNMDtIF1l3RMVnC3PBBZBaZRs0Yaew3RxJzf27kdxyfGQd8iBAagNVC__NewA=s2048)* *Edit the title  while in your print calendar as well to eliminate seeing four different ‘April 2024’ calendars ![Screenshot 2024-04-08 at 7.27.24 AM](https://knowledge.welbi.co/hs-fs/hubfs/Screenshot%202024-04-08%20at%207.27.24%20AM.png?width=197&height=45&name=Screenshot%202024-04-08%20at%207.27.24%20AM.png)![Screenshot 2024-04-08 at 7.28.09 AM](https://knowledge.welbi.co/hs-fs/hubfs/Screenshot%202024-04-08%20at%207.28.09%20AM.png?width=225&height=160&name=Screenshot%202024-04-08%20at%207.28.09%20AM.png)*   ### *Setting Defaults to Make Designing Quicker* #### Set it and Forget it! Setting defaults in your print calendar can help speed up your calendar preparation. - With defaults set, every time you open a calendar, certain formatting can already be taken care of for you - You can set the following as defaults in your calendar - Location abbreviations - Formatting and colour coding (Tags, Announcements, Dimensions of Wellness, Levels of Care, Locations, Facilitators) - Program types (e.g. only show Group & Announcements) - Calendars (e.g. Recreation or Staff) - Spacing - First day of the week - Font and font size - Number of pages *Talk to your Customer Experience rep to set defaults in your community* ### *Keeping Your Calendars Clean and Simple* #### Don't Overcomplicate it Creating a simple and clean print calendar is beneficial for your residents. - A simple calendar with clean design and minimal text ensures that information is easy to read and understand, especially for residents with visual impairments or cognitive challenges. - A clutter-free layout makes it easier for residents to navigate the calendar and find the information they need quickly, reducing frustration and confusion. - Residents may find it overwhelming to process calendars with too many graphics or text elements. A simple design reduces cognitive load and helps residents focus on the programs rather than deciphering the calendar layout. #### Tips and Tricks Here are some tips and tricks for creating beautiful calendars: - Less is more. Don’t feel like you need to add images to every cell. Keep your calendars clean and clutter-free. - Use your own images. Do you have photos of residents in your community or special events you’ve run? Use those images on your calendar when appropriate. - Remove backgrounds when possible. When adding a graphic to your calendar, try and find ones that [don’t have a background](https://sites.google.com/a/gapps.uwcsea.edu.sg/dover-primary-ict/resources/transparentimagesbackgrounds). This allows you to fit it more easily and cleanly within the calendar. ### *Resources* Here are some resources for you when creating your print calendars. - [**Canva**](https://www.canva.com/): the free version of Canva offers tons of beautiful images and graphics - [**Vecteezy**](https://www.vecteezy.com/free-vector): free images and clipart (searching ‘Watercolor’ yields incredible results) - [**Hex codes**](https://htmlcolorcodes.com/): more colour options for your print calendar   - [Training Videos](https://knowledge.welbi.co/kb/training-videos?hsLang=en#main-content) - [Self-Guided Training - Start Here!](https://knowledge.welbi.co/kb/training-videos?hsLang=en#self-guided-training-start-here) - [Welbi Introduction](https://knowledge.welbi.co/kb/training-videos?hsLang=en#welbi-introduction) - [Training Module 1: Program Planning](https://knowledge.welbi.co/kb/training-videos?hsLang=en#training-module-1-program-planning) - [Training Module 2: Program Attendance](https://knowledge.welbi.co/kb/training-videos?hsLang=en#training-module-2-program-attendance) - [Training Module 3: Leveraging Program & Attendance Insights](https://knowledge.welbi.co/kb/training-videos?hsLang=en#training-module-3-leveraging-program-attendance-insights) - [Training Module 4: Print Calendars & Posters](https://knowledge.welbi.co/kb/training-videos?hsLang=en#training-module-4-print-calendars-posters) - [Training Module 5: Residents](https://knowledge.welbi.co/kb/training-videos?hsLang=en#training-module-5-residents) - [Training Module 6: Personalizing your Resident's Experience](https://knowledge.welbi.co/kb/training-videos?hsLang=en#training-module-6-personalizing-your-residents-experience) - [Welbi Training Conclusion](https://knowledge.welbi.co/kb/training-videos?hsLang=en#welbi-training-conclusion) - [What's New in Welbi?](https://knowledge.welbi.co/kb/whats-new-in-welbi?hsLang=en) - [Welbi Masterclass](https://knowledge.welbi.co/kb/welbi-masterclass?hsLang=en) - [Overview How-tos](https://knowledge.welbi.co/kb/overview-how-tos?hsLang=en) - [Resident How-tos](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#main-content) - [Adding & Removing Residents](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#adding-removing-residents) - [Resident Profiles](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#resident-profiles) - [Resident Lists](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#resident-lists) - [Resident Assessments](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#resident-assessments) - [Residents Page](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#residents-page) - [Resident Engagement Insights](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#resident-engagement-insights) - [Resident Care Circle](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#resident-care-circle) - [Resident Posters & Birthday Posters](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#resident-posters-birthday-posters) - [Friend Matching](https://knowledge.welbi.co/kb/resident-how-tos?hsLang=en#friend-matching) - [Program Library How-tos](https://knowledge.welbi.co/kb/program-library-how-tos?hsLang=en#main-content) - [Monthly Program & Activity Ideas](https://knowledge.welbi.co/kb/program-library-how-tos?hsLang=en#monthly-program-activity-ideas) - [Planning Calendar How-tos](https://knowledge.welbi.co/kb/planning-calendar-how-tos?hsLang=en#main-content) - [Creating Programs & Announcements on your Planning Calendar](https://knowledge.welbi.co/kb/planning-calendar-how-tos?hsLang=en#creating-programs-announcements-on-your-planning-calendar) - [Editing, Deleting and Cancelling Programs](https://knowledge.welbi.co/kb/planning-calendar-how-tos?hsLang=en#editing-deleting-and-cancelling-programs) - [Planning Calendar Filters & Views](https://knowledge.welbi.co/kb/planning-calendar-how-tos?hsLang=en#planning-calendar-filters-views) - [Other Planning Calendar How-tos](https://knowledge.welbi.co/kb/planning-calendar-how-tos?hsLang=en#other-planning-calendar-how-tos) - [Registrations](https://knowledge.welbi.co/kb/planning-calendar-how-tos?hsLang=en#registrations) - [Printing Calendar How-tos](https://knowledge.welbi.co/kb/printing-calendar-how-tos?hsLang=en#main-content) - [Showing & Hiding Programs on your Print Calendar](https://knowledge.welbi.co/kb/printing-calendar-how-tos?hsLang=en#showing-hiding-programs-on-your-print-calendar) - [Formatting Programs on Printed Calendar](https://knowledge.welbi.co/kb/printing-calendar-how-tos?hsLang=en#formatting-programs-on-printed-calendar) - [Adding Text & Pictures to Calendars](https://knowledge.welbi.co/kb/printing-calendar-how-tos?hsLang=en#adding-text-pictures-to-calendars) - [Adding Legends to Print Calendars](https://knowledge.welbi.co/kb/printing-calendar-how-tos?hsLang=en#adding-legends-to-print-calendars) - [Adjusting Font on your Printed Calendar](https://knowledge.welbi.co/kb/printing-calendar-how-tos?hsLang=en#adjusting-font-on-your-printed-calendar) - [Printing your Calendar](https://knowledge.welbi.co/kb/printing-calendar-how-tos?hsLang=en#printing-your-calendar) - [Saving & Creating Copies of Calendars](https://knowledge.welbi.co/kb/printing-calendar-how-tos?hsLang=en#saving-creating-copies-of-calendars) - [Deleting Calendars](https://knowledge.welbi.co/kb/printing-calendar-how-tos?hsLang=en#deleting-calendars) - [Attendance How-tos](https://knowledge.welbi.co/kb/attendance-how-tos?hsLang=en) - [Insight How-tos](https://knowledge.welbi.co/kb/insight-how-tos?hsLang=en#main-content) - [Summary Page](https://knowledge.welbi.co/kb/insight-how-tos?hsLang=en#summary-page) - [Goals Page](https://knowledge.welbi.co/kb/insight-how-tos?hsLang=en#goals-page) - [Program Insights](https://knowledge.welbi.co/kb/insight-how-tos?hsLang=en#program-insights) - [Assessment Insights](https://knowledge.welbi.co/kb/insight-how-tos?hsLang=en#assessment-insights) - [Resident Profile Insights](https://knowledge.welbi.co/kb/insight-how-tos?hsLang=en#resident-profile-insights) - [Contact Tracing How-tos](https://knowledge.welbi.co/kb/contact-tracing-how-tos?hsLang=en) - [Community Portal](https://knowledge.welbi.co/kb/community-portal?hsLang=en#main-content) - [Integrations](https://knowledge.welbi.co/kb/community-portal?hsLang=en#integrations) - [Settings How-tos](https://knowledge.welbi.co/kb/settings-how-tos?hsLang=en#main-content) - [Employee & User Account Management](https://knowledge.welbi.co/kb/settings-how-tos?hsLang=en#employee-user-account-management) - [Calendar Settings](https://knowledge.welbi.co/kb/settings-how-tos?hsLang=en#calendar-settings) - [Integrations](https://knowledge.welbi.co/kb/integrations?hsLang=en#main-content) - [PointClickCare](https://knowledge.welbi.co/kb/integrations?hsLang=en#pointclickcare) - [Calendar Tools](https://knowledge.welbi.co/kb/integrations?hsLang=en#calendar-tools) - [MED e-care](https://knowledge.welbi.co/kb/integrations?hsLang=en#med-e-care) - [MatrixCare](https://knowledge.welbi.co/kb/integrations?hsLang=en#matrixcare) - [Nxtgen Care](https://knowledge.welbi.co/kb/integrations?hsLang=en#nxtgen-care) - [PowerBI Reporting](https://knowledge.welbi.co/kb/integrations?hsLang=en#powerbi-reporting) - [FullCount](https://knowledge.welbi.co/kb/integrations?hsLang=en#fullcount) - [Eldermark Legacy](https://knowledge.welbi.co/kb/integrations?hsLang=en#eldermark-legacy) - [SCIM and SSO](https://knowledge.welbi.co/kb/integrations?hsLang=en#scim-and-sso) - [Image Library](https://knowledge.welbi.co/kb/image-library?hsLang=en) [![Chill listening crop-3](https://knowledge.welbi.co/hs-fs/hubfs/welbi_logo_colour-3.png?width=130&height=40&name=welbi_logo_colour-3.png "Chill listening crop-3")](https://knowledge.welbi.co/kb?hsLang=en) Copyright © 2026, Welbi ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "caption" : { "@type" : "MediaObject", "contentUrl" : "https://knowledge.welbi.co/media-transcripts/163694532005/en.vtt", "inLanguage" : "en", "name" : "en Captions" }, "contentUrl" : "https://7002933.fs1.hubspotusercontent-na1.net/hubfs/7002933/Streamlining%20your%20print%20calendar%20prep%20-%20masterclass.mp4", "dateModified" : "2025-10-10T18:07:26.540Z", "duration" : "PT22M55.921S", "height" : 900, "name" : "Streamlining your print calendar prep - masterclass", "thumbnailUrl" : "https://7002933.fs1.hubspotusercontent-na1.net/hubfs/7002933/Streamlining%20your%20print%20calendar%20prep%20-%20masterclass.mp4/medium.jpg", "uploadDate" : "2024-04-08T11:08:02.807Z", "width" : 1760 } ```