Work through the checklist below in order to set up and run your event's schedule on Westie Hub.
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👤 Create your account — Sign up for Westie Hub
Create a free Westie Hub account — it's what you'll use to manage your event's schedule.
- Sign up with email or Google — takes less than a minute
- You'll use this account to edit your event's schedule once it's set up
- Let us know once you've signed up so we can give your account access to your event
- No payment or commitment required
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📂 Already have a schedule? — We'll bring it onto Westie Hub for you
If your event already has a schedule somewhere — a spreadsheet, PDF, or website — you don't need to re-enter it by hand. Send it to us and we'll import it for you.
- Send us a link or file with your current schedule
- We have an automatic tool that imports most formats
- We'll bring it in as a draft for you to review before publishing
- Then skip ahead — your calendar is already set up
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🗂️ Set up your calendar — Rooms & levels
Before adding anything to your schedule, set up its basic structure: the rooms or spaces your event uses, and the skill levels dancers will see.
- Add each room or space (Ballroom, Studio A, outdoor patio...)
- Add your event's levels (Newcomer, Novice, Intermediate...)
- Reorder rooms and levels to match your event layout
- These become the schedule grid columns and the level filters dancers use
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⏰ Add time slots — Build your daily grid
Build your day-by-day grid by adding time slots — the rows of your schedule.
- Add slots for each day of your event
- Slots that run past midnight automatically roll into the next day
- Adjust slot length to match your shortest class block
- Add a new day tab when your event spans multiple days
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📝 Add registration times — Deadlines on the grid
Mark when registration windows open and close, so dancers know when to sign up for J&J, Strictly, or pro classes.
- Add a registration band for each competition or class series
- Set open/close times — shown as a deadline marker on the grid
- Split a registration across multiple days if needed
- Choose a label and color so it stands out
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🎟️ Add activities — Classes, socials, comps
Place your classes, socials, and competitions onto the grid.
- Tap a cell to add an activity
- Choose a type (class, social, competition...) and level
- Span an activity across multiple time slots or rooms
- Add a description, instructor, or notes
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🏆 Connect to scoring.dance — Live competition results
If you're running competitions on scoring.dance, link them so live heats and results show right on your schedule.
- Find your event's scoring.dance Event ID
- Paste it into your event's settings
- Match each competition activity to its scoring.dance division & round
- Heats, hits, and results appear automatically once linked
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🚀 Publish your calendar — Go live
Your schedule starts as a private draft — only you (and people you give access to) can see it. When ready, publish it.
- Preview exactly what dancers will see first
- Publish makes the schedule live on your event page
- Keep editing after publishing — changes show instantly
- Unpublish any time to go back to draft
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🎨 Edit activities & colors — Keep it accurate
Keep the schedule accurate as plans change, and customize colors so it matches your event's branding.
- Edit or delete any activity at any time
- Customize colors per type, level, or individual activity
- Override text color for readability on bright backgrounds
- Changes appear instantly for everyone viewing the published schedule
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📱 Create a calendar QR code — Print & share
Generate a QR code dancers can scan to jump straight to your schedule — perfect for posters, programs, and front-desk signage.
- Generate a QR code linking to your published schedule
- Download it as an image for print
- Add it to flyers, lanyards, or a poster at the venue
- Dancers scan it and land directly on your live schedule