Managing Events

How to create, edit, cancel events, and track attendance as an admin.

Events are a core part of your club's life. Event creation is a member-level ability — your site admin decides which member types can create events — but as an admin you can also create, edit, or cancel events for any organization inside your scope.

Creating an Event

To create a new event:

1. In the left sidebar, click Events. The Events page offers Calendar, List, Mine, and Tickets views.
2. Click the New Event button.
3. Fill in the event details — title, description, start/end date and time, location, organization, category, and guest settings.
4. Submit the form.

Editing an Existing Event

To edit an event:

1. Open the event from the Events list.
2. Click the Edit button on the event's page (you'll see this button if you're an admin with scope over the event or the member who created it).
3. Update any fields that need to change and save.

Cancelling an Event

When you need to cancel an event, you can mark it as cancelled rather than removing it outright — that way, members who were planning to attend know what happened.

Open the event's page, then click the Cancel button. The event stays in the list but is clearly marked as Cancelled.

Who's Attending

Members RSVP to an event by clicking the I'm Going button. The event detail page shows a running count of who's attending, and an Attendees list with member names. If the event allows guests, guest counts show up next to each attendee (e.g. "Root +2 guests").

For paid events, the I'm Going button is replaced by a Tickets panel — see Paid Ticketing below.

Event Visibility and Scope

Events are tied to organizations, and your admin scope determines which events you can manage:

• Club Admin — Can create and manage events for any organization.
• Org Admin — Can create and manage events for organizations within their scope.
• Local Admin — Can create and manage events for their specific organization only.

Members see events based on their own organization membership and the event's visibility settings. Club-wide events are visible to everyone; chapter-level events are visible to members of that chapter (and admins with scope over it).

Paid Ticketing

Events can optionally sell tickets through Stripe. Ticketing is turned on per-event, not per-category — so any event can become a paid event.

Turning ticketing on, setting prices, processing sales, and scanning attendees at the door are all Comptroller responsibilities. As an admin, you probably don't do these yourself (unless you also hold the Comptroller designation). What you should know:

• Events you manage can have ticketing turned on by a Comptroller. Once that's done, a Tickets panel shows up on the event page.
• On the day of the event, a Comptroller can add specific members as Event Scanners so volunteers can help check people in without being given the full Comptroller designation.

For the full workflow, see the Comptroller Guide: Selling Event Tickets and Scanner & Check-in.