Running an event
From draft to a checked-in guest list.
- 1Create the event with a date, place, and optional capacity. Keep it a draft while you prepare.
- 2Publish it β it appears on your public events page and on your home page.
- 3People RSVP publicly. Over capacity (or if you require approval) they land on the waitlist for you to approve.
- 4Each RSVP mints a QR ticket. Guests can add the event to their calendar in one tap.
- 5At the door, scan a guest's QR with any phone camera while signed in β confirm, and they're checked in.
No scanner app required. The QR opens a check-in page that only works for signed-in staff of that club.
The event's own lifecycle
| Action | What happens |
|---|---|
| Publish | The event appears publicly and starts taking RSVPs. Anyone already waitlisted who now fits is moved up and told. |
| Back to draft | It disappears from the public page. Existing registrations are kept. |
| Duplicate | A fresh draft a week later with the same details and none of the guests β the everyday alternative to recurring events. |
| Cancel | Every outstanding place is released and everyone holding one is notified by email and Telegram. The public page explains itself instead of 404ing. |
On the day
- The roster filters by where people are β going, waitlist, checked in, cancelled β and searches by name, email, or phone.
- βAdd at the doorβ registers a walk-in and checks them in at once, and records them in People so you can follow up.
- Export the visible list as a CSV if you'd rather run the door off paper.
- Each row links to that guest's ticket, so you can check someone in without their phone in your hand.
The event's own page
An event is more than a paragraph. The short description is the sentence a card, a search result and a notification quote β keep it to a line or two. Everything else goes in the long form below it, built from the same pieces your public pages are made of.
- The long form uses the same block editor as your pages, minus the three blocks that render your club's own records β a price list inside one event makes no sense.
- Hosts name who is running it. Link a host to someone in People where there is one, or type a name where there is not, so a visiting speaker need not join to be credited.
- A street address and a map link give a guest somewhere to go and something for their phone to navigate to.
- The page states its situation once, in one box: open for bookings, approval required, fully booked, happening now, past, or cancelled β with what that means for the reader and the one thing to do.
How places are counted
- Capacity counts people, not bookings β a party of four takes four places.
- A booking that won't fit joins the waitlist; a smaller party behind it can still take the remaining seats.
- When a place frees up, the oldest waitlisted booking that fits is confirmed automatically and emailed its ticket.
- Events that require approval never auto-promote β a human decides who gets in.
- RSVPing twice with the same email returns the original ticket rather than taking a second place.