Events put a practice, match, meeting, camp, or cup on a group's calendar and invite the right players, parents, and staff to it.
Event types
The type you pick unlocks different fields further down the form:
Match — unlocks match-specific fields: opponent, competition, game format, periods, field, and physical strain. See "Additional details for match events" below.
Practice — adds a Session tab to the event so you can attach a training session. See Add training sessions to calendar events.
Camp — also adds the Session tab, the same as Practice.
Cup — a visual tag for cup events on the calendar. No extra fields.
Meeting — a visual tag for meetings on the calendar. No extra fields.
Other — the default type for anything that doesn't fit the categories above. No extra fields.
Fill in the event details
Navigate to the group
Go to the group where you want to create the event.Open the calendar
Click the Calendar tab in the group menu.
Click "Create"
Press Create and select the event type.
Add event details
Event type: Select the type of event you are creating.
Event title: Enter a name for the event.
Location: Specify where the event takes place.
Description: Describe the event.
Start time and End time: Enter when the event starts and ends.
For recurring events: these times apply only to the first event in the series. You set the repeat dates later.
Set optional details
Meet time before event: Add a time for participants to arrive earlier, if needed.
Schedule invites: Send the invites a set number of hours, days or weeks before the event starts, instead of right away.
For recurring events, the offset applies to each event in the series, so the invites for each event go out that long before that event.
Turn on Send reminders to also remind people at a set interval after the invite.
RSVP Before: Set the date and time by which participants must accept or decline.
After the RSVP deadline passes, participants can't change their response.
Repeat: Decide if the event should repeat. Pick a default or custom repeat, and set when the series ends under Until.
Add the group's current members
Under Current group members, you can turn on one of these, not both:Add current group users adds the group's admins and staff as organizers and its players as participants. They're marked as attending right away and get no invite.
Invite current group users sends them a pending invite to accept or decline.
Choose what happens to new group members
Under New group members, decide how people who join the group later join this event. Auto-add new admins/staff as attending and Auto-add new players as attending add them as attending. Auto-invite new admins/staff and Auto-invite new players send them a pending invite instead. For admins/staff and for players, pick one or the other.Note: Schedule invites can't be combined with options that mark people as attending straight away (Add current group users and the two auto-add options), because those people never get an invite. Turn one off to use the other.
Participant and event visibility
Under Participants visibility, turn on Hide participants to hide the participant list. Participants then see only their own RSVP status.
Under Visibility, choose whether everyone in the group can see the event, or pick Only visible to participants.
Turn on Show on website to show the event on your integrated website.
Add attachments
Include any relevant files, images, or documents.
Additional details for match events
When creating a match event, you can configure specific match-related details in addition to the standard event fields.
Opponent (optional):
A match needs only one team, and your group is filled in for you. To add the other team, click the + on the empty side and pick a team under In organisation or External, or click New team to create one with a name and logo (saved for future use). You can leave the opponent empty. To change a team, click the pen icon. To clear it, click Remove team.
Game start:
Enter the scheduled start time of the match.
Competition:
Select an existing competition or create a new one with competition name, dates, image and game format.
Friendly match:
Turn this on for a friendly, so you can filter it out in reporting.
Game format:
Select the game format of the game.
Periods and Period length:
Define the number of periods and set the length of each period in minutes.
Field:
Provide the name of the field or pitch where the match will take place.
Field type:
Choose the type of field being used.
Physical strain:
Select the estimated physical strain.
Add participants
Click to add organizers and participants.
You can add players, parents, or staff to the event.
A pop-up appears to select members from the current group.
Use the search bar to find and add participants from other groups if needed.
Add a participant limit (optional)
If you want to limit the number of participants on an event, add a Participant limit, or leave it blank for no limit.
When you set a participant limit, members see a live count on the event page:
When the limit is hit, the event is full and no more people can accept the invite:
Participants who have accepted the invitation count towards the limit.
Pending invites, declines and staff/organizers do not count towards the limit.
Admins can override participant limits, and add participants manually even when an event is full.
Participant limits stop applying:
When an event starts
When an event's RSVP deadline passes
Note: Invites to an event series can only be accepted if all of the events have a free spot. If one event is full, the participant can't accept the series at all and must wait for a spot to open.
Send invites
When you save the event, a Send invites? popup lets you:
Tick the box: Yes, send invites – participants get a notification and can decide whether to accept or decline the invitation.
Untick the box: participants are added as attending without needing to respond.
Tip for top-level administrators: To save time, create events from the top-level group, and select the group where the event should take place in the event form. Events can only be created for one group at a time.
Participants can still update their RSVP status after being added — see Respond to an event invite for how they do that.
If your organization uses Scheduling, a single event you create in the calendar also shows up there as a booking. See Manage bookings.
Your event is now ready and visible in the calendar for the selected group.