Scheduling events & taking attendance

Overview

Events are scheduled activities — training sessions, matches, or general club events — attached to your club and optionally scoped to one or more teams. Members see upcoming events in their portal. When you create, update, or cancel an event, members assigned to it are notified automatically.

Creating an event

1. Go to Events in the sidebar.
2. Click New event.
3. Fill in the form:

Field	Notes
Title	Shown in the member portal and notification emails.
Event type	Training, Match, or Club event.
Start / End	Date and time.
Location	Optional. Shown to members in notifications and the portal.
Teams	Select one or more teams whose rosters should be invited. Leave blank for a club-wide event.
Recurrence	None (one-off), Weekly, or Custom. Recurring events generate individual instances in the background.
Public	Checking this makes the event visible on your club's public page.

1. Click Create event.

Members on the selected teams (or all active members for club-wide events) receive a creation notification email. If you change the title, start time, end time, or location after creation, a change notification is sent automatically.

Editing an event

1. Open the event from Events.
2. Click Edit.
3. Make your changes and click Save.

If any of the four notification fields (title, start, end, location) changed, members are notified. Other field changes (e.g. description, public toggle) save silently.

Cancelling an event

1. Open the event.
2. Click Cancel event and confirm.

The event is marked cancelled and members receive a cancellation notification. Cancellation is permanent — there is no un-cancel button. The event record is kept for audit purposes but no longer appears in the Upcoming or Past tabs (cancelled events are filtered out of both views).

Taking attendance

Attendance is recorded per event after it has taken place.

1. Open the event from Events → Past (or directly from a team page).
2. Click Record attendance.
3. For each listed member, set their status:
   • Present — member attended.
   • Absent — member did not attend.
   • Excused — member was absent with a valid reason.
4. Click Save attendance.

Attendance can be updated after the fact — go back to the event and click Record attendance again. Each member's attendance status is overwritten on save.

Who appears on the attendance list

The attendance list shows members from the teams attached to the event. If the event has no teams (club-wide), all active club members are listed.

Edge cases / gotchas

• Cancellation is irreversible from the UI. If you cancelled in error, you will need to create a new event. There is no restore action.
• Recurring events. Recurring instances are generated in the background after you save. The first instance appears immediately; additional instances may take a moment to appear. Editing a recurring event currently applies changes to the parent only — individual instances are not updated.
• Public events and ticketing. Marking an event as Public makes it visible on your club's public page and can trigger creation of a ticketed-event record for Stripe ticket sales. Unticking Public after tickets have been issued may leave orphaned ticket records — review in Stripe before doing so.
• Notification fields only. Member emails are sent for title, start, end, and location changes only. Other edits (description, teams, recurrence) do not trigger emails.