Events

Welcome to the front page for Events. Use these guides to publish polished, production-ready events with clear schedules, access controls, and volunteer management tools.

What you can do

• Build single or multi-day events with precise timezones, locations, and cover images (covers are blocked on Free, available on Basic/Pro).
• Brand public pages with themes (Basic has a limited set; Pro unlocks the full palette).
• Set visibility rules: public, private link, invite codes, event passwords, or organisation-only access (available on Basic/Pro).
• Offer custom URLs/slugs on paid plans so links stay on-brand and easy to share.
• Add shifts with capacity limits, surveys, attachments, reminders, and waitlists; Pro adds approvals and name visibility controls.
• Manage registrations at scale: random assignment to fill capacity, promotions from waitlist when spots open, and .ics exports for calendars.

Create and brand your event

1. Add the essentials: name, description, timezone, location, schedule, and a cover (skip cover on Free; upload on Basic/Pro).
2. Pick a theme that fits your plan: default on Free, curated set on Basic, full palette on Pro. Confirm the public preview matches what you expect.
3. Set your slug/custom URL (Basic/Pro) before sharing to avoid broken links later. Changing a live slug will break the old link.

Control access and visibility

• Public vs private: keep drafts private until you’re ready; then copy the public link and test it in an incognito window.
• Gating options (Basic/Pro): invite codes, event passwords, and organisation-only access. Verify each gate from a clean session so volunteers see the right prompts.
• Keep one gate at a time when possible to reduce friction; swap gates (code → org-only → password) only after re-testing the public view.

Configure shifts

• Build shifts with times, locations, capacities, and optional public/private notes.
• Surveys and attachments: add required questions or files per shift; responses stay with each signup and attachments flow through reminders.
• Reminders and waitlists: enable reminders per shift and allow waitlists so overflow signups queue cleanly.
• Advanced controls (Pro): approvals for pending signups, name visibility (anonymous/initials), and overlap allowances. Combine with the “max shifts per volunteer” limit to prevent over-booking.
• Calendar editing: drag to resize or move shifts in Week/Day views; Month view is desktop-only to keep mobile simple.

Manage volunteers and registrations

• Approve or deny pending signups (Pro) and confirm that name visibility is reflected on public rosters.
• Use “assign N random guests” to fill capacity quickly, then let waitlist promotion handle overflow when you remove someone.
• Filter registrations by date or shift, open profiles to review survey answers, and remove attendees when needed -- capacity and reminders update automatically.
• Export whole events or single shifts to .ics so staff and volunteers can add them to calendar apps with the right timezone.

Production tips

• Always sanity-check the public link in an incognito or mobile view before sending it broadly.
• Set the timezone and schedule first -- later drag-and-drop edits are fine, but confirm overlaps and reminders still look right.
• Keep attachments small and clearly named; they’ll appear in reminders where supported.
• If multiple organisers are editing (Pro), invite them as co-organisers so locks and live updates prevent conflicts.