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Manage Event Lifecycle

Overview​

This comprehensive workflow guides administrators through the complete event lifecycle: creating schedules, managing member subscriptions and assignments, executing check-in/check-out on event day, and making real-time adjustments.

Who This Is For​

  • Event Administrators managing entire event lifecycle
  • Venue Managers overseeing event operations
  • Schedule Coordinators handling assignments and check-ins

Workflow Diagram​

PHASE 1: Pre-Event Setup​

1. Create New Schedule​

  1. Navigate to Manage → Schedules
  2. Click green ➕ Create button
  3. Fill in event details:
    • Title: Event name
    • Date & Time: Event start date/time
    • Duration: Event length
    • Location: Select venue (locations with stands/positions)
    • Description: Event details
    • Status Defaults to Publish, if you are not ready for it, change to Draft
  4. Enable "Assign defaults" (optional):
    • Automatically assigns stands to their default members/clubs
    • Can be overridden manually after creation
  5. Click Save

2. Assign Default Members (if enabled)​

  • If "Assign defaults" was enabled:
    • System automatically assigns stands to their configured default members
    • Review automatic assignments
    • Make manual changes as needed
  • If not enabled:
    • Skip to manual assignments in later steps

3. Publish / Unpublish Schedule​

  1. Use the menu drop item - Change Status
  2. Status changes to "Publish" or "Draft"
  3. Event now visible to members (if you change to "Publish")
  4. Members can now see the event in calendar
  5. Members can now subscribe to the event
Critical Step

Publishing is required before members can interact with the event. Until published, the event is only visible to administrators.

4. Accept Member Commitments​

  1. Navigate to Event View → Members tab
  2. Review subscription requests from members
  3. For each subscription:
    • Check member eligibility
    • Review requested positions count
    • Accept or Reject commitments
  4. Accepted members appear in available pool for assignments

5. Offer Assignments to Members​

  1. Go to Event View → Stands tab
  2. For each stand/position:
    • Click Assign or Offer button
    • Select members from pool
    • Choose specific positions
    • Set required resource counts
  3. Send assignment offers to members
  4. Track acceptance status

6. Validate Requirements​

  1. Review Event View → Details tab
  2. Check validation indicators:
    • ✅ All positions filled
    • ⚠️ Positions under-staffed
    • ❌ Required positions unfilled
  3. Verify eligibility:
    • LL (Liquor License) requirements met
    • Background checks complete
    • Member qualifications satisfied

7. Send Notifications​

  1. Navigate to Event View → Send Notification
  2. Compose message:
    • Event details
    • Check-in instructions
    • Important reminders
  3. Select recipients:
    • All assigned members
    • Specific stands/positions
    • Custom member groups
  4. Click Send

PHASE 2: Event Day Operations​

8. Check-in Resources​

  1. Navigate to Event View → Check-in tab
  2. As resources arrive:
    • Search for resource name
    • Click Check-in button
    • System records check-in time
  3. View check-in status:
    • ✅ Checked in
    • ⏳ Expected (not yet checked in)
    • ❌ No show
  4. Compliance Display (for club site members):
    • Background checks shown
    • Required documents displayed
    • DL verification (upcoming feature)

9. Monitor Event Progress​

  1. Use Event View → Stats tab
  2. Monitor real-time metrics:
    • Check-in completion rate
    • Positions filled vs required
    • Member attendance
  3. Identify issues:
    • No-shows
    • Under-staffed positions
    • Over-capacity warnings

10. Adjust Positions/Assignments (Real-time)​

  1. Navigate to Event View → Adjustments tab
  2. Make real-time changes:
    • Move resources between positions
    • Add resources to under-staffed positions
    • Remove resources from over-staffed areas
    • Create emergency assignments
  3. Changes reflected immediately
  4. Adjustment history recorded

11. Check-out Resources​

  1. Navigate to Event View → Check-out tab
  2. As resources leave:
    • Search for resource name
    • Click Check-out button
    • System records check-out time
  3. Calculate attendance duration
  4. Track completion status

PHASE 3: Post-Event Review​

12. Review Event Stats and History​

  1. Go to Event View → Stats tab
  2. Review metrics:
    • Total attendance
    • Check-in/check-out times
    • Position fill rates
    • Duration per resource
  3. Go to Event View → History tab
  4. Review activity log:
    • All check-ins/check-outs
    • Position adjustments
    • Assignment changes
    • Notifications sent
  5. Export reports if needed

Quick Reference by Phase​

Pre-Event Checklist​

  • Schedule created with all details
  • Default members assigned (if applicable)
  • Schedule published (makes event visible to members)
  • Member subscriptions reviewed and accepted
  • Assignments offered to members
  • All requirements validated
  • Notifications sent to assigned members

Event Day Checklist​

  • Check-in process active
  • Resources checking in on time
  • Compliance documents verified (background checks, DL)
  • Event progress monitored
  • Adjustments made as needed
  • Resources checked out properly

Post-Event Checklist​

  • All resources checked out
  • Event stats reviewed
  • Activity history documented
  • Reports generated (if needed)

Common Issues​

Subscription Not Accepted​

  • Problem: Cannot accept member subscription
  • Solution: Check member eligibility; verify member is Active; ensure positions available

Assignment Validation Fails​

  • Problem: Cannot publish due to validation errors
  • Solution: Review Details tab for specific issues; check LL requirements; verify background checks; fill all required positions

Cannot Check-in Resource​

  • Problem: Check-in button not working
  • Solution: Verify resource assigned to event; check event status is Published; ensure correct date/time; refresh page

Adjustments Not Saving​

  • Problem: Position adjustments not persisting
  • Solution: Ensure event is Published; check admin permissions; verify resource availability; save changes before navigating away

Background Checks Not Displaying​

  • Problem: Compliance info not showing at check-in
  • Solution: Verify resource is from club site (for upcoming DL feature); check background check records exist; refresh check-in page

Time Estimates​

Pre-Event Phase​

  • Create Schedule: 5-10 minutes
  • Publish Schedule: 2-5 minutes
  • Accept Subscriptions: 10-20 minutes (varies by volume)
  • Assign Resources: 15-30 minutes
  • Validate: 5-10 minutes

Event Day Phase​

  • Check-in: 1-2 minutes per resource
  • Monitoring: Continuous during event
  • Adjustments: 2-5 minutes per change
  • Check-out: 1 minute per resource

Post-Event Phase​

  • Review Stats: 5-10 minutes
  • Export Reports: 2-5 minutes

Tips​

  1. Plan Ahead: Create schedules well in advance to allow time for subscriptions and assignments
  2. Use Defaults: Configure default members for stands to speed up recurring events
  3. Validate Early: Check requirements before event day to avoid last-minute issues
  4. Monitor Actively: Keep Stats tab open during event for real-time visibility
  5. Quick Adjustments: Use Adjustments tab for immediate position changes
  6. Document Everything: System tracks all changes in History tab automatically
  7. Test Check-in: Do a test check-in before event starts to verify system working
  8. Backup Plan: Have contingency resources identified for no-shows
  9. Clear Communication: Send reminder notifications day before event
  10. Post-Event Review: Use stats to improve future event planning