ℹ️ Overview

The Create Event page is organized into four main tabs, making it easy to create professional-looking events with volunteer roles. The system supports both single event creation and bulk creation for recurring events.

What You Can Do

• Create events from pre-configured templates
• Define custom volunteer roles with specific requirements
• Customize event appearance with colors, icons, and images
• Bulk create multiple events across different dates
• Set time zones, venues, and scheduling details

1 Getting Started

Navigate to the Create Event page. You'll see four tabs at the top:

• Basic Info - Event details, date, time, and location
• Roles - Volunteer positions and requirements
• Styling - Visual customization options
• Bulk Create - Create multiple events at once

2 Basic Information Tab

Using Templates

Templates are pre-configured event setups that save you time by automatically filling in common details.

1. Click the Select Template dropdown
2. Choose from available templates (e.g., "Varsity Basketball Game", "Swimming Meet")
3. The system will automatically:
   • Fill in the event title
   • Set the default duration
   • Load pre-configured volunteer roles
   • Apply styling (colors, icons, images)
   • Select the default venue (if set)

Required Fields

Fill in the following required information:

• Event Title - Give your event a descriptive name (e.g., "Varsity Boys Basketball vs. Lincoln High")
• Start Date & Time - When the event begins
  ⚠️ Important: Always enter times in your organization's time zone. The system will display which time zone is being used below the input field.
• End Date & Time - When the event ends (automatically calculated based on template duration)

Optional Fields

3 Volunteer Roles Tab

Roles define the volunteer positions needed for your event. Each role can have multiple slots that volunteers can sign up for.

Understanding Roles

Each role card contains:

• Role Name - What the position is called (e.g., "Ticket Sales", "Concessions", "Setup Crew")
• Required Count - How many volunteers you need for this role
• Arrive By (Minutes) - How many minutes before the event start volunteers should arrive
• Minimum Access Role - Who can sign up:
  • Guest - Anyone can sign up (public)
  • Member - Only registered members
  • Lead - Leadership positions only
  • Admin - Administrators only

Adding Roles

1. Click the Add Role button at the top of the Roles tab
2. A new role card will appear with empty fields
3. Fill in the role details
4. Repeat for each volunteer position you need

Editing Roles

To modify a role:

• Simply edit any field in the role card
• The role header will update automatically as you type the role name
• Changes are saved when you create the event

Removing Roles

Click the Remove button on any role card. Note: You must have at least one role defined.

4 Styling Tab

Customize how your event appears to volunteers. The live preview at the top shows your changes in real-time.

Basic Styling Options

Advanced Options

Readability Options

Enhance text visibility with these checkboxes:

• Bold Title - Makes the event title thicker and more prominent
• Text Shadow - Adds a subtle shadow behind text for contrast
• Title Outline - Adds an outline around the title (best for photos/images)

5 Bulk Create Tab

Create multiple events with the same settings across different dates - perfect for recurring events like weekly practices or a tournament schedule.

How Bulk Create Works

Bulk creation uses your selected template's settings (roles, duration, styling) and creates identical events on each date you select.

Setup Steps

1. Select a Template - Go back to the Basic Info tab and choose a template first
2. Set Event Start Time - Enter the time of day all events should start (e.g., 6:00 PM)
3. Choose Venue Override (Optional) - If events are at a different venue than the template default
4. Select Display Months - Choose how many months of calendars to show (3, 6, 9, or 12)

Selecting Dates

1. Click on any future date in the calendar (past dates are grayed out)
2. A modal will pop up asking for optional details:
   • Title Notes: Text to append to the event title in parentheses (e.g., "vs Michigan" or "Game 1 of 3")
   • Description Notes: Additional details specific to this date
3. Click Save to confirm
4. The date turns green showing it's selected
5. Repeat for all dates you need
6. Click a selected date again to deselect it

Creating the Events

1. Review the count: "X date(s) selected" appears at the bottom
2. Click Bulk Create Events
3. The system creates all events and redirects you to the events list

⭐ Tips & Best Practices

Templates

• Create templates for your most common event types to save time
• Templates can be edited by administrators in the Template Management section
• Starting without a template gives you a blank slate for one-off events

Volunteer Roles

• Be specific with role names - "Entrance Gate Ticket Sales" is clearer than just "Tickets"
• Set realistic "Arrive By" times - give volunteers enough setup time
• Use "Guest" access sparingly - most roles should require membership
• Create separate roles if tasks have different arrival times (e.g., "Setup Crew" arrives 90 min early, "Ticket Sales" arrives 30 min early)

Scheduling

• Double-check your time zone - the system shows which zone is being used
• Add buffer time - if your game is 7:00 PM, consider making the event 6:30 PM to 9:00 PM
• Use the description field for important details like parking instructions or entry gate locations

Design & Appearance

• Stick with your school/organization colors for brand consistency
• Test readability - can you read the title easily in the preview?
• High contrast is better - volunteers should immediately see event details
• Templates handle most styling - only customize if needed

Workflow Efficiency

• For regular seasons, use Bulk Create to set up all games at once
• Create the event early so volunteers have time to sign up
• Review the summary panel (right side) before clicking Create Event
• On mobile, use the sticky action bar at the bottom to create your event

❓ Need More Help?

If you're still having trouble creating events, try these resources:

• Contact your organization's system administrator
• Check the Template Management help guide for creating custom templates
• Review the Volunteer Roles help section for more details on access levels
• Watch for the 💡 tip boxes throughout the interface