Set up an event from scratch or from a template

You need permission to manage events to create or change them. Other members can look but not edit. See Members and roles.

Create an event from scratch

1. Choose the organiser in the sidebar, then "Events", then "New event".
2. Fill in "Event name". Leave "Slug" empty to have it made from the name; it becomes part of the event's web address.
3. Pick the "Discipline" and "Sanctioning body". Add the "Permit number" if you have it.
4. Fill in "Venue" and "Venue address".
5. Set "Time zone" using its full name, such as Australia/Brisbane. All the times you enter for entries and fees are in this time zone.
6. Set "Starts on" and "Ends on".
7. Set "Entries open" and "Entries close". You can leave these empty and open and close entries by hand. See Open and close entries.
8. Set a "Field cap" if the whole event has a limit, and the range of competition numbers: "Lowest competition number" and "Highest competition number".
9. Pick a "Waitlist rule". See Classes, capacity and the waitlist.
10. Add a "Description". It appears on the public event page.
11. Choose "Create event".

A new event starts as a draft. Nobody outside your team can see it. Next, add classes, fees, the withdrawal policy and required documents from the event's edit page.

If you change the time zone later, the entry window and fee windows are shifted so they keep their meaning. Check them afterwards.

Create an event from a template

A template holds the setup you reuse every season. It is never listed publicly and never opens entries.

1. Choose "Events" and "New event". If you have any templates, a "New from template" box is at the top.
2. Pick the "Template", give the new event a "Name", and set "Starts on" and "Ends on".
3. Choose "Create from template".

This copies classes, fees, the withdrawal policy, required documents, the itinerary and start settings, and entry and fee windows. The windows move with the new start date and keep the same wall-clock time. Documents marked reusable are copied too. Entries, volunteers, status and permit number are never copied.

Make a template

1. Open an event you are happy with and choose "Edit".
2. Open "Save as template", name it in "Template name", and choose "Save template".
3. Find your templates on the "Templates" tab of the events list.

Copy an event

To run the same event again, open it, open "Duplicate", enter a "Name" and the new dates and choose "Create copy". This copies the same things as a template.

If something goes wrong

• Something is missing after copying. Entries, volunteers and the permit number are not copied. Add the permit number to the new event.
• The copy has the wrong dates for entries. The entry and fee windows move by the number of days between the two start dates. Adjust them on the new event.
• "New event" is not shown. Your role cannot manage events.

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