Admin

Events & RSVPs

Field trips, open houses, and co-op-wide gatherings all live in the Events area. This guide covers creating an event, setting a capacity or fee, scheduling reminders, and using the signup roster to track who actually showed up after the event happens.

Go to Events

What the Events area covers

Events are separate from classes — they're one-off or occasional gatherings (a field trip, a park day, an open house) rather than a recurring weekly class. Families RSVP from the Community Calendar, and each event has its own signup roster you can review from Admin › Events.

This guide focuses on the admin side. For how families RSVP, see the “How do I RSVP to an event?” entry in the Help & Support FAQ hub.

Tip: Clicking an event on the Community Calendar opens a quick-look modal instead of navigating away. As an admin you get Edit, Duplicate, and Delete right there, plus an Open full pagelink if you want the event’s own URL — handy for sharing a direct link. Holding Cmd/Ctrl (or Shift/Alt) while you click skips the modal and opens that full page straight away.

Creating an event

1Go to Admin › Events and click + New event.

2Fill in the Title and an optional Description(supports rich text — schedule, what to bring, anything families need to know).

3Set the Start and End date and time.

4Add the location: pick a saved location to auto-fill the address, or enter the venue name and address fields directly.

5Choose a Category if your co-op uses them, set a capacity and fee if needed (see the next sections), and save.

Note: Deleting an event also removes every signup on it, and can't be undone. If you just need to hide an event or fix a mistake, edit it instead of deleting and recreating it.

Tip: Running the same event on several dates (a weekly park day, a repeated field trip)? Click Duplicateon the existing event instead of building it again — it opens a pre-filled copy with the same title, description, location, and settings, so you only need to change the date.

You can also create and manage events straight from Calendar in the sidebar, which opens to month view by default. Click the + New button in the calendar toolbar to create an event or volunteer shift with the date pre-filled, or click any existing event to open a quick panel where you can view details, edit, duplicate, or delete without leaving the calendar.

Categories and saved locations

Two small setup tools on the Events list page save you typing on every event:

Event categories

The Event categories card lets you + Add categorywith a name and color. Categories show up as a filter on the calendar and help families spot the kind of event at a glance (field trip vs. social vs. meeting, for example). Each category also has a delete (✕) button — deleting one doesn’t delete the events tagged with it, it just leaves them uncategorized.

Saved locations

The Saved locations card lets you + Add location for venues you use often. Once saved, picking that location when creating an event auto-fills the venue name and address fields instead of retyping them.

For a one-off venue you haven't saved, the venue field on the event form is also a live address search — start typing a place or business name and pick a match to fill in the address automatically, no need to look up the exact street address yourself.

Capacity, fees, and waitlists

Max attendees

Leave Max attendees blank for no cap. If you set a number, a second option appears: What counts toward the cap? Choose Everyone — adults and children if every person counts, or Children onlyfor a kid-focused trip where accompanying parents shouldn't count against the limit.

Once an event is full, new signups are placed on a waitlist automatically instead of being turned away. If someone with a confirmed spot cancels their own RSVP, the oldest waitlisted signup is promoted automatically and that family gets an email letting them know a spot opened up.

Registration fee

If your co-op has Stripe connected, a Registration feefield appears (leave it blank or $0 for a free event). When you set a fee, choose how it's collected under How should the fee be collected?

Require payment via Stripe to register— families must pay to confirm their spot.
Offer Stripe, but allow RSVP and pay later — families can reserve a spot and pay afterward.
Fee only — payment handled outside the system— you're just noting there's a cost; collect it however you normally do.

Tip: With the second and third options, some signups will show as unpaid on the roster. That's expected — it's there so you can follow up with anyone who still owes you.

Registration window

Two optional fields on the event form control when families can sign up: Registration opens, which holds off signups until a date and time you set (leave it blank to open registration right away), and Signup deadline, which cuts off new signups ahead of the event itself (leave it blank to allow signups right up until the event starts). Both are enforced everywhere a family could sign up, including a paid event's checkout, not just the RSVP button.

Reminders

Reminders aren't automatic by default — nothing goes out unless you schedule it. Open the event and find the Reminders panel.

1Click Add default reminders for a standard set (1 week before, 1 day before, and the morning of), or set a custom date and time and click Add.

2Each scheduled reminder shows on the panel with its date and time. Once it goes out, it's marked Sent. You can delete an unsent reminder if plans change.

Reminders go by email and in-app notification to everyone whose signup is currently registered— waitlisted, cancelled, and no-show signups aren't reminded.

Tracking who showed up

Every event's detail page shows a signup breakdown with four counts: Registered, Waitlist, Cancelled, and No-show. The header above the roster also shows Signups (X / Y)— how many are registered against your capacity, if you set one.

The roster itself lists individual names for registered and no-show signups (waitlisted and cancelled signups are only reflected in the counts, not listed by name). Once you've got at least one registered signup, a Print attendee list button appears for a printable copy to bring along.

Marking a no-show

No-show is different from cancelled. Cancelled means a family withdrew their own RSVP ahead of time. No-showis something you mark afterward, for someone who was registered but didn't actually come. On or after the event, find their name on the roster and click Mark no-show. If you marked someone by mistake, click Undo to restore them to registered.

Note: Marking a no-show doesn't free up a seat for the waitlist — the event has already happened by the time you're marking attendance, so there's no one left to promote into it. Waitlist promotion only happens when someone cancels ahead of time (see the capacity section above).

Note: If a returning family says they can't RSVP at all, check whether they've confirmed their information for the current term yet — a family that hasn't is sent to a Confirm your informationpage instead of being signed up, the same gate that applies to class enrollment and volunteer shifts. There's no admin view of who has completed it; ask them to log in and check.

Still have a question? Head back to the Help & Support page or reach out to your co-op admin directly from the dashboard.