Events (admin view)

Events live at Org → Events when you sign in as a national or regional admin. The page shows every event in your organization — chapter-authored and org-wide — with filters, RSVPs, check-ins, and edit/cancel controls. This page covers what an admin can do that a chapter officer can't, and how org-wide events differ from chapter events.

Who can use this

Available to national admins and regional admins with write access. Chapter officers manage their own chapter's events from Chapter → Events; their controls and visibility are narrower (covered in Creating events).

What an event is

Every event carries:

• Title and description.
• An event type — Social, Philanthropy, Meeting, Rush, Professional, Community Service, Fundraiser, or Other.
• An optional chapter assignment. If the event is org-wide, this is blank.
• An optional location (free-text string).
• A start time and end time (both required).
• A mandatory flag that surfaces a yellow "Mandatory" badge to members.
• An optional max attendees cap.
• An optional budget number.
• A cancelled flag with a free-text cancellation reason.

Events also carry RSVPs (Attending, Not Attending, Maybe) and check-ins (one boolean per attending RSVP), which are added by members on their own dashboards and by officers/admins during the event.

Open the events page

Org → Events. The page lists every event in the organization, newest first by start time. Each row shows:

• Title and the chapter name (or nothing if org-wide)
• Type badge with a category-specific color
• Date and time
• Location
• An RSVP rollup in the format attending / maybe / not_attending
• Status — Mandatory, Cancelled, or Optional
• A delete button (only visible to admins)

A type filter at the top of the page lets you narrow to one of the eight event types.

org events list showing the type filter, the RSVP rollup column, and the mandatory and cancelled status badges

Create an org-wide event

1. Click Create Event in the top-right.
2. Fill in the form:
   • Title (required).
   • Description (optional, plain text).
   • Event Type (required, pick from the eight categories).
   • Chapter — leave on "All chapters (org-wide)" to make the event org-wide, or pick one chapter to scope it.
   • Location (optional).
   • Start time and end time (required, both datetime-local).
   • Max attendees (optional, numeric).
   • Budget (optional, numeric in dollars).
   • Mandatory event toggle.
3. Click Create Event.

When you leave the chapter dropdown on the "All chapters" option, the event is created without a chapter assignment. It will appear on every chapter's events list and every chapter's dashboard. When you pick a single chapter, the event behaves like a chapter event authored by that chapter's officers — visible only to that chapter.

Edit any event in the org

Clicking any row opens the event detail dialog. The detail dialog shows full event metadata, a three-column RSVP summary (Attending / Maybe / Not Attending counts), and the full RSVP roster with check-in toggles.

Click Edit Event to swap the dialog into edit mode. The same form you used to create appears, pre-filled with the event's current values. You can edit every field, including the chapter assignment — converting an org-wide event into a chapter event or vice versa.

You can edit events authored by chapter officers too. Officers will see the change reflected on their own chapter's events list.

Cancel an event

The detail dialog has a Cancel Event button in the footer for any event that is not already cancelled. Clicking it flips the cancelled flag to true and stamps a default cancellation reason ("Cancelled by admin"). The event row immediately shows a red "Cancelled" badge.

Cancelled events still appear in the list and on the chapter dashboards — they are not hidden. The intent is to preserve the history so a chapter that planned around the event can see the cancellation explicitly rather than the event silently vanishing. To customize the cancellation reason, edit the event and overwrite the reason field directly.

Check in attendees

In the event detail dialog, the RSVP roster table has a Check In action button next to each attending member who has not checked in yet. Clicking it stamps a check-in timestamp; the column flips to a green check mark on save.

There is no walk-in support — only members who RSVP'd with status Attending have a Check In button. If someone shows up without RSVP'ing, ask them to RSVP from their phone and then check them in, or have an officer add an RSVP on their behalf from the chapter view.

Pull a report across chapters

The events list is the report. To slice it:

• Use the type filter at the top of the page to see one event category at a time (Philanthropy events alone, Fundraiser events alone, and so on).
• Use your browser's find-in-page to filter by chapter name or location string.
• Click into each event to see the RSVP totals and check-in roster.

There is no built-in CSV export of events in v0.62.1. If you need a flat report of, say, "every philanthropy event last semester and its attendance count," you'll need to read the rows by hand and assemble the data yourself.

How members see events

Members see events on their own Chapter → Events page (or on the org-wide list if the org has surfaced it on the dashboard). The page is read-mostly: members can change their own RSVP status, see the event time and location, and read the cancellation reason on a cancelled event. They cannot create or edit events.

A mandatory event shows a yellow Mandatory badge on the row. Members are expected to RSVP "Attending" or "Not Attending" — the platform does not auto-enforce, but officers can use the badge as a signal during attendance review.

Mobile differences

The admin events table on phones drops to a horizontally-scrolling layout — the title, type, and date columns stay visible by default, and you swipe horizontally to see the RSVP rollup and actions. The event detail dialog and the create/edit form scroll vertically; the date/time pickers use the native iOS / Android pickers.

What chapter officers see that you don't

A chapter officer sees only their own chapter's events, including org-wide events that target their chapter. They can:

• Create events that are scoped to their own chapter (the chapter field is locked to their chapter on the create form).
• Edit events authored within their own chapter.
• Cancel events within their own chapter.
• Check in attendees at events within their own chapter.

They cannot:

• See another chapter's events.
• Edit or cancel an event you created at the org level (the buttons are hidden).
• Convert a chapter event to an org-wide event.

If an officer asks you to scope an org-wide event down to just their chapter, do that yourself from the org admin view by editing the event and setting the chapter field.

Errors and edge cases

• End time before start time. The form does not block this client-side. The event will save with the end before the start; the RSVP and time-range display will look wrong on the detail dialog. Edit the event to fix.
• Cancelled events still appear in lists. This is intentional. Cancelled is a status, not a delete. Use Delete in the row actions to remove an event entirely.
• An event with chapter set to "All chapters (org-wide)" on the form may save with chapter = "all" in some cases. If you see a chapter named literally "all" on the detail dialog, clear the chapter field and re-save. (Known frontend rough edge — see backlog.)
• Max attendees doesn't enforce a cap. Setting max attendees to 50 doesn't stop the 51st RSVP from being recorded. The cap is informational only.
• Editing a chapter event's chapter field reassigns it. If a chapter officer asks why their event vanished, check whether you (or another admin) edited and reassigned the chapter.

Troubleshooting

• "I created an org-wide event but it's not showing on every chapter's dashboard." Check the event in the admin list. If the chapter column shows a chapter name, the event was scoped to that chapter, not org-wide. Edit and set the chapter dropdown back to "All chapters (org-wide)".
• "A chapter officer says they can't see an event I authored." Confirm the event is org-wide (no chapter) or is assigned to that officer's chapter. Officers do not see events from other chapters.
• "The RSVP rollup is stale." The rollup updates when the page is refreshed. Reload the events list to refresh counts.
• "I cancelled an event but the chapter dashboards still show it." Cancelled events still surface, with a red Cancelled badge. To hide it entirely, delete the event.

What's deliberately not built

• No automatic conflict detection (overlapping events on the same day).
• No recurring events. Each weekly meeting is a separate row.
• No CSV export of events or attendance.
• No RSVP cap enforcement.
• No event-level photo album link or live chat thread.
• No calendar sync (ICS export).

Related

• Officer view: Creating events
• Module: Operations
• Permissions matrix

Last verified against v0.62.1 (2026-05-11).