Features in events

When you as an admin create an event, you've many possible settings and functions. We have developed all this to give you as much flexibility as possible, so that the event function works for most purposes.

Once you've entered to create a new event, you'll see all the following settings.

The first setting is whether it should be a match or other event. If you select match here, you'll get several functions that are relevant for matches. This includes match type, the ability to register goals and vote for the player of the match. Read more about Match events here.

Attendance is the time you want the invitees to show up. If it's a match that starts at 17.00, you can set attendance for the players at 16.30 if you wish. Under the "Location" field, you can start typing and then select the location from the drop-down menu. Your members will then be able to open the location directly in their favourite map app.

Here you can fill in and assign tasks that are needed on the day of the event. This could be driving to and from the event, bringing something to eat, washing costumes or other volunteer services. The function is flexible to suit most needs. Tasks can be assigned to specific people and will then appear as "Awaiting confirmation" until they accept. You can also choose to leave the task open, allowing those who have the opportunity to select it. You can find more information about this function at here.

⚠️ NOTE! It is not possible to add tasks when creating a recurring event. However, you can add tasks to each individual event in the series by opening the event for a specific date.

Then:

• Tap the three dots in the top right corner of the Spond app, or

• Click Edit in the Spond web version.
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Select “Edit only this occurrence”, and you will see the option to add tasks.

When you create an event, the visibility is automatically set to “Visible to invitees”. However, you also have the option to select “Visible to all members”.

If you choose to make the event visible to all, the entire group will be able to see it when they navigate to the group.

⚠️ NOTE! The event will only appear on the home screen of invited members.

When you create an event, you'll see 'Default response status'. Here you can choose between 'Unanswered' and 'Participating'. We recommend using automatic enrolment for weekly training sessions.

If the admin selects 'Automatically enrolled', members who're invited will be continuously set as enrolled in events (when invitations are sent out). This means that players/athletes (and/or parents) only need to unsubscribe if there is a training session they can't attend. They can also do this before the invitation is sent out.

⚠️ NOTE! It's not possible to change this setting as the event has already been created. If you want a different setting, you must delete the event and create a new one.

You can set an automatic reminder to be sent to participants who haven't responded either 48 hours after the invitation is sent or 48 hours before the event starts. This happens automatically. It's also possible to manually send out a reminder at a time of your choice. To do this, open the event and select '🔔 Send reminder'. With this function, you can send reminders to those who haven't yet responded.

You can include attachments in the event if you need to share information with participants. Accepted file formats are PDF, JPEG, xlsx, PNG and CSV. The maximum size per attachment is 100 MB.

You can set a registration deadline for both single and recurring events. Once the deadline has passed, no one else can sign up for or out of the event without sending a message to the admin. (If you'ven't responded by the deadline, the member can still decline the event to clean up the app). The admin can still change the status of participants after the deadline has expired.

⚠️ NOTE!
The setting Enrolment deadline is only available for events where Default response status is set to Unanswered.

You can set a maximum number of participants for an event. When you select 'Max number' it's 'First come, first served'. When the number of participants is full, the next people who sign up will be put on a waiting list. If someone withdraws before the deadline, the first person on the waiting list will receive a push notification that a place is available, if the first person declines, the second person on the waiting list will receive the offer, etc.

If you set a registration deadline, it's not possible to reply 'participate' after the deadline has passed, but those members who haven't yet responded still have the option to decline the event to clean up their app.

If you wish, you can set a registration fee. Members must then pay when they sign up. It's also possible to send out payments from events afterwards, you can read more about both functions here.