Event Management

Events are the core of PlayerPing. This guide covers everything you need to know about creating, managing, and organizing sports events.

Accessing Events

Navigate to Events from the main menu or click "Upcoming Events" from the dashboard.

Creating a New Event

Step-by-Step Guide

Click "Create Event" button (top right of Events page)
Fill in the event form:

#### Required Fields

Date - Select the event date using the date picker
Time - Select the event time using the time picker
Event Location - Enter the location (e.g., "Central Park Tennis Center")
Sport / Event Type - Select from dropdown:
Soccer, Basketball, Tennis, Volleyball, Baseball, Softball, Hockey, Rugby, Cricket, Badminton, Table Tennis, Swimming, Other
Required Men - Number of male players needed (use +/- buttons)
Required Women - Number of female players needed (use +/- buttons)

#### Optional Fields

Home Club - Select an existing club or create a new one
Enables broadcasting to your club members on this event
See Clubs for more information
Team - Optionally pick an invite roster
The ping picker then shows only that team's players, with Base / Ring-in and rank
Enables Broadcast to Team on the event
Players on a team can come from different clubs
See Teams for more information
Tournament - Optionally attach the event to a competition
Events stay independent if you leave this empty
The same team can play events in different tournaments
The tournament page shows aggregated attendance, ratings, and game records
See Tournaments for more information
Allow players to propose a new time/date - Checkbox to enable time proposals
When enabled, players can suggest alternative times when RSVPing
See Time Proposals for details
Recurring event - Optionally repeat the event
Frequency: weekly, biweekly, or monthly
End after a number of occurrences, or on an end date
Creates a linked series (shown with a series badge on the Events list)

Click "Create Event" (or Create N Events when recurrence is enabled)

Event Status

Events are created with OPEN status by default, meaning:

Players can still RSVP
You can send invitations
The roster is not yet confirmed

When the roster fills (required men and women confirmed), the event status automatically becomes CONFIRMED. You can also set status via the Public API (`OPEN`, `PENDING`, `CONFIRMED`, or `CANCELLED`).

Viewing Events

Events List

The Events page shows all your events with:

Date and Time - When the event is scheduled
Location - Event location
Sport - Sport type (colored badge)
Status - OPEN, CONFIRMED, or other status (colored badge)
PAST badge - Indicates past events
Series badge - Recurring events that belong to a series
Response Count - Number of players who have responded
Club - Associated club name (if any)
Team - Associated team name (if any)
Tournament - Associated tournament name (if any)

Events are automatically sorted:

Future events first
Past events at the bottom
Within each group, sorted by date

Archived past events are hidden from the main list. Archive them from the event details page (More → Archive) once the date has passed.

Event Details Page

Click on any event to view its details page, which shows:

Event Information
Date, time, location
Sport type
Status (OPEN/CONFIRMED/…)
Home club (if assigned)
Team (if assigned)
Tournament (if assigned)
Roster status (Men: X/Y, Women: X/Y)

Player Selection - Select players to invite, or use Fill this event to propose the next invites
Responses - View all RSVPs (updates about every 15 seconds while the page is open)
Waitlist - Players waiting for a spot when the roster is full
Event Chat - Message confirmed (YES) participants
Time Proposals - Review time proposals (if enabled)
Player Ratings - Rate players after event completion
Game Results - Enter sport-specific scores (multiple matches for tennis, a single score for football, and so on)
More menu - Duplicate the event, export responses as CSV, or archive a past event

Editing Events

Edit Event Details

Open the event details page
Click "Edit" button (top right)
Modify any fields:
Date and time
Location
Sport
Required players (men/women)
Home club
Team
Tournament
Time proposal setting
Click "Update Event" to save
Click "Cancel" to discard changes

What Can Be Edited

All event details can be edited
Changing required players updates the roster status
Changing date/time updates the event schedule
Changing the club affects broadcasting options
Changing the team changes who appears in Select Players

Editing Restrictions

You can only edit events you created
Past events can still be edited (for corrections)
Changing event details doesn't affect existing responses

Deleting Events

Open the event details page
Scroll to the bottom (danger zone)
Click "Delete Event" (red button)
Confirm deletion in the popup

Warning: Deleting an event will:

Remove all responses
Remove all time proposals
Remove all ratings associated with the event
Remove all game results associated with the event
This action cannot be undone

Recurring series

If the event belongs to a series, you can also click "Delete All Future in Series" to remove this event and later occurrences in the same series (past events in the series are left alone).

Duplicating Events

Open the event details page
Open the More menu
Click Duplicate
Pick a new date (and adjust other details if needed)
Confirm

Duplication copies location, sport, required players, home club, team, tournament, and time-proposal settings onto a new event.

Archiving Past Events

Past events can be archived so they no longer clutter the Events list:

Open a past event
Open More → Archive
Confirm

Only past events can be archived. Archiving hides the event from the default list; it does not delete responses or ratings.

Exporting Responses (CSV)

Open the event details page
Open More → Export CSV
Download the file

The export includes response rows for the event (useful for spreadsheets or sharing with a venue).

Understanding Roster Status

Roster Requirements

Each event specifies:

Required Men - Number of male players needed
Required Women - Number of female players needed

Roster Status Display

The event details page shows:

Men: X / Y - X confirmed out of Y required
Women: X / Y - X confirmed out of Y required

Full Roster and Waitlist

When an event reaches its required number of confirmed players for a gender:

New YES responses for that gender are placed on the WAITLIST instead
A Waitlist section appears on the event page
You can Promote a waitlisted player to YES (when you want to overfill or after a cancellation)
When a confirmed player cancels (YES → NO), the oldest same-gender waitlisted player is auto-promoted to YES
When the full roster is filled, the event status becomes CONFIRMED automatically

Event Statuses

OPEN

Default status for new events
Players can RSVP
Invitations can be sent
Event can be edited
Roster is being filled

CONFIRMED

Set automatically when the roster fills
Can still accept additional players (often via waitlist/promote)
Indicates the event is ready

PENDING / CANCELLED

Available via the Public API for integrations
Use CANCELLED when you need to mark an event off without deleting history

Time Proposals

Enabling Time Proposals

When creating or editing an event:

Check "Allow players to propose a new time/date"
Save the event

How It Works

Players can propose alternative times when RSVPing
You'll receive email notifications for proposals
You can accept or reject proposals from the event page
See Time Proposals for complete details

Club Association

Assigning a Home Club

When creating/editing an event, select a Home Club
You can search for existing clubs or create a new one
Club must match the event's sport

Benefits of Club Association

Broadcasting - Send invitations to your players at that club
Organization - Group events by club
Filtering - Filter events by club

See the Clubs guide for more information.

Inviting Players to Events

Individual Invitations (Pinging)

Open the event details page
Scroll to "Select Players"
Optionally click Fill this event to propose who to invite next (see Fill this event below)
Check the boxes next to players you want to invite
Click "Ping Selected Players"

Mark unavailable without inviting

If someone already told you they are out:

Select them in Select Players
Click Mark Unavailable
They show as Unavailable in Responses — no notification is sent, and Attendance Stats do not count them as invited or declined

See the Invitations & RSVPs guide for detailed information.

Broadcasting to Club

If your event has a home club:

Open the event details page
Click "Broadcast to Club" button
Select target audience:
All Players
Men Only
Women Only
Click "Send Broadcast"

Broadcasting sends invitations to your players at that club who:

Play the event's sport
Match the selected gender filter
Haven't already responded

Event club broadcasts are email only (no SMS credit charge). For shared public clubs, only players on your own roster are invited — never another organizer's players.

Broadcasting to Team

If your event has a team:

Open the event details page
Click "Broadcast to Team"
Select All / Men / Women
Click "Send Broadcast"

This invites team members who are not already on the event. Email only. Club broadcast is unchanged and still reaches extras outside the team.

To message a team with no event (welcome note, logistics), use Broadcast on the Teams page and choose Email or Text. Players get a reply link. See Teams.

Event Chat

Once at least one player has confirmed (YES), an Event Chat panel appears on the event page:

Choose All participants or a specific confirmed player
Type a message and send

Confirmed players can reply from their RSVP page. When you send a chat message, players with an email get a free notification email with your message and a link to open the RSVP page and reply. Chat does not send SMS or use credits. The chat section hides after the event is completed.

Fill this event

Select Players has one Fill this event button, next to the player list. It proposes who to invite next. Nothing is sent until you approve.

How to Use

Open the event details page and scroll to "Select Players"
Click Fill this event
Optionally add Additional context (for example *"Prefer reliable players"*). Max 500 characters.
Click Propose
Review the suggested players, reasons, and estimated SMS credits
Uncheck anyone you do not want, then click Approve & send

Cancel leaves the roster unchanged. Re-propose asks for context again and builds a new plan. Players marked unavailable or declined are never proposed.

What the proposal considers

Star ratings and average rating
World Tennis Number (WTN) for linked tennis players — lower number = stronger; used for level balance
Recent feedback comments from past events
Response status (players not yet invited, and PENDING players who can be re-pinged; unavailable and declines are excluded)
Team role when the event has a team — Base players are preferred over Ring-in players, but ring-ins stay eligible
Your optional context (reliability, roles, availability, and so on)
SMS credits — the plan shows the estimate and your balance before you approve

Viewing Responses

Response List

The event details page shows all responses with:

Player Name
Response Status - YES (green), NO (red), PENDING (yellow), MAYBE, or WAITLIST
Response Time - When the player responded

While you keep the page open (and are not mid-edit), responses refresh about every 15 seconds and when you return to the browser tab.

Response Statuses

YES ✅ - Player confirmed attendance
NO ❌ - Player declined
PENDING ⏳ - Player hasn't responded yet
MAYBE - Soft interest (set by organizers via API or tooling; the player RSVP page offers YES/NO)
WAITLIST - Wants to play but the gender quota was full when they said YES

Recording Game Results

After an event date has passed:

Open the event details page
Scroll to "Game Results"
Add the games that were played (four tennis matches, one football fixture, extra heats, and so on)
Enter scores in the form for that sport
Click Save results

See the Game Results guide for sport-specific scorecards.

Rating Players After Events

After an event date has passed:

Open the event details page
Scroll to "Rate Players" section
Rate each player who confirmed (YES):
Star Rating - Click stars (1-5)
Comments - Add detailed feedback (optional)
Ratings are saved automatically

See the Player Ratings guide for complete details.

Best Practices

Event Planning

Plan Ahead - Create events well in advance
Clear Details - Use specific location names
Realistic Requirements - Set appropriate player counts
Time Proposals - Enable for flexible scheduling
Recurrence - Use weekly/biweekly/monthly series for standing games

Invitation Strategy

Start Early - Send invitations as soon as event is created
Follow Up - Ping players who haven't responded
Use Broadcasting - For club or team events, broadcast to fill the roster quickly
Track Responses - Monitor roster status and the waitlist regularly