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 all club members
See Clubs 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

Click "Create Event"

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

You can change the status to CONFIRMED later when the roster is finalized.

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 or CONFIRMED (colored badge)
PAST badge - Indicates past events
Response Count - Number of players who have responded
Club - Associated club name (if any)

Events are automatically sorted:

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

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)
Roster status (Men: X/Y, Women: X/Y)

Player Selection - Select players to invite (with optional AI Recommendations)
Responses - View all RSVPs
Time Proposals - Review time proposals (if enabled)
Player Ratings - Rate players after event completion

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
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

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
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
This action cannot be undone

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

When an event reaches its required number of players:

The event is considered "full"
Players can still RSVP, but will see a message that the team is complete
You can still send additional invitations if needed

Event Statuses

OPEN

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

CONFIRMED

Event is confirmed and ready
Typically set when roster is complete
Can still accept additional players
Indicates event is finalized

Changing Status

You can change event status by editing the event (status change functionality may be available in future updates).

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 all club members at once
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 to Ping"
Optionally click AI Recommendations to get suggested players (see AI Roster Recommendations below)
Check the boxes next to players you want to invite
Click "Ping Selected Players"

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 all club members who:

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

AI Roster Recommendations

When selecting players to invite, you can use AI Recommendations to get suggested players based on ratings, past feedback, and availability.

How to Use

Open the event details page and scroll to "Select Players to Ping"
Click the AI Recommendations button (sparkles icon)
In the modal, optionally add Additional context (e.g. *"Prefer reliable players"*, *"Need strong defenders"*, *"Avoid players who haven't played recently"*). Max 500 characters.
Click Generate
After a short wait, the list updates:
A summary banner appears at the top (you can hide it with Hide)
The top suggested players (up to your required men and women) are highlighted with an AI #1, AI #2, etc. badge and a short AI Review reasoning
The list is re-sorted with AI top picks first, then others by rating

What the AI Considers

Star ratings and average rating
Recent feedback comments from past events
Response status (e.g. prioritising players who haven’t been invited yet)
Your optional context (reliability, roles, availability, etc.)

Tips

Add a few words of context when you have specific needs (e.g. balance, experience, reliability).
Recommendations respect the event’s required men/women; the top picks per gender are highlighted.
You can still select or deselect any player; the AI only suggests, it doesn’t change your choices.

Viewing Responses

Response List

The event details page shows all responses with:

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

Response Statuses

YES ✅ - Player confirmed attendance
NO ❌ - Player declined
PENDING ⏳ - Player hasn't responded yet

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

Invitation Strategy

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