Running an event

Beyond a name, date and location, an event can carry a capacity (so it stops taking signups once full), a minimum number needed to go ahead, and a signup deadline. Multi-day events can have several dated sessions under one listing — "Saturday morning", "overnight", and so on — rather than being one single time slot.

Add whatever questions you need — text, a dropdown, multiple choice, a date, a number. Questions can be made conditional, so a follow-up only appears when an earlier answer needs it (asking for dietary detail only if someone ticked "yes" to a dietary requirement, for instance), instead of everyone wading through every question.

Record a cost per person, and — if you want to split payment — a deposit amount with its own deadline, and a balance amount with a later one. There's a free-text field for your refund policy too, shown to parents before they commit.

Pick which consent types this specific event needs. Parents give consent per signup with an in-app digital signature — no printed slip. For anything medical, you can also ask for details to be reconfirmed closer to the date, so a form filled in months ago doesn't go stale by the time you're actually away.

Parents sign up and pay through the parent portal, answering your questions and giving consent as part of the same flow. If the event's already full, the signup goes straight to the waitlist in order automatically — nobody has to manage a queue by hand.

A leader (or the parent themselves) can request an invoice for the full amount, just the deposit, or the balance. These are ordinary invoices in the group's normal finance — the same system used for membership subs — not a separate one-off payment tool bolted on for events.

Nobody moves off the waitlist automatically. When a space opens, a leader offers it to the next person in line — a deliberate step, so a leader always knows exactly who's actually coming before numbers get relied on.