Manage Events

Once your event is published, you'll need to manage registrations, communicate with attendees, and handle any issues. This guide covers event management from start to finish.

Access Event Management

1. Go to your group page
2. Click Events or navigate to the specific event
3. Click Manage Event or access the event dashboard

View Registrations

Attendee List

See who's registered for your event:

1. Go to the event page
2. Click Attendees or View Registrations
3. See the complete list of registered attendees

The list shows:

• Attendee names
• Registration date
• Ticket type
• Payment status
• Contact information

Export Attendee List

Download your attendee list:

1. Click Export or Download CSV
2. Choose what to include:
   • Names and contact info
   • Ticket details
   • Custom question responses
   • Allergy information
3. Open in Excel or Google Sheets

Day-of-Event Use

Export your attendee list before the event to have a check-in sheet or for emergency contact information.

Manage RSVPs

View RSVP Status

Each attendee has a status:

Status	Meaning
Confirmed	Registered and paid (if applicable)
Pending	Started registration but not completed
Cancelled	Cancelled their registration

Manually Add Attendees

Add someone who needs to be registered offline:

1. Go to Manage Event > Add Attendee
2. Enter their information
3. Select ticket type
4. Mark payment as collected (if applicable)
5. Click Add

Cancel a Registration

If an attendee needs to be removed:

1. Find them in the attendee list
2. Click Cancel Registration
3. Choose refund option (for paid events):
   • Full refund
   • Partial refund
   • No refund
4. Add a note explaining the cancellation
5. Confirm

Capacity Management

Adjust Capacity

If you need to change event capacity:

1. Go to Edit Event
2. Update the capacity number
3. Save changes

Increasing Capacity

If you increase capacity, members who have favorited the event will be notified about available spots.

Close Registration Early

To stop accepting registrations before the event:

1. Go to Edit Event
2. Set Registration Deadline to now
3. Or toggle Registration Closed

Communicate with Attendees

Send Event Updates

Notify all attendees about changes:

1. Go to Manage Event
2. Click Send Update or Message Attendees
3. Write your message
4. Choose notification method (email, in-app, both)
5. Send

When to send updates:

• Schedule or location changes
• Important reminders
• Weather-related updates
• Last-minute information

Send Reminders

Send reminder notifications:

1. Go to Manage Event
2. Click Send Reminder
3. Customize the reminder message
4. Choose when to send (now or scheduled)

Managing Series Events

If you've created an event series, you'll see additional management options.

Series Events in Event List

Series events appear with a special indicator:

• Parent event - Shows the series name with a recurring icon
• Listed as a single entry in your events list
• Displays total number of sessions

Access Series Management Dashboard

To manage all sessions in a series:

1. Go to the series event page
2. Click Manage Series or find it in the event menu
3. View the series dashboard with all sessions

The dashboard provides:

• Overview of series pass sales
• List of all sessions with attendance counts
• Individual session management options
• Capacity tracking across sessions

For complete details on managing series events, see Event Series.

Attendance Tracking

Track who arrives at your events and view attendance reports.

Check-In Feature

Homeschool Hive provides a dedicated check-in system for tracking attendance:

1. Go to Manage Event > Check-In
2. View the complete list of registered attendees
3. Mark attendees as they arrive
4. See real-time attendance statistics

What you can track:

• Who has checked in
• Who hasn't arrived yet
• No-shows (mark after event)
• Check-in timestamps

For series events:

• Series pass holders appear automatically for each session
• Drop-in attendees are listed separately
• Track attendance across all sessions

Attendance Reports

Generate reports to analyze attendance:

1. Go to Manage Event > Reports
2. Click Attendance Report
3. Choose format (PDF or CSV)
4. Download or view the report

Report includes:

• Complete attendee roster
• Check-in status for each person
• Attendance percentages
• Payment status
• For series: attendance across all sessions

For detailed instructions on using the check-in system, see Check-In & Attendance.

Event Day

Handle Walk-Ins

If someone wants to attend who isn't registered:

1. Check if there's available capacity
2. Use Add Attendee to register them on the spot
3. Collect payment if required
4. Add them to the attendee list

After the Event

View Event Summary

After your event concludes:

1. Go to the event page
2. View the summary:
   • Total registrations
   • Actual attendance
   • Revenue collected

Request Feedback

Get feedback from attendees:

1. Go to Manage Event
2. Click Request Feedback
3. Attendees receive a survey request
4. View responses in your dashboard

Copy Event for Next Time

If you're running this event again:

1. Go to the event page
2. Click Copy Event or Duplicate
3. Update the date and details
4. Publish the new event

Consider Using Event Series

If you're running the same event multiple times on a regular schedule, consider creating an Event Series instead of duplicating individual events. Series events make it easier to manage recurring activities.

Troubleshooting

Attendee Can't Register

Common causes:

• Event is at capacity
• Registration deadline passed
• Payment method issues
• Not a group member (for members-only events)

Payment Not Received

If payment shows as pending:

1. Check with the attendee about their payment method
2. Review any error messages in the transaction
3. The attendee may need to retry payment
4. Contact support for unresolved issues

Need to Issue Refunds

See Payments for refund procedures.

What's Next?

1. Event Series - Create recurring events with series passes
2. Check-In & Attendance - Track attendance at your events
3. Configure tickets - Advanced pricing options
4. Generate scholarship invoices - For scholarship families
5. View analytics - Track event performance