Events, RSVPs & calendar

Event responsibilities & volunteer sign-ups

Put names against the jobs that make an event happen: assign people or let members sign up for open slots, see what’s confirmed at a glance, and let ClubMeister nudge anyone who hasn’t answered.

What this covers

Who brings the tackle bags? Who sets up the field? Instead of chasing people in a group chat, you can attach responsibilities to an event. Each one has a title, an optional note, and a number of slots, and every slot has a clear owner who has said yes.

You can either assign people yourself or open the slots so members can sign up. Everyone who can see the event sees the list, so it’s always clear what’s covered.

Add a responsibility to an event

Organizers add tasks on the event’s Details tab, in the Responsibilities card.

1. Open the event and find the Responsibilities card.
2. Tap Add task. On a phone it opens as a sheet above the keyboard; on a computer it’s a dialog.
3. Under Task, enter what needs doing, for example Bring tackle bags. Add a Note (optional) if people need details.
4. Set People needed to the number of slots, from 1 to 20.
5. Decide whether to switch on Open for sign-up (see below), then tap Save.

To change or remove a task later, use the menu next to its title: Edit or Delete.

Assign people or open the slots

Every task has one slot per person needed. You choose how slots get filled.

Assign people yourself

1. On a slot that reads Unassigned, tap Assign.
2. Pick a team member from the list (you can search by name).

If you assign yourself, the slot is confirmed straight away. If you assign someone else, they get a push notification asking them to take it, and the slot reads Waiting for answer until they reply. Use Reassign to pick someone else, or Remove to empty the slot.

Open slots for sign-up

Switch on Open for sign-up (“Members can take a free slot themselves.”) when you add or edit a task. The task shows Open for sign-up and its free slots read Open — sign up. You can still assign, reassign or remove anyone on an open task.

Switching sign-ups off later keeps everyone who already signed up.

What the slot states mean

• Unassigned (or Open — sign up on an open task) — nobody has this slot yet.
• Waiting for answer — someone was asked and hasn’t replied.
• Confirmed — the person said yes, or signed up themselves.
• Done — the job has been marked as finished.

When someone taps Can’t do it, the slot goes back to being free and the event’s creator gets a push notification saying who declined.

On a confirmed slot, the person holding it or an organizer can tap Mark done, and Undo if it was marked by mistake.

Take a slot or answer a request as a member

If someone asked you to do something:

1. Open the push notification, or open the event and look at the Responsibilities card.
2. Tap Confirm to accept, or Can’t do it to decline and free the slot for someone else.

If a task is open for sign-up:

1. Open the event and find a slot that reads Open — sign up.
2. Tap Sign up. It’s confirmed immediately; no one needs to approve it.

You can take one slot per task. If you can’t make it after all, tap Can’t do it and the slot opens up again. Sign-ups close when the event is cancelled or has started.

The “x of y confirmed” summary

The card’s header counts how many slots are covered, for example 2 of 3 confirmed. A slot counts once it’s Confirmed or Done; open and waiting slots don’t. The count changes color when every slot is covered, so organizers can tell at a glance whether anything is still missing.

Each slot shows who holds it, so everyone who can see the event can see who is doing what.

Reminders and notifications

ClubMeister sends these push notifications for you:

• The person you assign gets one when they’re asked.
• If they still haven’t confirmed within 48 hours of the start, they get one reminder.
• Within 48 hours of the start, the event’s creator gets one notification if any slot is still open or unconfirmed.
• Whenever someone declines, the event’s creator is told who.

Signing up for an open slot sends no “asked” notification, since you’ve already said yes.

If the event is moved or cancelled

If an organizer moves the event, the 48-hour reminder and the organizer alert are set up again for the new time, so people are reminded relative to the new start.

If the event is cancelled, no more reminders go out and sign-ups close. The same goes for events that have already started or are in the past: nothing is sent.

Who can do what

• Organizers — the person who created the event, or anyone with permission to edit events — can add, edit and delete tasks, assign, reassign and remove people, switch sign-ups on or off, and mark any slot done.
• Members who can see the event see the list and who holds each slot. On an open task they can sign up for a free slot. For an invite-only event, that means the creator and the people invited.
• Someone who holds a slot can confirm, decline, mark it done or undo it.

Permission to edit events is part of your team’s roles; see Roles & permissions.