Back to Documents

Posting Events and Managing Sign-Ups

Taking a team to a tournament, or hosting a visiting instructor for a seminar? The Events page is where you post the competitions, seminars, and other one-off dates your gym is going to, and keep track of who's signed up for each one. Your weekly classes still live on the Schedule page.

Find it at Events (trophy icon) in the left navigation, just below Schedule. Your whole staff can open the page, read every event, and see who's signed up. Adding, editing, closing, cancelling, and deleting events, and adding or removing people on a sign-up list, takes an admin or editor. Viewers don't see those controls, and an event they open shows as read-only Event details.

[!TIP] Click the info icon next to the Events title for About Events, a quick summary of the page right inside the app.

1. Adding an Event

  1. Select Events (trophy icon) from the left navigation menu.
  2. Click Add Event (+) in the bottom right corner (on a phone, it's a round + button).
  3. Enter the Event name and pick its Kind: Competition, Seminar, or Other. New events start as Competition.
  4. Select Date, pick the day of the event, and click Done.
  5. Fill in whichever optional details help: Start time, Location, Event link, Details, Sign-ups close, and Spots. Section 2 explains each one.
  6. Click Add event. You'll see Event added, and the event appears on the Upcoming tab.

[!NOTE] Only the name and date are required. If something needs fixing when you save, Flow Roll scrolls straight to that field, for example Give the event a name under an empty name, or Pick a date. when the date is missing.

2. What Each Field Does

3. Setting an Event's Time Zone

Heading out of state? Set a time zone only when the event is in a different time zone from your gym. The start time is the local time where the event is held, and the time zone shows in brackets after the time on the event's card.

  1. In the event form, set a Start time first. The Time zone field appears below it.
  2. Click Time zone (globe icon). A list of common time zones opens.
  3. Don't see yours? Type a city in Search by city, e.g. Chicago.
  4. Click the time zone to pick it. A check mark shows the one that's currently set.

[!TIP] Time zones are named for a major city, so if your city doesn't come up, try the nearest big one.

To remove the time zone, click the × in its field. Clearing the start time clears the time zone too.

4. Reading an Event Card

Every event gets a card showing:

Cancelled events stay on the page, dimmed. Click anywhere else on a card to open the event.

5. Upcoming and Past Events

The page splits your events into two tabs, each with a count:

Once an event's date has passed, its Event options (⋮) menu offers just Edit and Delete.

[!NOTE] You can have up to 50 upcoming events at a time, and past events don't count. At the limit, Add Event shows You can have 50 upcoming events. Delete one to add another. Editing an upcoming event is never blocked, but moving a past event to today or later counts as adding one.

[!NOTE] A past event keeps its sign-up list for about 90 days after its date. After that, the list is cleared.

6. Closing, Cancelling, and Restoring an Event

  1. Click Event options (⋮) on the event's card.
  2. Pick what you need. The menu only shows the options that fit the event right now:
    • Close sign-ups stops new sign-ups. Everyone already on the list stays on it, and the card shows Closed.
    • Reopen sign-ups starts taking sign-ups again.
    • Cancel event marks the event Cancelled and dims its card, leaving the event and its list as they are.
    • Restore event undoes a cancellation and opens sign-ups again.
  3. Confirm with Close sign-ups, Reopen, Cancel event, or Restore, or click Keep it to leave things as they were.

You'll see Sign-ups closed, Sign-ups reopened, Event cancelled, or Event restored once it's done.

[!TIP] You can make the same change from the edit form: under Sign-ups, pick Open, Closed, or Cancelled, then click Save.

7. Editing or Deleting an Event

To edit an event: click its card (or Event options (⋮) → Edit), make your changes in Edit event, and click Save. You'll see Event saved.

To delete an event:

  1. Click Event options (⋮) → Delete on the event's card, or click Delete event (trash icon) in the top-right corner of Edit event.
  2. Flow Roll asks Delete [event name]? and tells you how many members are signed up.
  3. Click Delete to confirm, or Keep it to hang on to it.

[!IMPORTANT] Deleting removes the event and its sign-up list for everyone, and there's no undo. If an event is just called off, use Cancel event instead so it stays on the page, marked Cancelled.

8. Managing the Sign-Up List

Click the sign-up count (group icon) on any event's card to open its list. The top line shows the total, like 9 signed up, or 9 signed up · 11 of 20 spots left when the event has Spots set. Under Signed up, everyone is listed in the order they signed up, with the date each person was added. People your team added are tagged Added by staff, and an empty list says No one has signed up yet.

Your whole staff can view the list. Adding and removing people takes an admin or editor.

Adding a member:

  1. Click Add member (add-person icon).
  2. Start typing a name in Search members. Up to eight matches show at a time, with each member's belt. Keep typing to narrow it down.
  3. Click Add next to the member. You'll see [name] added.

Anyone already on the list shows Already signed up instead of Add. If you get Couldn't add [name]. Check the list, they may already be on it., take a look at the list. They may have just been added.

Removing someone:

  1. Click the × next to their name.
  2. Flow Roll asks Remove [name]?. Click Remove to confirm, or Keep to leave them on the list.

You'll see [name] removed.

Need more help?

If you ever get stuck, you can use the Ask Flow feature inside the app, refer back to the other documents here on the Support page, or contact our team directly at support@flow-roll.com!