Managing Events

The event page

Click any event under Events to open it. This is where you’ll spend most of your time before and during an event.

Stats bar. Live counts across the top:

• Checked In and Not Yet In (after the event this becomes No Show)
• Headcount, everyone registered including guests, shown against your capacity
• Registrations, not counting volunteers
• Avg Age of attendees
• Load Count, a number you can type in after the session (press Enter to save). It’s used in your post-event recap.
• Waitlist, if anyone is waiting
• Collected revenue, and ReB8 stats if ReB8 is on

Action menu (the ⋮ button):

• Scan QR. Open the camera scanner for check-in.
• Broadcast. Email everyone registered.
• Add Attendee. Register someone yourself, including volunteers (below).
• Import CSV. Add registrations in bulk from a spreadsheet.
• Export Emails. Download attendee emails as a spreadsheet.
• Download QR Code. The event’s check-in QR code as an image, for example to post at the entrance.
• Get ReB8 Link and Download ReB8 QR (club). Shown if ReB8 is on. See ReB8 Connections.
• Edit Event. Change any detail you set when creating it.

The roster. Your attendee list, searchable by name or member ID. Guests and partners appear next to the person who registered them.

Editing an event

Action menu → Edit Event. Every field from event creation can be changed, plus the ReB8 Slug. Changes take effect as soon as you save.

Volunteers

To add someone who’s working the event rather than attending, use Add Attendee and mark them as a volunteer for this event. Volunteers:

• show a Volunteer label on the roster
• don’t count toward capacity or the Registrations number

Marking someone as a volunteer applies to that one event only. If they register normally for a later event, they’re treated as a regular attendee.

Reusable event type defaults

If you run the same kind of event often, set up an Event Type once under Settings → Event Types with your usual title, capacity, pricing and location. Picking that type when you create an event fills all of it in. You can still change anything for a single event without affecting the saved default.

Cancelling an entire event

Managers and owners can cancel a whole event from Edit Event. When you do, JackOps automatically:

1. Refunds everyone who paid online, in full, through Square
2. Gives back credit to anyone who paid with credit
3. Cancels every registration, including pay-at-the-door ones (there’s nothing to refund for those)
4. Emails everyone to let them know
5. Removes the event from your public site

A summary appears afterwards showing what was refunded and anyone who couldn’t be emailed or refunded, so you can follow up with them personally.

Broadcasting to attendees

Action menu → Broadcast sends a one-off email to everyone currently registered. Use it for last-minute news like a weather or venue change. It’s separate from the automatic confirmation and reminder emails.