How to Manage a General Event

Between creating a General Event and the event itself, this page answers the practical questions: how many are coming, who hasn’t responded, who still owes money, and how many guests to plan for.

Get there via Events → Event List, then click the event name.

Sending invitations

Invitations aren’t sent automatically – this allows you to set up and edit the event in advance.

1. Click Send Event Announcements on the right.
2. Choose Default Event Announcement, or Include a Custom Message to add your own text to the standard email.
3. Under “Which students would you like to email?”, tick the statuses to target.
4. Click Send Announcements.

If you selected online registration in the initial setup (or by clicking Edit Event), a link to register is added to the email.

Reading the statuses

Status	Means	Do
Pending	Invited, no response	Re-send, then call
Declined	Not coming	Nothing, though a pattern is worth noticing
Registered	Coming, unpaid	Chase payment
Registered & Paid	Coming, paid	Nothing
Show All	Everyone

Sort by age, first name, or last name.

Each invitee’s card

Each card lists name, age, number of guests, primary email, whether the announcement was sent, notes, status, and event fee. Click the three dots beside the fee to change it for that person — useful for a family rate or a comped place.

Planning numbers

On the right:

• Students — how many have registered.
• Guests — how many extra people are coming, if guests were enabled.
• Selected Audience — click the plus sign to see which programs, ranks, or groups were invited.

The week before

1. Re-send announcements to Pending.
2. Chase Registered but unpaid.
3. Check students plus guests for a more accurate attendance count.
4. Export the registered list for a door check-in sheet.

Troubleshooting

Someone says they didn’t get the invitation. Their card shows whether one was sent and when. Then check their email address.

Registered but not paid. Fee payment may be Optional, or they chose to pay in person. An invoice will appear on the student’s profile, or they can pay through the Member Portal.

I need to add someone. Type their name in the search field on the event page and click Add Person.

Someone dropped out. Set them to Declined, or Remove from Event — remove is only available while they’re Pending.

Guest numbers look wrong. Guests are entered by the person registering. Ask them to verify, or edit the count on their card.