Events Hub

The Events panel manages everything from a single 100-person workshop to a 500-person fundraising gala. Same UI either way — complexity scales with what you turn on.

Seven sub-tabs

• Events — event list (default view).
• Registrations — every RSVP and ticket purchase across all events.
• Categories — taxonomy (Workshop, Fundraiser, Volunteer, Class, Meeting…).
• Coordinators — staff/volunteers who run individual events.
• Locations — physical venues you host at frequently.
• Check-In — live attendance at active events (also accessible from the mobile panel).
• Raffle — paid raffle drawing module.

Creating an event

New opens a multi-step form:

1. Basics — title, date, time, category.
2. Location — physical address or "Virtual" (we host the Zoom/Meet link).
3. Capacity — total seats; waitlist on/off.
4. Pricing — free, donation-only, or paid ticket. Multiple ticket tiers supported.
5. Coordinator — who's running it.
6. Description — public-facing copy with rich text.
7. Public visibility — when the event becomes visible on your website.

Public event page

Every event automatically gets a public page at /events/{slug}. Includes:

• Hero image
• Date, time, location, capacity
• Description
• RSVP / ticket button
• Add to calendar (Google, Apple, Outlook)
• Share buttons (Facebook, Twitter, email)
• Map (if physical location)

Free vs. paid events

• Free — RSVP captures name and email; no payment.
• Donation-only — "suggested $25" wording; donor can pay any amount or skip.
• Paid (single tier) — fixed ticket price.
• Paid (multi-tier) — multiple options ("General $50 / VIP $150 / Sponsor $500"). Each tier has its own seat allocation.

Capacity and waitlist

When capacity is reached, registrations move to a waitlist. Coordinator can promote from waitlist manually, or set "auto-promote on cancellation" so a freed seat is offered to the next waitlisted person automatically.

Check-in flow

Two options at the door:

• Web check-in — staff opens Check-In tab, types or scans the registrant's name; clicks check-in.
• Mobile QR check-in — using the Koolay Mobile Panel Android app. Scan the QR from the registrant's confirmation email — they're checked in instantly. Best for high-volume events.

Post-event

After the event:

• Attendance report auto-generated — registered vs. checked-in.
• Send thank-you email with optional photo gallery and donation prompt.
• Move event to the "Past" view; visible publicly under "Past events" on your site.

Common patterns

• Coordinators get their own slim view — assign coordinator role; they only see events they're running.
• Use categories aggressively — donors filter the public events page by category.
• Add Calendar buttons matter — events with calendar links get 25%+ more attendance.