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SStandShare

Get started as an Event Coordinator

Admin Coordinator

As an Event Coordinator, you create and manage concession stand events, assign workers to stands, track attendance, and settle event finances. This guide covers everything you need to get started.

Accessing Event Management​

  1. Sign in to StandShare (see Signing In if you need help).
  2. Click Events in the top navigation bar.

The Events page lists all events with their name, venue, date, status, and settlement status.

Creating Your First Event​

  1. On the Events page, click the Create Event button.
  2. Fill in the event details:
    • Event Name -- A descriptive name (e.g., "Friday Night Football - Week 3").
    • Venue -- Where the event takes place.
    • Date -- The date and time of the event.
    • Stands -- Add one or more concession stands with stand numbers.
  3. Configure financial settings:
    • Per-Person Rate -- Optionally set a flat rate paid to each worker.
    • Fund Distribution -- Enable or disable automatic fund deductions for this event.
  4. Click Save to create the event.

The event will appear in the list with an upcoming status.

Assigning Workers to Events​

Once an event exists, you need to assign workers to concession stands:

  1. Open the event from the Events list.
  2. In the workers section, assign family members or guest workers to specific stands.
  3. Optionally set a role assignment for each worker (e.g., cashier, cook).

Workers (and their Family Leads) will be able to see their assignments on their own Dashboards.

Managing Event Day​

On the day of the event:

  1. Open the event from the Events list.
  2. Track attendance as workers arrive -- mark them as attended, no show, or cancelled.
  3. After the event, enter financial data for each stand:
    • Commission earned at the stand.
    • Credit card tips collected.

Settling an Event​

Settlement calculates how earnings are distributed to families after fund deductions.

  1. Navigate to the event and click Settle Event (or go to the event's settlement page).
  2. Review the financial breakdown:
    • Revenue Sources -- Total commission, credit card tips, per-person amounts, and total revenue.
    • Deductions -- Fund deductions (e.g., General Fund, Board Fund) calculated from settlement templates.
    • Member Payment -- The net amount credited to each family.
  3. Confirm the settlement. Transactions will be created automatically in each family's account.
tip

Settlement templates define the fund deduction rates applied to events. If you have admin access, open them from the Admin Hub (under Settlement Templates) or the overflow menu's Admin section.

Understanding Event Statuses​

StatusMeaning
upcomingEvent is scheduled but has not occurred yet
activeEvent is currently in progress
completedEvent has ended but has not been settled
settledEvent finances have been settled and distributed

Using the Calendar View​

For a visual overview of all events:

  1. Open Events from the top navigation.
  2. Switch to the Calendar tab in the Events Hub (or open Calendar from the overflow menu).

The calendar shows events by date so you can plan ahead.

Next Steps​