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SStandShare

Create and run concession stand events

Admin Coordinator

This guide walks Coordinators and Admins through creating concession stand events, setting event details, assigning workers, and managing events through their lifecycle — all from the Events Hub.

The Events Hub​

Opening Events from the top navigation drops you into the Events Hub with two tabs:

  • List — the events table with a summary strip at the top, filter sheet, and temporal grouping (Today, This Week, Later this Month, and so on).
  • Calendar — the same events on a month calendar. Switch tabs without leaving the page.

Each list card shows a lifecycle badge (Upcoming, Happening Now, Completed, Settled), a signup badge, and — for events with a Max Workers cap — a color-zoned coverage bar (red below 50%, amber 50–79%, green 80%+) with a X / Y workers label. Use the filter sheet (filter icon on the list) to narrow by status, venue, date range, or your own custom filters.

Click any event card to open its Event Detail page — that is where you edit, assign workers, check people in, and settle.

Understanding Event Statuses​

Every event moves through a series of statuses:

StatusMeaning
UpcomingEvent is created and visible, but has not started yet.
ActiveEvent is currently in progress.
CompletedEvent has ended; stand data can now be entered.
SettledFinancial settlement has been run and transactions created.

Create a New Event​

  1. Navigate to Events from the main sidebar.
  2. Click the Create Event button in the top-right corner.
  3. Fill in the required fields:
    • Event Name -- A descriptive name (e.g., "Homecoming Football Game").
    • Venue -- The location where the event takes place. By default this is a free-text field (Custom Venue). Check the Platform Venue toggle to search for and select a venue from StandShare's built-in venue directory instead.
    • Date -- The date of the event.
  4. Optionally fill in:
    • Status -- Defaults to Upcoming. Change only if you are creating a backdated event.
    • Per-Person Rate -- A fixed dollar amount paid per worker, if applicable.
    • Max Workers -- The maximum number of confirmed workers. Leave blank for unlimited capacity.
    • Enable Waitlist -- Toggle on to place workers on a waitlist once Max Workers is reached. The waitlist is unlimited in size.
    • Fund Distribution Enabled -- Toggle on to apply General Fund and Board Fund deductions during settlement.
    • Signup Window -- Optionally set an open and close datetime to control when self-registration is available.
  5. Click Create to save.

The event is created in Upcoming status (or whichever status you chose) and appears on the Events list.

note

There are no Notes or Settlement Template fields on the create form. Notes and settlement configuration are managed separately after the event is created.

Set Date, Location, and Details​

To edit an existing event:

  1. Navigate to Events and click the event card to open its Event Detail page.
  2. Click Edit Event to open the tabbed Edit Event modal.
  3. Move between tabs as needed — the modal groups fields by purpose:
    • Details — Name, Venue, Date, Status, Per-Person Rate, Signup Window, Max Workers, Waitlist, Fund Distribution.
    • Stands — add, edit, or remove physical concession stands (see Add and configure concession stands).
    • Additional tabs may appear depending on your org's enabled features.
  4. Click Save Changes.
note

The old separate Edit Event page and the AdminEventEdit view are gone. All editing happens in this tabbed modal, launched from the Event Detail page's Edit Event button.

warning

On events that have already been Settled, the following fields are locked and cannot be changed:

  • Venue (both Custom and Platform Venue)
  • Per-Person Rate
  • Fund Distribution Enabled

If you need to correct these fields on a settled event, you must reverse the settlement first.

Platform Venue vs. Custom Venue​

The Venue field supports two modes, toggled by the Platform Venue checkbox next to the Venue label:

  • Custom Venue (default) -- Type any location name or address directly into the text field.
  • Platform Venue -- Check the toggle to open a venue picker that searches StandShare's built-in venue directory. Selecting a platform venue links the event to standardized venue data.

You can switch between modes when creating or editing an event. On settled events, the venue type cannot be changed.

Enable Self-Registration and Signup Windows​

Registration settings are part of the main Create Event modal and Edit Event page — there is no separate Registration tab.

To allow families to self-register for an event:

  1. Set Max Workers to the maximum number of confirmed workers you want. This controls the capacity for confirmed assignments.
  2. Optionally toggle Enable Waitlist to on. When Max Workers is reached, additional sign-ups are placed on an unlimited waitlist and automatically promoted when a spot opens.
  3. Optionally set a Signup Window:
    • Signup Opens At -- Leave blank to allow registration immediately. Set a future datetime to open registration at a scheduled time.
    • Signup Closes At -- Leave blank to keep registration open until the event ends. Set a datetime to close registration automatically.
  4. Click Create (new events) or Save Changes (existing events).

Once registration is open, a Sign Up button is visible to eligible users on the event.

For advanced signup configuration including group-based priority tiers, see Configure Timed & Tiered Signup.

note

There is no Waitlist Capacity field. Once enabled, the waitlist accepts an unlimited number of entries. Only Max Workers limits the number of confirmed (non-waitlisted) workers.

How capacity and waitlist enforcement work​

The two fields interact as follows:

Max Workers set?Waitlist enabled?Behavior
YesNoSign-ups are accepted up to the limit. Once full, the Sign Up button is hidden and no further sign-ups are accepted.
YesYesSign-ups up to the limit are confirmed. Once full, additional sign-ups go onto an unlimited waitlist. When a confirmed worker cancels, the first waitlisted person is automatically promoted.
No (blank)NoUnlimited confirmed sign-ups. No waitlist.
No (blank)YesThe waitlist toggle has no effect without a Max Workers limit — all sign-ups are confirmed immediately.
tip

If you want to use the waitlist, always set Max Workers first. A waitlist without a capacity limit will never activate.

To adjust capacity after an event is created, use the Edit Event page (pencil icon in the Actions column). Increasing capacity on a live event with an active waitlist automatically promotes waitlisted workers if auto-promotion is enabled. See Control Event Registration and the Waitlist for admin controls.

Add Stands to an Event​

Each event can have one or more concession stands. Stands are used to track commission revenue independently.

  1. Open the event from the Events Hub.
  2. Click Edit Event and switch to the Stands tab.
  3. Click + Add Stand.
  4. Enter the Stand Number (e.g., "Stand 1", "North Entrance") and an optional Max workers per stand.
  5. Repeat for each stand at the event.

Stands are read-only on settled events — make stand changes before you settle.

After the event is completed, you will enter commission and tip data per stand before settlement.

Assign Workers to an Event​

Workers are the family members (or guest workers) who staff the concession stands. Assignments are managed from the Roster drawer on the Event Detail page.

  1. Open the event from the Events Hub.
  2. Click Manage Roster on the Event Detail page to open the Roster drawer.
  3. Click + Assign Worker.
  4. Search for a family or user and select the worker.
  5. Optionally assign them to a specific Stand and a Role (e.g., "Cashier", "Runner").
  6. Click Assign.

The Roster drawer also holds the Check-In and Mark All Attended controls — both of those actions moved here so attendance and assignment live in one place.

Each assigned worker starts with an attendance status of Assigned. You can update attendance later:

Attendance StatusMeaning
AssignedWorker is scheduled but has not confirmed.
ConfirmedWorker has confirmed they will attend.
AttendedWorker was present at the event.
No ShowWorker did not attend (may incur a debit).
CancelledAssignment was cancelled before the event.
tip

Only workers with Attended status receive a payout during settlement. Mark attendance accurately before settling.

Cancel or Remove an Event​

To cancel an event before it takes place:

  1. Navigate to Events and open the event you want to cancel.
  2. Open the Actions menu on the Event Detail page and choose Delete Event (available for unsettled events in Upcoming status).
  3. Confirm the deletion.
warning

Deleting an event permanently removes it and all associated worker assignments. This action cannot be undone. If you want to preserve a record of the event, consider leaving it in Upcoming status rather than deleting it.

Creating an Event from a Template​

If your organization has saved event templates, you can quickly create one or more events with pre-filled settings.

  1. Navigate to Events from the main sidebar.
  2. Click the From Template button in the top-right corner. This button only appears when your organization has at least one saved template.
  3. In the template dialog:
    • Select a template from the dropdown list. Each template contains the venue, stands, and settings from a previously saved event.
    • Add dates -- enter one or more dates for the events you want to generate. Click + Add Another Date to add additional date rows.
    • Name suffix (optional) -- for each date, enter a short label such as "vs Franklin High". The generated event name combines the name prefix with this suffix.
    • Name prefix (optional) -- if set, all generated events use this prefix. For example, a prefix of "Bucs vs" and a suffix of "Franklin High" produces the event name "Bucs vs Franklin High".
  4. Click Generate {N} Event(s) to create the events.

All generated events inherit the template's settings (venue, stand configuration, rates, fund distribution, and other details) and start with Upcoming status. You can edit each generated event individually afterward.

For full details on batch generation and managing templates, see Use Event Templates.

Saving an Event as a Template​

To save an existing event as a template for future use:

  1. Navigate to Events.
  2. Find the event in the list and open its action menu.
  3. Click Save as Template.
  4. Enter a Template Name (the field pre-fills with "Template from {event name}").
  5. Click Save Template.

You can view and delete saved templates in the collapsible Event Templates section at the bottom of the Events page.

Cloning an Existing Event​

Cloning creates a copy of an existing event with a new date. This is useful when you have a similar event coming up and want to reuse the same settings without creating a full template.

  1. Navigate to Events.
  2. Find the event you want to clone and open its action menu.
  3. Click Clone Event.
  4. In the clone dialog:
    • Date (required) -- enter the date for the new event.
    • Name (optional) -- enter a new name for the cloned event. If left blank, the original event's name is used.
  5. Click Clone to create the copy.

The cloned event inherits the original event's venue, stands, rate, capacity, and other settings. Worker assignments are not copied -- you will need to assign workers to the new event separately.

tip

Use Clone for one-off copies and Templates when you plan to create the same type of event repeatedly throughout the season.

Next Steps​