Plan events and venues

Who can do it

The Director and the Tenant Admin create, change, cancel and delete events in Manage › Events, and save, edit and delete venues in Manage › Locations. Both roles can see members' personal information, so Tounes asks you to Confirm it's you before Manage opens.

A Section Leader creates events for their own section only, and can add a venue but not change or delete one. What they may change afterwards depends on your choir's section leader powers (see Publish for your section).

Your choir may also have its own roles, under other names, that allow the same. Events need no feature; ride sharing and accommodation on an event only show when your choir has them switched on.

How to

Save your venues

1. In Manage › Locations, tap Add venue.
2. Give its Venue name and, if you like, its address, city and postal code, a type (rehearsal venue, concert venue, outdoor spot, bar or restaurant, other) and Remarks to help members find their way.
3. Add each Public transport option (line and station) and each Parking option (with its price, or free), then Save.
4. Deleting a venue doesn't touch past events: they keep their link but stop showing the venue.

Create an event

1. In Manage › Events, tap New event.
2. Give its Title, Type, Starts and Ends. Pick a saved Venue, tap New venue to save one on the spot, or switch on Online event and paste the Meeting link.
3. For a weekly event, switch on Repeats weekly: pick the days, how often (Every week or every few weeks) and Repeats until. Each date becomes its own event. A series can run up to 18 months.
4. If needed, set Arrive at, the section whose turn it is for snacks (Snacks brought by), a snack note, and an After-event gathering venue.
5. Switch on Needs transportation for ride sharing, or Needs accommodation with the number of People per room and how long members can answer.
6. Choose the audience: the whole choir, a Section or a Group.
7. Under Registration, choose the Attendance question (Yes / No or Guest count), Who's coming is visible to, and when replies open and close. For a rehearsal, the Attendance reminder uses the choir's default from Manage › Settings unless you pick another.
8. Tap Create. The audience's active members get a "New event" notification.

Change, postpone or cancel

1. Open the event. Each part (When & where, Details with the description, attire and cover picture, Snacks & afterwards, Audience, Registration) has its own Edit.
2. In a series, Tounes asks how far a change goes: This event, This and following events or All events in the series.
3. In the event's More menu, Postpone event: Pick a new date keeps the original on the calendar, marked postponed, and creates the event again at the new date, with its rides and rooms; the audience is told. Date to be announced only marks it postponed.
4. Cancel event keeps it on the calendar, marked cancelled, and members can no longer reply. Its rides and room requests are cancelled and their people told. Set back to scheduled undoes it.
5. The same menu has Duplicate event, Open a chat for attendees and Delete event, which removes the event and its attendance.

To add the music and follow the replies, see Prepare a rehearsal or concert.