Event Lifecycle Guide (Admin)

Purpose

This guide explains the operational lifecycle of events for club administrators.

Event statuses

• draft: internal placeholder, not visible to participants.
• tentative: provisional event, not a guarantee of participant availability.
• confirmed: final scheduled event.
• canceled: canceled occurrence or event.

Creation lifecycle

1. Build event data (title, type, date, call time, start/end, location, team).
2. Validate required fields and time consistency.
3. Review availability warnings when the club capability is enabled; they are planning guidance, not a guarantee that every participant can attend.
4. Save as tentative or confirmed.
5. Review the invited participants and their pending responses.
6. Publish when ready. Drafts do not send participant notifications; successful publication does not confirm delivery to every device.

Modification lifecycle

1. Open existing event.
2. Edit time, location, participants, or details.
3. Re-check conflicts.
4. Save changes.
5. Send update notifications.

Participant response lifecycle

• confirmed: participant accepted call-up.
• declined: participant declined with reason.
• no_show: participant did not attend.
• not_checked: attendance not yet recorded.

Attendance lifecycle

• live check-in: mark attendance during event.
• post-event: complete missing records after event.
• dashboard: review attendance trends and no-show risk.

Admin checklist

• Keep draft events short-lived.
• Resolve high conflict events before confirmation.
• Require decline reasons.
• Close attendance records on same day.
• Review no-show patterns weekly.