Events
This guide explains how to organize non-tournament club activities in ChessMint using the Events feature.
What are Events
Events are non-tournament club activities such as training sessions, lectures, simultaneous exhibitions, social gatherings, or club meetings. They are separate from rated or competitive tournaments but still benefit from registration, attendance tracking, and payment management within the club workspace.
Use events when you need:
- Registration or RSVP tracking for a club activity.
- Attendance feedback from invited members.
- A registration fee for a training session or workshop.
- A shared calendar entry visible to club members.
Event Fields
When creating an event, you can configure the following:
| Field | Description |
|---|---|
| Name | The event title shown in the list and to players. |
| Date | The date the event takes place. |
| Time | The start time in HH:MM format (optional). |
| Location | Where the event is held (optional). |
| Description | A free-text description up to 1000 characters. |
| Registration fee | Amount in the club currency. Set to 0 for free events. |
| Max participants | Maximum number of registrants. Set to 0 for unlimited. |
| Registration deadline | Last date for registration (optional). |
| Response type | How participants should respond: none, optional, or required. |
| Public event | Whether the event is visible to players or only to organizers. |
Event Status
Events move through a simple status lifecycle:
| Status | What it means |
|---|---|
| Inactive | The event is created but not yet active. New events start here. |
| Upcoming | The event date is in the future. Shown automatically based on the event date. |
| Today | The event takes place today. Shown automatically based on the event date. |
| Active | The event is live and registration is open. |
| Completed | The event has finished. |
| Cancelled | The event will not take place. Remains visible for records. |
Organizers can change status manually from the menu (⋮) on each event row. Players only see upcoming and active events.
Creating an Event
Creating an event uses a two-step wizard:
- Event details — Fill in the name, date, time, location, description, fee, max participants, response type, and visibility. Click Continue to proceed.
- Participants — Optionally add participants from the club member directory. You can search for specific people or skip this step and add participants later.
When participants are added during creation, they receive the status invited. You can add more participants at any time from the event's Participants tab.
Participants Tab
After creating or opening an event, the Participants tab shows everyone registered for the event.
Adding Participants
- Search and add — Open the person picker, search by name, and select one or more club members. New participants are added with status invited.
- Add all members — Add every club member to the event at once. Members who are already participants are skipped.
Managing Participants
For each participant, organizers can:
| Action | Description |
|---|---|
| Edit status | Change between invited, accepted, declined, and cancelled. |
| Edit fee | Adjust the registration fee for an individual participant. |
| Remove | Remove the participant from the event. |
| Record payment | Record a manual payment for the participant's registration fee. |
| Sync fees | Update all participant fees to match the event's current registration fee. |
Attendance Feedback
When the response type is set to optional or required, participants can respond to the event invitation:
- Accept — The participant confirms they will attend.
- Decline — The participant indicates they will not attend.
Organizers see the attendance status in the participant list. This helps with planning room setup, materials, or catering.
When response type is set to none, no attendance feedback is expected.
Payment Tracking
If the event has a registration fee, organizers can track payments per participant:
- View payment status badges (paid, open, partially paid) in the participant list.
- Record manual payments for cash, bank transfer, or other offline methods.
- Send payment reminder emails to participants with open balances.
Payment reminders open a dialog showing all unpaid participants. Select which ones to remind and send the reminders in bulk.
Event Reports
Organizers can generate an event report as a PDF. The report opens in a new browser tab on web, or in an external viewer on mobile and desktop platforms.
Player View
Players see events that are upcoming or active and marked as public. They can:
- View event details such as date, time, location, and description.
- Respond with attendance when the response type is optional or required.
- See their own payment status if a registration fee applies.
Players do not see inactive, completed, or cancelled events unless they have organizer access.
Access
Admins create and manage events. Admins and treasurers record event payments and send reminders. Players can see and respond to upcoming and active public events only. For who can do what across the workspace, see Roles & Access.
Event Checklist
- Event name, date, and time are correct.
- Location and description are filled in if needed.
- Registration fee and currency are set correctly.
- Max participants is configured if there is a cap.
- Response type matches whether attendance feedback is expected.
- Participants are added and notified.
- Payment reminders are sent to unpaid participants when needed.
- Event status is updated to active before the event date and to completed afterwards.