Managing Events
Events are the top-level containers for all volunteer activity in HoMeeSuite. As event staff you create events, configure which features are active, and control when registration opens.
Creating an event
Navigate to Admin → Events → New Event. Required fields:
- Name — shown to volunteers everywhere in the UI
- Slug — the URL identifier (e.g.
summer-fest-2025→/events/summer-fest-2025). Lowercase, hyphens only, must be unique. - Event start and end — the public-facing event dates
Optional fields:
- Buildup start / Teardown end — extend the event window for pre/post shifts
- Location — shown on the public event page
- Welcome message — displayed to volunteers after they enroll
- Cover photo — banner image for the event card and detail page
Event settings
Open an event and go to Settings to configure it further.
Registration
Registration open — toggle this to allow volunteers to enroll. The event is visible in the public list regardless, but the "Join" button is only active when registration is open.
Cancellation cutoff — number of hours before a shift starts within which volunteers can no longer cancel their own sign-up. Set to 0 to allow cancellation at any time. If a volunteer needs to cancel within the cutoff, a coordinator must do it manually from the shift detail page.
Modules
Each event independently activates optional feature modules. Toggle them on or off at any time — changes take effect immediately.
| Module | Enables |
|---|---|
| Volunteer Planning | Shift sign-up, schedule view, participant management |
| Communications | Broadcasts and direct messaging |
| Shopping | Shopping list and procurement (coming soon) |
| Inventory | Equipment tracking (coming soon) |
Goodies
Controls whether volunteers earn a reward for their hours.
| Setting | Behaviour |
|---|---|
| None | No goodie tracking for this event |
| Goodie | Volunteers earn a generic goodie at configured hour thresholds |
| T-Shirt | Volunteers earn a t-shirt reward |
Goodie levels
Goodie levels define the tier thresholds. Create them in Settings → Goodie Levels.
Each level needs a name (shown to volunteers), a threshold in hours, and an optional description. Levels are ordered by threshold — when a volunteer's tracked hours cross a threshold they become eligible for that tier.
Coordinators sign off the physical handover from the Participants page.
Voucher ratio
Number of work hours that earn one voucher. Set to 0 to disable vouchers.
Shift alerts
Enable alerts to allow individual shift types and shifts to trigger email notifications when they reach a configured fill percentage. Configure recipients per shift type under Shift Types.
Shift types and locations
Before creating shifts you need at least one shift type. Locations are optional but recommended.
Shift types
Create and manage under Shift Types within the event.
Each type has a name, an optional description for volunteers, and two optional settings:
- Goodie multiplier — shifts of this type credit hours at this rate. A 2-hour shift with multiplier
1.5credits 3 goodie hours. - Alert threshold + recipients — when alerts are enabled, set a fill percentage and one or more email addresses to notify when the threshold is crossed.
Compliance items attach acknowledgements to a shift type. Volunteers must check off each item before signing up for any shift of that type. Use for safety briefings, code of conduct agreement, or required qualifications.
Locations
Create under Locations. A location is a named venue (e.g. "Main Stage", "Parking Gate A"). Assigning a location to a shift helps volunteers find where to go.
Event statistics
The Statistics tab (admin-only) gives a live overview of your event in four sections:
- Overview — headline KPIs (total enrolled, arrived on site, shift no-shows, overall shift fill rate) and an enrollment-over-time bar chart.
- Shifts — fill rate table by volunteer type (required slots vs filled, no-shows per type, colour-coded red/amber/green), sorted worst-first so you can see where to focus recruitment.
- Volunteers — planned arrival and departure histograms, and all custom form-field responses.
- Rewards — goodie level signoff counts, total vouchers issued, and compliance item verification rates.
Use the ↓ CSV and ↓ Excel buttons in the top right to download a full roster of enrollments with all custom field values attached. Only users with event-management permission can access this page or download the export.
Public event pages
Every event has unauthenticated public pages:
/events/[slug]— overview, dates, location, join CTA/events/[slug]/plan— shift plan; volunteers can sign in and sign up from here/events/[slug]/dashboard— personal schedule for enrolled volunteers/events/[slug]/kiosk— on-site kiosk mode for arrival check-in/events/[slug]/news— news and announcements/events/[slug]/faq— FAQ page