Events and RSVPs
Belt tests, seminars and parties: capacity, public events, RSVPs, and charging for a paid event.
Events are the things that happen outside the weekly timetable: belt tests, tournaments, seminars, workshops, holiday parties and open houses. They are not classes — nothing is generated from them, and there is no attendance sheet — but they can be capped, restricted to one program, and charged for.
Classes then Events is the screen.
Creating one
New Event opens a form.
| Field | Notes |
|---|---|
| Title | Required. |
| Description | Optional, up to 2,000 characters. Shown to families on the event card. |
| Event Type | Belt Testing, Tournament, Seminar, Workshop, Holiday Party, Open House, Other. Drives the colour of the badge. |
| Date, Start Time, End Time | Required. |
| Location | Optional free text — useful when it isn't at your studio. |
| Max Capacity | Optional. Unlike class capacity, this one is enforced. |
| Program (optional) | Leave as All Programs, or tie it to one. |
| Public event (visible on website) | Records the event as public. See the note below — nothing on your website reads it today. |
| This event requires payment | See below. |
Who an event is for
- All Programs — everyone at your studio can RSVP.
- One program — only students actively enrolled in that program can. Other families see the event with the line "This event is for Kids Karate students" and no RSVP buttons.
Tying a belt test to its program is the easy way to stop the wrong families signing up.
Charging for an event
Tick This event requires payment and a Price per student box appears. It is required once the tick box is on — the form will not save a paid event with no price.
The price must be between $0.50 and $10,000 — Stripe's limits, checked here rather than at the till.
The form says what happens next: "Families can pay this from their Payments page. Changing the price later applies to anyone who has not paid yet."
RSVP and payment are independent
Nothing links the two. A family can RSVP without paying, and pay without RSVPing. Capacity is enforced on the RSVP, not on the payment.
If a paid event is genuinely first-come-first-served on payment, say so in the description and reconcile the two lists yourself.
Untick the box and the price is cleared, so a re-tick next season cannot quietly resurrect last year's amount — you have to type it again.
A paid event only produces a Pay button when your studio has card charging switched on. Without it, families see the price on the event card and pay you however they normally do. See Turning on card charging.
What a family sees
In the family view, the Events screen shows each event as a card with its title, a type badge, a program badge, the price as an amber badge if there is one, and the date, time, location and description.
Underneath, one row per child with three buttons: Attending, Maybe, Declined. The current answer is highlighted, and it can be changed at any time.
For a paid event the card adds: "This event costs $45.00 per student" with a link to their Payments page. Paying is done there, not on the event.
The public-event flag does not reach your website
The Public event (visible on website) checkbox is stored, and the published website does not render events at all — it renders your programs, your schedule and the copy you wrote. So ticking the box does not put an open house or a public seminar in front of anyone who is not signed in.
Until that is wired up, advertise a public event in your website's hero or about copy. Tracked in What Dojo Tiger doesn't do yet.
Tracking RSVPs
Click an event to open its detail page:
- the date, time, location, capacity and price;
- three big counters — Attending, Maybe, Declined;
- the full RSVP List, naming who answered what.
When you set a capacity, the card shows 14 / 20. The twenty-first family
trying to RSVP as attending is refused with "This event is at full capacity".
Maybe and Declined never count against capacity.
Cancelling versus deleting
Two different buttons on the event detail page, and the difference matters.
| Action | What happens |
|---|---|
| Cancel Event | The event is marked cancelled. It stays on your list with a red Cancelled badge, drops off families' upcoming events, and stops being payable. RSVPs are kept. |
| Delete | The event and its RSVPs are removed permanently. |
Delete cannot be undone
Deleting removes the event and every RSVP against it. For an event that is not going ahead, Cancel Event is almost always the right choice — it keeps the record and stops the money.
Cancelling does not refund anyone who has already paid. Refund each of them from the student's own Charge history — there is no Refund button on the studio-wide ledger. See Refunds.
The list
Every event, with a title search, and columns for Title, Type, Date, Time, Status and actions. Status is a green Active or a red Cancelled badge — a past event that was not cancelled still reads Active — and a paid event carries an amber price badge next to its title.
Upcoming events also appear on your Dashboard.
What events are not
- They are not classes. No sessions are generated, nobody can check in at the kiosk for an event, and there is no attendance sheet. The RSVP list is your register.
- There is no reminder email. Families find out from the app, your announcements and you.
- There is no waiting list. A full event simply refuses further attending RSVPs.
- They do not repeat. A monthly event is created monthly.
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