To-dos and vendors

Each event has a to-do list for the host’s members: what has to happen before the event, who’s doing it, and by when. Your organization keeps its vendors (apparel, mats, food, officials, and the rest) on its own Vendors page, and a to-do can link to one.

Members of the host organization see both. Contributors and admins change them; members with the view role read them.

Your event’s to-dos

Open your event and choose To-dos in the menu. The grid lists every to-do: Task, Assigned to, Status, Needed by, Completed, Vendor, and Notes. Open ones come first, soonest needed first. A to-do past its needed-by day that isn’t done says “(overdue)” in red. Search, sort, and filter the grid, turn off Show done to hide finished ones, and Download CSV for a spreadsheet.

The host panel at the top of the event page shows Open to-dos, with how many are overdue.

Start from the checklist

With no to-dos yet, Start from the checklist adds the usual tournament tasks: order apparel, line up loaner mats, book officials, book an athletic trainer, schedule concessions staff, recruit volunteers, and plan hospitality room food. Assign them and set the days they’re needed by. Later, Add the checklist’s to-dos you don’t have yet adds any you deleted or never had.

Add or change a to-do

Select Add a to-do, or the pencil (Edit to-do) on a row.
Write the Task.
Under Assigned to, pick someone from your organization, or Someone else and type a name (a parent volunteer, your athletic director).
Set the Status: To do, In progress, or Done.
Add a Needed by day, a Vendor, and Notes if they help.
Select Add to-do or Save.

The check (Mark done) on a row finishes it in one step, and the arrow (Reopen) puts it back. A done to-do gets a Completed day: today, unless you pick another. Delete is in the edit dialog and asks first.

Reminders

Someone from your organization with a to-do gets an email three days before it’s needed, once, if it isn’t done. Changing the person or the needed-by day lets a new reminder go out. People added by name under Someone else don’t get emails. See Emails.

Your vendors

Choose Vendors in your organization page’s menu (members only). The grid lists each vendor’s Company, Type, Contact, Phone, Email, Notes, and how many to-dos link to it.

Select Add a vendor, or the pencil (Edit vendor) on a row.
Enter the Company and pick the Type: Apparel, Mats, Food and hospitality, Concessions, Officials, Athletic trainer, Photography, or Other.
Add a Contact name, Phone, Email, and Notes (like “Order by Nov 1 for December delivery”) if you have them.
Select Save vendor.

Vendors belong to the organization, so every event it hosts can use them, this year and next. Deleting a vendor takes it off to-dos that linked to it; the to-dos stay.

Next season

Copy to Next Season brings the event’s to-dos along as not done, with the same people and vendors and the needed-by days moved with the event. See Copy and next season.