Run your event through the season

Once your event is posted, the main job is keeping its status true: Open while you want teams, Near capacity when a spot or two is left, and Full when you’re full. The host panel at the top of the event page and My Events put the status one tap away, and the app emails you when it’s time to check in.

Everything here needs a contributor or admin role in the host organization. Any of your organization’s contributors and admins can do it, not only the person who posted the event.

Change the status

On the event page: in the host panel, tap Open, Near capacity, or Full. You’ll see Status changed to Full. Tap the status that’s already highlighted to confirm it’s still right.
In My Events: tap the same buttons on the event’s card. This is quickest when you have several events.

When the teams attending reach your Teams wanted while the event is still Open, the host panel asks whether to switch to Near capacity or Full.

Each status change:

resets the check-in clock and updates Status confirmed [date] on the event page
emails everyone watching the event (“[event] is now Full”)
emails the person who posted it and your organization’s admins, except whoever made the change
when a Full event goes back to open or near capacity, emails the teams on its wait list, saved searches that asked to hear about reopened events, and teams whose post fits

Answer check-in emails

If an open or near-capacity event’s status hasn’t been confirmed in three weeks, you get “Is [event] still open?”. It goes to the coach who posted the event, or to your admins if that coach is no longer a contributor or admin.

Tap Still open, Near capacity, or Full in the email.
On the page that opens, confirm with Mark as … (or pick one of the other buttons). You don’t need to log in.
You see Saved: Open. Thanks for keeping it current. (with the status you picked).

The link in the email works for 30 days. After that, log in and tap the status on My Events. Check-ins stop once the event starts. To stop them, turn off “Is this event still open?” check-ins on Account Settings.

Visitors see a warning on an open event whose status hasn’t been confirmed in 30 days, so answering check-ins keeps coaches from skipping your event.

Teams attending

Coaches from other organizations tap We’re attending in the Your Team panel on your event page. The list is under Teams Attending in the event page’s menu, and if you set Teams wanted, the page shows Teams: 5 of 16 so far. A team confirmed by phone or email? Select Add a team at the top of that section (or above the list on the event’s edit page) and pick the school or club. It’s informational: it doesn’t hold spots or change your status. Logged-in coaches also see each team’s wrestlers per division next to its name, and your own team’s, when entered under Team Settings on Our Season.

To take a team off the list, choose the trash can (Remove team) next to it. A team you removed can’t add itself back; it’s told to contact you.

Answer messages

Coaches write to you with Message the host. The person who posted the event and your organization’s admins get an email for each one, with a Read and reply button. Anyone who posts for your organization can read and reply in Messages; the menu shows how many conversations are unread. See Messages.

To reach teams yourself, choose Teams Looking in your event page’s menu, then Message teams.

Keep a to-do list

Choose To-dos in your event page’s menu and select Start from the checklist: apparel, loaner mats, officials, athletic trainer, concessions, volunteers, and hospitality room food. Assign each one and set the day it’s needed by; your coaches get a reminder email three days before. Keep your vendors on your organization’s Vendors page and link them to the to-dos. See To-dos and vendors.

Survey your teams

To plan mats, brackets, and hospitality, choose Forms in your event page’s menu and send a form to the teams attending: wrestlers per division, coaches, arrival, or your own questions. Start from the pre-event survey has the usual questions ready. Answers come back in one grid with totals, and the wrestler counts fill in each team’s size. See Forms.

Manage the wait list

The wait list works only when Allow a wait list is checked on the event and the event is Full.

When a team joins, you get “[team] joined the wait list: [event]” with its place in line and note.
Open the wait list from the email, or choose Wait List in the event page’s menu. Only your organization sees the full list: team, city, when they joined, the coach’s name, email, and phone, and their note, in the order they joined.
When a spot opens, contact the next team. The app doesn’t give out spots.
Choose the person-plus icon (Move to attending) once a team has a spot, or the trash can (Remove) if it booked elsewhere.

If you change the status back to open or near capacity, every team on the list gets “Spots may be open: [event]”. The teams stay on the list until you remove them or they leave. Other visitors only see the count, like Wait list: 4 teams.

Watch the interest

The host panel on each event page shows teams attending, teams looking that fit, how many people are watching, and the wait list. My Events shows the same for every event of every organization you post for, soonest first, as cards:

Count	What it counts
attending	Teams attending, shown as 5 of 16 when you set Teams wanted
teams looking fit	Open Teams Looking posts that fit; it links to the list on the event page
watching	People watching the event
on the wait list	Teams on the wait list
views	Visits to the event page from people outside your organization, once per visit

Turn on Include past events to see finished ones. Show as spreadsheet puts them in a table with Edit, and Duplicate (or Post next season once the event is over) on each row. Events hidden after reports show Hidden (reported).

If your event is hidden

If three different people, at least two of them logged in, report a problem with your event within 60 days, it’s hidden and you get “Your event is hidden for now”. Check the details, choose Edit, and save. That puts it back up. See New organizations and reports.

Edit details

Choose Edit on the event page (or on the event’s card in My Events), change what you need, and choose Save changes. The poster and your admins get an email about what changed. Members can choose History in the event page’s menu to see every change and who made it.

Watchers are emailed about status changes only. Teams that added your event to Our Season see a changed name, date, venue, address, or bracket link on their schedule; if they had set their own value, they get a host change to Accept or Decline. Teams that only marked We’re attending or joined the wait list aren’t told, so contact them yourself when the date or place changes.

To post a parallel event, such as the girls’ version of your tournament, choose More > Duplicate. It opens a new event with every detail and the flyer copied, on the same dates.

Cancel the event

On the event page, choose More > Cancel Event.
Confirm with Cancel event in the dialog.

The event stays listed with a Cancelled badge so teams know it isn’t happening. Watchers and your admins are emailed, and calendar feeds show it as cancelled. If you cancelled by mistake, choose Edit, pick a status, and save to bring it back.

Copy it to next season

About a day after the event ends, you get “Post next year’s [event]?” with a Post next season’s event button. You can also choose More > Copy to Next Season on the event page at any time, or Post next season in the My Events spreadsheet, with Include past events on.

The copy opens as Post Next Season’s Event with:

the dates moved to the same weekday a year later
a year in the name moved forward (2026 Pierz Invitational becomes 2027 Pierz Invitational)
the status set to Open and the registration deadline moved forward a year
the registration link, bracket links, and flyer left empty, since those change each year

Check the details and choose Post event. The reminder email isn’t sent if you’ve already copied the event.