Events and RSVPs

Events (/admin/events) are social events members RSVP to from the portal — pool parties, movie nights, and similar one-off gatherings. This is separate from facility (party) rentals and from camp/lap programs. Use the Registration & pricing tab to set when sign-ups open and what they cost; open a row to edit it.

Fill in title, description, date, capacity, start/end time, and price per person, then save. Start and end use a time picker (you can still type values like 5pm). Choose New event on the Events tab; the form opens above the event list. A new event starts as a draft and isn't visible to members until you publish.

• Publish makes it visible in the portal for RSVPs.

• Unpublish takes a published event back to draft.

• Cancel ends it. Canceled is terminal, an event can't come back from canceled.

Canceling an event does not cancel the RSVPs already on it. The console says so on the cancel action. And you cannot clean them up from the console: there is no admin RSVP-cancel control (see below). Households have to cancel their own RSVPs from the portal, so tell them the event is off; the invoices they already paid are handled by hand, as account credits.

Price changes only affect RSVPs made after the edit. A member who already RSVP'd keeps the price (and invoice) they were charged at RSVP time. Editing the event's price later never touches existing RSVP invoices.

Each household can hold one active RSVP per event; to change headcount, cancel and RSVP again. When an event is full, the portal automatically offers members a join-waitlist option instead of an RSVP form.

When a spot frees up, most often because someone cancels, the system automatically offers it to the household at the front of the waitlist by email, at the regular price. You don't have to do anything for that hand-off to happen. When the event is full, later RSVPs queue on the Waitlist panel in order. On that panel you can also:

• Send offer emails the selected household, even out of order. The regular price applies if they accept. Automatic offers wait until the first household's entire party fits; they do not skip to a smaller party farther down the list.

• Remove a household from the waitlist entirely.

The # column is each household's place in line, counted 1, 2, 3 with no gaps; when someone ahead leaves or accepts, everyone behind moves up. A household can hold only one live offer, so Send offer on a row that already has one out is refused.

Caregiver passes let a member's caregiver attend without being a household member. They're issued and revoked by the member from the portal, not from the admin console. There's no admin screen for managing them directly. The fee is configured in Settings (the caregiver pass amount) and freezes onto the pass at the moment it's issued, so a later change to the setting doesn't touch passes already issued. A caregiver can't hold two active passes for the same season. The portal blocks the duplicate. Removing a pass follows the same money rule as an RSVP: an unpaid pass's invoice is voided automatically, but a pass the member already paid for is left untouched — the portal tells them so before they confirm, and if money is owed back, it takes a separate account credit from staff.

There is no admin control for this. The event page's row actions are status changes and waitlist offer/remove; the RSVP column shows a count, not a list you can act on. A member cancels their own RSVP from the portal. If a household asks you to cancel for them, the answer is that you cannot do it from the console. Walk them through the portal, or handle the money side by hand as below.

When a member cancels, what happens to their money depends on invoice status:

• Open/draft invoice, voided automatically as part of the cancel.

• Paid invoice, left untouched. If the household is owed money back, issue a separate account credit yourself (see Invoices, payments, and credits); canceling the RSVP does not do this for you. The portal's own cancel confirmation tells the member this directly when their invoice is already paid, rather than only mentioning the unpaid case.

Known issue: if the household's invoice is mid-settlement (an ACH payment showing processing) at the moment you cancel the RSVP, the invoice is currently left alone — no automatic void, no automatic credit, and nothing flags it for you. The RSVP still moves to canceled. Check the invoice manually in this situation, and once the ACH lands as paid, issue a credit by hand if one is owed. (Tracked as a known gap — see the troubleshooting article for what to tell an affected member.)