Event Guide

Turn your store calendar into your busiest marketing channel. Game Haven Guild's Event Management tools let you publish events, control who registers, take payment, manage your roster, and keep your tables reserved — all from one clean dashboard.

Creating an Event

From your Store Dashboard, open Event Management and tap Create New Event. The editor is organized into four simple sections.

Event Overview (The Basics)

This is what gamers see first. Make it count.

  • Event Name(required, max 30 characters) — Your headline. Examples: "Friday Night Magic," "Warhammer 40K League Night," "Open Board Game Sunday." Keep it punchy and searchable.

  • Description(required) — The details: rules, format info, what to bring, skill level welcome. This is your marketing pitch — tell gamers why they should show up.

  • Entry Fee(required) — Set a price (e.g., $5) or mark it Free. When your store has Stripe payments enabled, paid events route gamers through secure checkout before their spot is confirmed. The currency is auto-filled from your store's default.

  • Prizes(required) — What's on the table: store credit, booster packs, trophies, or None. Prizes drive registrations — be specific.

  • Play Style(required) — Choose Casual or Competitive. This sets expectations and helps gamers filter the calendar for the experience they want.

  • Game(optional) — Search and select a single game from your full games library. Priority games surface first; a search box lets you find any title. Selecting a game auto-fills its category and unlocks relevant game formats.

  • Game Categories(auto-filled) — Pulled from your selected game, these tags help your event show up in category-based calendar filters.

  • Game Format(optional) — When the selected game has defined formats (e.g., "Standard," "Draft," "Commander"), pick one to set clear play expectations.

Registration & Tracking (Who Registers and How You Track It)

This section controls the registration experience and how you monitor who's coming.

  • Registration Tracking — Three modes:

    • Track in GHG App — Gamers register through the app with one tap. You get a live roster, waitlist, and check-in tools. This unlocks all the advanced registration features below.

    • Track in External App — Send gamers to a third-party registration page (e.g., Eventbrite, a Google Form). You provide the URL; the app shows a "Register" button linking out.

    • No Registration Tracking — A pure calendar listing. Gamers see the event details but there's no in-app registration.

When you choose "Track in GHG App," these powerful options unlock:

  • Maximum User Registrations — Cap your event (e.g., 24 players). Once the cap is reached, additional registrants automatically join a waitlist. Choose None for an open event.

  • Enable Waitlist — Turn the waitlist on or off. When on, a full event keeps collecting interested gamers; if someone drops, you can promote the next waitlisted player into their spot.

  • Members-Only Registration(appears when your membership program is enabled and at least one level allows it) — Restrict registration to active store members only. Great for VIP events, league play, or member-appreciation nights.

  • Members-First Registration(appears when enabled at the membership level) — Let members register before the general public. Set a Non-Member Registration Opens On date; members get a head start, then everyone else can join.

Store-wide override: If you've turned on "Force All Events to Members-Only" in your membership configuration, every event is automatically members-only and the members-first option is hidden.

  • Game Tracking — Choose how match results are recorded:

    • No Game Tracking — Results managed elsewhere or not tracked.

    • Track in GHG App(coming soon) — In-app match results and standings.

    • Track in External App — Link to an external standings/results page.

Event Scheduling (When It Happens)

  • Date(required) — Pick the event date. The picker respects your store's operating hours — you can't accidentally schedule an event on a day you're closed.

  • Start Time & End Time(required) — Half-hour increments from 6:00 AM to 11:30 PM. Start times on today's date hide past times; end times are always after the start time. The editor validates against your store hours and warns you if the event runs before opening or after closing.

  • Recurring Events(new events only) — Turn a one-off into a series:

    • Choose Weekly (same day of week, repeats every 7 days) or Monthly (same nth weekday — e.g., the third Friday of each month).

    • Pick how many occurrences (1–12).

    • Each generated occurrence shows its date and times, all individually editable before you create. The system creates separate event records, so you can edit or delete any single occurrence later independently.

Event Space / Table Reservations (Where It Happens)

Appears when table reservations are enabled and "auto-reserve tables for events" is turned on in your reservation settings.

  • Reserve Tables — See only the tables that are actually free for your event's date and time (conflicts are filtered out automatically). For recurring events, only tables available across all occurrences are shown.

  • Each table card displays its name, number, shape, location, seat capacity, and price per 2 hours. Tap to select one or more tables; they'll be auto-reserved and linked to the event the moment you create it.

  • For recurring events, the selected tables are reserved for every occurrence.

Editing an Event

Open any event from your Event Management list and tap Edit to reopen the same form, now pre-filled. Editing works almost identically to creating, with a few powerful differences:

  • All fields are editable — name, description, fee, prizes, play style, game, format, registration settings, and scheduling.

  • Linked table reservations stay in sync — if you change the date or time, any tables reserved for the event automatically update to the new slot. The editor checks for conflicts at the new time and warns you before saving if a linked table would clash with another reservation.

  • Reserved Tables panel — see currently reserved tables (remove any with one tap) and add new tables from the available list, all without leaving the editor.

  • Unsaved-changes protection — the editor flags the event as dirty while you're editing; closing without saving asks you to confirm.

  • Delete — a destructive option removes the event (sets status to "removed") and cancels all its linked table reservations in one action.

Managing Events & Registrations

From the Event Management list, each event card is your command center:

  • Status badges — upcoming, ongoing, completed, cancelled, removed — so you always know where things stand.

  • Registration Manager — open any tracked event to see your full roster at a glance: registered players, waitlist, payment-due players (promoted from waitlist but not yet paid), and checked-in attendees. From here you can:

    • Add players manually by username (great for walk-ins or phone sign-ups).

    • Promote waitlisted players into open spots.

    • Drop participants with a clear refund dialog — for paid events, the system shows who paid and handles Stripe refunds according to your refund cutoff policy.

    • Check in players when the event's check-in window is open (based on start/end time and your timezone).

    • See payment status — paid, refunded, and payment-due badges per player.

  • Paid events — when Stripe payments are on and the entry fee is greater than zero, the registration flow collects payment before confirming a spot. Payment-due players hold a spot briefly until they pay; if they don't, you can drop them and promote the next waitlisted gamer.

  • Filtering — filter your event list by date and game to manage a busy calendar fast.