Activities are where talent shows up in the system. A workshop, a friendly match, a debate round, a talent show slot—they all follow a similar lifecycle: plan → publish → execute → record → optionally celebrate (certificates, hub visibility, reports). Primary admin routes: Events, create event, Matches, create match, and match management.
Creating an event or match
- From admin, open Events and/or Matches (your sidebar reflects how your entity uses language).
- Start a new item from new event or new match when available.
- Enter title, time window, venue or online link, and who it is for (open call, specific groups, invite-only—per your setup).
- Attach groups or teams when the activity is inherently roster-based (“only this squad”).
- Publish when you are ready for discovery or internal visibility; draft states are for when details are still moving.
Example: Bright Minds Academy schedules “Inter-school Quiz — Prelims (Zone B)” for 14:00–16:00 in Auditorium A, restricts participation to groups representing invited schools, and publishes so hub visitors see it on the entity calendar.
Example: A weekend cricket league creates Match 23: Thunder vs. Stallions with ground name, toss time, and links to the two team groups. Parents subscribe via account notifications so rain delays do not require a phone tree.
During the activity: what “good” looks like
- Status reflects reality: scheduled → live / in progress → completed (exact labels depend on configuration).
- Scores, placements, or qualitative outcomes are entered by authorized admins—ideally the same day, while memory is fresh—often via matches or manage.
- If something changes (postponement, forfeit, venue flood), update the record before you mass-notify people, so every channel says the same thing.
Example: A swim meet heat is cancelled due to pump failure. The meet director marks the affected event as postponed, updates the description with the new time, and only then posts to social—avoiding “the website still says 9 AM” drama.
Public participants may follow along on the hub when your org shares a direct match link (paths look like /hub/match/{id}).
After the activity: certificates and hub trust
Results drive certificates, leaderboards, and sometimes selection for the next round. Late or inconsistent results erode trust faster than any UI polish fixes. Use reports and guidance in reports and printing.
Example: Eastern Music Guild runs monthly recitals. By Sunday night, adjudicators’ placements are in the system; by Monday, participation certificates are batch-generated with correct spellings pulled from user profiles.
Comparing outcomes (for staff, not gossip)
Use match compare when the product exposes it—side-by-side context for coaches and admins (two matches, two divisions, or progress over time) without exporting CSVs for every question.
Example: A tennis academy compares Player X’s two tournament performances to decide seeding for the internal club championship—the head coach uses compare views, not screenshots in a group chat. Tournament admins also use tournaments and share public tournament URLs from the hub (typically /hub/tournament/{id}) when promoting draws.
Naming and hygiene (small details, big payoff)
- Include date or round in repeating titles: “Training — 12 Apr” vs “Training” × 40 rows.
- Align naming with certificate templates (“1st Place” vs “First Place”) so merge fields do not look amateur—templates help.
- Add short internal notes for the next admin: “Rain backup: Gym 2” saves confusion during handoffs.
Tips
- Dress rehearsal: For high-stakes events, create a private or draft copy first, walk through roster and scoring on a test account, then publish for real.
- Permissions: Not every volunteer should finalize results—give edit to head officials only.
- Communications: Link to the hub event or match page in SMS/email instead of PDFs that go stale after one reschedule.
Related: Tournaments · Groups and teams · Admin dashboard