Every event has a Team: everyone with a hand in running it, each in their own part. Open it from the event's console, under People → Team, or from the Who step of the event's form. A play stand shows its helpers on its own Desk helpers card.
Everyone accepts before they join: an invitation waits on their notifications and on the event's page until they say yes.
The parts
- Co-organizer — runs the event with you: editing it, its programme, who attends, its team. A person, or a club whose admins and organizers then act for it. Free on every plan.
- Stand host (Club plan) — a publisher or a club that runs a stand of its own inside your festival. They add their stands and run those, without changing your event. Only an event at the top of its programme takes stand hosts.
- Helper — a volunteer behind a desk: checking visitors in and scanning their codes, seating walk-ups and the wait list, so they see who's booked there. A person, never a club's account. A festival's helper runs the desk of every stand inside it, unless you keep them to some.
- Session runner — whoever you name Demonstrator or Game Master on a session. Naming them asks them to run it; once they accept, they have its list and its check-in. Clearing the name ends it.
Helpers and session runners stop when the event they help at ends (on the night of the day it starts, when it gives no end time: the Team warns you, so give a fair its end), and see no visitors' names after that. Co-organizers and stand hosts keep theirs.
Adding someone
Add to the team asks which part, then who; for a helper, where they help too. They're told, and they join the moment they accept, from their notifications, the event's page or the link. Withdraw takes an invitation back while it waits, and Remove asks before taking someone off.
Join links (Club plan)
For a whole crew, Invite with a link gives one link and a QR code for a part (for helpers, you choose first where whoever joins through it helps): send it the night before, or show the code at the desk in the morning. Whoever opens it sees what it is for, when and where, signs in or makes an account if they need to, and asks, with a word about themselves if they like; they can withdraw while they wait, and they're told your answer. Their requests wait at the top of the Team under Asked to join, with where they'd help, when they asked, what they wrote and the club of yours they belong to:
- Accept or Decline each, or Accept all for a crew asking at once; Undo takes an answer back
- A declined request stays under Declined, with Let them in if it was a mistake; that person can't ask again through the link
- New link replaces a link that went further than you meant (the old one and its printed code stop working, so it asks first), Turn off link ends it, and it stops on its own when the event ends
Someone waiting by the desk sees their page say so the moment you accept them, with Run the desk right there.
Keeping a helper to part of the event (Club plan)
The line under a helper's name says where they help, and tapping it lets you choose:
- On a play stand, some tables: their desk shows those alone, and they can't check in or seat anyone at the others. Looking someone up, or scanning a code, from another table still says which table it is and who runs it. When every helper is kept to some tables, the card says which tables nobody runs.
- On a festival, some stands, the entrance for scanning tickets at the door, or both: someone at the door in the morning and at a stand in the afternoon. With the entrance alone (Entrance only) they reach nothing inside.
All tables (or The whole event) gives them everything again, including what you add later. A helper's last place can't be taken off any other way, so a change never gives anyone more than you meant. A table the stand no longer has shows struck through, to take off. Adding someone who already helps here, somewhere else, adds the new place to theirs. A person hosting a stand can help too, at the door in the morning or at someone else's stand: add them as a helper and they stay under Stand hosts, with Also helps and their places under their name; tap it to change the places, or Stop helping to end it while they keep their stands.
Leaving and removing
Remove takes someone off the team. A co-organizer leaves the stands they co-organize because of it too. When they were also given a part on an event below on its own, Remove names it and offers to take them off there too; the events they created stay theirs. Anyone on the team can leave by themselves: Leave the team (with the same offer in the Team), or Stop helping at this desk on the desk. People on the team because of an event above show greyed, with the event they come from, and are changed there. The event's creator, and the club it is filed under, are never removed.