Create an event

What is this?

With Create an event you create a single event or a whole series for your choir. Members see the event on the web and in the app and can accept or decline.

The event types are Rehearsal, Concert, Event, Internal Event, Organization, Work Service, Travel and External event. For each type you can set separately in the permission groups who sees it.

How to create an event

1. Open Events and click Add event at the top right. In the app, tap + Event at the bottom right.
2. Basics: Choose Single Event or Event Series (series only on the web), the choir, Additional choirs if needed, then Name and Type. Under Linked Event you can connect a rehearsal to the concert it prepares for.
3. When and where: Enter Start Time and End Time or tick All Day. The Location is a free text field, optionally with a Call link for online events. If the event overlaps with another one, Theatilo shows a notice.
4. Responses (optional): limit the number of attendees, mark everyone as attending automatically, set a response deadline and schedule automatic reminders to everyone without a response.
5. Description (optional): Internal Description for members, Website Description for the public choir website and, with permission, a Confidential note only for the choir leaders.
6. Custom Fields (optional): fill in your choir's own fields.
7. Visibility: By default all members of the choir see the event. If needed, you restrict it.
8. Notify: Decide whether everyone who may see the event gets a notification when you save.
9. Click Add event or Create series.

Required fields are choir, name, type, start and end.

Response deadline as lead time

You choose the response deadline as a lead time, for example “1 day before”. Theatilo calculates it for each event separately, also for series and copied events. For a single event, a fixed point in time is also possible. With a second deadline you give members who have not responded at all more time.

Event for several choirs

• You can only choose choirs in which you are allowed to edit events yourself.
• Everyone involved sees the same event, with all responses, comments, tasks and sheet music.
• Anyone who sings in several of the choirs involved still sees the event only once, also in the calendar subscription.
• Restricted visibility is not possible, because voices, functions, permission groups and chat groups only exist within one choir.
• The selection of choirs cannot be changed later. If you need a different combination, create the event again.

Permission

You need Create & edit events. By default administrators and moderators have it. You adjust permissions under Ensembles > Choir > Choir settings > Permission groups.

Tips

• Plan rehearsals as a series, then you create a whole half-year in one step.
• Attach the sheet music right after creating the event, so everyone can prepare.
• Set the deadline as a lead time, then it still fits after moving or copying the event.