Overview

Events are where your organization comes to life – practices, games, tournaments, team meetings, and more. YouthSports gives you precise control over who sees events, how they respond, and how recurring schedules work. Understanding these options upfront prevents confusion and last-minute scrambles.

Creating an Event

1. Navigate to Events
2. Click Create Event
3. Fill in the required details:
   • Title – Clear and descriptive (e.g., “Tuesday Practice” or “vs. Northside – Home”)
   • Date and Time – When the event starts and ends
   • Location – Where it takes place
4. Configure additional settings (see sections below)
5. Click Save

RSVP Modes

RSVP mode determines how attendees interact with the event and what information you collect. Choose the mode that matches how you need people to respond.

None (No RSVP)

• What it does: Displays the event as informational only
• Attendee experience: They see the event but have no way to respond
• Best for: Announcements, FYI-only schedule items, or events where attendance is mandatory/assumed

Yes / No

• What it does: Attendees indicate whether they’ll be there or not
• Attendee experience: Two simple buttons to confirm or decline
• Best for: Practices, team meetings, most standard events

Yes / No / Maybe

• What it does: Adds a third option for uncertain attendees
• Attendee experience: Can indicate they’re unsure without committing
• Best for: Optional events, social gatherings, events with flexible attendance

Headcount

• What it does: Attendees specify how many people are coming
• Attendee experience: Enter a number (themselves plus guests)
• Best for: Team dinners, award ceremonies, family events, or anything where guest count matters

Audience Targeting

Control who sees and can respond to your event:

Team-Specific

The event appears only for members of the selected team(s). Most common for practices and games.

Organization-Wide

The event is visible to everyone in your organization. Use for all-hands meetings, org-wide social events, or announcements that affect everyone.

Custom Selection

Hand-pick specific individuals or groups. Useful for coach meetings, leadership gatherings, or subset events.

Visibility Settings

Beyond who’s invited, control how public the event information is:

• Standard – Visible to assigned attendees only
• Fan-visible – Appears on public schedules (if your org has public pages enabled)

Use fan visibility for games and competitions you want supporters to see. Keep practices and internal meetings standard.

Setting Up Recurrence

For repeating events like weekly practices, set up recurrence instead of creating each event manually.

Creating a Recurring Event

1. When creating an event, find the Recurrence or Repeat section
2. Choose your pattern:
   • Daily – Every day or every X days
   • Weekly – Same day(s) each week
   • Bi-weekly – Every other week
   • Monthly – Same date or same day-of-week each month
3. Set the end condition:
   • End by date – Recurrence stops after a specific date
   • End after X occurrences – Creates a set number of events
4. Save the event

YouthSports generates all instances based on your pattern.

Editing Events

Single Event Edits

For one-time events, edits are straightforward – change what you need and save.

Recurring Event Edit Scope

When you edit a recurring event, YouthSports asks which instances to update:

• This event only – Changes apply only to the single instance you’re editing
• This and future events – Changes apply to this instance and all future occurrences
• All events in series – Changes apply to every instance, past and future

Important: Choose carefully. If you change the time for “this and future events,” past events keep their original time. This is usually what you want – you don’t want to rewrite history – but be intentional about your selection.

What Can Be Edited

• Title, description, location
• Date and time
• RSVP mode (see the dedicated article on changing RSVP type safely)
• Recurrence pattern (for future events)
• Audience and visibility

Deleting Events

Single Events

Delete removes the event entirely. Attendees who already responded will no longer see it.

Recurring Events

Same scope options as editing:

• This event only – Removes just this occurrence
• This and future events – Removes this and all future occurrences
• All events in series – Removes the entire series

Best Practices

• Match RSVP mode to need – Don’t ask for RSVPs if you don’t need them; don’t skip them if you do
• Set realistic end dates – Don’t create infinite recurring events; align with your season
• Be specific with titles – “Practice” is less helpful than “Tuesday Practice – Main Gym”
• Review before saving recurring – Preview the generated dates to catch mistakes early

What’s Next?

Already have events with responses and need to modify them? Learn how to change RSVP type safely on existing events without losing data.