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Event Management

GroupFlow supports collaborative event planning while maintaining clear boundaries around publishing and administration. To make this work, there are two different interfaces for editing events, along with several distinct roles involved in event management. This guide explains those interfaces and roles before diving into specific workflows.

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Event Editing Interfaces

There are two interfaces used to create and manage events in GroupFlow.

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Event Organizer Interface

The Event Organizer interface is used by members who are involved in planning an event but are not event administrators. Key characteristics:

• Used by non-administrator members
• Focused on editing the event’s content and details
• Does not include administrative controls such as publishing or announcements

Any active member can create a draft event using this interface, unless the group has disabled member-created events in its settings. Non-administrator members will always use the Event Organizer interface to create and update their events. See Event Editing

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Admin Event Editor

The Admin Event Editor is used by members with elevated permissions. This interface includes everything available to event organizers, plus additional administrative controls such as:

• Publishing events
• Sending event announcements
• Managing visibility and eligibility rules
• Accessing advanced event settings

Only members with event administration privileges can use the Admin Event Editor. See Event Editing

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Who Can Create Events

By default:

• Any active member can create a draft event
• Draft events are not visible to the broader group until published
• Groups can disable member-created events entirely if desired

Only event administrators can:

• Publish events
• Announce events to members

This allows groups to encourage member participation in planning while retaining centralized control over what gets published.

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Event Roles and Permissions

Several roles can be associated with an event. Each role has a different purpose and level of access.

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Event Author

• The member who originally created the draft event
• Automatically assigned when the draft is created
• Does not automatically grant publishing privileges

The event author is typically responsible for the initial event details.

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Event Hosts (Organizers)

• Members responsible for running the event
• Can be added by anyone with event management privileges
• Often visible to members on the event page

Hosts are commonly used to indicate who to contact with questions about the event.

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Event Volunteers

• Members helping support the event
• Can be added by anyone with event management privileges
• Used for coordination and internal planning

Volunteers do not automatically gain administrative permissions.

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Event Administrators

Event administrators are members who have either:

• The Events permission, or
• The Superuser permission

Event administrators can:

• Edit any event
• Publish and unpublish events
• Send event announcements
• Access all event management features

They are responsible for final approval and group-wide communication.

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Creating a New Event Draft (Non-Administrator Event Authors)

An event author can start a new event by creating a draft event. To create a draft:

• Go to the Events List page
• Press the Create Event button

This creates a new draft event that is not visible to other members until it is published by the calendar team. See Event Editing

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Editing a Draft Event (Event Authors)

After a draft event is created, the event author can continue editing it at any time. To access a draft event:

• Go to Events List
• Select My Events
• Open the Drafts tab
• Click the event you want to edit

Draft events remain editable until the event has ended. See Event Editing

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Editing a Published Event (Event Authors)

Once an event has been published, event authors can still make updates to the event’s details. To edit a published event as an event author:

• Open the event’s page
• Open the Organizer tools dropdown
• Select Edit event

This allows authors to update event information without needing administrative access. See Event Editing

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Editing Events as an Event Administrator

Event administrators have additional ways to access and edit events. For draft events:

• Go to Admin
• Select Events
• Find the event in the list
• Select Edit Event

For published events, administrators can either:

• Use Admin → Events to find and edit the event, or
• Go to the main Events List page
• Find the event
• Click the Edit button for that event

Event administrators can edit any event, regardless of who originally created it. See Event Editing