Managing Event Services

Event Services allow you to add and manage offerings like haircuts, showers, meals, and other services available at your events.

Prerequisites

To manage event services, you need:

• Team Administrator role or higher (team_admin, admin, or super_admin)
• Event ownership (you created the event) OR super_admin role
• Authenticated account

Adding Services to an Event

Step 1: Navigate to Service Management

1. Go to your Events Dashboard
2. Find the event you want to add services to
3. Click Edit to open the event editor
4. Scroll down to the Event Services section
5. Click Manage Services

Step 2: Create a New Service

1. On the services page, click Add Service
2. Fill in the service details:
   • Service Name (required) - e.g., “Haircuts”, “Showers”, “Hot Meals”
   • Description (optional) - Additional details about the service
   • Capacity (optional) - Maximum number of people who can use this service
   • Status - Active or Inactive
   • Display Order - Controls the order services appear in lists
3. Click Create Service

Service Fields Explained

Field	Description	Example
Name	Short, descriptive name for the service	”Haircuts”, “Showers”
Description	Optional details about the service	”Professional haircuts provided by licensed barbers”
Capacity	Maximum number of people (1-10,000)	20
Status	Whether service is currently available	Active / Inactive
Display Order	Sort order (0 = first)	0, 1, 2, …

Editing Services

1. Navigate to the event’s Manage Services page
2. Click Edit next to the service you want to modify
3. Update the fields as needed
4. Click Update Service

Deleting Services

1. Navigate to the event’s Manage Services page
2. Click Delete next to the service you want to remove
3. Confirm the deletion

Note: Deleted services cannot be recovered.

Recurring Events and Services

When you add a service to a parent recurring event, the service is automatically copied to all event instances.

Example

You create a weekly outreach event that repeats 10 times. When you add a “Haircuts” service to the parent event:

✅ The service is automatically added to all 10 instances ✅ Uses optimized batch insert (fast and efficient) ✅ Each instance can be customized independently later

Managing Services on Recurring Events

Option 1: Add to Parent Event

• Service automatically copies to all instances
• Best for services available at every occurrence

Option 2: Add to Individual Instances

• Manually add service to specific dates only
• Best for one-time or occasional services

Service Status

Services can have two statuses:

Active 🟢

• Service is currently available
• Displayed to users
• Can be selected/registered

Inactive 🔴

• Service is temporarily unavailable
• Hidden from users (unless viewing as admin)
• Useful for seasonal services or maintenance

Use Cases for Inactive Status

• Seasonal services - Mark as inactive during off-season
• Temporarily unavailable - Resource constraints, staff shortage
• Testing - Create draft services before making them public

Duplicate Prevention

You cannot assign the same service to an event twice:

❌ Not Allowed:

Event: Community Outreach
- Haircuts ✅
- Showers ✅
- Haircuts ❌ (duplicate - blocked)

✅ Allowed:

Event 1: Community Outreach
- Haircuts ✅
- Showers ✅

Event 2: Weekly Outreach
- Haircuts ✅ (OK - different event)
- Meals ✅

Capacity Tracking

The capacity field helps you plan resources:

Example:

• Service: “Haircuts”
• Capacity: 20
• Meaning: Plan for up to 20 haircuts at this event

Future Enhancement: In future versions, the system will track actual registrations and prevent overbooking.

Best Practices

Naming Services

✅ Good Names:

• “Haircuts”
• “Hot Showers”
• “Hot Meals”
• “Clothing Distribution”

❌ Avoid:

• Vague names (“Service 1”)
• Overly long names
• Special characters

Using Descriptions

Add descriptions when you need to:

• Clarify what’s included
• List requirements or restrictions
• Provide important details

Example:

Name: Haircuts
Description: Professional haircuts provided by licensed barbers.
No appointments needed - first come, first served.

Setting Capacity

Set realistic capacities based on:

• Available staff/volunteers
• Time constraints
• Equipment availability
• Physical space limits

Example: If you have 2 barbers and a 3-hour event, with 15 minutes per haircut:

• 2 barbers × 12 haircuts each = 24 capacity

Display Order

Use display order to prioritize important services:

0 - Hot Meals (most important, shown first)
1 - Showers
2 - Haircuts
3 - Clothing
4 - Medical Screening (shown last)

Permissions

Who Can Manage Services?

Role	Can View Services	Can Add/Edit/Delete
Member	✅	❌
Volunteer	✅	❌
Team Manager	✅	❌
Team Admin	✅	✅ (own events)
Admin	✅	✅ (own events)
Super Admin	✅	✅ (all events)

Ownership Rules

To manage services for an event, you must:

1. Have team_admin role or higher AND
2. Own the event (created it) OR be a super_admin

Example:

• Alice (team_admin) creates “Community Outreach” → ✅ Can manage its services
• Bob (team_admin) did NOT create the event → ❌ Cannot manage its services
• Carol (super_admin) → ✅ Can manage services for ANY event

Troubleshooting

”This service has already been assigned to this event”

Cause: You’re trying to add a service that already exists for this event.

Solution:

• Check the existing services list
• Edit the existing service instead of creating a duplicate
• If you need similar but different services, use different names (e.g., “Haircuts - Men”, “Haircuts - Women”)

“Only team administrators and above can manage event services”

Cause: Your role doesn’t have permission to manage services.

Solution:

• Contact your organization administrator to request role upgrade
• Minimum required role: team_admin (level 4)

Services Not Showing on Event Page

Check:

1. Service status is “Active”
2. Event is published/active
3. You’re logged in to see the services

Related Guides

• Creating Events
• Recurring Events
• User Management

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Need Help? Contact your system administrator or check the Events System Guide for more information.