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, Church service, 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. Under Venue from the list you choose one of your rooms; its name and address then go into the Location field. You can also enter the Location freely. Optionally there is a Call link for online events. If the event overlaps with another one, Chorilo shows a notice.
4. Responses (optional): limit the number of attendees, mark everyone as attending automatically, switch off “Maybe” as an answer, 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.

Venue from the list and bookings

• Venue from the list appears as soon as rooms have been created in Choir settings > Venues. You see the venues of the main choir, sub-choirs and projects.
• If you choose a venue, Chorilo fills its name and address into the Location field. You can still change the text afterwards.
• If the venue is already booked, the form shows The venue is already booked with the overlapping events from all choirs in the family. For an event series, Chorilo checks every event of the series.
• When you save, Chorilo asks Venue is booked. With Save anyway you create the event anyway.
• Events that are cancelled do not count as bookings. Events marked Tentative do.
• With “No venue from the list” only the free text remains. Then Chorilo does not check bookings.

This also applies in the app. Series can only be created on the web.

Response deadline as lead time

You choose the response deadline as a lead time, for example “1 day before”. Chorilo 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, chat groups and people only exist within one choir.
• You can add or remove additional choirs later when editing, as long as visibility is not restricted.

Permission

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

Tips

• Plan rehearsals as a series, then you create a whole half-year in one step.
• Choose the rehearsal room from the list, then you notice double bookings while creating the event.
• 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.