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Tutorials

Scheduling Events

Create signup-only events or GearCheck-aware events with templates, profiles, readiness, rosters, announcements, recurring series, attendance, and RaidHelper imports.

Scheduling
Who uses it
Guild owners, managers, event leads
Where it lives
Dashboard > Scheduling
Goal
Staff can post and manage events without guessing which fields belong to templates, profiles, or individual events.
On This Page5 sections

Before You Start

  • Scheduling permission for the guild.
  • At least one event channel configured or chosen during event creation.
  • Optional: packs/builds with activity, role, and spec data if you want readiness scoring.

Steps

  1. Choose the event mode

    Signup-only events are pure event organization. GearCheck-aware events use mapped roles/specs to evaluate readiness, flex options, and roster quality. Both modes can use reminders, rosters, calendar, and attendance.

  2. Start from a template when roles matter

    Templates own how signup rows look: role names, spec labels, icons, order, capacities, and optional build mappings. Use a template when the event has structured roles, even if readiness is off.

  3. Use profiles for event settings

    Profiles are local server presets for event copy, template choice, channel routing, role mentions, allowed/banned roles, media, recurrence, and announcement defaults. Profiles are not marketplace-shareable.

  4. Manage from the event workbench

    Open an event to manage signups, readiness, roster versions, announcements, recurrence, history, and advanced controls. Published GearCheck events update their Discord embed when saved or refreshed.

  5. Keep RaidHelper separate

    RaidHelper imports are external snapshots. Use them for GearCheck readiness analysis and local roster reporting, but make event and signup changes in RaidHelper and refresh the snapshot.

Check It Worked

  • The event has a channel before publishing or auto-publishing recurring occurrences.
  • Signup-only mode is selected when GearCheck data should not affect the event.
  • GearCheck-aware events have mapped roles/specs before readiness matters.
  • Announcements and reminders have destinations, merge fields, and delivery history.
  • Recurring series settings are saved before generating occurrences.

Common Pitfalls

  • Putting event routing or announcement settings into a template instead of a profile/event.
  • Expecting GearCheck to edit RaidHelper-hosted signups.
  • Using manual text roles when an existing pack/activity role should be loaded.
  • Generating recurring events before choosing the event channel.