Event Lifecycle
Every event moves through a defined set of stages from the moment it’s created to after the last player packs up.Draft
The event exists but is not visible to anyone other than the organizer. Use this stage to finalize details before going public.
Published
The event is live and visible to members (or the public, depending on group visibility). Attendees can RSVP, and the waitlist activates once capacity is reached.
An organizer can cancel an event at any stage before it becomes Past. Cancelled events remain visible to members as a record but are clearly marked as cancelled. Deleting an event removes it entirely — use cancellation instead when attendees need to be notified.
Event Types
WR-Games offers three event types to match different formats and hosting styles.Game Session
Focused on one specific game. Ideal when your group has agreed on what to play ahead of time. Game Sessions are always free to host — no event credit required.
Open Game Night
A multi-game meetup where attendees can bring whatever they feel like playing. Great for mixed groups, new players, and casual evenings where the game is decided at the table.
Custom Event
Full control over format, structure, and details. Use Custom Events for tournaments, playtesting sessions, themed nights, or anything that doesn’t fit the other two types.
Location
Each event is either in-person or online — you set this when creating the event.- In-person: provide a full address or venue name. The map is displayed to confirmed attendees only.
- Online: specify the platform you’ll use, such as Board Game Arena, Tabletop Simulator, Tabletopia, or a video call link.
RSVP and Waitlist
Every published event has an RSVP system. Attendees can respond with one of three statuses:| Status | Meaning |
|---|---|
| Going | You have a confirmed spot at the event. |
| Not Going | You’ve declined or cancelled your RSVP. |
| Waitlisted | The event is at capacity. You’re in queue and will be promoted automatically if a spot opens. |
When a confirmed attendee changes their RSVP to Not Going, the next person on the waitlist is automatically promoted to Going and notified immediately.
Capacity Controls
Organizers set a maximum attendee count when creating the event. Once that limit is reached, new RSVPs go directly to the waitlist. You can raise or lower the cap at any time from the event’s management page.Roll Call
Four hours before an event’s start time, every confirmed attendee receives a Roll Call prompt asking them to reconfirm their attendance.- Attendees who confirm get a checkmark next to their name on the attendee list.
- Attendees who do not respond remain listed as Going but are flagged as unconfirmed.
- Organizers can see the reconfirmation status of their entire attendee list in real time.
Event Credits
Hosting events on WR-Games is free for Game Sessions. For Open Game Nights and Custom Events hosted outside of a group (user-hosted events), an event credit is consumed per event.| Event Type | In a Group | User-Hosted |
|---|---|---|
| Game Session | Free | Free |
| Open Game Night | Included with plan | 1 credit ($2) |
| Custom Event | Included with plan | 1 credit ($2) |
Event credits can be purchased individually at $2 per credit. Credits do not expire.
Cancelled vs. Deleted Events
What's the difference between cancelling and deleting an event?
What's the difference between cancelling and deleting an event?
Cancelling an event marks it as cancelled and notifies all RSVPed attendees. The event remains visible in the group’s history so members have a record of it.Deleting an event removes it from the platform entirely. Attendees do not receive a structured notification, and there is no history entry. Deletion is permanent and cannot be undone.In almost all cases, cancelling is the right choice. Delete only if the event was created by mistake and no one has RSVPed yet.