> ## Documentation Index
> Fetch the complete documentation index at: https://help.wr-games.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Create and Manage Events on WR-Games

> Learn how to create, publish, and manage WR-Games events using the guided wizard — from choosing a type to editing, duplicating, and cancelling.

WR-Games event creation uses a guided wizard that walks you through every setting in a logical order, so nothing important gets overlooked before you publish. Whether you're planning a quick game session for the weekend or setting up a recurring club night, the same flow applies.

## Creating an event

<Steps>
  <Step title="Start from your group or hub">
    Navigate to your group and click **Create Event**, or click **Create Event** from your personal hub if you're hosting independently. If you're creating inside a group, the event is automatically associated with that group.
  </Step>

  <Step title="Choose an event type">
    Select one of the three event types: **Game Session**, **Open Game Night**, or **Custom Event**. Each type shapes the fields available in the following steps. Not sure which to pick? See [Event Types](/features/event-types) for a full breakdown.
  </Step>

  <Step title="Set the date, time, and timezone">
    Enter the date and start time, then confirm the timezone. WR-Games stores times in the timezone you choose and displays them in each attendee's local time automatically.
  </Step>

  <Step title="Add a location">
    Choose one of three location formats:

    * **Saved venue** — pick a game store, café, or community space from the saved venues list
    * **Physical address** — enter a street address directly; a weather forecast will appear on the event page
    * **Online platform** — select Board Game Arena, Tabletop Simulator, or another virtual table
  </Step>

  <Step title="Set capacity and RSVP deadline (optional)">
    Enter a **maximum attendee count** if you need to limit the guest list. When the event reaches capacity, new RSVPs go to the automatic waitlist. Set an **RSVP deadline** if you need to close RSVPs before the event starts — useful when you need a firm headcount in advance.
  </Step>

  <Step title="Write a description">
    Use the rich text editor to add everything attendees need to know: what to expect, what to bring, house rules, parking notes, or anything else relevant. Formatting tools let you use headings, bullet lists, bold text, and links.
  </Step>

  <Step title="Choose visibility">
    Select who can see and RSVP to the event:

    * **Public** — visible to anyone on WR-Games
    * **Unlisted** — only accessible via direct link
    * **Invite-only** — only users you explicitly invite can see and RSVP to the event (available on the **Pro plan** for user-hosted events)
  </Step>

  <Step title="Publish or save as draft">
    Click **Publish** to make the event live, or **Save as Draft** to come back and finish it later. Drafts are only visible to you and any co-hosts you've added.
  </Step>
</Steps>

## Editing an event

You can edit most fields on an upcoming event at any time before it starts. Navigate to the event page, click **Edit Event**, make your changes, and save. Attendees are not automatically notified of minor edits, so if a change is significant — a time or location update, for example — consider posting in the event's discussion thread to give attendees a heads-up.

## Adding co-hosts

Co-hosts share hosting responsibilities with you. They can edit event details, manage RSVPs, and perform check-ins. To add a co-host, open the event's management panel and search for the WR-Games member you want to add. Co-hosts must have a WR-Games account.

## Duplicating an event

Duplicating copies all settings from an existing event — type, description, location, capacity, and visibility — into a new draft with a blank date and time. It's useful for one-off repeats or when you want to reuse a template without rebuilding from scratch each time.

To duplicate, open the event page, click the **⋯** menu, and select **Duplicate Event**. The duplicate opens as a draft; update the date and any other details, then publish.

<Tip>
  If you run the same event regularly, use a **recurring series** instead of duplicating manually. Recurring series keep all sessions linked, making it easy to manage attendance patterns and series-level details. Recurring series are available on **Standard and higher plans**.
</Tip>

## Cancelling an event

Cancelling an event notifies all current attendees immediately. The event stays visible on WR-Games with a **Cancelled** label so attendees who check back can see what happened. You can add a cancellation message to explain the reason.

To cancel, open the event management panel and select **Cancel Event**. This action cannot be undone — if your plans change again, you'll need to create a new event.

## Deleting an event

Deleting an event removes it permanently. Anyone who visits the old event URL is redirected to the main `/events` page or the group's event list. Unlike cancellation, deletion sends no attendee notification, so cancel first if attendees need to know.

<Warning>
  Deleting an event is permanent and cannot be reversed. If attendees are already signed up, cancel the event instead so they receive a notification.
</Warning>