Event overview and going live
Overview is the first page of every event. It shows the event’s status and numbers, what still needs setting up, and the links to its public screens. It is also where you make the event live and end it.
Who can do this: Every staff role can open Overview. Only org admins can rename the event, edit its dates, go live, end or reopen it. See Roles: who can do what.
Where: Event → Content → Overview
Event status
Section titled “Event status”An event is always in one of these states:
| Status | What it means |
|---|---|
| Draft | Being set up. Every new or cloned event starts here. |
| Live | Participants can join with the event code and start submitting and scoring. |
| Ended | Its code stops working and it leaves the app’s event list, so nobody new can join and nobody can sign back in. Ending it doesn’t sign out people already in the app. An org admin can reopen it unless it has been archived. |
On the Events page an ended event can also be archived; it then shows as Archived there. Archiving is permanent: an archived event can’t be reopened.
Go live
Section titled “Go live”- On Overview, select Go live.
- Read the confirmation, “Participants can join with the event code and start submitting and scoring straight away”, and select Go live.
The badge next to the event’s name changes to Live.
End the event
Section titled “End the event”- Select End event.
- Confirm with End event. The event moves to Ended. Its code stops working and it leaves the app’s event list, so nobody new can join and nobody can sign back in. Ending it doesn’t sign out people already in the app.
Reopen an ended event
Section titled “Reopen an ended event”- On an ended event, select Reopen event.
- Confirm with Reopen event. It goes live again, and participants can submit and score until you end it.
Rename the event
Section titled “Rename the event”- Select the pencil next to the event’s name (Rename event).
- Type the new name and select Save, or press Enter. Press Escape or select Cancel to keep the old name.
Change dates, time zone and venue
Section titled “Change dates, time zone and venue”- Select the pencil next to the dates line (Edit dates, time zone and venue).
- Change any of:
- Starts (required)
- Ends (optional): must be after the start.
- Timezone: where the event happens. UTC (default) is used when none is set.
- Venue: used for the weather card and calendar invites.
- Select Save.
Changing the time zone keeps the same moments in time and shows them as the clock times of the new zone.
If you leave the page with an unsaved name or dates, OnStage asks before discarding them.
The numbers
Section titled “The numbers”Four cards show Participants, Active challenges, Submissions (pending review) and Teams.
Needs attention
Section titled “Needs attention”When something is waiting for you, a Needs attention strip appears above the numbers, with a link for each:
- submissions to review (opens Moderation)
- open help desk tickets, with how many are urgent (opens Help Desk)
- queued announcements (opens Announcements)
Urgent items come first. You only see the items for pages your role can open.
Setup checklist
Section titled “Setup checklist”While an event is a draft, and while a live event still has something missing, Overview shows a Setup checklist. It counts how many items are done and links each one to where you do it:
| Item | Done when |
|---|---|
| Dates and time zone | The event has a start date and a time zone. |
| Look | The event has a logo or an event colour. |
| How people join | Onboarding has no warnings left. |
| Modules | The module switches are no longer a new event’s defaults, or match a use case from AI Setup. See Feature switches (modules). |
| Home screen tiles | You’ve arranged and saved Home’s tiles. |
| Event info | Info has About text and at least one contact. |
| Event live | The event is live. |
Select Set up, Edit dates or Go live on an item to do it. The checklist disappears once a live event has everything done, and never shows on an ended event.
Event code and app look
Section titled “Event code and app look”Two read-only cards show the Event code (with a QR code and a copy button) and the App look (logo, colour, light or dark, and banner). To change either, follow the link to Onboarding. See Onboarding: how people join and Set your event’s look.
Public screens: Join poster and TV leaderboard
Section titled “Public screens: Join poster and TV leaderboard”Two links at the top of Overview open public pages in a new tab. Neither needs a login, so you can open them on any screen at the venue.
- Join poster: a poster with the event’s QR code for people to scan and join.
- TV leaderboard: a live leaderboard for a big screen. The link only shows while the Leaderboard module is on. See Leaderboard.
Landing page listing
Section titled “Landing page listing”If your organisation’s website lists events (for organisations with a department or zone picker), Overview also has a Landing page listing card. It is for the website, not the app:
- Tick Show this event on the landing page.
- Enter a Button label (up to 20 characters) and a Position.
- Select Save listing.
AI Setup
Section titled “AI Setup”Org admins also see an AI Setup button, which opens Start from a brief.