Organizer Guide

1. Creating a Group

A group is the foundation of DinkRound. It brings together a roster of players and holds all of your scheduled sessions. To create one, log in to the admin panel and navigate to Groups → New Group.

• Name — Give your group a descriptive name (e.g., "Tuesday Morning Rec Play").
• Description — Optional details shown to players on their dashboard.
• Status — Set to Active to allow new members to join via invite link.

After saving, you can immediately start generating invite links and scheduling sessions.

2. Invite Links

Players join your group by following a unique invite link. To generate one, open your group in the admin panel and go to the Invite Links tab.

• Single-use links — Each link can be used once, then expires.
• Expiration — Links expire after 7 days by default. Expired links are cleaned up automatically.
• Sharing — Copy the link and send it via text, email, or post it as a QR code at your facility.
• Registration code — Alternatively, share the group's registration code so players can enter it manually at the registration page.

Once a player follows the link and creates an account, they are automatically added to your group's roster.

3. Session Setup

Sessions represent individual play dates. Create one under Sessions → New Session (or from your group's session list).

• Date & time — Set the start time for the session.
• Location — Optional venue or court information shown in invites.
• Capacity — Maximum number of players. Leave blank for unlimited.
• Waitlist — Enable to allow players to join a waitlist when the session is full.
• External registration link — If your facility uses a separate sign-up system, add the URL here. It will appear in player notifications.
• Notes — Any extra information included in the session invite.

Sessions are not published to players until you send invitations. You can schedule a session in advance and send invites when ready.

4. Recurring Sessions

For regular play (e.g., every Tuesday), use recurring sessions to avoid creating each one manually. When setting up a session, enable the Recurring option and choose a recurrence pattern (weekly, biweekly, etc.).

• Each occurrence is tracked independently, so players can RSVP per session.
• You can edit or cancel individual occurrences without affecting the rest of the series.
• Invitations are sent automatically for each occurrence as it approaches.

5. Capacity and Waitlist

When a session has a capacity limit and waitlist enabled, DinkRound manages overflow automatically.

• Once the session reaches capacity, additional "In" responses are added to the waitlist.
• If a confirmed player changes their status to "Out", all waitlisted players are notified simultaneously — first to respond gets the open spot.
• The session detail page in the admin panel shows confirmed and waitlisted players separately.

6. Managing Players

Your group roster is managed from the Groups → [Group Name] → Members tab.

• Add players manually — Create a player account directly if they don't have email access or prefer not to self-register.
• Remove players — Removing a member from the roster prevents them from receiving future session invites for that group.
• Player profiles — View each player's contact info and notification preferences.

7. Notifications

DinkRound sends notifications at key moments in the session lifecycle. All outgoing messages are logged in the admin panel under Notifications.

• Session invites — Sent when you publish a session. Includes RSVP links.
• Reminders — Sent automatically at 6 days, 3 days, and 1 day before the session to players who haven't responded.
• Waitlist alerts — Sent when a spot opens up.
• Email & SMS — Each player chooses their preferred channel(s) in their profile. You don't need to manage this individually.

To send a one-off message to your group, use the Announcements feature in the admin panel.

8. Session Status Management

Each session moves through a lifecycle that you can manage from the session detail page.

• Draft — Not yet visible to players. Use this while preparing session details.
• Invitations Sent — Players have been notified and can RSVP.
• Completed — Session has concluded. No further RSVP changes are accepted.
• Cancelled — Session was called off. Players are notified of the cancellation.

You can also manually override a player's RSVP from the session detail page if needed (e.g., a player called you directly).