Advanced Event Tracker

The advanced event tracker is a step-by-step wizard that guides event hosts through running a live event. Select a booking, track objectives, capture photos, and record results, all with auto-saved drafts so you never lose progress.

Getting started

Navigate to Events > Event tracker from the sidebar. You'll land on the start screen where you can create a new form or resume an existing draft.

How it works

The event tracker walks you through up to 7 steps for each event: selecting a booking, confirming players, tracking objectives, taking a photo, and recording final notes. Not all steps are required. Your admin can enable or disable optional fields like team name, corporate booking, and photos from your group settings.

Every change you make is automatically saved as a draft. If you close the browser or switch to another event, your progress is preserved. When you're ready, the final review step lets you confirm everything before submitting.

Step-by-step guide

Starting a new event

1. Click New form to create a blank draft
2. Or select an existing draft from the list to resume where you left off
3. Use the date picker and filter buttons (Checked in, All slots, Incomplete) to find what you need
4. Click Next to continue

Selecting a booking

1. Browse the available booking slots for the selected date
2. Use the date arrows or Today button to change dates
3. Click a booking slot to select it. A checkmark confirms your selection
4. Click Next to continue

Pre-event notes

This is where you prepare for the event before it starts.

1. Confirm players : Click Confirm next to each player's name as they arrive. The button changes to Confirmed with a checkmark
2. Set the start time : Use the time picker or click Now to set the current time
3. Fill in any optional fields that are enabled for your group:

• Team name : Enter what the group calls themselves
• Pre-event notes : Jot down anything relevant before the event begins
• Corporate booking : Toggle on if this is a corporate group
• Team experience : Select from New, Some experience, Experienced, or Expert

Tracking objectives

This step lets you track objective progress and send hints to players in real time.

1. Each objective appears as an expandable section. Click to open it
2. Mark each objective as completed or not completed using the Yes / No buttons
3. To send a hint, expand Interaction options inside an objective and click Send next to the hint you want to deliver
4. Use the Expand/collapse all button in the toolbar to open or close all objectives at once

Using the timer:

If your event has a timer configured, it appears at the top of this step.

• Click the play button to start the countdown
• Click pause to stop it
• Click reset to return to the original time

Finishing early:

If the group finishes and you want to skip ahead, click Complete event now at the bottom left. This sets the end time to right now and marks the event as completed.

Taking a photo

1. Click Take a photo to capture or upload a player photo
2. If overlays are available, select one from the Select overlay dropdown. It's applied automatically
3. Toggle Email to group if you want the photo sent to players after the event
4. Use Retake photo to replace it or Delete photo to remove it

Overlays can include dynamic text like the team name, event name, and completion time. If your admin has set up auto-apply rules, the best-matching overlay is applied automatically based on the event and whether the group completed it.

Post-event notes

1. Set the end time: Use the time picker or click Now to record when the event ended
2. Fill in optional fields:

• Custom time: Enter a display time in HH:MM:SS format (useful if different from actual end time)
• Post-event notes: Add any notes about how the event went
• Completion status: Click Yes or No to record whether the group completed the event

Reviewing and submitting

The review step shows a summary of everything you've recorded.

1. Check the event details: start time, end time, custom time, and completion status
2. Review the confirmed players and team info
3. Review any notes you entered
4. Confirm the photo and overlay look correct
5. Check the objectives summary. Each objective shows its status, solve time, hint count, and any reported issues
6. Click Submit to finalize the event

Once submitted, the draft is cleared and you're returned to the start screen.

Display control panel

When running an event, the display control panel appears on the right side of the screen. This lets you control what players see on connected display screens.

Settings & options

These fields can be enabled or disabled by your administrator in your group settings. When disabled, the corresponding section is hidden from the tracker.

Good to know

• Drafts are saved automatically as you work. You don't need to manually save anything
• You can navigate back to any previous step using the step indicators at the top
• Photo overlays support dynamic text like [Team Name] and [Completion Time]. These are filled in automatically
• If no players appear in the pre-event notes step, make sure everyone in the group has checked in first

FAQ

Q: What happens if I close my browser mid-event? A: Your progress is saved as a draft automatically. When you return to the event tracker, select your draft from the list to continue where you left off.

Q: Can I edit an event after submitting it? A: Yes. Once submitted, you can edit event details on event summary page.

Q: Why don't I see the photo or objectives steps? A: These are optional features that need to be enabled in your group settings. Ask your site administrator to turn them on if you need them.