Events

The Events section of the admin dashboard (in its Community group) is where you run event mode for your community: create the event, bring the attendees in, and open networking. It lists your events under three tabs: Upcoming (every event not archived whose end time has not passed, a live one included), Past and Archived. For what attendees see, read Event mode.

Creating an event

New event asks how to start: Start from scratch, or import an event from Luma, Eventbrite or HelloAsso (see Bringing attendees in). Starting from scratch opens the event form:

• Event name, Description, Location (venue search), Timezone, Starts, Ends, and a cover image.
• Meeting length — fixed 5 to 60-minute slots, or Free-form, in which case the scheduler still offers 30-minute slots counted from the start of each range of networking hours (the form's hint about picking any start time overstates it).
• Networking hours — the time ranges during which meetings can be booked. A new event saved with none gets daytime hours, one range per day: 09:00 to 18:00, starting earlier or ending later when the event does, but never before 07:00 or after 23:00 (none when it has no dates yet, runs longer than 31 days, or overlaps those hours on none of its days, as an event from 22:00 to 02:00 does). While the list is empty, Use daytime hours fills it in the same way. Daytime hours you have not changed follow the event when you move its dates or time zone; if the new dates leave no daytime hours, the form asks you to set the hours before it saves. An event with no networking hours at all, such as one imported from a platform, offers meeting times at any hour between its start and end, night included.
• Meeting spots — the places attendees choose from, each typed in and added with Enter. They are optional, and attendees can always type a location of their own.

Bringing attendees in

• New event also imports an event and its guests from a Luma calendar, Eventbrite or HelloAsso. A platform the community has not connected yet is marked Connect, and choosing it sets up the connection first (Luma's API key and webhook need a Luma Plus calendar). Luma and Eventbrite import a guest only with an email address and a full name; when a Luma event has more than one kind of guest, you choose which kinds to import, such as Confirmed, Invited or Hosts. A Luma event with nobody to import yet can still be imported: the dialog says No participants to import yet and offers Import event. The same dialog has Add new guests automatically, which turns on auto-sync (below) for the event as it is imported, so guests approved on Luma later, including people who register later, are added; it starts ticked when the calendar's webhook is set up. Imported guests become event attendees and community members, in one of two ways: a guest whose email matches an existing member is added as that member; every other guest gets an internal profile, which nobody can sign in to and which no email reaches. Nobody the import adds as an internal profile is contacted: you choose which guests to invite from the event's Attendees list (see Managing attendees). A guest who signs in to JOGL with that email but is not a member of your community is not added. If they are someone you could invite from the roster's Add people → Invite members (one of your connections, or a member of another community you run), they are sent your community's invitation and join when they accept it; otherwise they are left out of the import. The invitation comes from the admin who imported the event, or from the community's owner if that admin no longer runs the community. An invited guest becomes an attendee of the event at its next sync after they accept. Someone who declined your community's invitation, or accepted it and left, is not invited again by an import.
• After the import starts, the Event Setup Progress page follows it through Importing profiles, Enriching profiles and Generating matches. When it reaches Ready, the page opens networking for the event. The import and its enrichment carry on if you leave the page, but the event can then stay in Preparing: open networking from the Events section once its setup is over (see Phases). An import that finds nobody to bring in leaves the event as a draft instead, and sends no notice. When an import that brings people in ends, whoever started it is told by push and by email, as their notification switches allow, if they still administer the community (see Notifications). For an import that completes, that notice normally waits until its guests have been added to the event and handed to enrichment, so it can come a few minutes after the import itself is done. It still goes out if that work fails, or if about eight minutes pass with no word from it, so it does not by itself mean the guests were handed to enrichment.
• For Luma and Eventbrite events, Re-sync pulls newly approved guests on demand, and the Auto-sync guests toggle keeps doing it automatically until the event is archived, by you or automatically once its end time has passed (see Phases); Re-sync still works after that, so guests checked in late can still be pulled in by hand. Auto-sync needs the platform's webhook to be set up — if it isn't, the section warns you and offers Set it up; manual Re-sync keeps working either way, once the first import has finished.
• No guest is imported while the community is read-only because its plan lapsed or its owner is over the plan's community limit (see When a plan or trial ends). The first import from New event is then refused with a message saying why, before the event is created. A Re-sync or an auto-sync imports nobody, and the community's owners get a message from JOGL Bot saying what restores it, as does the admin who pressed Re-sync (for auto-sync, whoever connected the platform) if they still administer the community. Once it is restored, the next Re-sync, or the next guest update auto-sync receives, imports the guests that were skipped. HelloAsso has no re-sync: connect the event again.
• An event imported from Luma, Eventbrite or HelloAsso has an Email invitations to imported guests switch on its card. It starts off for an event imported through New event, so turn it on there. While it is on and networking is open, each guest the import brought in whom you have invited (see Managing attendees) gets one email with a link to the networking, until the event's end time. A guest you invite once networking is open gets theirs when you press Send now. Guests who joined by themselves or whom you added are not emailed, and neither is a guest with no email address, an internal profile (a guest you have not invited yet), a guest who has left the community or archived their profile, or one who unsubscribed from JOGL's invitation emails, whom you have to reach another way. The card counts the invitations sent, failed, and so on; Send now invites the guests not invited yet and tries again for those whose invitation did not go out. While the switch is on, the card also says who pays for the guests' searches. JOGL pays for each guest's first matching search, unless their account has already had its one free search. After that, a delegation rule of the community pays, with its monthly limit per guest, while its funder has credits and its budget and monthly limit per guest each hold the price of a search (an organization's rule for the event itself comes first, and an organization also holds each guest to any monthly limit it sets per member; the community's owner, when they are a guest, pays for their own searches from their credits outside the rule's limits); with no rule, each guest pays from their own credits, and a guest with none left is refused a search. A guest who holds a seat in the organization that pays for the community is paid for from its credits directly while it has credits, and so is an admin of the community while no rule of the organization applies. An organization's rule for the event is visible only to the organization's admins, so the card tells any other admin that such a rule, if there is one, comes first. When no rule covers them and you manage the community's rules, Cover guests' searches opens a new rule with a limit of 20 credits per guest filled in; on a public community the note adds that such a rule also pays for anyone who joins the community on their own. Turning on Email the guests an invitation when you import a Luma event by its link shows the same note.
• From the People section, the bulk action Add to event… adds existing members.

Phases

An event is in one of four phases: Draft, Preparing, Networking open and Archived. An event you create starts as a draft. From a draft, Open networking starts the networking phase — the event needs a start and an end date first, or you get Cannot open networking — Archive, in the card's More actions (…) menu, ends it, and Reopen as draft brings an archived event back. An event still in Networking open once its end time has passed is archived automatically, within about ten minutes, as if you had pressed Archive, so the server, the API and the MCP tools stop treating it as open too. To keep networking going longer, set a later end time before it passes: an ended event you reopen as a draft and open again is archived again. Networking hours that run past the end time are not honored: meetings stop when the event is archived, within about ten minutes of the end time. Preparing is the phase of an event imported from a platform while its setup runs. It offers Open networking (with the same date check) and Back to draft, both unavailable while guests are still being imported or an enrichment is running in the community.

On an event with no networking hours, Open networking asks first: Use daytime hours and open adds the daytime hours described above and opens it (offered when the event's dates allow them), Open anyway opens it with meeting times at any hour, and Cancel leaves it as it is. Members are not told that networking has opened, so once it is you are offered Tell members, which opens an email to the community's members who have claimed their profile, with a draft linking to the event's networking page, for you to edit and send. The offer is not made for an imported event whose Email invitations to imported guests switch is on, since its guests are already being emailed; the event card's More actions menu keeps Tell members while networking is open, until the event's end time.

While networking is open, attendees get the AI intake interview, event-scoped search, matches, and meeting requests, until the event's end time. Once that time has passed, members see a Preparing or Networking open event as Ended: it no longer offers Join Event, and its Networking page is read-only, as for an archived event, so set the end time to the last moment you want meetings booked. The event's card here shows Post-event beside its phase, and the event no longer offers a join link in its attendee list. Before and after, the event's Networking page will not let them start a search or send a new meeting request. For meetings the server enforces the phase, not the end time: sending a request and accepting one are refused unless networking is open, so archiving the event stops new meetings, and a request still pending then can only be declined or cancelled from the attendees' Meetings tab. For searches, treat it as a control on the page rather than a hard boundary: an attendee who picks the event in Chats can still run an event-scoped search against it while it is Preparing, Networking open or Archived. Only a draft event is out of reach there, because the picker never lists one.

Managing attendees

Attendees opens the attendee list. A guest who has not signed in yet is labelled Not on JOGL yet, and an internal profile Internal. For a Luma or Eventbrite event, the list adds All / Present / Not present filters: check-in status (Present / Not checked in) comes from those platforms and updates on Re-sync or auto-sync; there is no check-in scanner in JOGL Network, and other events show no presence. Select all not present and Remove N selected… let you clear no-shows, with either Remove from this event only or Remove from the community (claimed members are kept as internal profiles; imported profiles are permanently deleted).

Invite N guests appears when the selection holds guests whose profile is still internal, and counts only them: guests who are claimable or already on JOGL are left out. Once you confirm, each of them gets the same invitation email as Invite to join on the People page, their profile becomes claimable at that address, and they sign in with it to claim the profile. The invitations run in the background, with their progress shown at the top of the list. A guest with no email address, or with several, is skipped, for you to invite one by one from the People page.

A member who wants to meet a guest not on JOGL yet whose profile is not claimable, so that no meeting request reaches them by email, can choose Ask the organizer to introduce you: it opens a message, which they can edit before sending, to the admin who created the event, or failing that to the community's owner or another admin, the first of them the member is allowed to message. The button does not show when none of them is, or to anyone who manages the community, who can invite the guest themselves.

Email participants sends an email to the event's participants from the platform: those who have claimed their profile and those whose profile is still claimable, never an internal profile. Every broadcast is capped at 500 recipients — above that the send is refused outright and you are asked to narrow the audience, so this is not a way to mail a very large event.

Before you write anything, the window says how many people will receive it and why the others will not: no email address on file, an address that unsubscribed from community emails, an address another participant already has, or a profile that is never emailed, such as an internal one. Send email stays off when nobody would receive it. Unless the event is still a draft, the email ends with an Open the event button that takes each recipient to the event's page. A participant who has since left the community gets the email without the button, since they can no longer open that page.

To read your events and their attendees from a script or an AI agent, see the REST API and the MCP server.