6. Add & Close Events

About Events, Controllers & Markers

Event management has three parts → A, B, & C.

• A. Event Form → events are created with a bespoke Event Form designed for your venue

  • Start a new event by clicking the + Orange Create Record button

• B. Event Controller → select the next event from your Dashboard's Event Controller

  • You can also start a new event by clicking + Add Event from the Controller

  

• C. Event Markers → Start and End your events using Event Markers

  • Advance through an event's stages by clicking its Event Markers
  • Times are recorded at each selection, either forward and/or backward
  • The event 'Ends' when you click the last marker
  • Reopen an event by clicking a previous marker

  

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How to Add an Event with Markers

Here is a simple example:

1. Open any Dashboard that hosts an Event Controller → and click either:

   • A. The + Orange Create Record icon → and choose Create Blank
   • B. The + Add Event button from the Event Controller

   

2. Fill in the Event Form:

Explanation of the Above Fields

• A. Event type → ex. Basketball
• B. Event name → ex. Thunder Hoops vs. Tumblers
• C. Event date/time → set by clicking the Calendar icon
• D. Event markers → see Track & End Events with Event Markers
• E. Total attendees → entered after gate has been finalized
• F. Event summary → this field triggers AI Event analysis → leave blank for now → see Summarize an Event with AI

3. Click Create

Add Multiple Events Quickly with Option B

• A. Create → saves the event
• B. Create + → saves and begins another event (Recommended)
• C. Cancel → returns without saving an event

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Start & Close Events with Timestamps

It's a simple thing to Close out your Events and — just advance your Markers as your event moves through each stage.

• A timestamp is recorded at every selection → both forward and backward
• Advancing keeps Records accurately linked to the timestamped window
• The event closes automatically as you click the final Marker
• Reopen a closed event anytime by clicking a previous Marker

For example:

1. Advance by clicking an Event Marker's Jump to step icon

   

2. Continue advancing

   

3. When you click the last marker, your event will close, a timestamp is recorded, and the event no longer appears 'active' and will be marked 'closed'

   

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Create Event Marker Template Libraries

Event Markers define each stage of an event → letting you track incidents by active segment. Use two, a half-dozen, a dozen, or more Event Markers depending on your post-event analysis requirements.

Event Marker Templates are pre-built lists of Markers that save time as you enter recurring events. For example, here are three possible Templates for use at hockey games:

• A. Start & End (Default → always available)

• B. Hockey-Medium (Template)

• C. Hockey-Long (Template)

  

Create your Template Library in the Event Markers Field

• If one doesn't appear inside your Events form, add one easily by:
  • A. Clicking + Add Field
  • B. Selecting Event Markers for the Field Type
  • C. Saving your Changes

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How to Add an Event Marker Template to your Library

Start your own library of Event Marker Templates:

1. Open your Event Form → from the Forms Page

2. Click the Pencil editing icon → seen on the Event Markers Field

3. Click + Add Template

   

4. Name your new Template → ex. Hockey-Medium

5. Click + Add Marker to add as many Markers as you need

6. Name each new Marker → ex. Doors Open, 1st Period, 2nd Period, etc.

   

7. When finished, select Save Changes

8. Test your Template by picking Use Template

   

9. Pick any Template from the list → including the default Start & End

   

10. Add as may new Templates as you need

Fix Mistakes and Move Markers Around

• If you need to reorder your Markers, drag them up or down by the Waffle handle

• Click the Trash icon to remove an unwanted Marker

Sample Lists from Event Marker Libraries

Basketball

Concert

Football

Football - American

Hockey

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Create Recurring Events Shortcuts

Another popular way to add recurring events is through the use of Shortcuts:

1. Click the + Orange Create Record icon

2. Pick Create Blank → or choose a Shortcut from the list → ex. Hockey

   

Create Shortcuts to fit your needs

• Shortcuts speed up the creation of recurring Events
  • Such as → Basketball, Concert, Hockey, or Other events
  • Event markers can be pre-loaded into the Shortcuts → saving valuable time
  • Visit our Shortcut Forms guide to learn more

4. Fill in your Event Form → and click Create

   

Explanation of the above sample fields:

• A. Event Type → ex. Hockey
• B. Event Date/Time → set by clicking the Calendar icon
• C. Event Name → ex. Thunderskates vs. Mammoth
• D. Event Summary → this field triggers AI Event analysis → leave blank for now → see Summarize an Event with AI
• E. Manager's name → ex. Ward
• F. Event Markers → see the next section

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Manage Events

Switch Between Events

• In the Event Controller, Events typically rest in one of three states:

  • Future
  • Active
  • Closed

• Select Events from the drop-down chevron

  

Navigate Events Form

To navigate a Create Records Form, click:

• A. ← to return to the Forms list
• B. X to return to the Dashboard & +Orange icon
• C. Cancel to clear the Form and return to the Forms list

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Update Events

Clicking the Event Controller's Pop-out icon lets you update an Event on the fly!

• Say you must change the name of an event from Disney on Ice to Monster Jam – and even change the date! (Hey, mistakes happen . . . )

1. Click your Event Controller's Expand icon

   

2. Highlight and change the Event Name → then press Save

   

3. Switch out an inaccurate Event Type → by picking from the list → or using Search

   

4. Change the Date/Time → by clicking its Calendar icon and selecting an Event Date/Time → and clicking Done

   • Pick the Calendar → and choose a date
   • Select the Hour → and set the Minute and AM-PM
     • If no time has been set → and the Event is starting → click Now on the Calendar
   • Click Done

   

Change the 1st Event Marker's Date Too!

• If you change the start Event Date/Time:

  • Reset the times in your Event Markers using their Calendar options too

  

Alternative Way to Close an Event

1. Inserting the closing Date/Time
2. Clicking Save

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More About Event Markers

Event Markers track the progress of an event. Event Markers move events along smoothly, and are valuable when filtering Records, Dashboards, & Reports.

• For example, a Hockey game's markers can be → Setup, Doors Open, 1st Period, 1st Intermission, 2nd Period, 2nd Intermission, 3rd Period, Overtime, Egress, Doors Closed

• Simply click the Marker to move forward stage-by-stage

• As you Advance through ALL of your Event Markers:

  • The Event will end and be "Closed" in SwitchBase
  • All of the Event Markers will have their Date/Time stamps recorded
  • All the Issues tracked from the start will be Linked to the completed Event
    • Note: You can always go back and change the times as needed
  • There is also a do-it-youself Event Form template that you can use

To include new Event Markers:

To Rename Event markers:

1. Click + Add Marker

   

2. Name your first marker → typically Setup or Pre-door

3. Enter a time:

   • You can enter a time for the first marker in advance!
   • However, if no time is set → and the Event is starting → click Now on the Calendar

   

4. Click + Add Marker to add your 2nd, 3rd markers, and so on → ex. Doors Open, Egress and Doors Closed

   • Optional: Entering times for each Marker is not required
     • As you advance the Markers during an event, the accurate time will be entered for you

5. Click Create to wrap things up

Set times in advance? → or as you arrive?

• Here are a few valuable tips for your Event Markers →
  • Tip 1 → Setting the time in advance means you don't need to worry as you arrive at the Event → ex. If you are a bit late, no worries!
    • And, you can change the time later as needed
  • Tip 2 → If you set your first marker in advance, be generous with initial start time → ex. Setup = 12:30 PM for a 5:00 PM start
  • Tip 3 → No need to enter times for the remaining markers! As you Advance markers, the precise time is inserted for you, automatically!
  • Tip 4 → If no time has been set → click Now when the Event begins, as marked above in step 3

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Troubleshoot Event Close Dates

What if you have an event showing as Closed when it's today — or even in the future? How do I change the status back to Active?"

There are two separate problems that can cause this issue, and each has its own fix.

1. A Closed Event Appears with Future Events
2. You Need to Reopen a Closed Event

Note: Both problems come down to the same root cause: the dates set on your Event don't line up with its Event Markers. In short, the Event Marker signaling close ran before the Event's official Start Date — so the system closed it early.

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1 — A Closed Event Appears with Future Events

Your event shows a Closed status, yet it appears in your future events list. This happens when the Event's date was set in the future, but the event was actually run on an earlier date — and the close marker fired based on the earlier run.

For example, in the image above, the Fun Hockey Team Game is set to May 11, but it was actually run May 7–8. The close marker fired on May 8, so it's now Closed — but the May 11 date puts it in the future events view.

How to Fix It

1. Open the Event and click the Expand icon

   

2. Check the Event Date — notice it was set to May 11, but you ran the event on May 7–8

   The date and the actual run date don't match — that's the mismatch causing the issue

   

3. Change the Event Date to match when the event actually occurred. Hit Save

   

4. The event will now appear in the correct place in your Events list, no longer floating among future events

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2 — You Need to Reopen a Closed Event

Your event is showing as Closed and you need it Active again — for example, to keep logging related issues.

How to Fix It

1. Open the Event and click the Expand icon

   

2. Scroll down to the Event Markers section and find the last marker — this is the one that triggered the close

3. Push that last marker's date/time into the future — past the current time. Hit Save

   This tells the system the event hasn't closed yet, which reopens it and sets the status back to Active

   

4. The event will remain Active until that new date/time passes — even if the event itself took place in the past

   For example: even if the game was played on May 22, setting the close marker to May 23 will keep the event Active until May 23

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