With the activity feature in Hoopit, you can easily create matches, trainings and other events for one or more teams. You can create activities directly from the home screen or within a group. Tap the red + button at the bottom right and select Activity to get started.
1. Choose primary group
The first thing you do is choose which group the activity should belong to. This is the primary group that owns the activity. You can search the list or scroll down to find the right group. All groups you are a leader or administrator for will be shown here.
2. Who is the activity for?
In the next step, you choose who should be invited to the activity. You can invite the entire primary group or select specific subgroups and teams. This is useful if, for example, you have a training that only applies to one of the teams in the club. Check the groups that should participate and click Next when you're done.
3. Simple or recurring activity
At the top of the screen, you choose whether the activity should be Simple or Recurring.
A simple activity is a one-time event, such as a match or a social event. A recurring activity repeats itself automatically according to a pattern you define, and is perfect for weekly trainings or regular meetings.
4. Fill in activity details
Whether you choose simple or recurring, you fill in the following fields:
Title (required) Give the activity a descriptive name, such as "Training A Team" or "Home League Match".
Description Here you can add extra information that participants should know, such as what to bring, who to meet or other practical details.
Start and end Set the date and time for when the activity starts and ends.
Location Select a registered facility or enter a location. The location will be displayed for all participants and is also visible in the facility calendar if the facility is linked to Hoopit.
For recurring activities you also get:
Repeat Choose how often the activity should repeat, such as every week, every other week or every month.
Stop repeat Set the date for when the series should end. After this date, no new instances of the activity will be created.
5. Additional settings
Under Additional settings you will find two toggle options that affect how the activity works:
Match (simple activities only) Turn this on if the activity is a match. A match icon is then displayed on the activity in the calendar, and the match is included in attendance statistics.
Automatic registration When enabled, all invited participants are automatically registered for the activity without having to respond. This is useful for mandatory trainings where you don't need to collect responses.
6. Visibility
Under Visibility you can control who sees what:
Hide responses When enabled, only leaders can see who has answered yes, no or not answered. Participants do not see each other's responses. Useful for activities where you don't want the responses to influence others.
Hide activity The activity is only visible to those who are directly invited. Other group members who are not invited will not see the activity in the calendar.
7. More options
Click on each of the following options to expand and configure them as needed:
Scheduled invitation By default, the invitation is sent immediately when you publish the activity. Here you can instead choose a future date and time for when the invitation should be sent to participants.
Organizers Add one or more organizers for the activity. The organizers are displayed on the activity page so participants know who to contact with questions. Organizers also receive a separate overview of their registration status.
Attendance Enable attendance registration for the activity. When enabled, the leader can register who actually attended after the activity is completed. The data is used in attendance statistics.
Response deadline Set a date for when participants must respond to the invitation by. After the deadline, they can no longer change their response, and you get a clear picture of participant numbers.
Payment Link a payment to the activity. This is useful for cups, trips or events where participants should pay a share. Payment is processed directly in Hoopit.
Participant limit Set a maximum number of participants for the activity. When the limit is reached, no more can register. Useful for activities with limited capacity, such as venues with limited space.
Reminder to those who have not responded Set up an automatic reminder that is sent to all invitees who have not yet responded. You choose when the reminder should be sent.
When you have filled in all fields and configured desired settings, click Next to publish the activity. Participants then receive a notification and the activity appears in their calendar. ๐