Firebolt

Game categories (optional)

Categories group the event's games into sections — for example "Saturday morning", "Saturday evening", and "Board games". Each category has a name and an optional start and end time. Use the arrows to change their order.

• On the event page, each category becomes its own section, with buttons at the top to jump between them.
• When you add a game and pick a category, the game's start time is filled in from the category's start time. You can still change it.
• Games without a category appear in an "Other games" section at the end.

To rename a category or change its times, edit it in place — its games stay in it. If you remove a category, its games are not deleted; they move to "Other games" until you pick a new category for them. Adding a new category with the same name does not bring them back automatically.

Date combinations

How you set these two dates determines how your event rolls out:

• Both empty — the event stays in draft. Only you and moderators can see it. Use this while you are still preparing.
• Go live date only — the event page is publicly visible and appears in the listings feed, but only players with the secret link can register for games, for the entire duration. Use this for invite-only or private events where you want to announce the event publicly but control who signs up. Turn "Show games during early bird" off if the line-up itself should stay private too.
• Public date only — the event and all its game listings go public at once on the public date, skipping the early-bird stage entirely. Use this when you do not need a secret link period and want everything visible at the same time.
• Both dates set — the event page goes live on the go-live date; game listings open to everyone on the public date. Between the two dates, only players with the secret link can register. This is the standard flow for events with an early-bird registration window.

Onsite registration (on by default)

When enabled, firebo.lt handles player registration. Each game on the event page gets a Register button:

• Players who are logged in are registered right away and taken to the game's player list.
• Everyone else is taken to the game listing, where the registration form opens.

Players can also sign up with the "Join" button on the game listing itself.

When disabled, you handle registration yourself. You provide external instructions (a link to Google Forms, a Discord channel, an email address, etc.) that are shown on game listings instead of a join button.

Require account to register (on by default)

When enabled, players must have a firebo.lt account to register. This is the standard mode.

When disabled, players can register without an account by providing their name. This is useful for events that bring in newcomers who may not have an account yet. Players with accounts can still register normally.

Accountless registration prompt (optional)

If you allow registration without an account, you can set a custom prompt that is shown to players during registration. Use this to ask for specific information — for example, "Please provide a phone number so we can reach you" or "Which RPG systems have you played before?". When a prompt is set, players must fill in the field — it is no longer optional.

The information players provide is visible only to you (the event organizer) and site moderators — not to the Game Master or other players.

Allow cancelling accountless registrations (off by default)

By default, players who register without an account cannot cancel their registration themselves — there is no account to prove who they are. If they change their plans, they have to contact you.

When this setting is enabled:

• Players registering without an account must provide their email address. It is never shown publicly, but you see it in full on the event dashboard, so you can contact a player who asks to be contacted. Use it only for the event. The address is deleted automatically 30 days after the event ends.
• After registering, they receive a secret cancellation link (shown once, with a reminder to save or screenshot it). Opening the link and entering the same email address cancels the registration. No confirmation email is involved — the secret link plus the matching address is the proof.
• If a player loses the link, a Cancel attendance button on the game listing lets them request an email with cancellation links for all their registrations. Links are only sent for events that have this setting enabled.

Cancelling removes the registration entry completely, including the name, email address, and any details the player provided — no personal data is left behind.

Auto-accept players (on by default)

When enabled, players are immediately approved when they join a game. When disabled, players go to a pending list and the GM (or you) must approve each one. Use this for curated events where you want to review players.

Allow overbooking (off by default)

When enabled, players can join the waiting queue even when all seats are filled. The GM picks from the queue. When disabled, registration locks once the seat count is reached. Use this for events with strict capacity limits.

Show games during early bird (on by default)

This one only matters between the go-live date and the public date.

When enabled, anyone who finds the event can read its game listings — titles, systems, descriptions, who is running what — but only players holding the secret link see a Register button. Everyone else sees an "Opens on ‹date›" note. Use this when the line-up is part of the advertising and you want people to know what is coming before sign-ups open to all.

When disabled, the game listings themselves stay behind the secret link: visitors see the event page and a note saying the games are not public yet. Use this when the programme is still being arranged, or when the event is effectively invite-only.

Either way, registration during early bird is the secret link's privilege. This setting changes who can look, never who can join.

Let game masters edit their games (off by default)

When enabled, the game master you assigned to a game can open it and edit its title, system, language, description and seat count — the parts that describe the game and how many players fit at the table. They can do this from the game page, where an Edit button appears for them.

What stays yours: the event the game belongs to, its date and time, venue and map position, payment, category, and the game master assignment itself. A GM cannot move their game to another slot, move it to another event or hand it to somebody else. The form simply does not show those fields, and anything posted for them is ignored.

Note that lowering the seat count below the number of players already approved does not remove anybody — the game simply reads as full, and nobody new can join. That is true when you do it as well.

When disabled, no Edit button is shown to game masters and only you and site moderators can change a game. Existing events have this off; switch it on per event if you trust your GMs to keep their own listings tidy.

Multiple venues

Each game under an event can have its own venue. If your event spans several locations, set the event venue to your main location — where you as the organizer will be — and assign different venues to individual games as needed. Players will see the correct venue on each game listing.

About the Game Master field

If you assign a GM, they can:

• Manage players (approve, reject) for that game
• Receive messages from players about the game
• Be rated by players after the game
• Edit the game's description and seat count, if you switched "Let game masters edit their games" on for the event

If you leave the GM field empty, you manage everything yourself. The game listing shows you as the organizer instead of a GM, and players cannot leave reviews.

The event dashboard

The dashboard shows all registrations for your event in one place. Open it with the Dashboard button on the event page. Site moderators can open it too.

At the top you see the totals: games, seats, approved and pending players, free seats, and unique players. Below that:

• Games overview — every game with its time, GM, and how full it is, grouped by category.
• Registrations per game — each player's name, type (account or no account), status, the details they entered, and when they registered. You can approve, set pending, reject, or remove any registration.
• Add registration — register someone yourself, for example a player who signed up in person or by phone. Enter either the username of a firebo.lt user, or the name of a person without an account (email and notes are optional). Seat limits are not enforced here, so you can squeeze someone in. Email addresses you enter yourself are shown to you in full.
• Players in several games — people registered for more than one game, matched by account or email address. Games that run at the same time (same category or same start time) are marked same time, so you can spot double bookings.
• Export CSV — download all registrations as a spreadsheet file that opens in Excel, LibreOffice, or Google Sheets.

Double registration warnings

Players who try to register for a second game of the same event see a warning first:

• Players with an account see the list of games they are already registered for.
• Players without an account see a general warning if their email address is already registered for this event (the games are not named, to protect privacy).

They can still go ahead — the warning only prevents accidents. If someone should play only one game, check Players in several games on the dashboard.

On the game listing

You can also manage players from each game listing page:

• Approve pending players to confirm their seat.
• Reject players to decline their application.
• If a GM is assigned, they can also approve and reject players.

Approved player lists are visible to everyone. Pending and rejected lists are visible only to you, the GM, and moderators.

Once a game is approaching its start time (1 hour before the game for event games), the player list locks — approved players can no longer leave, accountless registrations can no longer be cancelled, and you can no longer reject approved players.

30 days after the event ends (its end date, or its start date if no end date is set), the player lists on game pages are hidden from everyone except site administrators and moderators, and the email addresses of players without an account are deleted. The event itself and its games stay online as part of the public history of events. Player names remain on your dashboard.