Events & attendance
Discord event sign-ups and attendance tracking for your guild: raids and events with sign-ups, reminders and a bench, repeating schedules and timetables, and attendance taken from voice while each event runs.
The Events page
Everything coming up that you can join, in your server's timezone wherever you are. Signing up here or in Discord is the same thing: the two stay in sync.
| View | What it shows |
|---|---|
| Agenda | A calendar by day, week or month. Each event's left edge is your own response (green attending, orange late, blue tentative, red absent, grey not yet), and its bar is how the sign-ups stand. Full day shows all 24 hours instead of only the hours with events in them. |
| Table view | The upcoming events as a list you can search and filter by game. |
| History | Past events, with how your attendance was recorded for each. |
| Timetables | For event managers: recurring in-game timers (see Timetables below). |
Add to calendar (the calendar icon) copies a link you can subscribe to in Google Calendar, Apple Calendar or Outlook, so the events show up there too. Officers also get Templates and New event beside it.
An event's page
Click an event to open its page. Its first tab is Signups (Attendance once it has ended with attendance tracked): the event's details and cover, then everyone who answered, in a column per answer or per signup option. A game event can also have a Parties tab (see Parties) and, once it has ended, a VODs tab where those who attended add their recording.
Officers get the event's actions at the top right: Edit, Finish early while it runs, and under ⋯Export CSV, Save as template, Cancel event while it is still to come, and Delete event once it has ended or been cancelled. On a repeating event the same menu has Skip the next one and Stop repeating. Not responded lists who was expected but has not answered, so you can ping them all or just the ones you tick (/event nag does the same from Discord); members on approved leave are marked and never pinged. Clicking a member opens their answer and their time in voice, where an officer can change their answer, their options or, once the event is on, their attendance.
Creating an event
An event is how you schedule a raid, run, or anything else your roster shows up for. You build it on the dashboard with New event and Qutie posts it into Discord for sign-ups. Events can belong to a game, which fills in that game's sign-up options, DKP and duration, and for a game's own events officer also sets the channel. A server admin or the Events permission can also make an event with no game, for the whole server.
What you can set
The editor has a tab for each part of the event.
| Tab | What it sets |
|---|---|
| Event | The title, the game, the channel it posts in, when it starts (in your server's timezone) and how long it runs, a description and a Cover image shown above the event in Discord and on the website. With no duration it has no set end, so nothing is checked or awarded at the end. |
| Signups | Which answers members get besides Attending (see Signing up), whether Absent and Late ask for a reason and where absences are posted, and Who can sign up: the roles that can answer, which the event also pings (left empty, anyone can sign up and nobody is pinged). Then Reminders (minutes before the start, such as 60, 15), Lock signups (minutes before the start; left empty they close at the start) and Nag non-responders, which pings the members of those roles who have not answered, that long before the start. Capacity sets Max attendees; past it, Overflow to bench puts extra sign-ups on a standby bench, Auto-promote moves them up as spots free, Fill open spots does one last sweep a set time before the start, and Announce promotions pings whoever moves up. |
| Options | Up to three groups of choices members make when they sign up, like a class or a role. Add one of the game's choice fields, so a pick matches the member's profile, or a Custom group of your own. Each option has its own emoji and an optional cap. Every group required makes members pick in every group, and on a group from a game field, Save the pick to the profile writes what they pick back to their profile. |
| Attendance | Whether attendance is tracked, and how: by voice presence or by hand (see Attendance tracking), plus which outcomes give a strike. |
| Finish | What happens to the Discord post when the event ends (nothing, delete it, or move it to an archive channel), the DKP for attending and the share a late arrival gets when the game runs DKP, and an optional Summary message posted when it ends, with the counts and the lists of who was present, late, left early or a no-show that you tick. |
| Repeat | Have the event come back on a schedule instead of rebuilding it every week: on a calendar (such as every Tuesday), at set times, or every so often. Its coming dates show on the agenda as planned (dashed) a set number of days ahead, and each is posted to Discord a set time before it starts, when sign-ups open. A manager can post a planned date early, skip it or put it back from the agenda. Switching Repeat off on a template pauses it and keeps its schedule for when you switch it back on. Changing its times moves the events it already posted to the new time on the same day, sign-ups and all; a day you take out cancels its event. A repeating event carries a small repeat mark after its title. Repeat is for server admins and the Events permission. |
Templates let you save an event setup and reuse it in a couple of clicks. Server admins and the Events permission own the templates; a game's events officer can grab one and run it for their game. A repeating event is a template with a schedule, and editing one of its events offers Save all future, which changes the template and every event still to come. Party compositions can be attached to an event too (see Parties).
In Discord, /event add posts a simple event in the channel you are in, with Attending and Absent, for you to finish setting up on the website. It makes a server-wide event, so it needs the server-wide Events permission (or a server admin).
Signing up
When the event goes up in Discord, members sign up with a click, or from the Sign up button at the top right of the event's page on the website. Once they have answered, that button shows their answer, and its menu changes it or what came with it (their picks, how late, their reason). Both go once sign-ups close. Attending is always offered; the rest are up to you, per event.
| Response | Means |
|---|---|
| Attending | Counting on being there. |
| Fill | Attending, and happy to play any of the options they tick in the first signup option, like tank or healer. An officer picks which when making the parties. |
| Late | Coming, but arriving after the start, with how late. Still counts as attending. |
| Tentative | Might make it. Does not count towards the cap. |
| Absent | Not coming, so a real no is told apart from no answer. |
| Bench | Volunteering as a backup rather than taking a spot. |
On top of the response, members can pick from the event's signup options, like their class or role for the run, whether you defined those yourself or pulled them from a game field. If you set a cap with Overflow to bench, anyone signing up as attending past it lands on the bench.
An event can ask for a reason on Absent (and on Late too), optional or required. Only the member and the officers see it, and with a channel picked each absence is posted there with its reason, kept up to date and without pinging anyone.
Attendance tracking
Attendance tracking is switched on per event, on the editor's Attendance tab, and is free on every server. Its Method is Voice presence or Manual.
With Voice presence, Qutie watches the event's voice channels: being in any of them counts as present, and picking a category counts every voice channel in it except AFK. Left empty, the busiest voice channel near the event's channel counts. It decides at up to three moments: the Start check (a set number of minutes after the start, 0 by default), the end of an optional Late window after it, and an optional End check a set number of minutes before the end (it needs a duration). Ping at start pings the signed-up members who are not in voice at the start check.
From those checks, every member who signed up to come gets one of four outcomes:
| Outcome | How it is decided |
|---|---|
| Attended | In voice at the start check. |
| Late | Not there at the start check, but joined within the late window. |
| Left early | There at the start, but gone by the end check. |
| No-show | Signed up but never showed, or showed after the late window. With no late window, anyone missing at the start check. |
Prefer to handle it yourself? With Manual, Qutie neither checks voice, pings nor strikes: you mark everyone on the event's page with Mark attendance (with Set all and Set unmarked for the common case), then press Finalise to close it and hand out the DKP. On a voice event you can still change any one member's outcome by clicking them on the event's page.
You can also end an event early with /event finish in Discord (it lists the running events you run, by the Events permission) or Finish early on the event's page, which takes the place of your Sign up button while the event runs. That skips the end check, closes the event and hands out the rewards. If you enabled the summary message, Qutie then posts it, showing who landed on which outcome.
Started late, or ended early without anyone finishing it? On the ended event's page, drag the Start and End lines on its In voice over the event chart to when it really ran. The late window and the end check move with them, and the board shows every outcome and strike that changes before you press Apply changes; DKP follows. Only the checks whose time moved are redone: move just the end, and how everyone arrived stays as it was. Changing the times in Edit does the same. Qutie recounts from who it saw in voice, so the lines stay inside the time it was listening: from 15 minutes before the start to 15 minutes after the end.
Strikes & DKP
Each outcome can optionally carry a strike, so a no-show, a late arrival or an early leave can count against a member: Strike no-shows, Strike late (it needs a late window) and Strike left early (it needs an end check) on the editor's Attendance tab. An officer can also add or clear a member's strike when changing their outcome on the event's page. Strikes are a Premium feature. On a server without Premium every outcome is still recorded, and nobody is struck.
A strike is for a broken promise, so a member who answered Late is judged against what they said: in voice by the time they gave, they take no late strike.
When the game runs DKP (part of Loot, a Premium feature) and the event carries an amount, attendance pays it out automatically as the event finishes. A late arrival gets the event's Late DKP % of it, all of it when that is left empty.
It all lands on the event's page: the full attendee list with each member's outcome, any strike and their VOD, the attendance rate, and an In voice over the event chart of how the room filled and emptied. Every member's attendance and response rates are free and show on their profile; the breakdown of their attendance by outcome is Premium. Members on approved leave are not nagged to sign up and take no strike for events they skip while away, but if they sign up anyway it counts as normal (see Leave of absence).
Timetables
Timetables cover the events your game schedules rather than you: world bosses, rifts, siege windows. A timetable is a live Discord panel in a channel of your choice, counting down to each upcoming spawn and pinging the people who want it a set time before it, and its timers are the individual recurring events. Event managers run them from the Timetables tab of the Events page, free on every server. A timetable's Game decides which game's officers can manage it and which event templates its timers can use, and its Banner is shown at the bottom of the panel.
Add timer adds one switched off, so you can set its times before it goes live. Each timer has an emoji, a name and these settings:
| Setting | What it does |
|---|---|
| At set times | Fixed clock times on chosen days, in your server's timezone (no day picked means every day). A label on a time can name that day's boss (Mon = Ancient, Tue = Frost). |
| Every so often | Repeats every so many minutes, counting from a moment like the server reset, with an optional Boss rotation cycling through its names in order. |
| Up for | How long it stays up once it starts. While up, the panel shows it as live with its end time. |
| Ping | Each timer pings on its own in the panel's channel, a set number of Minutes before each time. It pings either roles (members can pick them up themselves from the timetable's post, and Qutie can create a role for the timer) or a list that members join and leave from the same post, with no role needed. A ping deletes itself after the start (Delete after sets when). |
| Event template | Link an event template and each time becomes a real event members can sign up to: the timer's times become the template's repeat, the timer sets the title, the template everything else. How far ahead it shows on the agenda and posts is set on the template's Repeat tab. Changing the timer's times moves the events already posted, the same way. |
With Show on the events agenda on, a timetable's next week shows on the agenda as read-only chips; an event manager can click one to spin up a real event prefilled from it, and a created event replaces its chip. A timer linked to a template shows its dates as that template's planned events instead. An event made from a timetable names it on its page, with a link back to the timer. Deleting the panel message in Discord pauses the timetable, and pausing it on the dashboard removes the panel; flip it back on to repost.