What is covered in this article?
- Why is this important?
- How do I turn on the Leaders feature?
- How do I assign a leader to an event?
- How do I assign a leader to a subtour?
- Who gets notified, and when?
- What happens when I update an event or subtour?
- What happens when I delete an event or subtour?
- What about duplicating an event?
- How do subtour-specific messages work?
- Frequently asked questions
Why is this important?
Events and subtours are often run by different members of your staff. The Leaders feature lets you record who is responsible for each event and each subtour, and then keeps those staff informed automatically. When a leader is assigned, when event details change, and when an event is cancelled, Enquiry Tracker sends the relevant leaders an email — complete with a calendar invite — so nobody has to chase updates or send manual reminders.
How do I turn on the Leaders feature?
The Leaders feature is enabled on a per-school basis. If you don't yet see a Leader field on your Event Details screen, contact the Enquiry Tracker support team to have it switched on for your school. Once enabled, it is available to all users at your school who have access to the Events module — there is no further setup required.
How do I assign a leader to an event?
The Event Leader field appears on the Main Event tab of the Event Details screen, between Event Type and Campus.
Perform the following steps to assign an event leader:
- Go to Events > Events List and open the event you want to update.
- On the Main Event tab, click the Leader field.
- Start typing to search for a staff member by name, then select the relevant person. Only users who belong to your school will appear in the list.
- Click SAVE.
- If the event is in the future, you will be asked whether to notify the leader. Tick or untick the options as needed and confirm.
To remove a leader, clear the Leader field and click SAVE. You will be given the option to notify the outgoing leader.
How do I assign a leader to a subtour?
Each subtour can have its own leader, separate from the event leader.
Perform the following steps to assign a subtour leader:
- Open the event and click the Subtours tab.
- Click the green pencil (edit icon) next to the subtour you want to update.
- In the Add/Edit Subtour dialog, click the Leader of Subtour field (located below Capacity) and search for the staff member.
- Click SAVE.
Once assigned, the leader's name appears in the Leader column of the Subtours table. It also appears next to the subtour name in the Subtour filter dropdown on the RSVP List, shown as Subtour Name (Leader: First Last), so you can quickly see who is responsible for each group.
Who gets notified, and when?
All notifications described below apply to future events only. Changes to past events are saved without sending any emails.
Every notification email includes a calendar invite (an .ics attachment) so the recipient can add, update or remove the event in their calendar app.
| When this happens… | …these people are notified |
|---|---|
| A leader is assigned to an event | The event leader |
| A leader is assigned to a subtour | The subtour leader |
| A leader is removed from an event or subtour | The removed leader |
| An event's date, start time or location is updated | All registered families, the event leader, and all subtour leaders |
| A subtour's start time is updated | Families registered for that subtour, and the subtour leader |
| An event is cancelled (deleted) | All registered families, the event leader, and all subtour leaders |
| A subtour is cancelled (deleted) | The subtour leader |
Family notification templates for event updates and cancellations can be customised at Events > Event Details > Messages. Leader notification emails use system templates and are not currently editable by school users.
What happens when I update an event or subtour?
When you save a change to a future event or subtour that has at least one booking or an assigned leader, a Send update notification? prompt appears before the change is applied. This lets you decide who is told.
The prompt lists the properties you're changing (for example, "You are about to change the date, start time and location for this event") and shows a tick box for each affected group:
- Registered families — shown only if there is at least one booking
- Event leader — shown only if the event has (or is being given) a leader
- Subtour leaders — shown only if at least one subtour has a leader
All boxes are ticked by default. The action button reads SAVE AND NOTIFY if at least one box is ticked, or SAVE WITHOUT NOTIFYING if all boxes are cleared. A matching prompt appears when you edit a subtour, with options for Families registered for this subtour and Leader of this subtour.
What happens when I delete an event or subtour?
When you delete a future event that has bookings or an assigned leader, a confirmation dialog asks who to notify of the cancellation — registered families, the event leader, and/or subtour leaders. The button reads DELETE AND NOTIFY or DELETE WITHOUT NOTIFYING depending on your selection. Deleting an empty event, or any past event, simply asks you to confirm with no notification options.
The same notification options appear when you delete several events at once from the Events List. They apply only to the future events in your selection that have bookings or leaders.
When you delete a subtour that has a leader on a future event, you'll be asked whether to notify that subtour leader.
What about duplicating an event?
When you duplicate an event that has an event leader or subtour leaders, the Duplicate Event dialog includes an extra option:
- Duplicate Leaders — ticked by default. When ticked, the assigned leaders are carried across to the new event. Untick it to create a copy with no leaders assigned.
If you leave Duplicate Leaders ticked and click DUPLICATE EVENT, a follow-up prompt asks whether to notify the leaders that they've been assigned to the new event. You can choose to notify the event leader, the subtour leaders, both, or none.
How do subtour-specific messages work?
The Messages section (in Event Details, and under Admin > Messages) now has two tabs:
- All Registrants — messages sent to every family who registers for the event, regardless of subtour.
- Subtour Registrants — messages sent to families based on the specific subtour they sign up for, in addition to the All Registrants messages.
The Subtour Registrants tab comes with two active templates you can edit: a registration confirmation (sent as soon as a family registers for a subtour) and a reminder (sent a set number of days before the subtour starts).
The following insert fields are available only in subtour-specific templates:
| Insert field | What it inserts |
|---|---|
< SUBTOUR NAME > |
The name of the subtour the family registered for |
< SUBTOUR START TIME > |
The start time of that subtour |
< SUBTOUR END TIME > |
The end time of that subtour |
In the All Registrants tab, the < REGISTERED SUBTOURS > insert field lists every subtour a family has signed up for within a single email.
Frequently asked questions
Can I assign more than one leader to an event?
No. Each event and each subtour supports one leader at a time.
Does a leader need a special role or permission?
No. Any active staff user at your school can be assigned as a leader. Only users from your school appear in the dropdown.
What happens if a leader's account is deleted?
The Leader field displays a dash (—) in place of their name, and no further notifications are sent to them.
Can families see who the leader is?
No. The Leader field is internal only. It is not shown on forms or in family emails unless you add it manually as free text in a template.
Can I edit the emails leaders receive?
Not at this stage — leader notifications use system templates. Family notifications for event changes and cancellations can be edited at Events > Event Details > Messages.
Will the calendar invite update a leader's existing calendar entry?
The email includes an updated calendar attachment. To update their calendar, the recipient opens the attachment from the new email and accepts it. This is standard behaviour across Google Calendar, Outlook and Apple Calendar.