Creating Private Events

Any member of Classlist can create a private event on the parent side of Classlist, this is popular for birthday parties and playdates as you can invite children by pupil name even if you don't know the parent name. You can collect RSVPs easily so that at any time you can see a summary of how many people are coming.

• Only the people you invite to the event will see it on Classlist.
• You do not need to create a group before you create your event.  You can create the private event directly and then add your guests.

NB: If you are an admin user (eg Class rep or Ambassador) and you wish to create an event for classes, groups or the whole school, you need to create a community event in the green admin mode. There are several advantages of doing it there.  These include, new joiners to the class or group (after you set up your event) will be sent an invitation to a community event automatically, and there are also payment and volunteer rota options built into community events.

Creating an event is easy and we will run through the steps here.

Creating an Event

Inviting parents

Adding Extra Guests

Managing a created event

Creating an event

Click on the pink plus button from anywhere in Classlist and use the dropdown at the top to bring up the menu if it's not visible initially.

Choosing Private Event will open the event creation page. The minimum details that are required before you can save it as a draft are: Event name, Date & Time and at least 1 guest.

After you have saved the event as a draft you will then have the option to edit the info or publish the event.

Cover photo - optional but will make your event stand out in the events list. Photos must be in .png or .jpg format and the maximum file size is 8mb. The image display area for events is square, but your photo may be cropped to fit the circular display shape in some circumstances.

Location - this can be selected from your saved locations or a new one can be added.

Date & Time - if you save your event and edit it later make sure the date & time are still in the future other wise you won't be able to save your changes.

RSVP time - if you add an RSVP date and time, people will not be able to reply after this time. If you do add this initially you may want to extend it nearer the time if you are still waiting for replies.

Attachments - Such as a pdf of an invitation or directions to the venue can be added with the paperclip icon. Everyone invited will be able to view and download the file.

Inviting parents - Individually or a whole group

Click on the guest list section begin. You can then start typing the names of individual parents you want to invite, or the name of any group you are part of (groups you are not part of won't be shown). You can also search by pupil name, which makes it very easy to create a birthday party from a list of pupils your child gives you.

NB: Admin users can send out invitations to any Class, Year or Parent Group, even if they are not members of these groups, but only when they are creating a community event in the green Admin Mode. 

Inviting Parents - Part of a group

If you want to invite a lot of parents from the same group (eg 10 of the class to a birthday party) You can type a class/year/group name which will initially select everyone in it, then delete the names of those you are not inviting using the cross to the right of their name. This leaves you with a list of just the ones you are inviting to the party. Only parents you invite will see the event on Classlist.

Adding extra guests

Any parent who registers on Classlist and joins your invited class or group after your invitation was first sent will not be able to see the event if it is a private event (whereas with community events new joiners are added to the invite list). 

If you want to add new joiners to your event you can edit the guests and re-add the class. Re-inviting can be really helpful if you want to make sure everyone's included, even the family who have only just moved to the area.

NB: The invitation is sent to the parent member rather than being addressed to his/her child so, as it's likely that some of your invited parents will have more than one child, you could consider making it very clear in the title and description eg TITLE 'Sophia's Party' DESCRIPTION 'Sophia would like to invite her year 2 friends to her party'. If there are twins in the same class and your child only wants to invite one twin, you might need to direct message the parent to explain! 

The event only becomes 'live' when you invite parents so if you like you can draft your event in advance and only issue the invitations nearer the time. 

Managing a created event

Take a look at our other help articles for more information on managing & editing a private event, or to  cancel an event click here.