Setting Up a New Event

Events are the top-level containers in IndieBase. Everything — jobs, patients, crews — lives inside an event. Create one before your team takes to the field.

Overview

An event represents a single operational deployment: a race weekend, a music festival, a sporting fixture. Once you've created an event, you can log jobs (incidents and calls) against it, assign crews to it, and track everything that happens on the day from a single screen.

Events are scoped to your current team, so only members of your team will see the events you create.

Before You Start

• You must be logged in and have an active team selected.
• Only team owners and users with the admin role can create events. The New Event button will not appear if you don't have this permission.
• Your team's configuration determines which Event Type options are available in the form. The defaults are: Sport, Motorsport, Music, Equestrian, and Other. Your team administrator can customise these.
• If you want to link the event to a pre-configured venue (rather than entering a location manually), the venue must already exist in your team's venue list. See Managing Venues for how to set those up.

Navigating to the Events List

1. From anywhere in the application, click Events in the main navigation.

   You'll land on the Events index page, which lists all events for your current team, most recent first.

   

2. Click New Event in the top-right corner of the Events page.

   The New Event button is only visible to team owners and admins. If you can't see it, you don't have permission to create events — speak to your team administrator.

Creating the Event

You'll arrive at the New Event form. Work through it from top to bottom.

Step 1: Duplicate from an Existing Event (Optional)

At the top of the form is a Duplicate from existing event dropdown. If you're setting up an event that's similar to one you've run before — same type, same venue — select it here. The form fields will be pre-filled with that event's details, saving you time.

You'll still need to set the date(s) and review everything before saving.

This copies the event's type, venue, and location data. It does not copy jobs, crews, or patients.

Step 2: Set the Date

1. Click the Date field and select the date the event takes place.

   This field is required. The date is used to determine whether an event is "live" on the home dashboard (IndieBase considers an event live from 6 hours before midnight on the event date to 6 hours after).

   

Step 3: Set an End Date (Multi-Day Events)

If your event spans more than one day — for example, a two-day motorsport meeting — enter the final date in the End Date (optional) field.

Once you set an end date, a new option appears:

Split Multi-day event — if you tick this checkbox, IndieBase will create a separate event for each calendar day between the start and end dates. Each day gets its own event record, automatically titled "Day 1", "Day 2", and so on (e.g., "British Touring Cars Day 1", "British Touring Cars Day 2"). This lets you keep jobs and crews organised per day.

If you leave Split Multi-day event unticked, the event will be created as a single record spanning the date range.

The end date must be after the start date.

Step 4: Enter the Title

Type a name for the event in the Title field. This is required and will appear throughout the application wherever the event is referenced.

Keep titles clear and descriptive — include the event name and year if helpful (e.g., "Silverstone Festival 2025" or "Reading Festival Main Stage").

Step 5: Select the Event Type

Use the Event Type dropdown to categorise the event. The available options are set by your team's configuration — by default these are:

• Sport
• Motorsport
• Music
• Equestrian
• Other

This field is required.

Step 6: Set the Location

You have two ways to set where the event is taking place:

Option A: Select a Pre-configured Venue

If your team has saved venues set up, a Venue dropdown will appear. Select the venue from the list. This links the event to that venue's record — which can include pre-defined location points useful when logging jobs on the day.

When a venue is selected, the manual location fields are hidden. You don't need to enter a location separately.

Venues are managed by team administrators under Team Settings > Venues. If the venue you need isn't in the list, ask your team admin to add it, or use manual location entry below.

Option B: Enter a Location Manually

If you don't select a venue — or if your team has no saved venues — a Location panel appears with several ways to pin the event:

Location Search — type an address, postcode, or what3words address (e.g., ///filled.count.soap) into the search box. IndieBase will suggest matching addresses as you type. Select one to automatically fill in the location, postcode, coordinates, and what3words address.

The following fields are populated automatically when you use the search, but you can also review or adjust them:

• Location — a free-text description of the location (e.g., street address, venue name, or nearest town). This field is required if no venue is selected.
• Postcode — filled automatically from the address search. Read-only; use the search box to change it.
• What3Words — the what3words address for the location, filled automatically. Read-only; use the search box to change it.
• Latitude / Longitude — GPS coordinates. These are filled automatically but can be entered manually if you know them.

Map — click this button to toggle an interactive map. You can click anywhere on the map to set the location pin; a pop-up will show the coordinates and offer a Set Location button to confirm the pin.

Current Location — click this to use your device's GPS to set the location to where you are right now. Useful if you're on-site and want to pin the venue quickly.

Clear All location data — resets all location fields if you need to start again.

Step 7: Save the Event

Once you've filled in all the required fields, click Create Event.

IndieBase will create the event (or a series of events, if you chose the multi-day split option) and immediately take you to the Event page, where you can begin adding crews and logging jobs.

Required Fields Summary

After You've Created the Event

Once the event is saved, you'll land on the Event detail page. From here you can:

• Edit the event details — click the pencil icon to expand the edit panel and update any of the fields above. Click Save Event when done. Only team admins and designated event admins can edit event details.
• Add crews — set up the crews attending the event, assign callsigns, vehicles, and members.
• Log jobs — create job records as incidents come in during the event.
• Assign event admins — team admins can designate specific team members as event admins, giving them permission to edit the event and manage its jobs.

Tips & Best Practices

• Create events in advance. Setting up the event before you arrive on-site means you (and any other team admins) can add crews and pre-populate the venue while you have a reliable connection.
• Use the Duplicate feature for recurring events. If your team covers the same venue or event type regularly, duplicate a past event and just update the date and title.
• Use venue records for well-known venues. If you cover a circuit or stadium regularly, ask your team admin to set it up as a saved venue with pre-defined location points. This dramatically speeds up job logging on the day.
• Multi-day splits are one-way. Once you've created split daily events, each day is an independent record. There's no way to merge them back, so think before you tick that checkbox.
• The event goes live automatically. IndieBase treats an event as "live" (and shows it on the home dashboard) for a window spanning from 6 hours before midnight of the event date to 6 hours after midnight the following day. You don't need to do anything to activate it.

Troubleshooting

The "New Event" button isn't visible on the Events page. You don't have permission to create events. Only team owners and users with the admin role can do this. Ask your team owner to update your role.

The Event Type dropdown is empty. Your team's configuration doesn't include any event types. A team administrator needs to add them under Team Settings > Config.

The Venue dropdown doesn't appear. Your team has no saved venues. Either use manual location entry, or ask your team admin to create a venue under Team Settings > Venues.

The location search isn't returning results. Try typing more of the address — suggestions only appear after at least three characters. You can also try entering a postcode directly, or use the Map or Current Location options instead.

I selected "Split Multi-day event" but only one event was created. Check that the End Date is set correctly and that it's a date after the Start Date. If the start and end dates are the same, only one event will be created.

I can't edit the event after creating it. Editing requires the admin role on the team, or you need to be designated as an event admin. Ask your team admin to either upgrade your role or add you as an event admin from the Event detail page.

Related Features

• Managing Venues — how to create and configure saved venues with pre-defined location points
• Adding Crews to an Event — assigning callsigns, vehicles, and team members to crews
• Logging a Job — recording incidents and calls against an event
• Event Admins — granting specific team members permission to manage an event