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SetTimes User Guide

For Event Organizers

This guide will help you manage your events, venues, and performers on the SetTimes platform. No technical expertise required!

Table of Contents

  1. Getting Started
  2. Creating Your First Event
  3. Managing Venues
  4. Managing Performers
  5. Publishing Your Event
  6. Understanding the Interface
  7. Band Profile Pages
  8. Public Event Timeline
  9. Tips for Success
  10. Troubleshooting

Getting Started

Logging In

  1. Go to your admin panel at settimes.ca/admin
  2. Enter your email and password
  3. Click "Sign In"

Tip: Bookmark this page on your phone for quick access during event setup!

Your Admin Dashboard

After logging in, you'll see three main tabs:

  • 📅 Events - Create and manage your events
  • 📍 Venues - Add and edit performance locations
  • 🎸 Performers - Schedule bands with times and venues

The interface is mobile-optimized with:

  • Large touch targets (44px minimum)
  • Bottom navigation on mobile
  • Responsive design for all screen sizes
  • Keyboard shortcuts on desktop

Creating Your First Event

Step 1: Open the Event Wizard

  1. Click the "Create Event" button (orange button at the top)
  2. The step-by-step event wizard will open

Step 2: Enter Event Details

Fill in the required fields:

  • Event Name: e.g., "Spring Music Festival 2025"
  • Event Date: The date your event takes place
  • URL Slug: Short name for the web address (e.g., "spring-2025" creates /events/spring-2025)
  • Description (optional): Brief description shown on public pages

Important: The slug will be used in the public URL and band profile URLs. Keep it short, lowercase, and use hyphens.

Step 3: Add Venues

For each performance location:

  1. Enter venue name (e.g., "The Analog Cafe")
  2. Add address (optional but recommended)
  3. Add website and social media links (optional)
  4. Click "Add Venue"
  5. Repeat for all venues
  6. Click "Next" when done

Tip: You can add more venues later if plans change!

Step 4: Add Performances

For each band/performer:

  1. Enter band name
  2. Select venue from dropdown
  3. Set start time (when they go on stage)
  4. Set end time or duration in minutes
  5. Add website URL (optional)
  6. Add social media links (optional)
  7. Click "Add"
  8. Repeat for all performers

Conflict Detection: The system will highlight scheduling conflicts if two bands are booked at the same venue at overlapping times.

Tip: Add bands in chronological order to stay organized!

Step 5: Review and Publish

  1. Review all information in the summary
  2. Click "Create Event" (saves as draft)
  3. Review the draft in the Events tab
  4. When ready, publish it (see Publishing Your Event)

Note: Events start as drafts. Only publish when all information is finalized!

Managing Venues

Adding a New Venue

  1. Go to the 📍 Venues tab
  2. Click "Add Venue"
  3. Fill in the form:
  4. Name (required)
  5. Address (recommended)
  6. Website (optional)
  7. Instagram (optional - enter username without @)
  8. Facebook (optional - full URL or page name)
  9. Click "Save Venue"

Design System: Venues use the SetTimes design system with accessible forms, clear labels, and helpful validation messages.

Editing a Venue

  1. Find the venue in the list
  2. Click the "Edit" button (pencil icon)
  3. Make your changes
  4. Click "Update Venue"

Viewing Venue History

  1. Find the venue in the list
  2. Click "History" or "View Details"
  3. See all past performances at that venue
  4. View statistics (total events, total performers)

Note: You cannot delete a venue that has active performances assigned to it.

Deleting a Venue

  1. Ensure no bands are currently assigned to the venue
  2. Click the "Delete" button (trash icon)
  3. Confirm deletion in the dialog

Warning: Deletions are permanent and cannot be undone!

Managing Performers

Adding a New Performer

  1. Go to the 🎸 Performers tab
  2. Select your event from the context banner (optional)
  3. Click "Add Performer"
  4. Fill in the form:
  5. Band Name (required)
  6. Event (select from dropdown or leave blank)
  7. Venue (select from dropdown or assign later)
  8. Start Time (required if event/venue set)
  9. End Time OR Duration in minutes
  10. Website (optional)
  11. Instagram (optional - username without @)
  12. Facebook (optional)
  13. Description (optional - shown on band profile page)
  14. Click "Save Performer"

Editing a Performance

  1. Find the performance in the list
  2. Click "Edit" button (pencil icon)
  3. Make your changes
  4. Click "Update Performer"

Tooltips: Hover over field labels to see helpful tips and requirements.

Deleting a Performance

  1. Find the performance in the list
  2. Click "Delete" button (trash icon)
  3. Confirm deletion in the confirmation dialog

Confirm Dialog: SetTimes uses a confirmation dialog to prevent accidental deletions of important data.

Warning: Deleting a performance cannot be undone!

Mobile Swipe Gestures

On mobile devices:

  • Swipe left on a band to reveal the delete button
  • Swipe right to hide the delete button

Publishing Your Event

Making Your Event Public

  1. Go to the 📅 Events tab
  2. Find your draft event (marked with a "Draft" badge)
  3. Click "Edit"
  4. Check the "Published" checkbox
  5. Click "Save Changes"

Important: Only publish when ALL information is correct! Once published, attendees can see it on the public timeline.

Event Status Badges

Events display color-coded status badges:

  • Draft (gray) - Not visible to public
  • Published (green) - Live and visible
  • Archived (orange) - Past event, read-only

Unpublishing

Need to make changes to a published event?

  1. Go to the 📅 Events tab
  2. Find your event
  3. Click "Edit"
  4. Uncheck "Published"
  5. Make your changes
  6. Re-publish when ready

Tip: Unpublishing removes the event from the public timeline immediately.

Understanding the Interface

Context Banner

When you select an event, a context banner appears at the top showing:

  • Event name and date
  • Number of performers and venues
  • Quick action buttons (View Event, Clear Selection)

Benefit: Helps you stay focused on one event at a time and avoid mistakes.

Navigation breadcrumbs show your current location:

All Events > Spring Festival 2025 > Performers

Click any breadcrumb to navigate back.

Design System Components

SetTimes uses a consistent design system throughout:

Buttons:

  • Primary (orange) - Main actions like "Save" or "Create"
  • Secondary (outlined) - Less prominent actions like "Cancel"
  • Danger (red) - Destructive actions like "Delete"
  • Ghost (transparent) - Tertiary actions

Alerts:

  • Success (green) - Operation completed
  • Error (red) - Something went wrong
  • Warning (yellow) - Important notice
  • Info (blue) - Helpful information

Loading States:

  • Animated spinners show when data is loading
  • Prevents accidental double-clicks
  • Provides visual feedback

Tooltips:

  • Hover over labels with (?) icon to see helpful tips
  • Works on both hover (desktop) and focus (keyboard)

Accessibility Features

SetTimes is WCAG 2.1 AA compliant:

  • Keyboard Navigation - Use Tab, Enter, Escape to navigate
  • Screen Reader Support - All content properly labeled
  • Focus Indicators - Clear outlines show where you are
  • Skip Navigation - Press Tab on page load to skip to main content
  • Reduced Motion - Respects user motion preferences

Band Profile Pages

What are Band Profiles?

Every band/performer automatically gets a public profile page at:

settimes.ca/bands/[event-slug]/[band-name]

Example: settimes.ca/bands/spring-2025/the-sunset-trio

Profile Features

Automatically Generated Content:

  • Band name and description
  • Event association
  • Venue and performance time
  • Social media links (if provided)
  • Performance history (if multiple events)
  • SEO-optimized metadata

SEO Optimization:

  • Open Graph tags for social sharing
  • Twitter Cards for previews
  • Proper page titles and descriptions
  • Canonical URLs

Sharing:

  • Share links automatically include rich previews
  • Facebook, Twitter, LinkedIn show band info
  • QR codes can be generated for posters

Editing Band Profile Content

  1. Go to 🎸 Performers tab
  2. Find the band and click "Edit"
  3. Update the Description field (supports markdown)
  4. Upload a photo — drag-and-drop or click to browse (JPG/PNG/WebP, up to 5 MB). It is stored in Cloudflare R2 and appears on the public profile, the schedule-card thumbnail, and link previews.
  5. (Recommended) Fill in Photo alt text — a short description of the image for screen readers and for when the image fails to load. Defaults to the band name if left blank.
  6. Add or update social media links
  7. Click "Save"

Tip: Write compelling descriptions that fans will want to read and share!

Public-Facing Features

Beyond the schedule itself, fans get a few experience features worth knowing about:

  • Themes — four selectable colour themes (two dark, two light) via the swatch picker in the public header; the choice persists per browser. The admin panel always stays on the dark theme regardless of the visitor's pick.
  • My Route — a fan's personal lineup (formerly "My Schedule"). Fans tap performers to add them; the route is saved in their browser and can be shared as a /s/<code> link with rich social previews.
  • Artist Directory — a public, searchable index of every artist who has performed at a SetTimes event, at /artists (linked from the homepage). Each card links to that artist's profile.

Public Event Timeline

What is the Timeline?

The public-facing event schedule at settimes.ca shows:

  • All published events
  • Real-time performance schedules
  • Venue locations
  • Band profile links

Timeline Features (Sprint 2.1)

Filtering:

  • Filter by venue (click venue name)
  • Filter by month (click month selector)
  • Clear filters to see all events

Real-Time Updates:

  • Changes appear within 1-2 minutes
  • No need to refresh manually
  • Cache automatically managed

Mobile-Optimized:

  • Responsive cards for each performance
  • Swipeable on mobile
  • Bottom sheet navigation

Accessibility:

  • Keyboard-navigable
  • Screen reader friendly
  • High contrast ratios

Testing Your Event

Before announcing:

  1. Publish the event
  2. Open settimes.ca in a private/incognito window
  3. Verify all bands appear
  4. Check times and venues are correct
  5. Test band profile links
  6. Test on mobile device
  7. Share with a friend for feedback

Tips for Success

Before the Event

  • [ ] Create event at least 2 weeks in advance
  • [ ] Add all venues first, then performers
  • [ ] Add accurate times with 15-30 minute buffers between sets
  • [ ] Review for scheduling conflicts (highlighted in red)
  • [ ] Write compelling band descriptions
  • [ ] Add all social media links
  • [ ] Test the public timeline on multiple devices
  • [ ] Publish event

During Setup

  • [ ] Keep venue names consistent (avoid "The Analog" and "Analog Cafe")
  • [ ] Use clear, readable time formats
  • [ ] Add realistic set lengths (account for setup/teardown)
  • [ ] Double-check AM/PM times
  • [ ] Get feedback from someone else before publishing
  • [ ] Have a backup plan for last-minute changes

Best Practices

Save Often:

  • Don't rely on auto-save
  • Click "Save" after every major change

Double-Check Times:

  • Incorrect times cause attendee confusion
  • Allow buffer time between bands

Keep It Simple:

  • Use official band names (as they brand themselves)
  • Don't overcomplicate venue names
  • Write clear, concise descriptions

Test Before Publishing:

  • Always preview the public schedule
  • Check on both mobile and desktop
  • Verify all links work

Backup Important Info:

  • Screenshot your final schedule
  • Export event data if available
  • Keep venue contact info handy

Troubleshooting

"I can't add a performance - the venue dropdown is empty"

Solution: Add venues first! Go to the Venues tab and create your venues before adding performances.

"I see a conflict warning but the times look right"

Solution: Check the full time range. A band ending at 9:00pm conflicts with another starting at 9:00pm at the same venue. Leave at least 15-30 minutes between acts for setup/teardown.

"My changes aren't showing on the public timeline"

Solution:

  1. Make sure the event is Published (not Draft)
  2. Wait 1-2 minutes for the cache to update
  3. Refresh the page (Ctrl+R or Cmd+R)
  4. Try a private/incognito window
  5. Check that the event date hasn't passed

"I accidentally deleted a performance"

Solution: Unfortunately, deletions are permanent. You'll need to re-add the performance manually. Always confirm carefully in the deletion dialog!

Prevention: SetTimes shows a confirmation dialog to prevent accidents.

"The admin panel isn't loading on my phone"

Solution:

  1. Pull down to refresh the page
  2. Check your internet connection
  3. Try a different browser (Chrome, Safari, Firefox)
  4. Clear your browser cache
  5. Make sure you're at settimes.ca/admin
  6. Contact support if the issue persists

"I can't delete a venue"

Solution: You cannot delete a venue that has performances assigned to it. You need to:

  1. Go to Performers tab
  2. Find all performances at that venue
  3. Either delete them or reassign them to a different venue
  4. Then you can delete the venue

Protection: This prevents data integrity issues.

"The event wizard won't let me continue"

Solution: Check for:

  • Required fields marked with asterisks (*)
  • Red error messages under fields
  • Invalid date formats
  • Duplicate event slugs

Validation: SetTimes validates all data before saving to prevent errors.

Solution:

  1. Ensure the event is published
  2. Check the event slug is correct (no spaces or special characters)
  3. Verify the band is assigned to that event
  4. Wait 1-2 minutes for cache updates
  5. Check the full URL format: settimes.ca/bands/[event-slug]/[band-name-slug]

"I need to change the event slug after publishing"

Solution: Changing slugs breaks existing links. If you must:

  1. Create a new event with the correct slug
  2. Duplicate all venues and performers
  3. Unpublish and archive the old event
  4. Update any external links or social media posts

Best Practice: Choose slugs carefully before publishing!

Mobile Optimization Tips

Touch-Friendly Interface

All buttons and interactive elements are optimized for mobile:

  • Minimum 44x44px touch targets (WCAG AAA)
  • Large, easy-to-tap buttons
  • Generous spacing between elements
  • No tiny checkboxes or links

Bottom Navigation (Mobile)

On mobile devices, use the bottom navigation bar:

  • 📅 Events - Manage events
  • 📍 Venues - Add/edit venues
  • 🎸 Performers - Schedule performances

Form Tips

Auto-Optimized Keyboards:

  • Email fields show email keyboard
  • Number fields show number pad
  • URL fields show URL keyboard (with .com shortcut)
  • Time fields show time picker

Auto-Complete:

  • Venue names auto-suggest from existing venues
  • Band names auto-suggest if they've performed before

Keyboard Shortcuts (Desktop)

Global:

  • Tab - Navigate through form fields and buttons
  • Shift + Tab - Navigate backwards
  • Enter - Submit forms or activate buttons
  • Escape - Close modal dialogs and dropdowns
  • Ctrl/Cmd + S - Save current form (when available)

Navigation:

  • Alt + E - Go to Events tab
  • Alt + V - Go to Venues tab
  • Alt + P - Go to Performers tab

Accessibility:

  • Tab on page load - Reveals "Skip to main content" link
  • Focus indicators always visible

Getting Help

In-App Help

  • Tooltips: Hover over (?) icons for contextual help
  • Validation Messages: Red error messages explain what's wrong
  • Empty States: Helpful prompts when tabs are empty
  • Context Banner: Shows current event context

Documentation

  • User Guide (this document) - Comprehensive how-to guide
  • Admin Handbook - For system administrators
  • Quick Start Guide - 10-minute setup tutorial
  • Troubleshooting Guide - Common issues and solutions

Contact Support

Quick Reference Card

Login: settimes.ca/admin

Add Event: Events tab → Create Event → Follow wizard

Add Venue: Venues tab → Add Venue → Fill form → Save

Add Band: Performers tab → Add Performer → Fill form → Save

Publish: Events tab → Edit event → Check "Published" → Save

Emergency Stop: Events tab → Edit event → Uncheck "Published" → Save

Security & Privacy

Your Data is Protected

SetTimes uses industry-standard security:

  • HTTPS/TLS encryption for all data transmission
  • HTTPOnly cookies prevent XSS attacks
  • CSRF protection on all state-changing requests
  • Role-based access control (only editors/admins can modify data)
  • Audit logging tracks all important actions
  • Regular security audits — see docs/code-review/ for the review history

Best Practices

Passwords:

  • Use a strong, unique password (min. 8 characters)
  • Include uppercase, lowercase, and numbers
  • Never share your credentials
  • Change passwords quarterly

Account Security:

  • Log out when using shared devices
  • Don't save passwords on public computers
  • Enable 2FA if available
  • Report suspicious activity immediately

Frequently Asked Questions

Q: Can multiple people edit the same event? A: Yes! Multiple editors can work simultaneously. However, the last save wins, so coordinate with your team to avoid conflicts.

Q: Can I import data from a spreadsheet? A: Not currently, but this feature is planned. For now, use copy-paste to speed up data entry.

Q: How many events/venues/bands can I create? A: No hard limits! The system is designed to scale. Performance is optimized for hundreds of events.

Q: Can I customize the public timeline appearance? A: The timeline uses the SetTimes design system. Custom branding may be available for enterprise plans.

Q: Can attendees buy tickets through SetTimes? A: Not currently. Add ticket links to event descriptions or band profiles.

Q: Is there an API for integrations? A: Not yet, but an API is on the roadmap. See API_DOCUMENTATION.md for planned features.

Q: Can I export my event data? A: Database export tools are available to administrators. Contact support for assistance.

Questions? Refer to the other guides:

Version: 2.0 Last Updated: 2026-07-04 For: SetTimes Platform (settimes.ca)

Need More Help? We're here to make your event a success! Contact us anytime through GitHub issues or your administrator.