Group Organizer Guide

Last updated: September 22, 2026

1. Getting your Group started

From Create a group, give it a name and description and choose how visible it should be. A private Group is free, invite-only, capped at 30 members, and never shows up in public search -- only an existing member can invite someone new. A public Group is discoverable by anyone via Find a Group, the same way a store is, has no member cap, and lets people request to join -- but it needs a TableRally staff member to review and approve it first, whether you choose "public" right away or switch a private Group over to public later.

You'll be the Group's first Admin. One thing to expect: TableRally requires two-factor authentication for any account that's an Admin of a Group, so the first time you visit your Group's dashboard you'll be walked through a quick setup using an authenticator app like Google Authenticator or 1Password. Regular members don't need it.

2. Creating events

From your Group's Events tab, use the "Create event" form. Like a store's, it's organized into named sections you can expand and collapse.

Venue comes first -- search for a place your Group has met before, or add a new one (a church hall, library room, restaurant, bar, park, or a member's home). A new venue's exact address helps players judge distance, but a private residence's precise address is never shown to anyone outside the Group; a member sees it once they're part of the Group, regardless of whether they've personally registered for that specific event.

Game & Format is a BoardGameGeek search to attach a specific game -- its real cover art shows up on your calendar and event page automatically, and you can optionally pick one of its real publisher-released expansions too. Groups don't have the curated event-type picker a store's form does; if you don't pick a game, the event just shows as Open Play.

Schedule works the same as a store's: date, start and end time, an optional "Repeats" dropdown for a recurring series (occurrences generated three months ahead, with a notification nudging you to use "Extend series" before that window runs out), and a "Registration opens" option if you want to delay when members can claim a spot.

Capacity is just seats -- Groups don't have a separate "tables" concept the way a store's physical space does.

Extras & Promotion has:

• "Members only" (public Groups only) -- a public Group's events are normally visible to anyone, same as a store's; check this to hide one specific event from non-members instead. Either way, only actual members can register.
• "Enable event chat for people who've registered" -- lets registered attendees chat with each other leading up to the event. You can turn this off any time before the event starts.
• For a recurring series, a "Social reminder post" field -- a smaller reminder posted to Discord/Facebook/Instagram closer to each occurrence's date, separate from the one-time announcement post the series gets when first created. Leave it at 0 to skip reminder posts.

3. Managing registrations

Every event on your Group's event list has Edit and Cancel buttons (recurring events also get "Extend series" and "Cancel series"). You don't need to notify your registrants yourself when something changes -- TableRally handles that automatically:

• Registering (or joining a waitlist) sends a confirmation right away.
• If you increase an event's capacity, anyone waitlisted is promoted in order and notified.
• Editing an event's date or time notifies everyone currently registered or waitlisted.
• Cancelling an event notifies everyone currently registered or waitlisted that it's been cancelled.

4. Managing your team

The Team tab (visible only to Admins) is where you invite people and manage roles. There are three: an Admin can see and manage everything, an Event Manager can create and manage events and review join requests, and a plain Member can register for events, follow the calendar, and (for a private Group) invite others -- but can't manage anything.

Enter an email, pick a role, and send the invite -- it's good for 7 days, and you can resend or revoke it from the same page any time before it's accepted. A private Group's invite is the only way in; a public Group also has a Join Requests tab, where an Admin or Event Manager can Approve or Decline each request to join.

Anyone invited as an Admin or Event Manager will need to set up two-factor authentication too, the first time they visit the dashboard -- the same one-time step described above. Plain members don't need it.

5. Following your Group's calendar

Being a member and having a Group's events on your personal calendar are two separate things. Joining automatically follows the Group's calendar for you, but you can unfollow independently of membership at any time (and a member who does still sees members-only events; someone who follows a public Group without joining only sees its public ones). A public Group can also be followed by non-members directly from its own page, via "Follow calendar" -- no membership required, just its events showing up alongside your own.

6. Connecting Discord and Facebook/Instagram

From the Connected Accounts tab (Admin-only), you can connect a Discord server and a Facebook Page (if the Page has a linked Instagram Business account, your posts go there too) -- the same connection your store counterparts use. Once connected and a channel or Page is picked, every new event you create can post there automatically, with checkboxes for each platform in the event form's Extras & Promotion section.

Still stuck? Reach out through our contact page.