# Running your event

> Managing participants, team rosters, co-managers and payouts once your event is live.

Source: https://www.entropiacentral.com/documentation/events/running-your-event
Last updated: 2026-07-30

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Creating an event is the easy half. This covers what you do once it exists: getting people registered, locking teams, and paying out when it ends.

Everything here is managed from the event's pages in your dashboard. See [creating an event](https://www.entropiacentral.com/documentation/events/creating-an-event) for setting one up in the first place.

## Participants

How people join depends on the registration mode you chose. In `Auto` they simply register; in `Manual` you approve them; in `InviteOnly` only people you invite can enter.

You can also manage the list directly:

- **Bulk import** a set of avatar names at once, which is how you migrate an event that was organised somewhere else, for example a society running signups in Discord.
- **Rename** a participant. Use this rather than removing and re-adding when someone's avatar name was entered wrong, since it keeps their existing scores attached.
- **Remove** a participant.

The participant list is public, so entrants can confirm they are actually registered. That heads off the most common complaint during a live event, which is somebody assuming they were entered and only finding out at the end that they were not.

### Avatar names have to match exactly

Scoring works by matching globals to avatar names. A typo in an imported list means that person's globals score for nobody, and it will not be obvious until they ask why they are not on the board.

Import carefully, and if you are transcribing names from chat, verify them against the avatar's profile rather than trusting how it was typed.

## Team rosters

For team events, rosters can be built by hand, imported in bulk, or edited member by member.

**Lock the rosters once the event starts.** Locking is a deliberate action, and it exists to stop the obvious problem: without it, a team can add whoever landed a big global after the fact. Once locked, membership is fixed for scoring.

Team events are scored by team name, and rewards go to every registered member of a winning team rather than just whoever created it. That means an incomplete roster is a real problem, since members missing from it get nothing.

## Co-managers

You can add co-managers to an event. They get the same management access you have, which matters for anything running longer than a day or across time zones, where one person cannot be the only one able to fix a roster or approve an entrant.

Add them before the event starts rather than during.

## Payouts

When the event finishes, the payout ledger lists what is owed, derived from your reward configuration and the final standings. It can be filtered by paid and unpaid.

The workflow is one row at a time: pay the person in game, then mark the row as paid, with an optional note. The note is worth using for the transaction reference or anything unusual about how it was settled, because that is what you will want six months later if somebody asks.

Entropia Central does not move PED. The ledger is a record of what you owe and what you have settled, not a payment system. Everything actually changes hands in game.

There is also a combined view of every payout you owe across all your events, which is more practical than opening them one by one if you run several.

## Ending an event

An event moves to `Completed` on its own once the end date passes. There is also a force-complete action for ending one early, when an event has to be called before its scheduled end.

Force-completing settles the standings as they are at that moment, so make sure late-arriving globals have been processed before using it. Scoring is not instantaneous, and completing the moment the clock runs out can cut off globals still being matched.

## Cloning

An event can be cloned, which copies its configuration into a new one. For anything recurring, this is the difference between a monthly event taking five minutes to set up and re-entering every category, scoring rule and reward each time.

Clone the last one, adjust the dates, review the categories, then publish.