Tasks, Deadlines and Decline Reasons: Organizing Events Even Better

When Events Are More Than Just a Date

Organizing a concert means far more than just entering a date in the calendar. Chairs need to be set up, someone has to take care of the drinks, the technical equipment needs to be prepared, and someone should also think about flowers for the conductor. Until now, such tasks often ended up in separate lists, were distributed via email, or simply got lost in the chaos of preparation. With the new task feature in Chorilo, this problem is a thing of the past.

Tasks can now be created directly on the respective event and assigned to specific people. The advantage is obvious: all information is in one place. Anyone who wants to know what still needs to be done for the next concert simply opens the event and sees all open tasks at a glance. No more scattered notes, no forgotten emails, no misunderstandings about who is actually responsible for what.

Creating and Assigning Tasks

Creating a task is remarkably simple. In the event, there is a new section for tasks where a new task can be created with just a few clicks. Each task receives a title, optionally a more detailed description, and can be assigned to one or more members. Particularly practical is the ability to set a due date. This way, everyone knows not only what needs to be done but also by when it must be completed.

The assigned people automatically receive a notification about their new task. Shortly before the due date, they are reminded again if the task has not yet been marked as completed. These automatic reminders ensure that nothing is forgotten without the choir director having to constantly follow up. The responsibility clearly lies with the assigned people, and the system supports them in completing their tasks on time.

Transparency for Everyone Involved

An often underestimated aspect of good organization is transparency. When all members can see which tasks exist for an event and who is responsible for them, fewer misunderstandings arise. Nobody wonders anymore whether someone is already taking care of the parking signs. A glance at the task list is enough. This transparency also promotes a sense of responsibility. Those who know that everyone can see whether a task has been completed or not tend to be more motivated to actually complete it.

Once a task is finished, it can be marked as completed. Optionally, a brief comment can be left, for example to document how the task was solved or what special circumstances there were. This documentation can be helpful for future events. Anyone planning another concert at the same venue next year can look up how certain challenges were solved last time.

Setting RSVP Deadlines

Every choir director knows the problem: the concert is approaching, but a third of the members have not yet indicated whether they will be there. Planning becomes a test of patience because nobody knows how many singers to actually expect. The new RSVP deadline feature provides a remedy here. When creating or editing an event, a date can now be set by which all members must have submitted their response.

After this deadline has passed, it is no longer possible to change the attendance status. Those who have not responded by then can no longer register at short notice. This clear rule may seem strict at first glance but brings enormous advantages for planning. The choir director knows at a defined point in time exactly how many singers to expect. The voice distribution can be planned, sheet music can be prepared in the right quantity, and logistics for travel or catering can also be planned on a solid basis.

Commitment Through Decline Reasons

Another innovation concerns cancellations. In some ensembles, a culture has developed where cancellations are made very casually. One click on the cancel button, and you're out. No explanation, no justification. For the choir director, this is frustrating because they cannot assess whether it was an unavoidable reason or whether the member simply didn't feel like it.

With the new option, ensembles can now specify that a reason must be given when canceling. This setting is activated at the ensemble level and then applies to all events. When a member cancels, a dialog box opens where the reason for the cancellation must be entered. Only after entering a reason is the cancellation accepted. The choir director then sees not only who canceled but also why.

This feature is not about control or distrust. Rather, it promotes a culture of commitment and respect. Anyone who has a good reason for their cancellation will be able to state it without problems. And those who realize that their reason is not actually that important might reconsider whether the cancellation is really necessary. Experience shows that simply thinking about the reason often leads members to reconsider their priorities.

Better Planning, Less Stress

All three new features share a common goal: to simplify the organization of events and increase planning reliability. Tasks ensure that nothing is forgotten and responsibilities are clear. RSVP deadlines create commitment and enable realistic planning. Decline reasons promote a culture of respect and help the choir director better assess the situation.

For choir directors, this means less stress and more time for what matters: the music. Instead of constantly chasing responses or wondering whether all tasks will be completed, they can rely on the system to support them. The automatic reminders, clear deadlines, and transparent task management take a lot of organizational burden off their shoulders.

For members, the new features mean more clarity. They know exactly what is expected of them, by when they must respond, and which tasks they have taken on. This clarity reduces uncertainty and misunderstandings. Everyone knows where they stand and can organize themselves accordingly.

Available Now

The new features are available to all Chorilo users immediately. Tasks can be created directly in any event. The RSVP deadline can be set when creating or editing an event. The option for mandatory decline reasons can be found in the ensemble settings and can be activated there.

As always, we welcome feedback on the new features. Chorilo is continuously being developed, and feedback from our users flows directly into the planning of new features. Try out the new possibilities and experience how much easier event organization can be when all tools come together in one place.