Events

Plan, schedule, and run guild activities with Discord sign-ups and automated slot management.

Overview

Events are managed from the web dashboard and published to Discord. Each event is a reusable template (name, description, monsters, slot template, and optional recurrence). Schedules are specific occurrences of that event with a date/time and status.

Discord Overview Channel

When the feature is enabled, ExivaBOT posts to a configured overview channel:

• A header message (“Upcoming Events”).
• Compact event cards for upcoming schedules, including:
  • Date & time
  • Slot count (filled/total)
  • Optional description snippet
  • A direct link to the detailed event message

These cards are automatically updated as schedules change.

Event Details in Discord

Each scheduled event posts a full Discord embed in the updates channel configured during scheduling and also creates a Discord scheduled event for visibility in your server’s events list. The embed includes:

• Event name and description
• Monster list (with thumbnail grid if monsters are set)
• Scheduled date/time
• Recurrence (if enabled)
• Participant counts
• Slot lists grouped by vocation
• Reserve list (up to 10)

Buttons allow members to Join or Leave directly from Discord.

Joining an Event

When a member clicks Join, a modal appears with a dropdown of their linked characters. They select which character to join with. ExivaBOT then:

1. Finds the first available slot matching that character’s vocation.
2. If no matching slot is free, the character is added to the reserve list (up to 10 spots).
3. If the reserve list is also full, the join is rejected.

Members cannot join twice or register the same character more than once.

Slots & Team Composition

Events use a slot template defined in the dashboard:

• Slot types can be: Knight, Druid, Sorcerer, Paladin, Monk, DPS, or Any
• Slots are displayed and filled by vocation
• When a participant leaves, the first matching reserve is auto‑promoted into the freed slot

Channels (Updates & Voice)

When scheduling an event, you can configure:

• Updates channel: where the event embed and join/leave buttons are posted.
• Voice channel: create a new voice channel or select an existing one for the Discord scheduled event.

Scheduling & Recurrence

You can schedule events as:

• One-time occurrences
• Recurring events: daily, weekly, biweekly, or monthly

Recurring events automatically create the next schedule when the current one is completed.

Status & Lifecycle

Schedules move through these states:

• Scheduled → Active → Completed
• Cancelled schedules are closed and marked in Discord

If a schedule is cancelled, the Discord message is removed and the Discord scheduled event is cancelled.

Character Requirement

To join an event, members must have at least one linked character. If they have none, they are prompted to use /iam.