Event Recaps

Event Recaps are your weekend and event recap builder. After each service or event, you build a recap that captures what happened, who served, and what needs attention. Recaps follow an approval workflow that ensures accountability and creates a permanent record of your ministry’s operations.

What Are Event Recaps?

An Event Recap is a structured summary of a service or event. It captures:

• Who served and where
• Checklist completion status
• Incidents or observations
• Leadership notes

Recaps serve as your ministry’s operational record — the documentation that shows faithful stewardship of your Safety Team’s work.

Accessing Event Recaps

1. Navigate to Admin in the sidebar.
2. Click on Event Recaps.
3. The list displays all recaps for your organization.

Creating a Recap

1. Click New Recap (or the + button).
2. Fill in the recap details:

Field	Required	Description
Title	Yes	Descriptive title (e.g., “Sunday March 23 Weekend Recap”)
Recap Type	Yes	Category of recap
Reporting Period	Yes	Date range the recap covers
Squad	Yes	Which squad served
Recap Lead	Yes	The Safety Team Member who led the service
Campus	Yes	Which campus or location
Linked Events	Optional	The specific events this recap covers

3. Click Create Recap to save the recap in DRAFT status.

Recap Workflow

Recaps follow a three-stage approval workflow:

Status	Meaning	What You Can Do
DRAFT	Work in progress	Edit, delete, or submit
SUBMITTED	Sent for approval	View only — locked for editing
APPROVED	Accepted by a reviewer	Archived with encrypted PDF

The Workflow in Detail

DRAFT — You build and refine the recap. Add details, link events, write your notes. Only DRAFT recaps can be edited or deleted.

SUBMITTED — When you submit a recap, the platform captures a snapshot of live event data at that moment. This includes:

• Current assignments (who served where)
• Checklist completion status
• Any linked event data

Once submitted, the recap is locked. No further edits are possible in this state.

APPROVED — A reviewer reviews the submitted recap and either approves or requests changes:

• Approve — The recap is finalized and an encrypted PDF archive is generated for permanent record-keeping.
• Request Changes — The recap returns to DRAFT status with reviewer notes explaining what needs to be revised. You can then edit and resubmit.

Recaps Created Automatically

A daily job creates draft recaps for you, so most recaps do not need to be built by hand.

Which recaps are created automatically

Source	Created automatically?	Recap type
Weekend services	Yes — by the weekend job (one per campus per weekend)	Weekend Recap
Program events	Yes — by the daily job (one per campus per org-local day)	Program Recap
Special events	Yes — by the daily job (one per event)	Special Event Recap
Training events	No — training events never get a recap	—

Once a day at 06:00 UTC (overnight in US time zones), the daily job creates a draft for every program or special event with no recap that ended at least two hours earlier and within the last seven days. Program events on the same org-local day and campus share one recap; special events get one each. A quiet event with no incidents and no patrol logs still produces a draft.

The fallback lead

When an event has no squad leader, the recap needs a lead. The platform resolves one in this order:

1. An Oversight member of the organization.
2. An Organization Admin.
3. If neither exists, no draft is created and the skip is logged.

Coordinators are never chosen as a fallback — a coordinator is a recap lead only by leading the squad on the event. Applicants and platform admins are never chosen.

Notifications and reminders

When an automatically drafted recap is created, its lead is notified by bell and push. If a job-created recap is still a draft after three days, the lead gets one reminder — then no more. Recaps created by hand get neither notice. A lead may approve their own recap; each organization decides whether to work that way.

Drafts whose events disappear

When every event linked to an automatically drafted recap is deleted (there is no separate “cancelled” state):

• A draft nobody has written in is deleted automatically.
• A draft the lead has started is kept, and shows an “Event removed” notice on its detail page.

Recaps created by hand are never deleted by the job.

Best Practices

• Submit Promptly — Build and submit recaps within 24 hours of the event while details are fresh.
• Link All Relevant Events — Connecting the recap to specific events ensures the snapshot captures complete data.
• Be Thorough in DRAFT — Since submissions lock the recap, make sure everything is complete before submitting.
• Use Clear Titles — Include the date and service type for easy identification in the recap list.
• Review Reviewer Feedback — When a recap is returned to DRAFT, read the reviewer’s notes carefully before revising.

Next Steps

• My Event Recaps — The lead-facing recap surface: how drafts reach you, reminders, and the home card.
• Admin Panel Overview — Return to the full list of admin areas.